Regulations Governing the Use of Hall Amenities & Sports Facilities


A) Eligible Users

The eligible users of Hall Amenities & Sports Facilities are defined as follows:
  1. Hall residents, who are
  1. PolyU student admitted into the Halls for residence;
  2. Hall Wardens and staff of Hall Administration of the Office of Student Resources and Residential Life, Centre STARS, working for or residing in the Halls;
  3. Spouse and dependents of Hall Wardens and staff of Hall Administration.
  1. Other approved users as determined by the Hall Administration.
  1. Staff of the Office of the Counselling and Wellness (Sports Development) for coaching in the Halls;
  2. Staff of Facilities Management Office working in the Halls;
  3. Hall Guests who reside in the Guest Room of the Halls.
  1. Visitor(s)

    Given the limited provision of hall amenities and sports facilities, hall resident(s) who wish to invite visitor(s) in using the hall amenities and sports facilities are required to observe the following regulations:
  1. For each guest’s use of hall amenities and sports facilities, the host resident shall purchase and produce a non-refundable Visitor Ticket at the amount of HK$20, on sale on the POSS (PolyU ON-line Student Services) with validity for every one-hour session for the use of one specified facility on the day of the reserved booking only;
  2. For the guest’s use of the Swimming Pool, the host resident should produce a non-refundable Visitor Ticket at the 2/F Booking Counter and pay a deposit of $50 for a Smart Card for getting access into the Pool for a session of 3-hour. (At the return of the smart card at the Booking Counter, a refund of HK$50 will be made. Details refers to Regulations Governing the Use of Hall Swimming Pool);
  3. Security Guard or hall staff shall conduct random checking on the status of the residents or visitors. A host resident found entertaining a visitor using the facilities without a Guest Ticket will be fined a penalty charge of $50 for each guest entertained;
  4. A hall resident can invite a maximum of 3 visitors with Visitor Ticket to use hall amenities and sports facilities at one time;
  5. In normal circumstances, visitors are NOT allowed to use the Hall Fitness Room for safeguarding their safety. (For those endorsed by the Hall Administration under exceptional condition, the visitors shall be required to complete an Undertaking Form to disclaim the liability of the Halls for any injuries that might inflict onto him/her therein);
  6. The host resident must accompany the Visitor(s) when using the hall amenities and sports facilities at the session reserved. A visitor without the presence of the host resident will lead to nullification of the booking and the visitor shall be required to leave the hall premises;
  7. The host resident shall not entertain visitors for commercial purposes of any form and shall be held responsible for the conduct of the visitors during their stay on hall premises;
  8. Both host resident and the visitor shall observe the Regulations Governing Hall Residence and the Regulation stated herein;
  9. The Hall Administration or its designate maintains the right to request any visitor to leave the hall premises should his/her behaviours bring nuisance to other hall residents or disrupt the orderly operation of the Halls;
  10. Non-compliance with the regulations by the host resident shall lead to suspension of his/her right to use the hall amenities and sport facilities and to bring visitor(s) for use of the hall amenities and sport facilities for a period of 14 days.

B) Booking

  1. The opening hours of the Booking Counter is as follows:
  1. 1/F Guard Post (West Wing): 7:00am – 3:00pm
  2. 2/F Fitness Room 201 : 3:00pm – 2:00am
  1. A resident can make one session of advance booking per hall amenity every day(exluding walk-in bookings made after a session has started or on-site bookings from un-claimed/cancelled reservations by other residents);
  2. Bookings are made on a first-come-first-served basis, unless otherwise specified, up to its full capacity at every session. Every booking session is for 1 hour, except a number of function rooms which entertain 2-hour booking per session, as defined in the Summary Table;
  3. All bookings must be made via the on-line booking system the POSS;
  4. To secure the booking of Dance Room (Room 205) and Band Room, the resident shall pay the venue charge immediately upon reservation.
  5. Cancellation of a Booking can be made on-line via the POSS at least 3 hours before the commencement of the reserved session, herein referred to as ‘the commencement time’. For Dance Room and Band Room, the pre-paid venue charge shall be forfeited for any cancellation with less than 3 hours’ notice before the commencement of the reserved session and unclaimed booking.
  6. Residents are advised to report to the Booking Counter 5 minutes before the commencement of the reserved session to secure their booking;
  7. For any hall amenities and sports facilities, the resident is only allowed 10-minute grace period for late show-up. If he/she fails to claim the venue within this grace period after the commencement of the reserved session, his/her booking of the venue will lapse automatically and the venue concerned will be released to the following resident on the waiting list on a first-come-first-served basis.
  8. Booking for hall activities
  1. Priority in using the hall amenities and sports facilities is given to hall functions and training courses organized by the Hall Administration or respective hall;
  2. Bookings for respective hall function should be made two weeks in advance with the Hall Administration;
  3. Should there be any competition for advance booking, first-come-first-served principle will be applied;
  4. If bookings for a particular amenity/facility come in the same time, ballot drawing will be used to determine the successful booking;
  5. Hall Administration maintains the right to allow consecutive bookings for functions, activities and courses organised by respective hall.
  10.   Booking of Fitness Room
  1. Given the possible injuries and hazard involved for using fitness equipment, it is a mandatory requirement that only certified fitness room practitioner shall be allowed to use the Fitness Room;
  2. To get certified as an eligible fitness room user, all residents should either hold an external certificate accredited by the Sports Development, Office of Counselling and Wellness or attend training courses offered by the Sports Development;
  3. Special consideration and approval by Hall Administration will only be given to residents with less than three-month stay in the Halls or temporary guests staying in Guest Rooms, given the difficulty to go through the accreditation process during their short stay. Under this circumstance, the gym user shall be required to complete an Undertaking Form as defined in 1.3 (e);
  4. The maximum number of users of Fitness Room 201 is 15 persons and Room 204 is 14 persons respectively per session on a first- come first-served basis.

