Overseas Students Affairs Office, BFSU
Procedures for Dormitory Reservation, Stay Extension, and Dormitory Change for BFSU International Students
This page explains the basic procedures for dormitory reservation, registration and check-in, dormitory change window periods, stay extension at the end of the semester, and applications for special accommodation needs beyond the window periods.
Important note: All dormitory arrangements are subject to the actual room availability in the specific semester. For specific issues concerning dormitory reservation, check-in, dormitory change, stay extension, and other relevant requirements, please refer to the official announcements issued for the specific semester.
I. General Instructions
Accommodation management for international students at BFSU generally follows the procedures below:
Dormitory reservation
prior to the semester
Registration and check-in
within the specified period
Dormitory change window
after semester begins
Stay extension and dormitory change
at semester end
Dormitory arrangements
for next semester
Basis for arrangements
All dormitory arrangements are subject to the actual room availability in the specific semester. For specific issues concerning the time period for dormitory reservation, check-in and change, the arrangements for stay extension, and other relevant requirements, please refer to the official announcements issued for the specific semester.
Regular dormitory change
In principle, regular dormitory change applications shall be submitted within the specified window period, and those beyond the period will not be accepted.
Special accommodation needs
If a dormitory change is considered necessary due to special reasons such as medical issues, accommodation safety, accessibility needs and major emergencies, the student may submit an application for special accommodation needs.
Students arranged by BFSU
For students with full scholarships or exchange students under inter-university agreements who are exempt from accommodation fees, their accommodations shall be arranged by BFSU in principle. They generally do not need to make reservations online.
II. Accommodation Procedures for the Fall Semester
Accommodation procedures for the fall semester generally apply to dormitory reservation, registration and check-in, dormitory change, and stay extension from August to January of the following year.
1
Announcement of dormitory reservation
BFSU generally releases the announcement of dormitory reservation for the fall semester around August.
Students who need to make reservations online generally include:
Students who do not need to make reservations online generally include:
Students who have applied for stay extension and retained their original dormitories;
Students with full scholarships;
Exchange students under inter-university agreements who are exempt from accommodation fees.
For the specific students who need to make reservations online, as well as the detailed instructions, please refer to the dormitory reservation announcement in the specific semester.
2
Online reservation
Students shall log into the online dormitory reservation system within the specified period, and make online reservations according to the announcement.
Log into the system Check room type, building, and availability Choose room type and submit Wait for approval Status shows “confirmed”
Procedures for dormitory reservation generally include the above steps. Approval generally takes 3 to 5 working days. A “confirmed” status in the system indicates a successful reservation.
The result of reservation shall be based on the record of successful submission and confirmation shown in the system. Unsuccessful reservations caused by network congestion, personal device issues, operation delays, page refreshes, or failure to confirm submission shall not serve as a basis for the university to retain, restore, or assign a designated room. In principle, the university will not accept applications for designated room arrangements on such grounds.
3
Early check-in
The university will not arrange early check-ins in principle, except for students who have completed stay-extension payment during the vacation and reserved their bed spaces.
If there are special reasons for students to check in early, they shall contact their schools in advance to submit an application, and wait for review and approval by the university. Upon approval, they may check in as early as one week prior to the registration day of the new semester.
Accommodations for students who check in early will be arranged by the Service Center of International Affairs according to the actual room availability. The university does not guarantee that the early check-in application will be approved, nor that a specific room type, building, room, or bed space can be arranged.
4
Registration and check-in
Students shall arrive at BFSU for registration procedures within the period specified in their admission notices or university announcements, and check in for the room types they have successfully reserved.
For students who fail to register within the specified period and do not submit an application for deferred registration with relevant supporting documents, or whose deferred registration applications are not approved by their schools, their original dormitory reservation records will automatically become invalid, and the university will no longer retain their originally reserved rooms or room types.
For students whose deferred registration applications are approved by their schools, the university may retain their original dormitory reservation records according to actual circumstances. The retention period shall, in principle, not exceed one month. After the retention period expires, the university will rearrange accommodation based on the remaining room availability at that time.
5
Window period for dormitory change after the beginning of the semester
After the beginning of the fall semester, the university will open a window period for dormitory change according to room availability, management arrangements and administrative considerations. The window period in the fall semester is generally arranged around October, about one month after the beginning of the semester.
