You are on page 1of 67

VEL TECH MULTI TECH

Dr.RANGARAJAN Dr.SAKUNTHALA
ENGINEERING COLLEGE
[Approved by AICTE, New Delhi, Affiliated to Anna University, Chennai &
Accredited by NBA, New Delhi
#42 & 60, Avadi-Vel Tech Road, Avadi, Chennai 600 062, Tamil Nadu, India

www.velmultimedia.com

HOSTELS
BYE LAWS
FRAMED BY THE GOVERNING COUNCIL

2014

A Place to Progress and Prosper

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

INDEX
S.NO.
1

3
4
5

PARTICULARS
CONDITIONS OF RESIDENCE OF THE STUDENTS IN HOSTEL AND
DUTIES AND RESPONSIBILITIES OF PROVOST AND WARDEN OF
THE HOSTEL
FUNCTIONS, DUTIES, RESPONSIBILITIES AND PROCEDURE OF
APPOINTMENT OF PROVOST & WARDENS OF THE
INSTITUTION/COLLEGE
PURCHASE PROCEDURE FOR HOUSE KEEPING, ELECTRICAL AND
PLUMBING MATERIAL FOR MAINTENANCE OF THE HOSTEL
HOSTEL AFFIDAVIT
ANNEXTURES - REGISTERS TO BE MAINTAINED IN WARDEN
OFFICE

PAGE NO.
3

19
21
23

Page | 2

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

CONDITIONS OF RESIDENCE OF THE STUDENTS IN HOSTEL AND


DUTIES AND RESPONSIBILITIES OF PROVOST AND
WARDEN OF THE HOSTEL
CONDITIONS OF RESIDENCE OF THE STUDENTS
All students availing hostel facility must fill the hostel admission card and both student and
parent must sign the hostel admission card. The hostel admission card mentions all the
rules and regulations of the hostel . The hostel admission card will be maintained by the
warden throughout the term of stay of the student in the Institution/College hostel .
Annexure (Hostel admission card and visitor pass)
1.
Mere admission in a course at the Institution/College shall not confer any right to
student admission to hostel.
2.
Admission to hostel and allotment of room are entirely at the discretion of the Chief
Warden /Warden of the Institution/College.
3.
Students allotted hostel shall at all times observe the code of conduct, Hostel rules
and regulations in vogue from time to time.
4.
Students are advised to stay in the room alloted to him/her. They are strictly advised
not to sleep or stay in other students room.
5.
Students are advised to return to hostel as per the date indicated in the outpass. If for
any reason they are not able to return as per the date, they must immediately
communicate to the warden of the hostel and the head of department in the college.
Warden on receiving communication will confirm with parent and inform the HoD.
Parent may sign the affidavit enclosed for outpass or chose the option to give outpass
on each visit.
6.
Students are advised to avoid taking leave from college unless genuine reason of
sicknesses. During college working day student will not be permitted to put leave
casually and stay in the hostel. Warden will send in the leave report to the HoD and
principal indicating reason of leave.
7.
Food to be taken only in the assigned hostel mess.
8.
Do not keep any jewels or valuable things in the room.. They may be kept in the
lockers available.
9.
There shall be a roll call in the hostel every day by the warden in the respective room
at particular time duration. Failure to be physically present during roll call will entail
disciplinary action.
10.
Medical sickness fact notified, the warden to visit the room,verify and arrange for
medical help on need basis.
11.
Each inmate of the hostel must have one torch light and an emergency kit in his/her
possession.
12.
Loud talking / discussions / singing / arguing / quarrelling / birthday or any other kind
of partying etc., are strictly prohibited.
13.
No guest including parents will be permitted to stay in the hostel.
14.
Hostel gate will be closed at 6.00 pm and none will be allowed to go out or get in
after that.
15.
On being sick, the warden shall be informed immediately.
16.
Special food may be served on festival days.
Page | 3

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

17.
18.
19.
20.
21.

22.
23.
24.
25.
26.

27.

28.
29.
30.
31.

32.

33.
34.
35.

36.
37.

38.

Use of gymnastic and physical exercises only in the presence and permission of
physical director
Reading room and entertainment centre will be open for specified duration as per
hostel timings.
Any one indulging in RAGGING (which is totally prohibited) will be punished as per
UGC/AICTE anti ragging notice
Hostellers absenting from classes or tests without prior written permission from the
Warden and HoD, shall be liable to be removed from the hostel.
Playing cards, Smoking, chewing of Tobacco, consumption of alcohol. possession of
any kind of drugs are totally prohibited and strict action to violators including the
removal from the rolls of the Institution/College and hostel.
Once removed from the rolls of the hostel, a person shall not be readmitted in the
hostel
Wifi will be available upto 11.00 pm
No social networking sites like face book twitter in our wifi
Cell without camera only (basic model) permitted
Laptop allowed. But students are strictly banned from viewing any kind of
unwarranted or adult sites . Viewing will lead to expulsion from hostel on informing
parents.
Student feel free to discuss with designated mentor or chief psychologist reg any
issue in confidence. For psychologist appointment they may email to
emailto@veltechmultitech.org and contact mentor
Student will be given guest lectures on confidence building by professional
psychologist
24 hrs SMS helpline will be provided for the students to express any issue on
confidence
Confidential drop box facility is available in the hostel for student suggestions
regarding their problem if any.
Each hostel shall have Provost (Principal / Vice Principal) who will take cognizance
of any breach of
discipline in the
Hostels,
and if the
circumstances
so require, to take immediate disciplinary action in such cases. Provost shall
inspect periodically the Hostels and be in contact with the Wardens, staff and
students. Wardens shall report to the Provost.
Regular Dress code need to followed while using Princess garden located by
Institution/College pathway and outside hostel gates while in academic campus
areas.
Wardens at 10:30 pm will be on rounds checking at rooms whether students present
in their respective rooms
Students are advised to avoid wasting food as food is precious and so many under
privileged children are deprived of basic food.
During hostel stay students must not order door delivery food from outside eateries
as we cannot assure the quality of food of such outside private restaurants. Security
will not permit outside food to be taken into the hostel premises.
Students may take part in yoga /karate /aerobic classes under instructor supervision.
They may feel free to use the indoor games, outdoor games, gardens of the hostel,
computer lab, gymnasium and beauty parlour. They are kept exclusively to cater to
your needs.
Student expelled due to disciplinary issues are not entitled for refund of hostel fees
Page | 4

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

39.

40.

