I. Institute Hostel Management
The institute hostel management consists of
1. Chief Warden of all the Hostels
2. Warden Incharge Boys’ Hostel of all the boys hostels
3. Warden Incharge Girls’ Hostel of all the girls hostels
4. Warden-I & Warden-II of the respective hostel
1. Hostels function under the administrative control of the Chief Warden. There is one Warden Incharge Boys’ Hostel of all the boys’ hostels and one Warden Incharge Girls’ Hostel of all the girls’ hostels. Both the Warden Incharges act under the supervision and directions of the Chief Warden. There are two or more Wardens in each hostel designated as Warden-I and Warden-II. All the Wardens act under the supervision of the Warden Incharge Boys’ or Warden Incharge Girls’ Hostel respectively for the boys and girls Hostels. The policy framework/decisions regarding hostels is decided by the Chief Warden/Warden Incharges in consultation with the Director. Hostel Policies are implemented by the Chief Warden, Warden Incharges and Wardens. The decisions of Chief Warden and Warden Incharge in their respective jurisdictions are final.
2. Each hostel has a “Hostel Management Committee (HMC)” of following structure:
1. Warden Incharge Boys’ or Girls’ Hostel - Chairman
2. Warden-I - Convenor
3. Warden-II - Member
4. Care Taker - Member
5. Hostel President (Student) - Member
6. Hostel Secretary (Student) - Member
The hostel President and Secretary should be appointed by the Hostel Wardens through interview after inviting applications. In addition, Wardens can also appoint 3-5 hostel student representatives to help them in hostel administrations. The notification of hostel president, secretary and representatives with a copy to concerned Warden Incharge must be made within 15-days of the start of the academic session.
3. Each hostel is managed by Care Taker who is available in the hostel in normal working hours. He may be asked by Warden Incharge/Warden to report in the hostel at any time in special situations.
II. Admissions
1. Only regular registered students of the Motilal Nehru National Institute of Technology, Allahabad are admitted to stay in the MNNIT hostels.
2. The allotment of rooms will be made by the “Hostel Allotment Committee” based on the preference received by the student and policy of the hostel administration. The structure of the committee consist of
Chief Warden – Chairman
Warden Incharge – Convener
Warden-I– Member
The committee has the final authority to take the decision on allotment of the room and the hostel. The student has no-right to claim on the allotment of the particular room or hostel.
3. Normally change of rooms is not allowed. For special circumstances student can approach to Chief Warden for change of room with proper reason.
5. After allotment of hostel, a student will report to the Care Taker of allotted hostel and take possession of room after filling the hostel form on the day of registration.
6. Admission and continued stay in the hostel depend upon the academic performance, good behaviour and conduct of the student.
7. The student should normally stay in the allotted room for one complete year. Change in rooms in mid-semester is not possible.
8. The hostellers with chronic medical problems will be asked to vacate the room immediately as personal medical care by parent / guardian will be necessary.
9. The hostel admission shall stand cancelled for the students who are declared ex-students upon declaration of results and they will have to vacate the hostel rooms immediately after the results are declared. Fresh allotment of rooms to such students depends upon the policy decided by the Hostel Allotment Committee for the particular session.
10. Academic deficient (ACD) student has no priority in the hostel allotment. He may be asked by the Hostel Allotment Committee to vacate the room with immediate effect. Allotment/continuation of hostel room to these students depends upon the policy decided by the Hostel Allotment Committee for the particular session.
11. If a student is expelled from the hostel/institute for any reason he/she should immediately vacate the hostel on the day of expulsion. His/her continuance in the hostel will be treated as unauthorised occupation.
12. Continuation of stay of a student in the hostel is subject to the discretion of the hostel administration.
13. All the admission to the hostels is subject to the submission of the undertaking signed by the applicant as well as the father/mother/guardian of the applicant.
