INDEX S. No. Section Name Page

1 Definition of Relevant Terms 3 2 The Hostel Management Committee(HMC) 4 3 Functions of HMC 5 4 Elections 6 5 Hostel Day Celebrations 7 6 General Body & General Body Meeting 8 7 Hostel Funds 9 8 Receipts & Expenditure of the Hostel 9 9 Financial Responsibilities of Warden 10

10 Other Responsibilities of Warden 10 11 Responsibilities of Associate Warden 11 12 Hostel Caretaker 11 13 Mess Manager 12 14 Hostel Record & Files 12 15 Procedure for Purchase of Supplies & Passing of Bills for

Payment 13

16 Hostel Affairs Board (HAB) 14 17 Functions of HAB 15 18 HAB Office (HABO) 15 19 Amendment to Hostel Constitution 16

I Annexure A : Guidelines to MMC 17 II Annexure B : Hostel Disciplinary Committee 19 III Annexure C : Mess Contract Award Committee 20 IV Annexure D : Students Affairs Council 21 V Annexure E : Students Welfare Board 22

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HOSTEL CONSTITUTION, IIT GUWAHATI

Hostel is a residential unit of the Institute, which provides living accommodation to bonafide students. Residential environment of the hostel aims to provide a conducive platform for the overall development of the students. Hostel atmosphere should foster community feeling, healthy competitive spirit and cohesive cultural growth among the residents. The culture of the hostel should not only be concerned with academic development but also co-curricular growth.

Each hostel is self-managed by a committee of elected bonafide students of the respective hostel and nominated faculty/staff members. Hostels should be financially independent and functionally as well as administratively linked with other units of the Institute.

1. DEFINITION OF TERMS RELEVANT TO THE HOSTEL CONSTITUTION

a) Hostel: A Hostel is a place of residence provided by the Institute for all the bonafide students. Upon authorization by the Hostel Affairs Board (HAB), a hostel may also accommodate temporarily persons such as participants of various seminars/delegates for conferences organized by the Institute/project staff/internship students etc, as and when requested, subject to availability of seat in the hostel.

b) Warden: A Warden of a hostel is a faculty member of the Institute appointed by the competent authority of the Institute (referred hereafter as the Institute), as laid down in article 23 of the IIT Statutes, to carry out duties as mentioned in sections 7 and 8 of the Hostel Constitution for a period of two years.

c) Associate Warden: An Associate Warden of a hostel is a faculty member of the Institute appointed by the Institute, as laid down in article 23 of the IIT Statutes, to carry out duties as mentioned in sections 9 of the Hostel Constitution for a period of two years.

d) Bonafide Student: A bonafide student is a student having a valid roll number and registered for the purpose of pursuing studies in any of the academic programs of the Institute.

e) Bonafide Resident of the Hostel: A bonafide resident of the hostel is a person duly authorized to stay in the hostel by the HAB.

f) General Body of the Hostel: The general body of the hostel is the apex body of the hostel comprising all the bonafide students residing in the hostel and the Warden and the Associate Warden. The functions of the general body are as mentioned in Section 6 of the Hostel Constitution.

g) Hostel Management Committee (HMC): Hostel Management Committee is a body of elected representatives of the General Body of the hostel and chaired by Warden. The composition of the HMC is as laid down in Section 2 of the Hostel Constitution. The function and responsibilities of the HMC are given in Section 3 of the Hostel Constitution.

h) Hostel General Secretary: The Hostel General Secretary is a bonafide student of the Institute residing in the hostel elected to be the member of the Hostel Management Committee (HMC) and shall be the Secretary of the same HMC. He/she carries out all the duties and responsibilities as mentioned in Sections 2, 3, and 5 of the Hostel Constitution.

i) Hostel Disciplinary Committee (HDC): (Annexure B): A committee at the HAB level to look into the matters relating to misconduct/indiscipline by hostel inmates.

j) Secretary: A Secretary is a bonafide student of the Institute residing in the hostel duly

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elected to the HMC by the bonafide students of the Institute residing in that hostel. k) Hostel Caretaker: A Hostel Caretaker is an Institute employee assigned to assist the

Warden/Associate Warden and the HMC to carry out duties. His/her responsibilities and duties are as stipulated in Section 12 of the hostel Constitution.

l) Mess Manager: A mess Manager is an employee of the Mess Contractor who has been awarded the contract by the Institute for providing food to the hostel residents on the recommendation of the Mess Contract Awarding Committee. His/her duties will be recommended by the Mess Management Committee and shall be stipulated in the conditions of the contract of the Mess Contractor.

m) General Secretary (Hostel Affairs Board) (GSHAB): The General Secretary (Hostel Affairs Board) is an elected member to the STUDENTS AFFAIRS COUNCIL (SAC) from amongst all the bonafide students of the Institute residing in one of the hostels.

n) Hostel Affairs Board (HAB): HAB is the apex body related to hostel affairs. It acts as the

central coordinating authority for all hostels. Its main function is to coordinate and execute all activities related to hostels through HMCs of each hostel. This body passes all policy matters related to the hostels and has the overall responsibility of ensuring the implementation of hostel constitution.

o) Mess Management Committee (MMC): (Annexure A)

A mess management committee in each hostel shall look into all the aspects for a smooth, efficient, productive and economical functioning of the concerned hostel mess.

p) Mess Contract Awarding Committee: (Annexure C) A committee, chaired by Chairman HAB, for awarding mess contracts of different hostels.

