SOPs
Standard Operating Procedure (Office)
Purpose.
Ø To ensure that all services to the residents are coordinated so that they get the required care from service providers in the provost office.
Ø To respond to the need and expectations of the students and to work for their satisfaction.
Scope.
Ø It covers all the resident students who visit the Provost office for continuation, fee deposit, accommodation, clearance and other file work.
Ø It also covers work related to receiving and dispatch of letters within the university administration.
Responsibility.
Ø Section officer / Assistant (Admin) is responsible for overall supervision of office work, general correspondence, addressing the issues of residents.
Ø UDC (Account) is responsible for all accounts work, preparation of cheques and maintenance of budget record (Budgeted & Non-Budgeted)
Ø General dealing assistant is responsible for establishment work, maintaining of stock registers, authorities files and extra-curricular activities files etc.
Ø Ledger keeper is responsible for maintaining the ledger of students.
Ø Students dealing Assistant are responsible for admission process, allotment and issue of accommodation slips to the students and maintain list of students, maintenance of student record, preparation of bonafide.
Ø Dispatcher is responsible for dak receipt & dispatch work.
Procedure.
Ø Duties have been assigned as per designation.
Records.
Ø Attendance register
Ø Fee register
Ø Record of students
Ø Accounts register
Ø Dak receipt and dispatch Register/file
Ø Visitors Entry register
Standard Operating Procedure (Accommodation)
Purpose.
Ø To ensure that proper accommodation services are coordinated to students so that they get the required response from service providers in the hostel.
Ø To respond to the need and expectations of students and to ensure their satisfaction.
Scope.
Ø It covers all the students who are offered accommodation in our hostel during their study period.
Responsibility.
Ø Accommodation warden is responsible for overall smooth running of accommodation process
Ø Dealing Assistant is responsible for issuing of accommodation slips to students and maintaining the record of student details and availability of rooms.
Ø Caretaker is responsible for providing students with hostel accessories.
Procedure.
Ø As the student arrives, their names are checked in the list for accommodation.
Ø Students are required to submit their covid negative report.
Ø Report should be of ICMR approved laboratory and test done within 72 hrs of their arrival at hostel.
Ø In case student doesn’t have the negative report or reports are older than 72 hours then students are instructed to undergo repeat test and are offered temporary accommodation in quarantine rooms.
Ø After wards, they are allotted rooms as per the protocol of hostel.
Ø There are twin sharing and single seated rooms available in the hostel.
Ø Accommodation is provided according to the seniority of students
Ø Wishes of students are also considered as per the availability of rooms.
Ø During the Covid period, twin sharing rooms have been converted into single sharing.
Trouble shooting.
Ø In case of any incompatibility among roommates, re-allotment is done.
Ø Re-allotment can also be considered in case of any issues with physical condition of rooms.
Records.
Ø Student information register
Ø Room availability and allotment register
Ø Covid negative report register
Ø Attendance register
Standard Operating Procedure (Dining Hall)
Purpose.
Ø To ensure that all the food related services to resident are coordinated so that they get the required care and response from staff in the dining hall.
Ø To provide quality and hygienic food as per the need and expectation of the residents.
Scope.
Ø It covers the resident students who stay in Hadi Hasan Hall and its annexe (A.R. Khan Sherwani Hostel) requiring dining hall facility.
Responsibilities.
Ø Dining Hall-in-Charge (Warden) is responsible for overall supervision of quality & hygiene of food, timely delivery of food, menu preparation and ration related issues.
Ø Munshies are responsible for realization of mess charges, maintenance of mess records, keeping record of attendance for food preparation, record of duties of dining hall staff, overall supervision.
Ø Cooks are responsible for estimation of requirement of raw material for daily cooking and preparation of tasty and safe food items.
Ø Kitchen helpers are responsible for washing, cutting and preparation of raw food items & also helping the cook.
Ø Kitchen bearers are responsible for timely serving of food to students in a hygienic manner.
Ø Sweepers are responsible for cleanliness of kitchen and serving area & dining hall.
Procedure.
Ø Attendance of students is checked on daily basis by munshies to estimate quantity of food to be prepared
Ø Three meals are prepared and served daily by the staff
|
S. No. |
Details |
Timing |
|
01. |
Breakfast |
From 07:00 a.m. to 09:00 a.m. |
|
02. |
Lunch |
From 01:00 p.p. to 03:00 p.m. |
|
03. |
Dinner |
From 07:00 p.m. to 09:00 p.m. |
Ø Cooks ensure timely preparation and delivery of food to students.
Ø At all times, quality and hygiene is maintained.
Ø Staff has been trained regarding Covid related precautions.
Ø Covid vaccination has been done.
Record.
Ø Attendance register
Ø Staff register
Ø Duty roster
Ø Stock Register
Purpose.
Ø To ensure that all services to resident students are coordinated so that they get the required care from reading room attendant.
Ø To provide peace & silence atmospheres as per the need and expectation of the residents.
Scope.
Ø It covers the resident students who stay in Hadi Hasan Hall requiring reading room facility.
Membership of Reading Room
Ø All bonafide students of the Hall are eligible to become members of the Reading room
Responsibilities (Reading room attendant).
Ø To ensure maintenance of silence in the Reading Room.
Ø To ensure Outsider / Non bonafide members should not be allowed in the Reading room.
Ø Sweepers are responsible for cleanliness of reading room.
Ø 24 hours reading room service available to Resident Members.
Standard Operating Procedure (Common Room)
Purpose.
Ø To ensure that all services to resident students are coordinated so that they get the required care from common room attendant.
Ø To provide recreation, flat TV with dish connection and facilities for indoor games as per the need and expectation of the residents.
Scope.
Ø It covers the resident students who stay in Hadi Hasan Hall requiring common room facility.
Membership of Common Room
Ø All bonafide students of the Hall are eligible to become members of the common room
Responsibilities (Common Room Attendant).
Ø To ensure Outsider / Non bonafide members should not be allowed in the common room.
Ø Sweepers are responsible for cleanliness of common room.
Ø 05:00 p.m. to 12:00 mid night common room service available to Resident Members.
Standard Operating Procedure (Students)
Ø Filling of personal file.
Ø Making of entries in Hall Ledger.
Ø Allotment of Rooms (Enrolment Number wise)
Ø First round (1st Priority)
Ø Second round (2nd Priority)
Ø Mop-up round (3rd Priority)