If a student would like to vacate hostel due to any personal reasons he/she may fill
the hostel vacation form available at the warden office.
Warden may talk to the
parents and on parents clearance process the hostel vacation form and inform the
Principal.
EVENING/WEEKEND VISITORS AUTHORISATION:
Please enclose photos of authorised visitor by the parent in the vistor pass . Kindly
note for the safety of your ward and other students using the hostel only visitors with
vistors pass will be permitted. Kindly collect pass from warden.

FUNCTIONS, DUTIES, RESPONSIBILITIES AND PROCEDURE OF APPOINTMENT OF PROVOST


& WARDENS OF THE INSTITUTION/COLLEGE
1.
Principal/Vice Principal shall be the Provost of Hostel.Vice Principal shall be the
Organising Secretary. Provost shall preside over the enquiry proceeding, all enquiries
involving hostel student All hostel enquiry must be conducted as per enquiry protocol
The Provost shall exercise such powers and perform such duties in respect of the
maintenance of discipline the Halls of Residence, as may be delegated/assigned to
him/her by the Principal
2.
The Provost shall be assisted by Wardens who shall be, on such terms and conditions
as may be prescribed by the Governing Council from time to time.
3.
Provost must give year drop/ Sem drop list to warden, they must not display in
notice board as it is sensitive area; there will be hostellers in that list and warden
must take care that such students go home safely at the earliest.
4.
The Provost shall have the power to:
a)
take cognizance of any breach of discipline in the Hostels, and if
the circumstances so require, to take immediate disciplinary action in such
cases.
b)
supervise the Hostels in his/her charge in matters relating to the
overall functioning of the hostels, the welfare of the residents and discipline;
c)
inspect periodically the Hostels and be in contact with the Wardens, staff and
students;
d)
permit stay of any guest according to the Hostel Rules;
e)
take punitive action, including the ordering of eviction of a resident from the
Hostel;
f)
suspend hostel facilities in respect of resident students defaulting payment;
and
g)
prepare and operate the budget of the Hostel with due approval of
h)
Principal;
i)
Sanction leave for Wardens in the Hostel;
5.

The Provost shall be responsible:


a)
to ensure maintenance of discipline and decorum in the hostels;
b)
for all matters relating to health, hygiene, sickness, food, sanitation and
cleanliness
c)
of the Hostel;
d)
for supervising the functioning of the Mess and the working of the Mess Staff;
e)
for supervision of the purchases and procurements of mess stores, provisions
etc.;
f)
to ensure the correctness of receipts, issuance of mess stores, crockery
Page | 5

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

g)
h)
i)
j)
k)

etc. and or /the stock balance.


for the verification of Stock Register and bills received from suppliers with
reference to the
Stock register;
drawl and adjustment of temporary advance;
for the overall security of the Hostels in coordination with the security staff of
the Institution/College
Collect declaration from parent:

We declare that we have fully read and understood the rules & regulations of the
hostel and will abide it . We understand that the hostel is only a place for food and
accommodation for our ward and the responsibility of the institution is limited only
to this. We also state that if our ward reports to us of any stress in academic or any
other personal issues we will immediately counsel ourselves or take appropriate
measures to take care of our ward and we will also bring it immediately to the notice
of Principal. We will not resort to any corporal punishment or further stress our
ward. We declare that our ward will use the hostel premises for safe and secure stay
. We further indemnify the institution against any loss whatsoever. We undertake to
communicate the change of address if and when it occurs.
l)
Provost shall be the organizing secretary for all enquires involving hostel student All
hostel enquiry must be conducted as per enquiry protocol
PROTOCOL 1
Any default in regulation noted pl immediately take student into confidence,
counsel him/her and reduce the stress level of the student. Keep a student/staff
next to the student to take care.
Inform parent and your immediate higher authority. While informing take care
that student is not in front of you as it may increase his/her stress level. Ask
parent to come to campus at the earliest.
Once student security is taken care of , hostel warden must note down the
details in the REPORT ON VIOLATION OF HOSTEL REGULATION .
Any student enquiry only with parents in the college/Institution/College
Enquiry must be organized at the earliest by the Provost.
Provost will be the member secretary of the enquiry committee and will
organize and select members and also fix time and venue of the enquiry .
Minimum enquiry team count : 4
Committee head will be Principal and committee head must be present.
Enquiry must be completed as early as possible. Provost and warden must try
maximum to complete enquiry within 12 hrs of receiving complaint . Early
enquiry may help solving a critical issue . However enquiry must be done in the
presence of Parent/Guardian. Hence delay in enquiry as parent has to come
from outstation is acceptable.
Camera man to fix camera, switch on and come in again to switch off. All
proceeding to be recorded
Team members to be selected from the following designation : Directors, HoDs,
Chief Security Officer, Flying officer

Page | 6

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

PROCESS
1.
2.
3.
4.
5.
6.
7.

8.
9.

No reference to any individual staff name


Show the proof of defaulting by student, mention regulation no.
Show our regulations copy signed by Parent
Pl ask parents whether what has happened is correct
Request parents to mentor their ward
Explain the facts of the case
Take letter from parent that they have been called for the meeting and the
committee has explained the situation and that they will take care of their
student and also ensure he does not resort to any extreme means
Take letter that the parent and student will abide by the proceedings of the
disciplinary committee
Disciplinary Proceedings must keep in Principal Office along with report
received for report violation of hostel regulations

10. Proceeding copy must be given to Progress Card Section , Accounts


section(note in system and manual ledger).
11. Cd of the recording to be placed immediately in the proceeding file .
12. Committee members to sign and parent, student sign
13. Give tea , snacks to parents
PROTOCOL 3
HOSTEL RULES AND REGULATIONS
S.
NO

DESCRIPTION
Mere admission in a
course
AT
the
Institution/College
shall
not confer any right to
student admission to
hostel.
Admission to hostel and
allotment of room are
entirely at the discretion
of the Chief Warden
/Warden
of
the
Institution/College.
Students allotted hostel
shall at all times observe
the code of conduct,
Hostel
rules
and
regulations in vogue from
time to time.
Students are advised to
stay in the room alloted to

Default

Day scholar
unauthorised
entry

Staying in
different room

Probable
Immediate
decision if
action to be
proven in
taken
enquiry
take
letter
from student
that he has Strongly advise
entered
not to repeat
without
authorisation

if first time
advise like a

May be advised
storngly and
Page | 7

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

him/her. They are strictly


advised not to sleep or
stay in other students
room.

Students are advised to


return to hostel as per the
date indicated in the
outpass. If for any reason
they are not able to return
as per the date, they must
immediately communicate
to the warden of the
hostel and the head of
department in the college.
Warden
on
receiving
communication
will
confirm with parent and
inform the hod. Parent
may sign the affidavit
enclosed for outpass or
chose the option to give
outpass on each visit.

