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SOPs
STANDARD OPERATING PROCEDURE OF OFFICE
PURPOSE
- To provide all the essential services to the students as and when they approach the office for their work.
- To ensure to resolve all their issues timely and satisfactorily.
SCOPE
- To attend to all student related works like accommodation, fee deposit, continuation, clearance or any other work.
- To receive and dispatch official letters and notices from and to the University administration.
RESPONSIBILITIES
- Section officer is overall responsible for supervising the office staff and the works assigned to them. He also attends to general correspondence and any student related issues.
- UDC (Accounts) deals with accounts related works like preparation of cheques and maintaining budget records.
- General dealing assistants manages establishment works, maintains stock registers, manages files to hall issues.
- Ledger Keepers maintain the ledgers of students.
- Dealing Assistant is responsible for the receipt and dispatch of official letters.
RECORDS
- Attendance Register
- Fee Register
- Personal Files of Resident and Non Resident Students
- Account Registers
- Official letters Receipt and Dispatch Register /Filing
- Visitors Entry registers
STANDARD OPERATING PROCEDURE OF ACCOMMODATION
PURPOSE
To provide proper accommodation
service
to the students desiring residential facility.To ensure the satisfaction of the students and resolving any issues.
SCOPE
The aim is to ensure proper accommodation facility to the resident students and to meet up to their expectation.
RESPONSIBILITIES
Accommodation warden along with a team of assisting wardens have the responsibility to ensure that the entire accommodation process is carried out smoothly.
Dealing assistants issue personal file with required documents to be filled by the students requiring accommodation. Once the accommodation formalities are over then they ensure the maintenance of their records.
Assisting staff of each hostel ensures that all the basic accessories required by the resident are provided to them.
PR0CEDURE
Allotment of Rooms to the Residents is done as per the criteria approved by the Central Allotment Committee, AMU.
Re-allotment is considered only under very special conditions as incompatibility issue amongst roommates, or any serious issue pertaining to the room.
RECORDS
- - Students attendance register
- .
- - Students outgoing register.
- - Personal files of students.
- - Record of allotments and vacancies.
STANDARD OPERATING PROCEDURE OF DINING HALL
PURPOSE
To ensure the provision of quality food cooked under hygienic conditions to the residents by the assistance of the kitchen staff.
To make sure that the food is prepared and served on time.
RESPONSIBILITIES
Food warden is the Dining Hall Incharge , who is responsible for overall supervisionof working of the dining hall.
Dining Hall Menu is prepared by the food warden in consultation with the members of the food committee which includes resident students form each hostel.
Munshis are responsible for maintenance of mess records, keeping records of daily attendance for food preparation. Maintaining record of the duties of the staff involved in cooking and the bearers entrusted with the task serving food to the residents and overall supervision.
Cooks provide the information to munshi regarding the quantity of raw material required for daily cooking in accordance with the menu of each day. They also ensure tasty and hygienic food preparation.
Kitchen helpers are responsible for making all the preparation prior to cooking like, cleaning and washing of pulses and rice, cutting and washing of vegetables and other ingredients
Three meals are prepared and served on time daily.
as per the menu of the day.
Bearers ensure timely serving of food to the residents in a hygienic manner.
Sweepers are responsible for keeping the kitchen and dining area clean.
PR0CEDURE
Attendance of students is checked daily by munshis so that required quantity of food is prepared thereby avoiding any wastage due to leftover.
Timely preparation and distribution of food is given top priority.
No compromise is made with the quality of the food and its hygienic preparation.
Personal hygiene of the staff is also ensured.
RECORDS
- Attendance Registers
- Staff Registers
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- Duty Roaster - Stock Register
STANDARD OPERATING PROCEDURES FOR STUDENTS
Allotment of room on the basis of their merit.
Filling of the Personal file by the students who get allotment.
Getting their names entered in the Hall and Hostel Ledger.
Provost and Associate Professor