INSTRUCTIONS FOR STUDENTS AND STANDARD OPERATING PROCESSES

Prologue

This document lays down the guidelines for the arrival of students to campus and ensuring a safe
and secure environment on campus post-COVID 19 lockdown period. This SOP will be applicable
in all places on the campus including hostel, academic premises, and other places on the campus
unless notified otherwise. This SOP will be effective from the date of notification until further
notice. These guidelines will be reviewed and updated periodically based on how things evolve.

 The students will be allowed to enter the campus in a staggered manner as below.
 First Batch: 30 Students (Proposed date: 22nd Oct 2020)
 Second Batch: 90 Students (Proposed date: 6th Nov 2020)
 Third Batch: 90 Students (Proposed date: 23rd Nov 2020)
 The dates would be finalized by the Program Chairs based on the academic calendar in
consultation with the Hostel Wardens.
 Students may be allowed to come to campus only in a group. After completion of the
quarantine period of one group, the next group may be allowed to enter the campus.
 The sequence in which the students are called is: PGPEx-MBEE, PGP II year, PGP I year,
PhD.
 Consent of parent is mandatory for taking all responsibility for the decision of sending their
wards to campus against the advisory of the institute of staying at home.
 The students who wish to come back to the Institute due to genuine reasons must inform
their issues in written (via google form) to their respective program chairs. However, the
priority would be given to those who have pressing reasons to come to campus, like internet
issues, infrastructure issues, etc.
 The program office would get detail from students about their present location and arrange
them according to their zones (containment and non-containment). Only, students from
non-containment zone will be allowed to come to the campus.
 Students will be tested for COVID-19 at Byrnihat, Meghalaya. After completing the said
test, students who are entering the campus with a valid travel documents relating to air

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 travel will be screened/checked at the main gate for their temperature and permitted to enter
directly to designated hostel quarantine room. Upon receipt of test report from the
authorities, if the student is found positive, he/she will be shifted immediately to the
government quarantine centre / any other authorized hospital as the case may be. Even if
the student gets a negative result, he/she shall undergo 14 days of mandatory quarantine at
the hostel quarantine room.
 Separate wings/bocks/areas within the Hostels have been identified as the proposed
location to quarantine students.
 Expenses, if any, incurred by the students during their stay provided by the district
administration/ any other government agency, or if mandatory quarantine is directed by the
Government/required by the Institute other than the first 14 days, have to be borne by the
student. Charges, if any, incurred for conducting diagnostic tests also have to be borne by
the student.
 During the quarantine period, the student is not allowed to come out of the room and
has to manage all the affairs by being locked inside the room. However, during their
quarantine stay at the hostel room, food, water etc., and other basic necessities may be
served to the student at the room of their stay by the Institute through canteen/mess. The
vendor would have to ensure that the person/s who serve food, etc. should wear proper PPE
gears. Mess personnel should keep the packet at the door of each room without entering
the room.
 After 14 days of mandatory quarantine at the hostel room, the students may have to undergo
another COVID-19 test at government hospital/ Government authorized hospital/clinic and
if the results are found to be negative, they would be allowed to move into a designated
room in the hostel. The hostel rooms can be single seated or double seated based on the
hostel plan.
 However, if the student’s test is found positive, he/she will be shifted immediately to
government quarantine centre / Government authorized hospital as the case may be.
 Para medical staff would be available 24x7 in the Institute wellness center. On emergency,
the doctor will be available on call.
 The quarantined hostel room would have one set of: Heater, Electric Kettle, Covered lid
dustbin, Room/washroom cleaning kit, Bucket, Mug, Bed, Mattress, pillow, blanket, Table,
Chair.
 Students should bring their own utensils such as plate, tumbler, bowls, spoons, etc. along
with other basic necessity items like bedsheets, pillow covers, etc. to be used by them
during their quarantine. They should also carry with them their own digital thermometer,
oximeter, gloves, sanitizers, hand wash, masks in sufficient numbers, soaps, etc. They
should take care of the cleaning of their utensils, clothes, wash rooms, etc.
 Each room would be provided with room cleaning kit so that students could clean their
rooms/washroom themselves. No housekeeping staff would be used for room and
washroom cleaning purposes.

