Standard Operating Procedure (SOP) for Boys’ & Girls’ Hostels
Purpose
The purpose of this SOP is to provide a framework for the management and daily operations
of the hostel. It outlines the rules, responsibilities, and procedures to ensure a safe and
harmonious living environment for all students.
Scope
This SOP applies to all students residing in the hostel, hostel staff, and visitors. It covers
various aspects of hostel life, including accommodation, conduct, safety, and facilities.
Hostel Management
- Hostel Warden: The Warden is responsible for overall supervision,
discipline, and
welfare of the residents.
- Hostel Committee: Comprising representatives from the student body and
hostel staff,
warden and Assistant Registrar, Students’ Welfare and Chairman of the Hostel Anti
Ragging Committee. The committee addresses grievances and organizes activities.
Accommodation and Room Allocation
- Room Allotment: Rooms are allotted on the basis of availability and changes
in room
allocation must be approved by the Warden.
- Occupancy: Students must occupy the rooms assigned to them and are not
allowed to
switch rooms without permission.
Conduct and Discipline
- Code of Conduct: Students are expected to maintain decorum and respect the
rights
and privacy of others. Abusive language, physical violence, misbehaviour, vandalism,
and harassment are strictly prohibited.
- Curfew: Residents must adhere to the designated curfew hours. Late entries
must be
reported and justified.
- Quiet Hours: Quiet hours are from 10:00 PM to 6:00 AM. During this time,
noise
levels must be kept to a minimum to ensure a peaceful environment. Besides, loud
music and noise is strictly prohibited inside the hostel premise
Visitors and Guests
- Visiting Hours: Visitors are allowed during designated visiting hours. All visitors must
sign in at the reception and leave the premises before curfew.
- Guest Policy: Overnight stays by guests are not permitted without prior approval from
the Warden.
Safety and Security
- Identification: Students must carry their ID cards at all times and present them upon
request.
- Emergency Procedures: Emergency contact numbers and evacuation plans are posted
on notice boards. Students must familiarize themselves with these procedures
- Prohibited Items: Firearms, explosives, drugs, alcohol, other intoxicating items and
any other hazardous materials are strictly prohibited.
Facilities and Maintenance
- Housekeeping: Rooms and common areas must be kept clean and tidy. Housekeeping
services for common areas are available as per schedule.
- Internet and Wi-Fi: Internet access is provided for academic and recreational
purposes. Misuse of internet facilities will lead to disciplinary action.
Dining and Meal Services
- Meal Timings: Meal timings are specified and must be adhered to. The dining hall will
be closed outside these hours.
- Dietary Restrictions: Students with specific dietary needs must inform the hostel
management in advance
Grievance Redressal
- Complaint Procedure: Students can submit complaints or suggestions to the Warden
or Hostel Committee. A complaint box is available for anonymous submissions.
- Resolution: Complaints will be addressed promptly, and actions will be taken as
necessary.
Disciplinary Actions
- Violations: Violations of hostel rules and regulations may result in warnings, fines,
suspension, or expulsion, depending on the severity of the offense
- Appeals: Residents have the right to appeal disciplinary actions through the appropriate
university channels.
Check-in and Check-out Procedures
- Check-in: Students must complete the check-in formalities, including signing the
hostel agreement and providing necessary documents.
- Check-out: At the end of the academic year or upon leaving the hostel, students must
complete the check-out process, return all issued items, and settle any outstanding dues.
Amendments and Updates
- This SOP may be amended or updated by the hostel management as necessary. Students will
be informed of any changes.
