KPJ HEALTHCARE UNIVERSITY COLLEGE · 2019. 9. 18. · equipped with mounted fan, double decker bed and single bed, mattress, study table and chair and wardrobe. We emphasize on clean,

Prepared by:

Residential Unit

Student Affairs Department

KPJ Healthcare University College

Lot PT 17009 & 17010 Persiaran Seriemas

Kota Seriemas, 71800 Nilai, Negeri Sembilan

Tel: 06 – 794 2681

Fax: 06 – 794 2646

Website: www.kpjuc.edu.my

RESIDENTIAL UNIT

HOSTEL HANDBOOK / GUIDELINE

***The information contained herein is correct at the time of printing and the University reserves the right to make any Page 2 amendments without prior notice.


TABLE OF CONTENTS

NO CONTENT PAGE

1. GENERAL INFO 3

2. BEHAVIOUR AND DISCIPLINE 4

3. HOSTEL RENTAL FEES 5

4. TERMINATION OF TENURE 5

5. CHECK-IN 6

6. CHECK-OUT 6

7. HOSTEL KEY 7

8. RESIDENT’S RESPONSIBILITIES 7

9. KPJUC HOSTEL MANAGEMENT RIGHT 8

10. DISCIPLINES/ IMMEDIATE EVICTION 9

11. ELECTRICAL APPLIANCES/ ITEMS 9

12. AMENITIES PROVIDED 10

13. VISITORS/GUEST 10

14. SECURITY AND SAFETY 11

15. RETURNING LATE NIGHT TO THE HOSTEL 12

16. PETS 12

17. PARKING 12

18. MAINTENANCE AND REPAIRS 13

19. LAUNDRY SERVICES 13

20. EXTENSION OF TENURE 14

21. EMERGENCIES CONTACT PERSONS 14

22. REVISION OF RULES AND REGULATIONS 15

23. HOSTEL COMPOUNDABLE OFFENCES 15

24. EXPLANATION OF OFFENCES 17

25. LIST OF ITEMS IN A ROOM AND COST OF REPLACEMENT OR LOSS

20

26. STANDARD OF PROCEDURE HOSTEL – PROCESS FLOW

21

27. ACKNOWLEDGEMENT 36



THIS HANDBOOK CONTAINS INFORMATION FOR RESIDENTS RESIDING IN KPJ HEALTHCARE UNIVERSITY COLLEGE HOSTEL, AND RULES AND REGULATIONS FOR RESIDENTS.

1. All students undergoing any educational undergrate programs at KPJ Healthcare University College provided with accommodation for the first year of study only. The University College has all the rights to allot residents to any room, block or hostel depending on the availability of space. Residents staying in the hostels are strictly to observe the Rules and Regulations for as long as they are undergoing training. Students undergoing clinical practice will also be provided with hostel accommodation. It is compulsory for students to stay in throughout their clinical practice. They are to abide by the Rules and Regulations thereto.

2. KPJ Healthcare University College Residence, with a capacity of over 1500, is apartment style. Each unit have a bath/toilet area, kitchen and hall. Each unit is equipped with mounted fan, double decker bed and single bed, mattress, study table and chair and wardrobe. We emphasize on clean, healthy and safe living and as such all residents MUST provide their own pillows, bed-sheets, blankets, towels, padlocks for wardrobes and other personal effects.

4. General facilities provided within the residence include : (a) study room (b) launderette (service & coin operated) (c) TV with astro facilities (d) drink vending machines (e) prayer room (for Muslims) (f) 24 hours security

5. Each unit consists of 3 rooms which can accommodate up to 9 students (3 students per room). Student allocation is based on bed vacancies. However, the hostel fee charge remain the same for each student regardless the number of students placed in each room.

6. Students who stay in a hostel must abide the rules & regulations with refer to Hostel Handbook/Guideline.

1.0 GENERAL INFO



2.1 Residents must agree to abide by the code of behaviour. Acceptable behaviour includes not

interfering with another person’s living conditions or personal security. Unacceptable behavior will be dealt with by the Management. Repeated offenses by a resident could constitute grounds for early termination. (refer page 28)

2.2 Fighting or any kind of physical violence is strictly prohibited within the Residence. Any fighting

or violence will lead to the expulsion of the resident from their accommodation, security deposit and rental forfeited and further disciplinary action may be taken. (refer page 28)

2.3 Possession, consumption and/or complicity of any form of drugs in the accommodation is strictlyprohibited in accordance with the First Schedule to the Dangerous Drugs Ordinance, 1952 (Act 234). If found possessing and/or consuming any form of drugs will lead to the expulsion of the resident from their accommodation and from the institution and a police report will be made. (refer page 28)

2.4 Vandalism is a very serious offense. Residents found guilty of committing such an offense can or will be evicted from the hostel or barred from continuing his/her studies in the institution. The cost of making good any item vandalized will be charged accordingly to the resident. (refer page 28)

2.5 Fighting or any kind of physical violence is strictly prohibited within the Residence. Any fighting or violence will lead to the expulsion of the resident from their accommodation and further disciplinary action may be taken. (refer page 28)

2.6 Viewing, possession and/or dissemination of pornographic materials (hard or soft copies) in the hostel are strictly prohibited.

