A Place to Progress and Prosper - Vel Tech Multi Tech

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

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INDEX

S.NO. PARTICULARS PAGE NO.

1 CONDITIONS OF RESIDENCE OF THE STUDENTS IN HOSTEL AND DUTIES AND RESPONSIBILITIES OF PROVOST AND WARDEN OF THE HOSTEL

3

2 FUNCTIONS, DUTIES, RESPONSIBILITIES AND PROCEDURE OF APPOINTMENT OF PROVOST & WARDENS OF THE INSTITUTION/COLLEGE

5

3 PURCHASE PROCEDURE FOR HOUSE KEEPING, ELECTRICAL AND PLUMBING MATERIAL FOR MAINTENANCE OF THE HOSTEL

19

4 HOSTEL AFFIDAVIT 21

5 ANNEXTURES - REGISTERS TO BE MAINTAINED IN WARDEN OFFICE

23


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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.


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17. Use of gymnastic and physical exercises only in the presence and permission of physical director

18. 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 classes or tests without prior written permission from the Warden and HoD, shall be liable to be removed from the hostel.

21. 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.

22. Once removed from the rolls of the hostel, a person shall not be readmitted in the hostel

23. Wifi will be available upto 11.00 pm 24. No social networking sites like face book twitter in our wifi 25. Cell without camera only (basic model) permitted 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 parents.

27. Student feel free to discuss with designated mentor or chief psychologist reg any issue in confidence. For psychologist appointment they may email to [email protected] and contact mentor

28. Student will be given guest lectures on confidence building by professional psychologist

29. 24 hrs SMS helpline will be provided for the students to express any issue on confidence

30. Confidential drop box facility is available in the hostel for student suggestions regarding their problem if any.

31. 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.

32. Regular Dress code need to followed while using Princess garden located by Institution/College 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 present in their respective rooms

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

35. 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.

36. Students may take part in yoga /karate /aerobic classes under instructor supervision. 37. 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.

38. Student expelled due to disciplinary issues are not entitled for refund of hostel fees

mailto:[email protected]


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39. 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.

40. 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


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etc. and or /the stock balance. g) for the verification of Stock Register and bills received from suppliers with

reference to the h) Stock register; i) drawl and adjustment of temporary advance; j) for the overall security of the Hostels in coordination with the security staff of

the Institution/College k) 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


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PROCESS 1. No reference to any individual staff name 2. Show the proof of defaulting by student, mention regulation no. 3. Show our regulations copy signed by Parent 4. Pl ask parents whether what has happened is correct 5. Request parents to mentor their ward 6. Explain the facts of the case 7. 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

8. Take letter that the parent and student will abide by the proceedings of the disciplinary committee

9. 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 Default Immediate action to be taken

Probable decision if proven in enquiry

1

Mere admission in a course AT the Institution/College shall not confer any right to student admission to hostel.

Day scholar unauthorised entry

take letter from student that he has entered without authorisation

Strongly advise not to repeat

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

Staying in different room

if first time advise like a

May be advised storngly and


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him/her. They are strictly advised not to sleep or stay in other students room.

parent. If repeated (upto 3 times ) take letter that will not repeat . If more than 3 times report violation

parents informed that this should not repeat

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.

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

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

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

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

If parent not aware of the student movement , report immediately to Principal, CSO, Vice Principal and local police station through emergency contact no.

Expel from hostel

6

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

During college working day student for no proper reason puts leave

Inform Principal and Hod and arrange for student to go to college. If

Expel from hostel


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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.

repeating more than 5 times in a semester report violation

7 Food to be taken only in the assigned hostel mess.

Getting food from outside hotel

Advise student that it is against published regulation if done first time . If repeated more tha 3 times report violation


8

Do not keep any jewelers or valuable things in the room.. They may be kept in the lockers available.

Keeping valuables and reporting theft

Advise student that it is against published regulation if done first time . If repeated more tha 3 times report violation


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.

SERIOUS : Student is not available during roll call

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



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violation form

SERIOUS : Student is not available during roll call

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

Expel from hostel

10

Medical sickness fact notified, the warden to visit the room ,verify and arrange for medical help on need basis.