14. Students residing in Allahabad and in the nearby vicinity may not stand in priority for admission to the hostels.
15. Any student wants to reside outside the Institute Hostel or not allotted hostel on any ground, he/she should register as Day Scholar and he is required to fill day scholar form available in the office of Warden Delegacy.
16. Any student withdrawing from the hostel will hand over the possession of room to Caretaker and seek clearance certificate from the concerned Warden. At the end of even semester a student shall vacate his/her room and hand over the charge of the room to the Care Taker of the hostel.
III. Hostel Rules
Hostel accommodation is provided with the understanding that the resident student will strictly abide by the Hostel Rules currently in force or as may be enforced from time to time. Accommodation in the Hostel cannot be claimed as a matter of right. The Institute Administration may refuse accommodation to any student who is known to have grossly violated the Hostel Rules or whose presence is likely to disturb the peace and tranquility of the hostel. Violation of hostel rules will make the student liable to disciplinary action including permanent expulsion from the hostels. Students must remember that hostel is home of the student in the campus and therefore, he/she should behave on the campus as well as outside in such a manner as to bring credit to him/her and to the Institution. A student once admitted in the hostel, will continue to be a hostel inmate throughout the year unless otherwise debarred from the hostel on disciplinary grounds and he/she will have to pay the room rent for both the terms. Every student must be acquainted with all the rules and regulations of the Hostel. He/She must observe them strictly. Ignorance of rules will not be considered as an excuse.
1. Every student should stay in the room allotted to him/her. Mutual exchange of rooms after final allotment is not allowed. However, only the Warden Incharge/Chief Warden may allow for the same as a special case on valid and reasonable ground. Violation of this rule will be considered an act of gross misconduct and entail appropriate disciplinary action including imposition of heavy fine and expulsion from Hostel.
2. Boarders must look up the Hostel Notice Board regularly. The Warden team member or any authorized member of the Institute staff can inspect the room of any student in the hostel at any time. Hostel inmates are supposed to keep I-cards with them and must present the same to any hostel or institute authority whenever asked for. Students must always carry their Identity Cards with them.
3. In case of any problem the student should report the matter to the Warden of the concerned hostel. In next step he/she can approach to the Warden Incharge (Boys’ or Girls’ Hostel) and then to the Chief Warden or Dean Student Welfare. If he is still not satisfied, then only he should approach to the Director of the institute. No Boarders should see the Director for ordinary matters directly.
4. All cases of illness should be reported to the Medical-Officer of the institute through concerned Warden.
5. No student should keep any fire-arms, lethal weapons, poisonous things or intoxicants of any kind in the Hostel. Students must not take law into their own hands, but must report all disputes to the hostel Warden. All kinds of shouting, fighting, gambling, stealing, violet knocking, maltreating or abusing are strictly prohibited. In such cases offender will be handed over to Police immediately.
6. The boarder shall have to vacate accommodation as and when asked for. All the boarders shall vacate the hostel rooms before they leave for the summer vacation so that annual repairs and white washing are carried out. All the hostel articles issued to the students must be returned to the caretaker before the students leave their rooms. They will be responsible for any loss.
7. No boarder is allowed to engage a private servant or pet animals.
8. Students shall not remain absent from their hostels during night without the prior permission of the Warden.
9. Hostel students shall not leave the campus without prior permission of the Warden. They shall have to apply in prescribed form in advance stating the reason for leaving and the address of destination. Hostel student who leave hostel without the permission from the concerned Warden shall be deemed to be missing and Parent/Guardian/Police authorities may be intimated in consultation with the Chief Warden and the Director.
10. The inmates of the hostel will not leave the hostel premises on holidays for the purpose of excursion or picnic. Prior permission of the Warden Incharge/Chief Warden has to be obtained for going for any picnic or excursion. However for any eventuality that may occur during picnic/excursion, the responsibility does not lie with the Institute authorities.
11. Hostel inmates are supposed to take care of their health themselves. Student suffering from infectious disease has to leave for medical treatment to proper clinic/hospital or isolated place.
