Introduction
To improve residents’ representation in the governance of Undergraduate Halls, elected student representatives will be introduced to UGH-related committees and consultative groups with effect from 2024/2025 Residential Year.
Vacancies
**The upcoming By-election is designated for S. R. Zhou Hall's vacancy in Residence Life Consultative Group.**
In the Election exercise conducted in Semester 1, 16 vacancies are to be filled with elected student representatives. Each committee and/or consultative group will have 4 vacancies, one designated for each hall.
The terms of reference and membership composition could be viewed at their respective webpages:
Residence Life Consultative Group
Student Residence Operation Committee
Hall Facilities Consultative Group
Nomination Process
**The Nomination Period for the By-election in Semester 2 will begin on 10 January 2025 and closes by 5:00 pm, 16 January.**
Candidates are required to submit the following documents if they decide running for the candidacy:
(1) Nomination Form (The Nomination Form has been designed to permit the use of e-signatures.);
(2) Student Leaders' Charter Declaration; and
(3) Election Statement (Optional - It will not impact the nomination process. However, if you decide to submit an election statement, English version MUST be included).
Elected candidates who have been officially appointed and completed their discharge of duties in a satisfactory manner would be awarded hall contribution.
Results of Election Held in Semester 1, 2024-2025
Residence Life Committee
The following candidates were elected unopposed:
Miss TSANG Yuk Ting (C. L. Soong Hall)
Mr. CHAN Ka Wai (C. N. Yang Hall)
Miss KO Laam (S. R. Zhou Hall)
Miss POON Ching Yee (Y. P. Cai Hall)
Residence Life Consultative Group
The following candidates were elected unopposed:
Miss HE Yuxuan (C. L. Soong Hall)
Mr. CHIO Wing Kit (C. N. Yang Hall)
Miss TIN Yung Shui (S. R. Zhou Hall)
Mr. LEE Yu Hin (Y. P. Cai Hall)
Student Residence Operation Committee
The following candidates were elected unopposed:
Mr. CHAN Ka Wai (C. N. Yang Hall)
Mr. LEUNG Ka Chun (S. R. Zhou Hall)
Miss POON Ching Yee (Y. P. Cai Hall)
The following candidates were in the Election:
Voting Rate: 21.72%
Candidate #1: Miss CHAN Keng Fei (C. L. Soong Hall) - 24 votes
Candidate #2: Miss HU Mudi (C. L. Soong Hall) - 19 votes
Miss CHAN Keng Fei is declared the elected student representative.
Hall Facilities Consultative Group
The following candidates were elected unopposed:
Mr. LIANG Zhenning (C. L. Soong Hall)
Mr. CHUI Ho Chun (C. N. Yang Hall)
Mr. KWONG Chung Fai (S. R. Zhou Hall)
Mr. LEE Yu Hin (Y. P. Cai Hall)
Election Guidelines
Guidelines on the Elections of Student Representatives
in Governing Boards, Committees and Consultative Groups Related to Student Accommodation
A. Nomination
1. Nominations for an election shall be opened in the first week of the semester and end no later than the end of the second week of the semester. The number of vacancies, the eligibility of residents to fill these vacancies, the names of the Committee(s) and/or Consultative Group(s) and the expected period of service would be clearly indicated.
2. Only residents who have (1) completed the check-in procedure which brought him/her the entitlement of the privileges associated with hall residence, (2) been confirmed clear of any crimes and/or any University-level disciplinary records (both under investigation and/or concluded) and (3) passed the GPA requirement for admissions to student accommodation, if any and applicable, shall be eligible to run as nominees.
3. Nominations for election shall only be made on designated forms provided by the Hall Management (hereafter “Nomination Form(s)”). Each Nomination Form shall be signed by the nominee giving consent to be nominated. Each Nomination Form shall also be signed by at least one proposer and five seconders, who are residents affiliated with the same Hall/College as the nominee.
4. Each resident can only propose and/or second for one nominee. Separate Nomination Forms, with different proposers and seconders, shall be submitted to the Hall Management in the case that the nominee would like to contest for more than one vacancy.
5. Nomination Forms shall be submitted to the Hall Management via designated channels before the Nomination Period closes. The Hall Management shall then verify the nominees’ records to confirm his/her eligibility and submit the list of nominees to the respective Resident/College Masters for endorsement as candidates.
6. If no Nomination Form is received for a vacancy, the seat will remain vacant until a by-election is conducted.
B. Election Period and Voting Procedure
1. Candidates can only start the promotion after the Hall Management announces the name(s) of candidates no later than the second week of the semester. Promotion may be held at times and venues as requested by the candidates and approved by the Hall Management. The Hall Management may delineate additional Guidelines to regulate such promotion.
2. When there is only one candidate for a vacancy, the candidate shall be declared elected unopposed and no election shall be arranged. When there are two or more candidates for a vacancy, the candidate who has secured the largest number of votes for that vacancy shall be declared elected.
3. Each resident shall only vote once in the respective election categories according to the Hall/College affiliation. Information shall be kept strictly confidential and be accessible in accordance with prevailing University policy. The Election Period shall conclude no later than the end of the fourth week of the semester.
C. Announcement of Results
1. Complaints concerning the conduct of the Election or any other contravention of the Guidelines by candidates shall be lodged in writing with the Hall Management within two calendar days after the Election Period is concluded.
2. If a complaint is lodged, the Hall Management shall withhold the Election Results, investigate the circumstances, and propose if any action shall be taken. The decision by Resident/College Masters shall be final.
3. If no complaints are received, the Hall Management shall announce the Election Results within three calendar days after the Election Period is concluded. The Hall Management shall then report the names of the elected candidates for official appointment by the end of the fourth week of the semester.
D. Resignation and Termination of Service
1. If the elected student representative is unable to discharge the duties during the service period, s/he shall resign by written notice addressing to the respective Resident/College Master.
2. The service of an elected student representative shall be terminated owing to any of the following:
a. The student ceases to be registered as a resident, regardless of the reasons of such cessation including but not limited to voluntary withdrawal and/or as a result of disciplinary sanctions;
b. The student is placed under suspension of studies during the service period; or
c. The student has changed or been changed the Hall and/or College affiliation that the student is no longer representing the original Hall and/or College at the time of nomination.
E. By-election
1. A by-election shall be conducted at the beginning of the second semester owing to one of the following:
a. An elected student member resigns as the representative and the resignation takes effect before the beginning of the second semester;
b. An elected student member’s representation was terminated and the termination takes effect before the beginning of the second semester; or
c. The seat was vacant after the election exercise in the first semester.
2. For each vacancy, a maximum of one by-election will be organized for each residential year.
F. Interpretation and Amendment
1. The interpretation of these Guidelines shall rest on the Hall Management.
2. These Guidelines may be amended from time to time by the Hall Management.