2. THE HOSTEL MANAGEMENT COMMITTEE (HMC)

2.1. The HMC shall consist of the following members (Office Bearers) 1. Warden - Chairman 2. Associate Warden - Vice Chairman 3. Hostel General Secretary - Member Secretary 4. Convener Mess Management Committee - Member 5. Maintenance Secretary - Member 6. Sports Secretary - Member 7. Cultural Secretary - Member 8. Welfare Secretary - Member 9. Library Secretary - Member 10. Common Room Secretary - Member 11. Any other Secretary as need arises - Member

2.2 All elected office bearers have tenure of one year. 2.3 In consultation with the Warden, the Hostel General Secretary shall call a monthly

HMC meeting, draw up the agenda and finalize the day and time of the HMC meeting. 2.4 A minimum of 48 hours notice shall be given to convene a HMC meeting. 2.5 The quorum for a HMC meeting shall consist of the Chairman and/or Vice Chairman,

the Hostel General Secretary and four other members. 2.6 An extraordinary HMC meeting shall be called by the Hostel General Secretary at the

request of any four members of the HMC or the Chairman of HMC. The minimum notice for calling an extra-ordinary meeting shall be two hours. However, the decisions arrived at such an extra ordinary meeting have to be ratified at the next ordinary HMC

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meeting. 2.7 The HMC is responsible for drawing up the annual budget for the hostel. 2.8 Generally, all decisions shall be taken by consensus among the members of the HMC. 2.9 Every member of the HMC shall have one vote each in case the decisions are to be

voted upon. The Chairman/Vice Chairman of the HMC shall cast his/her vote only when there is a tie.

2.10 Decisions regarding controversial issues which require reference to the Institute policies, rules and regulations shall be minuted but kept pending until the Chairman obtains the necessary clarification. All pending cases should be settled within next HMC meeting or fifteen days, whichever is earlier. In special cases, the matter may be referred to the HAB for appropriate action.

2.11 In the absence of the Warden, the Associate Warden shall be the Chairman of the HMC meeting. In the absence of both, the Chairman HAB or his/her faculty nominee shall be the Chairman of the HMC.

2.12 The Hostel General Secretary shall be responsible for recording the minutes of the meeting.

2.13 The decisions of the HMC meetings shall be made known to the hostel residents by displaying them on the notice board within one week of the meeting.

2.14 A minute book shall be maintained by the hostel caretaker wherein the minutes of the HMC meetings are recorded. The Hostel General Secretary and the Warden shall sign the same after confirming them at the next meeting. A copy of the HMC minutes should be sent to the Chairman, HAB for the purpose of information.

2.15 The Hostel General Secretary may take a decision on routine matters subject to the ratification by the HMC.

2.16 Giving at least one-hour notice on the initiative of the Hostel General Secretary, Warden can convene an emergency HMC meeting. The quorum of such a meeting shall be as stipulated in Clause 2.5.

2.17 General Secretary (Hostel Affairs Board) can attend any HMC meeting. 3. FUNCTIONS OF THE HMC

3.1 The HMC is a managerial body of the hostel working under the purview of the Hostel Constitution. As a managerial unit, it imparts both the functional as well as a deciding body. It shall be responsible for the overall smooth management of the hostel including: 1. Mess management 2. Maintenance of hostel amenities 3. Sports activities 4. Cultural activities 5. Garden maintenance 6. Library management 7. Computer networking 8. Common room management 9. Any other activity approved by the General Body of the hostel. Elected office

bearers shall look after these activities. 3.2 The HMC decisions will be final and binding with respect to the concerned hostel. 3.3. Arrangement for auditing of accounts submitted by the Secretaries shall be the

responsibility of the HMC. 3.4 In the absence of any Secretary, a secretary nominated by the HMC shall be

responsible for the respective duties. 3.5 In the absence of Hostel General Secretary, any other Secretary nominated by the

Warden shall carry out related duties. 3.6 In the event of the post of Hostel General Secretary falling vacant by resignation or

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otherwise, the HMC shall either hold fresh elections for the post in case the remaining period is more than two months as per the procedure laid down in the Section 4. If the period is less than two months, HMC may nominate one of the Secretaries as the Hostel General Secretary.

3.7 In the event of the post of an of the elected members of the HMC falling vacant by resignation or otherwise, the HMC shall either hold fresh elections for the post in case the remaining period is more than two months as per the procedure laid down in the Section 4. If the period is less than two months, co-opting a bonafide student of the Institute residing in that Hostel could fill up the vacancy.

3.8 In case a majority of the HMC including the General Secretary of the Hostel is of the opinion that a said secretary of the HMC is not performing his/her function properly, the same may be given vide a letter to the HMC Chairman by the General Secretary of the Hostel, with the signature of the majority of the members of the HMC calling for impeachment of the said secretary.

3.8.1 The HMC Chairman on receipt of the call for impeachment of the secretary shall instruct the General Secretary to convene an Extraordinary General Body Meeting for the same.

3.8.2 In the Extra-ordinary General Body Meeting for the impeachment of the secretary, the General body of the Hostel shall through a voice vote in accordance to clause 6.8 to either accept or reject the motion. The HMC shall thereafter decide one among the elected secretaries to perform the function of the impeached secretary till the new secretary is elected in accordance to clause 3.6.

3.8.3 The Decision of the General Body shall be final and binding on the HMC. 3.8.4 In case the quorum of the General Body is not met as per clause 6.7 the decision of the

Chairman HMC shall be final. 3.8.5 In case a majority of the HMC wants to bring forth impeachment proceedings against

the General Secretary of the Hostel, the General Secretary HAB will officiate all the proceedings of the hostel in the place of the Hostel General Secretary for Clause 3.8.

3.9 In case of any difference of opinion/dispute between the members of the HMC and the Warden/Associate Warden, the matter may be referred to the HAB.

3.10 Other than the Mess Management Committee (refer Annexure A), the respective secretary can form any functional committee approved by HMC to take care of various functional units of the hostel. All functional committees can take necessary measures (including imposition of fines to residents up to a fixed amount as prescribed by HAB) for smooth running of the unit. HMC will prescribe the duties and obligations of different units (excluding the Mess Management Committee).