11.    Booking of Band Room (Room 0008)

  1. The use of venue is for practice of hall official functions only.
  2. For booking of the room by a resident for private use, the rate is $200 per hour with all equipment inclusive. Every session is of 1 hour. Resident can only book up to 3 sessions (i.e. 3 hours) at any one time.

C) Collection of Key-card and on-loan equipment

  1. Residents shall produce the PolyU Student/Staff ID Card at the Booking Counter for verification before collecting key-card and on-loan equipment for use of the hall amenities and sports facilities;
  2. Residents shall leave their PolyU Student ID Card as a record for collection of the key-card and on-loan equipment concerned, and sign out the appropriate booking form at the respective Booking Counter.
  3. The key-card and the on-loan equipment must be returned to the Booking Counter immediately after use or at the end of each session. Any late return of the key-card and equipment will lead to a fine of $20 for every 10-minute delay for the first 20 minutes and a fine of $50 for the delay of over 20 minutes after the completion of the session reserved;
  4. The residents/users are responsible for:
  1. any loss of or damage to the key-card and on-loan equipment;
  2. any damage to or loss of fittings, furniture and equipment caused during the session utilised by the users;
  3. keeping the amenities clean and tidy.

D) Injuries

  1. All injuries must be reported immediately to the Hall Security Control Room at intercom 0099 for immediate attention. A first-aid box is available in the Booking Counter on 2/F.
  2. Users are responsible for their own safety when using the hall amenities and sports facilities, and are reminded to take necessary precaution against being injured in the exercise. The Hall Administration disclaims the responsibility or liability caused whatsoever due to the negligence or misuse of the equipment by the user(s).

E) Attire

Users should be dressed in proper attire or sports wear. For use of the Activity Room 205 and 206, users are requested to wear non-marking rubber-soled sports shoes.

F) Coin-operated Lockers in the changing room

All lockers must be cleared when leaving the sports facilities. Users must not leave their belongings in the lockers overnight. Staff of the Hall Administration or its designate has the authority to clear all lockers daily after the closing time and to dispose all properties found therein. The Hall Administration will not be responsible for the safekeeping of any items found in the lockers, nor be liable for any loss of personal belongings in the changing rooms out of the resident/user’s own negligence.

G) Food and Drink

To maintain a hygienic environment of the hall amenities, food or drink is not allowed in all function rooms, except prior approval from the Hall Administration has been obtained.

H) Photo Taking and Video Filming

Photo taking and video filming are not allowed inside the hall amenities and sports facilities, except with prior approval from the Hall Administration.

I) Pets

Users are not allowed to bring any pets onto hall amenities and sports facilities.

J) Smoking

Smoking is strictly prohibited on hall premises.

K) Lost and Found

Users are reminded not to leave valuables in the hall amenities and sports facilities. The PolyU will not be responsible for any loss of personal property. All found and unclaimed property will be sent to the Hall Security Control Room of Property Management Office (intercom 0099) for further action.

L) Gambling

Gambling of whatever form is strictly forbidden on hall premises.

M) Publicity and Decorations

Unless prior approval is obtained from the Hall Administration, all decorations and publicity of whatever forms are not allowed for display in hall amenities and sports facilities.

N) Adverse Weather

Limited service may be provided to hall residents when tropical cyclone signal No.8 is hoisted, if deemed necessary by the Hall Administration.

O) Proper Use of Hall Amenities and Sports Facilities

  1. Hall amenities and sports facilities can only be booked for their designated and specific use, unless prior approval is obtained from the Hall Administration. For those without prior approval, Hall Administration or its delegate has the authority to terminate the use/activities and demand the user to leave the venue;
  2. Functions, training courses or commercial activities of any kind shall only be held in hall amenities with the prior approval from the Hall Administration.
  3. Users must comply with the Regulations stated herein, and take care of their own safety and that of the others while using the hall amenities & sports facilities.
  4. Users should be considerate, act courteously and refrain from making disturbance and nuisance to other users.
  5. The Regulations stated herein are supplemented in greater details in the aspect of Swimming Pool by the Regulation Governing the Use of Hall Swimming Pool.

P) Abuse and Misconduct

  1. The Hall Administration or its designate reserves the right to conduct random checking on host resident and his/her visitor(s), to ensure the proper booking procedures of the amenities/facilities are complied with, fees settled and proper use of the facilities are maintained;
  2. The Hall Administration or its designate reserves the right to cancel a confirmed booking, to interrupt or terminate the use of the amenities/facilities, should there be any abuse by the host resident and/or visitor(s) to the hall amenities and sports facilities.
  3. For any abuse or misconduct, the Hall Administration or its designate maintains the authority to ask the users/visitors to leave the venue booked or the hall premises. The host resident may also be barred from bringing visitor(s) onto hall premises for a period up to 14 days. Any written appeal against this decision should be lodged to the Chairman of Hall Discipline Committee

Q) Revision of Regulations

The Hall Administration of the Office of Student Resources and Residential Life, Centre STARS reserves the right to interpret, alter or amend any clause of the regulations stated herein as deemed appropriate and necessary.

R) Data privacy

Information collected in the Booking Form of hall amenities and sports facilities will only be used for processing the application and will be destroyed after one-year storage.

 

Hall Administration
Office of Student Resources and Residential Life
Centre STARS


Last Updated on Thursday, 21 December 2017 15:50