2.7 Possession of weapons or any items considered dangerous which can be used to cause injuries or bodily harm is not allowed in the hostel grounds. (refer page 28)

2.8 Residents found causing embarrassment; unsolicited compliment regarding a person’s figure, dressing, makeup; send sexually tainted jokes, rumors, and comments; verbal advances and suggestions of a lewd and sexual nature; sending, posting love letters and notes; spreading false rumors with a view to tarnishing other’s reputation will be evicted from the hosteland institution. (refer page 28)

2.9 Smoking (of cigarettes, cigars, pipes and all other substitutes e.g. shisha, cigarettes) or the possession and the display of any related paraphernalia is not allowed in the hostel complex and campus area. Any smoking and/or its related paraphernalia will be confiscated and a fine of RM100.00 will be levied for each offense and further disciplinary action may be taken. (refer page 28)

2.10 Possession and/or consumption of alcoholic beverage in the campus area are not allowed. (refer page 28)

2.0 BEHAVIOUR & DISCIPLINE (refer procedure - page 24, 28, 29)



2.11 Parties or other social gatherings in the hostel compound are not permitted without the

prior consent of the Hostel Management. (Refer page 28)

2.12 It is the responsibility of the students to keep the Hostel Management informed, if they intend to stay outside/live off the hostel, even if it is just for One (1) night. They must also inform their parents/guardians of their whereabouts. (refer page 24)

2.13 Students are prohibited from climbing over the fence or wall to get in or out of the hostel compound. They must use the authorized entrances and exits. (refer page 28)

2.14 Lighted candles, live holiday trees, holiday or decorative lights, incense, fireworks, explosives and incendiary materials are prohibited. No decorations, flags, banners or other items may be hung on the exterior or draped from a window or doorway of any hostel compound. Residents are not allowed to carry out any kind of business in the hostel compound. (refer page 28)

2.15 Students Residential should be a place where students can have the best possible conditions for studying and adequate rest. As such due consideration must be accorded to other students at all times. Noise levels must be kept low to allow others the opportunity to study or sleep in comfort. Radios, Hi-Fi sets must be switched off or the volume turned down after 10.00 p.m. These rules are intended to ensure a conducive environment for all students. Students breaking the above mentioned rules will be reprimanded by the Hostel Management. (refer page 28)

2.16 Residents found to have committed theft will face disciplinary action and be expelled from their accommodation and police report will be made. (refer page 29)

A full semester hostel rental is to be paid within seven (7) working days upon moving into the hostel. If the payment is not received within seven (7) days, the student will be asked to vacate the hostel immediately and will be charged day rate rental on the number of days the room has been occupied. A letter to vacate the room will be issued. Late applications or late check-in will also pay for the one (1) semester rental in full amount upon moving in. A notice of termination may be issued if:

4.1 The resident fails to pay the hostel fees after seven (7) working days from commencement of the semester

4.2 The residents permits or allows any breach or fails to comply with the hostel rules and regulation.

3.0 HOSTEL RENTAL FEES

4.0 TERMINATION OF TENURE



5.1 The items you receive on arrival are:

1. Hostel Handbook 2. Check-in / checkout form 3. Onetype of key:

a) Entrance Door – one (1) key

5.2 Check in the Schedule:

Saturday – 5.00p.m until 9.00p.m

Sunday – 9.00a.m until 9.00p.m

5.3 If under any circumstance students were to check-in before or after the working hours, a 2 WEEKS written notice should be sent to the Hostel Management prior to the arrival or necessary arrangement. Students who arrive before or after the working hours without prior consent of Hostel Management will not be entertained.

5.4 Students are strongly encouraged not to check-in BEFORE the specified check-in date.The Hostel Management does not guarantee the availability of accommodations for students who come in before the specified check-in date. 5.5 Assignment of Rooms is at the discretion of the Hostel Management. Requests for rooms or a particular type of roommate by students will not be entertained.

6.1 Students have to checkout all their personal belongings and vacate the room latest by

Saturday, 12:00p.m on the specified checkout date. Hostel Management reserves the right to vacate the room without prior consent of students by transferring all the personal belongings of students to the store room should student fail to comply before 5.00p.m. The Hostel Management is not liable for any damages and lost of items during the transfer process.

6.2 If temporary storage is required, students must pack their belongings in boxes or cover it with plastic, label them with sticker(s) provided by Hostel Management and be solely responsible for transferring the belongings to the store room. The Hostel Management is not liable for any damages and lost of items stored in the said venue. (refer page 32)

6.3 Store room operation:

Day: Monday, Thursday, Friday ONLY

Time: 2.30pm to 5.30pm Other than that, student will be not be entertained by Hostel Management, unless with acceptable reason(s). Any certificates, valuable items, toiletries and foods are strictly prohibited to be stored in the store room.

