Government Subsidy for Short-term Exchange Activities

Government Subsidy for Short-term Exchange Activities in 2024-25

Eligible Programme Period: between September 1, 2024 and August 31, 2025

Application Deadline: The application should be submitted within 1 month after completion of the exchange activity

Application Link:

- Complete and submit an online application via the application link
  https://hku.au1.qualtrics.com/jfe/form/SV_6LHp2KayttMlzAG

Eligible Short-term Exchange Activities including:

Short-term study abroad programmes: These consist of academic exchange programmes, foreign language immersion programmes, study visits, field trips, workshops, seminars, global classrooms, training camps etc.
Internship programmes: These are work experiences offered to participant for a limited period of time.
Service programmes: Service-learning activities that integrate experiential learning with community services and reflections.
National, regional, and international events and competitions: This category includes conferences, forums, symposiums, as well as individual or team-based competitions. Please note that participants should be endorsed by HKU to represent their institutions at such events or competitions.

Documents to be uploaded through the online application

HKU UID copy – if you are in the final year of study in the academic year of 2024-25.
Latest Working Family and Student Financial Assistance Agency (SFAA) approval letter from the Student Financial Office (SFO) in respect of the means-tested grants and loans applications (Sample of Approval Letter) (Applicable to Subsidy on Exchange for Post-secondary Students (“SSE”) & Subsidy on Exchange to "Belt and Road" Regions for Post-secondary Students (“SSEBR”) APPLICANT ONLY).
Written approval from organising unit at HKU.
Official admission letter issued by the host university/unit.
Transcript or certificate of completion as proof of completion of the programme. If transcript or certificate is unavailable, students are responsible for approaching the organizer for written proof of completion including the acitivity period.
Receipt copies of programme/ activity fee; airfare, train fare and / or other transportation fees to and from the destination country; local transportation fees; living expenses incurred within the exchange activities; accommodation fees; other miscellaneous expenses (e.g. insurance, medical expenses, etc.) and the proof of other subsidy if received.

Important Notes

Please note that all physical exchange activities should be pre-approved by organising unit.
You are suggested to submit the application as soon as your participation in exchange activities is confirmed.
The release of application result is on a rolling basis. For SSE and SSEBR applications, the subsidy offer will be confirmed upon verification with SFO of the applicant’s latest assistance level.
Upon approval, the subsidy will be disbursed within 3 months after the release of results.

Eligibility

Subsidy on Exchange for Post-secondary Students (“SSE”) and Subsidy on Exchange to "Belt and Road" Regions for Post-secondary Students (“SSEBR”):

Local students enrolled in full-time locally-accredited undergraduate programs at HKU at the time of application and throughout the duration of the subsidized study abroad programme; and
For Students who are in receipt of means-tested student financial assistance from the Student Finance Office (SFO) of the Working Family and Student Financial Assistance Agency or whose families are in receipt of the Comprehensive Social Security Assistance (CSSA).

Non-means-tested Subsidy on Exchange to “Belt and Road” Regions for Post-secondary Students (“Non-means-tested SSEBR”):

Local students enrolled in full-time locally-accredited undergraduate programs at HKU at the time of application and throughout the duration of the subsidized study abroad programme.

Selection Criteria

Students who maintain good academic results and who have the ability to complete the study abroad programme.
Priority should be given to those who have not received any subsidy under scholarship/sponsorship/subsidy schemes wholly or partly funded by the government.
Each student will be eligible to receive subsidy throughout their undergraduate study under
1. SSE once, irrespective of the amount of subsidy received.
2. Non-means-tested SSEBR once, subject to the maximum amount of subsidy to be received by them, i.e. $18,000.
3. Means-tested SSEBR for twice at most, subject to the maximum amount of subsidy of HK$60,000 discounted by the latest level of student finance or the adjusted financial assistance level of 50%, whichever level is higher throughout their studies at the same level.
  
  Students are encouraged to undertake exchange activities in different places. If a student has been subsidised to take part in an exchange activity in one of the “Belt and Road” (B&R) regions under the Means-tested SSEBR, a student will have to participate in another exchange activity in another B&R region in order to be eligible to receive further subsidy under the Means-tested SSEBR or the Non-means-tested SSEBR, and vice versa.
  