Students are advised to


avoid taking leave from
college unless genuine
reason of sicknesses.
During college working day
student will not be

SERIOUS :
Student does
not return on
the date
indicated in
the outpass
and no
communicatio
n received
from parent or
student

SERIOUS :
Student does
not return on
the date
indicated in
the outpass
and no
communicatio
n received
from parent or
student
During college
working day
student for no
proper reason
puts leave

parent. If
repeated (upto
3 times ) take
letter that will
not repeat . If
more than 3
times report
violation
Call Parent and
check why
student not
returned. If
parent is
aware of
student
movement ,
parent may be
advised not to
repeat this and
note down
date when
student will
return and
reason for
delay - note in
the outpass
issue register.
Update to
Principal
If parent not
aware of the
student
movement ,
report
immediately to
Principal, CSO,
Vice Principal
and local
police station
through
emergency
contact no.
Inform
Principal and
Hod and
arrange for
student to go
to college. If

parents
informed that
this should not
repeat

May be advised
storngly and
parents
informed that
this should not
repeat

Expel from
hostel

Expel from
hostel

Page | 8

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

permitted to put leave


casually and stay in the
hostel. Warden will send
in the leave report to the
Hod
and
principal
indicating reason of leave.

Getting food
Food to be taken only in
from outside
the assigned hostel mess.
hotel

Do not keep any jewelers


Keeping
or valuable things in the
valuables and
room.. They may be kept
reporting theft
in the lockers available.

There shall be a roll call in


the hostel every day by
the warden in the
respective
room
at
particular time duration.
Failure to be physically
present during roll call will
entail disciplinary action.

SERIOUS :
Student is not
available
during roll call

repeating
more than 5
times in a
semester
report
violation
Advise student
that it is
against
published
regulation if
done first time
. If repeated
more tha 3
times report
violation
Advise student
that it is
against
published
regulation if
done first time
. If repeated
more tha 3
times report
violation
Call Parent and
check why
student not
returned. If
parent is
aware of
student
movement ,
parent may be
advised not to
repeat this and
note down
date when
student will
return and
reason for
delay - note in
the outpass
issue register.
Update to
Principal ,
record in

May be advised
storngly and
parents
informed that
this should not
repeat

May be advised
storngly and
parents
informed that
this should not
repeat

May be advised
storngly and
parents
informed that
this should not
repeat

Page | 9

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

SERIOUS :
Student is not
available
during roll call

Student
conscious ,
minor illness

10

Medical sickness
fact
notified, the warden to
visit the room ,verify and
arrange for medical help
on need basis.
SERIOUS :
student
unconscious or
indication of
major illness

11

Each inmate of the hostel


must have one torch light
FACILITY
and an emergency kit in
his/her possession.

12

Loud talking / discussions /


singing / arguing /
quarreling / birthday or
any other kind of partying
etc.,
are
strictly
prohibited.

13

No guest including parents SERIOUS :


will be permitted to stay in Guest found in

SERIOUS :
Gathering
making lot of
noise

violation form
If parent not
aware of the
student
movement ,
report
immediately to
Principal, CSO,
Vice Principal
and local
police station
through
emergency
contact no.
record in
violation form
Inform parent ,
record in
incidence
register ,
arrange to go
by ambulance
to local
hospital
Inform parent ,
call ambulance
in walky talky
immediately ,
inform
principal/vice
principal and
send to
hospital at the
earliest .

Dispose the
gathering
,locate the
main
source,report
in violation
form
Redirect the
guest to the

Expel from
hostel

If continuous
monitoring
required
withdraw from
hostel

Dont provide
hostel from next
academic yr

May be advised
storngly and
Page | 10

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

the hostel.

14

15
16

17

18

student room

Hostel gate will be closed


SERIOUS :
at 6.00 pm and none will
Student comes
be allowed to go out or
late
get in after that.

main reception parents


, report in
informed that
violation form this should not
repeat
Permit student
into the hostel
,advise not to
repeat , report Dont provide
in violation
hostel from next
form. If repeat academic yr
more than 3
times conduct
enquiry

On being sick, the warden


Same as sno.
shall
be
informed
10
immediately.
Special food may be
served on festival days.
Use of gymnastic and
physical exercises only in
the
presence
and
permission of physical
facility
director
Reading
room
and
entertainment centre will
be open for specified
duration as per hostel
timings.

19

Any one indulging in


RAGGING (which is totally
prohibited)
will
be
punished
as
per
UGC/AICTE anti ragging
notice

20

Hostellers absenting from

Remove the
grieved
student , relax
stress level ,
once normal
take letter
from greived
student
SERIOUS
:
regarding the
Expel from
Student found
incident .
hostel
ragging
Record in the
violation form
and report to
authority and
local police
through
emergency
contact no.
SERIOUS:
Take help from If more than 3
Page | 11

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

classes or tests without


prior written permission
from the Warden and
HoD, shall be liable to be
removed from the hostel.

21

22

23
24

Playing cards ,Smoking,


chewing , consumption of
alcohol . possession of any
kind of drugs are totally
prohibited
and
strict
action
to
violators
including the removal
from the rolls of the
Institution/College
and
hostel.

Inform parent
and Principal ,
If first time
advise student
not to repeat,
if more than 3
times report
violation

SERIOUS :
Inform parent
and reporting
authority
immediately

the Principal,
vice principal
and send the
student to the
college

times in a
semester , dont
permit hostel
for the next
academic yr

keep few
student/staff
near the
student as
he/she may
not be in
conscious.
Inform parent
and reporting
authority
immediately,
report
violation form

Expel from
hostel

Do not
confisticate
the mobile.
Report in
violation form,
: Inform parent
and reporting
authority
immediately

May be advised
storngly and
parents
informed that
this should not
repeat. Student
must handover
mobile to
parent during
enquiry

Once removed from the


rolls of the hostel, a
person shall not be
readmitted in the hostel
Wifi will be available upto
11.00 pm
No social networking sites
like face book twitter in
our wifi

25

cell with
Cell without camera only
camera in
(basic model)
hostel

26

Laptop
allowed.
But
students
are
strictly
banned from viewing any
kind of unwarranted or
adult sites . Viewing will
lead to expulsion from
hostel
on
informing

Do not
SERIOUS :
confisticate
Watching adult the laptop.
Expel from
or
Switch off the
hostel
unwarranted
system , report
sites
violation form,
: Inform parent
Page | 12

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

parents.

