Indira Gandhi Hall


SOPs established for smooth functioning of the Hall


Allocation of duties to office staff and wardens (with alternative arrangements)
Caretaker, Section Officer, wardens  record their observations in concerned registers after taking a round of hall almost on daily basis (Attendance Register of employees, Movement Registers, Cleanliness record register, CCTV footage record register)
Students also write their observations
All have to write their name, designation, room number after writing their observation/ complaint.
These registers are checked daily by Provost/Senior  Warden
Regular rounds by Provost and wardens in the hall campus. CCTV footage is checked daily by a warden and observations are recorded in a separate register with her signature.

Allocation of Duties of Wardens



Allocation of Duties of Wardens (Part 2)


Allocation of duties of Staff (Part-1)



Allocation of duties of Staff (Part-2)



SOP for Staff Establishment in I.G. Hall



SOPs for Non-Resident Student Record



SOP for Stock Entry in I.G. Hall


SOP for Receiver and Despatcher in I.G. Hall


SOP for Standard Operating Procedure (Accounts Billing Process)in I.G. Hall



Dining Hall SOP


Standard Operating Procedure



  • To ensure that all foods related services to the residents are coordinated so that they get required care and response from the Dining Hall Staff.

  • To provide qualitative and hygienic food to the residents in accordance with their needs expectation.


  • It covers the resident students who stay in Indira Gandhi Hall (Main building & Annexe) and requires meal services.


  • Dining Hall In-charge warden is responsible for overall supervision of quality & hygiene of food, as well as timely delivery of food, menu preparation and ration related issues.

  • Munshi & Storekeeper are responsible for keeping record of attendance for food preparation, record of duties of dining hall staff and, overall supervision.

  • Cooks are responsible for estimation of requirements of raw material for daily cooking and preparation of tasty and hygiene food items.

  • Kitchen helpers are responsible for the washing, cutting and the preparation of raw food items as well as assisting the cooks.

  • Kitchen bearers are responsible for timely serving of food to the students in hygienic manner.

  • Sweeper is responsible for maintain the cleanliness of Kitchen and serving area and Dining Hall.


  • Munshi checks the attendance of students on daily basis to estimate the amount of food that has to prepare.

  • The Staff prepares and serves four meals per day.

Breakfast       :           From 07:00 Am to 9:30 Am

Lunch              :           From 01:00 Pm to 03:00 Pm

Evening Tea  :           From 05:00 Pm to 06:00 Pm

Dinner           :           From  07:00 Pm to 9:30 Pm

  • Cooks ensure that food is prepared and delivered to the students on time.

  • Quality and hygiene of the foods are maintained at all times.


  • Attendance Register.

  • Staff Register.

  • Duty Chart.

  • Stock Register.

Grocery Items Stock Entry


Grocery Items Stock Entry

  • Grocery items requirements are sent to the suppliers.

  • Grocery items are checked and received by Dining Hall In-charge / Munshi from the suppliers.

  • Received grocery items are entered in stock register on specified page number.

  • Grocery items are issued daily according to the attendance of residents & Menu chart.

  • Ration is issued according to the sanctioned quantity per head & resident’s attendance.

  • Cooks receive the ration issued on the register and sign on the same.

  • The quantity of grocery items is entered in the issuing register which is then signed by the cooks and Storekeeper.

  • Daily return is maintained per day according to the issuing register for the calculation of profit & loss.

Billing Procedure of Dining Hall

  • Dispatcher receives bills from the suppliers.

  • All bills received by the dispatcher are handed over to the Section Officer for the signature of Provost.

  • All bills are signed by Provost and official seal is put there.

  • Provost marks the bills it to the Dining Hall in-charge and Munshi.

  • All marked bills are handed over to the concerned Dealing Assistant.

  • Dealing assistant checks the bills received from the Dining Hall in-charge.

  • Dining Hall in-charge hands over the bills to the Munshi for further cross check.

  • All bills are cross- checked by Storekeeper & Munshi from stock book entry.

  • All bills are entered on the stock register and page number of stock register is entered on the bills.

  • C-Form is filled for the payment of suppliers.

  • C-Form is signed by Munshi, Dining Hall in-charge & Provost official seal is also put there.

  • Billing details are maintained in the register by Munshi.

  • C-Forms with attached bills are handed over to the Accountant.

  • Accountant prepares the cheque according to C-Form & bill amount.

  • Cheque is signed by the Provost.

  • Cheque is handed over to the suppliers with revenue stamp and receiving of cheque is maintained by the Accountant.


  • Sample Menu chart is prepared in consultation with Munshi, Dining Hall In-charge, all Wardens, Provost and Senior Food Monitor.

