Student Residence Office
City University of Hong Kong
Student Residence Office

General Information

Application, Appeal, Vetting & Submission of Proof

Application and Appeal

TO ALL APPLICANTS
Before completing the application form, please read the following notes carefully:

Responsibilities of the Applicant

The application is based on an honour system. All applicants are expected to act and conduct themselves honestly. All information provided by the applicants must be true, correct and complete. Submission of incorrect information is a misbehavior which may lead to disciplinary actions.

Making Application

  1. All information provided in the application must be true and accurate. Student Residence Office will conduct vetting on the applications at any time of the year. Applicants will be required to provide documentary proofs to verify the information submitted via AIMS. Submission of inaccurate information or failure to submit information during the vetting process will lead to immediate disqualification and removal from the hall, and their residence applications will not be accepted throughout their entire study period. All fees paid will not be refunded. Serious cases will be subject to further disciplinary actions, which may affect the opportunities for award, scholarship, exchange or internship.
  2. Information submitted should reflect your current situation during the application period.
  3. Please complete the application form in ENGLISH and refer to the relevant lists/tables where appropriate.
  4. Late application will not be accepted.

Points to Note after Submission of Application

  1. You can check your application data through AIMS on the next working day.
  2. The Student Residence Office will make selection on the basis of the information stated in the application form. If there is any subsequent change of information, you can make the amendments on your application (by yourself) on AIMS by the specified application deadline.
  3. Please double check the change of information on AIMS after you have amended the data.
  4. You are advised to print out your most updated application form on AIMS for your record and future enquiry with the Student Residence Office.
  5. The personal data collected during application will be used by Student Residence Office to process Hall Admission. All personal data on the application form are regarded as mandatory for the aforementioned purposes. The personal data collected from you will be kept confidential. You have the right to request access to and correction of the information under the personal data (Privacy) Ordinance.

Notification of Application Results

  1. All announcement, notification or correspondence will be made via your student e-mail account. Application results will be announced through AIMS. You can check the results according to the specific dates (see the "Key Dates for Application").
  2. In case of any incomplete data or discrepancies found in the information provided, applicants will be requested to provide supplementary information or documentary proofs, in which the processing time of the case will be longer. Should the applicants fail to respond, their applications will be put on a "Pending" status and will not be processed.
  3. Please note that SRO may contact you direct by phone or by email after the last announcement date if there are still vacancies in the halls.


Submission of Appeal against Application Results

  1. Applicants are required to make an appeal in writing (with supporting documents if any) to the Appeal Panel via AIMS by a specific deadline.

  2. Only appeal with new information or additional evidence supported by documentary proof will be considered. For example:

    • substantial change of information after application submission

    • extenuating circumstances

    • health issues

  3. Appeal without fresh evidence or with invalid conditions will not be considered. For example:

    • needs have been reflected in the scores attained

    • missing information during application submission

    • noisy/crowded living environment

    • sharing a bedroom with siblings of the same/opposite gender

    • high crime rate in nearby district

    • high traveling cost

    • frequent early morning classes/late evening classes

    • long distance from home to the University/workplace of placement

    • high rental rate in Hong Kong

  4. The decisions of the Appeal Panel will be final.

Vetting & Submission of Proof

Student Residence Office will conduct vetting on the applications at any time of the year. The applicants must provide detailed information and documentary proof for verification when SRO conducts random checks on their application. Submission of inaccurate information or failure to respond to vetting will lead to immediate disqualification and removal from the hall, and their residence applications will not be accepted throughout their entire study period. All fees paid will not be refunded. Serious cases will be escalated to Student Discipline Committee, which may affect the opportunities for award, scholarship, exchange or internship application.

Selected applicants will be individually notified via letter and email. Should the applicants fail to respond, their applications will be considered unsuccessful / disqualified.

Submission of Proof

Applicants shall keep all document proofs relating to hall application.

  1. Commuting Time

    The time consumed for a single trip from your home to the University, by the most frequently used transportation and route. Occasional traffic congestion is not included.
    Reference will be made with Transport Department/ Hong Kong transport
    http://hketransport.gov.hk/


  2. Home Size (Conversion Guide: 1 square metre = 10.76 square feet)

    The Home Size should be described and defined as "Saleable Area" (實用面積). The definition of "saleable area" includes only the area of the unit, the balcony and the utility platform, if any. Other areas of the unit, such as bay windows, should be separately listed out item by item but should not be included as part of the "saleable area". (The Transport and Housing Bureau)
    For definition of saleable area, please refer to EAA for reference.

    Saleable area of residential properties can be obtained from:

  3. Address Proof of household members living together

    3.1 Home address of the applicant is extracted directly from the AIMS system. Applicant has to provide proof of the home address. If the student’s name is not shown on the documents provided, documentary proof(s) of the relationship between the student and the person whose name is shown on the documents, e.g. birth certificate(s), is required.

    3.2 Applicant and all other family members have to provide proof showing their names and residential address within 3 months from the latest date of application deadline, i.e. water/ electricity / gas/ mobile phone bill, bank statement, rate receipts, stamped tenancy agreement, letters received from the HKSAR Government with the departmental letter head, official home & address printed on the same page.

    3.3 Local students whose home is not in Hong Kong
    -Reason of parents’ moving out of Hong Kong and date of move
    -Reason of why parents do not arrange accommodation for student
    -Proof for termination of the last reported address which states the address is no longer available to student’s family (e.g. lease termination agreement)
    -Proof of parents’ new address
    -Proof of relationship between student and student’s parents (e.g. birth certificate)

    3.4 Local students living in restricted area with limited services of public transportation
    - Applicant has to provide valid restricted permit issued by HKSAR.

    Please note that the above cases from item 3.3 to 3.4 will be reviewed if submission of completed set of documentary proof is provided.

  4. Leadership Qualities

    Applicant reported any of the “Leadership Qualities” is required to submit proof provided by the authorized bodies, transcripts of high school and etc. showing the date and title of the leadership.

  5. Potential Contribution to Residence Life

    Please note that only certification(s) / documents (s) bearing your name and position / title / organization name / name of award / level of award etc. (if applicable) within validity period will be considered.

    5.1 Academic Merits, Special Achievements and Services to Community Applicants”
    Students reported any of the “Academic Merits, Special Achievements and Services to Community Applicants” is required to submit proof provided by the authorized bodies showing the following information:
    Name of Authorized Body
    Date of Progam/ Award/ Event
    Name of Program Award/ Winner

    5.2 International or Non-local Exchange Experience and International Internship
    Applicants” is required to submit proof provided by the authorized bodies showing the following information:
    Name of Organization
    Date and Duration of the program
    Name of the Applicant

    The awards or achievements related in “Academic Merits, Special Achievements, International or Non-local Exchange Experience and International Internship and Services to Community Applicants” will be considered only if proof can be provided to show that the event/ award result is released on or before 30 June of the application year of the Student Residence.

* Declaration / Oath will NOT be accepted as proofs.