27

28

29

30

31

and reporting
authority
immediately

Student
feel free to
discuss with designated
mentor
or
chief
psychologist reg any issue
in
confidence.
For
psychologist appointment
they may email to
communication@veltechu
niv.edu.in and contact
mentor
Student will be given guest
lectures on confidence
building by professional
psychologist
24 hrs SMS helpline to facility
students to express any
issue on confidence
Confidential drop box
facility is available in the
hostel
for
student
suggestions
regarding
their problem if any.
Once in 15 days meeting
with hostel monitoring
committee will be held
with respective Directors,
HoDs, Principal , HoD ,
warden
,
student
monitors.

32

Regular Dress code need


to followed while using
Princess garden located by
Student is not
Institution/College
in dress code
pathway and outside
hostel gates while in
academic campus areas.

33

Wardens at 10:30 pm will


be on rounds checking at
rooms whether students Same as sno. 5
present in their respective
rooms

Escort student
to hostel and
advise to
follow dress
code , report
violation if
more than 3
times in a
semester

May be advised
storngly and
parents
informed that
this should not
repeat

Page | 13

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

34

35

36

37

38

39

Students are advised to


avoid wasting food as food
is precious and so many
under privileged children
are deprived of basic food.

Student is
taking lot of
food in plate
and throwing
in dustbin

Advise student
the value of
food and tell
firmly he must
not do it , if
done more
than 3 times
report
violation form ,
inform parent
and reporting
authority

May be advised
storngly and
parents
informed that
this should not
repeat

During
hostel
stay
students must not order
door delivery food from
outside eateries as we
cannot assure the quality
same as sno.7
of food of such outside
private
restaurants.
Security will not permit
outside food to be taken
into the hostel premises.
Students may take part in
yoga /karate /aerobic
FACILITY
classes under instructor
supervision.
They may feel free to use
the indoor games, outdoor
games, gardens of the
hostel, computer lab,
FACILITY
gymnasium and beauty
parlour. They are kept
exclusively to cater to your
needs.
Student expelled due to disciplinary issues are not entitled for refund of hostel
fees
If a student would like to
vacate hostel due to any
personal reasons he/she
may fill the hostel vacation
form available at the
warden office. Warden
may talk to the parents
and on parents clearance
process
the
hostel
vacation form and inform
the Principal/Principal.
Page | 14

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

40

6.

7.
8.
9.

EVENING/WEEKEND
VISITORS
AUTHORI
SATION:Please
enclose
photos of authorised
visitor by the parent in the
vistor pass . Kindly note
for the safety of your ward
and other students using
the hostel only visitors
with vistors pass will be
permitted. Kindly collect
pass from warden.

SERIOUS :
student is
meeting visitor
who is not
authorised by
parent as per
visitor pass

Escort student
to hostel and
advise student
it is against
published
regulation ,
report
violation if
more than 3
times in a
semester

May be advised
strongly and
parents
informed that
this should not
repeat

Each Hostel shall have Wardens, who shall be appointed by the Principal for a period
of three years, on such terms and conditions as may be prescribed by the Board of
Management from time to time.
The Provost may, if necessary, designate one of the Wardens in a Hostel as Senior
Warden, Warden (Mess), Warden (Sports), Warden (Common Room) etc.
The Wardens shall be entitled to such honorarium as may be decided by the Board
of Management from time to time.
Collect declaration from parent:
We declare that we have fully read and understood the rules & regulations of the
hostel and will abide it . We understand that the hostel is only a place for food and
accommodation for our ward and the responsibility of the institution is limited only to
this. We also state that if our ward reports to us of any stress in academic or any other
personal issues we will immediately counsel ourselves or take appropriate measures
to take care of our ward and we will also bring it immediately to the notice of Principal
. We will not resort to any corporal punishment or further stress our ward. We declare
that our ward will use the hostel premises for safe and secure stay . We further
indemnify the institution against any loss whatsoever. We undertake to communicate
the change of address if and when it occurs
The Wardens of Hostels shall perform such duties as are assigned to them by the
Provost from time to time and they shall function under the overall charge of the
Provost. In addition to specific duties assigned by the Provost, the Wardens shall:
1. The warden should consider Welfare of and discipline amongst the residents in
the Hostel and to maintain daily record of the resident students such as
students present each day, students absent from the Hostel together with
reasons for absence. (s)
2. Wardens should ensure that no ragging takes place in the hostels and maintain
a ragging free Hostel
3. Oversee health, hygiene and general life of the students in the Hostel and to
ensure that the students observe the Regulations and discipline in accordance
with the rules framed thereof.
4. They should report to Provost in all cases of misbehavior, indiscipline and illness
of students residing in the hostel.
5. Safe custody and maintenance of such properties of the concerned hostel as are
entrusted for their repairs within the funds allotted and norms laid down by the
Institution/College authorities for the same.
Page | 15

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

6.
7.
8.
9.
10.
11.
12.

13.

14.

15.

16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.

The Warden shall have the right to inspect all rooms of the hostel.
The Wardens shall have administrative control over the staff assigned to the
hostel.
The Warden be available in the Hostel Office everyday at specified hours to
attend to official business and to the problems of resident students.
The Warden shall be responsible for the proper up keep and maintenance of
such properties of the concerned Hostel, as are under her charge;
The Warden shall maintain and check the Resident Student's Register and the
Guest Room Register.
The Warden shall take disciplinary action against a resident student for keeping
any unauthorized guest / material in his / her room.
Any student defaulting in the regulations of the hostel must be recorded in the
REPORT ON VIOLATION OF HOSTEL REGULATIONS and informed to the Provost
immediately. Provost must organize enquiry as per protocol
Protocol 3 clearly indicates what immediate attention must be given by the
warden in case of default of regulations and what could be probable decision of
the enquiry committee if the default is proved.
Periodically verify the furniture and fittings of the Hostel with the assistance of
the Caretaker and take action for their repairs / replacement for obtaining
additional furniture.
In case of misuse / damage of the property in the hostel rooms by the students,
the Warden shall impose necessary fines including withholding of the hostel
deposit amount.
The warden should ensure maintenance of discipline in and around the Hostel.
Warden has to submit the self compliance report regularly.
Warden has to give wake up call by 6 am
Warden has to ensure night plumber has run motor properly and water tank is
full so that student dont have any water shortage
Warden has to distribute morning newspaper to all rooms
Warden has to go frequent rounds to ensure students get ready on time
Warden has to ensure all students have left for college in time
Warden has to ensure only genuine sick students are in hostel.
Warden has to inform HoD of the daily absenteeism and to record the names of
absentees in register
Warden has to fill the incidence report
Warden has to take feedback of students regarding hostel maintenance
Warden has to rectify all reported issues
Warden has to verify the housekeeping sheets and ensured all rooms have been
cleaned
Warden has to ensure corridors dustbin have been cleared
Warden has to ensure pd and indoor games library hour are being maintained
with staff
Warden has to ensure staff available for canteen monitoring
Warden has to ensure linen of the room washed periodically
Warden has to ensure good dhobi facility
Warden has to ensure good shop facility
Warden has to display movie as per student choice on weekends (optional)
Page | 16