Student conscious , minor illness

Inform parent , record in incidence register , arrange to go by ambulance to local hospital

SERIOUS : student unconscious or indication of major illness

Inform parent , call ambulance in walky talky immediately , inform principal/vice principal and send to hospital at the earliest .

If continuous monitoring required withdraw from hostel

11

Each inmate of the hostel must have one torch light and an emergency kit in his/her possession.

FACILITY

12

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

SERIOUS : Gathering making lot of noise

Dispose the gathering ,locate the main source,report in violation form

Don’t provide hostel from next academic yr

13 No guest including parents will be permitted to stay in

SERIOUS : Guest found in

Redirect the guest to the

May be advised storngly and


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the hostel. student room main reception , report in violation form

parents informed that this should not repeat

14

Hostel gate will be closed at 6.00 pm and none will be allowed to go out or get in after that.

SERIOUS : Student comes late

Permit student into the hostel ,advise not to repeat , report in violation form. If repeat more than 3 times conduct enquiry

Don’t provide hostel from next academic yr

15 On being sick, the warden shall be informed immediately.

Same as sno. 10

16 Special food may be served on festival days.

facility

17

Use of gymnastic and physical exercises only in the presence and permission of physical director

18

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

SERIOUS : Student found ragging

Remove the grieved student , relax stress level , once normal take letter from greived student regarding the incident . Record in the violation form and report to authority and local police through emergency contact no.

Expel from hostel

20 Hostellers absenting from SERIOUS: Take help from If more than 3


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classes or tests without prior written permission from the Warden and HoD, shall be liable to be removed from the hostel.

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

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

times in a semester , don’t permit hostel for the next academic yr

21

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.

SERIOUS : Inform parent and reporting authority immediately

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

22

Once removed from the rolls of the hostel, a person shall not be readmitted in the hostel

23 Wifi will be available upto 11.00 pm

24 No social networking sites like face book twitter in our wifi

25 Cell without camera only (basic model)

cell with camera in 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

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

SERIOUS : Watching adult or unwarranted sites

Do not confisticate the laptop. Switch off the system , report violation form, : Inform parent

Expel from hostel


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parents. and reporting authority immediately

27

Student feel free to discuss with designated mentor or chief psychologist reg any issue in confidence. For psychologist appointment they may email to [email protected] and contact mentor

facility

28

Student will be given guest lectures on confidence building by professional psychologist

29 24 hrs SMS helpline to students to express any issue on confidence

30

Confidential drop box facility is available in the hostel for student suggestions regarding their problem if any.

31

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 Institution/College pathway and outside hostel gates while in academic campus areas.

Student is not in dress code

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


33

Wardens at 10:30 pm will be on rounds checking at rooms whether students present in their respective rooms

Same as sno. 5


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34

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


35

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.

same as sno.7

36

Students may take part in yoga /karate /aerobic classes under instructor supervision.

FACILITY

37

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.

FACILITY

38 Student expelled due to disciplinary issues are not entitled for refund of hostel

fees

39

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.


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40

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

6. 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.

7. The Provost may, if necessary, designate one of the Wardens in a Hostel as Senior Warden, Warden (Mess), Warden (Sports), Warden (Common Room) etc.

8. The Wardens shall be entitled to such honorarium as may be decided by the Board of Management from time to time.

9. 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.


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6. The Warden shall have the right to inspect all rooms of the hostel. 7. The Wardens shall have administrative control over the staff assigned to the

hostel. 8. The Warden be available in the Hostel Office everyday at specified hours to

attend to official business and to the problems of resident students. 9. The Warden shall be responsible for the proper up keep and maintenance of

such properties of the concerned Hostel, as are under her charge; 10. The Warden shall maintain and check the Resident Student's Register and the

Guest Room Register. 11. The Warden shall take disciplinary action against a resident student for keeping

any unauthorized guest / material in his / her room. 12. 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

13. 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.

14. 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.

15. 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.