12. Formation of association of students on the basis of regions, caste or creed is not permitted, during their stay in the hostels. If found students of such group may be rustication from Hostel.
13. Room furnitures and electric fittings are required to be maintained by the inmates in good condition. At the time of allotment of room and leaving the hostel for the summer vacation, every student must take-over and hand-over, respectively, the hostel property carefully. Students should invariably vacate the hostel during summer vacation.
14. In case of damage to any part of the hostel buildings, furniture, apparatus or other property of the institute, caused by inmates of the hostel, the loss shall be recovered from the persons identified as responsible for such damage. However, if the persons causing damage cannot be identified, the cost of repairing the same as may be assessed will be distributed equally amongst all the inmates of the hostel or group of inmates of the hostel found responsible for the damage.
15. Students should lock their room properly when they go out for bath, food etc. Each roommate must keep a key of the door lock of his/her room in case of double / triple/four seated accommodations. They are also advised to keep their rooms, boxes, suitcases, cupboards, etc., securely locked with good quality locks.
16.The students themselves are personally responsible to safeguard their belongings. Any theft of Laptop, mobile phone, computer, purse, calculator, wristwatch, wallet or any other valuable item is the sole responsibility of the student.
17. Students, in their own interest, are advised not to keep excess cash or any valuables in their hostel rooms. They are cautioned to be very careful about safety of their belongings. They should close their rooms securely when they leave the room even for short periods or when they are sleeping. Institute shall not be responsible for the loss of such items due to theft or otherwise. However, in the case of theft, the matter should be immediately reported to the concerned Warden/Warden Incharge and Chief Security Officer (CSO) of the Institute.
18. Students should take treatment in the Institute dispensary between 8AM to 6PM when they are sick. For emergency, between 6PM to 8AM they should contact the medical officer of the institute at his residence in the colony campus. The Institute doctor and the concerned hostel Wardens will decide further course of treatment. Students are advised to take treatment at the nearest clinic and inform about it to the authorities immediately in case of emergency occurring outside the Institute campus.
19. In case of need for hospitalization, student should inform his/her parents/guardian. The parents/guardians are required to communicate to the concerned Warden Incharge/Warden in this regard.
20. Penalty for violation of hostel rules will be decided by the hostel authorities considering the severity of the offense/violation of rules/act of indiscipline. Fine/penalty amount may be deducted from the hostel deposit. In such cases he/she will not be considered in merit for the next hostel admission.
21. Students are prohibited from giving shelter to any other student/outsider in the rooms. In case of any unauthorized shelter, the student will be liable to disciplinary action.
22. Resident students are not permitted to invite any outside person to address any meeting in the hostel without written permission of the Chief Warden/Dean (Student Welfare)/ Director.
23. Light must be switched off when not in use. The use of electric heater, electric rod and other similar appliances are prohibited. Boarders are warned against tempering with electric installation and for all electric repairs the electrician should be called in.
24. Male students are strictly forbidden from entering the Girls' Hostel and female students from entering Boy’s Hostel.
25. Students are strictly prohibited from consuming alcoholic drinks, drugs, cigarettes, tobacco products or any other intoxicants or any form of smoking, inside the hostel or to enter the hostel after consuming the same. Any student found consuming such thing or in a drunken state in the hostel will render himself liable for strict disciplinary action, including expulsion/rustication from Hostel/Institute.
26. Any form of creating sound pollution including paying music loudly is not allowed. Student has to take prior permission in case he wants to celebrate any party in his room. Any celebration without permission will be treated as illegal and any action may be initiated against him.
27. Students are not allowed to play outdoor games such as cricket, football, volleyball, badminton etc. in the inter lawn, wings, galleries, or any other place in the premises of the hostel.
28. Students are prohibited from screening/ keeping obscene literature/ video films in the possession. Any violation in this regard will result disciplinary action.
