Optional Residence (M22 – SpeC 2021)

last updated: July 15, 2021

Terms and Conditions

To facilitate on-campus accommodation need during Specialty Clerkship, students attending MBBS V/VI Specialty Clerkship in 2021 are eligible to apply for Optional Residence in Madam S H Ho Residence (RMS) and Patrick Manson Student Residence (PMR) during the following rotations:

for the whole Medical Rotation
for the whole Surgical Rotation
for the whole Obstetrics & Gynaecology Rotation
for around 10 days during the Paediatrics Rotation (exact period to be arranged by the Department of Paediatrics and Adolescent Medicine)

Application will be open through online form. Before submitting the application, applicants must read through the following terms and conditions carefully.

HKU Enhanced Public Health and Hygiene Protocols for All Hall Residents

Following HKU’s announcement on the enhanced public health and hygiene protocols in residential year 2021-22, the same policy will also be implemented in Madam S H Ho Residence for Medical Students (RMS) and Patrick Manson Student Residence (PMR) with effective from August 25, 2021. Under the new protocols, RMS and PMR residents will be required either (i) to have completed vaccination against COVID-19, or (ii) to take a self-paid COVID-19 test on a weekly basis until further notice from the University.

The policy implementation details will be released in due course. Applicants are reminded that offer acceptance of RMS and PMR residence entails compliance with this University requirement and any other infection control protocols announced during the residential period.

After reviewing the recent COVID-19 situation, the occupancy rate of RMS has been reduced and double occupancy policy (i.e. maximum 2 residents in each room) has been implemented in PMR. The occupancy rate will be reviewed during the residence period of Rotations 4 to 7 and applicants with PMR offers should expect roommates checking-in within the offered residence period.

Eligibility

M22 students attending MBBS V/VI Specialty Clerkship in 2021 are eligible to apply for “Optional Residence during Specialty Clerkship 2021”. However, students who have other accommodation offer in HKU are NOT eligible. Applicants are responsible to update the Hall Management for any changes of on-campus residence status that would affect their eligibility.

For students who have offers of Voluntary Residence (July – December 2021) in RMS or PMR, if the offered residence period covers your Optional Residence period (Rotation 4 – Rotation 7), you DO NOT need to apply for “Optional Residence (Rotation 4 – Rotation 7)”.

Application Period

There are two application periods for different rotations. Details are listed in the table below:

Application Period (Status)

Residence Period Applying for

February 18 – 25, 2021 (closed)

Rotation 1 – 3

From April 7 to August 28, 2021

July 15 – 22, 2021 (closed)

Rotations 4 – 7

From August 30, 2021 – March 12, 2022

Online applications submitted after 23:59 on the respective deadlines will NOT be considered.

Application Method

The online application form will be available here during the respective application periods.

Only online application is accepted. Applicant should fill in all required fields, and attach a capture of distance score from CEDARS’s distance score simulator and recent address proof in .pdf format for submission.

Upon submission, a confirmation email will be automatically sent to applicant. If no confirmation email is received, the online application may be unsuccessful or the confirmation email may be filtered to junk mail. Please check again before contacting the Hall Management Office for verification.

To update any information for the application after submission, please fill in and submit the online form again. The Hall Management Office will consider the latest submission as final.

Supporting Documents

Address / Address Proof

Applicants should provide their residential address in Hong Kong (excluding HKU hall/college/residence address) to apply unless they have nowhere to stay locally. For applicants who have no home based in Hong Kong, address proof of a foreign country is acceptable. The address proof could be rental agreement, water/ electricity/ gas bill, bank statement or other official document stated applicant name and address, and dated in/after June 2021. Applicant must provide such document in pdf format in order to complete the online form. Applicants may be asked to provide true copy of letters/ proof of residential address upon request afterwards.

Distance Score

Applicants should use their residential address at CEDARS’s Distance Score Simulator to generate a distance score. The generated score should be fill out on the online application form and the screen capture (indicated below) must be uploaded as supporting document. If you encounter any technical problem while using the simulator, please contact CEDARS through email (cedars.housing@hku.hk) for assistance.

Residence Period

Residence period may vary based on the period of Specialty Clerkship Rotations. Successful applicants will receive individual notification email indicating their respective residence period(s).

Unless with special needs (ie: medical needs, termination of study) and prior approval by the Hall Management Office, shortening of residence period is not entertained. However, early check-in and late check-out are subject to bedspace availability at additional lodging charge. Applicants may mark such request in the “Remarks made by applicant” on the online application form but it is not guaranteed to arrange so. For early check-in, prior cleaning of the room is not guaranteed in view of manpower limitation.