  Students will not be eligible to receive subsidy under the SSE/Means-tested SSEBR/Non-means-tested SSEBR if he/she has been subsidised under any of these Schemes for the same destination.
For Students who have previously received subsidy under the original SSEBR during the undergraduate study:
1. Previously received subsidy once under the original SSEBR:
  eligible for (i) Non-means-tested SSEBR once; OR (ii) Means-tested SSEBR once;
2. Previously received subsidy twice under the original SSEBR:
  not eligible for Non-means-tested SSEBR OR Means-tested SSEBR further

Amount of Subsidy

The Calculation of SSE & Means-tested SSEBR

Maximum amount of subsidy = (Programme Destination + Duration) x Latest level of finance assistance (in terms of % of full grant) approved by the FEO

Latest level of finance assistance
SSE	Means-tested SSEBR
Discounted by level of finance assistance (in terms of percentage of full grant) approved by the SFO If level of finance assistance approved by the SFO is lower than 50%, the financial assistance level to be adopted in the calculation should be adjusted upward to 50%.

The Calculation of Non-means-tested SSEBR

Maximum amount of subsidy = Destination + Duration

Subsidy for specific destination and duration

Please refer to the following tables for the subsidy for specific destinations and duration:

Destination		Amount of subsidy (HK$)
		SSE	Means-tested SSEBR*	Non-means-tested SSEBR*
Asia	(including Middle East)	3,000	N/A
	(including Middle East, excluding the Mainland, Taiwan and Macao)	N/A	3,000	900
Africa		7,000		2,100
Oceania		8,000		2,400
Europe		8,000		2,400
North America		9,000	N/A
Central & South America & Caribbean		15,000		4,500

*Only listed destinations from HERE are eligible for SSEBR and Non-means-tested SSEBR.

Duration	Amount of subsidy (HK$)
Duration	SSE	Means-tested SSEBR	Non-means-tested SSEBR
5 – 13 days	N/A	3,500	1,050
14 – 28 days	6,000	6,000	1,800
29 – 90 days	10,000	10,000	3,000
91 – 180 days	25,000	25,000	7,500
Over 180 days	45,000	45,000	13,500

In general, the duration of an exchange activity should cover the period from the commencement date to the completion date of the official programme of the exchange activity. Travelling time back and forth between Hong Kong and the exchange destination should not be counted towards the duration of the exchange activity.
The University will adjust the actual amount of subsidy to be granted to the student downwards from that maximum amount, having regard to the actual travelling expenses and participation fees involved in the exchange activities, other subsidy/sponsorship received by the student, etc.
Students who have previously received assistance from other scholarships or support schemes wholly or partly funded by the government are also eligible for assistance under SSE/Means-tested SSEBR/ Non-means-tested SSEBR.
Students may receive scholarships, allowances or subsidies from other sources (including government and private) to cover expenses in connection with the same study abroad programme, which means students who will receive the Exchange Scholarship, Scholarship for Short-term Study Abroad Programmes or Short-term Abroad Allowance can also apply for government subsidy.

Terms of the Subsidy

Students must declare to HKU that they have ever received any subsidy schemes during their previous undergraduate study.
If at any time a student indicates they will withdraw from the programme (prior to or during the programme), their eligibility to receive the subsidy will be lost at the same time.
Applicants should meet all eligibility criteria prior to approval for the subsidy scheme. The final decision is subject to the review of the application and the necessary documents provided.
The personal data collected through SSE/ Means-tested SSEBR/ Non-means-tested SSEBR will be used by the University and EDB to monitor the operation of the Schemes and any other related purposes. The provision of personal data by the applicants/awardees is voluntary. The University will comply with the relevant provisions of Personal Data (Privacy) Ordinance (Cap.486), including seeking consent from applicants/awardees on the provision of personal data for the purpose of implementation of SSE/ Means-tested SSEBR/ Non-means-tested SSEBR.