Sarojini Naidu Hall

Standard Operating Procedure (Office)

Purpose:

• To ensure that all services to resident and non-resident students are coordinated so that they get the required care from service providers in the provost office.

• To respond to the need and expectations of the students and to work for their satisfaction

Scope:

• It covers all the resident and non-resident students who visit the hall provost office for, continuation, fee deposit, accommodation, clearance and other file work.

• It also covers work related to receiving and dispatch of letters within the university administration.

Responsibility:

• The reception clerk is responsible for admission process, maintenance of student record, issue of bonafide certificate and dak receipt & dispatch work.

• Accommodation clerk is responsible for allotment and issue of accommodation slips to the students.

• Office attendant is responsible for maintenance of mess charges of students

• Accountant is responsible for preparation of cheques and maintenance of budget record.

• Section officer is responsible for overall supervision of office work, general correspondence, addressing the issues of residents.

Procedure:

• Duties have been assigned as per designation

Records:

• Attendance register

• Fee register

• Record of students

• Account register

• Dak receipt and dispatch file

Standard Operating Procedure (Covid Precautions)

Purpose:

• To ensure safety of staff and residents of SN hall against the SARS CoV-2 virus infection

Scope:

• It covers all the staff coming daily to hostel for their routine duties and residents of SN hall

Responsibility:

• All the staff and residents of SN hall

Procedure:

• Vaccination of all the staff

• Hand sanitizer dispensers have been installed at required places.

• Record of temperature of staff and residents on entry into the hostel premises

• Staff and students have been instructed to maintain social distancing at all times

• Social distancing and minimal touch of common surfaces have been ensured in dining area

• Staff has been instructed to stay at home in case of fever or other related illness

• Training of gatekeepers, office and dining staff has been done regarding covid 19 precautions.

• Sweepers have been trained to ensure proper cleaning of washrooms and other common surfaces as per covid protocol

• Staff has been instructed to wear mask during duty hours and beyond.

• Posters have been pasted displaying all the required precautions at required places

Record:

• Temperature register

• Poster display

• Training

Standard Operating Procedure (Sanitization)

Purpose:

• To ensure proper sanitization services within the hostel premises

• To respond actively when and where sanitization is required

Scope:

• It covers all the areas of hostel building particularly all the washrooms.

Responsibility:

• Caretaker is responsible for duty roster of sweepers and providing material required.

• Caretaker is also responsible to ensure safety of sweepers doing the cleaning process, ie: provide heavy duty gloves and gum boots to carry out the cleaning task,

• Sweepers are required to perform adequate cleaning of washrooms, corridors and reception areas

• Section officer is responsible for weekly sanitization of all the surfaces by university health services.

Procedure:

• Washrooms are cleaned twice daily with detergent and water twice daily

• Cleaning of high touch surfaces is also done using water and detergent or 1% hypochlorite.

• Mopping of floors is done using phenyl or 1% hypochlorite twice daily.

• Disinfection spray and sanitization is carried out weekly by university health services.

Trouble shooting:

• University health services should be informed in case of any contamination of hostel building requiring disinfection in between.

Record:

• Duty register

• Attendance register

Standard Operating Procedure(Protocol for Covid positive case)

Purpose:

• To ensure proper identification and isolation of covid positive case and channelization of management

• To contain spread of covid-19 after identification of index case

Scope:

• It covers all the staff and residents of SN hall

Responsibility:

• Gate staff is responsible for keeping record of temperature of residents and staff entering the hostel and report the authorities

• Resident wardens are responsible for monitoring of general well being of residents

Procedure:

• In case of any fever or illness, staff is instructed to get himself tested and stay at home till he becomes negative

• In case of fever and related illness among residents, they are instructed to isolate in room and sent for testing at VRDL, JNMC.

• If she turned out positive, contact tracing is done as per the definition of contact by MoHFW.

• Authorities (DSW and University Health officer) are informed about the illness of resident and her contacts

• Positive resident is then shifted to University health service.

• Contacts are sent for testing and isolation.

• Proper sanitization of floor, rooms and other contact places is performed.

Records:

• Record of the reports

• Register

• Record of sanitization.

Standard Operating Procedure (Accommodation)

Purpose:

• To ensure that proper accommodation services are coordinated to students so that they get the required response from service providers in the hostel.

• To respond to the need and expectations of students and to ensure their satisfaction.

Scope:

• It covers all the students who are offered accommodation in our hostel during their study period.

Responsibility:

• Accommodation warden is responsible for overall smooth running of accommodation process

• Registration clerk is responsible for issuing of accommodation slips to students

• Registration clerk is also responsible for maintaining the record of student details and availability of rooms.

• Caretaker is responsible for providing students with hostel accessories.

Procedure:

As the student arrives, their names are checked in the list for accommodation.

• Students are required to submit their covid negative report.

• Report should be of ICMR approved laboratory and test should done within 72hrs of their arrival at hostel.

• In case student doesn’t have the negative report or reports are older than 72hours than students are instructed to undergo repeat test and are offered temporary accommodation in quarantine rooms.

• After wards, they are allotted rooms as per the protocol of hostel.

• There are twin sharing and triple sharing rooms available in the hostel.

• Accommodation is provided according to the seniority of students

• Wishes of students are also considered as per the availability of rooms.

• During the covid period, twin sharing rooms have been converted into single while triple sharing rooms into twin sharing.

Trouble shooting:

• In case of any incompatibility among roommates, re-allotment is done.

• Re-allotment can also be considered in case of any issues with physical condition of rooms.

Records:

• Student information register

• Room availability and allotment register

• Covid negative report register

• Attendance register