Regulations Governing Hall Residence


Section A       Compliance to Hall Regulations and Terms of Contract

1.   A student who accepts the offer of hall place will be bound by all terms and conditions on hall residence, Hall Regulations or any applicable Hall and University rule, regulation and policy.

2.    A Hall Resident and his visitor and a Hall Tutor, whether a PolyU student or not, upon residing or visiting in Hall premises, shall comply with Hall Regulations, policy, terms and conditions on hall residence and where appropriate with the other regulations in the Halls and general regulations of the University, and with any reasonable order of the Warden or authorized representatives of the University.

3.    The Warden and the Office of Student Resources and Residential Life (SRRL) reserve the authority to interpret the Regulations stated herein.

4.    The Wardens Committee (HMT) and the SRRL reserve the right to stipulate and revise Hall Regulations, policy, fees, terms and conditions on hall residence whenever it is deemed necessary.

5.     Any waiver or non-enforcement by the Warden or the SRRL on any clauses of Hall Regulations shall not constitute exoneration of any subsequent breach of the same or any other term or condition of Hall Regulations.

6.    The University disclaims any liability for the loss of or damage to personal properties incurred by any irregularities or malfunction of facilities beyond the control of the University.

 A Hall Resident shall

7.     comply with all Hall Regulations, Policy and Terms and Conditions on hall residence stipulated on the Hall homepage (please refer to the Hall homepage for the full version of and the most updated Hall Regulations, Policy and Terms and Conditions on hall residence);

8.    reside in a room and with (a) room-mate(s) (or suite-mates in adjoining rooms) assigned by the Hall Administration without advance notice to the resident who is already residing in the room when a vacancy arises;

9.    change to another room assigned by the Hall Administration wherever necessary;

10.vacate the room and check out the Halls at short notice if deemed appropriate and necessary by the University for the health and safety consideration. Lodging fees settled for the affected period will be refunded to resident concerned in due course;

11.   upon termination of residence, remove all personal property and unwanted items from the room and complete the check-out procedure by 18:00 on the last day of the residential period.  Any property found after the termination of residence shall be disposed of and the University disclaims any liability for the loss of or damage to such property. The resident is also subject to an administration fee for clearing unwanted items as left behind.

A Hall Resident shall NOT

12.  transfer his right of hall residence, or pass his key-card or PolyU ID card to any other person knowingly or out of negligence;

13.  exchange or swap rooms without proper approval from the Warden concerned or the Hall Administration;

14.  commit any undue conduct, disturbance or nuisance;

15.  demonstrate a threat or damage to hall property that will infringe the rights and interests of residents in the Halls and/or the neighbourhood, or endanger the health, safety, security and disrupt the orderly operation of the Halls. In such circumstances, the Hall Staff are entrusted with the authority to intervene and stop the misconducts right away.

 
Section B       Responsibilities to your roommate(s)/suitemates and/or fellow residents

1.    Health, Safety and Security Policy

       A hall resident shall

  1. respect roommate(s) & fellow residents for personal and cultural differences;
  2. maintain an environment of the Halls free from harassment and disturbance;
  3. observe the Quiet Hours and Privacy Hours policies;
  4. comply with the policy for visitors;
  5. take all reasonable steps to safeguard his PolyU card from being accessed or used by any person other than himself;
  6. take all reasonable steps to safeguard his personal belongings and safety on hall premises. The University assumes no responsibility for any loss of or damage to any personal property or whatsoever beyond the control of the University;
  7. evacuate from the hall premises during the fire drill;
  8. behave properly, and remain properly dressed and strive to maintain a proper personal cleanliness and hygiene standard at all times on hall premises including student rooms and all communal areas;
  9. demand his visitor of opposite sex (any person other than the resident of the room) to use the communal toilets;
  10. inform his Warden, tutor and/or the Hall Administration immediately when he has contracted any acute illness, (especially statutory notifiable diseases such as chickenpox, TB and other communicable diseases such as Hands, Foot and Mouth disease), or has been involved in accidents or situations that warrants the attention of the University.

