Regulations Governing Hall Residence

  1. Interpretation
  2. Compliance with the Regulations
  3. Privileges of Hall Resident
  4. Partial residence, Cancellation and Withdrawal of Hall Residence
  5. Payment of Hall Charges
  6. Conditions of Hall Residence
  7. Visitors
  8. Disciplinary Actions

1 Interpretation

1.1 "Halls" means the Student Halls of Residence that are maintained by the University.
1.2 "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.
1.3 "Warden" means the Hall Warden of the respective Hall appointed by the University.
1.4 "Tutor" means the senior Hall tutor or Hall tutor, who is either a University staff or a postgraduate student, appointed by the University for assisting the Warden in the promotion of Hall life and the Student Affairs Office in the administration of the respective Halls.
1.5 "Hall Management Section" means the Section and University staff authorized by the Director of Student Affairs for overseeing the daily Hall operation and management within the Hall premises.
1.6 “Hall Resident" means a registered University student, summer resident or any person, other than the Hall Warden or staff of Hall Management Section or their family members, who has accepted the Hall residential place or who is residing in the Hall in the residential year or during Summer Residence.
1.7 “Hall Staff” means the staff of Hall Management, Facilities Management office or any other persons who with authority entrusted by the Halls or the University to handle the hall related matters.
1.8 "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.
1.9 "Summer Residence" means the summer period, which falls approximately in the summer term of the academic year.
1.10 "Hall Computer Network" means the computer network established for the exclusive use of Hall residents, managed by the Information Technology Services (ITS) Office of the University and governed by the Regulations Governing the Use of Hall Computer Network.
1.11 Words suggesting one gender shall refer to either sex and words in singular number shall include plural number and vice versa.

2 Compliance with the Regulations

2.1 A student of the University, whether a Hall Resident or not, upon visiting or residing in Hall premises, and the Hall Tutor shall comply with the Regulations, 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.
2.2 The Warden and the Hall Management Section reserve the authority to interpret the Regulations stated herein.
2.3 Any waiver or non-enforcement by the Warden or the Hall Management Section on any clauses of the Regulations shall not constitute exoneration of any subsequent breach of the same or any other term or condition of the Regulations.
2.4 The Wardens Committee and the Hall Management Section reserve the right to stipulate and revise the Regulations, whenever it is deemed necessary.

3 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 clauses 8.1(iv) and (v) herein, shall be entitled to reside and make use of the facilities and provisions in the Halls during the residential period.

4 Partial residence, Cancellation and Withdrawal of Hall Residence

4.1  

Residents are not entitled to any adjustment on Hall charges for late occupancy or early departure during the first and last two weeks of the residential year, for the residential place which has been reserved or accepted.

4.2  

A Hall Resident shall submit his application for withdrawal form (available at the Hall Reception ) to the Hall Management Section (HMS). The Residence Cancellation Fee of the resident may be waived on the conditions that (supporting documents from department must reach HMS within 3 working days after checkout for administration charge exemption):

    (i)

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);

    (ii)

the resident has deferred his study or withdrawn from the University, or is unable to maintain a valid PolyU student registration status;
    (iii)

the resident has joined an outbound exchange programme organized by PolyU Departments;
    (iv)

the resident has received special university permission due to verified medical, personal or financial hardship.

4.3   For Cancellation of Hall Residence
    (i)

prior to the check-in date arranged, a Residence Cancellation Fee, equivalent to the Hall Caution Money, shall be levied as the administration charge on the resident;

    (ii)

after check-in, a Residence Cancellation Fee of $500 shall be levied as the administration charge on the resident for withdrawal for reasons other than those defined in clause 4.2;

    (iii)

the collection of the Residence Cancellation Fee can be waived for early departure within the last 2 weeks of the residential year, yet no request for refund will be entertained as defined in clause 4.1.
4.4  

The resident shall contact the Hall Management Section 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.

4.5  

The resident shall check out on or before the last day of his/her permitted residential period. He or she shall be liable for penalty charge of not exceeding $200 per day for overdue residence.

5 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 Management Section maintains the right to bar the resident 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 resident’s graduation parchment and resort to legal means to recover any outstanding charges incurred during his stay in the Halls.