4. ELECTIONS

4.1 Elections to the various posts in the HMC and other positions shall be held before 15th August every year and the elected members shall assume their responsibilities not later than 25th August. However, the election of General Secretary (Hostel Affairs Board) will be done along with the Institute Gymkhana election.

4.2 Election shall be supervised by a panel consisting of the Warden, Associate Warden and General Secretary (Hostel Affairs Board).

4.3 The election shall not be held during Institute vacation period. 4.4 Only bonafide students of the Institute residing in the hostel are eligible to vote. 4.5 Only bonafide students residing in the Hostels of the Institute for a period of at least

one year will be allowed to contest. 4.6 No student who has already completed the normal duration of the academic program at

the time of election shall be eligible to contest. 4.7 A student contesting for election should have a further period of one year of stay in the

hostel by virtue of his/her academic program. 4.8 No student shall be allowed to contest for more than one post.

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4.9 The Warden in consultation with the Associate Warden and the General Secretary, Hostel Affairs Board, will nominate a returning officer to conduct the elections.

4.10 There should be a gap of at least five days between the official announcement of the elections and the date of the elections.

5. HOSTEL DAY CELEBRATION

Hostel day celebrations are aimed at bringing integrity in each hostel. It is intended to encourage extra-curricular activities in the hostel especially on that particular day.

5.1 Hostel Day shall be celebrated by each hostel at least once during the course of the Term of an HMC. The date must be decided by the HMC of the respective hostel and reported to the General Secretary HAB at least 7 Days before the scheduled start of the event, so as to prevent any overlap with hostel day celebration of other hostels.

5.2 All invitees to the Hostel Day Celebrations shall be common to all Hostels which will be decided in a HAB meeting prior to its commencement.

6. GENERAL BODY AND GENERAL BODY MEETING

6.1 The General Body of the hostel shall consist of all the bonafide students of the Institute residing in the hostel.

6.2 A General Body Meeting shall be held at least once during every academic semester, the minutes of which should be sent to Chairman, HAB.

6.3 The Warden shall be the Chairman of the General Body Meetings. If the Warden is not present, the Associate Warden shall be the Chairman of the General Body Meetings.

6.4 The Hostel General Secretary shall call for a General Body Meeting after due approval of the HMC, with a prior notice of minimum of 3 days.

6.5 An extra-ordinary General Body Meeting may be called by the Hostel General Secretary in consultation with the Warden to discuss particular issues after an extra-ordinary HMC Meeting is held. Extra-ordinary General Body Meeting shall be convened by giving at least three hours notice to the residents.

6.6 Any decision taken at the extra-ordinary General Body Meeting shall be binding on the HMC, subject to Clauses 6.9 and 6.13.

6.7 The quorum for an extra-ordinary General Body Meeting shall be 60% of the total hostel residents as per Clause 6.1.

6.8 All the decisions shall be arrived at with two-third majority of the hostel residents present in the meeting or 50% of the hostel residents or whichever is less.

6.9 An extra-ordinary General Body Meeting shall transact only the items listed in the agenda for the meeting.

6.10 In case the quorum is not met for the extra-ordinary General Body Meeting, the HMC and/or the person who has proposed the item shall explain the issue to the members present at the meeting. There shall, however, be no decision taken on the issue. The HMC shall seek a decision through a secret ballot by a simple majority on the next working day and suggest alternative solution to the issue.

6.11 The Hostel General Secretary shall call an extra-ordinary General Body Meeting in consultation with the Warden when 30% of the hostel residents submit a written and signed request for calling such a meeting on a particular issue. The quorum for such an extra-ordinary General Body Meeting shall be as mentioned earlier in Clause 6.8.

6.12 The Warden can, on his/her own, call an extra-ordinary General Body Meeting under special circumstances.

6.13 Decisions regarding controversial issues arrived at any extra-ordinary General Body Meeting which involves Institute policies, rules and regulations shall be minuted, but kept pending until the Chairman obtains the necessary clarifications. However, in

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special cases the matter may be referred to the HAB, for appropriate action by the Chairman.

7. HOSTEL FUNDS

7.1 An account in the name of HAB should be maintained in the bank. This bank account will be operated by Chairman HAB along with another warden as joint signatory. The hostel caution deposit would be maintained in the HAB account. A part of it should be in fixed deposit (FD) and rest can be used for emergency purposes on loan basis. The interest from the savings can be used for the expenses of HAB. The income to this account can also be through Institute subsidy, if any. The HAB can issue bank cheque or cash transfer the caution deposit of a student on receipt of No Dues from his/her hostel. The part to be invested in FD would be decided on year-to-year basis by HAB for all the hostels.

7.2 Each hostel shall maintain the following types of accounts operated by Warden. a) Main account b) Students fund account

7.2.1 The main account is a bank account through which all major financial transactions of hostel are carried out. The income to this account is through collection of mess dues and Institute subsidy, if any. The expenditure is for payment to the mess contractor and suppliers and for other items concerning the hostels. This bank account will be operated jointly by two signatories among Warden, Associate Warden of respective hostels and Chairman HAB.

7.2.2 Warden/ Associate Warden shall be signatory of the Students fund account

7.3 Management of main account from hostel mess will be as follows: 7.3.1 At the time of joining the hostel, the student should pay a mess advance of as

decided by the HAB before the start of the academic year to the Hostel Main Account. This would be adjusted in the final mess bill of the student.

7.3.2 At the beginning of each semester the Caretaker of each hostel should give the list of students and their account numbers to bank, asking them to transfer Rs. 300 (students fund) to respective hostel Students Fund Account before 15th of January and 15

th of August.