A hall resident shall NOT

  1. visit or stay in the suite/ room of an opposite sex resident or let any visitor(s) of the opposite sex stay in one’s suite/ room during the Privacy Hours between 00:00 and 07:00. Violation of this regulation could result in immediate termination of residency without warning. Other students involved in such violation shall also be subject to disciplinary actions as appropriate. If it is required for residents/visitors of both sexes to meet during the Privacy Hours, they should stay in communal areas outside the corridor and not to intrude into the privacy of fellow hall mates;
  2. make or cause to make excessive noise, or disturbance of any form, including engagement in noisy games such as Mahjong or “Tin Jiu” (game of dominoes), that will impinge the right and well-being of other residents in the Halls and the neighbourhood, especially during Quiet Hours between 23:00 and 07:00;
  3. temper with CCTV system, fire sprinkler system, firefighting equipment, Exit Doors and other safety and security facilities in the Halls;
  4. post obscene, indecent or objectionable materials in any form in communal areas.  Such material will be removed by the Hall Staff immediately without notice. The Halls shall not be responsible for any loss of or damage for the removed material;
  5. post obscene, indecent or objectionable materials on web;
  6. attempt to or actually use electronic or other devices to make an audio or video record of any person without prior knowledge or consent, when such a recording is likely to cause injury or distress to the subject(s)/viewer(s) of the audio or video record;
  7. bully or force any hall-mate to do anything against his wish;
  8. engage in gambling of whatever forms on hall premises, or permit such gambling to take place in his room;
  9. engage in any commercial activities in the Halls including but not limited to pyramid schemes, insurance selling or any businesses of a similar nature which will disrupt the normal life of residents and daily operation of the Halls.;
  10. use his room address as a commercial correspondence address and shall not store goods in his room for commercial purposes;
  11. obstruct the suite doors so as to keep the passage clear at all times;
  12. throw objects of whatever form from a height;
  13. hang or attach anything from/to the sprinkler(s) in the student rooms/suites or communal areas;
  14. consume any kind of alcoholic drinks including, but not limited to, beer, within the hall boundary. He shall be liable for any damages to hall properties or cleaning charges incurred by his behaviours under the influence of the alcohol;
  15. bring onto hall premises or possess/store the following items on the hall premises:
    1. any dangerous drug as defined in Section 2 of the Dangerous Drugs Ordinance (Cap.134);
    2. fireworks, firearms, ammunition or weapons of whatever form;
    3. highly combustible materials (e.g. burning of candles, incense) of whatever form;
    4. hazardous chemicals or flammable liquids;
    5. intoxicating liquor or alcoholic drinks of any type;
    6. high-power appliances (e.g. stand-type air-conditioner);
    7. any bird, animal or pet of any form;
    8. any properties belonging to third parties outside the Halls;
    9. any items especially bulky items which endanger health and safety of others and/or affect the daily operation of the Halls.

2.    Policy on Sexual Harassment

PolyU is committed to equal opportunity, embracing diversity and eliminating any form of discrimination or harassment against all staff, students, and other persons who have dealings with the University.  All stakeholders shall take necessary steps to ensure that the Hall community is free of harassment.

  1. Sexual Harassment

According to the Equal Opportunities Commission, a person engages in any unwelcome sexual behavior or conduct which is offensive, humiliating or intimidating, then it is sexual harassment.  It may be sexual advances, requests for sexual favours or conducts in any form--physical, visual, verbal or non-verbal—and even a single incident may constitute sexual harassment.  It also occurs if a person creates a hostile environment where there are actions, languages or pictures that are of a sexual nature that make others feel disturbed.

Details of the Policy on Sexual Harassment of the University
A Guide for dealing with Sexual Harassment

  1. Racial Harassment

According to the Equal Opportunities Commission, if a person engages in an unwelcome, abusive, insulting or offensive behavior because of another person’s or his/her near relative’s race, which makes him feel threatened, humiliated or embarrassed then it is racial harassment. Racial harassment can be in any form—physical, visual, verbal or non-verbal—and even a single incident may constitute racial harassment. It also occurs if a person creates a racially hostile environment for another person because of his/her or his/her near relative’s race. Racial harassment is unlawful.

  1. If you have enquiry or want to report any alleged harassment cases happened in the Halls, you should:
    1. inform Security Control Room immediately to gather evidence and
    2. approach your Hall Warden or Hall Tutor immediately to seek advice
  2. If you are feel being harassed, you may choose to
    1. settle the case by conciliation via the approved conciliator of the University; or
    2. lodge formal complaint in writing to the Student Discipline Committee of the University direct or via Hall Administration/ Hall Warden if the complaint is against a Hall Resident or to the Chairman of the Grievance and Appeal Committee in the case of complaint against staff member.