29. In case of any health problem students are advised to contact institute dispensary first. However, if the institute doctor refers to other Hospital or Nursing home, the expenditure on his treatment will be borne by the student himself. Institute will not be responsible for any expenditure. However the Wardens will help in getting the right treatment and any other logistic help from the institute.
30. Students are advised to report in-writing regarding any civil or electrical maintenance problem to the Care Taker of the respective hostel in the Hostel Maintenance register kept in the Hostel Office and get the complaint number. Please refer to this complaint number for any follow up action or reminder.
31. Hostel closing time for senior boys’ (UG): 8:30 PM for all days.
32. Visiting Hours: 12.00 noon to 2.00 p.m. and 4.00 p.m. to 6.00 p.m. No female visitor is allowed to enter the Boys' Hostel without prior permission of the Warden Incharge Boys’ Hostel.
IV. Additional Rules for Girls' Hostel
1. Closing time: 8:30 PM for all days. Disciplinary action may be taken if a girl student returns to the hostel after 8:30 PM without prior permission. She has to submit her institute identity card (I-card) to the security guard of the respective hostel after which only she will be allowed to enter into the hostel.
2. Visiting Hours: 12.00 noon to 2.00 p.m. and 4.00 p.m. to 6.00 p.m. No male visitor is allowed to enter the Girls' Hostel without prior permission of the Warden Incharge Girls’ Hostel.
3. The girl students must make entry in the "In/Out Register" kept in the Girls' Hostel.
V. Additional Rules for First year Students (both for boys and girls)
1. Closing time: 8:30 PM for all days. The student has to take permission from the respective hostel warden only after which he may be allowed to enter into the hostel.
2. Visiting Hours: 12.00 noon to 2.00 p.m. and 4.00 p.m. to 6.00 p.m. No visitor is allowed to enter in the Hostel without prior permission of the Warden of the concerned Hostel.
3. The first year student must make entry in the "In/Out Register" kept in the Hostel.
4. No student is allowed to leave the hostel premises without prior permission of the hostel warden. He/she has to apply in the hostel office in a prescribed format one-day in advance of his date of departure for taking the permission to leave the hostel.
5. Students will only be allowed to go home or other places if he is permitted by the Hostel Warden and his parent or local guardian personally come and given their consent to take the student.
6. First year students are advised not to close their room with inside lock during day time.
7. Students are not allowed to go on terrace or roof top of the hostel.
8. Any damage to the hostel property will be recovered as described in the section Damages and Recovery to follow. In addition strict disciplinary action may be imposed on him including expulsion from the hostel.
9. Students are advised to file complaint of any problem in the prescribed compliant register kept in the Hostel office.
10. In case of any health problem students are advised to approach Medical Officer of the institute or Doctor on duty, immediately.
11. They are advised to contact Hostel Warden or faculty member on duty for any kind of help.
VI. Mess Rules
1. Every student residing in the hostel must join the mess attached and take the meal in the allocated space for the mess.
2. Student has to pay the requisite mess fee in the hostel as a part of academic registration at the start of new semester, in case he wants to reside in the hostel. Exemption of mess fee on any ground is not allowed.
3. There will be a “Mess Management Committee (MMC)” in each mess of the hostel.
1. Warden-I: Chairman
2. Warden-II: Vice-Chairman
3. Mess Secretary (Student) - Conven
4. Mess Manager (Student) - Member
5. Student Representatives (3-5)- Members
The Mess Secretary, Mess Manager and Student Representatives, should be appointed by the Hostel Wardens through interview after inviting applications. The notification of mess secretary, manager and representatives with a copy to concerned Warden Incharge must be made within 15-days of the start of the academic session. The committee, if wants to introduce anything new should send its recommendations to the concerned Warden Incharge (Boys’ or Girls’) who will decide the matter in view of maintaining uniformity in all the hostels.
