Lingnan University - Student Services Centre

Facilities & Operation of Student Hostels (2010/11)

The Comptroller’s Office (CO), Information Technology Services Centre(ITSC) and Student Services Centre (SSC) work hand-in-hand to provide different support and services to student hostels. CO is in-charge of the facilities management and operation, provides facilities and equipment, health and safety services, summer hostels’ management and finance related services. Besides, it manages an Operations and Maintenance unit of the Facilities Management Division (FMD - O&M), which is a contract-out agent. The latter is responsible in the daily maintenance, security and housekeeping services. The LAN service, hostel access control data base, technical service and Webpage are managed by ITSC.

1. Facilities in hostels provided for staff and student residents

1.1 Accommodation for hostel staff

Free lodging in a furnished quarter with three bedrooms will be provided for a warden and his/her family. Utilities charges are to be settled by the warden.
Free lodging in a furnished quarter with two bedrooms will be provided for a senior tutor and his/her family. Utilities charges are to be settled by the senior tutor.
Free lodging in a furnished room for single occupancy will be provided for a tutor. Air-conditioning charges are to be settled by the tutor, whereas other utilities charges are waived.

1.2 Laundry

Residents could use the laundry rooms equipped with washing and drying machines in the resident hostels.
The laundry room is equipped with 4 washing machines and 3 dryers, which are all Octopus Card-operated.
The operation hour of Laundry Room is from 7 a.m. to 2 a.m. daily. The charge for using the washing machines is HK$6 per cycle and the drying machines is HK$1 per seven minutes.
Wardens and senior tutors could install washing and/or drying machines at their own costs.

1.3 Parking Facilities

· Staff residents could apply for parking permits from the Comptroller’s Office. The annual fee of the parking permit is HK$800.

· The approval of parking permit to staff residents is subject to the availability of the parking space.

Owing to the limited parking space available in the hostel areas, only wardens and senior tutors are permitted to park their vehicles in the hostel areas.
Vehicles parked without a valid permit or parked in an area not designated for parking will be locked and penalised.

1.4 Air-conditioner

Student and staff residents’ accommodations are provided with air-conditioners.
Air-conditioning charges are to be settled by student and staff residents.

1.5 Medical Services

No medical service would be provided for hostel members on top of their normal entitlements as LU staff or students.

In case of emergency, dial 999 or directly go to the Accident and Emergency Department of Tuen Mun Hospital.
Assistance can also be sought from the FMD (O&M) at 2616 8705 (24 hours).
Residents could seek consultations from the medical clinics operated in nearby areas (e.g. Fu-Tai Estate, Tuen Mun Town Centre, etc.).

1.6 Telephone

Free public telephones are available at the lift lobby on each student bedroom floor and the common room floor.
Basic telephone services are provided in the staff residents’ accommodations with the charges waived. If required, staff residents can make their own arrangement or contact the CO when applying for IDD service (PCCW only).
All telephones are not provided with international call service.

1.7 Pantry / Kitchen

A common pantry is available on each student bedroom floor and the common room floor.
Boilers and microwave ovens are installed in all the pantries.
Refrigerators are available at the lift lobby on each student bedroom floor and the common room floor.
Kitchens are available for wardens and senior tutors’ accommodations. Cooking hotplates, refrigerators and water heaters are also provided. Utilities charges are to be settled by staff residents.

1.8 Vending Machines

· For residents’ convenience, there are vending machines selling soft drinks in the common rooms.

1.9 Audio-Visual Facilities

Television set, video cassette recorder set, DVD player and Cable TV are provided by the University in the common room of each hostel.

1.10 Sports Facilities

· Student and staff could use the sports facilities of the University.

· Charges are to be paid by the student and staff.

1.11 Furniture and Fittings for Staff Residents

Single beds with mattresses and drawers, wardrobe, writing desks with bookshelf, chairs, window curtains and exhaust fans are provided for tutors’ accommodations.
Additional double beds with mattresses, sofas, dining tables with dinning chairs, coffee tables, bedside tables, heaters and TV cabinets are provided for wardens and senior tutors’ accommodations.

2. Services in hostels provided for staff and student residents

2.1 Cleaning & Garbage Disposal

All common areas including public lavatories, common rooms and lobbies will be cleaned regularly by the cleaner managed by the Office of the Comptroller.
Students and hostel tutors could dispose the garbage to the rubbish bins at the collection points located at the bathrooms of each student bedroom floor where large rubbish bins are provided.
Wardens and senior tutors could dispose the garbage to the rubbish bins at the collection points located behind the fire exit at the lift lobby of their own floor.
Large item disposal should be arranged with the FMD or Security Counter in advance.

2.2 Keys (Lock-outs and replacement of keys)

If a resident locks him/herself outside his/her rooms, he/she may go to the security counter to request the security officer to open the door for him/her.
If any resident loses his/her key, he/she has to report to the Facilities Management Division and carry out the key re-issuing procedure. HK$100 penalty will be charged for a lost key.
When leaving the post of warden, senior tutor or tutor, the person must vacate from the hostel and return all the hostel keys to the Comptroller’s Office on or before the last day of service.

2.3 Mail

Each resident is assigned with a pigeon hole which is located at the ground floor of each residence hostel.

· Incoming mails: Incoming mails will be distributed to the pigeon holes. Mail is delivered to the University by the postman daily except Sunday and Public Holidays. For registered mails or parcels, the Comptroller’s Office will inform the resident concerned.

Outgoing mails: Residents should deposit their mails in the postal box near the bus stop outside the University.
Hostel residents who would like to receive mail at the hostel may use an address like:

For example:

Mr. Chan Tai-man

Room 901A

Hostel C

Lingnan University

Tuen Mun, Hong Kong

3. Repair and Maintenance in student hostels

When hostel residents find that there is damaged furniture/ facilities, shortage of services, etc., they should report the matter to the FMD according to the procedures listed below.

a. Fill in the form “Repair and Maintenance Requisition in Student Hostels” (RMRSH) at the security counter of his/her hostel. If there is any urgent matter, such as no electricity/ water supply, no flushing water in toilets, broken window, gas leakage, etc., inform the security officer of the hostel immediately and fill in the RMRSH at the security counter afterwards.

b. The Security Officer will give a copy of RMRSH to the requisitioner for reference.

c. If the problem has not been resolved for three days, call the FMD at 2616-7139 or 2616-7134 during office hours to follow up.

d. Report to the tutors or the student resident representatives of the hostel to follow up the case.

e. A monthly operation meeting will be organized by the Comptroller’s Office to meet with the Warden’s Offices and Student Hostel Associations of the hostels to discuss the issues of repair, maintenance, security and cleaning services, etc. Residents are most welcome to raise their comments and advice on related issues at the meeting.

4. List of Indemnity

Student residents will be charged if they lose/damage their keys, move out of their rooms late, and/or leave their rooms uncleared, at the end of the residence period.

Although fair tear and wear is expected, student residents are liable to pay for any damage to furniture, fittings and fabric of the hostels. Below is a list of indemnity charges for residents’ reference.

List of Indemnity Charges

	Description	Charge ( HK$ )
1	Damage to or loss of key	$100
2	Late move-out penalty ( only if without prior approval from the University )	$60 per day (maximum: $600)
3	Uncleared room	$50 or above (shared with roommate)
4	Lost of furniture and equipment	At replacement cost
5	Damaged furniture, fittings & equipment	At cost of making good or at replacement cost if the damaged item is found to be beyond repair.
6	Other items (or examples): mattress chair insect screen	At replacement cost: $100/pc $230/pc $200/pc