 3.    Regulations Governing Hall Access

  1. PolyU Card
    1. The PolyU card includes PolyU student/staff ID card, Temporary Hall Smart Card, Visitor Card or any access cards issued by Hall Administration for access to the Halls. These cards are official documents of the University.
    2. The rightful holder of such documents is responsible for keeping the documents safe at all time within reasons.
    3. Under NO circumstances should he transfer his documents to any third parties for whatever reasons, knowingly or out of negligence.
    4. Once he is aware of the loss of such important documents, he should report to the Police, the Hall Administration and/or the Academic Secretariat.
    5. Failing to report losses duly, the holder may still be liable for disciplinary actions for any improper use of the PolyU Card by a third party.
  2. Hall Access
    1. A hall resident shall bring along his PolyU card for access to the Halls
    2. Improper use of the PolyU card to get access to the Halls will jeopardize the security of the Halls.  The original holder of the PolyU card, the unauthorized user and any other parties involved will be subject to disciplinary action as stipulated in Section H, Clause 5.

4.   Special Regulations for Minors

       If a hall resident is under age 18, he shall:

    1. allow the University to inform his/her parents/guardian/next of kin in the following conditions:
      1. emergencies;
      2. violations of Hall Regulations, policies and/or terms and conditions on hall residence;
      3. prolonged absence from study;
      4. change on residential status;
      5. upon request by his/her parents/guardian/next of kin;
      6. situations warrant attention of his/her parents/guardian/next of kin.
    1. notify a Hall Tutor:
      1. before 22:00 when he/she returns or leaves the hall after 23:00;
      2. seek verbal endorsement before 22:00 when he/she applies for overnight stay of a visitor at the Halls; 
      3. and with an address where he/she will stay overnight in any accommodation other than the Halls;
      4. a day in advance when he/she leaves Hong Kong for whatever purpose. For non-local students, a written application should be submitted to Head, Office of Student Development (OSD) 7 days in advance for approval.

Section C     Responsibilities in Using Communal Areas and Facilities

A hall resident shall

  1. respect that the communal  areas and facilities in a particular Hall are primarily for its residents;

  2. uphold the health, safety and security level of the Halls;
  3. engage in activities appropriate for the designed functions of the facilities and/or communal  areas of the Halls;
  4. comply with the ground rules laid down by Warden and Tutors for the use of such communal  areas;
  5. ensure the tidiness of the communal areas and facilities  at all times;
  6. report to the Security Office if he has lost his properties in communal areas;
  7. return any unattended property he finds in communal areas to the Security Office. The reported lost properties will be remained in the Security Office for 3 months for the original owners to claim back. The Hall Administration has the full right to handle the unclaimed lost property after that period.
   A hall resident shall not
  1. obstruct in any way any fire escape route;
  2. jeopardize the interests of any resident(s) of the particular hall by way of his use of the communal areas unless prior approval is obtained from the Warden for his use;
  3. play any games inappropriately including but not limited to powder or liquid, air-gun, skating, cycling or any other forms of sports or activities deemed inappropriate to take place in any of the communal areas that might cause potential hazard to the hall environment or endanger the safety of himself or others e.g. other residents or neighbours;
  4. display or store any personal belongings without prior approval in any communal areas.  Anything left unattended in the communal areas shall be confiscated without prior notice. The Hall Resident shall pay an administration fee when claiming back his belongings within 3 working days. Any unclaimed items after 3 working days shall be disposed of without prior notification and the University is not responsible for the loss of or damage to such property;
  5. display, publish, distribute or broadcast any publication, programme, advertisement or other material not related to hall activities on hall premises without prior permission of the Warden or the Hall Administration;
  6. deface, defile or damage any wall, surface or any structure of any furniture, fitting, fixture or facility in the communal areas;
  7. place personal rubbish or rubbish bins in communal areas.  A Hall Resident may be subject to an administration fee if the Halls dispose of these items for him.  The University is not responsible for any loss of such items when it is not practicable to give prior notification.


Section D    Visitor Policy, Procedures and Hours

  1. A Hall Resident hosting visitor (i.e. who is non-Hall Resident) to the Halls shall complete the Visitor Registration procedures, and comply with the Regulations Governing Hall Access, escort the visitor to register electronically at the pair-up reader. The host resident should accompany the visitor(s) in person at all times on the hall premises, including at the collection and return of Visitor Card at the Reception. The host resident will be held responsible for the conduct and safety of the visitor, or any charges or damages incurred by the visitor while he is in the Hall.

  2. The Warden and the Hall Administration reserve the right to prohibit a Hall Resident, visitor or any other person (including overnight visitor) from entering the Halls, or demand him to leave the hall premises at any time when deemed necessary. The Halls reserve the right to report to the police if any person is found entering or residing in the Halls without approval or proper registration.

  3. Any visitor, who is not a Hall Resident , without permission of the Warden or his/her designate or the Hall Administration, shall not enter the Halls before 07:00 and have to depart the Halls by 23:00, i.e. not to remain in the Halls between 23:00 and 07:00.

