STUDENT AFFAIRS OFFICE GUIDELINES FOR APPLICATION OF STUDENT ACCOMMODATION

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1 STUDENT AFFAIRS OFFICE GUIDELINES FOR APPLICATION OF STUDENT ACCOMMODATION The HKIEd accords high importance to hall life education and regards this as an integral part of university study. According to The HKIEd Student Accommodation Policy for 2012/13 and Beyond, all first year full-time students on a UGC-funded undergraduate programme would be offered guaranteed hall residency for 2 semesters, one of which to be taken up during the first year of study. Other full-time students on UGC-funded undergraduate or postgraduate programmes should go through the point system for hall application. If hall places are available, full-time students from higher diploma, self-funded undergraduate or postgraduate programmes may also apply for residence at student hall via point system in the third round of application. The application for Student Accommodations 2012/13 is divided into 3 rounds. All applicants are required to submit their applications online via ihostel. The application period of each round of application are listed below: Application Application Period Round Date From Date To 1 st Round 1 May May 2012 (Tuesday) 00:00 (Sunday) 23:59 2 nd Round 30 July August 2012 (A) # (Monday) 00:00 (Saturday) 23:59 2 nd Round 10 August August 2012 (B) (Friday) 00:00 (Thursday) 23:59 2 nd Round (C) # 3 rd Round (Subject to availability) Eligible Applicant UGC-funded Full-time Undergraduate Returning Students only UGC-funded Full-time Undergraduate (Year-1 Students from the HKALE cohort) UGC-funded Full-time Undergraduate / Postgraduate Students (Excluding new students from the HKALE cohort) 21 August August 2012 UGC-funded Full-time Undergraduate (Tuesday) 00:00 (Sunday) 23:59 (Year-1 Students from the HKDSE cohort) To be announced To be announced UGC-funded Full-time Higher Diploma / Undergraduate / Postgraduate Students Self-funded Full-time Undergraduate / Postgraduate Students # Exclusively for full-time Year-1 students from UGC-funded undergraduate programmes. One semester hall residency voucher will be forfeited for those eligible students who decided not to live on campus during their first year of study and/or have not submitted any application before the deadline. 1 Residential Year Effective from 2010/11 onwards, the Institute has introduced Semester-based Residence for all students to cater for the need of immersion, exchange or block practice. Students may indicate their choice of residential period for whole year, 1 st semester or 2 nd semester. Students who opt for semester residence must check-out from hall on the specific check-out date, or disciplinary actions may be imposed. Request for extension of residence will not be entertained. Whole Year Residence From 14:00p.m. 5 September 2012 (Wed) 12:00p.m. 14 June 2013 (Fri) 1 st Semester Residence From 14:00p.m. 5 September 2012 (Wed) 12:00p.m. 28 December 2012 (Fri) 2 nd Semester Residence From 14:00p.m. 4 January 2013 (Fri) 12:00p.m. 14 June 2013 (Fri) *** Special check-in will be arranged for students whose programme commencement date is set before the mass check-in date of residential year 2012/13. Details will be announced in due course. 2 Hall Lodging Charges 2.1 The lodging charge for 2012/13 should be settled in 2 or 3 installments. Please refer to Annex I for details on payment schedule. 2.2 Students are required to pay the lodging charges in full and all fees paid are non-refundable Page 1 of 4 Last updated on 4/5/2012

