Voluntary Residence (July – December 2022)

last updated: April 1, 2022

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 who have residential needs to stay near the vicinity of Queen Mary Hospital.

Voluntary Residence (July – December 2022) in RMS and PMR will be open through online application form. Before submitting the application, applicants must read through the following terms and conditions carefully.

COVID-19 Infection Control Protocols

Accepting residence offer entails compliance with all the prevailing infection control protocols set out by the Hall Management, LKS Faculty of Medicine, HKU and HKSAR government during the entire residential period. Residents are required to follow through the latest measures from time to time.

Under the current 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 constantly reviewed during the residence period of Voluntary Residence (July – December 2022). Applicants with PMR offers should expect roommates checking-in within the offered residence period.

Eligibility

All MBBS students under HKU LKS Faculty of Medicine are eligible to apply for “Voluntary Residence (July – December 2022)”. 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.

Students applied for Optional Residence (M23 – Specialty Clerkship 2022-2023) are also eligible to apply. If Voluntary Residence is accepted and covered the residential period of Optional Residence, Optional Residence during the overlapping period will be cancelled automatically.

In view of limited bedspace availability, priority will be given to final year students undertaking Specialty Clerkship and those with essential residential needs. Junior year students and those with less residential needs should expect a slim chance to be admitted.

Application Period

The application period will be April 4 to April 17, 2022. Online application submitted after 23:59 on April 17, 2022 will NOT be considered.

Application Period (Status)	Voluntary Residence Period Applying for
April 4 to April 17, 2022 (to be opened)	July – December 2022
October 2022 (to be opened)	January – June 2023

Application Method

The online application form will be available HERE during the 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 January 2022. 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 filled 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

The residential period start-date is fixed on June 30, 2022 (for continue resident) and July 6, 2022 (for new residents), while the residential end-date is fixed on December 31, 2022 for all. 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 may be accommodated 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 Optional Residence for Specialty Clerkship residents 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 RESIDENTIAL PERIOD. Daily rate is at HK$64-* and HK$59-* for RMS and PMR respectively. 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 2022-2023.

Admission Criteria

In view of the development of COVID-19, occupancy rate of both RMS and PMR has been significantly reduced since August 2020 and will continue in this round of application. Priority will be given to students in final year students, and those 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	0-5
Home environmental issue	0-10
Seniority in study	0-20
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
Master’s discretionary condition	0-10
Maximum Total Application Score:	135

Results Announcement

Main Round Offer will be released on or before May 16, 2022 by individual notification email. The results with University no. 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 accept or decline the offer via ONLINE SUBMISSION within 5 days. By accepting the offer, the applicant is committed to take up the assigned bedspace for the entire offered residential period and settle the incurred lodging fee accordingly. No change of residence will be entertained afterwards.

If no submission 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 at shhorms@hku.hk no later than May 27, 2022. Appeal applications will be considered by the Hall Management case by case.

Important Dates

When?	What happen?	What to note?
Apr 4, 2022	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 17, 2022	Close application	Submission after 23:59 on the deadline will NOT be considered.
May 16, 2022 or before	Release main round residence offer results	Applicants with residence offer will receive email notification. The results will be put on our website.
May 20, 2022 or before	Deadline to accept or decline main round residence offer	Applicants with residence offer must accept or decline offer via ONLINE SUBMISSION within 5 days. No submission will be considered as declining offer.
May 20, 2022 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.
May 30, 2022 or before	Results of appeal cases	Appeal applicants will receive email notification of the appeal results.
Jun 30 – July 6, 2022	Earliest check-in date	Each resident may have different residence start date as indicated in the offer email.
October 2022	Open application for Voluntary Residence (July 2023 – June 2024)	All MBBS students will receive email invitation with details in due course.
Dec 31, 2022 by noon	Latest check-out date	All residents have the same residence end date on Dec 31, 2022 and required to check-out by noon, unless with continues residence period offered afterwards.

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, Miss Sophia Tse at 3910 2068 or Mr Ivan Tam at 3910 2630.