    Registration Procedures for different types of visitors

      Registration/Departure Visitors
    PolyU student / staff Public Visitor (i.e. non-PolyU student/staff)
    1 Collect a Visitor Card at the Reception Counter on G/F No need to collect a Visitor Card. Use the PolyU Student / Staff Card direct -Host resident should accompany the visitor(s) to the Reception Counter for registration;
    -Host resident is required to show PolyU card while visitor to show ID card (e.g. HKID/passport) with photo to security guard for proper record
    -Both resident and visitor should sign to collect the Visitor Card*
    2 Register electronically at Pair-up Reader -Host resident beeps his PolyU student / staff card
    -Then visitor beeps his Visitor Card or PolyU student / staff card
    -The process should be repeated if there is more than one visitor
    -Host resident should accompany visitor(s) to do the electronic registration at the pair-up reader in person
    3 Pass through the Turnstiles Beep the Visitor Card at the Turnstile to gain access to student residential floors or when leaving the Halls
    4 Return the Visitor Card at the Visitor Registration Counter Beep out at the turnstile upon departure -Host resident should accompany the public visitor to the Reception Counter for returning the Visitor Card;
    -Both resident and visitor should sign to return the Visitor Card

    *Note: A resident is NOT allowed to register himself as a visitor under any circumstances. Otherwise, s/he is liable for a penalty charge of HK$200 and disciplinary action as appropriate. ​

  4. In exceptional circumstances, a visitor, who is a valid PolyU student and of the same sex as the host resident, may be permitted to stay overnight in the Halls, provided that:

    1. The host resident has to accompany the visitor to complete the overnight stay application procedures in person at the Visitor Registration Counter between 17:30 and 23:00 (the time designated for registration of overnight visitor);
    2. The overnight visitor has to settle the prescribed charge and deposit electronically for the overnight stay at the overnight registration counter upon completion of application;
    3. The approval of application is made on the assumption that the room-mate of the host resident shall not complain about the stay of the overnight visitor; otherwise, the visitor shall leave the Halls immediately upon receipt of complaint from the room-mate. The pre-paid prescribed charge for the overnight visitor shall not be refunded, and the room-mate of the host resident shall not apply for entertaining another overnight visitor in the same night;
    4. The overnight visitor shall stay in the room of the host resident. If the overnight visitor is found residing in the room other than that of the host resident, the visitor is regarded as an illegal resident. Then the host resident, the visitor , the resident entertaining the illegal resident and other related parties shall all be subject to disciplinary actions and charges where applicable;
    5. The overnight visitor shall get the refund of overnight stay deposit electronically via the overnight stay counter in person before 14:00 of the following day, otherwise the deposit will be forfeited;
    6. The overnight visitor should understand that the Halls shall not provide a space for sleeping during his overnight stay;
    7. The resident shall receive no more than one visitor of the same sex staying overnight on any one occasion;
    8. The resident shall in maximum receive three visitors of the same sex staying overnight per month;
    9. The same visitor shall not stay overnight more than three times in the Halls in each month.
    10. The Warden has the discretion to increase the quota stipulated in Clauses g, h and i above under special circumstances.
    11. The host resident and/or visitors will be subject to a penalty charge in the range of HK$100 to HK$500 per day for each breach of the regulations, as stipulated in Section H, Clause 3b.

 
Section E       Responsibilities to Hall Staff
 
A Hall Resident shall

  1. allow the University  to inform parents or the next of kin of the resident in case of emergency;

  2. produce medical evidence in supporting the suitability of hall residency if he is suspected to be suffering from mental health problems or displays potential violence, abnormally aggressive or seriously irresponsible behaviours that will put himself or others at risk. This measure is to be taken in the interest of his own health or safety or that of other residents;

  3. allow the Warden and/or the Hall Staff, with or without prior notice, whether or not in the presence of the resident, to enter his room in situations for conducting routine cleaning, pest control, periodic inventory and safety checking, repair and maintenance works, checking of illegal residents, investigation of any alleged violation of hall regulations, or for upholding the hygiene, health, security, safety and hall operations or any situation as deemed necessary by the University;

  4. adopt a cooperative attitude to the Hall Staff if his access right is suspended from the Hall Access Control due to any hall related issues or he is suspected of violating hall regulations. He shall follow the Hall Staff to approach the Hall Administration or Hall Property Services Contractor Office to facilitate investigations;

  5. produce his PolyU Student Identity Card for inspection at the request of the Hall Staff, and observe the instruction of the Hall Staff as to those areas of the Halls to which Hall Residents are not permitted to access;

  6. attend official hall functions, fire drill, meetings or interviews to which he has been invited by the Warden or by the Hall Staff for investigation of any cases related to hall issues unless prior approval for absence has been obtained from the interviewers;

  7. allow the University to vacate his room and charge him a cleaning fee if he is absent and cannot be contacted via phone or email for over one week after his expected check-out date, or the payment deadline of his hall fees. The University shall not be liable for the loss or damage to the properties of the resident in this connection.

