(January 3, 2025)

JDBSMBPS G [2025] No.2

Attention: all relevant departments and police sub-stations under Jing’an District Public Security Branch:

In accordance with the Several Provisions of Shanghai Municipality on the Service and Administration for the Actual Population, the Work Standards for Shanghai’s Public Security Organs in Accommodation Registration of Overseas Personnel, and other relevant provisions, Jing’an District Public Security Branch has formulated the Implementation Opinions of Jing’an District Public Security Branch on Further Strengthening the Service and Administration for the Actual Population of Overseas Personnel (for Trial Implementation) for your conscientious implementation in the light of the actual situations. When encountering any problems, please contact the Exit-Entry Administration Office of Jing’an District Public Security Branch in a timely manner (Contact Person: Huo Jianming, Phone: 76537).

Implementation Opinions of Jing’an District Public Security Branch on Further

Strengthening the Service and Administration for the Actual Population

 of Overseas Personnel (for Trial Implementation)

In order to further standardize and strengthen the service and administration for the actual population of overseas personnel (including foreign nationals and residents from Hong Kong, Macao, and Taiwan), continuously enhance the convenience and living experience of overseas personnel in Shanghai, contribute to boosting the city’s external appeal, and keep optimizing the business environment, these Implementation Opinion are formulated in accordance with the Several Provisions of Shanghai Municipality on the Service and Administration for the Actual  Population, the Work Standards for Shanghai’s Public Security Organs in Accommodation Registration of Overseas Personnel, and other relevant provisions, and in light of the actual circumstances.

I. Work Objectives

Jing’an District Public Security Branch (hereinafter referred to as Jing’an Branch) will proactively adapt to the new trends and changes in the residence and stay of overseas personnel in the District. In accordance with the principle of “full collection, comprehensive coverage, dynamic management, and steady and orderly operation”, Jing’an Branch will, through strengthening the collection of community residence information of overseas personnel and the hotel industry units’ registration of overseas travelers’ accommodation, collect and complete the basic information of the actual population of overseas personnel, and achieve accurate matching of such elements as personnel, apartments and addresses. It will comprehensively grasp the accurate and dynamic numbers of overseas personnel and their movements, continuously improve its capacity of serving and administrating the actual population of overseas personnel, and provide a higher-quality and more convenient “soft environment” for overseas personnel coming to Shanghai for investment and entrepreneurship, tourism, business, study, life, among others.

II. Division of Responsibilities  

1. The Exit-Entry Administration Office. It is responsible for coordinating and promoting the administration of the actual population of overseas personnel in the entire District. It will track and assess the implementation of such work as the collection of community residence information of overseas personnel and the hotel industry units’ registration of overseas travelers’ accommodation, and work with relevant departments to strengthen professional guidance, training and supervision.

2. The Population Administration Office. It is responsible for organizing the community comprehensive management teams in the District, and guide the police sub-stations, sub-district social workers (responsible for the collection of actual population information), and other forces, so that they will, in the course of their routine work, notice and find the living situation of overseas personnel in the community, and at the same time properly maintain the labels of their residential apartments. The Office will do a good job in sorting and collecting the data of the “standard addresses, actual population, actual residences, and actual entities” in the District to provide standardized address support for the collection of residence information of overseas personnel.

3. The Public Security Detachment. It is responsible for promoting the integration of the service and administration of the actual population of overseas personnel into the community policing work. It will strengthen professional guidance, supervision and inspection on the hotel industry units’ implementation of the guest registration system. It will provide guide and inspect the application of the OCR (Automatic License and Certificate Recognition) module functions of the “Shanghai Hotel Industry Public Security Management Information System” (hereinafter referred to as the Hotel Industry System).

4. All police sub-stations. They are responsible for the collection, service and administration of the actual population of overseas personnel within their respective jurisdiction.