7.3.3 Hostel mess manager should submit the mess bill of students before 5th of every month, which is to be submitted to the bank through Caretaker and Warden of the Hostel. Bank should be instructed by the Warden to transfer the amount from the students account on or before 10th (or with a fine on or before 15th of each month) of that month to the hostel Main Account.

7.3.4 The bank should provide the defaulters list on 11th and on 16th of each month. Caretaker should collect the list and display it in the hostel notice board every month.

7.3.5 All those who fail to pay the bill before last day for payment with fine will not be allowed to take food from the hostel mess. However, they can rejoin the mess by clearing the dues along with a stipulated fine (as per clause 6 of Annexure A).

7.3.6 Payment to the mess contractor to be made by bank cheque from the hostel Main Account by Warden of each hostel.

7.4 The Students Fund Accounts is also a bank account for each hostel, which consists of the following separate heads:

1. Amenities Fund 2. Maintenance Fund 3. Hostel Benefit Fund (including fines collected from residents) 4. Miscellaneous fund: The percentage of funds allotted to each of the above sub-

heads is again uniformly decided by HAB for all hostels.

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7.5 The Students Fund is raised through the contributions made by the bonafide residents of the respective Hostels.

7.6 The quantum of contribution to the above funds shall be decided from time to time by the HAB.

7.7 The Amenities Fund shall support various extra-curricular activities and provide amenities in the hostel. Service charges collected from guests/staff members shall be credited to the Amenities Fund account.

7.8 The Maintenance Fund shall support expenditure to be incurred on minor repair of items, which may need immediate attention.

7.9 An amount, not less than 20% of the total contribution as mentioned in clause 7.5, shall be contributed per semester by each of the bonafide residents of the hostel towards the Hostel Benefit Fund. The management of the fund shall rest with the HMC. Students seeking help from the fund should apply in writing to the Chairman, HMC.

7.10 The money from different Hostel Funds can be withdrawn only on the request of a Secretary followed by the recommendation of the Hostel General Secretary and the Chairman HMC.

7.11 No expenses shall be made without prior approval of the Chairman, HMC. 7.12 Guidelines for financial regularities shall be as per the Institute norms. An annual

account statement including the bank balance sheet has to be provided to HAB by each HMC. The Institute Audit Section will audit the Students Fund of each hostel every year.

8. RECEIPTS AND EXPENDITURE OF THE HOSTEL

8.1. The source of receipts to the Main Account shall be from the monthly collection of mess advance/bill from the students and the Institute subsidy if any.

8.2. Institute employees who are permitted to stay in the hostel shall pay an advance amount as decided by the HAB as service charges (or his/her HRA from respective salary heads will be transferred) in addition to their monthly mess bill. This amount shall be credited to the Amenities Fund account of the hostel. HAB office would coordinate with R&D section of the institute to provide necessary information on project staff.

8.3. All hostels shall make utilization certificates of subsidy, with the help of the Institute Account Section every year.

8.4. The source of income of Students Fund account shall be from all residents. Amount and mode of collections will be decided by the HAB.

8.5. In case of delegates to conferences/seminars/short-term courses etc the convener of the program shall deposit the estimated charges (as decided by the HAB) in the Students Fund account of the hostel in advance. Final settlement of accounts shall be done within fifteen days after the program is over.

8.6. The major expenditure of the Main Account is the payment of bill to mess contractor. 8.7. Expenditure of Students Fund account should be through due approval of the HMC.

The mode and purpose of expenditure are as follows: 8.7.1. By cash payment from cash advances drawn by issue of self-cheque by the

Warden to meet day-to-day expenses. 8.7.2. For provision of amenities such as lounge furnishing, furniture, and

entertainment equipment T.V., stereo etc. 8.7.3. Any other expenses as deemed appropriate by the Warden.

8.8. HMC is accountable for preparation of receipts and expenditure of the hostel. 8.9. The HMC should get the hostel accounts audited as per institute norms at the end of its

term.

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9. FINANCIAL RESPONSIBILITIES OF THE WARDEN

In the interest of students in general and for the purpose of security of the funds, the Warden has been entrusted with the following financial responsibilities:

9.1. The Warden shall operate the Hostel Accounts and funds on behalf of HMC to meet the expenses incurred by the hostel. Except for imprest cash, all payments should be made by cheque.

9.2. The cheque books for the Main Account and Students Funds accounts shall be in the Wardens custody.

9.3. The Warden as HDC member can recommend levying fine on any resident in connection with the breach of Institute rules or destruction of Institute/Hostel property. The matter should be reported in the next HDC meeting.

9.4. The Warden can reject payment of any bill if it is not found to be in order. Under special circumstances, the Warden can accept certificates of payment duly attested by the Hostel General Secretary and two student Secretaries, one of whom should be concerned with the expenditure involved.

9.5. The Secretaries of the concerned activities and the Hostel General Secretary should forward all the bills to the Warden through the Hostel Caretaker.

9.6. The Warden on the recommendations of the HMC can sanction loan to deserving students from the hostel Benefit Fund. Warden can also forward/recommend the applications of deserving students for loan/financial help to the Students Welfare Council.

9.7. The Warden can sanction advance amount to various secretaries on the recommendations of the Hostel General Secretary.

9.8. The Warden shall check all bills, registers, and files pertaining to various funds mentioned by the Hostel Caretaker. All the documents shall bear his/her signature as an attestation of verification of the accounts.

9.9. The Warden may delegate financial powers to the Associate Warden with prior permission of the competent authority.

9.10. The Warden shall see that bank reconciliation of funds (with the help of Account Section) is done.

9.11. The Warden shall see that the Institute subsidy, if any, is utilized as per directions every month and report the matter to the HMC.

9.12. In case of financial need of the hostel, the Warden may apply for a loan or financial assistance to the competent authority through the Chairman HAB.