  • Maintenance of daily return is signed by Storekeeper, Munshi, Dining Hall In-charge & Provost.

  • Monthly report is prepared according to the daily returns for the record of monthly calculation of profit & loss.

  • Rate is mentioned @ per head change against each resident for the calculation of profit and loss.

  • Final Menu chart is followed after getting approval from Senior Food Monitor, Dining Hall in-charge & Provost.

  • Final Menu chart is displayed on Notice- Board in Dining Hall.



  • Items required on a daily basis are ordered to the suppliers by Munshi, as permitted by Dining Hall in-charge.

  • All daily needs items are checked and received from the suppliers by Munshi & Storekeeper.

  • Order book is updated by Munshi & Storekeeper on daily basis.

  • Order book is signed by Munshi, Storekeeper, Dining Hall In-charge & Provost regularly.

  • Daily needs items are entered in the stock register and daily returns are made by Munshi and Storekeeper.

Equipments in Dining Hall


Chapati Making Machine

  • Connect the machine’s electric socket to the switch board enables it to heat the thermostat.

  • Machine has a gas supply connected to it, which allows it heat to the centre plate.

  • Keep the dough ball on the centre plate for one chapati.

  • Machine will automatically flatten the dough ball into a circular shape by pressing top down on it.

  • Move half cooked chapati from centre plate to the outer rotating plate.

  • Fully cooked puffed chapati will came out and ready to serve.

Technical Specification of the Chapati Making Machine

Type                                        :           Auto ignition rotary type machine.

Capacity                                :           500 – 600 chapati per hours.

Weight of the chapati        :           25gm to 45gm.

Diameter of chapati           :           4.5inch to 6.5inch.

Chapati thickness               :           1.5mm to 2.5mm (adjustable).

Chapati color                       :           Light brown.

Appearance of chapati       :           Soft with puffed layer.

Gas consumption                :           02kg to 2.5kg/hr.

Power                                    :           0.75kw (1 H.P) electric motor 750 watts for heater.

Electricity                             :           250 volts 50 Hz, single phase

Bain Marie

  • Firstly ensure that machine is turned off and the temperature control is set to off.

  • Fill the Bain Marie up with a suitable volume of water. The volume of water required is related to the height of container in use. When the container is placed in the Bain Marie, water level should be at least as high as bottom.

  • Switch on the power, and rotate the temperature dial to the required temperature.

  • Allow 10-15 minutes for the unit to heat up.

  • Pour the food into the container, and then place the container into the tank.

  • After use, turn the temperature dial to off position and off the main switch.

  • Then water can be evaluated using the valve on the front of the Bain Marie, but be carefully, become the water is still hot.

  • Allow sufficient time for the unit to cool before removing container for cleaning.

Warning and Precaution

  • Ensure that requirement of voltage and frequency power for the Bain Marie match to that of the supply.

  • The machine must be earthed when used. There is a danger of electric shock if it not earthed.

  • In case of emergency, please turn off the switch and unplug the machine.

  • If electric wire becomes damaged, a qualified engineer or the manufacture must replace it.

  • Do not shake or tilt the Bain Marie. Any alteration may cause undesired operational characteristics.

  • When using the Bain Marie, please be carefully not do touch outer component since they will be quite hot.


  • Please ensure that the unit is turned off and unplugged prior to cleaning. Also ensure that the unit has sufficiently cooled down if cleaning has to be done in short time after use.

  • The container can be washed in the sink using a sponge and normal washing up liquid. Ensure they are fully rinsed and dry before placing back into the Bain Marie unit.

  • To clean the outsider and front stainless steel of the unit simply use a damp cloth to wipe all grease food from the Bain Marie. Regularly doing this will help to prolong its life.

Rice Boiler/ Steam Vessel Plant

  • Ensure that fill water inside the steam vessel to the desired level of tube.

  • Set the gas supply and then turn on the burner.

  • Set the temperature to an optional level of temperature meter.

  • Open the steam valve of boil containers for the transformation of steam.

  • Pour the raw rice and keep string at regular time interval to make the rice cook evenly.

  • Once the rice cooked turn off the burner.

  • Open the drained valve and pour out the excess water from the boil containers.

  • Now tilt the containers at certain level until pour out the entire rice in a utensil.

  • After that clean the boil containers.

  • Now drained out the water from the steam vessel.

Boiler Accident and Common Faults

  • Over steam pressure.

  • Low water level

  • Failure tube.

  • (04) Failure of the safety device (pressure limit switch safety valve water level controller, flame safeguard system).

  • Combustion failure.

  • Clogged flue gas passages overheating.