THE CHINESE UNIVERSITY OF HONG KONG Postgraduate Halls To: Warden, PGH 1 (Jockey Club Postgraduate Hall) Room No. Declaration 1. I understand that hostel accommodation is considered on a yearly basis and there is no guarantee of accommodation or staying in the same room for the whole normative period of study (change of room within a year may be required if there are special needs). I have to submit separate applications as required by the Postgraduate Halls (PGH) General Office if I wish to stay at the Postgraduate Halls in the academic year 2015/16. The result will depend on the Criteria of Selection set for 2015/16 and availability of spaces accordingly. I also understand that the hostel fees are subject to annual review and approval by the University. I also note that postgraduate students who are beyond the normative study period in or before July 2015 will NOT be eligible to apply for hostel accommodation (including couple room) for the academic year 2015/16, and will be asked to leave the hostel once their status become continuing. Couple room residents first reside in 2014/15 MUST both be current students (still within normative period of study) in 2015/16 in order to be eligible to apply for couple room residence next year. 2. I understand that I have to commit to hostel accommodation by academic term with allowance to pay the hostel fee by monthly instalments. The academic year will be divided into three terms: 1 August to 23 December 2014, 1 January to 31 May 2015, and 1 June to 20 July 2015. I have to pay the hostel fee until the end of the term although I leave the hostel in the middle of the term. 3. I understand that if I want to withdraw from the hostel in the subsequent term, I must tender the Hostel Withdrawal Notification and Request for Hostel Deposit Refund form to the PGH Office before the deadline of the terms: 20 November 2014 or 20 April 2015. If I do not tender the withdrawal form before the deadline, I will be regarded as choosing to live in the hostel in the subsequent term and have to pay up to the end of the subsequent term. 4. I understand that only residents with special reasons such as graduation, internship, exchange and medical condition can apply for exemption from paying for the whole term. I have to submit the Application for Exemption from Commitment of Term Hostel Accommodation and the Hostel Withdrawal Notification and Request for Hostel Deposit Refund form to the PGH Office before 20 th of the previous month. Late submission of the two forms will result in forfeiting the $3,000 deposit. 5. I understand that the 2014/15 hostel year will end on 20 July 2015 (Monday). If I am going to graduate in July 2015, or withdraw from my study, or my status has become continuing by end of July 2015 #, or fail to apply for 2015/16 hostel accommodation, I will submit the Withdrawal Notification and Request for Hostel Deposit Refund form to the PGH General Office by 20 June 2015 and will check out the latest by 20 July 2015 12:00 noon. The amount of hostel fees I pay will cover only the first 19 days of accommodation in July 2015. # A student s normative period is set by the Graduate School according to his/her programme of study. Students should check with the Graduate School to make sure about the expiry date of their normative period. The PGH General Office will check the students status from time to time based on information provided by the Graduate School. Continuing students are not eligible to stay at PGH nor apply for hostel next year. Students whose normative period end by end of July or fail to apply for 2015/16 residence are also required to leave by 20 July 2015. 6. I understand and accept the hostel fees and hostel term as follows: Declaration 1-3
Term First term Second term Third term Hostel dates inclusive 1 August 2014 to 23 December 2014@ 1 January 2015 to 31 May 2015 1 June 2015 to 20 July 2015* Monthly hostel fee payable for single room Monthly hostel fee payable for shared room $3,000 for Aug - Nov 2014 $1,980 for Aug Nov 2014 $2,200 for 1-23 Dec 2014 $1,450 for 1-23 Dec 2014 $3,000 $1,980 $3,000 for June 2015 $1,900 for 1-20 July 2015* $1,980 for June 2015 $1,255 for 1-20 July 2015* @ Residents who graduate or withdraw in December are required to leave by 23 December 2014 noon to allow time for cleaning of rooms for 2 nd term new residents and only 22 days of hostel fees will be charged.. * For residents whose normative period ends in July 2015, only 19 days of hostel fees will be charged and they have to leave before 20 July 2015 12:00 noon. 7. I understand that residents who will switch to other rooms/halls have to submit the former keys to the PGH Office within 24 hours when the new room keys are issued; and residents who have to move to a different hall location (e.g. from PGH1 to PGH2-6) will have 48 hours to do so. Late return of the former keys will carry a penalty charge of $400 per day. If I have to leave PGH before a prescribed date and return the former keys late, I need to pay $600 per day. I understand that the PGH Office may contact my department for help if I cannot return the keys on time. 8. I understand that besides hostel fees of my residence, I have to pay $20 per term as Residents Association fee for the first and second term and $3,000 of deposit for each year. 9. I understand that allotted hostel places are not transferable. Once registered and obtained the room key, the resident will be required to commit to whole term hostel accommodation, and has to pay the deposit of $3,000 and $20 Residents Association fee. The application fee will be used to cover part of the hostel fee for the first two months ($1,000 for each month). 