16. The warden should ensure maintenance of discipline in and around the Hostel. 17. Warden has to submit the self compliance report regularly. 18. Warden has to give wake up call by 6 am 19. Warden has to ensure night plumber has run motor properly and water tank is

full so that student don’t have any water shortage 20. Warden has to distribute morning newspaper to all rooms 21. Warden has to go frequent rounds to ensure students get ready on time 22. Warden has to ensure all students have left for college in time 23. Warden has to ensure only genuine sick students are in hostel. 24. Warden has to inform HoD of the daily absenteeism and to record the names of

absentees in register 25. Warden has to fill the incidence report 26. Warden has to take feedback of students regarding hostel maintenance 27. Warden has to rectify all reported issues 28. Warden has to verify the housekeeping sheets and ensured all rooms have been

cleaned 29. Warden has to ensure corridors dustbin have been cleared 30. Warden has to ensure pd and indoor games library hour are being maintained

with staff 31. Warden has to ensure staff available for canteen monitoring 32. Warden has to ensure linen of the room washed periodically 33. Warden has to ensure good dhobi facility 34. Warden has to ensure good shop facility 35. Warden has to display movie as per student choice on weekends (optional)


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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


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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 [email protected] 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.

mailto:[email protected]


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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.


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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


Hostel

DAY IN - TIME

All days 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 other’s 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.

http://www.veltechmultitech.org/Hostel_rules.pdf


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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 Signature of the Parent/Guardian

(Name: ) (Name: ) Date: Place:


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ANNEXTURES - REGISTERS TO BE MAINTAINED IN WARDEN OFFICE 1. STUDENT HOSTEL STUDENT MASTER LEDGER DATE ID.NO. STUDENT NAME BRANCH MOBILE NO. FATHER’S NAME MOBILE NO. EMAIL ID

MOTHER’S NAME


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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


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2. HOSTEL STUDENT INFORMATION REPORT SYSTEM ENTRY


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3. HOSTEL ADMISSION CARD


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4.ATTENDANCE REGISTER


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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)

Sl No Room No ID No Name Leave Sick Absent Leave

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


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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 CLEANLINESS

LIGHT FAN OTHERS

WARDEN PRINCIPAL PSA


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6. FEEDBACK FROM HOSTEL INMATES

STUDENT’S NAME : DATE :

HOSTEL : ID.NO.:

ROOM NO.:

PLEASE IN APPROPRIATE BOX AGAINST EACH

EXCELLENT VERY GOOD GOOD

SATIS-

FACTORY

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


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7. ONLINE MAINTENANCE CELL


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8. HOSTEL OUT PASS

9. MAINTENANCE FEEDBACK REGISTER HOSTEL:

S.N

o.

Des

crip

tio

n

Ro

om

No

.

Ele

ctri

cal

Plu

mb

ing

Wat

er s

up

ply

/

Dra

inag

e

Cle

anli

ne

ss

Bre

akag

es

Oth

ers

Def

ect

Rec

tifi

ed o

n


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8.10 ROOM MAINTENANCE MASTER LEDGER FOR THE YEAR ____ TO______ HOSTEL NAME: ROOM NO.

DATE NATURE OF MAINTENANCE ITEM REPLACED/

RECTIFIED COST

LAST REPLACED/ RECTIFIED DATE

CUMULATIVE COST

MAINTENANCE STAFF

SIGNATURE

WARDEN SIGNATURE


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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 WORK LOAD 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9

1 Have u given wake up call by 5.30 Am

2

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.

3 Have you ensure that no ragging takes place in the hostels and maintain

a ragging free Hostel

4 Have u ensured night plumber has run motor properly and water tank is

full so that student dont have any water shortage

5 Have you distributed morning newspaper to all rooms

6 Frequent rounds to ensure students get ready on time

7 Have u ensured all students have left for college in time


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8 Have you ensured only genuine sick are in hostel

9 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 Have u verified the housekeeping sheets and ensured all rooms have

been cleaned

15 Have you ensured corridors dustbin have been cleared

16 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 Have you conduct student committee meeting for canteen

,sports,education and entertainment

23 Have you informed mentor when student falls ill


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24

Have you visited each room physically and taken attendance on seeing

the student only if any student missing wardens need to inform the

principal / Principal and hostel monitoring committee immediately by

Phone/ SMS.

