Proposal on

UG Hall Allocation Policy

Task Force on UG Hall Allocation Policy Review
November 2016

Task Force on UG Hall

Allocation Policy Review
To review the Policy periodically
To make recommendations and proposals
on the Policy to the University with
reference to any guidelines and directions
as set by the University

Members of the Task Force

Chairman
Dr. Robert WESSLING

[Dean of Students]

Student Members
[MECH/Yr3]
CHAN, Fai Ho Mixson
[ELEC/Yr3]
CHAN, Pak Long
CHIU, Chee Wah Gloria [MARK/Yr3]
CHONG, Kwan Lok James [ELEC/Yr3]
[PHYS/Yr4]
LAU, Yan Chun Chris
Faculty Members
Prof. Eva CHEN
Prof. Alexis LAU
Prof. Roger CHENG

LAW, Wai Lun Van

MISHRA, Saurabh
SAM, Tsz Wing Sara
WONG, Jasmine
YEUNG, Long Yin Tim

[SOSC]
[Residence Master of UG Hall IV / ENVR]
[Associate Provost (Teaching & Learning) /
Residence Master of UG Hall IX / ECE]

[ECON/Yr4]
[SBM/Yr2]
[PHYS/Yr4]
[ELEC/Yr3]
[MATH/Yr2]

University Direction
Provide 1-year housing for ALL 1st year
UG students
Currently 1st year local UG students are only guaranteed half year
housing

In view of less bed spaces for Continuing

UGs in the future, revamp of Policy is
necessary for better allocation of bed
spaces

Current Hall Admission Policy

(Continuing UGs)
Composite Score System
Home Distance (50%)
Contribution (35%)
Outstanding Performance (15%)

Home Distance determined by

HK eTransport traveling time & score table
Contribution determined by score table
(with reference to nature of contribution)

Arrangement for Non-Locals (NLs)

Under New Admission Policy
NLs admitted starting Fall 17
Guaranteed housing for 1st 2-years of study
Can apply for hall like other local students
after 1st 2 years but with limitations

Progressively free up 800 bed spaces by

Fall 20
For current NL students
Buffer on-campus bed spaces in 17/18
Supporting scheme to encourage them to live
off-campus

Proposed Admission System

(Continuing UGs)
Quota
Allocation Method
Prerequisite

Commute Hardship

Home Distance

Contribution *

200

600

600

Guaranteed Housing

Lot Drawing

Rank by score

Home Distance
120min

Home Distance
= 98-119min

Yes
(yet to be discussed)

Locals only

Locals only

3 contributions,
1 from each category^ ;
past contribution
not considered

Expected No. of
Eligible Applicants

1200

1200

Expected
Successful
Application %

50%

50%

Remark

Limitations

Similar score table as found in the current

policy shall be adopted

* Contribution stream includes outstanding performances;

Score table / items to be included are yet to be discussed

^ Categories yet to be discussed

Proposed Admission System

(Continuing UGs)
Home Distance and Contribution
streams are independent of each other
Applicants are required to choose between
Home Distance or Contribution stream
in their housing application
Waiting list :
Unsuccessful application in main round offers
Not meeting prerequisite requirements for any
of the admission streams

Hall Allocation Under New

Admission Policy
Home Distance & Hardship Stream
Majority in Jockey Club Hall in TKO
Few in on-campus UG Halls

Contribution Stream
All in on-campus UG Halls

Implementation Timeline
Year

Timeline

2017/18

Use of new policy

Pilot run (to prepare for the launch of 1-year
housing)
Transitional period with buffer bed spaces
Additional 500 bed spaces in Jockey Club
Hall in TKO
Review and further adjustments for 2018/19

2018/19

Full implementation of new policy

1-year housing for new students

Q&A

Task Force on UG Hall Allocation Policy Review 2016/17

Notes and Q&As from the 1st Open Forum
Date
: 30 November 2016 (Wednesday)
Time : 7:30pm 10:30pm
Venue : LT-J
NOTE :
This documents is separated into 3 different parts and sessions.
Parts (A) and (B) were explanations and statements presented by the member(s) of the Task Force on
the design and the rationale of the proposed policy. All comments and suggestions received from
students are concluded and summarized in Part (C) at the end of the document.
Part (A) : Introduction and the Explanation on the Proposal
1.

Dean of Students, Dr. Robert WESSLING, started the open forum by introducing the university
directions for providing 1-year housing for all new UG students starting from 2018/19 and also
shared the background of the Task Force on UG Hall Allocation Policy Review and that the
role was to collect views from students, deliberate, and make recommendations to the
University on any changes to the UG Hall Allocation Policy with accordance to the main
directions of the University.

2.

Dr. WESSLING added that the framework of the proposed changes was still in a very
preliminary stage and was not finalized. More comments and suggestions were to be further
collected during and after the forum. Dr. WESSLING further explained that since the proposal
was only a framework, nothing in detail (eg. the contribution score table, supporting scheme
and buffer bed spaces for non-local students during the transitional period etc.) had been
discussed and agreed among members.