5.0 CHECK-IN (refer procedure - page 21)

6.0 CHECK-OUT (refer procedure - page 21, 32)



6.4 Students who need to change the check out date after the Termination Notice issued to them will have to notify the Hostel Management in writing within 3 days of their termination date.

6.5 A notice for students to clear their unit will be given to all respective students by the Hostel Supervisor TWO WEEKS before the specific checkout date.

7.1 Residents must carry their room key at all times.

7.2 All rooms must be kept locked for security reasons

7.3 To maintain the safety and security of all residents, students are expected to be solely

responsible for the keys and are not allowed to lend the keys to anybody under any circumstances.

7.4 Students are also not allowed to make any duplication of the keys. (refer page 28)

7.5 Should there be any damage/loss of keys, students should immediately report to the Hostel Management. The resident is responsible for any cost associated with the replacement of their room key.

7.6 RM5.00 penalty will be imposed on students who would like to borrow a key from the Hostel

Management Office due to whatever reasons at any one time. The borrowed key must be returned to the Hostel Management Office within 15 minutes whereby failure to do so will lead to a penalty of RM10.00 to be imposed.

7.7 RM20.00 penalty will be imposed on students who are losing their unit key or do not return their unit key, and are required to fill in the Disciplinary Form. (refer page 28, 32)

8.1 Pay the occupancy and other service fees by the due dates

8.2 Do not use the premises for illegal purposes

8.3 Do not cause a nuisance or interference with the reasonable peace, comfort or privacy of other residents.

8.4 Keep the hostel and inclusions clean. Students are responsible for keeping their rooms’ clean and tidy at all times. The Hostel Management reserves the right to conduct spot checks on the Residence units and the bedrooms without having to give prior notice to the residents. Residents whose standard of housekeeping is not acceptable will be asked to rectify the situation. A penalty will be imposed for excessively dirty and unhygienic rooms.

7.0 HOSTEL KEY (refer procedure - page 28, 32)

(KEKEYKEYKEYKEY

8.0 RESIDENT’S RESPONSIBILITIES (refer procedure - page 28)



8.5 Report to Hostel Management of any damage of the hostel. Residents will be charged for any missing/ damage properties except damages incurred by normal wear and tear

8.6 Abide by the terms of occupancy and rules and regulations of the hostel

8.7 Residents are asked not to remove from their room any item, furniture or equipment that has been provided by KPJUC

8.8 Single/Double Decker beds with mattresses are provided in all bedrooms and students should bring their own pillows, bed sheets, blankets, towels, study lights etc.

8.9 A study table with chair and wardrobe/cupboard are also provided for each student. A penalty will be imposed if the student has disassembled his or her furniture.

8.10 Street shoes are not allowed to be worn into the resident (s) unit and must be arranged neatly.

8.11 All fans, lights and electrical appliances must be switched off when the student is not in the room/respective area. A penalty will be imposed for failure to comply.

8.12 COOKING IS NOT ALLOWED. However, students may use their own electric kettle to boil water. A penalty of RM50.00 will be imposed on students found cooking in the room.

8.13 Should there is any students’ unit that received a compound dengue from Public Health Department Seremban (PKD) due to the breeding area of aedes found after an inspection is made, all the respective unit resident involved are solely responsible to pay the compound maximum RM500.00.

9.1 To issue notices of breach to residents who break the terms of occupancy/ hostel rules and

regulations and/or cause damage to any parts of the hostel and/or cause inconvenience to others.

9.2 To issue notices of breach to residents defaulting on their occupancy payments, and for continued offenses to issue an eviction notice

9.3 To inspect the condition of the hostel during reasonable hours without any notices to enter. These inspections are not limited only to office hours. From time to time, inspection of rooms may be conducted after office hours without prior notification to the students.

9.4 To maintain the rules and regulations of the hostel

9.5 The Hostel Management reserves the right to move students to another hostel units if there is a necessity

9.0 KPJUC HOSTEL MANAGEMENT RIGHTS



Immediate Eviction KPJUC Hostel rules and regulations promote tolerance, courtesy and care for others and the different needs within the community. If any resident chooses to ignore or transgress these hostel rules and regulations, he/she shall receive a written warning from KPJUC Hostel Management (Student Affairs Department). Residents, who have received a warning and continue with unacceptable behaviour will be asked to leave immediately, that is, will be given an immediate eviction. In addition to the termination provisions, immediate eviction will be given to any resident whom:

1. Is found to be carrying, using or distributing drugs or other illegal substances 2. Is found to be involved in the harassment of or discrimination against another resident, staff

members or person 3. Is found to be involved in the sexual and/or physical abuse of another resident, staff

member or person 4. Is found to be involved in theft of another person’s property

11.1 Items of domestic electrical equipment may be brought into and used within the hostel

compound with the proviso that strict adherence is given to the following: i. Electrical equipment must be serviceable and in a safe condition. ii. Strictly no cable running on the floor and from room to room. iii. Plugs must be wired in the correct manner and incorporate fuses of the correct rating. iv. A plug must supply only one piece of equipment. v. A total load on a wall socket must not exceed 13 Amps.

