HKEAA
HKEAA-Online Registration for Public Exams


University of London International Programmes Examinations - Sep / Oct / Nov 2018
Notes for Person Entering for the Examinatons
(This Note is NOT for Undergraduate Laws (LLB) Programme)

Read these instructions carefully before completing the HKEAA online registration. The Hong Kong Examinations and Assessment Authority (HKEAA) shall not be responsible for incorrect entries.

1. Eligibility
 
Candidates should make sure that they are eligible to sit for the Sep / Oct / Nov 2018 examination and all necessary registration procedures have been completed with the University of London (the University) before submitting the application.  The HKEAA shall not be responsible if a candidate is later found unqualified for the examination or the entry is rejected by the University.  Local examination fees or supplementary fees paid are NOT refundable nor transferable from one examination to another / a later examination or for other purposes. 
2. Registration Period
 

Candidates should complete your registration by one of the following channels only during their respective registration periods and observe the deadline for completing the online examination entry task on the candidates’ University portal account.

Registration Period Registration Office
Online Registration By Post In-person or by a Representative
12 July 2018 (8:30 am)
to
7 August 2018 (10:00pm)
12 - 27 July 2018  30 July to 6 August 2018
Monday - Friday: 8:30 am to 4:45pm
(Without Lunch Break)
Saturday (4 August 2018) :
9:00 am to 11:45 am
Sundays and General Holidays excluded
International and Professional Examinations Division
Hong Kong Examinations and Assessment Authority
3/F, 17 Tseuk Luk Street, San Po Kong, Kowloon
Enquiries:        tel no.: 3628 8761 /3628 8787
                        fax no.: 3628 8790
                        email address: ie3@hkeaa.edu.hk

Under special circumstances, the HKEAA may, at its discretion, admit a candidate after the above registration period.  A supplementary fee for late entry will be levied. Please contact the HKEAA for details.  Local examination fees or supplementary fees paid are NOT refundable nor transferable from one examination to another / a later examination or for other purposes.

3. Registration Procedures
 
For candidates taking examinations from 1 September to 30 November 2018, they can register the examination by post / in-person / a representative or through online registration. For other examination months, please contact the HKEAA for details directly.

(A) Online Registration
Candidates may submit their registration and pay the required local examination fee online (online.hkeaa.edu.hk) within the registration period.  They should create an account in HKEAA online registration portal, then login to the account at the Registration Homepage (online.hkeaa.edu.hk) and make registration during the registration period.  They have to upload a signed copy of their University’s Examination Entry Form at the time of registration. The local examination fees must be paid online during registration.  The payment is only accepted by credit card with "Verified by VISA" or "MasterCard Secure Code" function. The HKEAA cannot accept any responsibilities for unsuccessful registration because of technical / network failure. After the application and payment were successful, candidates can log in to their own account to view the registered examination(s).

A HKEAA reference number (8 digits) and a validation code (7 digits) will be issued once the required local examination fees are settled.  Please quote the HKEAA reference number assigned when making enquiries with the HKEAA in the future.  Candidates should also complete the online examination entry task by inputting the validation code in the format of (275-XXXX) into the University’s student portal before the entry deadline set by the University.  Please note the hyphen (-) in between. For Imperial College Distance Learning MBA programmes candidates, please ignore the validation code as they are not required to complete the UoL online examination entry task. For LLB programme registration, it will start in late-August 2018.

(B) Registration by post / In-person or by a Representative

The following documents have to be submitted, by post / in-person or by a representative within the registration period, to the HKEAA specified above.

(i)   A completed HKEAA Examination Application Form, with local examination fees receipt / PPS payment pay-in date

(ii)  Two PAPER COPIES of the University’s Examination Entry Form with the original signature of the candidate.