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

36. Warden has to conduct student committee meeting for canteen, sports,
education and entertainment
37. Warden has to inform mentor when student falls ill.
38. Warden has to visit each room physically and take attendance on seeing the
student only.
39. Warden has to make rounds at 10 pm and Morning 5.30 am and to ensure
students are in the room as per the hostel records
40. Warden should be aware of Academic schedule, should collect copy form
academic planning.
41. Warden has to switch off the water cooler by 11.00 pm to 6.00 am & for regular
working day floor wise cooler to be switched off 9.00 am & switched on at 3.00
pm
42. Warden has to make rounds in between time of study hours 8.30 to 10 pm,
43. Warden has to ensure all water heater in working condition
44. Warden has to ensure hot oven should be working in kitchen
45. Warden has to collect hostel master ledger for the academic year in May end for
existing students and end of July for new admissions .Hostel ML with student
information and latest full size photo must be collected before the academic
year.
46. Warden must issue outpass to students on clearance from parents
47. Warden must be at the gate and assist the security in the evening when the
students return to hostel from college, to ensure unauthorized entrants are not
permitted. For ease specific coloured id card has been issued to all hostel
inmates
48. Warden must get the list of absentees from the college on a daily basis by first
hour and ensure hostellers absentism coincides with the student staying back in
the hostel due to valid reason. If any discrepancy warden must inform the head
of the dept and the Principal immediately
49. Warden must securely locked the entry, exit points of the hostel at night to
prohibit unauthorized entry/exit.
50. Hostel vacation:- along with vacation form warden to collect ID card and
handover ID card to hostel Accounts section. Hostel Accounts through ID section
change to day scholar card and send ID card for issue immediately to student.
Warden in vacation form please note address of student on vacating (day
boarder address, where he will stay after vacating hostel), if any transport
requirement please also note that in vacation form.
10.

A staff who has been appointed as Warden shall not be sanctioned leave without the
prior approval of the Provost shall be necessary for a Warden to go on leave. When a
Warden is on leave, his/her responsibilities and functions will be distributed among
other Wardens for the duration of his/her absence.
Registers to be maintained in Warden office (formats in annexure.)
1. Hostel Student Master Ledger
2. Hostel Student Information Report System Entry
3. Hostel Admission Card
4. Attendance Register
5. Incidence Register
6. Feedback Register
Page | 17

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

7. Online Maintenance
8. Out Pass
9. Maintenance Feedback Register
10. Room Maintenance Master Ledger
11. Academic Schedule (relavant semester copy to be available)
12. Warden Self Compliance Report
13. Report on Violation of Regulations
14. Stock Registers of Maintenance Material
15. Hostel Vacation Form
16. Material Out Pass
17. Material Inward & Outward Register
18. Student Strength Report
19. Guest Register
20. Incoming Letters/ Parcels Register
21. Indoor Games / Gymnasium /Computer Lab Usage Register
22. General maintenance Faults & Rectification Register
Each hostel shall have a hostel manager who will take care of the maintenance of the hostel
. The hostel manager will report to the warden
PURCHASE PROCEDURE FOR HOUSE KEEPING, ELECTRICAL AND PLUMBING MATERIAL FOR
MAINTENANCE OF THE HOSTEL
1. Each hostel shall have a hostel manager who will report to the warden.
2. Hostel manager will keep control of stock room for maintenance items.
3. Hostel manager will based on the stock available and utility decide the requirement
for purchase in consultation with the warden
4. Manager will email the requirement as an excel file through warden official email id
to the provost email
5. Provost will analyse the quantity and see the budget availability as well as the
justification of the requirement and approve the quantity. approval of provost will
be in the form of email to purchase@veltechuniv.edu.in mentioned in subject
approved material for purchase hostel name and attached the material
requirement file in excel .
6. Purchase section on receiving this email will forward the approval to the order
printing to accounts section .
7. Once purchase order is printed the hostel manager will collect the order , sign in the
order and get the sign of the warden and provost of the hostel and give the order
b24 first floor purchase office
8. Purchase order will be sent to supplier by the purchase section . hostel manager
must follow up delivery and inform provost once items are delivered when he /she
visits hostel
9. If ordered items are not delivered as per delivery terms hostel manager must inform
the provost who may through Principal/finance officer issue penalty notice to the
supplier .
10. Once item is delivered the hostel manager must enter the items in the stock book
and put the page no. in the bill. he must get the bill signed by the warden and
provost and give the bill to accounts section
11. Manager must ensure safe storage of all items. when items issued the empty
container must be taken back before new material is issued.
Page | 18

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

12. Hostel manager must acompany the electrican , plumber while attending fault in a
room
13. Hostel manager must ensure all rooms are cleaned daily both swept and mopped
and all toilets are cleaned daily.
14. Hostel manager must ensure the corridor and common areas , roads are cleaned
well
15. Canteen houskeeping will not come under hostel manager and the canteen manager
is responsible for canteen housekeeping.
16. Hostel manager must make proper time schedule of contract housekeeping staff and
ensure the contract supervisors and housekeeping staff work properly.
17. The hostel manager & warden must ensure entry is made in the room maintenance
master ledger whenever any electrical/ plumbing/ carpentry/fabrication
maintenance work is done in the room. nature of maintenance and cost of the item
must be recorded in the master ledger. this will be reviewed in the year end when
the student vacates the room to arrive at maintenance cost of each room and
wherever excessive due to student negligence suitable debit may be raised before
vacation form is signed by the warden
18. Student strength more than 400 only there will be separate hostel manager for the
hostel. if strength less than 400 warden may take care of that responsiblity.