10. I understand that residents should settle their hostel fee every month before the deadline. Late payment will be fined $200 by the Donation and Projects Management Unit. Residents should check their payment numbers at http://www.cuhk.edu.hk/cusis before settling their hostel fees via the Internet/PPS/ATM machines/via bank s website or payment at any Hang Seng Bank counter. Residents can also choose deduction from PGS Stipend to settle hostel fee. 11. I have read carefully the General Information and Hall Regulations of PGH 1(Jockey Club Postgraduate Hall) (2014-15 ) and agree to comply. I understand that the hostel management will send warning letters to me with copies to my division should I violate any hall regulation or do not pay the hostel fees. I understand that violation of hall regulations may also lead to diminished chance of future application, termination of residence or disciplinary actions from the Graduate School. 12. I understand that I shall show due respect for the property of the Hall. I shall be liable to pay for any damages done to the Hall property due to abusive use or misuse, which will be deducted from my resident deposit. I shall go through the following checklist for my room and report to the Postgraduate Halls General Office within 7 days from the date of this declaration for any defects found: Curtains are in good condition. Wall paintworks are in reasonably good condition. Hostel furniture including desk, chair, bookshelf, computer table, bed & mattress, closet and sink are in reasonably good condition. ResNet data outlet is in good condition. Smart card controller for air-conditioner is in good condition. 13. I understand that in case of emergency or need, the PGH General Office may contact my family and/or my Division concerned without prior notice. Declaration 2-3
14. I have received from the PGH General Office the following key(s): Room key Mailbox key Desk key Total: keys(s) I understand that I will be subject to charges if I lose any of the above keys, and that I will not produce duplicate on my own. Student ID Name of student Signature of student Date Declaration 3-3
THE CHINESE UNIVERSITY OF HONG KONG General Information of Jockey Club Postgraduate Hall (PGH 1) (2014-15) Demand for postgraduate hostel accommodation is very high. Please consider your need of hostel accommodation carefully before hostel registration. Once your application has been confirmed to be successful, the $2,000 application fee will ONLY be used to settle part of the first two months hostel fee and is NON-REFUNDABLE. Once registered and/or obtained the room key, you will be billed for the whole month s rent, $3,000 deposit and $20 Residents Association fee. Residents have to commit to hostel accommodation by academic term but hostel fees are collected on a monthly basis. All residents should note that starting from September 2007, NO print-out hostel fee debit notes will be generated to residents (including paying by PG Stipends or paying on their own). Residents should check their payment numbers at http://www.cuhk.edu.hk/cusis before settling their hostel fees via the internet/pps/atm machines/via bank s website or payment at any Hang Seng Bank counter. Therefore, it is recommended for residents to use PGS Stipends to settle hostel fees on a regular monthly basis instead of paying on their own to avoid overdue fine. If a resident wants to move out of the hall in the middle of the term, he/she has to complete the Application for Exemption from Commitment of Term Hostel Accommodation form and the Hostel Withdrawal Notification and Request for Hostel Deposit Refund form and submit them to the PGH General Office on or before 20 th of the previous month. Please note that exemption from payment up to the end of the academic term will only be granted for special reasons such as graduation, internship, exchange and medical reason, and the applicant has to submit supporting document. If exemption is not granted, the applicant has to pay till the end of the term. For more information on checking out, please refer to items II (8)-(9) and III (10) of the Hall Regulations. When a resident plans to move out of the hostel, he/she should inform various government departments of changing the address. For details, please visit the web page http://www.gov.hk/tc/residents/housing/moving/coa.htm. On the other hand, they should also go to the post office to apply for redirection of correspondence. Please visit the web page http://www.hongkongpost.hk/chi/forms/detail/pos800/index.htm. Hostel facilities Reading Room Laundry Room (G/F) G02 (with