6 Conditions of Hall Residence

6.1   A hall resident agrees and undertakes to:
    (i)

comply with various Hall Regulations, policy and terms and conditions on hall residence stipulated in the Hall homepage; (please refer to the Halls homepage for the full version of and most updated hall regulations, policy and terms and conditions on hall residence;
    (ii)

allow the Halls to inform parents or the next of kin of the resident in case of emergency;

    (iii) be under review of the suitability of hall residency if he is suspected to be suffering from mental illness or displays abnormally aggressive or seriously irresponsible behaviours that will put himself or others at risk. This measure to be taken is in the interest of his own health or safety or with a view to the protection of other persons. Involuntary arrangement for medical intervention in such cases shall be necessary;
    (iv) 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 suspected violation of hall regulations, or for upholding the hygiene, health, security, safety and hall operations or any situation as deemed necessary by the Halls;
    (v)

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 Management Section or Facilities Management Offices to facilitate investigations;

    (vi) produce his PolyU Student Identity Card for inspection at the request of Hall Staff , and observe the instruction of the Hall Staff  as to those areas of the Halls to which Hall Residents are not permitted access;
    (vii) attend official hall functions, fire drill, meetings or interviews to which he has been summoned by the Warden or invited by the Hall Staff for investigation of any cases related to hall issues unless the request for absence prior to the event has been approved by interviewers under special circumstances;
    (viii)

evacuate from the hall premises during the fire drill;

    (ix)

use smart-card operated facilities and equipment provisions in the room or in the common areas at his own expense or on a share rate as agreed with his room-mate(s);
    (x)

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;
    (xi) be held liable for the loss, casualty caused or damage (beyond normal wear and tear) to the furniture, fixtures, furnishing, personal or any other inventory items in his assigned room. In the absence of proof of individual responsibility, the residents in the room might be held jointly liable for the loss or damage incurred;
    (xii) 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 common areas;
    (xiii) watch TV or perform other activities in an orderly and considerate manner in the Lounge Area and other common areas;
    (xiv)

follow the guidelines on using lounge areas:

a.
refrain from using the Lounge Area of other halls. Residents should have priority in using their respective hall facilities rather than residents from other halls;
b.
No blocking of any fire escape route for safety reasons (including bicycle);
c.
The use of space will not jeopardize the majority interests of residents on the particular hall;
d.
The tidiness level to be maintained and ground rules for the use of Lounge Area will be left to warden, tutors and hall asso’s consensus.
    (xv)

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

change to another room assigned by the Hall Management Section wherever necessary;
    (xvii) Vacate to room and check out the Halls within a short notice if deemed appropriate and necessary by the University for the health and safety consideration of all residents. Lodging hall fees settled for the affected period will be refunded to resident concerned in due course. 
    (xviii)

Upon termination of residence, remove all personal property and unwanted items from the room and complete the check-out procedure by 06:00 p.m. 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 properly. The resident is also subject to an administration fee for clearing unwanted items as left behind.

6.2   A hall resident shall NOT
    (i)

visit or stay in the room of an opposite sex resident or entertain an opposite sex visitor (i.e. any person other than the resident of the room) in the room during the Privacy Hours between 24:00 and 07:00. If discussion or activities are required between the residents and visitors during the Privacy Hours, they should stay in common areas not intruding the privacy of fellow hall mates. (Note that XueMin Hall, as a female hall, has the discretion to set more stringent rules to reject any residents of the opposite sex to visit the Lounge Area, common areas or student rooms on the floor where XueMin residents stay at any time, as deemed necessary);

    (ii)

allow an opposite sex visitor (i.e. any person other than the resident of the room) to use toilet/shower facilities of the shared rooms. To avoid embarrassment and inconvenience to roommate(s) or suitemates, the opposite sex visitor is required to use the communal toilets at rear staircase of each floor;

    (iii)

make or cause to make annoying 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;

    (iv)

leave keycard in the plastic door notice box. For security reason, the keycard so left will be CONFISCATED by the Hall Staff without prior notice. The resident concerned will be regarded as having lost the keycard and is liable for an administration charge for issuance of a new keycard as replacement. For getting a new keycard, you could approach Hall Reception between 0830 - 2300. Outside these hours, you should go to FMO and pay an administration charge to get your room door opened until you get your new keycard;
    (v)

tamper with the electric wiring system and smart-card controlled electric metering system in the room, CCTV system, fire sprinkle system, fire fighting equipment, Exit Doors and other facilities in the Halls;
    (vi)

cook, of any form, in the student room;
    (vii)

smoke in his room or within the hall boundary;

    (viii)

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 behaviors under the influence of the alcohol;

    (ix)

place personal belongings, rubbish or rubbish bins in common areas. Anything left unattended in the common 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;
    (x)

place unwanted items or rubbish outside the student rooms. A Hall Resident is subject to an administration fee if the Halls remove these items and rubbish for him;
    (xi)

remove any furniture, fitting, fixture or facility provided in his room 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 Management Section;
    (xii)

deface, defile or damage any wall, surface or any structure of any furniture, fitting, fixture or facility whatsoever provided for use in the room and on hall premises;

    (xiii)

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

    (xiv)

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 Management Section;

    (xv) play any ball games or games with substance, including but not limited to powder or liquid, air-gun, skating, cycling or any other forms of sports or activities deemed inappropriate in the corridor, Lounge Area, Landscaped Garden or common areas that might cause potential hazard to the hall environment or endanger the safety of other residents;
    (xvi) play noisy games e.g. Mahjong or “Tin Jiu” (game of dominoes) in the common areas that will tarnish the image of the Halls and the University;
    (xvii) engage in gambling of whatever forms on hall premises, or permit such gambling to take place in his room;
    (xviii)

engage in pyramid selling, insurance selling or any business of similar nature which will disrupt the normal life of residents and orderly operation of the Hall;