  8. A Hall Resident shall NOT provide false information to the Hall Administration in any circumstance, including but not limited to upon completion of incident reports for investigation of disciplinary cases.

Section F      Responsibilities for Your Room and Suite  
 
A Hall Resident shall

  1. report to and follow up with the Hall Administration on any irregularities or malfunction of facilities and inventories and any other related problems found in the room/suite, including but not limited to serious pest problems, the possession/storage of prohibited items as stipulated in Section B Clause 1y and any condition that poses threat or potential hazard to other residents.  The University disclaims any liability for the loss or damage to personal properties and any expense (e.g. laundry costs) so incurred by the incidents which are beyond the control of the University. 

  2.  be held liable for the following irregularities which took place in his assigned room:

    a.   the loss, casualty caused or damage (beyond normal wear and tear) to the furniture, fixtures, furnishing, personal or any other inventory items

    b.    any prohibited items found as stipulated in Section B Clause 1y

    In the absence of proof of individual responsibility, the residents in the room may be held jointly liable for the above;

  3. take good care of  keycard/access card or PolyU card. For security reason, the keycard/access card or PolyU card so left unattended will be CONFISCATED by the Hall Staff without prior notice. The resident concerned is liable for an administration charge for issuance of a new keycard/access card as replacement. For getting a new keycard/access card, you could approach Hall Reception between 08:30 and 23:00. Outside these hours, you should go to the Hall Property Services Contractor Office and pay an administration charge to get your room door opened until you get your new keycard/access card;

  4. use furniture, fixtures, equipments and furnishings of the room/suite according to their designed purposes

  5. take good care of the condition of the room/suite and its contents

  6. use smart-card operated facilities and equipment provisions in the room at his own expense or on a shared basis as agreed with his room-mate(s);

A Hall Resident shall NOT

  1. tamper with the electric wiring system and smart-card controlled electric metering system in the room,

  2. damage or tamper with hall properties purposely or unintentionally

  3. cook, of any form, in the student rooms/suite, and other communal areas not designed for cooking;

  4. smoke in his room/suite or within the hall boundary;

  5. remove any furniture, fitting, fixture or facility provided in his room/suite or installed for common use in the Halls, or attempt to interfere with or dismantle existing fittings, or install/affix new fittings in those locations, without the prior permission from the Warden or the Hall Administration;

  6. deface, defile or damage any wall, surface or any structure of any furniture, fitting, fixture or facility in the room/suite;

  7. post notice and obstacle of any form to prevent or deter the Hall Staff from entering the room/suite for executing official duties;

 
Section G      Responsibilities to Your Neighbours in the Community
 
A Hall Resident shall regard himself as an ambassador of PolyU to the community
 
A Hall Resident shall not

  1. make or cause to make excessive noise, or disturbance of any form that will impinge the right and well-being of other residents in the Halls and neighbourhood, especially during Quiet Hours between 23:00 and 07:00;

  2. behave in such a way that may make the residents nearby feel harassed or distressed

 
Section H     Disciplinary Actions & Appeal Procedures
 

  1. Goals of Discipline

Through the disciplinary process, students are expected:

  1. To develop such personal qualities as ethical judgment, compliance to rules, and taking responsibilities of their behaviour
  2. To reflect thoroughly on the consequences of behavior and the impact it may have on themselves and others in the Halls or the community, and subsequently redirect their behavior more positively in the future.
  1. Disciplinary Process

  1. For Minor Offences

    1. Any violation of hall regulations in the Halls will be handled by either the Hall Warden of the resident or Hall Administration.
    2. The Warden concerned or the Hall Administration will undertake investigations, may conduct interview(s) and may call for witness(es) if necessary.  The standard of proof is the preponderance of the evidence which means that the evidence, as a whole, shows that the fact sought to be proved is more probable than not.
    3. Subsequently, the Warden or Hall Administration  will decide on appropriate sanction(s) with consideration of nature of the alleged violation(s) and past conduct of the student.
  2. For Serious Offences

If the alleged violation is serious in nature, a joint panel of Warden and Hall Administration colleague(s) will decide whether the case warrants maximum hall penalty (i.e. termination of residence). If there is ground to believe that the alleged may have breached the code of conduct of PolyU or even the law of Hong Kong, the case will be brought to the attention of the Student Discipline Committee, and/or to the Police.