11.2 Restriction to the use of electrical appliance:

i. Approved items for all students • Iron • Kettle • Personal Computer/ Laptop • Alarm Clock • Batteries Charger

ii. Prohibited items for all students • Toaster • Hot plate • Rice Cooker • Microwave • Home Theatre System/ Radio • Washing Machine • Exercise machine • Music Instrument – Piano /Organ

iii. Students are allowed to keep stand fan for a RM 10.00 fee per item. Prohibited items

will be confiscated and a penalty fee of RM50.00 will be charged. (refer page 27, 30)

11.0 ELECTRICAL APPLIANCES / ITEMS (refer procedure - page 27, 30)

10.0 DISCIPLINES/ IMMEDIATE EVICTION (refer procedure - page 28, 29)



iv. Students must declare all electrical items from the approved items list at least 2 weeks after registration. Unregistered items will be confiscated and a maximum penalty of RM50.00 will be imposed on each item. (refer page 27,30)

11.3 The Hostel Management reserves the right to take necessary action it deems fit in the event

that items found does not conform to safety standards. This may include confiscation of unauthorized items.

Residents must not interfere with or damage any common property, nor leave anything on or obstruct the use of common property. The resident is liable for damages caused. Disciplinary action will be taken on residents who do not abide by the hostel rules & regulations and if warning is given, resident(s) may be asked to vacate the hostel. 12.1 Common Area.

Please be aware that the cleanliness of common area is the responsibility of the residents. a) Television

Astro channel is provided in the common area on each block of the Hostel

12.2 Room a) Amenities provided in the room include wardrobe, study desk & chair, bed, mattress, a

ceiling fan and an electrical socket outlet.

b) Utility service charges are included in the semester’s fee paid by the student

12.3 Bathrooms All bathrooms in the Residential Unit are equipped with shower. Students are not allowed to hang their clothes or undergarments in the bathrooms

12.4 Laundry services

The laundry service is available at the Common Room 13.1 Visitors/Guests are allowed to visit the students during visiting hours as follows:

• Weekdays – 5.00 pm to 9.00 pm • Weekends and Public holidays – 9.00 am to 9.00 pm

13.2 All visitors cannot stay in the respective hostel and must register at the Guard House and

provide all details and documents as requested by Security before entering the Campus and must leave the hostel compound by 9.00pm.

13.3 It is the duty of the students to inform his/her visitor(s) of the visiting hours and to advise him/her/them to leave no later than 9.00pm. Disciplinary action will be taken if students found in the company of their visitor/s, including family members, relatives, friends and/or any non-resident in the respective hostel outside the visiting hours in any part of the hostel compound

13.0 VISITORS/GUEST

12.0 AMENITIES PROVIDED (refer procedure - page 28)



13.4 Visitors including parents, family members, relatives, friends and/or anyone staying inside

or outside the hostel are STRICTLY NOT ALLOWED to enter the students’ room(s) AT ANY TIME, inside or outside the visiting hours,without prior consent of the Hostel Management. Disciplinary action will be taken if students found with a member of the opposite sex in the room at any time for whatever reason.

13.5 Visitors, including parents are not allowed to stay overnight in the hostel rooms without the

prior consent of the Hostel Management.

14.1 Residents are required to carry their Student I.D Card at all times in the compound of the

Residence and when visiting other residents in their Residence units. They must produce the

Student I.D Card when requested by Security or Hostel Supervisor on duty.

14.2 It shall be the responsibility of the residents to lock all doors at all times for the protection of their property and that of their roommates and for security reasons. Entrance door and room door must always be closed and locked after entering or leaving the room. 14.3 Students are solely responsible for the safety of their own valuables. All bedroom doors and wardrobe must be padlocked when the students arenot inside the room. 14.4 The Hostel Management shall not under any circumstances be responsible for any damage, loss or theft of any property, money and other items belonging to the students and/or their visitors and any personal injuries suffered by the students ortheir visitors/guests howsoever caused.

14.5 Students are discouraged from having valuable items or large amounts of cash while on campus. 14.6 Students are not permitted to change rooms or sleep anywhere other than in their own room without the consent of the Hostel Management. 14.7 Any student who finds his/her roommate(s) missing for more than 48 hours must report to the Hostel Coordinator/Supervisor immediately. This is to enable the Hostel Management Office totake immediate action if any untoward incident had taken place. 14.8 Curfew time for hostel occupants is at 12.00am while visitors are at 9.00pm every night after which the main gate hostel will be closed at 9.00pm for entry. (refer page 22, 23) 14.9 Residents are not allowed to leave the residence grounds during curfew hours between 12:00am and 6:00am without prior approval from the Accommodation Office on duty. The Hostel Management reserves the right to accede or deny any such request without having to provide any reasons. (refer page 23) 14.10 For safety reasons, any act which may constitute a fire hazard such as the burning of joss- sticks, incense, candles, mosquito coils, fireworks, fire-crackers, sparklers, etc. or any highly flammable material in the residence for whatever purpose, be it social or religious, is strictly prohibited.