Within the window period, international students living on campus who meet the requirements of dormitory management may apply for regular dormitory changes according to the announcement.
If empty rooms are available, the university will make arrangements according to the time order of submissions in the system in principle. First come, first served. Whether a dormitory change can be approved depends on the actual room availability, submission records in the system, and review conclusions of the university.
After a dormitory change is approved, students shall complete check-in procedures according to the new room type and complete relevant payment, refund, or supplementary payment procedures. In principle, the university will not accept the students’ regular dormitory change applications again in the same academic year. If they do require a second change due to special reasons, they shall submit an application for special accommodation needs.
6
Stay extension and dormitory change at the end of the semester
At the end of the fall semester, the university generally makes arrangements concerning stay extension and dormitory change before the winter vacation. For the specific time period and relevant requirements, please refer to the official announcement in the specific semester.
Non-graduates who meet the requirements for continuing their education and accommodation on campus may apply for stay extension for the winter vacation. While going through stay extension procedures, students may simultaneously submit regular dormitory change applications, which generally do not require special reasons.
However, the approval of stay extension does not necessarily mean the approval of dormitory change. Stay extension means that students can retain their accommodation eligibility or beds, while dormitory change is subject to room availability. Whether and how dormitory changes are arranged shall be decided according to the review conclusions of the Service Center of International Affairs.
III. Accommodation Procedures for the Spring Semester
Accommodation procedures for the spring semester generally apply to dormitory reservation, registration and check-in, dormitory change, and stay extension from January to July.
1
Announcement of dormitory reservation
BFSU generally releases the announcement of dormitory reservation for the spring semester in late January or early February.
Students who need to make reservations online generally include:
Students who do not need to make reservations online generally include:
Students who have applied for stay extension and retained their original dormitories;
Students with full scholarships;
Exchange students under inter-university agreements who are exempt from accommodation fees.
For the specific students who need to make reservations online, as well as the detailed instructions, please refer to the dormitory reservation announcement in the specific semester.
2
Online reservation
Students shall log into the online dormitory reservation system within the specified period, and make online reservations according to the announcement.
Log into the system Check room type, building, and availability Choose room type and submit Wait for approval Status shows “confirmed”
Procedures for dormitory reservation generally include the above steps. Approval generally takes 3 to 5 working days. A “confirmed” status in the system indicates a successful reservation.
The result of reservation shall be based on the record of successful submission and confirmation shown in the system. Unsuccessful reservations caused by network congestion, personal device issues, operation delays, page refreshes, or failure to confirm submission shall not serve as a basis for the university to retain, restore, or assign a designated room. In principle, the university will not accept applications for designated room arrangements on such grounds.
3
Early check-in
The university will not arrange early check-ins in principle, except for students who have completed stay-extension payment during the vacation and reserved their bed spaces.
If there are special reasons for students to check in early, they shall contact their schools in advance to submit an application, and wait for review and approval by the university. Upon approval, they may check in as early as one week prior to the registration day of the new semester.
Accommodations for students who check in early will be arranged by the Service Center of International Affairs according to the actual room availability. The university does not guarantee that the early check-in application will be approved, nor that a specific room type, building, room, or bed space can be arranged.
4
Registration and check-in
Students shall arrive at BFSU for registration procedures within the period specified in their admission notices or university announcements, and check in for the room types they have successfully reserved.
For students who fail to register within the specified period and do not submit an application for deferred registration with relevant supporting documents, or whose deferred registration applications are not approved by their schools, their original dormitory reservation records will automatically become invalid, and the university will no longer retain their originally reserved rooms or room types.
For students whose deferred registration applications are approved by their schools, the university may retain their original dormitory reservation records according to actual circumstances. The retention period shall, in principle, not exceed one month. After the retention period expires, the university will rearrange accommodation based on the remaining room availability at that time.
5
Window period for dormitory change after the beginning of the semester
After the beginning of the spring semester, the university will open a window period for dormitory change according to room availability, management arrangements and administrative considerations. The window period in the spring semester is generally arranged around April, about one month after the beginning of the semester.
Within the window period, international students living on campus who meet the requirements of dormitory management may apply for regular dormitory changes according to the announcement.
If empty rooms are available, the university will make arrangements according to the time order of submissions in the system in principle. First come, first served. Whether a dormitory change can be approved depends on the actual room availability, submission records in the system, and review conclusions of the university.