2 despite any reasons except for those situations as mentioned in point Withdrawal applications will normally not be accepted. However, for students who successfully applied for withdrawal due to very special reasons, their lodging charge will be calculated at a daily rate plus an administration fee of $1,000. Student residents who were approved to withdraw from hall should settle all the outstanding charges before checkout. 2.4 Hall tutors can apply for refund of hall lodging chargs paid. 3 Application Method <Online Submission via ihostel System> All application have to be submitted online via the ihostel System. 3.1 Login to myied and select ihostel on the page of iservices ; 3.2 Read the Undertaking and Declaration carefully; 3.3 Fill in the online application form from Section A to G (as appropriate); 3.4 Confirm the information filled in the confirmation page and print out a copy for your reference; 3.5 Click Submit to complete the application process and print out the reminder page; 3.6 Applicant can modify/cancel the application record as many time as he/ she wants before the deadline; however, only the final submission record will be processed; and 3.7 Applicants are strongly advised to print out the final application for future reference. 4 Submission of Supporting Documents Only shortlisted applicants will be notified by for submission of supporting documents. Details on documents required can be found from Annex II Important Notes for Submission of Supporting Documents. 5 Hall Admission and Hall Assignment Criteria 5.1 If the number of application is more than the number of hall place available, holders of hall vouchers will be assigned with places first. Remaining places will be assigned to other eligible applicants according to the Point System. [Please refer to the document about Point System for details]. 5.2 Applicants should indicate their preference for period of residence. To cater for the large number of new students due to double-cohort in 2012/13, successful applicants with 1 to 19 points in Part A Home Location will be offered with one semester of residence only. 5.3 Starting from 2012/13, budget 3-Person rooms are available at Northcote Hall, Grantham Hall and Robert Black Hall only for those who have indicated preference. 5.4 Applicants should indicate their preference for hall / quarters. If their first choice is fully subscribed, applicants will be assigned to their subsequent choices in order of their priority. Nonetheless, wardens have the final decision to select residents according to criteria set up to facilitate the building of hall culture. For more details of the selection criteria of each hall, please browse the following sites: Northcote Hall: /nh Grantham Hall: Robert Black Hall: Jockey Club Student Quarters: Except for UGC-funded reasrch postgraduate students, no single room will be arranged. 6 Announcement of Result, Appeal Procedures and Acceptance of Offer 6.1 Results of hall application and appeal arrangements are summarized in the table below: Round of Application Announcement of Result Appeal Period 1 st Round 29 May May June nd Round (A), (B) & (C) 31 August August September rd Round To be announced To be announced Page 2 of 4 Last updated on 4/5/2012

3 6.2 Application result would be notified by Unsuccessful applicants who are not satisfied with the result in terms of procedural irregularities may submit written appeal to the Dean of Students care of SAO within 3 days after notification of their application. An administrative fee of HK$50 would be charged for each appeal. Students should collect the bank-in slip from Hall Management Offices. Refund would be made to the successful appellant. 6.4 Successful applicants of the 1 st Round are required to collect bank-in slips from the corresponding Hall Management Office and settle the first installment by 4 June 2012 (Monday). The bank printed receipts MUST be returned to Hall Management Office for confirmation of acceptance. 6.5 Successful applicants of the 2 nd round (B) are required to collect bank-in-slips from the corresponding Hall Management Office and settle the first installment by 3 September 2012 (Monday). The bank printed receipts MUST be returned to Hall Management Office for confirmation of acceptance. 6.6 All allocated hall place is non-transferable. If successful applicants fail to return the bank printed receipts to Hall Management Office, they would be deemed as declining the offer and related hall places would be assigned to students on the waiting list. 6.7 For students applying hall through the guaranteed semester system, hall vouchers will be considered used and void once hall place have been assigned. Any subsequent changes will be subject to a separate application process and must incur use of a separate voucher. 6.8 Once the successful applicants had declined or rejected the offer given, their applications would be cancelled automatically. 7 Room Assignment 7.1 Room assignment will be arranged by individual hall and students on the admission list will receive notification from corresponding Hall Management Office. 7.2 Room selection of the 1 st Round application will be held in the afternoon on 6 June 2012 (Wednesday). If students could not select their room in person, proxy is allowed by presenting a valid authorization letter with the copy of resident s student card. 7.3 No Room Selection will be arranged for the 2 nd and the 3 rd Round of application. Room and bed place will be assigned by Hall Management Office. 8 Authentication 8.1 5% of the successful applicants in each round of application will be randomly selected for the authentication exercise. Selected applicants are required to submit a full set of documentary proof for their application, including supporting documents for Part B Household Type & Size and Part C Participation. 8.2 Selected students who fail to submit the required documents may result in forfeiture of the hall place allocated or disciplinary actions. Details of the authentication exercise can be found from Annex III Important Notes for Authentication. 8.3 All applicants are advised to prepare all supporting documents in advance. 9 Hall Bursary 9.1 Hall bursaries are set up for UGC-funded students with financial difficulties. 9.2 All residents should settle the first installment and semester 1 lodging charges. For successful hall bursary applicants, the hall lodging charges paid will be deducted from the subsequent bill(s) on Institutional fees. 9.3 The Student Affairs Office will release further notice on hall bursary. For enquiry, please contact Student Affairs Office at Check-in Arrangement 10.1 The residential period for 2012/13 commences at 2:00pm on 5 September 2012 (Wednesday). Residents are required to check-in within 7 days after the commencement of residential year. Otherwise, hall places will be forfeited and lodging fees paid would not be refunded For students who receive offer after the commencement of the residential year, i.e. 5 September 2012 for semester 1 and 4 Jan 2013 for semester 2, they are required to check-in within 3 days Page 3 of 4 Last updated on 4/5/2012