newspapers and magazines) G03 Mini-shop for PGH 1 Residents Association 102 Study Room TV Rooms Piano Room Snooker Room Activities Centre (with TV and table tennis) PC C801 C802, C804 (with Cable TV and NOW TV connection) C805 (opening hours: 9 am 10 pm, Sunday or public holidays 10 a.m. 10 p.m.) C806 (opening hours: 8 am 10 pm) C807 C807 Soda drinks vending machines Lift lobby of 1/F and 8/F Instant noodle and snack vending machines Function room of Block B 5/F First-aid boxes Sweep and dustpan Mop and bucket Mailing services (excluding parcel post) Phone/fax machines Vacuum Cleaner Lift lobby of each floor (1/F to 9/F) Washrooms of Blocks A, B & C (1/F to 9/F) Washrooms of Block A (9/F) and Block B (1/F to 8/F) Mails will be collected in PGH counter and delivered to the University Mail Room around 12 noon, Monday to Friday Self-service facility (fax no.: 39420962) in counter (incoming fax @$0.10/sheet) Available in counter for a 2-hour loan period General Information 1-3
Bicycle racks Left and right hand side of Main Entrance and Block B (G/F) Please be reminded that all residents are responsible to observe notices and announcements posted on the PGH notice boards. Notices are also sent to your email address as indicated on your resident record card. You should update the PGH General Office if your email address or contact phone number has been changed. Please visit our website http://www.pgh.cuhk.edu.hk regularly for hostel information. There is one hostel mailbox for each room (shared by 2 or 3 residents in case of a shared room). Please check the mailbox and notice boards regularly for hostel information. For receiving speed posts or small parcels on behalf of the residents, the General Office will only deal with the mails for the residents who have registered at the counter and stated clearly what was inside the parcel with an authorization letter. Registered letters or parcels without previous authorization and clear description of the content, or parcels containing items worth more than $1,000 or large parcels (over 1 ft x 1ft x 1ft) will not be received by the General Office. There are a wardrobe, a bed, a mattress, a desk, a book shelf, and a ResNet data outlet and Wi Fi network for a resident. Please bring your own bed lining and personal belongings. There are one microwave oven, one to four refrigerators (according to the number of residents), one drinking water machine, two induction cookers or hot plates in every pantry. Please be reminded that the hot plates and the induction cookers are for light cooking only. Cleaning schedule for refrigerators will be posted on each refrigerator. Please remove all your food on the day of cleaning; unclaimed food still in the refrigerator will be discarded without further notice. Please dispose garbage in your room (neatly tied up in garbage bags available inside pantry cabinets) EVERYDAY to the garbage bin in the nearest pantry. The entrances will be closed all the time. Please use your CU Link Card for the centralized door access control and surveillance system to enter the hostel. If you have problem to gain access, please ring the bell on the right hand side of the main entrance door or call our counter staff at 39433000. You may have to wait for the staff since he/she may be on patrol. Please be reminded that visitors, including friends and relatives, are not allowed to stay in the hall before 8 am or after 11 pm, according to the hostel regulations. Subject to availability of space, consent from the roommate and the University s special policy, residents who wish to have overnight visitors (who are also CUHK students) may apply in the counter and pay the fees (@$32 per night) at the counter before 11 pm (usually not more than 4 nights). The host of unauthorized visitor will be fined a minimal of $1,000 for the first night and $500 for each night afterwards. Apart from visiting hours of 8 am to 11 pm, no member of the opposite sex (including Postgraduate Halls residents) is allowed in the bedrooms. Visitors must be accompanied by the host resident in the resident s room all the time including the visiting hours. Visitors found in the resident s room without the presence of the resident will be subject to penalty as unauthorized visitors in the non-visiting hours. For non-local relatives as visitors, please refer to the Guidelines for Non-local Relatives Visiting PGH Residents for details. Gambling including online gambling and downloading copyright protected material from the Internet is illegal and is therefore strictly forbidden. Possession of gambling instruments such as mahjong is not allowed. Smoking inside and outside of the Postgraduate Halls is not allowed. Anyone found smoking in the hostel will be fined $500 and may be subject to further disciplinary action. Violation of the hall regulations may lead to diminished chance of future application, termination of residence or disciplinary actions from the Graduate School. Please be considerate to all other residents at all times by keeping the noise level as low as possible in the Hall. Please close the door softly, turn TV/radio/cassette to a reasonable volume level, turn off alarm clock when you are not in the room, talk softly, etc. Air-conditioners and laundry machines operate on smart card system by using your CU Link General Information 2-3