14.0 SECURITY AND SAFETY (refer procedure - page 22, 23)



15.1 Students must adhere to the curfew time for a hostel. Residents who wish to leave the residence compound must do so before 12.00am.

15.2 Students who return after the stipulated time for whatever reasons will have their Student ID Card taken away for record purposes and may be returned to them later. However, please note that they will first be summoned by the Hostel Management and the following actions may be taken:

1. First (1st)offense

A first warning letter will be issued to the student.

2. Second (2nd) offense The student’s parents and Program Coordinator will be informed of the student’s habit of returning later than the stipulated time. The student will be told that he/she would be evicted from the hostel if it happens the third time. A second warning letter will be issued to the student.

3. Third (3rd) offense This results in eviction from the Hostel followed by letters to the parents and Student Affairs Services informing them of the eviction

15.3 Should a residence stay out or return later than 12.00am, they are required to provide explanation for breaching the curfew. (refer page 22) Pets are not allowed in the hostel complex. Pets found in the hotel complex will be confiscated. 17.1 Parking facilities are available for a limited number of vehicles with KPJUC sticker permits

only. These permits can be obtained in the Residential Office for RM 5.00. Vehicles without permits will be clamped.

17.2 Students who park their vehicles on campus will do so at their own risk. The Management will not be held responsible for any lost/damages incurred by the students.

15.0 RETURNING LATE NIGHT TO THE HOSTEL (refer procedure - page 22, 28)

16.0 PETS

17.0 PARKING (refer procedure - page 33)



18.1 Identify the problem and specify details

18.2 Students are requested to fill up the Maintenance Form (Student) in theHostel Management

Office in case repair works are needed. 18.3 If Maintenance staffs have found that a student has deliberately damaged an item or fixture

within the room, then he or she will be charged accordingly.

19.1 Coin-operated washing machines, dryers and provision for drying (where possible) are

available in all Residences for students use. Laundry facilities are located in: a. Female Hostel : 201 b. Male Hostel : 201

19.2 Items of clothing should not be left unattended, and the peronnel from the Hostel

Management will not accept any responsibility for loss of personal laundry.

19.3 The laundry facilities are subcontracted out and any faults should be reported to the Admin & Outsource Department immediately.

19.4 Wet laundry must not be draped across accommodation furniture or dried or left without proper place.

18.0 MAINTENANCE AND REPAIRS (refer procedure - page 26, 28)

19.0 LAUNDRY SERVICES



A resident can only stay at the KPJUC hostel for one year. If you wish to extend your tenure after one year, you need to apply in writing to the Hostel Management Consideration may be given on the first come, first serve basis and subject to availability of rooms, based on the following criteria:

You are an international student

You are an outstation student from Sabah or Sarawak

Good behaviour, no disciplinary records and no outstanding fees

Active member of the Hostel Residence Committee, University College activities

Members of the Student Body Residents can contact their Hostel supervisor or fellow on call at all times incase of any emergencies

Staff Telephone Numbers All residents MUST know their hostel supervisor/fellow telephone numbers which are displayed on the noticed boards in the hostels Other contact numbers KPJUC College 06 – 794 2692 Students Affairs Services 06 – 794 2644 Hostel Management Office (PPE) 06 – 794 2681 Post Security PPE Hostel 06 – 794 2659 Campus 06 – 794 2658 Nilai Police Station 06 – 799 4010 Bomba Nilai 06 – 794 0052 Seremban General Hospital (Emergency Unit) 06 – 768 4000

20.0 EXTENSION OF TENURE (refer procedure - page 35)

21.0 EMERGENCIES CONTACT PERSONS



22.1 The Hostel Management reserves the right to revise the Rules and Regulations from time to

time. Students will be informed of any changes in the form of memorandum and notices on the Notice Boards.

22.2 A student residing in any of the hostel under the purview of this institution is governed by the rules and regulations herein mentioned.

22.3 Students found breaking any hostel rules at any of the hostel (s) under the purview of this institution are liable to be evicted from the hostel and can also be expelled from the institution within 24 hours.

23.1 A maximum fine of RM50.00 will be imposed for each offense. If a students is deliberately damaging an item or fixture within the room, then he or she will be charged accordingly. Refer to clause 25

23.2 Any explanation or appeal regarding compound, is to be forwarded to Hostel Management within 14 days from the date of the notification

23.3 Strictly no appeal for the listed offenses:

NO TYPE OF OFFENCE OFFENCE NO

1 Unauthorized electrical appliances 20

2 Illegal electrical appliances 21

3 Loss of room key 27

23.4 List of Compoundable offences:

HOSTEL RULES AND REGULATION

1) Smoking, drugs and drinking

2) Gambling

3) Ragging

4) Correspondence with Senior Officer / Corporate personnel

5) Failure to display Matric card

6) Beauty Contest

7) Dress code, Attire and Personal Cleanliness

8) Criminal offence under civil or syariah Law

22.0 REVISION OF RULES AND REGULATIONS

23.0 HOSTEL COMPOUNDABLE OFFENCES



9) Graffiti

10) Failure to conserve energy (electricity or water)