  • The HKEAA will retain one copy of the University’s Examination Entry Form and provide each candidate with a validation code (7 digits) which is marked on another copy.  Such copy indicating the validation code will be officially stamped and returned to the candidate for completing the online examination entry task on the candidates’ University portal account.  Please note that only PAPER copy of University's Examination Entry Form will be accepted and the HKEAA does not offer printing service.
  • On receipt of the validation code, candidates should access their University portal account and follow the instructions to complete the online examination entry task before the deadline set by the University.  The validation code is unique and cannot be used more than once or by any other candidates.  Please note that the examination entry will NOT be processed and the candidate is NOT ALLOWED to sit for the examination if he / she fails to complete the online examination entry task with the University.  It is the responsibility of a candidate to complete all registration procedures, including the online examination entry task, with the University.  The HKEAA shall not be responsible if a candidate who is consequently not permitted to take the examination by the University for any reasons, such as failure in completing the registration process, non-compliance with the programme regulations, etc.
  • For security purpose, the HKEAA will not provide the validation code to candidates over the phone.
  • Candidates who experience technical difficulties within the online examination entry task (e.g. unable to download their University’s Examination Entry Form from the student portal, wrong information shown on the University’s Examination Entry Form, unable to process the on-line payment of the Sterling examination fee, etc….) should lodge their enquires to the University directly.
(iii) (For registration by post only) Candidates should submit a stamped and self-addressed envelope with the application for returning a copy of the University’s Examination Entry Form with the validation code.  Please ensure that sufficient postage is paid to avoid unsuccessful delivery. The sender will bear any consequences arising from not paying sufficient postage.
  • If the University’s Examination Entry Form showing the validation code is not received by 30 July 2018, candidates should contact the HKEAA. Candidates are advised to send their applications by post in good time. The HKEAA cannot accept responsibility for any application forms lost or delayed in the post.
4. Registration Documents
 

The University's Examination Entry Form can be downloaded from The University (https://my.londonexternal.ac.uk/london/portal)

HKEAA Examination Application Form can be downloaded from the HKEAA (www.hkeaa.edu.hk/en/ipe/ulondon/)

5. Local Examination Fees (fees payable to the "Hong Kong Examinations and Assessment Authority")
 
All candidates are required to pay local examination fees. Local examination fees or supplementary fee paid is NOT refundable nor transferable from one examination to another / a later one or for other purposes.
(A) Postgraduate Law Programmes
(LLM, PG Diploma or Certificate in Laws)
First section HK$[734]
Each additional section HK$[300]
(B) Written Paper for All Programmes
except Postgradudate Law Programmes
First course/module HK$[837]
Each additional course/module HK$[440]

The HKEAA handles the examination registration for the written paper(s) only.  Candidates should inform the HKEAA if the papers entered involve oral / aural tests as additional charge will be levied.  They will be informed of the payable amount before the examination.

(A) Online Registration

The local examination fees may be paid online (online.hkeaa.edu.hk) by credit card.

6. Examination Timetables
 
Candidates must note that the local starting time is 9:00 am for the examinations to be held in the morning and 2:00 pm for the examinations to be held in the afternoon even if these may differ slightly from those given on the examination documents issued by the University.  Candidates may refer to the advance examination timetables published on the University’s website.  Final examination dates will be confirmed in the Admission Notice issued by the University and the Supplementary Admission Notice issued by the HKEAA. 
Candidates should contact the University and the HKEAA if they have examination timetables clash.  They may be required to pay a supplementary fee for any special arrangement to be made, if available.
7. Supplementary Admission Notice
 
The examination venue, date and local starting time for each examination will be indicated on Supplementary Admission Notice.  Assignment of examination venues is based on the candidature of the papers and capacity of available venues.  Examinations of different papers / durations may be held in the same examination venue. Request for change of the examination venue will not be accepted normally unless under very extreme circumstances.
The HKEAA Supplementary Admission Notice will be sent to candidates by post about two weeks before the candidates’ first examination.  If candidates do not receive it one week before the commencing date of their examination, please contact the HKEAA at 3628 8761 (then press 2#319) / 3628 8787.
8. Withdrawal from the Examination/Refund
 
Application for withdrawal from the examination after submission of entries should be sent directly to the University for consideration.  Successful applications should be copied to the HKEAA. (email: ie3@hkeaa.edu.hk).
Refund of University’s examination entry fee is at discretion of the University.  The HKEAA shall not be responsible for any loss arising from withdrawals / changes to entries after candidates’ submission of the entries.  Once the withdrawal of papers is processed, it cannot be revoked.  Local examination fees or supplementary fees are NOT refundable nor transferable to another / a later examination or for other purposes.
9. Paper Entries
 

Candidates who wish to enter for the non-written paper(s), such as coursework, assignment, project, dissertation, etc. should confirm their entries of such paper(s) / module(s) with the University directly by completing the online examination entry task on their student portal.

