Registration Services

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Registration Services

The Enquiries Counter is located on the 2/F of the Main Library New Wing. The Enquiries Counter handles the following library card applications (except HKU staff and student cards issued by the Registry):  

HKU Staff and Students

HKU SPACE Staff and Students

HKU Graduates and Public / Visitors

Please contact Lending Services and Learning Environments at 3917-5945 or Email-A-Librarian (To: Library membership) for more information.

 


JULAC (Joint University Libraries Advisory Committee) card

The JULAC card allows access to all UGC-funded libraries' resources and borrowing privileges for HKU Teaching, Research staff (including Research Assistants and Demonstrators), Professional & Senior Administrative staff, and HKU postgraduate students. HKU undergraduate students are eligible to apply for reader's access.

UGC-funded libraries may implement blackout periods for all JULAC Library Cardholders according to the needs of their own users. Please check the webpages or directly with the libraries concerned for details of the blackout periods. Find out more about the JULAC card application.

 

HKU Part-time / Visiting / Honorary Staff

HKU Part-time / Visiting / Honorary Staff who receive an employee ID (known as staff number) can have access to e-resources. After the HKU Staff Portal is synchronized to the library systems in 2 working days, you will be able to login.

If you require physical access, please apply for a facilities access card issued by the Main Library. The card will be valid for the duration of your contract. 

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • Appointment Letter issued by the Human Resources Section, Registry
    • Facilities Access Card (if any)
  • Application fee
    • HK$50 for the University-levied smart card fee (waived if you already possess a facilities access card)
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

Temporary extension of library access

Patrons with expired/invalid HKU staff or student Portal accounts are invited to consider one of the following options should you require an extension of access to library services and facilities: 

Category Application fee Library privilege
Borrower $150
- 24 Books + 6 AV items
- Off-campus/onsite access to HKU e-resources

Reader
For extension period > 3 months

$50 - On-site reading
- On-site access to e-resources

Temporary visitor pass
For extension period < 3 months

Free of charge - On-site reading
- On-site access to e-resources
Note:
(i) One-off charge for each extension
(ii) Extension period will be based on the date indicated on the letter from your Faculty or Academic Unit
(iii) Some of the licensed e-resources are restricted to current HKU staff, students and/or SPACE users. View details of e-resources access at http://sunzi.lib.hku.hk/ER/

 

  • Supporting documents for application:
    • HKID card or Passport
    • Your existing staff card or student card
    • A referral letter issued by your Faculty/Academic Unit with justification for extension
      - Student: Study extension (e.g. thesis revision/oral defense)
      - Staff: Pending appointment
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

HKU Staff Spouse or Dependent Children

HKU Staff should register your personal particulars, including your spouse and dependents in the Human Resource Section. Please apply a borrower's card for your spouse and/or dependents via e-form. The dependent child must be above 16 and below 25 years of age. For a dependent child who is between 19 and 25 years of age, a document to show full-time study is also needed.

Category Application fee Library privilege
Borrower $50 
(waived if you already possess a facilities access card)
- 24 Books + 6 AV items
- On-site access to e-resources

 

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • Facilities Access Card (if any)
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

HKU Honorary / Adjunct / Visiting Appointees

Honorary / Adjunct / Visiting Appointees who receive an Honorary ID can apply for a Departmental Portal via your departmental administrator via ITS, 3 working days are required to process the account creation. After the Departmental Portal is synchronized to the library systems in 2 working days, you will be able to login.

If you require physical access, please apply for a facilities access card issued by the Main Library. The card will be valid for the duration of your contract. 

Category Application fee Library privilege
Borrower $50 
(waived if you already possess a facilities access card)
- 24 Books + 6 AV items 
- Off-campus/onsite access to HKU e-resources
Note:
(i) Owing to the limitations in the interlibrary borrowing agreements with other institutions, Interlibrary Loan (ILL) and Article Delivery Services, and JULAC card are restricted to current HKU staff and students.
  • Please bring along the following documents for application in person:
    • HKID card or Passport
    • A passport size photograph
    • Appointment Letter issued by the Faculties (or equivalent)
    • Facilities Access Card (if any)
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

HKU Emeritus Professors

Emeritus Professors at the University of Hong Kong may apply for a borrower's card from the University Libraries. Cardholders are entitled to enjoy the same set of privileges of all retired TOS 1 staff, remote access to HKU e-resources and the use of library facilities. 