Lodging Fee

Lodging fee is calculated on daily basis according to the ENTIRE OFFERED RESIDENTIAL PERIOD. Daily rate is HK$61-* for RMS and HK$56*- for PMR for academic year 2020-2021. Payment invoice of the offered residence period will be billed via Student Information System (SIS). Residents will receive individual notification email and instruction from Finance and Enterprises Office (FEO) to settle the payment in due course.

All committed/ paid lodging fee will not be refunded unless with special needs to shorten residence period (eg: medical needs, study termination etc) with prior approval by the Hall Management Office.

*Subject to adjustment by the Committee of Madam S H Ho Residence for Medical Students for academic year 2021-2022.

Admission Criteria

Priority will be given to applicants with higher “Application Score”, which is composed of the referencing items listed as follows:

Referencing Items	Score Scale
Distance from home	0-40
Special travel need	0-10
Home environmental issue	0-10
Threat of discontinuation / remedial	0-10
Financial difficulty	0-10
Residential need other than the above-mentioned items	0-10
Recommendation by Faculty Review Committee for Residence	0-20
Maximum Total Application Score:	110

Results Announcement

All applicants will receive the Main Round results by August 12, 2021 for 2^nd Application period respectively by individual notification email. Any available bedspaces after the Main Round offers will be assigned to applicants on Waiting List, according to their rank, residence option and gender. Applicants on Waiting List should check their email regularly to get update.

Offer Acceptance

Successful applicants will receive individual notification email and are required to reply by email within 5 days to accept or decline the offer. By accepting the offer, the applicant is committed to take up the assigned bedspace for the entire offered residential period(s) and settle the incurred lodging fee accordingly. No change of residence will be entertained afterwards.

If no reply is received before deadline, it will be deemed as declining offer and the offered bedspace will be allocated to the next applicant on waiting list. Successful applicants who decline the offer will not be assigned any bedspace again within the offered period.

Waiting List

Applicants without Main Round Offer will be put on the Waiting List, which will be available at our website in due course. When there is vacant bedspace in the future, the bedspace will be assigned to those on Waiting List.

Appeal

To appeal against the results, email with justification and support documents (if any) should be emailed to the Hall Management Office at shhorms@hku.hk no later than 16 August, 2021 for 2^nd Application period. Appeal applications will be considered by the Hall Management Office case by case.

Important Dates

When?
Jul 15, 2021	Open application (2^nd Application Period)	Only online application is accepted. To complete submission, you MUST fill in all required fields and upload residential address proof in pdf format (< 1MB).
Jul 22, 2021	Close application (2^nd Application Period)	Submission after 23:59 on the deadline will NOT be considered.
By Aug 12, 2021	Release main round residence offer results (2^nd Application Period)	Applicants will receive email notification of the results.
By Aug 16, 2021	Deadline to accept or decline main round residence offer (2^nd Application Period)	Applicants with residence offer must reply email within 5 days to accept or decline offer. No reply will be considered as declining offer.
By Aug 16, 2021	Deadline to appeal Main Round results (2^nd Application Period)	Justification with supporting documents (if any) should be emailed to the Hall Management to put up an appeal against the Main Round results.
By Aug 23, 2021	Results of appeal cases (2^nd Application Period)	Appeal applicants will receive email notification of the appeal results.
Aug 24, 2021	Earliest check-in date (2^nd Application Period)	Each resident may have different residence start date as indicated in the offer email.
Subject to offered period	Latest check-out date	All residents have different residence end date based on their Specialty Clerkship Rotation. They are required to check-out by the offered end-date, unless with continues residence period offered afterwards.

Collection of Personal Information

Information provided by the applicants will be used for Optional Residence admission exercise only. Personal data will be kept confidential and handled by the University’s staff members. The University may transfer some of the data to an agent or other persons directly involved in or appointed to undertake some of its academic and administrative functions. Under the provisions of Personal Data (Privacy) Ordinance, applicants have the right to request the University to ascertain whether it holds your personal data, to be given a copy, and to apply for correction of the data, if deemed incorrect. For assistance, please contact the Hall Management Office.

Enquiry

For enquiry about the “Optional Residence” admission exercise, please contact the Hall Management Office at shhorms@hku.hk, Miss Stefani Lau at 3917 9484 or Miss Sophia Tse at 3910 2068.