Voluntary Residence (July – December 2019)

last updated: April 29, 2019

Terms and Conditions

Madam S H Ho Residence for Medical Students (RMS) and Patrick Manson Student Residence (PMR) are designated to accommodate clinical MBBS students for “Compulsory Residence” during specific specialty clerkships, while the remaining bedspaces will be assigned to other students under LKS Faculty of Medicine. MBBS students can apply for such bedspaces as “Voluntary Residence”.

Voluntary Residence (July – December 2019) in RMS and PMR is now open for application through online application form. Before submitting the application, applicants must read through the followings carefully.

Eligibility

All MBBS students under HKU LKS Faculty of Medicine are eligible to apply for “Voluntary Residence (July – December 2019)”.

Application Method

The online application form is available at : https://www.shhorms.hku.hk/application_vr2019_2/. (Application CLOSED)

Only online application is accepted. Applicant should fill in all required fields and attach a 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 box. Please check again before contacting the Hall Management for verification.

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

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 January 2019. 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.

Application Period

April 9 – 28, 2019 is the application period. Online application submitted after 23:59 on April 28, 2019 will NOT be considered.

Application Period (Status)	Voluntary Residence Period Applying for
April 9 – 28, 2019 (CLOSED)	July – December 2019
October 2019 (to be opened)	January – June 2020

Residence Period

Residence period start-date may vary from June 30, 2019 (for continue residents) to July 4, 2019 (for new residents) subject to bedspace availability, while end-date is aligned to December 31, 2019 (last check-out by noon on December 31, 2019). Successful applicants will receive individual notification email indicating their respective residence period.

Unless with special needs (ie: medical needs, termination of study) and prior approval by the Hall Management, 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 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.

The Hall Management also reserves the right to shorten or withdraw any Voluntary Residence bedspaces in case of unexpected needs in Compulsory Residence and other circumstances. In such, the Hall Management will make at least 2 weeks prior notice and arrange lodging fee refund of the shortened period.

Lodging Fee

Lodging fee is calculated on daily basis according to the ENTIRE OFFERED PERIOD. Daily rate are set at HKD57-* for RMS and HKD52*- for PMR respectively. Payment invoice of the offered residence period will be billed to Student Information System. Residents will receive individual notification email and instruction from Finance and Enterprises Office (FEO) to settle the payment.

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.

*Subject to adjust after September 1, 2019

Compulsory High-table Dinner Fee

All Voluntary Residence residents are required to attend a compulsory High-table Dinner in August/ September hosted by the Hall Association and Hall Management. Regardless of actual attendance, the fee will be charged via SIS in due course. Absent residents may be asked to attend another activity as make-up.

Admission Criteria

Bedspaces are limited in RMS and PMR. Priority will be given to students in final year and undertaking specialty clerkship, and those with higher “Application Score”, which is composed of the referencing items listed as follows. The higher the Application Score, the higher chance to be assigned to the preferred residence.

Referencing Items	Score Scale
Residential address (applicants may be asked to provide true copy of letters/ proof of residential address upon request)	0-40
Special travel problem	0-5
Home environmental problem	0-10
Seniority in study	0-20
Threat of discontinuation / Repeat specialty clerkship / Remedial	0-10
Financial difficulty	0-10
Other reasons for residence	0-10
Recommendation by Faculty Review Committee for Residence	0-20
Master’s discretionary condition	0-10
Maximum Total Application Score:	135

Results Announcement

Main Round Offer will be released on or before May 15, 2019 by individual notification email. The results with UID and residence name will be posted on our website in due course. Any available bedspaces after the Main Round offer will be assigned to applicants on Waiting List, according to their rank, residence option and gender. Applicants on Waiting List should check their email from time to time 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 residence period 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.

Roommate Preference (for PMR only)

PMR resident list of Main Round Offer with name and year will be sent to applicants with PMR residence offer for roommate pairing purpose. Applicants with PMR residence offer should provide name(s) of preferred roommate(s) when accepting the offer. However, in view of bedspace availability, it is not guaranteed to accommodate roommate preference.

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 at shhorms@hku.hk no later than May 19, 2019. Appeal applications will be considered by the Hall Management case by case.

Important Dates

When?	What happen?	What to note?
April 9, 2019	Open application	Only online application is accepted. To complete submission, you MUST fill in all required fields and upload residential address proof in pdf format (< 1MB).
April 28, 2019	Close application	Submission after 23:59 on April 28, 2019 will NOT be considered.
May 15, 2019 or before	Release of main round residence offer results	Applicants with residence offer will receive email notification. The results will be put on our website.
May 19, 2019 or before	Deadline to accept or decline main round residence offer	Applicants with residence offer must reply email within 5 days to accept or decline offer. No reply will be considered as declining offer.
May 19, 2019 or before	Deadline to appeal Main Round results	Justification with supporting documents (if any) should be emailed to the Hall Management to put up an appeal against the Main Round results.
June 30, 2019 or before	Results of appeal cases	Appeal applicants will receive email notification of the appeal results.
June 30 – July 4, 2019	Earliest check-in date	Each residents may have different residence start date as indicated in the offer email.
August/ September 2019	Compulsory High Table Dinner	All Voluntary Residents are required to attend the High Table Dinner and settle the fee.
October 2019	Open application for Voluntary Residence (January – June 2020)	All MBBS students will receive email invitation to apply for Voluntary Residence (January – June 2020) in October 2019. Details will be announced in due course.
December 31, 2019 by noon	Latest check-out date	All residents have the same residence end date on December 31, 2019 and required to check-out by noon, unless with continues residence period offered afterwards.

Renovation in Patrick Manson Student Residence

Common area in PMR will undergo renovation in June – August 2019. Each floor pantry, washroom and shower room will be temporarily closed for renovation in phases. Residents should use the mentioned facilities on another floor instead. Considerable amount of noise and dust are expected during 9am – 6pm on mondays to saturdays in the affected area. Applicants should consider such renovation and service suspension for opting PMR.

Collection of Personal Information

Information provided by the applicants will be used for Voluntary 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.

Enquiry

For enquiry about the “Voluntary Residence” admission exercise, please contact the Hall Management at shhorms@hku.hk or Ms Stefani Lau at 3917 9484.