11) Illegal exchange of rooms / unit

12) Squatting

13) Collaborate in squatting

14) Dirty room /compartment

15) Dirty common area /kitchen /hall

16) Dirty/ stuck toilet bowl

17) Trash not removed

18) Rearrange of room furniture without permission

19) Removing room furniture without permission

20) Unauthorized electrical appliances

21) Illegal electrical appliances

22) Unauthorized posters and notices

23) Make noise and disturbing the peace and tranquility in a hostel

24) Visitors in room/unit

25) Vandalism on hostel facilities. Misuse / missing hostel facilities

26) Failure to surrender key

27) Loss of house key (each)

28) Failure to Register Hostel

29) Failure to evacuate the room during vacation

30) Stay in during vacation without permission

31) Live off-campus without informing Hostel Unit

32) Come back to the hostel after 12.00a.m

33) Absent from hostel after 12.00 midnight

34) Cooking

35) Keeping animals/pets in a hostel

36) Hanging clothes at inappropriate place

37) Organize social activities in hostel block/ compound without permission

38) Owned pornographic material (magazine/ toys/ etc.) whether in hard copy or soft copy

39) Park vehicle ina restricted area

40) Block / stopping staffs from doing work

41) Commit acts of self harm / attempting suicide



Compound no

Offenses Notes

9 Graffiti Students are not allowed to post any pictures/ wallpaper or notices on the wall/window or anywhere in the room

10 Failure to conserve energy Light, fan and other electrical appliances should be switched off whenever students are not in the rooms

11 Illegal exchange of room/ unit Students are not allowed to exchange their room/unit without prior permission in writing given by Hostel unit

12 Squatting Students are not allowed to sleep in another room

13 Collaborate in squatting

Students are not allowed to bring visitors/ friends/ to sleep over/ to keep others belonging in his/her room or ignorance of roommates to bring outsiders to sleep over his/her, is also guilty of the same offense

14 Dirty room/ compartment Students' room/compartment should be clean and tidy, even when he/she leaves the room for class/vacation or change room/unit

15 Dirty common area/ kitchen/ hall Students' house, hall and kitchen should be clean and tidy, even when he/she leaves the room for vacation or change room/unit

16 Dirty / stuck toilet bowl Always clean the toilet

17 Trash not removed Trash have to remove at specific area (Dustbin provided)

18 Re-arrange of room furniture without permission

All furniture in his/her room should not be re-arranged

19 Removing of room furniture without permission

All furniture in his/her room should not be brought out from his/her room

20 Unauthorized electrical appliances

Allowable electrical items but have not been registered at the Hostel Office

21 Illegal electrical appliances Any item which is illegal, including fridge/ rice cooker/ TV/ big radio/washing machine and etc. – Please refer to Hostel office

24.0 EXPLANATION OF OFFENCES



Compound no

Offences Notes

22 Unauthorized poster and notices It is not allowed to paste any notice/ poster (including short/ small notes/calendar)

23 Make noise and disturbing the peace and tranquility in a hostel

Students are not allowed to make any noise activity that will disturb other roommates or block (including on radio/ computer loudly or bringing friends and make noises)

24 Visitor in the room/unit Students are not allowed to bring visitors (including relatives) in his/her room

25 Vandalism on college residents. Misuse/ missing facilities

Any defect to furniture or facilities (provided by hostel) done by the students

26 Failure to surrender key Every end of the semester or before going clinical posting, students need to check out and return the key at Hostel office

27 Loss of House key (each) No appeal for this offense

28 Failure to register hostel Did not check-in hostel

28 Failure to evacuate the room during vacation

During the semester vacation

30 Stay in during vacation without permission

During every semester, students who wish the Hostel need to apply Live In During Vacation (LIDV) at the Hostel office

31 Live off campus without informing Hostel unit

Students who wish to stay out from campus need to apply for Live off Hostel (LOH)

32 Come back later to the hostel after 12.00a.m

Students must be in their respective hostel unit by 12.00 am every night

33 Absent from the Hostel after 12.00a.m

A resident student shall not, after midnight, remain outside hostel except with permission. Students are required to apply an application for came back late after 12.00 am at the Hostel office.

34 Cooking Includes having any cooking item, or cooking appliances



Compound no

Offences Notes

35 Keeping animals/ pets in Hostel Including fish/cats/hamsters and any animals categorized as pets

36 Hanging clothes at inappropriate place

Students are only allowed to hang clothes including scarf/towel/”Telekung” only in your locker or your own portable clothes hanger

37 Organize social activities in hostel block/compound without permission

Any program that had been approved by management should inform to Hostel unit

38 Owned pornographic material

Owned pornographic material (magazine/ toys/ etc.) whether in hard copy or soft copy

39 Park vehicle on restriction area

40 Block / stopping staffs from doing work

41 Commit acts of self harm / attempting suicide



NO ITEM FINE (RM)