4 upon receiving the hall offer Residents who are not able to check-in within the mentioned period, a written application must be submitted to corresponding Hall Management Office for approval in advance Special check-in will be arranged for students whose programme commencement date is set before the mass check-in date of 2012/13. Details will be announced in due course. 11 Check-out from Residence 11.1 The mass check-out date for whole year and semester 2 residence in 2012/13 is set on 14 June 2013, Friday. Check-out date for the semester 1 residence in 2012/13 is set on 28 December According to Clause 0 of the Terms and Conditions of Student Accommodation, all residents should vacate from room/household unit and remove all personal property therein. Any personal property found after the termination of residency will be removed by the Institute. The Institute will not be liable for any loss of or damage to such property Summer residents in 2012 should move to another assigned room by the deadlines set by the Hall Management Office. All the personal property found in the vacated rooms will be disposed All hall property, including keys or property lend to student should be returned to hall/quarters before check-out. Students have to compensate for any loss or damage of the hall property. 12 Use of information 12.1 The personal data provided will be used for hall application, hall admission and statistical research only If necessary, applicants personal details may be provided to the relevant organisation for consideration SAO or Hall Management Offices reserve the rights to request for additional information from students during hall admission and application According to the Personal Data (Privacy) Ordinance (HK Ordinance Chapter 486), applicants can request to check and amend the personal data submitted Any checking or amendment of personal data should be applied to Hall Management Office in writing. 13 Declaration 13.1 Any wilful presentation of false personal data, address or previous student activities records, the assigned hall place will be forfeited and students can be subjected to disciplinary action The address provided must be the applicant s permanent living address. Corresponding address or Hong Kong Post Office Mailbox is not acceptable For enquiries, please contact the Hall Management Office during office hours: Northcote Hall Grantham Hall Robert Black Hall Jockey Club Student Quarters The office hours of Hall Management Office is from 8:30 a.m. to 5:20 p.m. (Monday to Friday), 9:00 a.m. to 12:00 noon (Saturday). The office will close on Sundays and public holidays If black rainstorm signal / typhoon signal 8 or up is hoisted by the Hong Kong Observatory, all activities will be cancelled according to the guidelines stated in Students Handbook without further notification. The Institute will arrange another date for the activities SAO is an Equal Opportunities Office SAO reserves the right to update the above information without prior notification. - END - Page 4 of 4 Last updated on 4/5/2012

