The Authorization Letter for Grades is a crucial document in Hong Kong's educational landscape, designed to facilitate the secure and authorized sharing of academic records while maintaining compliance with privacy laws. It becomes necessary when students need to grant access to their academic records to third parties, such as parents, potential employers, or other educational institutions. The document must adhere to the Personal Data (Privacy) Ordinance (Cap. 486) and relevant educational regulations in Hong Kong. It typically includes comprehensive details about the student, the authorized party, the scope and duration of access granted, and specific privacy protection measures. This authorization letter serves as a formal record of consent and helps educational institutions manage grade release requests in a standardized and legally-compliant manner.
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1. Student Information: Full legal name, student ID number, institution name, program/course details, and contact information of the student granting authorization
2. Authorized Party Information: Full legal name, relationship to student, and contact information of the person being authorized to access grades
3. Scope of Authorization: Specific details about what academic records can be accessed (e.g., specific courses, semesters, or all grades)
4. Duration of Authorization: Clear statement of the time period for which the authorization is valid
5. Privacy Statement: Reference to compliance with Personal Data (Privacy) Ordinance and data protection requirements
6. Signature Block: Space for student's signature, date, and witness signature if required
1. Purpose of Authorization: Explanation of why the authorization is being granted - useful when specific justification is needed
2. Additional Security Measures: Any specific verification processes or passwords to be used when the authorized party requests information
3. Revocation Clause: Information about how the authorization can be revoked before the end date - recommended for longer authorization periods
4. Institution-Specific Requirements: Any additional declarations or information required by the specific educational institution
1. Identification Documents: Copies of student and authorized party identification documents
2. Proof of Relationship: If required, documents proving the relationship between student and authorized party (e.g., birth certificate for parents)
3. Institution Forms: Any specific forms required by the educational institution for grade release authorization
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