3.

Few major changes in the proposed housing policy were highlighted in the presentation :
- The new proposed policy is planned to be launched in 2017/18 and fully implemented in
the Residential Year 2018/19 providing the first-year housing to all new UGs; 2017/18
would be the transitional year
- Understanding that the chances of housing admission for non-locals would be less,
supporting scheme would be provided to existing non-locals for the transitional period
- There would be 2 main admission streams (home distance and contribution) which
would be independent of each other; applicants would have to choose which to apply for
when submitting their housing applications
- Home distance stream would be in lot drawing format, and would only be for locals
living far away from HKUST
- Contribution stream would be in score and ranking format, and would be available to all

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Part (B) : Q&As

[Principles on UG Hall Allocation Policy]
4.

Why is the University providing full year housing for all new UG students? Why it has to be
effective from 2018/19?
The University wished to provide residential hall experience for all 1st year students so as to
enable them in building up their own social network and development of independence and
autonomy in which they can meet with Residence Masters, Hall Tutors and senior students and
actively participate in the hall activities. This can provide a smooth transition for high school
students to the university.
Most universities in Hong Kong are providing full year housing for all new UG students. With
the additional of around 500 bed spaces in the Jockey Club Hall in Tseung Kwan O for UGs
in 2017/18, the University sees it as an opportunity to start providing full year housing for all
new UG students in 2018/19 to keep up to the same standard as other Universities.

5.

Why it was proposed to change from the current composite score system to independent
admission streams of home distance and contribution?
With the comments and feedback from students in the past years, it was observed that the
current composite score system might not address the different accommodation needs of
students. For example, it is generally difficult for students living near HKUST to be admitted
to halls even they made significant contribution to their campus life. Independent admission
streams would strike a balance on the allocation of bed spaces to students with different
accommodation needs.

6.

Why the policy has to be changed instead of using the current one?
Local students had been reflecting to the University for the past years that it was difficult for
them to be offered student housing as they would have to contribute a lot for hall points due to
the huge gap in the base score (ie. home distance score) compared to non-local students.
The University also noticed that there was an inflation of composite scores year after year.
With the direction in providing full year housing for all new UG students in 2018/19, the
University believes that the composite score system might not be applicable and a major
revamp of the admission policy is required.

7.

Why contributions in the immediate past year / session are no longer being considered in the
proposed policy?
Housing offers are not rewards for students. Student accommodation is to facilitate students
to contribute to campus life instead.

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[Eligibility of Admission Steams and Prioritization]

8.

Why the proposed new policy limits non-locals to be considered under contribution stream
only whereas locals can be considered in both home distance and contribution stream? It
seems that non-locals should be given higher chances in getting housing offers as they do not
have a place to stay in Hong Kong.
By making reference to many other institutions in Hong Kong and overseas, differential
policies and fees apply to non-locals or locals from different states or cities. It was also noted
that some institutions excluded non-locals or apply certain restrictions on them in housing
policies after their guaranteed student housing.
Student housing are funded and provided by the government for the main use of funded local
students. Though HKUST and the Hong Kong government value the presence of non-locals the
university, it is a norm that the Universities in Hong Kong have to retain a certain portion of
the existing resources for fair allocation to the locals.
Moreover, It was observed by the University management and some students that since the
Composite Score System was adopted in 2008/09, locals have a relatively slighter chance in
getting housing offers compared to non-locals in terms of successful application rate. The
design of the UG Hall Allocation Policy is to maintain a balance in the allocation of bed spaces
to different student types and to address the needs of different students.
To remain chances for non-local students, it was proposed to make the contribution stream
open to all students. The University would also encourage non-locals to integrate into and be
involved in the Hong Kong community.

9.

Can housing admission priority in the proposed policy consider academic workload as well
(eg. dual degree program)?
It could be further explored. However, it is likely not possible as it is not feasible to quantify
the exact workload of each particular study program or student.

10. How would students in the waiting list be prioritized?

This was not being discussed among the Task Force members yet.
[Contribution Stream]
11. For non-locals, there are currently relatively fewer opportunities for contribution scores. For
example, there are very few chances for non-locals to be an executive committee member in
student societies especially for those in their 3rd and 4th year. Most students would prefer to
contribute as an executive committee member in their 2nd year.
Internationalization is always the core value of our University. We encourages non-locals to
actively contribute to campus life in various ways. Students can always consider reforming
executive committees or establishing new student societies which can create more
opportunities in different contributions to the University.
The Task Force is also looking into new University-led programs. The existing score table will
also be reviewed to consider whether it can include a wider spectrum of contribution items for
more opportunities in terms of contribution points for hall application.