9.13. The Warden shall check and sign all the bills pertaining to the mess forwarded by the Mess Manager through convener Mess Management Committee and Hostel Caretaker.

9.14. The Warden shall verify and clarify all the bills pertaining to mess for payment to be made by the Hostel to the Mess caterer.

10. OTHER RESPONSIBILITIES OF THE WARDEN

10.1. The Warden as a Chairman of HMC should be responsible for overall functioning of the hostel. He/she shall look after all the activities directly which are not taken care by the Associate Warden.

10.2. The Warden on the recommendations of the HMC can recommend the inter-hostel transfer of any student to the HAB.

10.3. The Warden shall be the Chairman of the HMC Meetings and General Body Meetings. In his/her absence, the Associate Warden shall perform these duties.

10.4. Depending on the need, Warden may also dissolve the HMC of the hostel. However, existing HMC may appeal to the HAB. During the period of the appeal the said HMC shall be in suspension and will be dissolved if approved by the HAB.

10.5 For any reason, if all the office bearers of the HMC resign or HMC stands dissolved the Warden shall initiate a fresh election. He/she may also appoint an ad-hoc body

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for the interim period. 10.6. The Warden shall provide accommodation to students and others on the

recommendations of Chairman HAB. 10.7. The Warden as the Chairman HMC can appoint an enquiry committee to investigate

any matter of concern to the hostel and can take necessary action as deemed fit.. 10.8. The Warden may, on special occasions, appoint an ad-hoc committee to look into

certain issues pertaining to the hostel. The committee shall submit its report to the HMC for necessary follow-up action.

10.9. The Warden shall be the ex-officio Chairman of the survey committee constituted by the Institute for periodic stock verification of items belonging to the hostel. The survey committee shall inspect all items declared as unusable by the hostel and make suitable recommendations to the Institute.

10.10. In case of a no-confidence motion against the HMC or any elected member of the HMC, the Warden shall call an extra-ordinary General Body Meeting to discuss the issues and seek opinion.

10.11. The Warden shall forward confidential report of the Hostel Caretaker to the Institute authorities as and whenever required.

10.12. Warden shall inform the HAB and nominate Associate Warden as Warden-in-charge whenever he/she is out of station.

10.13. If under extraordinary circumstances both Warden and Associate Warden have to be on leave at the same time, the Warden should meet the Chairman HAB with his/her Hostel Caretaker for making alternative arrangements. Under the circumstances no alternate arrangements are in place, the Chairman HAB will take over charge of the hostel temporarily.

11. RESPONSIBILITIES OF THE ASSOCIATE WARDEN

11.1 The Associate Warden shall be in independent charge of some of the basic amenities of the hostel. He/she should also plan for development of future amenities.

11.2 He/she shall generally look after common room, hostel library, computer network and maintenance of the hostel.

11.3 The concerned student secretary and Hostel Caretaker shall assist the Associate Warden in his/her duties.

11.4 The Associate Warden shall advise the concerned secretary related to overall functioning and preparation of the budget.

11.5 All the bills pertaining to the portfolio of the Associate Warden should be forwarded through him/her.

11.6 In the absence of the Warden, the Associate Warden shall discharge the duties of the Warden in addition to his/her normal duties.

11.7 The Associate Warden shall inform Warden and Chairman HAB whenever he/she is out of station

11.8 The Assoc. Warden shall jointly do the duties with the Warden as mentioned in 10.4 and 10.10.

12. HOSTEL CARETAKER

12.1 Hostel Caretaker is an Institute employee assigned to hostel to assist Warden, Associate Warden and HMC.

12.2 The Hostel Caretaker shall maintain all records, files and accounts of the hostel. 12.3 The Hostel Caretaker shall assist members of the HMC in matters of correspondence

and documentations. 12.4 The Hostel Caretaker is responsible for the cleanliness and regular maintenance of

the hostel building, mess, common room, garden and other premises of the hostel.

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12.5 The Hostel Caretaker will maintain the stock register of all movable items and kitchen equipment/utensils.

12.6 The Hostel Caretaker shall look into complaints of residents with regard to amenities concerned with accommodation.

12.7 The Hostel Caretaker shall arrange for advances to Secretaries for hostel works after obtaining necessary sanction from the Chairman HMC duly recommended by the concerned Secretary and Hostel General Secretary.

12.8 The Hostel Caretaker shall take stock furniture, appliances, stereo equipment or any other assets of the hostel/Institute at the end of each semester. He/she shall also perform the same as and when directed by HAB.

12.9 The Hostel Caretaker shall carry out all cash transactions. 12.10 The Hostel Caretaker will follow the work schedule as outlined by HAB. 12.11 The Hostel Caretaker shall discharge any other duty assigned to him/her by the

Warden/Associate Warden. 13. MESS MANAGER

13.1 A person for the purpose of overall management of the mess shall be appointed by the Mess Contractor on approval by the HMC as per contract given by the Mess Contract Awarding Committee.

13.2 The Mess Manager shall maintain daily, weekly and monthly accounts of the mess. 13.3 The Mess Manager shall prepare monthly mess bills of all the residents of the hostel,

and submit them to Hostel Caretaker. 13.4 The Mess Manager shall be responsible for the general supervision of the health,

hygiene and discipline of the mess workers of the contractor, assigning duties to these workers, maintaining proper upkeep of the cooking equipment and facilities provided by the Institute, ensure quality of preparation and service of food, hygiene and cleanliness in the mess.

13.5 The Mess Manager shall be responsible for the implementation of recommendations of the Mess Management Committee.

13.6 The Mess Manager shall take charge of all the kitchen equipments and facilities from the Hostel Caretaker and report to the Hostel Caretaker any defects in the equipment and lack of facilities in the hostel kitchen and dining hall.