Category Validity Library privilege
Emeritus Professor 5 years*  - 400 Books + 6 AV items
- Off-campus/onsite access to HKU e-resources
Note:
(i) The privileges are renewable upon confirmation of valid contact details on or before the date of expiry 
(ii) Owing to the limitations in the interlibrary borrowing agreements with other institutions, Interlibrary Loan (ILL) and Article Delivery Services, and JULAC card are restricted to current HKU staff and students.
  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • Facilities Access Card (if any)
  • Application fee
    • Library deposit and the university-levied smart card fee are not required.
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

HKU Retired Staff

Retired members of HKU staff (with no further appointment at the University of Hong Kong) may apply for a borrower's card from the University Libraries. Cardholders are entitled to enjoy the same loan period and loan quota as prior to retirement, the use of library facilities, and remote access to HKU e-resources. 

Category Application fee Validity Library privilege
Borrower Retired TOS I Staff Deposit HK$1000 (Refundable) + $50 5 years - 400 Books +6 AV items
- Off-campus/onsite access to HKU e-resources
Retired TOS II / III Staff - 24 Books + 6 AV items
- Off-campus/onsite access to HKU e-resources
Retired Technician Staff - 60 Books +6 AV items
- Off-campus/onsite access to HKU e-resources
Reader Retired TOS I Staff $50 - On-site reading
- On-site access to e-resources
Note:
(i) The privileges are renewable upon confirmation of valid contact details on or before the date of expiry 
(ii) Owing to the limitations in the interlibrary borrowing agreements with other institutions, Interlibrary Loan (ILL) and Article Delivery Services, and JULAC card are restricted to current HKU staff and students.
 
  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • A pay-in-receipt as proof of deposit (Please get payment instruction for library deposit from Enquiries Counter)
    • Facilities Access Card (if any)
  • Application fee
    • HK$50 for the University-levied smart card fee (waived if you already possess a facilities access card)
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

HKU Retired Staff Spouse

Spouse of a valid retired staff may apply for a borrower's card from the University Libraries:

Category Application fee Library privilege
Borrower Deposit HK$1000 (Refundable) +
$50 (waived if you already possess a facilities access card)
- 24 Books + 6 AV items
- On-site access to e-resources

 

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • A pay-in-receipt as proof of deposit (Please get payment instruction for library deposit from Enquiries Counter)
    • Facilities Access Card (if any)
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

HKU SPACE Part-time Staff

Eligible HKU SPACE Adjunct Lecturers, Adjunct Associate Professors or Part-time Tutors will be issued one-year Borrower's Card as indicated on the library card application letters and it will be valid for the duration of your contract. Application can be made online

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • A notification letter for library access from HKU SPACE Registry
    • Facilities Access Card (if any)
  • Application fee
    • HK$50 for the University-levied smart card fee (waived if you already possess a facilities access card)
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

HKU SPACE Part-time Students

Eligible HKU SPACE Part-time students will receive a library card application letter from your program office. Type of access (Borrower’s or Reader’s cards) and card validity will vary depending on programs or courses. If you wish to upgrade your membership, please contact your program coordinator before submitting the application. Application can be made online.

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph 
    • A notification letter on library card application
    • Facilities Access Card (if any)
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

HKU Graduates

Current Graduate borrower cardholders with a library deposit may enjoy the automatic renewal of a three-year HKU Graduate membership effective from 1 September 2022 to 31 August 2025 by offsetting your library deposit. 

HKU Graduates may join the membership scheme to enjoy library privileges (including borrowing privileges and off-campus/onsite access to selected e-resources). Application can be made online. Find out more about the new membership scheme in our FAQs. For enquiries, please contact us at 3917-1130 or Email-A-Librarian (To: Library membership) for more information. 

Category Annual fee Validity Library privilege
HKU Graduate $550 1 year - 48 Books + 6 audio-visual items
- Off-campus/onsite access to selected e-resources
- Reserve Computers and Study Tables in the Libraries. Booking policies on facilities can be found here.
Note:
(i) Access to the selected e-resources may be changed by the vendors of HKUL without prior notice.
(ii) Some of the licensed e-resources are restricted to current HKU staff, students, and/or SPACE users.
(iii) The selected licensed e-resources may be used for the purposes of research, education, or other non-commercial use only.