5 Annex I-Payment Schedule and Lodging Charges by Installment The Hong Kong Institute of Education Guidelines for Application of Student Accommodation Whole Year Residence Semester Residence Payment Details Single Occupancy 2-Person Room 3-Person Room Single Occupancy 2-Person Room 3-Person Room (NH/GH/RBH) * (NH/GH/RBH) / JCSQ (NH/GH/RBH) (NH/GH/RBH) * (NH/GH/RBH) / JCSQ (NH/GH/RBH) Total Lodging Charge: UGC-funded $17,100 $9,500 $6,650 $8,550 $4,750 $3,325 Self-funded NIL $14,250 $9,980 NIL $7,125 $4,990 Hall Life Education Fee: All $180 $180 Lodging Charges by UGC-funded 1 st :$1,980 2 nd :$6,750 3 rd :$8,550 1 st :$1,180 2 nd :$3,750 3 rd :$4,750 1 st :$1,180 2 nd :$2,325 3 rd :$3,325 1 st :$1,980 2 nd :$6,750 1 st :$1,180 2 nd :$3,750 1 st :$1,180 2 nd :$2,325 Installment: Self-funded NIL 1 st :$1,680 2 nd :$5,625 3 rd :$7,125 1 st :$1,680 2 nd :$3,490 3 rd :$4,990 NIL 1 st :$1,680 2 nd :$ st :$1,680 2 nd :$3,490 *Only UGC-funded RPg students are eligible to apply for single occupancy. Remarks: 1. The payment due date of each installment will be announced in due course. 2. Payment due date of the Consolidated e-billing of Semester 1 is on 14 Oct 2012, which is applicable to whole year and Semester 1 residents. 3. Payment due date of the Consolidated e-billing of Semester 2 is on 13 Feb 2013, which is applicable to whole year and Semester 2 residents. Annex I _ Payment of Hall Lodging Charges _ 4 May 2012

6 The Hong Kong Institute of Education Guidelines for Application of Student Accommodation Annex II Important Notes for Submission of Supporting Documents Applicants are required to submit valid supporting documents within the specific period upon receiving notification from the Hall Management Office. Otherwise, their applications will be disqualified. Schedule of Submission of Supporting Documents Round of Application Notification to Shortlisted Applicants Submission of Supporting Documents 1st Round 22 May May May nd Round (A) 7 August August August nd Round (B) 27 August August August nd Round (C) 27 August August August rd Round To be announced To be announced Valid Supporting Documents 1. Address Proof (Local Students) Only utilities bills will be accepted as residential address proof. Utilities services including supply of water, electricity, gas, fixed line residential telephone service, broadband network services and domestic pay television service. The address printed must be identical with the address filled in the application form and aligned with the home location code. The address must be printed with the name of applicant. Copy of Birth Certificate is required if it is the name of applicant s parents. The documents must be issued within 6 months upon submission. 2. Student Status Proof ( Non-local Students) Exit-entry Permit for Travelling to Hong Kong and Macau (EEP) / Student Visa. Mainland Identity Card / appropriate documents requested by SAO. 3. Proof Contribution to the Institute, Student Organizations and Halls Annex II _ Submission of Supporting Documents _4 May 2012

7 The Hong Kong Institute of Education Guidelines for Application of Student Accommodation Applicants must use standard form obtained online from ihostel for submission. The documentary proof must be duly stamped with authorized signature by recognized bodies from Department / Faculty / Student Society / Institutional Team in HKIEd; Term of office must be shown on the document and it should commence in or Documentary proof for a non-current position will not be accepted, meaning that hall points will not be awarded to ex-member or prospective member. Method for Submission of Supporting Documents Applicants must submit all valid supporting documents to the Student Affairs Office according to the aforementioned period. Annex II _ Submission of Supporting Documents _4 May 2012

8 The Hong Kong Institute of Education Guidelines for Application of Student Accommodation Annex III Important Notes for Authentication 5% of the successful applicants in each round of application will be randomly selected for the authentication exercise. Selected applicants are required to submit a full set of documentary proofs for their applications, including supporting documents for Part B Household Type & Size and Part C Participation. Selected students who fail to submit the required documents may result in forfeiture of the hall place allocated or disciplinary penalty. Schedule of Authentication Round of Application Notification to Selected Applicants Submission of Supporting Documents 1st Round 29 May June nd Round (A), (B) & (C) 31 August September rd Round To be announced To be announced Required Supporting Documents for Household Type and Size Applicants must provide documents that can illustrate their household type, such as e-payment Cards issued by the Hong Kong Housing Authority. Applicants must to provide documents that can illustrate the building size of their household and identity proofs of the household members. Required Supporting Documents for Participation in Student Activities & Hall Activities The documents can be in various kinds, including ACAT, certificate of attendance, etc. The document must be issued by recognized bodies from Department / Faculty / Student Society / Institutional Team in HKIEd. Annex III _ Authentication_ 4 May 2012

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