The University offers a wide variety of systems for managing student records from application for admission to registration, enrolment of courses, reporting of grades, assessment of academic progress, graduation and management of alumni records.

Undergraduate Admission Systems

The Undergraduate Admission System is designed for the use of the Undergraduate Recruitment and Admission Office (URAO) and Schools to support all activities related to selecting and admitting new students to undergraduate programs:

  • providing applicant portal for submission of application, checking application decisions; accepting offers and pay deposits and checking registration arrangement
  • maintaining applicants' information;
  • assessment of applicants’ eligibility;
  • shortlisting applicants for interview;
  • making offers to applicants and releasing them for registration; and
  • providing enquiry on applicants' information and admission statistics.

Postgraduate Admission Systems

The Postgraduate Admission System is designed for the use of the Postgraduate Studies Office (PGSO) to support all activities related to selecting and admitting new students to postgraduate programs:

  • providing applicant portal for submission of application, checking application decisions; accepting offers and pay deposits and checking registration arrangement;
  • maintaining applicants' information;
  • shortlisting applicants for interview;
  • making offers to applicants and releasing them for registration; and
  • providing enquiry on applicants' information and admission statistics.

Student Information System (SIS)

PeopleSoft Campus Solution modules are adopted for use of the Academic Registry, faculty and schools/ department administrative staff to support academic related activities of students from registration through graduation:

  • recording course inventory and program requirements;
  • recording students’ personal particulars;
  • tracking changes in students’ registration status and recording movements;
  • recording class schedules;
  • enrolling students into courses and classes in each semester;
  • recording students’ courses grades and calculating grade averages;
  • recording credits transferred at admission and earned elsewhere; 
  • recording students' awards granted by HKUST;
  • tracking students' academic standing;
  • tracking the graduation application progress and performing academic advisement and graduation; and
  • issuing official transcript upon request.

Various self-service facilities are also provided to students.


Class and Examination Timetabling Systems

The Infosilem EnCampus timetabling software is used for generation of class timetables and examination timetables with data interfaces to/from the Student Information System.  The final timetables are released to the university community via two enquiry services: 

  • Class Schedule Enquiry Service
  • Exam Timetable Enquiry Service


Course Enrolment Request Approval System

This sub-system enables students to submit approval requests for adding or dropping courses in circumstance that prescribed enrollment conditions have not been fulfilled.  Faculty and administrative staff can review and approve requests on courses and students under his/her custody.


Grade Reporting System

This sub-system is designed for the use of university staff who are involved in the processing of student grades. Initial data consisting of students’ data for each course/lecture section are generated by the Student Information System and distributed to this sub-system. When the grade assignment/recording process is completed and the results have been approved, the grades will be posted to SIS for compilation of the grade averages.


RPg Professional Development Course Management System

The system facilitates set up of workshops offered by various departments and supporting units, enables enrollment to these workshops by RPg students and track student progress in fulfilling the course requirements.


RPg Progress Report Management System

To facilitate progress tracking, this system enables research PG students to submit their annual reports on their research activities, thesis committee members and supervisors can then review, comment and endorse the report followed by final approval by the head of department. 


RPg Thesis Examination Management System

The system provides workflow based functions for potential research PG graduates to submit intention for thesis examinations, for schools/ departments and the Office of Postgraduate Studies to support and track progress of activities leading to final decision on students’ thesis for fulfillment of graduation requirements.


Scholarship and Financial Aids Management System

The Scholarship and Financial Aid System facilities the recording of awards of scholarships, loans and bursaries. Authorized departmental users can view the awarding results online. 


Alumni Administration System

PeopleSoft Campus Solution module is adopted for use of the Development and Alumni Office, schools/ departments and alumni to manage information including contacts, employment and awards.