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How to apply for HKU Portal UID (& Email Account) for new staff

1. Application Procedures

New staff members who received the information sheet "Instructions on Computer Account Application" together with their appointment letter from the Human Resource Section of Registry can apply for an HKU Portal account onlineNote.  They can assign an HKU Portal UID (User Identification, i.e. account name) and an associated HKU Portal PIN (Personal Identification Number, i.e. password) at their own choice.


For colleagues who have applied for HKU Portal account before and the end date of their last appointment is within 190 days prior to the commencement of the appointment now on offer, they are not required to submit an application and they should continue to use their previous HKU Portal UID and PIN. Otherwise they are required to re-apply for it using the same HKU Portal UID in accordance with the steps below.

For retirees who are using @hku.hk email account, please contact ITS Service Desk directly at 3917 0123 or ithelp@hku.hk for making arrangement on the use of HKU Portal account for staff.   

Colleagues with an initial password assigned

Please use the following online form for HKU Portal account application- 

Application for HKU Portal Account (with initial password)

Colleagues without an initial password assigned

For colleagues who lost their initial password or are not assigned with an initial password e.g. HKU SPACE staff, they can apply for an HKU Portal account through one of the following online forms-

Application for HKU Portal Account (with HKID) (accessible within HKU campus only) 
Application for HKU Portal Account (with passport) (accessible within HKU campus only)

For honorary appointees, please apply via their departmental representatives who can submit an application (CF106b) for a departmental account for using the central IT services on their behalf.

2. Effective Time

For application submitted before noon, the UID and PIN will be ready after 2 pm on the same day. For submission after noon, the UID and PIN will be ready after 8 am on the next day.

Access to Self Service "Personal & Family Data Form" will be available upon creation of UID and PIN. Other Self Service functions will be available on the first day of appointment. (MSS functions will only be available with authorization from departments.)

3. Completion of Personal and Family Data Form  

Upon creation of the HKU Portal account, please log on to HKU Portal to complete the electronic “Personal & Family Data Form” under “Self Service => Human Resources”.  It is important for you to complete this e-Form promptly to facilitate, among other things, payment of your salary. 

Certain functions under HKU Portal, mainly those containing personal information, require HKU Portal login with 2FA (Two-Factor Authentication) protection.  For “Personal & Family Data Form”, 2FA is required when 
  1. access is made outside HKU campus network (see https://www.its.hku.hk/documentation/guide/infosec/2fa/hkuportal for the access procedures); and
  2. viewing or editing of some important personal information in the Form regardless this is done within or outside campus network (see http://www.sisandhcm.hku.hk/local/hcms/help/upk/HTMLPages/tpc/e2acb7ce-d306-419b-892f-622854085e9a/f1304.html and http://www.sisandhcm.hku.hk/local/hcms/help/upk/HTMLPages/tpc/518c8d06-3756-42fc-a87c-1fbba1fbf951/f338.html for the steps).     
2FA is automatically registered after the application for HKU Portal account is submitted.  For those who need not submit an application for HKU Portal account as described in the Note under Section 1 above, please register for 2FA at https://www.its.hku.hk/2fa/staff-register.    

4. Staff Cards

All Full Time (paid) staff members are eligible to have staff card. They have to follow the instructions indicated in the appointment letter to apply for staff card (upload photos in Personal and Family Data Form and provide documents including HKID card/Passport) and then a notification message asking them to collect staff card will be sent to them. Please contact Ms. Jenny Lee of Human Resource Section at 2859 2292 if you have any further enquiries for issue of Staff Card.