  1. Disciplinary Actions

A Warden and /or the Hall Administration may, in accordance with the authority entrusted by the University, take the following disciplinary actions against any Hall Resident for misconduct and violation of Hall Regulations:

  1. Confiscate any subjects in breach of Hall Regulations;
  2. A penalty charge in the range of HK$100 to HK$500 per day will be imposed for each offence in breach of the hall regulations and shall be levied unless otherwise specified;
  3. Serve disciplinary actions such as verbal warning, warning or final warning for breach of Hall Regulations;
  4. Suspend a resident from hall residence with immediate effect for a period not exceeding 14 days, yet if the resident is subject to police investigation for criminal offence or as deemed appropriate by the Hall Discipline Committee, the suspension period shall be extended until the result of investigation is concluded;
  5. Terminate the hall residence of a resident:
    1. upon a 3 days’ written notice, if he fails to comply with any clauses herein;
    2. immediately, with or without notice, if he fails to settle the required hall related payments by the due date;
    3. immediately, with or without notice, if such termination is required to protect the health, security, safety and well being of residents at large and for maintaining the orderly operation of the Halls;
    4. Upon receiving the Notice of Suspension or Termination of Hall Residence, the Hall Resident shall find his own accommodation in the market and move out on or before the deadline specified on the Notice.
  6. Report to the University’s Student Discipline Committee, the department/faculty concerned for misconduct of the resident and report to the Police if deemed necessary, other than the disciplinary actions enforced in the Halls;
  7. Any other penalties and actions as considered appropriate;
  8. Visitor offenders who are residents of another hall building shall be bound by the disciplinary terms for residents and be subject to the relevant penalties for residents committing the offence.
  9. Resident being suspended/terminated of hall residence could be blacklisted from future admission to and application for overnight stay in any University-managed accommodation (UMA - including the Student Halls and Off-campus Housing) during his study in PolyU and barred from access to UMA during the suspension period or within one year of the termination.
  10. No refund of any Hall fees shall be made for the period of suspension or termination of residence imposed as a disciplinary action. In addition, the resident shall also be liable for any other penalty charges or outstanding fees incurred during his hall residence.
  11. A Hall Resident shall understand that the Halls will keep disciplinary records of a Hall Resident for a period of no more than seven years under normal circumstances. The Halls will disclose the Hall Resident’s disciplinary records and related information to parties concerned of the Hong Kong Polytechnic University including, but not limited to, the Student Discipline Committee of the University, Office of Student Resources and Residential Life and his faculty/department in relation to his study matters in the University, while disciplinary records of a student may affect his eligibility of scholarship and student records in the University.
  1. Appeal

    1. A resident has the right to appeal against the decision made by the Warden and/or Hall Administration.  It is the responsibility of the appellant to file the appeal request duly and adequately.
    2. A written appeal has to be submitted to the Secretary of the Hall Discipline Committee within 72 hours of the written notice of sanction and must specify in detail the grounds of the appeal which has to meet at least one of the following criteria:
      1. Sanction(s) are inconsistent with the offense and outlined outcomes;
      2. There is new information that was previously not available at the time of the hearing AND that information has a significant effect on the outcome;
      3. There was an error in the process that had a significant effect on the outcome.
    3. There is only one opportunity for appeal. Failure to file the appeal within the prescribed 72 hours will constitute a waiver of the right to appeal.
    4. At the time an appeal is granted, the sanctions incurred will not be in effect until the outcome of the appeal is determined.  However, when a serious threat to self or others or significant immediate impact to the University can be determined, sanctions will be in effect while awaiting the outcome of the appeal.
    5. The decision of the Hall Discipline Committee is final and binding within the University.
  1. Disciplinary Actions for Improper Hall Access

Disciplinary actions stipulated in this section do not include the disciplinary actions for the violation of letting opposite sex visitors stay in one’s room during privacy hours, and are by no means exhaustive. In case of disputes or unspecified circumstances, the Regulations Governing Hall Residence shall take precedence. The University reserves the authority to interpret the Regulations stated therein.