Page | 19

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

HOSTEL AFFIDAVIT
JOINT AFFIDAVIT BY PARENT / GUARDIAN AND STUDENT
(This matter has to be typed on a non-judicial stamp paper of Rs. 20/-)
Mr. /Mrs. /Ms.................................................................................................... (Full name of
parent/guardian) father/mother/ guardian of ......................................................... (Full name
of student with admission/ registration/ enrolment number), have been admitted
to (Name of the Program and Institution). I/we have read
and understood the hereunder specified Rules and Regulations of VEL TECH MULTI TECH
Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE Hostel. I/we agree to obey by the
Hostel Rules and Regulations. I/we will also read the detailed rules given in
(http://www.veltechmultitech.org/Hostel_rules.pdf ) and follow them.
Highlights of Rules and Regulations of
VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE
Hostel
DAY
All days

IN - TIME
6.00 pm

1. Students should be available in their respective rooms as attendance will be taken in their
respective rooms between 8.30 pm to.9.30 pm every night.
2. Students should stay only in the room allotted to them. Staying in others room is not
permitted.
3. Any physical/mental harassment towards fellow students including ragging, quarrelling,
using abusive language and violent behaviour is prohibited.
4. Smoking is strictly prohibited inside the Hostel premises and Institution/College Campus.
5. Hostel is meant for facilitating students for studies. Therefore, silence should be
maintained especially from 9.00 pm to 6.00 am. Students should not disturb other
student by conducting any kind of parties, playing music, talking loudly over mobile phone
etc.
6. Multi-Level Marketing (MLM) and gambling in any form including playing cards in the
hostel is prohibited.
7. If liquor (or empty liquor bottles) is found in any room, all the students staying in that
room are liable to be suspended for one semester. In addition, any student who
consumes liquor in the hostel tries to bring liquor into the hostel or enters the hostel after
consuming liquor will also be suspended for one semester.

Page | 20

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

8. If narcotics or related substances are found in any room, all the students staying in that
room will be expelled from VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA
ENGINEERING COLLEGE . Students who consume/ trade/ possess narcotics
inside/outside the hostel shall be expelled from VEL TECH MULTI TECH Dr.RANGARAJAN
Dr.SAKUNTHALA ENGINEERING COLLEGE . Substance abuse is prohibited.
9. Anyone causing damage to the hostel property will be penalized suitably.
10. Hostel students shall not bring any day-scholar inside the hostel premises.
11. If any student is going out for an overnight stay, he/she should obtain prior permission
before leaving the hostel as per procedure.
12. Hostellers are not allowed to keep or operate any kind of motor vehicles. However
Bicycle can be used.
13. Students in the hostel are not allowed to keep air coolers/ cassette record players/ TV/
electric iron box/ any other electrical & electronic equipment/gadgets. Unauthorised
possession will lead to confiscation of the goods. Cooking in the rooms is strictly
prohibited.
14. Students are personally responsible to safeguard their belongings. Students are advised
not to keep huge amount of cash or valuables like gold, costly wristwatch/ laptop/
mobile phone, expensive Jewellery etc., in their rooms.
15. Student who wants to vacate the hostel and stay outside has to produce written
consent letter from their parents.
16. The hosteller can stay for a maximum of 5 days after the Term End Examination.

Signature of the Student


(Name:

Signature of the Parent/Guardian


)

(Name:

Date:
Place:

Page | 21

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

ANNEXTURES - REGISTERS TO BE MAINTAINED IN WARDEN OFFICE


1. STUDENT HOSTEL STUDENT MASTER LEDGER
DATE

ID.NO.

STUDENT NAME

BRANCH

MOBILE NO.

FATHERS NAME

MOBILE NO.

EMAIL ID

MOTHERS
NAME

Page | 22

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Continution of the above table column wise


MOBILE NO.

ROOM NO.

PERMANENT
ADDRESS

LOCAL
GUARDIAN ADDRESS

HOSTEL
REPORTING
DATE

HOSTEL
VACATION
DATE

STUDENT SIGN

WARDEN SIGN

PROVOST
SIGN

Page | 23

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

2. HOSTEL STUDENT INFORMATION REPORT SYSTEM ENTRY

Page | 24

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 25

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 26

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 27

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 28

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

3. HOSTEL ADMISSION CARD

Page | 29

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 30

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 31

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 32

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 33

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 34

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 35

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 36

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

4.ATTENDANCE REGISTER

Page | 37

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

5.INCIDENCE REGISTER
1. Details of inmates on Leave (with permission)/Sick/Absent (without permission/Intimation) after
taking roll call between 9 and 10 pm ( appropriate column)
Leave
Sl No
Room No
ID No
Name
Leave
Sick
Absent
From
To
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30

Page | 38

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

2. Details of reportable incidents (breach of discipline/ causing disturbance etc)


S. NO

ROOM NO

ID NO

NAME

INCIDENT IN BRIEF

1
2
3
4
5
6
7
8
9
10

3. General Report
SECURITY

DRINKING WATER

WATER IN RESTROOMS

LIGHT

FAN

OTHERS

WARDEN

PRINCIPAL

CLEANLINESS

PSA

Page | 39

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

6. FEEDBACK FROM HOSTEL INMATES


STUDENTS NAME :

DATE :

HOSTEL :

ID.NO.:

ROOM NO.:
PLEASE

IN APPROPRIATE BOX AGAINST EACH


EXCELLENT

VERY GOOD

GOOD

SATISFACTORY

NEED TO
IMPROVE

1. FOOD
QUALITY
QUANTITY
TASTE
VARIETY
2. HYGIENE
CANTEEN
ROOM
SURROUNDINGS
COMMON TOILETS
ROOM TOILET
3. IN HOUSE FACILITIES
SPORT
GYM
COMPUTER LAB
WIFI
BEAUTY PARLOUR
CLOTH WASHING
STORES
TV
MEDICAL FACILITY
LIBRARY
SUGGESTIONS :

DATE :

SIGNATURE

Page | 40

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

7. ONLINE MAINTENANCE CELL

Page | 41

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 42

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 43

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

8. HOSTEL OUT PASS

Defect
Rectified on

Others

Breakages

Cleanliness

Water supply/
Drainage

Plumbing

Electrical

Description
Room No.

S.No.

9. MAINTENANCE FEEDBACK REGISTER


HOSTEL:

Page | 44

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

8.10 ROOM MAINTENANCE MASTER LEDGER FOR THE YEAR ____ TO______
HOSTEL NAME:
DATE

NATURE OF MAINTENANCE

ITEM REPLACED/
RECTIFIED

COST

LAST REPLACED/
RECTIFIED DATE

ROOM NO.

CUMULATIVE
COST

MAINTENANCE
WARDEN
STAFF
SIGNATURE
SIGNATURE

Page | 45

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

12. WARDEN SELF COMPLIANCE REPORT


WARDEN SELF COMPLIANCE REPORT
WORK CODE:

WARDEN NAME:

REGISTER IN HAND:ATTENDANCE REGISTER, INCIDENCE REGISTER, FEEDBACK REGISTER , HK MNTNCE REGISTER, MEETING MINUTES BOOK,
STUDENT ML, HOSTEL VACATION FORM
REPORTING AUTHORITY: PROVOST

COST TO THE INSTITUTION:

NAME OF THE HOSTEL:


MONTH

SNO
1

WORK LOAD

26

27

28

29

30 31

Have u given wake up call by 5.30 Am


Have you collect the list from the office and maintain it along with

permanent addresses of guardians and such other information as may be


required, in a form prescribed by the appropriate authority.