14. HOSTEL RECORDS AND FILES

14.1 The following records shall be maintained in all hostels by Hostel Caretaker (with the help of Account Section, and Stores & Purchase Section):

1. Petty Cash Books in respect of hostel accounts and funds. 2. Bill Register 3. Dead Stock Register 4. Stock Register 5. Mess equipment Register 6. Statements of basic mess charges, extras etc. due from each mess member for one

semester. 7. Mess Bill Files 8. Any other record that may be found expedient consistent with the requirements of

the hostel, with written permission of the Warden.

14.2 Petty cash Book

14.2.1 Petty Cash Books shall contain a record of daily cash transactions made out of

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cash imprest or otherwise and out of temporary advances when drawn. 14.2.2 The amount received in the recoupment of imprest or otherwise also, amount

deposited in the bank by the hostel directly shall be entered in the Petty Cash Book and deposited in the bank. No money, whether received or paid, shall be left un-entered in the Petty Cash Book.

14.2.3 Two such Petty Cash Books shall be maintained for hostel one for mess transactions and the other for funds by hostel.

14.2.4 Each voucher entered in the Petty Cash Book shall bear the name of the expenditure head to which the payment is debited (e.g. amenities funds etc.) and shall also bear a rubber-stamp mark PAID and a pay order by the Warden.

14.2.5 The entries in the Petty Cash Book shall be made in ink on the same day on which the transaction takes place.

14.2.6 At the end of each page, the Warden shall check the entries and sign the Petty Cash Book for funds.

14.2.7 The Petty Cash Books for funds and mess should be closed and balanced at the end of every month and the cash balance checked by the Warden. The Warden shall record a certificate in the following from in Cash Book on the last day of each month after the Cash Book is closed:

CASH BALANCE PHYSICALLY CHECKED AND FOUND TO BE CORRECT. Rs. .(Rupees .) only.

Date Warden

14.2.8 The Petty Cash Book shall also be balanced on the day on which the Internal Audit Section audits the accounts.

14.3 BILLS REGISTER As soon as a suppliers bill is received, it shall be pasted in the register styled Bill Register. The movement of the bills shall be recorded in the relevant columns, ending with their final payments. 14.4 STOCK REGISTER This register is maintained for all equipments and consumable items for running the hostel. As soon as a supply accompanied by a delivery challan/bill is received, the details of the supply shall be entered in the Stock Register on the respective pages showing the nature of supply and subsequent issue when done. The concerned secretary and the Hostel Caretaker shall affix their initials with date in the Register in the column provided for the purpose. The supplies issued for different purposes shall be directly entered in the Stock Register at the time of issue. The concerned secretary and Hostel Caretaker shall affix their initials with date in relevant columns of the Register.

14.5 DEAD STOCK REGISTER The Warden shall arrange to take stock of the stores periodically. All dead stock shall be verified during the summer vacation and all consumable stock at the end of every month and also as and when the Warden/HMC desires. Dead Stock articles shall be verified with reference to the balance shown in the Dead Stock Register and the Consumable Stock with reference to the balance shown in the stock register. The Certificates of physical verification shall be recorded in the respective register over the

dated signature of Warden, concerned secretary and the Hostel Caretaker. 15. PROCEDURE FOR PURCHASE OF SUPPLIES AND PASSING OF BILLS FOR

PAYMENTS

15.1 All purchases shall be made at competitive rates as per norms laid out by the institute.

15.2 All supplies received must be accompanied by a bill/delivery challan from the supplier. The bill/delivery challan shall be checked with reference to the supply and receipt of supplies acknowledged by the concerned secretary and Hostel Caretaker.

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15.3 In case of perishable items, required for immediate consumption, no entry need to be made in the stock register. The Hostel Caretaker in the presence of at-least two residents shall verify that the items mentioned in the bill were actually received and consumed.

15.4 In the case of bills for services like charges/wages for casual laborers etc. a receipt for the payment shall be obtained and signed by the concerned secretary and the Hostel General Secretary.

15.5 The payment order shall bear the signature of the concerned secretary, Hostel General Secretary, Caretaker and the Warden/Associate Warden for items purchased.

15.6 Internal Audit Section of the Institute will, from time to time, check the books of accounts and other records in all the hostels and make recommendations and give guidance. The observation of the Internal Audit will be placed before the HMC.

16. HOSTEL AFFAIRS BOARD (HAB)

Hostel Affairs Board is the apex body pertaining to all hostel matters. HAB shall consist of following members

1. Dean of Students Affairs - Chairman (Ex-officio) 2. Chairman, Hostel Affairs Board - Chairman 3. All Wardens - Members 4. All Associates Wardens - Members 5. General Secretary (Hostel Affairs Board) - Member, Secretary 6. Vice President, Students Gymkhana Council - Member 7. All Hostel General Secretaries - Members 8. Deputy Registrar/Assistant registrar - Non Member, Jt. Secretary (Nominated by DoSA)

16.1 The Chairman, SAC shall nominate a faculty member as Chairman, HAB (referred

henceforth as Chairman unless otherwise explicitly stated) for a period of two years and make him a senate member.

16.2 In consultation with Chairman HAB, General Secretary (Hostel Affairs Board) will call the HAB meetings, draw up the Agenda and finalize the date and time of the meeting. He shall also consult the Ex-officio Chairman for convenient date and time.

16.3 A minimum of 4 days notice shall be required to convene a HAB Meeting. 16.4 The quorum for an HAB Meeting shall consist of the Chairman and at-least one

representative from each hostel. The representative may be Warden, Associate Warden or Hostel General Secretary.