III. Work Measures

1. Doing a Solid Job in the Registration and Collection of Community Residence Information of Overseas Personnel

(1) Strengthening the collection of registration information. The Population Administration Office under Jing’an Branch will organize the community comprehensive management teams in the District, and guide the police sub-stations, sub-district social workers (responsible for the collection of the actual population information), and other forces. In the course of their routine collection of the information of the actual population, if they find residents from overseas, they will proactively provide the overseas personnel with the “Accommodation Registration Prompt Sheet (with both Chinese and English versions having been provided in the mobile PDA used by the community comprehensive management team members)” and with the QR code for “Overseas Personnel’s Self-service Declaration for Accommodation Registration”, and remind the overseas personnel to register their accommodation in accordance with law. Also, they will, when overseas personnel request assistance, help them log into the “System of Overseas Personnel’s Self-service Declaration for Accommodation Registration”, and complete the information filling. When overseas personnel apply, on their own, for accommodation registration at public security Windows such as police sub-stations and community affairs acceptance service centers under sub-districts and towns, the receiving police officers shall strictly follow the Work Standards for Shanghai’s Public Security Organs in Accommodation Registration of Overseas Personnel to render proper service.

(2) Strengthening information updating. The community police officers and the community comprehensive management team members shall properly label the apartments where overseas personnel reside in the “administrative system of sorting and collecting the data of the ‘standard addresses, actual population, actual residences, and actual entities’”, or on the “primary-level goverance digital platform” (i.e. the “New-Version Community Cloud”). For apartments labelled as being occupied by overseas residents but without valid accommodation registration information, the community police officers shall visit the apartments to collect the information of the residents. In the case of foreign personnel who are diplomats or other personnel enjoying diplomatic immunity, accommodation registration may be exempted. However, the apartment information shall be properly labelled, and reported to the District Exit-Entry Administration Office, which, in turn, shall immediately report to the Exit-Entry Administration Office of the Municipal Bureau of Public Security.

(3) Strengthening community checks and verifications. Community police officers shall conduct their first verification of the residence situation of overseas personnel within seven working days after they undergo the accommodation registration, and shall re-verify the residence (stay) status within three working days after the expiration of the overseas personnel’s residence (stay) permit. In the case of residents from Hong Kong, Macao and Taiwan, as well as foreign nationals holding residence permits valid for more than six months, a follow-up visit and verification shall be conducted every three months; and based on the results of the follow-up visit and verification, the information about such personnel shall be promptly updated in the “Application Scenarios for the Localization Management of Overseas Personnel” system. Meanwhile, under the leadership of the Exit-Entry Administration Office, and through the Integrated Intelligence-Command-Operation Platform of Jing’an Branch, a comprehensive analysis of all foreign-related police situations in the District shall be conducted every day. For foreign individuals involved in police reports who reside in this District and need to be verified, the Exit-Entry Administration Office will, through the platform, order the local police sub-stations to carry out a follow-up process. After receiving the order, the police sub-stations shall promptly verify and reply.

(4) Improving publicity and notification. The Exit-Entry Administration Office should organize and guide the police sub-stations to post the QR code for “Overseas Personnel’s Self-service Declaration for Accommodation Registration” in prominent positions in places and areas where overseas personnel frequently enter and exit, such as community buildings and railway stations, so as to facilitate overseas personnel to scan the code to register by themselves. It is necessary to enhance community publicity efforts, organize and carry out publicity on the overseas personnel accommodation registration system within the jurisdiction, and also provide policy publicity and consultation services concerning the processing of overseas personnel’s documents, the application for residence permits by residents from Hong Kong, Macao and Taiwan, etc. so as to further improve the community living experience of overseas personnel.