Have you ensure that no ragging takes place in the hostels and maintain
a ragging free Hostel
Have u ensured night plumber has run motor properly and water tank is
full so that student dont have any water shortage

Have you distributed morning newspaper to all rooms

Frequent rounds to ensure students get ready on time

Have u ensured all students have left for college in time

Page | 46

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

8
9

Have you ensured only genuine sick are in hostel


Have you report to the Principal in all cases of misbehavior, indiscipline
and illness of students residing in the hostel.

10

Have you recorded the names of absentees In register

11

Have you filled the incidence report

12

Have u taken feedback of students regarding hostel maintenance

13

Have you rectified all reported issues

14
15
16

Have u verified the housekeeping sheets and ensured all rooms have
been cleaned
Have you ensured corridors dustbin have been cleared
Have you ensured pd and indoor games libraryhour are being
maintained with staff

17

Have you ensured staff available for canteen monitoring

18

Have you ensured linen of the room washed periodically

19

Have you ensured good dhobi facility

20

Have you ensured good shop facility

21

Have you displayed movie as per student choice on weekends

22
23

Have

you

conduct

student

committee

meeting

for

canteen

,sports,education and entertainment


Have you informed mentor when student falls ill
Page | 47

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Have you visited each room physically and taken attendance on seeing
24

the student only if any student missing wardens need to inform the
principal / Principal and hostel monitoring committee immediately by
Phone/ SMS.

25

26

Have you made rounds at 10 pm and Morning 5.30 am and to ensure


students are in the room as per the hostel records.
Warden should be aware of Academic schedule
Have you switched off the water cooler by 11.00 pm to 6.00 am & for

27

regular working day floor wise cooler to be switched off 9.00 am &
switched on at 3.00 Pm

28

Have you made rounds in between time of study hours at 8.30 pm to


10.00 Pm

29

Have you ensured all water heater in working condition

30

Have you ensured hot oven should be working in kitchen

31

The Warden shall have the right to inspect all rooms of the hostel

32

The Warden be available in the Hostel Office everyday at specified hours


to attend to official business and to the problems of resident students.

33

Have you maintain and check the Resident Student's Register

34

Periodically verify the furniture and fittings of the Hostel with the
Page | 48

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

assistance of the Hostel manager and take action for their repairs /
replacement for obtaining additional furniture.
In case of misuse / damage of the property in the hostel rooms by the
35

students, the Warden shall impose necessary fines including withholding


of the hostel deposit amount.

36

Have you ensure maintenance of discipline in and around the Hostel


Have you collect hostel master ledger for the academic year in May end

37

for existing students and end of July for new admissions .Hostel ml with
student information and latest full size photo must be collected before
the academic year

38

Warden must issue outpass to students on clearance from parents


Warden must be at the gate and assist the security in the evening when

39

the students return to hostel from Institution/College , to ensure


unauthorized entrants are not permitted. For ease specific coloured id
card has been issued to all hostel inmates
Have you get the list of absentees from the college on a daily basis by

40

first hour and ensure hostellers absentism coincides with the student
staying back in the hostel due to valid reason. If any discrepancy warden
must inform the head of the dept and the Principal immediately.

Page | 49

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Hostel admission card will be filled by student parent during admission


41

and this will be under the custody of the warden throughout the period
of study of the student. The warden must maintain the hostel admission
card perfectly.

42

Have you securely locked the entry exit points of the hostel at night to
prohibit unauthorized entry/ exit
SIGNATURE
WARDEN SELF COMPLIANCE REPORT

WORK CODE:

WARDEN NAME:

REGISTER IN HAND:ATTENDANCE REGISTER,INCIDENCE REGISTER, FEEDBACK REGISTER ,HK MNTNCE REGISTER, MEETING MINUTES
BOOK,STUDENT ML , HOSTEL VACATION FORM
REPORTING AUTHORITY: PROVOST

COST TO THE INSTITUTION

NAME OF THE HOSTEL:

MONTH
SNO WORK LOAD
1

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

Have u given wake up call by 5.30 Am


Have you collect the list from the office and maintain

it along with permanent addresses of guardians and


such other information as may be required, in a form
prescribed by the appropriate authority.
Page | 50

25

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Have you ensure that no ragging takes place in the


hostels and maintain a ragging free Hostel
Have u ensured night plumber has run motor properly

and water tank is full so that student dont have any


water shortage

5
6
7
8

Have you distributed morning newspaper to all rooms


Frequent rounds to ensure students get ready on
time
Have u ensured all students have left for college in
time
Have you ensured only genuine sick are in hostel
Have you report to the Principal in all cases of

misbehavior, indiscipline and illness of students


residing in the hostel.

10

Have you recorded the names of absentees In register

11

Have you filled the incidence report

12
13
14

Have u taken feedback of students regarding hostel


maintenance
Have you rectified all reported issues
Have u verified the housekeeping sheets and ensured
all rooms have been cleaned
Page | 51

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

15
16
17
18

Have you ensured corridors dustbin have been


cleared
Have you ensured pd and indoor games libraryhour
are being maintained with staff
Have you ensured staff available for canteen
monitoring
Have you ensured linen of the room washed
periodically

19

Have you ensured good dhobi facility

20

Have you ensured good shop facility

21
22
23

Have you displayed movie as per student choice on


weekends
Have you conduct student committee meeting for
canteen ,sports,education and entertainment
Have you informed mentor when student falls ill
Have you visited each room physically and taken
attendance on seeing the student only if any student

24

missing wardens need to inform the principal /


Principal

and

hostel

monitoring

committee

immediately by Phone/ SMS.

Page | 52

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Have you made rounds at 10 pm and Morning 5.30


25

am and to ensure students are in the room as per the


hostel records.

26

Warden should be aware of Academic schedule


Have you switched off the water cooler by 11.00 pm

27

to 6.00 am & for regular working day floor wise cooler


to be switched off 9.00 am & switched on at 3.00 Pm

28
29
30
31

Have you made rounds in between time of study


hours at 8.30 pm to 10.00 Pm
Have you ensured all water heater in working
condition
Have you ensured hot oven should be working in
kitchen
The Warden shall have the right to inspect all rooms of
the hostel
The Warden be available in the Hostel Office everyday

32

at specified hours to attend to official business and to


the problems of resident students.

