Regulations Governing Hall/Room Transfer & Procedures

It is understandable that living and sharing a room with a new face is not an easy task, yet learning to accommodate personal differences and living habit is itself a precious experience. Hence you are always encouraged to work out, as an opportunity to sharpen your interpersonal and communication skills, a way to live in harmony with your roommate(s).

However, if after the Adaptation Period (to be announced by email every year), you are determined to change hall or room, please take note the following procedures:

  1. Hall Administration will start to accept applications after the Adaptation Period.
  2. Applications for inter-Halls of Residence transfer (i.e. between Hung Hom Halls and Homantin Halls) will not be accepted.
  3. Applications for Hall/Room transfer within Hung Hom Halls is subject to the approval of respective Hall Wardens or their delegates.
  4. Applications will be processed in accordance with the priority set by the Hall Administration and are subject to the availability of targeted hall/room.
  5. Applications that will result in an increase of single occupancy within shared rooms will generally not be approved unless with sufficient justifications.
  6. An administrative fee* will be charged for each successful Hall/Room Transfer application. Please note that the administrative fee is non-refundable for whatever reasons when the hall resident accepts the offer of room change and have encoded the new door key to their PolyU ID cards. 
  7. Residents concerned who are found changing/swapping room without approval should be asked to move back immediately, subject to a penalty* and disciplinary actions.
  8. The period of Application for Hall/Room Transfer ends on 30 Apr. every year.

Application Procedures:

  1. Submit application via POSS.
  2. Applicants can indicate their preferences in the application. They can also click "optional" boxes in the hope of shortening the waiting time but their preferences will not be guaranteed.  
  3. Applicants can submit one application either for Hall/Room Change or for Room Swap at one time. 
  4. After submission, applicants can view the application but cannot update it.  
  5. If it is withdrawn, applicants can resubmit another request which will be regarded as a new application.  
  6. The completed application will be sent to the respective Hall Wardens for approval. 
  7. If the application is approved by the respective Hall Wardens, the applicant will receive an email notification at their PolyU email account ( when a suitable place is located.

Procedures of Hall/Room Change:
After receiving notification of Hall/Room Change, applicants should complete full procedures as follows within 3 days:

  1. Go to the Hall Reception to encode the new door key to the PolyU ID card;
  2. Settle an electronic debit note for the administrative fee of Hall/Room Change;
  3. Conduct the inventory check of the new room;
  4. Vacate the old room;
  5. Call the Property Management Office (PMO) at telephone number 3159 0099 between 9:00am and 9:00pm to conduct the inventory check of the old room together with PMO staff;
  6. Return the inventory checklist of the old room to the Hall Reception. Otherwise, the checkout procedures of the old room is regarded as incomplete and the relevant penalty* and fees* apply; and
  7. Return the inventory checklist of the new room to the Hall Reception.

Important notes:

  1. Applicants should be responsible for checking their PolyU email account timely. If applicants fail to encode the new door key to their PolyU ID cards within 3 days after notification, the approved transfer application will be withdrawn by the Hall Administration automatically without prior notice.
  2. A daily penalty* and lodging fee* of the old room will be levied on the applicants if they cannot complete the above procedures of Hall/Room Change within 3 days for holding two hall places concurrently.
  3. Applicable to research postgraduate (RPg) residents only: If you have intention to apply for, or have submitted an application for the Special Warden Recommendation Scheme (SWR), please inform the Hall Administration via email to avoid being assigned to a different hall. RPg residents admitted via SWR are not eligible to change hall. Should they be found to change hall successfully, their SWR offer may be cancelled, or they may be required to move back to their old room while late check-out surcharge* may also be applied.

*Please refer to the Administration and Penalty Charges on Hall Homepage for the relevant fees and  penalty. 

For any enquiries, please email to

Last Updated on Thursday, 17 January 2019 12:33