  1. For incomplete visitor registration procedures, the host resident shall be levied with the following penalty charges if he/she commits the following:

Offence

Penalty Charge

Loss or damage of the Visitor Card

HK$50/card

Late return (after 23:00) of the Visitor Card

HK$50/card

Non-presence of either the host resident or visitor to sign the return of the Visitor Card (even though the Visitor Card might have been returned before 23:00)

HK$50/card

 

  1. For late departure of a registered visitor who leaves the hall after 23:00 but before 01:00 of the following day

Offence

Time

Penalty Charge

Disciplinary Actions

PolyU Card Holder

Non-PolyU Card Holder

Late Departure of a registered visitor who leaves the hall after 23:00

23:00-01:00*

HK$60

HK$100

1st  offence:
the resident concerned will be reminded of the hall rules by Hall Property Services Contractor / Hall staff direct;
repeated offence:
 the case will be escalated to Warden’s attention for interview and final warning for termination of hall residence will be given

* Note: If the visitor leaves the Hall after 01:00, the visitor will be considered as committing offence of illegal residence in the Hall. The resident, the visitor and other concerned parties shall be liable for disciplinary actions including immediate Termination of Hall Residence as maximum, and/or Fine, and/or other disciplinary actions as appropriate, depending on the seriousness of the case.
 

  1. For improper use of PolyU card for getting access into the Hall

PolyU cards are official documents of the University. Using a third person’s PolyU card to access into the Halls is a criminal offence, and residents or visitors, including any parties concerned who are found using a third party’s card for pairing up at the Pair-up Reader shall be liable for disciplinary actions including immediate Termination of Hall Residence as maximum, and/or Fine, and/or other disciplinary actions as appropriate, depending on the seriousness of the case. The Halls also reserves the right to report such cases to the Police.

  1. For illegal residence in the Halls

The following situations are regarded as illegal residence:

i. A visitor is caught of residing in the Halls without prior registration and approval; and/or

ii. The overnight visitor is found not staying overnight in the room of the host resident; and/or

iii. The host resident and the visitor do not complete the procedures for overnight stay and/or violate the rules for Visitors as stipulated in the above Clause.

iv. The overnight guest is found as an external non-PolyU party who entered or resided in the Halls without proper approval or registration

Then the Host resident, the overnight guest (The PolyU student), the illegal resident (The external non-PolyU party) and the resident accommodating the illegal resident shall simultaneously be liable for disciplinary actions including immediate Termination of Hall Residence as maximum, and/or Fine, and/or other disciplinary actions as appropriate, depending on the seriousness of the case.

  1. For any resident forgetting to bring along PolyU card
    1. If the Card is left in the student's room in the Halls, he/she shall be required to approach the Hall Reception for verification of identity. The student will then be accompanied by a guard to check the presence of his/her student card in the room;
    2. If the Card is left at home or any place other than in the Halls, the resident shall be issued a Temporary Hall Smart Card (with a maximum validity of 7 days) on the deposit of $50 (refundable upon return of the card) and an administration charge of $50.
    3. If the PolyU card is lost, the hall resident shall be issued a Temporary Access Card (with a maximum validity of 7 days) on the deposit of $50 (refundable upon return of the card) and an administration charge of $50. Administration charge shall be waived if the resident can produce proof from the Academic Secretariat for lost card.
  2. Settlement of Penalty Charges
As the enforcer of hall security and safety issues, the Hall Property Services Contractor is entrusted with the authority to collect penalty charges relating to Hall Regulations. Residents can settle the penalty charges by cash and will receive a receipt issued by Hall Staff.

Section I      Privileges of Hall Resident

A Hall Resident who maintains a valid full-time registered University student status throughout the residential period, and who has paid all appropriate Hall related charges, or who has been permitted to make a deferred payment of these charges subject to the provisions of Rules and Regulations for Residents in Homantin Halls, shall be entitled to reside and make use of the facilities and provisions in the Halls during the residential period.  Such privileges will be waived or partially waived if a resident has committed violation of Hall rules.
 
Section J      Partial Residence, Cancellation and Withdrawal of Hall Residence

  1. Residents are not entitled to any adjustment on Hall charges for late occupancy during the first two weeks of the residential year, or for early withdrawal during the last two months of the residential year, as the residential places have been reserved or accepted.