33
34

Have you maintain and check the Resident Student's


Register
Periodically verify the furniture and fittings of the
Page | 53

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Hostel with the assistance of the Hostel manager and


take action for their repairs / replacement for
obtaining additional furniture.
In case of misuse / damage of the property in the
35

hostel rooms by the students, the Warden shall


impose necessary fines including withholding of the
hostel deposit amount.

36

Have you ensure maintenance of discipline in and


around the Hostel
Have you

collect hostel master ledger for the

academic year in May end for existing students and


37

end of July for new admissions .Hostel ml with student


information and latest full size photo must be
collected before the academic year .

38

Warden must issue outpass to students on clearance


from parents
Warden must be at the gate and assist the security in
the evening when the students return to hostel from

39

Institution/College , to ensure unauthorized entrants


are not permitted. For ease specific coloured id card
has been issued to all hostel inmates

Page | 54

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Have you get the list of absentees from the college


on a daily basis by first hour and ensure hostellers
40

absentism coincides with the student staying back in


the hostel due to valid reason. If any discrepancy
warden must inform the head of the dept and the
Principal immediately.
Hostel admission card will be filled by student parent
during admission and this will be under the custody of

41

the warden throughout the period of study of the


student. The warden must maintain the hostel
admission card perfectly.

42

Have you securely locked the entry exit points of the


hostel at night to prohibit unauthorized entry/ exit
SIGNATURE

Page | 55

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

13. REPORT VIOLATION OF HOSTEL REGULATIONS

Page | 56

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

14. STOCK REGISTERS OF MAINTENANCE MATERIAL

Page | 57

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

15. PERMISSION TO VACATE HOSTEL CUM


FEE REFUND REQUEST
From
Name
Year

Id No
Branch

Sem

To: The Warden, ..Hostel

Room No
DOJ Hostel
Date:

Sir/Madam,
Sub: Permission to vacate Hostel Room and Refund of Fees requested
Please permit me to vacate the hostel accommodation on/by ...................................I do not require this
facility for the next year. Hence I request you to arrange for refund of eligible amount of hostel fees into my
Vijaya Bank A/C No ....................................................................or by cheque in my name at the earliest.
On approval I will surrender my H card. No due certificate may be issued.
Signature of Student
Date
_______________________________________________________________________________________
Wardens Remarks after inspection of the room and furniture and fittings:
........................................................................................................................................................................
........................................................................................................................................................................
........................................................................................................................................................................
........................................................................................................................................................................
........................................................................................................................................................................
I agree.
Signature of Warden & Date
Signature of Student & Date
_______________________________________________________________________________________

Page | 58

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE


To: Provost
Certified that the above inmate has VACATED the hostel at
.................................................................................. on .................................. and no amount/Rs. .may
be deducted from him. H card received. Caution Deposit and the balance eligible amount, if any, may be
paid to him by bank A/C /Cheque.
Signature of Warden with Date
To: A/C
Certify the amount paid by the student for the current year.
Signature of Provost & Date
_____________________________________________________________________________________
To: Provost
Certified that the hostel fees paid by the student is ...................................................for 20 - 20
Signature of A/C Staff & Date
_____________________________________________________________________________________
To: Accounts
Fees Received

Admission Fees

Deduction for stay in Hostel

Deductions as per Wardens report

WD

Total Deduction

A+D+WD=TD

Balance payable

R-TD=P

Caution Deposit

CD

Total Refund
P+CD
( Note: In all cases Caution Deposit of Rs. 5,000 is REFUNDABLE. )
Rs. ......................................... may be refunded by cheque/ to A/C No.................................in favour of
.......................................................................ID No. ..........................
Signature of the Provost & Date
_______________________________________________________________________________________
To: A/C
Approved/ Refund Rs. ................................................... to A/C / by Cheque / Rejected
Signature & Date
Refunded / Issued Cheque NoDated..
RECEIVED THE ABOVE
Page | 59

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE


Name & Signature of Accounts Staff with Date

Signature of Student & Date

16. MATERIAL OUT PASS

Page | 60

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

17. MATERIAL INWARD & OUTWARD REGISTER

Page | 61

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

Page | 62

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

18.STUDENT STRENGTH REPORT


NAME OF THE HOSTEL:
STUDENT STRENGTH AS ON_DATE:____________
[Send Everyday Morning by 6 a.m. to Canteen & Mess Incharge]

A
S.No
1
2
3
4

Hostel

Strength

Present

Absent

Att. Incharge

Absent

Att. Incharge

I Floor
II Floor
III Floor
Staff
Total

B. Outsiders (other than student & staff)


S.No
1
2
3
4
5
6

Strength

Present

Drivers
Parents / Visitors
Canteen Staff
Ayahs
Attenders
Others
Total

Total (A+B)
EXPECTED STRENGTH
SESSION

STUDENTS

STAFF

OUTSIDERS,NEXT
BOX TOTAL

BREAK FAST
LUNCH
SNACKS
DINNER

CANTEEN INCHARGE

WARDENS SIGNATURE

Page | 63

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

19.GUEST REGISTER
S.No.

DATE

NAME OF THE GUEST

ID NO. & NAME OF THE


STUDENT

IN TIME
IN DATE

OUT TIME
OUTDATE

GUEST
SIGNATURE

STUDENT
SIGNATURE

AUTHORISED
BY

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
(CAN BE MAINTAINED IN A NORMAL REGISTER WITH PRINTED PAGE NO. WITH COLUMNS HANDWRITTEN AS MENTIONED)

Page | 64

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

20. INCOMING LETTERS/ PARCELS REGISTER


S.No.

DATE

ID No.

NAME OF THE STUDENT

COURIER/
POSTAGE
REF.NO.

RECEIVED BY
STUDENT

DATE & SIGNATURE

1.
2
3
4
5
6
7
8
9
10

(CAN BE MAINTAINED IN A NORMAL REGISTER WITH PRINTED PAGE NO. WITH COLUMNS HANDWRITTEN AS MENTIONED)

Page | 65

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

21.INDOOR GAMES / GYMNASIUM /COMPUTER LAB USAGE REGISTER


S.No.

DATE

ID No.

NAME OF THE STUDENT

FACILITY
USED

IN
TIME

OUT
TIME

STUDENT
SIGNATURE

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Page | 66

VEL TECH MULTI TECH Dr.RANGARAJAN Dr.SAKUNTHALA ENGINEERING COLLEGE

22. GENERAL MAINTENANCE FAULTS REGISTERED & RECTIFICATION

Page | 67