 

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph 
    • A proof of graduation (e.g. certificate of graduation, transcript, testimonial)
    • A cheque or credit card for payment
    • Facilities Access Card (if any)

 

Circle of Friends

Members of the community are welcome to join the University of Hong Kong Circle of Friends which is a group of friends and book lovers who support the Libraries. To be part of the HKUL community, you may either apply for a (i) Platinum card (HKU SPACE Graduate only), (ii) Gold card (Borrower), or (iii) Silver card (Reader) to enjoy the privilege of reading selected e-resources or borrowing from our libraries and other benefits like an electronic newsletter of the Libraries, invitation to talks, exhibitions, and special events. Application can be made online

  • Please bring along the following documents for application in person:
    • HKID card or Passport for individual user
    • A passport size photograph for individual user
    • A proof of graduation (for graduates only)
    • A cheque or credit card for payment
    • Facilities Access Card (if any)
  • Application fee
    • Membership categories in Circle of Friends:
      • SPACE Graduate (Gold/Platinum) - $1,900 / $2,500
      • Centennial College Graduate (Gold) - $1,900
      • External Individual (Silver/Gold) - $1,900 / $3,800
      • Non-profit institution (Silver/Gold) - $1,900 / $3,800
      • Corporation (Gold) - $8,000
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

Scholars and full-time degree students of overseas universities

Scholars and full-time students of overseas universities with a bona fide research need are in general given on-site access to the library without borrowing rights for a maximum of 1 week within one academic year. Access is granted for research requiring unique Library materials that are not available elsewhere. Please note that part-time students of overseas universities, as well as external students of distance learning programmes, are not eligible for this privilege. To grant a longer period of access, you may consider joining the HKUL Circle of Friends.

 

  • Services available to visitors
    • On-site access to library collections and e-resources without borrowing privileges
    • Use of HKU free Wi-Fi
    • Access to printing, scanning and photocopying facilities
      • Library users can purchase or top up printing units at any Add Value Machines with an Octopus card in the Libraries. The cost is HK$3 for 10 units or HK$30 for 100 units.
      • All uPrint printing units are NOT refundable. Library users are advised to purchase the printing units as required (minimum HK$3/transaction).
  • Before your visit
    • Overseas visitors who wish to apply for access should send an email to Email-A-Librarian (To: Library membership) in advance with the supporting documents and information:
      • A referral letter from your institution
      • List of HKU Library materials required (Check the availability of library materials at Find@HKUL)
      • Date and duration of visit
      • Staff or student identification
  • How to register
    • Approved visitors should approach the Enquiries Counter (2/F, Main Library) and present the following documents for verification. 
      • HKID card or Passport
      • Staff or student identification
      • A referral letter from your institution

 

Visiting scholars and other external borrowers (referral from HKU departments / academic units)

Users with genuine academic research needs and endorsement from HKU faculties or departments may apply for a borrower’s or reader’s card for entering the libraries.

 

Visiting scholars (including holders of honorary appointments without staffing records)

Visiting scholars or fellows who do not receive an employee ID / Hon ID (known as staff number) and are visiting from other academic institutions for the purpose of short-term instruction and research may apply for a borrower’s card for entering the libraries with an annual fee of HK$550. Sponsoring or requesting HKU departments / academic units should provide a letter presenting the necessary information to obtain access. The letter must be written on departmental letterhead, contain an introduction for the visitor(s), and indicate the duration of access.

Apply by sending the supporting documents to Email-A-Librarian (To: Library membership) in advance. The fee will be paid by internal transfer to the library account and a library charges letter will be prepared for the responsible staff once the library card(s) are picked up by the faculties or departments.

Category Annual fee Library privilege
Borrower $550
(by internal transfer or cash deposit via bank teller)
- 12 Books + 6 audio-visual items
- Off-campus/onsite access to e-resources

 

  •  Supporting documents for application:
    • A referral letter issued by HKU departments or academic units
    • HKID card or Passport
    • A passport size photograph
    • Facilities Access Card (if any)
    • A pay-in-receipt as proof of payment (Please get payment instruction for application fee from Enquiries Counter)
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

Occasional and Visiting students

Students from abroad who are not regarded as formal students of the University of Hong Kong or take courses organized by HKU faculties or departments on a credit basis are classified as occasional students. Meanwhile, students from abroad who carry out internship or join summer programmes in HKU are classified as visiting students. Requesting HKU departments or academic units should provide a letter presenting the necessary information to obtain access. The letter must be written on departmental letterhead, contain with introduction for student(s), and indicate the duration of access.