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[Support for Non-Locals]

12. What kind of support will be given to non-locals? Non-locals will be greatly affected in the
proposed policy.
Shall we mention the non-locals will NOT be forced to move out during the transition period
before we talk about their support? There are no confirmed ideas on how the non-locals are
being supported yet as there are much collaboration and liaison with the University
management in exploring different options for attractive schemes such as work-study programs
or off-campus housing incentive schemes. The intention of the Task Force is to encourage
existing non-locals to stay off-campus on voluntary basis rather than forcing then to do so. On
the other hand, support from the University on searching off-campus accommodation will be
enhanced.
13. Since there are no confirmed supporting scheme yet which may turn out unattractive to nonlocals eventually, can existing non-locals be excluded from the new proposal?
It is not possible. Non-locals are only guaranteed housing for their 1st 2 years of study in
HKUST either in the current policy since 2008/09 or in the proposed policy. There are still
chances in not receiving housing offers in their 3rd year of above in the current policy.
On the other hand, it is foreseeable that if the existing composite score system is kept
unchanged for future years, the cut-off of the composite score for housing offers will shoot up
to more than 50 points starting from 2017/18 after inflation of the composite score in the past
few years.
14. The housing rent in Hong Kong is high and it is hard to find a reasonable bed space near
HKUST. How will the University tackle this problem?
The University understands the housing situation in Hong Kong.
For the existing non-locals, the Task Force is proposing to have some supporting scheme to
encourage students to start searching for off-campus accommodation so as to make the
transition smooth.
For non-locals in the future intakes, the estimated cost of living and rent for an off-campus
accommodation for their 3rd year and above will be stated in the promotional publications and
program offers so as to let students and their parents understand the housing situation and
plan ahead appropriately before considering the acceptance of the program offer.
In the long run, it is expected that assistance in the search for off-campus accommodation will
be provided through a network of senior students as well as the estate agents with the help of
the University.
15. Will non-locals from different countries have different support from the University? How can
the University assist non-locals for a smooth transition?
According to the definition from the Hong Kong government, non-locals are those who hold
student visas or entry permits to study in HKUST. All non-locals are treated equally and there
will not be differential treatment for non-locals from different countries.
The University has no intention in forcing existing non-local students to move away from
HKUST. Non-locals would be encouraged to live off-campus on voluntary basis with the
support from the University. On the other hand, buffer bed spaces will be reserved for the
transitional period in 2017/18.

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16. Will the buffer bed spaces or supporting schemes for non-locals, if any, be available for future
non-locals?
Any proposed supporting schemes are for existing non-locals admitted before 2017/18. Future
non-locals admitting to HKUST in or after 2017/18 will be well informed of the chances for a
non-guaranteed housing offer and the expected cost of living outside campus. Support in
search of off-campus accommodation from the University will be provided.
[Hall Allocation]
17. What is the rationale to assign students admitted through contribution stream to on-campus
halls only? Why they are not allowed to opt for student housing in Jockey Club Hall in Tseung
Kwan O?
Jockey Club Hall is planned to house students admitted through home distance stream only.
With reference to the principles as proposed by the Task Force, student housing provided to
students from the contribution stream is to facilitate them to contribute to the HKUST
campus hence it was more preferred to accommodate such students in on-campus halls. The
idea would be further discussed and deliberated in the Task Force meetings.
[Locals without Home Base in Hong Kong]
18. There are no information about the admission for local students without home base in Hong
Kong. What is the admission method under the proposed policy?
The Task Force had been focusing on the admission of non-locals and locals with home base
in Hong Kong for the time being. This would be further discussed in the future meetings.

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Part (C) : Suggestions and Ideas from Students

19. In the forum, participants made comments and suggestions on the proposal, and the
suggestions were summarized as follows :
(a) Existing non-local students to be eligible for the lot drawing in the home distance stream
(b) Students not required to choose the stream they apply for, and they are to be considered in
both streams as long as they meet the requirement.
(c) Revamp and expand the current contribution scoring list (eg. contribution to School-led
programs in HKUST, community services)
(d) Expand the Guest Pass System to all halls (only in UG Halls VIII & IX in Fall 2016)
(e) Convert some existing double rooms to triple rooms
(f) For future new non-local students, allow flexibility for them to choose when to receive
their 2nd year of guaranteed student housing
(g) Support for non-local students returning from exchange (eg. short stay arranged by
University) as they might have to search for off-campus housing in case they do not have
student housing offers
(h) Provide details on the support University could provide to existing non-local students
(i) Adopt an evaluation system for 1st year students on making decisions in retaining or
terminating their Spring residence when they are provided full year housing
(j) Academic workload of different study programs to be considered in the housing admission
priority
(k) Students admitted through contribution stream could opt for Jockey Club Hall
Such suggestions would be further considered and deliberated in the coming Task Force
meetings
Future Meetings of the Task Force and the Next Open Forum
20. Next open forum is scheduled in the 1st week of February 2017. Dr. Robert WESSLING
encouraged students to send ideas and suggestions to the Task Force representatives or the
student groups (eg. HKUSTSU, ISA, MSSSUG) for the discussion among Task Force
members in coming meetings.
Secretariat of the Task Force on UG Hall Allocation Policy Review
December 2016

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