2. Optimizing the Accommodation Registration for Overseas Travelers by the Hotel Industry Units

(1) Strengthening registration administration. The Exit and Entry Administration Office and the Public Security Detachment should guide the police sub-stations to urge the hotel industry units within their jurisdiction to properly handle the accommodation registration of overseas travelers in accordance with the principle of “real name, real number, real-time and real situation”, implement the measures for verifying the identity documents of overseas travelers, and complete the information collection, registration and reporting work in a timely and accurate manner, so as to ensure that the accuracy rate of accommodation registration for overseas travelers and the 24-hour reporting rate remain above 99% and 95% respectively.

(2) Enhancing training and guidance. The Exit-Entry Administration Office and the Public Security Detachment should promptly provide and dynamically update the training courses on foreigner registration for hotel industry units, and guide all police sub-stations to organize training for primary-level front-line police officers and hotel industry unit employees through channels such as “online classrooms” and the “Tourism Industry System”. The police sub-stations should urge the hotel industry units within their jurisdiction to regularly organize training sessions for front-desk managers and staff, covering topics such as the identification of foreigners’ valid identity documents and the operation of foreigner accommodation registration in the “Tourism Industry System”.

(3) Strengthening information monitoring. The Exit-Entry Administration Office, based on the “Suspected Error Data of Hotels” issued by the Municipal Bureau of Public Security, will guide the local police sub-stations to verify, and instruct the hotel industry units to make corrections where necessary. Relying on the data monitoring and comparison between the “Tourism Industry System” and the “National Overseas Personnel Dynamic Management System” of the National Immigration Administration, the Exit-Entry Administration Office shall promptly sort out and identify the hotel industry units with numerous registration information errors and the common problems that occur frequently, and guide local police sub-stations to adopt targeted improvement measures to ensure the quality of information registration.

(4) Strengthening the support services. The police sub-stations should establish a “point-to-point” liaison mechanism with hotels and inns within their jurisdiction. In the case of some small and medium-sized inns that are unable to independently complete the registration in the “Tourism Industry System” due to the lack of scanning and printing equipment, or due to front desk staff’s weak capabilities for identifying documents and operating the System, the police sub-stations should guide them to allow foreign travelers to check in first, before collecting the materials through fax or home visits to register their accommodation, thus making the registration convenient.

IV. Work Requirements

1. Strengthening organizing and leadership. Jing’an Branch will establish a working team led by the Exit-Entry Administration Office, with the participation of the Population Administration Office and the Public Security Detachment, to steadily advance all aspects of the service and administration of the actual population of overseas personnel.

2. Improving the application of the data. The Exit-Entry Administration Office and the Population Administration Office should actively coordinate and connect with the district departments of education, human resources and social security, data, Taiwan Affairs Office, Hong Kong and Macao Affairs Office, etc. to further broaden the channels for obtaining information about overseas personnel. The information and data of registered overseas personnel will be collected and aggregated into the “Actual Population System”. Statistical analysis will be conducted on the situation of overseas personnel in Shanghai to provide scientific basis for public security management and public decision-making.

3. Paying attention to the ways and methods of work. The Population Administration Office and the police sub-stations should organize community comprehensive management team members, sub-district social workers, and other forces for collecting the actual population information to steadily publicize the policies and remind people of the notifications, on the working principle of “no entry into their apartments, polite communication, and voluntary collection”. For overseas personnel who refuse to cooperate or communicate, on-site enforcement measures should not be imposed, but the case must be promptly reported to the community police officer for verification. During the operation, one must follow the principle of “distinguishing between domestic and foreign affairs”, strictly comply with operational and confidentiality protocols to prevent negative public sentiment arising from one’s improper handling. The Exit-Entry Administration Office and the Population Administration Office should strengthen professional guidance in accordance with their respective duties.  

4. Closely monitoring and assessing. The Exit-Entry Administration Office should closely monitor and assess the progress and implementation of the work. If finding any deviation in the implementation, it should correct it in a timely manner. If finding the implementation out of sync with the times, it should adjust it dynamically to ensure practical results. For difficult problems encountered in primary-level work, it should coordinate with relevant departments to solve them promptly to help improve the quality and efficiency of the work.