Occasional and visiting students are eligible to apply for temporary Borrower’s or reader’s cards with monthly standard fees. Apply by sending the supporting documents to Email-A-Librarian (To: Library membership) in advance. The fee will be paid by internal transfer to the library account and a library charges letter will be prepared for the responsible staff once the library card(s) are picked up by the faculties or departments.

The Libraries offer free access without borrowing privileges for a visit of a maximum of 1 week. To grant a longer period of access (up to 12 months), you are invited to consider the following service categories:

Category Application fee Library privilege

Occasional student

Student from other universities enrolled in short-term programmes (or electives courses/credits) organized by HKU faculties/departments

Borrower 

$156 x no. of months + $50 - 24 Books + 6 AV items
- Off-campus/onsite access to HKU e-resources

Reader

$115 x no. of months + $50   - On-site reading
- On-site access to e-resources

Visiting students

Student from other universities on internship/placement/ summer programmes in HKU departments/academic units

Borrower

$212 x no. of months + $50  - 24 Books + 6 AV items
- Off-campus/onsite access to HKU e-resources

Reader

$159 x no. of months + $50  - On-site reading
- On-site access to e-resources
Note:
(i) The monthly fee will be charging the whole period of access.
(ii) Some of the licensed e-resources are restricted to current HKU staff, students and/or SPACE users. View details of e-resources access at http://sunzi.lib.hku.hk/ER/

 

  •  Supporting documents for application:
    • A referral letter issued by HKU departments or academic units
    • HKID card or Passport
    • A passport size photograph
  • Application fee
    • Monthly fee paid by HKU internal transfer (Please refer to the above table for details)
    • HK$50 for the University-levied smart card fee paid by HKU internal transfer
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

 

Reader's cards to access certain non-UGC-funded libraries

The Library provides reader's card for eligible HKU staff and students to access the libraries of the Hong Kong Academy for Performing Arts, Vocational Training Council and the University of Macau upon requests. Please enquire at the Enquiries Counter for details.

 

Change of Personal Particulars

HKU students:

To update your personal particulars in addresses and phone numbers, please keep your correspondence information updated via the HKU Portal >Self Services > Change Contact Information.

If you need to change your personal particulars other than addresses and phone numbers, you can download the Change of Personal Particulars form to advise the University in writing of any changes in your personal particulars and submit the form to the corresponding department as instructed.
 

HKU/HKU SPACE full-time staff:

To update your personal particulars in addresses and phone numbers, please keep your correspondence information updated via the HKU Portal > Self Services > Human Resources > Personal & Family Data Form.
 

Other registered members (incl. HKU SPACE Part-time tutors and students):

You may choose to inform HKU Libraries of any changes in the personal particulars (incl. address, email address and telephone number) by in-person to Enquires Counter (2/F, Main Library) or Email-A-Librarian (To: Library membership). Requests to change or update the record(s) of personal particulars such as name, information of HKID Card/Passport must be supported by legal documentary evidence. If your name is changed, you must provide a copy of the deed poll and your HKID Card as soon as available for updating of your personal particulars and Chinese name (if any). 

 
 

Refund of Library Deposit

Some library cards are issued with payment of a non-transferable library deposit, which will be refunded to the library cardholder when the cardholder returns the Facilities Access Card. The library deposit will only be refunded when all fines are cleared and all library materials returned. Any outstanding payments due to the Library or a replacement fee for a lost card (if any) will be deducted from the deposit.

How to apply

  1. Submit a completed application form along with your Facilities Access Card to the HKU Libraries (in-person or by mail).
    • in person at Enquiries Counter (2/F, Main Library)
    • by mail to:
              2/F Lending Services and Learning Environments,
              ​Main Library,
              University of Hong Kong,
              Pokfulam Road, Hong Kong
              ATTN: Refund of library deposit
  2. A cheque amounting to the deposit (or its balance after deduction of library fines and claims, if any) will be mailed to you by the Director of Finance. Alternatively, the amount of the deposit will be transferred to your bank account in Hong Kong. It takes about 6 weeks for the whole refund process.
 
For enquiries, please contact the Lending Services and Learning Environments at 3917-5945 or Email-A-Librarian (To: Library membership) for more information.