  2. Cancellation and Withdrawal of Hall Residence

    1. If a resident cancels his hall residence prior check-in, a Residence Cancellation Fee, equivalent to the Hall Caution Money of $500, shall be levied as the administration charge. The hall lodging fee settled will be refunded. If a resident decides not to check in but fails to cancel his hall residence before his expected check-in date, on top of a Residence Cancellation Fee of $500, he is liable to the lodging fee counting from his expected check-in date up to the effective date of hall offer cancellation. 
    2. If a resident withdraws his hall residence after check-in and before the last 2 months of the residential year, a Residence Cancellation Fee of $500 shall be levied as the administration charge. The remaining hall lodging fee will be refunded.
    3. If a resident withdraws his hall residence after check-in and within the last 2 months of the residential year, the remaining hall lodging fee shall be forfeited as the Residence Cancellation Fee. 
    4. The resident shall contact the Hall Administration and submit his Application for Withdrawal Form for completion of the check-out process before he may be released of his obligation on Hall charges. Note that the mere act of moving-out or returning the key-card without the completion of the official check-out procedures shall not constitute the withdrawal from Hall residence, and the resident shall pay the Hall fee up until the date on which he completes all official check-out procedures and shall be liable for any penalty charge.
    5. The resident shall check out on or before the last day of his permitted residential period. He shall be liable for a penalty charge of $100 per day for overdue residence.
  3. The Residence Cancellation Fee may be waived on the conditions that the resident withdraws his hall residence earlier than the last 2 weeks of his residential year and (supporting documents must reach Hall Administration within 3 working days after checkout for exemption):

    1. the resident has graduated from the University (this however is NOT applicable to final-year students who intend to check out upon the completion of the  final exam.); or

    2. the resident has deferred his study or withdrawn from the University, or is unable to maintain a valid PolyU student registration status; or
    3. the resident has joined an outbound exchange programme organized by PolyU Departments; or
    4. the resident has received special university permission due to verified medical, personal or financial hardship. 


Section K     Payment of Hall Charges

Hall Residents are required to settle hall-related charges via electronic banking services or in the manner prescribed by the University. The Hall Administration maintains the right to bar the student concerned from gaining access into the Halls and the room for non-payment of hall related fees. The University maintains the right to withhold the student’ graduation parchment and resort to legal means to recover any outstanding charges incurred during his stay in the Halls.
 
Section L      Interpretation
 

  1. “The Halls” means the PolyU Student Halls of Residence (Homantin) that are maintained by the University.

  2. “Wardens Committee” means the University's Committee commissioned for the stipulation of Hall related policies, promotion of Hall education and Hall life programmes, and monitoring the overall operation and management of the Halls.

  3. “Warden” means the Hall Warden of the respective Hall appointed by the University.

  4. “Tutor” means the senior Hall tutor or Hall tutor who is appointed by the University for assisting the Warden in the promotion of Hall life and the Office of Student Resources and Residential Life in the administration of the respective Hall.

  5. “Hall Administration” means the University staff authorized by the Head, Office of Student Resources and Residential Life for overseeing the daily operation and management of the Homantin Halls.

  6. “Hall Property Services Contractor” (HPSC) means the contractor appointed by the Hall Administration to provide and manage property services to the Halls.

  7. “Hall Resident” means a registered University student, summer resident or any person, other than the Hall Warden or staff of the Hall Administration or their family members, who has accepted the Hall residential place or who is residing in the Halls in the residential year or during Summer Residence.

  8. “Hall Staff” means the staff of the Hall Administration, the Hall Property Services Contractor and/or any other persons who with defined authority entrusted by the Halls or the University to handle hall related matters.

  9. “Suite-mates” means hallmates who will share with hall resident in using the facilities of a student suite in the Halls.

  10. “Communal areas” means common areas including, but not limited to, living room of student suite, corridor, stairway, Sky Gardens, lounge area, which are free for access and use.

  11. “PolyU Card”  The PolyU card includes PolyU student/staff ID card, Temporary Hall Smart Card, Visitor Card or any access cards issued by Hall Administration for access to the Halls.

  12. Hall Regulations means the Rules and Regulations for Residents in Homantin Halls, Regulations Governing Summer Hall Residence, Regulations Governing Hall/Room Transfer & Procedures, Regulations Governing the Use of Hall Amenities & Sports Facilities, Regulations Governing the Use of Hall Car Park, Regulations Governing the Use of Hall Computer Network and any applicable regulations, policy, terms and conditions on hall residence for the Halls unless otherwise specified.

  13. “Residential year” means the residential period, which normally commences one week before the first semester and terminates at the closing date of the second semester of the academic year.

  14. “Summer Residence” means the summer period, which falls approximately in the summer term of the academic year.

  15. “Hall Computer Network” means the computer network established for the exclusive use of Hall Residents, managed by a contractor appointed by the Hall Administration and governed by the Regulations Governing the Use of Hall Computer Network.

  16. Words suggesting one gender shall refer to either sex.  Words in singular number shall include plural number and vice versa.

  
 
Hall Administration
Office of Student Resources and Residential Life
Centre STARS: Student Advancement and Resources
 


Last Updated on Friday, 08 December 2017 09:37