16.5 An extraordinary HAB Meeting shall be called by the General Secretary (Hostel Affairs Board) at request of one-third members of the HAB. The minimum notice for calling an extra-ordinary meeting shall be 24Hrs. However, the decisions of such extra-ordinary General Body Meeting will have to be ratified at the next ordinary HAB Meeting.

16.5 Generally, all decisions shall be taken by consensus among the members of the HAB. 16.7 The Ex-officio Chairman and/or Functional Chairman will normally preside over the

HAB Meeting. 16.8 Every member of the HAB shall have one vote each in case the decision is to be

voted upon. However, in such decisions that require voting, the Ex-officio Chairman and Functional Chairman will not exercise their vote.

. 16.9 Decisions regarding controversial issues which require reference to the Institute

policies, rules and regulations shall be minuted but kept pending until the Ex-officio Chairman and Functional Chairman obtains the necessary directives from Students

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Affairs Council (SAC)/the Senate. Other controversial cases may be referred to all HMCs for wider opinion on the matter, after which the same to be settled in the immediate next HAB meeting.

16.10 The Secretary shall be responsible for recording the minutes of meetings in consultation with the Chairman, HAB. It is his/her responsibility to circulate the minutes within seven days of the meeting and hand over the signed copy of the same to the Chairman, HAB for safe custody.

16.11 The Secretary would circulate copies/excepts of the ratified minutes of the HAB Meetings to all hostels for necessary actions and information.

16.12 A minute book shall be maintained by the HAB office wherein the minutes of the HAB Meetings are recorded.

16.13 The Chairman may take a decision on routine matters and inform HAB, if the matter demands so.

16.14 In case HAB Chairman is out-of-station, he/she may nominate a Warden to take care of the routine matters of HAB in his/her absence.

17. FUNCTIONS OF THE HAB

17.1 To formulate policies, rules and regulations, coordinate and review all matters concerning the hostels.

17.2 To ensure implementation of procedures in all hostels with respect to discipline, maintenance of accounts, auditing bills, mess bills, regular payment of hostel dues by hostel residents etc.

17.3 To assist hostels in the matters of procurement of major stores, furniture, etc. 17.4 To consider matters pertaining to hostel security, cleanliness, fire safety and any other

matter relating to hostels. 17.5 To formulate the policy for hostel allotment to all bonafide students and eligible

members of the institute. 17.6 HAB shall handle all correspondence and propose agenda items for the consideration

of the Senate. 17.7 The HAB may propose amendments to the Hostel Constitution from time to time for

consideration of the Senate. 17.8 Broad guidelines related to disciplinary measures at different level in hostels will be

formulated by HAB from time to time. In case of monetary punishment, the quantum of punishment at different levels will be fixed by HAB.

17.9 HAB can constitute a committee comprising of faculty members outside the HAB for

deciding the following awards for the institute hostels, every year: a. Maintenance b. Sports c. Cultural activities

The awards may be announced at the last hostel day celebration.

18. HAB OFFICE (HABO) :

18.1 This office shall coordinate all procedural matters pertaining to the management of individual hostels. This office shall be under the supervision of the Chairman HAB, who will be assisted in discharge of his/her all official functions by the concerned personnel of the Student Affairs section.

18.2 The HABO shall allot hostel rooms to all bonafide students of the Institute. 18.3 The HABO shall allot accommodation (on availability) to the Institute project staff

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and the delegates/sponsored persons/trainees from other Institutions/ all others who are authorized to stay in the hostels for specified periods of duration in the hostels. All correspondence related to accommodation in hostels should be addressed to the Chairman HAB.

18.4 The HABO shall be responsible for the implementation of all the decisions of the HAB and the Institute concerning students hostels.

18.5 The HAB Account will be under the custody of the Chairman. This bank account will be operated jointly by the Chairman and a Warden nominated by HAB. The cheque / pass book of the same will be in the custody of the Chairman.

18.6 The Chairman will forward the recommendations of the Mess Contract Awarding Committee (refer Annexure C) to the Institute authority for the award of the contract to the mess caterer(s).

18.7 The Chairman will forward recommendations of the HAB to the Institute Authority for awarding contract of Security and cleaners.

18.8 The Chairman will have full disciplinary control over all the Hostel employees 18.9 The Chairman on behalf of HAB can levy fine on any resident so far as the late

payment of mess dues is concerned. He can waive fine on any student so far as his/her mess dues are concerned on recommendations of Chairman, HMC.

18.10 The Chairman HAB shall permit transfer of a student from one hostel to another on the recommendation of the concerned Wardens.

19. AMENDMENT OF THE HOSTEL CONSTITUTION

Amendment to the Hostel Constitution shall be recommended by HAB and subsequently be approved by the Chairman, SAC. No amendment shall be ratified unless it is circulated to all HMCs and at least one HAB meeting has been devoted for discussing all aspects of the matter to be amended.

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Annexure A

General Guidelines for Mess Management

The culture of taking food in the mess creates an atmosphere of togetherness, discipline, and community feeling. Also, its management inculcates among students entrepreneurship, managerial skills and leadership. Keeping these points into consideration, the committee feels that the mess should be an integral part of the hostel and must be managed by a committee of students elected among them.

Mess Management Committee (MMC):

1. The mess committee will consist of seven resident members of which one will be the convener. The elected Convener of MMC will select the MMC members in consultation with warden and General Secretary of that hostel preferably choosing at least one member from each year.

Tenure of the mess management committee: The mess committee will be elected for a year.

2. Duties and obligations of mess management committee: The mess management

committee should look into all the aspects for a smooth, efficient, productive and economical functioning of the mess. General guidelines are as follows:

1. To decide the menu 2. To monitor the quality of food, mess timing and hygiene 3. To check the process of preparation of proper food. 4. The mess committee will prepare a report on the performance of the caterer regarding

its quality, hygiene, implementation of menu etc. The report will be handed over to the Mess Contract Awarding Committee that awards mess contracts.

