PG Mailing Lists

All PG mailing lists presented here are system-generated mailing lists. Each list of student email accounts is refreshed nightly, to reflect current information in the SIS.

The mailing list system contains three levels of lists: Program-Level, School-Level and U-Level.

  • Program-level lists allow contacting specified students in a program, e.g. all PhD(CBME) FT students.
  • School-level lists allow contacting all specified students in a school, e.g., all SENG TPG PT students.
  • University-level lists allow contacting all specified students in the university, e.g., all year 1 PhD students

The system has three levels of access controls: Department-Level, School-level, and U-level.

  • Department-level users will only be able to send mail to the Program-level lists of programs hosted by their department.
  • School-level users will be able to mail to all of the Program-level lists of programs in their school as well as their associated school-level lists.
  • U-level users will be able to send mail to all lists.

Programs Hosted Directly by Schools

  • One complication of the HKUST program offering structure is that some programs are hosted at school and not departmental level, e.g., NSNT in SSCI, EVNG in SENG, GFIN in SBM, and GCS in SHSS. To handle this, school offices are also assigned department-level codes.
  • Vis-à-vis these school-hosted programs, schools are treated as departments.
  • As an example, mail sent to RPG students in SENG using program-level access is sent to and will only be sent to those in BIEN, EVNG, and TLE. Mail sent to all RPG students in SENG using school-level access will be sent to and be received by all students in the MPhil and PhD programs in SENG, both those hosted directly under SENG, e.g, MPhil(TLE) and those hosted by various SENG departments, e.g., MPhil(ECE).
  • The mailing list web pages are very clear as to what programs are included in which lists.

Points to Note

In order to select the correct mailing lists and reach the correct targeted group of students, please read the following points carefully.

  1. Only active students are included in the mailing lists; students on leave are not included.
  2. Only those groups/subgroups with active student enrollment will be displayed. That is all lists shown on web-page are non-empty; empty lists will not be shown.
  3. Intake Cohort is the year/term of admission. For students who have transferred to another program before completion of their 1st program, their intake cohorts remain the year/term they were admitted to their 1st program. For students who register as PhD students after completion of their MPhil degrees, their intake cohorts will be the year/term they first registered as PhD students.
    Example 1: A student admitted in 2011/12 Fall term to MPhil (CSE) transferred to PhD(CSE) in 2012/13 Fall. The Intake Cohort of the student as a PhD(CSE) student is still 2011/12 Fall.
    Example 2: A student admitted in 2010/11 Fall term to MPhil(CSE) completed his MPhil degree in 2011/12 Summer term. The student was then admitted to PhD(CSE) in 2012/13 Fall term. The Intake Cohort of the student as a PhD(CSE) student is 2012/13 Fall.
  4. The Academic Level of students should normally correspond to the number of years of study at the University. As a convention, the academic level of students admitted in both Fall and Spring terms of a year are all “promoted” by 1 year at the start of the following Fall term. Students i) returning from leave/suspension period or ii) transferring to another program, or ii) changing from part-time to full-time (or vice versa), will be assigned an appropriate/equivalent academic level as defined by the major department of the student.
  5. For a short period in August, when both incoming new students and students about to be promoted to year 2 are registered, both groups of students will both be registered as academic year 1 students. To separate them, users are advised to select target student groups by intake cohort instead of academic level. By the start of the new term, Yr2 students will be grouped under Yr2 mailing list, while Yr1 students will be grouped under Yr1. However, since the mailing list is updated overnight, the automatic mailing list will only reflect the correct academic year on the second day after Fall term starts.
  6. Once applications are released for registration (viz. admission offer accepted, full set documents verified, deposit paid, and visa ready – for non-local students), the ITSC accounts will be included in the mailing lists. That is even if the students have not yet activated their ITSC account, nor physically arrived at the campus to complete the program registration process, they are already included in the PG mailing lists. Please note that the list of new students is likely to change from day to day in August as once applications in the pipeline are ready to be released for registration, their ITSC account will be added the next day.

To obtain access right to use the PG mailing lists, please contact the corresponding designated officers.