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  After completing the quarantine period only, the belongings of the students will be shifted
one by one from the common room to their allotted rooms by the staff members. Students
will not be allowed to enter the common room to prevent contamination of the belongings
in the common room.
 As laundry facility would not be available, students may wash their own clothes.
 Separate dust bin with lid shall be provided in each hostel room and the used masks should
be put inside the bin. The food and plastic waste should not be kept in the dust bin. After
the quarantine period of a student, dust bins should be removed and the masks should be
disposed of properly and the dust bins disinfected.
 Male and female security personnel shall be posted 24X7 in each hostel corridor where
students are quarantined. They should be provided with proper face masks and PPE kits.
 CCTV camera should be installed in each of the corridors for a proper vigil.
 All the rooms should be disinfected before the entry and after the exit of each student group.
 Students should have a facility to report any illness/ other problems during quarantine
through Moodle in addition to other facilities like e-mail, telephone.
 During the stay in the hostels, if any student develops any symptoms, it should immediately
be reported to the Institute doctor and the process advised by the doctor is to be followed.
 It is not advisable to use the service of Institute vehicle for quarantined students except
under extreme emergencies. It is advised to hire a separate vehicle for COVID related
emergencies.
 Students with comorbidities like asthma, bp, diabetes, etc., are strongly recommended to
avoid coming to campus for now. In case they choose to come to campus, they should bring
their own BP/ Sugar testing apparatus.
 After the quarantine period, social distancing should be observed in hostels, classrooms,
mess and other public places in the campus. For each wing of the hostel, two students
COVID warriors should be designated to keep vigil on the required protocols to be
followed by the students.
 After the quarantine period, students may collect food from mess maintaining social
distance in their own utensils and they may be encouraged to have food from their
respective hostel rooms.
 Any large gatherings (more than five people) must be avoided at any given point in time.
 Timeline charts to be maintained to keep track of students in quarantine, their vitals, and
students who completed the quarantine and their vitals by the Hostel Manager.
 After the quarantine period, students are not allowed to leave the hostel zone except
for medical reasons. Also, students, should not enter and move around the academic
block, the administrative block, the library block, canteen, faculty offices, faculty /
staff quarters, etc. As, there can be lot of contamination exposure points due to the
movement of people who come from outside the campus.
 Students must have to wear masks upon leaving the room, at all times. Mask should
be worn properly, covering nose and mouth adequately.
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  Under no circumstances student can leave campus till further notice except for
medical reasons.
 All classes however will be conducted online, and the students, who come to the
campus, are expected and required to attend those online from their hostel rooms. No
physical classes will be conducted till further notice.
 Provision for the purchase of essential articles may be provided in the Institute's main gate
through door delivery. The article will be quarantined for one day before they get delivered
to the student.
 Students should bear all the expenses related to quarantine such as the costs associated with
multiple COVID-19 tests, food expenses, hospitalization expenses (if found positive), any
other incidental / medical expenses, etc. during the period of quarantine. Also, students
should not hold IIM Shillong responsible for any loss, damage, costs, or any personal effect
/expenditure directly or indirectly or incidental to such travel and for entering the IIM
Shillong campus.
 The students should have to mandatorily download the Aarogya Setu app and keep the
Bluetooth and location tracker in active mode at all times. Only if the App shows ‘No Risk’
condition, you can travel to IIM Shillong campus. Otherwise, it is advisable to self-
quarantine at your place till the App allows you to travel with ‘No Risk’. On entering the
campus, the Aarogya Setu App status would be verified by the security personnel at the
main gate. In addition to that, the security personnel / students council would be checking
the status of the App in your phones at regular intervals.

Failing to adhere to any of the above rules, will lead to immediate expulsion from the campus
with a penalty of Rs. 10,000/-. Further, the Security personnel, Security Officer and Hostel
Wardens are empowered to enforce the penalty owing to any non-compliance with any of the
above rules, without any further deliberations. Plea of ignorance would not be accepted.

The above rules are subject to further amendments based on the announcements by the Ministry
of Health and Family Welfare, Education Ministry, Government of India, Meghalaya State
Government, Shillong District administration, etc. and any other rules as envisaged by IIM
Shillong. The Institute, while determined to take all possible steps, cannot be held liable in any
form for any action(s) of the student or consequences thereof. Students are advised to avoid coming
to campus in the prevailing situation.