1 Bed As per bill

2 Mattress As per bill

3 Study Table As per bill

4 Chair As per bill

5 Curtain As per bill

6 Book Shelf/ rack As per bill

7 Wardrobe As per bill

8 Window As per bill

9 Mirror As per bill

10 Towel Holder As per bill

10 Door lock – Entrance (Main) As per bill

11 Door lock – Room As per bill

12 Light As per bill

13 Shower Rose As per bill

14 Air-Conditioners As per bill

15 Air-Conditioner remote control As per bill

16 Ceiling Fan As per bill

17 Shoe Rack As per bill

18 Other repairs/losts As per bill

25.0 LIST OF ITEMS IN ROOM AND COST OF REPLACEMENT OR LOSS



PROCESS FLOW

(Check In Hostel) (Check Out Hostel)

Check-in hostel on

Saturday/Sunday

Saturday: after 5pm Sunday: after 12pm

Key taken (only one key

per unit provided)

Check name list provided by

Hostel Supervisor at guard Level

2 (Female Hostel)

Submit completed form at Hostel Office

Finish

Within a week after check in hostel,

each student need to:

1) Fill up check in form at Hostel

Office (unit 207)

2) Collect unit key

Student will be informed and

reminded at least two weeks before

they check out from hostel

Student transfer their packed

belongings (maximum 3 bags/

person) to the available store room.

Student check out hostel with their

personal belongings on the specified

check out date

Last check out: Saturday (5pm)

Student returns their unit key to

security guard and record it on a

specific book record

Penalty RM20:

1) Loss key

2) Not return the key

Not return the

unit key

CHECK IN AND CHECK OUT HOSTEL

26.0 STANDARD OF PROCEDURE HOSTEL – PROCESS FLOW



PROCESS FLOW

APPLICATION TO COME BACK LATE FORM

(AFTER 12.00 AM)

Without permission With permission

Come back to hostel

after 12.00 am

Write name at security

post according

identification card

Submit to Hostel Supervisor

an explanation letter with

supporting documents for

clarifying

Fill-up application form from

DSA before the specific date to

come back late

Hand over the permission form to

post guard before enter the hostel

Hand over student’s matrix card to

post guard before enter the hostel

Got warning letter from Hostel

Supervisor (maximum 3 offense)

Finish



PROCESS FLOW

APPLICATION TO GO OUT FROM HOSTEL AFTER 12.00 AM

Fill up Permission Form to go out from

hostel after 12.00 am at DSA before the

specific date of the event

Submit the completed form,

and get an approval from

Hostel Supervisor

Hand over the approved

permission form to the post

guard before go out from

hostel

Finish



PROCESS FLOW

APPLICATION TO LEAVE OFF HOSTEL (LOH)

Complete Document

Student request with letter and get

recommendation from

Coordinator/Lecturer in-charge

Fill-up form

Submit to

Management for

approval

Attach with required documents

Reply letter to:

1. File (KPJUC/HOSTEL/LOH)

2. Student Personal File

3. Programme Coordinator

4. Parents

5. Nurse instructor (Hospital)

Student submit requisition to

Hostel Supervisor

Document not

complete

Finish



PROCESS FLOW

APPLICATION TO LIVE IN DURING VACATION (LIDV)

Student fills up

form from DSA

Student submit the completed

application form to Hostel

Supervisor for approval

Hostel Supervisor inform students

the unit number and hostel

Student stays at hostel arranged by

the Hostel Supervisor

Finish



PROCESS FLOW

MAINTENANCE COMPLAINT FORM

Students identify the problem and specify

details

Students fill up the Maintenance Form from

DSA or guard (Level 2)

Student submit completed form at Hostel

Office/Guard (level 2)/ DSA

Finish



PROCESS FLOW

CONFISCATED UNREGISTERED ITEMS / APPLIANCES

Claim

The confiscated item / appliance is

labelled with:

1) Type of item/appliance

2) Specific date and day it is

taken

3) Student’s program and cohort

Student fill up Disciplinary Form and

pay the fine as RM50 per

item/appliance

Student is allowed to take back the

confiscated item/appliance with

warning to bring it back home

Student’s unregistered

item(s) / appliance(s) is

confiscated by Hostel Unit

and stored in Hostel Office

Finish

Collected fine is located

under ‘Student Activity

Fund’ (TKP – Tabung

Kegiatan Pelajar)

Confiscated item will be

disposed maximum 3

years after it is confiscated Not claim



PROCESS FLOW

HOSTEL DISCIPLINARY REPORT PROCESS

Major case Minor case

Hostel Supervisor receives the

report

The student(s) involved with the

misconduct of hostel disciplinary

will be summoned to the Hostel

Office by Hostel Supervisor

The student’s case will be settled

through Disciplinary Inquiry (DI)

The student fills out the Hostel

Disciplinary Form

The completed Hostel Disciplinary

Form is recorded and kept into

student’s personal file

A proper action will be taken based

on the type of student’s misconduct



PROCESS FLOW

INCIDENT REPORT PROCESS

Hostel supervisor receives report

from student

Student fills out the details of the

incident in the Incident Report Form

at Hostel Office

Hostel Supervisor noted the

incident, and report to Head of

Department Student Affairs

Hostel Supervisor takes a proper

investigation over the incident

reported

Case is handled fully by the

Hostel Supervisor

Case cannot be settled by the Hostel

Supervisor

Case incident will be reported and

fully pass to police.

