Guest Pass Scheme in Residential Year 2019/20

Guest Pass Scheme aims to benefit residents from having their guest staying overnight legitimately, which helps enriching social activities and friendship building. Students who are non-residents may also take advantage of the scheme whenever having late night meetings or early morning classes.

 

Purchase Method & Availability in 2019/20

Online application (by host only) at https://www.ab.ust.hk/guestpass

Payment by credit card only (VISA / Mastercard)

3 September 2019 - 31 May 2020 in UG Halls I - IX for UGs only

 


Brief Policy of the Scheme

The resident, as host, will be charged HK$20 for each guest per overnight stay. The name of the guest and the day of the stay must be specified at the time of purchase.

Residents must obtain consent ^ for hosting a guest.

The maximum number of guests per night is capped at 50 in each hall, on a first-come first-served basis.

Each resident and room can host at most 1 guest per night. The guest has to be of the same gender as the host.

Guests have to be HKUST registered undergraduate students and each can stay for at most 15 nights per month * under this scheme.

Once a guest pass is purchased, a confirmation email will be sent to the host, roommate(s) and the guest.

Guest Pass Scheme aims to benefit residents from having their guest staying overnight legitimately, which helps enriching social activities and friendship building. Students who are non-residents may also take advantage of the scheme whenever having late night meetings or early morning classes.

^ see Terms & Conditions Paragraph 12 for definition
* see Terms & Conditions Paragraph 11 for definition

Terms and Conditions

The Scheme

1. "Scheme" means the Guest Pass Scheme.

2. "Guest Pass" means a pass which allows a non-resident to stay overnight in the room of a host; an overnight stay in this scheme is defined as a stay within the hours of 2pm and 12noon of the following day.

3. "Guest" means a person who is hosted by a resident in a Hall to stay overnight; guests have to be a full-time registered HKUST undergraduate student.

4. "Applicant" means a resident in a Hall who submits an application to purchase a guest pass to host an overnight guest in his/her room under this scheme.

5. "Host" means an applicant who successfully purchased a guest pass to host an overnight guest in his/her room under this scheme.

 

Eligibility

6. Unless otherwise specified, all residents of the on-campus UG Halls (i.e. UG Halls I to IX) are eligible to purchase guest passes in this scheme. 

7. Residents who are blacklisted from this scheme will not be eligible to participate in this scheme as hosts or guests. 

 

Quota Restrictions on Guest Passes

8. Each host can only have 1 guest and maximum of 1 guest per room is allowed on any single night. 

9. The maximum number of guests in each hall is capped at 50 per night. 

10. Any residents in a hall can only purchase a guest pass for a maximum of 15 nights in the most recent 30 consecutive nights. 

11. Any students eligible for this scheme can be overnight guests for a maximum of 15 nights in the most recent 30 consecutive nights. 

 

Consent for Hosting Guests

12. Consent for hosting guests in a room must be sought from all residents of the same room (e.g. self and roommate(s)) before submitting guest pass applications. Such consent can be updated by individuals in the online system anytime during the period of residence. 

13. Applications for guest passes would only be processed if all residents of the room have given consent in hosting overnight guests. 

14. Giving consent to roommates for hosting guests is subject to residents' own will. Residents are strongly advised to mutually agree on the guest hosting arrangements among roommates. 

15. Any changes in the consent from roommate(s) would not affect any issued guest passes. 

 

Purchasing Guest Passes

16. Upon submission of application, the host, guest, and roommate(s) of the host agree to all the Terms & Conditions of this scheme.

17. Guest passes can only be purchased for during the period as announced by the Student Housing and Residential Life Office (SHRL).

18. Applications for purchasing guest passes can only be submitted by the residents through the online application system only.

19. Provided that there are no validation errors (e.g. guest hosting consent, quotas restrictions, etc.), applications and purchases of guest passes are confirmed immediately after submission and payment; guest passes are then issued to the guests in form of email confirmation.

20. Hosts can only purchase guest passes for full-time registered HKUST undergraduate students of the same gender.

21. Guest passes can be purchased maximum 7 days in advance starting at 12midnight, issued on first-come-first-serve basis.

22. Guest passes are valid for a maximum of 2 consecutive nights which the applicant is required to specify the number of nights at the time of purchase.

23. Deadline for application is 11pm of the same night of the guest pass.

 

Alteration of Applications & Issued Guest Passes

24.No submitted applications and issued guest passes could be altered; purchased guest passes are non-refundable and non-transferrable.

 

Identification of Guests

25. Guests will be asked to present their HKUST Student ID Card by the member of the Hall Management or any person appointed by the Hall Management for identity checking.

26. Those who fail to present proof of identity and/or residence will be asked to leave the Hall or will result in penalties.

 

Payment

27. Guest passes shall be charged at a nightly rate as announced by SHRL. 

28. Online payment has to be made immediately after submission of form; no guest pass will be issued until successful online payment and there are no reservation of guest passes.

 

Guest Conduct & Blacklist

29. All guests are required to observe and comply with the Terms & Conditions for Hall Residence and the Hall Rules as stipulated in the SHRL website; guests and hosts are both responsible for any misconduct actions taken by the guests during their stay in hall.

30. Any reported abuse of this scheme or violation of rules can result in disciplinary actions on both the host and the guest such as termination of hall place, being blacklisted from this scheme and penalties.

 

Penalties

31. Students found abusing the scheme or violating hall rules (e.g. visitors staying illegally without a valid guest pass) are subject to a fixed penalty of HK$500 and other disciplinary actions as deemed appropriate, including but not limited to termination of hall residence, banned from future hall application(s) and residence for rest of study, blacklisted from the scheme, payment for making good of damaged facilities or any incurred charges. Disciplinary cases will be brought to the Residence Master for deliberation.

 

Use of Personal Information

32. Names and HKUST ITSC email addresses of residents and guests of a room will be shared among each other. Other personal information collected from applicants will be used for the scheme, related hall activities and hall residence related matters only, and kept as resident records for administrative purposes.

 

Final Decision

33. SHRL retains the final decision in any disputes under the scheme.