How to Apply for HKPFS 2027 | Two-Stage Process Explained

The thing most applicants get wrong: HKPFS is a two-stage process. 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

Submit initial application to RGC via HKPFSES

Register on the HKPFS Electronic System, fill in your details, and submit. You receive an HKPFS Reference Number. Deadline: typically December 1, 12:00 noon HKT (2027/28 date to be confirmed).

Apply to your chosen university, quoting your Reference Number

Submit a full PhD application through each university's own portal, entering your HKPFS Reference Number. Deadline: typically December 1, 11:59pm HKT at most universities (2027/28 date to be confirmed — check each).

Full Timeline

2027/28 cycle dates to be confirmed. The dates below reflect the scheme's usual recurring pattern. The RGC has not yet published the official 2027/28 schedule. Based on previous cycles, applications are expected to open around 1 September 2026 and close around 1 December 2026 (12:00 noon HKT), with results expected around May 2027 — but treat all of these as expected/to be confirmed and verify on the official HKPFS site before you plan.

When	What to do
August–October	Research universities and faculty. Begin contacting potential supervisors.
~September 1 (expected)	HKPFSES application system opens for the new cycle (2027/28 date to be confirmed).
September–November	Prepare research proposal, personal statement, request recommendation letters from referees.
By October–November	Confirm a willing supervisor at your target university. University applications open.
~December 1, noon HKT (expected)	RGC initial application deadline (2027/28 date to be confirmed). Submit through HKPFSES. Get your Reference Number.
~December 1, 11:59pm HKT (expected)	University application deadline (most universities; 2027/28 date to be confirmed). Quote your Reference Number in every application.
~December 8	Referee report submission deadline at most universities.
January–February	University interviews with shortlisted applicants.
March–April	University nominations sent to RGC.
~May (expected)	RGC announces results (2027 cycle date to be confirmed). Successful candidates notified by email.
July–September	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.

In this stage, you provide:

Personal information and academic background
Your choice of up to two programmes/departments at one or two participating universities (you designate a first priority)
Research proposal and personal statement (the four-criteria essays)
Academic transcripts and supporting documents (non-English documents need certified English translations)

One application only. Each applicant may submit exactly one initial application. Submitting duplicates can result in disqualification. If you need to update your choice of university or programme, you can do so within the system before the December 1 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 their 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. There is no mechanism to retroactively add the Reference Number after submission.

What universities require

Requirements vary by university and program, 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)

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.

Critical rule: Your proposed PhD supervisor cannot be one of your referees. Referees must be past professors or supervisors who know your academic work. The official guidance explicitly states that "proposed supervisors from institutions are not considered as appropriate academic referees."

Give your referees as much notice as possible — ideally ask them in September or October, well before the deadline. Provide them 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)

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

The second-choice trap: 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. Any inconsistency — different research proposal text, different academic history, different personal details — can result in your application being excluded from HKPFS consideration entirely. RGC is explicit about this.

Next: Research Proposal →