Leaving or changing rooms? Complete the formal steps

Read your offer’s end date and current check-out notice. Full-year, semester, summer and approved extensions have different deadlines. Notify SRO before leaving early and confirm any application requirements.

Even with a subsequent offer, confirm whether you may keep the same room or must check out and move. Staying in the same compound does not remove handover requirements.

Both compounds’ current 2026/27 Semester A notices state before noon on 23 Dec 2026. Full-year/break residence or an individual extension follows the authorised period; this reminder does not automatically cancel it. Verify your bed in Kowloon Tong AIMS → Student Services → Student Residence → Room Assignment Enquiry, or MOS Portal for Ma On Shan.

Keeping a room through a winter/summer break or into the next year requires continuous approved residence dates. Paying an annual fee or applying for the next period does not by itself authorize leaving belongings in the old room. Confirm the next offer, room transfer and transition instructions before your current deadline. Vacate for dates without approval. The check-out guidance provides no concierge storage, so remove all belongings unless a separate written storage arrangement exists.

Both compounds allow 24-hour security-office check-out. Allow at least 30–45 minutes and finish inspection/card return before your personal deadline. Kowloon Tong: Security Control Office beside the vehicle entrance. MOS: 24-hour Security Office by the main entrance. Leaving a card in a box does not establish completion.

If you have already left Hong Kong and need someone to check out for you, complete and sign the authorization letter linked for your compound, identifying both people and the room. The authorized person must bring the letter, keycard and required identification to security, complete the same inspection, sign the inventory checklist and return the card. Removing luggage alone does not complete check-out.

1. 1

   Clear the correct bedspace

   Remove all belongings including wardrobe/under-bed storage, rubbish and window tape; restore furniture, close windows and the Kowloon Tong washroom door as required. Air-conditioning credit is not refundable.

2. 2

   Register with cards

   Bring student card and Resident Card/Keycard to your compound security office. Registration is valid for one hour; remain available for inspection.

3. 3

   Inspect, sign and return

   Check inventory/defects/charges jointly, sign the Inventory Checklist and return the card. MOS residents cannot re-enter afterwards; retrieve everything first.

4. 4

   Keep completion evidence

   Keep the signed checklist/confirmation and charge details, and inspect the later student account. Record lost-card or inspection disputes on site and contact SRO.

Fee liability follows your offer and residence rules. A full-year KLT offer does not automatically become a daily-rate stay when you leave early. MOS rules also distinguish resident-initiated withdrawal from University-initiated termination.

Before leave of absence, withdrawal, exchange or a move off campus, ask SRO for the written outcome for your dates. Overstay, belongings left behind or damage can incur charges. Keep the check-out confirmation and account statement.

For early departure, notify SRO from your University email with name/Student No., compound/hall/room/bed, current end date, proposed departure, reason and supporting evidence. Request confirmation of the application and fee liability. Some semester/early-departure entries on the forms page currently have no downloadable form; they are not a submitted application. Kowloon Tong: sro@cityu.edu.hk / 3442 1111; MOS: sro.mos@cityu.edu.hk / 3442 1200. Complete the form confirmed for your case, then on-site inspection/card return.

For a room change or swap, ask your residence management team or SRO whether requests are accepted and what evidence and approval are required. After approval, complete the old-room handover, new-room inspection and residence-record update.

Do not simply exchange cards or occupy another assigned bed. Contact residence security directly for immediate danger; a routine room-change request does not replace urgent help.

1. 1

   Discuss with your RT

   Give the Residence Tutor your reason and evidence. If unknown, ask hall-lobby staff or email the compound SRO to route the request to your RT.

2. 2

   Complete form and mutual agreement

   Enter both residents’ names, Student Nos., gender, hall/room/bed, contact, previous changes and reason. Obtain required resident/affected-roommate signatures. Attach evidence for medical/special single-occupancy requests.

   Download the MOS UG room-swap form (opens in a new tab)
3. 3

   Obtain recommendations and approval

   For intra-hall requests use its RT/RM; inter-hall requests need both halls’ RT/RM approvals before SRO follow-up. MOS changes are within the compound, not to Kowloon Tong.

4. 4

   Complete the approved handover

   Follow the approval email. MOS publishes a three-working-day period for SRO follow-up/new card/moving and old-room check-out; failure may cancel approval or incur late charges. Verify updated allocation and new-room inventory.