Application for any paper entry changes after examination registration at the HKEAA should be submitted to the University for approval. Candidates should notify the HKEAA immediately of the changes (either on University’s or candidates’ request) and pay the supplementary fee plus the difference in examination fees (if applicable) to the HKEAA. 

NO refunds will be made in respect of any difference in local examination fees.
10. Postal Address / Email Address
 
The Supplementary Admission Notices will be sent to candidates according to the address provided on the HKEAA Examination Application Form / via the HKEAA online registration system. Candidates who need to change their postal address after registration should complete and return the “Address Amendment Form” by fax (3628 8790), by email to ie3@hkeaa.edu.hk or by post to the HKEAA.  The Address Amendment Form can be downloaded from the HKEAA website (www.hkeaa.edu.hk/tc/ipe/ulondon/index.html#5). Candidates should also submit the address amendment request to the University separately.
11. Personal Data
 
Personal data of candidates are used by the HKEAA and the Examination Board for delivery of examination and assessment services.  Whether you provide the requested personal data is voluntary.  However, if you fail to provide all the data, or if any of the data are inaccurate or incomplete, the HKEAA may not be able to accept your entry or provide all or part of the examination and assessment services.  The personal data submitted may also be used for:
 
(a) assisting tertiary institutions and other government / public organizations in their admissions processes;
(b) assisting tertiary institutions and other government/public organizations in respect of their requests for information in granting scholarships;
(c) assisting tertiary institutions and other government / public organizations to confirm the candidates’ eligibility for financial assistance or other forms of subsidization, in which case, the necessary personal data of the candidates may have to be disclosed to the concerned organizations for verification;
(d) certifying candidates' examination results in response to legitimate requests;
(e) processing any refund or payment in relation to the examination;
(f) conducting educational research and analysis in an anonymous format in which the identities of candidates are not traceable; and
(g) marketing the services and products of the Examination Board (including examination services, courses, events, publications, and other examination materials or resources) subject to the consent of the candidates.*
 

The HKEAA may also transfer the personal data of candidates to third parties for use for the above purpose or other directly related purposes, including government / public organizations, schools and educational institutions, banks (for processing refund or payment), and service providers providing various administrative or technical services to facilitate the delivery of the examination and assessment services including but not limited to data punching, registration process, dispatch of examination documents, and the capture, disposal or other processing of data.

In compliance with the Personal Data (Privacy) Ordinance, access to all personal data will be made available, on payment of a fee, to anyone who can establish his / her right to be informed of such data as are retained by the HKEAA.  Please also note that candidates’ personal data / correspondence / other information received by the HKEAA may be referred to the Examination Board concerned for delivery of examination and assessment services and for any of the above mentioned purposes or other directly related purposes. In general, upon completion of an examination or examination series and all the connecting examination services, the HKEAA will transfer all such data to the Examination Board who will then assume full control of such data.  By then, candidates should approach the Examination Board direct for their personal data / information handling policies if necessary.

(*If you have given consent but wish to withdraw your consent for your personal data to be used for this purpose, please send a letter of request to the HKEAA.)

 
12. Disclaimers
 

The HKEAA shall not be responsible for any non-performance of duties where such non-performance has been caused by an act of God, labour strike, natural disaster, adverse weather, governmental action or intervention, or any other cause not reasonably foreseeable and beyond the reasonable control of the University or the HKEAA.

The HKEAA, including their contractors and subcontractors, shall not be liable to anyone claiming for any damages which are caused by, arising from or otherwise related to the failure of staff members, examination personnel or the examination centres to comply with the examination regulations, policies or procedures.