After a dormitory change is approved, students shall complete check-in procedures according to the new room type and complete relevant payment, refund, or supplementary payment procedures. In principle, the university will not accept the students’ regular dormitory change applications again in the same academic year. If they do require a second change due to special reasons, they shall submit an application for special accommodation needs.
6
Stay extension and dormitory change at the end of the semester
At the end of the spring semester, the university generally makes arrangements concerning stay extension and dormitory change before the summer vacation. For the specific time period and relevant requirements, please refer to the official announcement in the specific semester.
Non-graduates who meet the requirements for continuing their education and accommodation on campus may apply for stay extension for the summer vacation. While going through stay extension procedures, students may simultaneously submit regular dormitory change applications, which generally do not require special reasons.
However, the approval of stay extension does not necessarily mean the approval of dormitory change. Stay extension means that students can retain their accommodation eligibility or beds, while dormitory change is subject to room availability. Whether and how dormitory changes are arranged shall be decided according to the review conclusions of the Service Center of International Affairs.
IV. Application for Special Accommodation Needs Beyond the Window Periods
In principle, regular dormitory change applications beyond the specified window periods will not be accepted.
If a dormitory change is considered necessary due to special reasons, and the change must be arranged before the next window period, the student may submit an application for special accommodation needs according to relevant regulations. Applications for special accommodation needs are not equivalent to regular dormitory change applications, nor are they equivalent to requests for a specific room type, building, room, bed space, or roommate.
The university will conduct a comprehensive assessment based on the student’s actual situation, application materials, opinions from the student’s school, accommodation safety, management requirements and room availability. Whether, when and how the change will be arranged shall be decided according to the review conclusions of the university, and presented in the final announcement.
1. Special accommodation needs due to medical issues
Students who require dormitory changes due to major diseases, post-surgery recovery, mobility difficulties, or explicit recommendations for such changes in the medical documents may submit an application for special accommodation needs due to medical issues.
The student shall submit the Application Form for Medical-Related Special Accommodation Needs and relevant medical documents as proof. The medical documents shall specify the student’s current physical condition, and explicitly recommend a change of the accommodation environment.
The Overseas Students Affairs Office and the Service Center of International Affairs will conduct a comprehensive assessment based on the student’s actual situation, supporting materials and room availability. Whether and how the change will be arranged shall be decided according to the review conclusions of the university.
2. Other special accommodation needs
Except for medical issues, students may also submit an application for special accommodation needs if any of the following situations exist:
Accessibility needs;
Mobility difficulties or special living needs;
Issues concerning shared living and accommodation safety;
Mental health needs;
Major emergencies;
Major family emergencies or changes;
Personal privacy protection;
Other situations that the university deems necessary to address.
For issues concerning shared living, personal safety, and serious conflicts, students shall first contact the front desk of their dormitory building and the faculty/staff members of their schools responsible for international student affairs. They may then contact the Overseas Students Affairs Office through the faculty/staff members.
The student shall submit the Application Form for Other Special Accommodation Needs, approved and stamped by the student’s school.
3. Review and handling
Applications for special accommodation needs will be reviewed and handled by the Overseas Students Affairs Office and the Service Center of International Affairs in a coordinated manner, based on application materials, opinions from the students’ schools, the students’ actual circumstances and room availability.
Depending on actual circumstances, the university may take corresponding measures, which may include but are not limited to:
adjusting bed spaces;
adjusting floors;
coordinating shared-living issues;
arranging temporary transitional accommodation;
waiting for suitable room availability;
maintaining the original accommodation arrangement;
taking other necessary measures.
The decisions on applications for special accommodation needs shall be made according to the review conclusions of the university, and presented in the final announcement.
V. Additional Notes
1.For the specific time of all arrangements, please refer to the official announcements issued for the specific semester.
2.All dormitory arrangements are subject to the actual room availability during the specific time period.
3.Regular dormitory change applications shall be submitted within the window period for dormitory change after the beginning of the semester, or the window period for stay extension and dormitory change at the end of the semester.
4.In principle, regular dormitory change applications beyond the specified window periods will not be accepted.
5.For applications for special accommodation needs beyond the window periods, students shall submit relevant supporting materials, or the relevant schools and departments shall verify the situation and provide handling opinions as needed.
6.BFSU Overseas Students Affairs Office and the Service Center of International Affairs shall be responsible for the consultation, review, coordination and interpretation of relevant issues.