A webinar will also be organized by the Program Chairs, Student Affair Chairs, CAO and
Administrative Officers with students and parents to share the advisory from the Institute and also
to familiarize students with the arrangements made and the protocols to be followed by students
on campus.

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Standard Operating Processes and Responsibility

Period Protocol Position

Response
Pre-Travel 1. Google form shall be floated by the Program Chair
with SOP/Advisory to Parents/required form formats)
2. Submission of documents on Moodle (At least 15
days before the travel date):
 Google Form
 Self-Declaration (about no COVID history and
no travel in last 15 days) Program Chair
 Parents Declaration on self-responsibility
 COVID registration with State of Meghalaya (A
Must for booking vehicle)
 Aarogya Setu AAP
Program Chair will rank students based on the individual
requirement and pressing reason to come back to
campus. Based on the available slot, the Chair will
announce and intimate the names of the students who are
allowed to come to campus. Only the permitted Students
can come to the Institute that too only on the pre-
intimated dates. Each student must wait for the final
confirmation from the Program chair before finalizing
their travel itinerary to the Institute.

3. Submission of documents on Moodle (10 days before

the travel date):
 Travel Itinerary
 Flight Ticket Copy
4. Submission of documents on Moodle (2 days before
the travel date):
 COVID Test Report (taken in the last 24 hours).
Only those who have submitted negative report
would be allowed to board Bus at Guwahati
Airport.
Travel Day 1. It is recommended to cover road travel by a reserved
transport/taxi. Traveling by public transport like a
shared taxi, bus or train should be avoided
2. Strictly follow all protocols being practiced at
Airport
3. Institute shall arrange vehicles to pick up students
from the Guwahati Airport. Approval letter from the
Chair is to be shown before entering in the bus at the COVID Warier
Guwahati airport. ( Student
4. Without vehicle number, you cannot exit the airport Representative)

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 5. All students will undergo COVID test at Byrnihat
(Meghalaya entrance) by the Government officials.
6. It is advised to plan the travel itinerary so that one
reaches before 5 pm. Reaching late would delay the
COVID test
7. Students who are reaching Guwahati airport after 5
PM would have to arrange their vehicles on their own.
No student would be allowed to enter campus after 10
PM. In such case the student has to stay in Hotel on
self-paid basis.
8. A negative COVID test report is a must to enter in any
promise in Shillong.
On Arrival 1. Bus will drop students in the Basket Ball court/
Vehicle parking shed
2. Students are required to submit Covid Report, ID
card, Entry form
3. Each student would be scanned using a thermal
scanner
4. Student should show the Arogya setu app status at Hostel Wardens
the security desk
5. Luggage would be scanned and sanitized at the main
gate (at the basketball ground)
6. Any prohibitory stuff as per the hostel handbook
attracts a fine of Rs. 10000
7. Students will be allotted rooms by the office.
Students are not allowed to change the allocated
room without approval from the office.
8. Family members will not be allowed either on the
Institute vehicle or into the campus
Quarantine 1. 14-days quarantine in designated hostel room is Security
mandatory for all the students Officer/ Hostel
2. Essential services to room Manager/Doctor
3. Vigil on violation of rules
4. Arranging for COVID test
Post-Quarantine 1. Allotment of hostel rooms Hostel Wardens
2. Vigil on violation of rules
In Case of 1. Liaising with some hospitals to come to campus for
COVID COVID testing
Symptoms 2. To discuss with the government whether we can hire Doctor and
private clinical centers to conduct testing in campus Medical Staff
3. One room to be earmarked for COVID testing
4. One vehicle should be dedicated for transportation to
the hospital for testing and even only one driver
In Case of 1. The process advised by the doctor is to be followed Doctor
COVID
Positive

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 1. Liaison with the Meghalaya government and keeping Mr. Sunshine
track of the students during Guwahati to Shillong Marbaniang
travel
1. Liaison with the Local Authorities, Durbars, Local Mr. Merlvin
community and keeping them informed about the Jude Mukhim
Miscellaneous SOPs and safety measures taken by the institute for a
safe and healthy community
1. Procurement of required equipment and material as Mr. Colin
mentioned above at the earliest Sohkhlet
1. Liaison with the Hospitals for required support in case Dr. K.I Singh
of any emergency
1. Arrangement of Vehicle Mr. Alvin
Anthony
Nongthraw

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