5. Convener of the MMC will also be a member of the Mess Contract Awarding Committee.

6. The Committee shall interact with Mess Manager/Caterer regularly for proper implementation of the mess. Any discrepancy will be reported to Warden/HMC.

7. The committee will also look after Hostel Canteen (if any).

3. Mess membership Policy and Subscription Rules

1. Subscription to hostel mess should be compulsory during the semester if students are staying in the campus.

2. The appropriate rebate rules should be formulated if students are not able to take food in the mess due to unavoidable reasons, as laid out by HMC of concerned hostel.

3. During the vacations period, it will not be obligatory for the students to join any mess.

4. Mode of Awarding Contracts

1. The mess contract of each hostel must be awarded to different caterers to evince competition among them and avoid monopolies.

2. The contract may be signed by fixing the rate of all the meals per day. Additional items can also be included with the mutual agreement between the caterer and the mess committee.

3. Menu will be decided by the mess management committee from the list of items in the contract such that the cost of the basic menu should not exceed the prescribed

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limit. However, menu can include any other items chargeable under extra messing. 4. A copy of a typical document inviting tenders for catering services in the hostels is

given in Annexure E. The same may be modified by the concerned committee, if necessary.

5. Subsidies and Economic Independence of Mess

To calculate guest charges and to extend mess subscription to people other than students, such as, those who are attending short-term courses etc., it is necessary to calculate the cost of facilities provided by the hostel to the mess in the form of electricity, gas connection, water supply etc. This will also help the Institute in matters regarding giving subsidies to the students. The hostel committee should look into the economics of hostel and mess.

6. Imposition of fines in case of non-payment of mess subscription by registered boarders of Hostel

In case any boarder fails to pay the mess subscription for a month, the Hostel reserves the right to impose the following system of fines on the Boarder subject to the Approval of the Warden/Associate Warden of the Hostel. 1. Non-payment of mess Subscription for 1st month - Rs. 300/- 2. Non-payment of mess Subscription for 2nd consecutive month - Rs. 500/- 3. Non-payment of mess Subscription from 3rd month onward - Rs. 500 per month Note 1: The HMC reserves the right to debar the boarder from entering the mess if the

boarder has dues for more than 3 months. Note 2: The Fine amount may be added to the mess subscription due by the student to the

Hostel if the boarder fails to pay the fine by the stipulated date as specified by the Notice issued by the HMC. This shall be at least 48hrs from the date stipulated in the notice.

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Annexure B

Hostel Disciplinary Committee

1. Composition

1. Chairman, Hostel Affairs Board Chairman 2. Warden of concerned hostel Member Secretary 3. Associate Warden of concerned hostel Member 4. HAB Chairmans nominee Member 5. GSHABs nominee Member 6. General Secretary of concerned hostel Member 7. General Secretary, Hostel Affairs Board Member 8. Caretaker of concerned hostel - Invitee

2. Functions

1. The committee will look into acts of commission and/or omission by any of the hostel inmates, which constitute gross violation of the code of conduct and invoke disciplinary action(s).

2. Depending on the seriousness of the case the HDC may take disciplinary action at its level or refer the case to Students Disciplinary committee.

3. Commensurate with the gravity of the offence the punishment may be a fine, community work, etc.

4. Chairman, HAB will nominate one Warden in addition to the Warden the said hostel on a case by case basis (by providing sufficient notice to the concerned Warden).

5. GSHAB shall nominate 1 student member of from the said hostel who has no had any Disciplinary action against him either in the Hostel level or Institute level.

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Annexure C

Mess Contract Awarding Committee

a) Composition 1. Chairman, HAB (Ex-Officio) 2. Chairman HAB (Functional) 3. Warden/Associate Warden of each hostel 4. Convener from the mess management committee of each hostel 5. General Secretary (Hostel Affairs Board) 6. Deputy / Assistant Registrar nominated by Administration of IITG

b) Functions:

Chairman HAB (Ex-Officio) will be the chairman of contract award committee. Mess contractors will be chosen and recommended to the institute authority for further action.

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Annexure D

STUDENTS AFFAIRS COUNCIL (SAC)

SAC is the overall apex policy making body of the Institute to look after all student hostel, welfare and extra curricular activities.

Composition:

1. Director - Chairman 2. Dy. Director - Member 3. Dean, Students Affairs - Secretary 4. Registrar - Member 5. Dean, Academic Affairs - Member 6. Faculty In-charge, Placement Cell - Member 7. Faculty In-charge, Alumni Cell - Member 8. Chairman, Cultural Board - Member 9. Chairman, Sports Board - Member 10. Chairman, Technical Board - Member 11. Chairman, Hostel Affairs Board - Member 12. Chairman, Students Welfare Board - Member 13. Vice President, Students Gymkhana Council - Jt. Secretary 14. General Secretary, Cultural Board - Member 15. General Secretary, Sports Board - Member 16. General Secretary, Technical Board - Member 17. General Secretary, Hostel Affairs Board - Member 18. General Secretary, Placements - Member 19. General Secretary, Welfare Board - Member 20. Deputy Registrar/Assistant registrar, Students, Affairs -Non Member, Secretary

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Annexure E

STUDENTS WELFARE BOARD The Students Welfare Board shall broadly address the overall well being of the students of the institute. Its scope of activities shall include among various welfare activities counselling services to students, with Counselling Cell as a Sub-committee of the Students Welfare Board. Composition:-

o Chairman, Students Welfare Board - Chairman o General Secretary, Students Welfare Board - Member, Secretary o Faculty In-charge, Counselling Cell - Member, Jt. Secretary o Hostel Welfare Secretaries - Members o Vice President, Students Gymkhana Council - Member

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