    (xix)

throw objects of whatever form from a height;

    (xx)

hang clothes of any form dripping with water in the student room and common areas;
    (xxi)

bring onto hall premises, or into his room:
      (a) any dangerous drug as defined in Section 2 of the Dangerous Drugs Ordinance (Cap.134);
      (b) fireworks, firearms, ammunition or weapons of whatever form;
      (c)

highly combustible materials (e.g. burning of candles, incense) of whatever form;
      (d)

hazardous chemicals or flammable liquids;
      (e)

intoxicating liquor or alcoholic drinks of any type;
      (f)

electrical cooking appliances of any form or high-power appliances (e.g. rice-cooker, heater, microwave, hot-plate, dehumidifier, stand-type air-conditioner);
      (g) Any bird, animal or pet of any form;
      (h) non-hall registered shopping trolley;
    (xxii) transfer his right of hall residence, or lend his key-card or PolyU ID card to any person;
    (xxiii) exchange or swap rooms without proper approval from the Warden concerned or the Hall Management Section;
    (xxiv) bully or force room-mates to move out of the room or change rooms by any undue means;
    (xxv)

commit any undue conduct, disturbance or nuisance, demonstrate a threat or damage to hall properties that will infringe the rights and interests of residents in the Hall and neighbourhood, or endanger the health, safety, security and disrupt the orderly operation of the Hall. In such circumstances, hall staff are entrusted with the authority to intervene and stop the misconducts right away.

7 Visitors
7.1  

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, to collect and return the Visitor Card and 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.

7.2

  

The Warden and the Hall Management Section 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 reserves the right to report to the police if any person is found entering or residing in the Halls without approval or proper registration.

7.3

  

Any visitor, who is non-Hall resident , without permission of the Warden or his/her designate or the Hall Management Section, shall not enter the Halls before 07:00 and have to depart the Halls by 23:00, i.e. not remain in the Halls between 23:00 and 07:00.
7.4  

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

    i.

The host resident has to accompany the visitor to complete the overnight stay application procedures in person at the overnight stay counter at G/F East Wing Lift Lobby between 17:30 and 23:00 (the time designated for registration of overnight visitor);
    ii. 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;
    iii.

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;

    iv. 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;
    v. The overnight visitor shall get the refund of overnight stay deposit electronically via the overnight stay counter at G/F East Wing Lift Lobby in person before 14:00 of the following day; otherwise the deposit will be forfeited.
    vi.

The overnight visitor should understand that the Halls shall not provide a space for sleeping during his overnight stay;

7.5   A Hall Resident shall
    i. receive no more than one visitor of the same sex staying overnight on any one occasion; and
    ii.

in maximum receive three visitors of the same sex staying overnight per month.

7.6  

The same visitor shall not stay overnight more than three times in the Halls in each month.
7.7  

The Warden has the discretion to increase the quota stipulated in Subsection 7.5 and 7.6 under special circumstances.

7.8   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 Clause 8.1.(ii) and Regulations Governing Hall Access.

8 Disciplinary Actions
8.1  

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

    i. Confiscate any subjects in breach of Hall Regulations;
    ii. For breach of Hall Regulations, a penalty charge in the range of HK$100 to HK$500 per day for each offence, shall be levied unless otherwise specified;
    iii.

Serve a warning or a final warning for breach of Hall Regulations
    iv.

Suspend a resident with immediate effect from hall residence 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;

    v. Terminate the hall residence of a resident:
      (a)

upon 3 days’ written notice, if he fails to comply with any clauses herein;

      (b)

immediately, with or without notice, if he fails to settle the required hall related payments by the due date:

      (c)

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. 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;

    vi.

Report to the University’s Student Discipline Committee and the department/faculty concerned for serious misconduct of the resident, other than the disciplinary actions enforced in the Halls.

8.2  

Resident being suspended or terminated of hall residence will be blacklisted from hall application during his study in PolyU and barred from access into the Halls during the suspension period and/or within one year of the termination.

8.3  

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 be liable for any penalty charges or outstanding fees incurred during his hall residence.
8.4  

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, Student Affairs Office 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.

8.5   An appeal against disciplinary actions levied shall only be accepted on grounds of new or additional information. For appeal, the Hall Resident shall write, specifying the grounds for the appeal, to the Hall Discipline Committee within 72 hours upon receiving the Notice of Suspension or Termination of Hall Residence. The decision of the Hall Discipline Committee on the appeal shall be final and binding within the University.

Hall Management Section
Student Affairs Office
August 2012

“Visitors” means any persons other than the residents of the room.