25 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.

26 Warden should be aware of Academic schedule

27

Have you switched 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

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


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assistance of the Hostel manager and take action for their repairs /

replacement for obtaining additional furniture.

35

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.

36 Have you ensure maintenance of discipline in and around the Hostel

37

Have you 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

38 Warden must issue outpass to students on clearance from parents

39

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

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

40

Have you 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.


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41

Hostel admission card will be filled by student parent during admission

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 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

1 Have u given wake up call by 5.30 Am

2

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.


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3 Have you ensure that no ragging takes place in the

hostels and maintain a ragging free Hostel

4

Have u ensured night plumber has run motor properly

and water tank is full so that student dont have any

water shortage

5 Have you distributed morning newspaper to all rooms

6 Frequent rounds to ensure students get ready on

time

7 Have u ensured all students have left for college in

time

8 Have you ensured only genuine sick are in hostel

9

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 Have u verified the housekeeping sheets and ensured

all rooms have been cleaned


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15 Have you ensured corridors dustbin have been

cleared

16 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 Have you conduct student committee meeting for

canteen ,sports,education and entertainment

23 Have you informed mentor when student falls ill

24

Have you visited each room physically and taken

attendance on seeing the student only if any student

missing wardens need to inform the principal /

Principal and hostel monitoring committee

immediately by Phone/ SMS.


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25

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.

26 Warden should be aware of Academic schedule

27

Have you switched 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

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


Page | 54

Hostel with the assistance of the Hostel manager and

take action for their repairs / replacement for

obtaining additional furniture.

35

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.

36 Have you ensure maintenance of discipline in and

around the Hostel

37

Have you 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 .

38 Warden must issue outpass to students on clearance

from parents

39

Warden must be at the gate and assist the security in

the evening when 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


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40

Have you 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.

41

Hostel admission card will be filled by student parent

during admission 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


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13. REPORT VIOLATION OF HOSTEL REGULATIONS


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14. STOCK REGISTERS OF MAINTENANCE MATERIAL


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15. PERMISSION TO VACATE HOSTEL CUM

FEE REFUND REQUEST

From

Name Id No Room No

Year Branch Sem DOJ Hostel

To: The Warden, ……………………………………………………………………..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 …………………………

_______________________________________________________________________________________

Warden’s Remarks after inspection of the room and furniture and fittings:

........................................................................................................................................................................

........................................................................................................................................................................

........................................................................................................................................................................

........................................................................................................................................................................

........................................................................................................................................................................

I agree.

Signature of Warden & Date Signature of Student & Date

_______________________________________________________________________________________


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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 R

Admission Fees A

Deduction for stay in Hostel D

Deductions as per Warden’s 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 No…………………………………………………Dated…………………………..

RECEIVED THE ABOVE


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Name & Signature of Accounts Staff with Date Signature of Student & Date

16. MATERIAL OUT PASS


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17. MATERIAL INWARD & OUTWARD REGISTER


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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 Hostel Strength Present Absent Att. Incharge

1 I Floor

2 II Floor

3 III Floor

4 Staff

Total

B. Outsiders (other than student & staff)

S.No Strength Present Absent Att. Incharge

1 Drivers

2 Parents / Visitors

3 Canteen Staff

4 Ayahs

5 Attenders

6 Others

Total

Total (A+B)

EXPECTED STRENGTH

SESSION STUDENTS STAFF OUTSIDERS,NEXT

BOX TOTAL

BREAK FAST

LUNCH

SNACKS

DINNER

CANTEEN INCHARGE WARDEN’S SIGNATURE


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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)


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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)


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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


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22. GENERAL MAINTENANCE FAULTS REGISTERED & RECTIFICATION

A Place to Progress and Prosper - Vel Tech Multi Tech

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Transcript of A Place to Progress and Prosper - Vel Tech Multi Tech