card. Please observe the expiry date on your CU Link card. Tokens stored on card cannot be used or refunded after the expiry date. Credits added in the PGHs can only be used here and are neither refundable nor transferable. Cardholders are advised to estimate their need for laundry and/or air-conditioning services before adding value to their cards. Please also be reminded that PGH staff will enter residents rooms once every three months for taking meter readings on smart card controllers. Please observe PGH notices for actual dates. Apart from checking smart card controllers, please note that the Postgraduate Halls Management (including wardens, honorary lady wardens, tutors and staff) reserves the right to enter residents rooms without prior notification for checking unauthorized visitors, cleaning the shared room for a new roommate, repairing works or for any other justified reasons. For enquiries, please contact the PGH 1 counter at 3943 3000. call the Security Unit (24 hours) at 3943 7999. In case of emergency, please I understand the above terms and conditions and agree to comply. Student ID Signature of student Name of student Date General Information 3-3
I. Preamble THE CHINESE UNIVERSITY OF HONG KONG Hall Regulations for the Residents of Postgraduate Halls Revised in August 2014 Living in hostel is regarded as part of the learning process in the University as students may learn a great deal through their group activities. Hostel life not only gives students more opportunities to help one another, but also more chances to develop their intelligence, emotions and social abilities, thus fostering in them a sense of respect for the privileges of others, as well as a sense of personal responsibility. II. General Guidelines Hostel Fee and Payment (1) All residents have to commit to hostel accommodation by academic terms but payment can be submitted monthly. There are three terms in an academic year *. Residents who want to withdraw from the hostel in the subsequent term must tender the Hostel Withdrawal Notification and Request for Hostel Deposit Refund form to the PGH Office before 20 th of the previous month of the end of the term **. If residents do not tender the withdrawal form, they will be regarded as choosing to live in the hostel in the subsequent term and have to pay up to the end of the subsequent term. (2) Residents with special reasons such as graduation, internship, exchange and medical condition can apply exemption from committing to hostel accommodation by academic term and pay until the end of the leaving month. They have to submit the Application for Exemption from Commitment of Term Hostel Accommodation form and the Hostel Withdrawal Notification and Request for Hostel Deposit Refund form to the PGH Office before 20 th of the previous month. Late submission of the two forms will result in forfeiting the $3,000 deposit. (3) All residents are members of the two PGH Residents Associations of the Postgraduate Halls. They are required to pay the Associations activity fee and are encouraged to participate in the group activities sponsored by the Associations. (4) Residents who for any reasons have outstanding hostel fee balance of 30 days or more may be subject to dismissal from the Postgraduate Halls. An overdue fine of $200 per month will also be charged to these residents by the Donation and Projects Management Unit of the University. Outstanding reports will be sent to their divisions. The dismissed resident will not be entitled to any refund of deposit and room charge he/she has paid to the Hall. Disciplinary Action (5) All residents shall observe the regulations of the Postgraduate Halls. Residents who violate any regulation may be subject to dismissal from the * The first term starts from 1 August 2014 to 23 December 2014, the second term starts from 1 January 2015 to 31 May 2015 and the third term starts from 1 June 2015 to 20 July 2015. ** The deadline for submitting the Hostel Withdrawal Notification and Request for Hostel Deposit Refund form for the second term is 20 November 2014 and for the third term is 20 April 2015. Hall Regulations 1-5
Hall and disciplinary action by the University. The chance of their future application for the Postgraduate Halls will be diminished. Reports of such violations will be sent to their divisions concerned when necessary. (6) Residents who do not abide by the Hall regulations or who cannot successfully adapt to hostel life should withdraw from the Hall. The Postgraduate Halls Management has the right to make such demands upon residents if necessary. The dismissed resident will not be entitled to any refund of deposit and room charge he/she has paid to the Hall. Admission and Withdrawal (7) Any resident who for compelling reasons is unable to report to the Postgraduate Halls on the specified dates must seek prior approval for late check-in by writing to the warden or ask another student to complete the check-in procedure