Police take a proper investigation

and action

Case close

Case close



PROCESS FLOW

APPLICATION TO REGISTER ELECTRICAL APPLIANCES

Student fill-up

form from DSA

Student identifies the type of

appliances applied either there are

charges or not:

1. Kettle (automatic)

2. Iron

3. Laptop

4. Stand Fan - RM10 charge

5. Printer - RM10 charge

Student submit the completed register

form with the fee charge(s) (if applicable)

Finish

Student collect the applied sticker once it

is ready by the Hostel Supervisor, and

paste it onto the appliance(s).



PROCESS FLOW

STORAGE SERVICE FLOW (FEMALE HOSTEL)

(Keep in belongings) (Take out belongings)

Students bring all their packed

belongings (maximum 3 bags/

student) in front of Storage Room

(208, Level 2)

Students write their details

information in specific Storage

Record Book at Hostel Office (207)

Students take maximum 3 storage

stickers and paste it on their

belonging as a tag

Hostel Supervisor opens the Storage

Room, and make sure the students

gather their belongings according to

their program and cohort

Storage Service operation:

Day: Monday, Thursday, Friday

Time: 2.30pm until 5.30pm

Students come to Hostel Office

(207) and check their details written

in the Storage Record Book.

Students take out all their

belongings from the Storage Room

Hostel Supervisor opens the Storage

Room

Students write the date taken and

sign at the Storage Record Book.

Hostel Supervisor close the Storage

Room

Hostel Supervisor close the Storage

Room

Finish

Finish



PROCESS FLOW

RETURN UNIT KEY PROCESS

Student check out from their unit

Student fills out their details into

specific book record before

returning the key

Student returns the unit key to

security guard (level 2)

Penalty RM20:

1) Loss key

2) Not return the key

Not return the unit key

Finish



PROCESS FLOW

REGISTRATION VEHICLE STICKER PERMITS

Students take and fill up the

Registration Vehicle Form from Student

Affairs Department

Students prepare and submit the form and

documents required to Student Affairs

Department:

1) Copy of Identification card

2) Copy of Driver’s License

3) Copy of the grant

4) Consent letter from parents /

guardian

5) Copy of vehicle sticker payment

Students make the sticker payments of

RM5 to the Finance Department

Students collect the vehicle sticker

maximum 3 days after the application at the

Hostel Office.

Finish



PROCESS FLOW

APPLICATION FOR ACCOMMODATION HOSTEL

(2ND YEAR BACHELOR STUDENTS)

Selected to stay hostel Do not selected to stay hostel

A memorandum will be released by Hostel

Supervisor. The application can be applied

based on intake batch:

February intake: December

September intake: June

Student submits the required

documents to Hostel Supervisor:

1) Application Form

2) Copy of latest CGPA

3) Student Record Activity Book

Student takes and fills up the

application form from Student

Affairs Department.

A result of one year hostel’s accommodation will

be announced by Hostel Supervisor based on

batch application:

February intake: January

September intake: August

Steps to be followed:

1) Student makes a Hostel’s Accommodation Payment

to Finance Department at least TWO (2) WEEKS before

check in hostel.

2) Student submits a copy of payment slip (by

semester) to the Hostel Supervisor on the first week

after checked in hostel for hostel record.

** One semester = 6 months

1) Student is advised to find other

accommodation for their new one year

studies.

2) Student is allowed to reapply the

application for hostel’s accommodation

on the next year of study.



For office use ACKNOWLEDGEMENT Name :

NRIC/Passport :

Programme :

Group/Cohort :

Unit No. :

Room No. :

I confirm that I have read the contents of this handbook and acknowledge that I agree to abide with

the Hostel Rules and Regulations. I fully understand and agree that disciplinary action can be taken

against me if I fail to observe the rules and regulations

Signature of student: Date:

I hereby acknowledge one (1) room key and one (1) entrance door key has been given to me and

that I shall be responsible for the proper use of them as per governed by the Hostel Rules and

Regulation


26.0 ACKNOWLEDGEMENT – UNDER TAKING



ACKNOWLEDGEMENT Name :

NRIC/Passport :

Programme :

Group/Cohort :

Unit No. :

Room No. :

I, ___________________________________ have checked the items in my room, room no. _____ as

per listing and found them to be in good condition, working order and clean. During my stay here,

my roommates and I shall be collectively responsible for the proper use of them. Whoever,

individually or jointly damage, break or lose any of the items negligently or willfully will have to bear

the cost of repair or replacement. As for the items in my room allocated for my personal use, I shall

be solely responsible for their proper use. I undertake to report immediately to Residential Office

any item/s found to be faulty or missing when I check in.


Documents

KPJ HEALTHCARE UNIVERSITY COLLEGE · 2019. 9. 18. · equipped with mounted fan, double decker bed and single bed, mattress, study table and chair and wardrobe. We emphasize on clean,