How to Apply for HKPFS 2027/28
HKPFS is a two-stage process: an RGC initial application by 12:00 noon HKT on 1 December 2026, then a university application by 11:59pm the same day. Here is every step, in order.
ScholarshipUnion Editorial
5 min read
Updated Oct 6, 2026
HKPFS is a two-stage process, and you must complete both stages. Submitting only to the university — without first registering with RGC and getting your Reference Number — means the university will process you as a regular applicant and you lose all HKPFS consideration. These are two entirely separate systems.
The Two Stages at a Glance
- 1Deadline: 1 December 2026, 12:00 noon HKTSubmit your initial application to RGC via HKPFSES
Register on the HKPFS Electronic System, fill in your details and submit. You receive an HKPFS Reference Number.
- 2Deadline: 1 December 2026, 11:59pm HKTApply to your chosen university, quoting your Reference Number
Submit a full PhD application through each university's own portal, entering your HKPFS Reference Number. The RGC lists this deadline for all participating universities.
Full Timeline for 2027/28
The RGC has published the key 2027/28 dates: HKPFSES opened on 1 September 2026 at 12:00 noon HKT, initial applications close on 1 December 2026 at 12:00 noon HKT (late initial applications are not considered), university applications close on 1 December 2026 at 11:59pm HKT, and results will be announced by May 2027. The other rows below follow the scheme's usual pattern — confirm them with your university.
| When | What to do |
|---|---|
| August–October 2026 | Research universities and faculty. Begin contacting potential supervisors. |
| 1 September 2026, 12:00 noon HKT | HKPFSES application system opened for the 2027/28 cycle. |
| September–November 2026 | Prepare your research proposal and personal statement; request recommendation letters from referees. |
| By October–November 2026 | Confirm a willing supervisor at your target university. University applications open. |
| 1 December 2026, 12:00 noon HKT | RGC initial application deadline. Submit through HKPFSES. Get your Reference Number. |
| 1 December 2026, 11:59pm HKT | University application deadline. Quote your Reference Number in every application. |
| Around 8 December 2026 | Referee report deadline at some universities (HKUST’s is 8 December 2026, 11:59pm HKT); check yours. |
| January–February 2027 | University interviews with shortlisted applicants. |
| March–April 2027 | University nominations sent to RGC. |
| By May 2027 | RGC announces HKPFS 2027/28 results. Successful candidates are notified by email and letter. |
| July–September 2027 | Registration with university. Visa application. |
Step 1: RGC Initial Application (HKPFSES)
The HKPFS Electronic System (HKPFSES) is the RGC portal where you submit your initial application. Access it through the official HKPFS website at cerg1.ugc.edu.hk/hkpfs. Submit it early: some university deadlines follow immediately after the RGC deadline.
The initial application is short. According to the RGC’s 2027/28 Guidance Note, it has four sections:
- Personal particulars
- Your choice of up to two programmes/departments at one or two participating universities (you designate a first priority)
- Authorization and declaration
- Source of information (how you heard about the scheme)
It must be completed in English. The system times out after 30 minutes of inactivity, and unsubmitted entries are lost. Your research proposal, personal or vision statement, transcripts and referee details all go to the university in Step 2, not to RGC.
Each applicant may submit exactly one initial application. If RGC finds more than one, all of your applications are disqualified, even if a university nominates you. If you submitted twice by mistake, email HKPF@ugc.edu.hk before the deadline. If you need to update your choice of university or programme, you can do so within the system before the 1 December 2026 noon deadline — but once the deadline passes, your choices are locked.
Step 2: University Application
After submitting your RGC initial application and receiving your Reference Number, apply to your chosen university through its own admissions portal. This is completely separate from the RGC system.
Quote your HKPFS Reference Number in every university application. If you don't, the university will treat your application as a regular (non-HKPFS) application. An initial application that is not followed by a full university application is void.
What universities require
Requirements vary by university and programme, but typically include:
- Completed online application form
- Academic transcripts (official)
- HKPFS Reference Number
- Two academic recommendation letters (submitted directly by your referees)
- Research proposal
- Personal statement
- CV/resume
- English proficiency score (TOEFL or IELTS, if required)
- Application fee (non-refundable; set by each university — HK$450 at HKBU, for example)
About Recommendation Letters
Most universities require two academic recommendation letters. Your referees submit these directly and confidentially — they receive an email link to upload their report.
Your proposed PhD supervisor cannot be one of your referees. Referees must be past professors or supervisors who know your academic work. HKBU’s HKPFS document list, for example, says that proposed supervisors from HKBU and people from non-academic backgrounds “are not considered as appropriate academic referees.” PolyU’s guide says the same.
Give your referees as much notice as possible — ideally ask them in September or October, well before the deadline. Provide them with the four HKPFS selection criteria so they can address each one directly. Letters that speak to research ability, comparative standing versus peers, leadership and communication are far more useful than generic endorsements.
Choosing Your Universities (1 or 2)
The 8 universities →You can apply to up to two programmes at one or two participating universities. Important rules:
- You must designate one as your first priority (priority university).
- If both universities nominate you, RGC only processes the nomination from your first-priority university.
- If you decline your first-priority offer, your second-choice offer is not automatically transferred.
- If both choices are at the same university, that university decides which programme to support.
Many applicants assume that if they decline their first choice, their second choice kicks in automatically. It does not. Think carefully about your priority university — you need to be genuinely willing to attend it.
Data Consistency: A Hard Requirement
Whatever you submit to RGC must match what you submit to the university. RGC cross-checks the two. Any incompleteness, inaccuracy or inconsistency — different programme choices, different personal details — may lead to your application not being considered under HKPFS. RGC is explicit about this.
The RGC’s 2027/28 Guidance Note requires applicants to disclose any use of AI tools in preparing their application to the university, from generating ideas to language editing. Non-disclosure or an incomplete disclosure can lead to action by the RGC. Follow your university’s own AI policy too.