on his/her behalf. However, the authorized delegate should produce a letter of authorization, together with the signed declaration of payment and a photo of the resident concerned. (8) For residents whose normative period ends by end of July 2015, they have to check out on or before 20 July 2015. # Residents who graduate or withdraw in December are required to leave by 23 December 2014 to allow time for cleaning of rooms for 2 nd term new residents and the rent will be counted up to 22 December 2014. (9) For checking out, all keys must be returned in person to the Postgraduate Halls General Office on or before 12noon of the last day of stay. No refund can be sought after the payment of hostel fees is completed. A fine of $600 per day will be debited from the deposit for late check out or return of keys. Hall Life and Administration (10) All residents shall be responsible for observing notices and announcements posted by the Postgraduate Halls General Office on the notice boards in the lobbies. Notices are also sent to resident s email address as indicated on the resident record card. Please also visit PGH website http://www.pgh.cuhk.edu.hk regularly for hostel information. (11) The Postgraduate Halls Management (including wardens, honorary lady wardens, tutors and staff) reserves the right to enter residents rooms without prior notification for taking meter readings on smart card controller, checking unauthorized visitors, or for any other justified reasons. (12) Allocation of room is to be decided by lot, unless stated otherwise. (13) All arrangements with scheduled dates will be postponed to the next working day if local storm warning signal No.8 (or above) is hoisted or Rainstorm Black Warning is in force. (14) While the Hall management will do its best to enforce the regulations, it is the duty of all residents to report violations to the wardens or resident tutors. III. Hall Regulations (1) Residents found violating Hong Kong law will be reported to the Graduate School, the concerned Division or the police for further action. This may also lead to the Hall Regulations 2-5
expulsion of the resident from the Postgraduate Halls or the University. The expulsed resident will not be entitled to any refund of deposit and room charge he/she has paid to the Hall. (2) No activity that violates the regulations of the University is permitted in the Hall. Residents who violate any regulation may be subject to dismissal from the Hall and disciplinary action by the University. The chance of their future application for the Postgraduate Halls will be diminished. Reports of such violations will be sent to their divisions concerned when necessary. Residents who help other residents to violate the Hall Regulations will be subject to penalty too. (3) Residents should respect copyright and use only licensed electronic materials in hostels including computer softwares, music, movies and games. Any confirmed infringement of these materials will be subject to disciplinary action by the Graduate School, civil prosecution by the copyright owner concerned, and cancellation of residency in the Postgraduate Halls. (4) Residents are not allowed to store any illegal goods in their rooms. (5) Residents are not allowed to privately switch their rooms, sub-let their rooms or let anyone of opposite sex (including PGH residents) stay in non-visiting hours (11:00p.m. 8:00a.m.). A resident who violates this regulation may be required to pay the fine, or move out from the Hall immediately and will not be entitled to any refund of deposit and room charge he/she has paid to the Hall. (6) Non-residents are to be regarded as visitors. Visitors are not allowed to stay in the Hall before 8:00a.m. or after 11:00p.m. There will be surprise checks against unauthorized visitors. (7) In principle, visitors are not encouraged. Please consult Postgraduate Halls General Office for the guidelines for visitors before accepting any visitors. Hosting unauthorized visitor during non-visiting hours (11:00p.m.-8:00a.m.) will be fined 20 times the normal guest rate and a minimum charge of the first night (i.e. $50 x 10 x 2 = $1,000), and $500 for each night afterwards. The host will be given warning letter as well. Both the host and the unauthorized visitor may be subject to further disciplinary action. Visitors must be accompanied by the host resident in the resident s room all the time including the visiting hours. Visitors found in the resident s room without the presence of the host resident will be subject to penalty as unauthorized visitors in the non-visiting hours. (8) Residents are required to use their CU Link Card for the centralized door access control and surveillance system to enter the hostel. Any residents found lending their CU Link cards to other people to enter the hostel will be fined $1,000 and subject to further disciplinary action. (9) Residents should take full responsibility for keeping the hostel keys in good possession, and should not leave the hostel keys to another person. Residents found leaving hostel keys to another person will be fined $1,000. Any lost or stolen main door/room key shall be charged a fine of $200 for each and the desk/mail box key shall be charged $10 for each. If residents are to borrow the hostel keys from the Postgraduate Halls General Office, a fee for borrowing key shall be charged for $10 per 24 hours. Replication of hostel keys is strictly prohibited. Residents who will switch to other rooms/halls have to return the former room keys to the PGH Office within 24 hours when the new room keys are issued; and residents who have to move to a different hall location (e.g. from PGH1 Hall Regulations 3-5
to PGH2-6) will have 48 hours to do so. Late return of the former keys will carry a penalty charge of $400 per day. If the resident needs to leave PGH before a prescribed date and return the keys late, such as in the case of the end of the term, the resident will have to pay $600 per day. The Hall Management reserves the right to contact the resident s department for help when the resident fails to return the keys on time. (10) Before checking out from hostel, residents must clear all personal items and luggage away in time. Any item left unattended in the room and communal area will be discarded without further notice. A cleaning and/or repair charge may be deducted from $3,000 deposit if the room is not in a reasonable condition as specified by the PGH Management. (11) Smoking is not allowed inside and outside all buildings of the Postgraduate Halls. Anyone found smoking in the Hall will be fined $500 and may be subject to further disciplinary action. (12) Residents are not encouraged to keep or consume wine or spirits in their rooms. Residents found to have inappropriate behaviour due to being drunk will be fined $500 and may be subjected to further disciplinary action. (13) Any notices involving defaming other people, calumnies or obscenity are not allowed to be posted in public sight. (14) Residents should show due respect for the property of the Hall. Anyone damaging any of the Hall properties shall be liable to pay for all damages done. This includes sticking posters, putting up wall stickers, nailing anything on the walls. (15) Residents should respect the properties of other residents. Intentional damage to other residents properties or theft including food theft will be penalized. (16) Residents should keep as quiet as possible in the Hall and should not disturb others. (17) Gambling including on-line gambling is strictly forbidden. Possession of gambling instruments such as mahjong is forbidden. (18) Residents should not keep pets in their rooms. (19) Residents should keep the Hall and their own rooms neat and clean. Residents should observe guidelines from the Management to ensure this is achieved. They must be properly dressed in all public places within the Hall. (20) Residents requesting for repairing work from the General Office should register in person in the Repairing Work Log Book at the counter of the General Office. Residents should not contact other university units for repairing work except the ITSC for fixing the computer network. Otherwise, the resident will have to pay for all the expenses charged by those units. (21) Only food and drinks can be put in the refrigerators. Residents must take back their food in the refrigerator on their floor at least once a month for refrigerator cleaning purpose. All unclaimed food or rotten food will be discarded without further notice. (22) No electric stove, rice-cooker, heater or large electric items may be used in all resident rooms. However, the use of personal computer, TV set and small refrigerator is allowed. (23) No extensive cooking is allowed in all resident and common rooms. The Hall Regulations 4-5
microwave oven, electric hot plate and induction cooker in the pantry are mainly for reheating purpose. (24) Residents should wash their clothing only in the Laundry Room. No washing of clothes is allowed in the bathrooms. It is also not allowed to install private washing machine in any communal area. Residents should dry their washing only in the place designated for this purpose. It is not allowed to hang clothes in any communal areas other than the drying lots. (25) Residents should present request or opinions by letter or email to the Postgraduate Halls Office. (26) Normally, every resident is expected to stay in the Hall for at least four nights each week. (27) Residents cannot put their personal belongings unattended in the public areas. The PGH staff may throw them away without prior notice and no compensation will be made. (28) Residents should take full responsibility for looking after any valuables they may have in their keeping. The University and the Postgraduate Halls are not responsible for the loss or damage of any property belonging to the residents. (29) No responsibility is accepted by the Postgraduate Halls for any loss or damage arising from accidents or unusual circumstances. (30) The Management Committee of the Postgraduate Halls has the right on the official interpretation of the terms in the Hall Regulations. I understand the above regulations and agree to comply. Student ID Name of student Signature of student Date ~ end ~ Hall Regulations 5-5