4. The committee be formal committee of students like mess secretary, House secretary etc to communicate problem to wardens. However, Committee cannot introduce any new things without prior permission of warden.
5. No student is allowed to take meal or utensils to their rooms. Heavy penalty will be imposed if this rule is violated. Only under special circumstances such as severe illness with the permission by the hostel warden, the student may be allowed to take food in his room.
6. Student if not taking food, will not be given exceptional treatment (like giving extra milk, fruits etc.) in lieu of paying mess bill.
7. Individual cooking is not permitted. They are not allowed to cook anything in their rooms.
8. Every inmate of the hostel shall pay the mess bill and other charges and the same will be deducted from their mess fee deposit.
9. Student has to deposit any additional mess fee in case of short of amount during the semester as per notified schedule, failing which fine will be imposed as decided by the hostel authority.
10. The approved rules regarding mess rebate will be applicable to all the inmates of the hostel.
11. Mess exemption on medical ground under extraordinary situation will be allowed with payment of service charge as decided by the hostel authority.
12. Whenever a student is applying for rebate on medical grounds, he/she must submit a copy of medical certificate by the Medical Officer of the Institute or by the external doctor, if it is advised so by the institute doctor.
13. There will fixed slot for breakfast, lunch and dinner as notified in the hostel mess. No student can force mess staff or hostel management committee for food after allotted time slot. Any extension in timing is permissible with prior approval/notification of the Warden/Warden Incharge/Chief Warden on account of Institute function etc.
VII. Guests
1. Guests are not permitted to stay overnight in the room of the students.
2. The student must get permission for keeping his/her guest in the guest room of the Hostel from the concerned Warden.
3. Executive Development Center (EDC) facility for one/two days stay may be obtained from O/C EDC through the concerned Warden.
4. Female guests are not permitted to stay in the Boys’ Hostel. Likewise Male guests are not allowed to stay in the girls’ hostel. A boarder keeping a guest without permission is liable to disciplinary action.
VIII. Damages and Recovery
1. Rough handling of dining hall furniture, room furniture or any furniture / property or fittings of the hostel is strictly forbidden.
2. The cost of damages will be recovered in the following manner:
· If any individual or group is identified to have caused the damage, double the cost will be recovered from him/her/group.
· If damage is done in anyone of the rooms and the person(s) is / are not identified then double the cost will be recovered from the room-mates collectively.
· If a damage is done outside the rooms i.e., in common places like corridors, bathrooms, recreation halls, mess etc., and the person(s) is/ are not identified, then double the cost will be recovered, floor wise or block wise or on the whole, as the case may be. Repetition of damage to the hostel property will result in expulsion from the hostel.
IX. Hostel in Summer Vacation
1. All students will vacate their rooms before proceeding on summer vacation on or before schedule date as notified.
2. A separate clock room will be made available to keep their belongings while proceeding on vacation. Personal belongings should be placed inside locked suitcases, trunks/boxes and should bear complete details. The items kept inside the room are to be entered in the note book kept by the Care Taker of the hostel.
3. Students who have kept their belongings in the cloak room should positively report on the day of registration and move to their new allotted rooms. Students who come late will not be entertained for any loss of property and will be penalized.
4. Students who have vacated should not enter the hostel without prior permission from hostel authorities.
5. Any student desirous of room in summer hostel during the vacation must seek prior permission of Chief Warden.
X. Disciplinary Actions
The institute has proctorial board to deal with all types of disciplinary actions on the students. However hostel wardens can impose following preliminary punishment for early action on any act of indiscipline in the hostel.
1. Respective hostel wardens of the student can issue warning and/or impose fine upto Rs. 500/- as recommended by the warden committee of the hostel. A copy of such punishment must be notified in the hostel notice board with a copy to respective Warden Incharge, Chief Warden, Chief Proctor, Head of the Department of the concerned student and his parents for information and further necessary action. Such fine must be deposited by the student in the concerned hostel account within 15-days of the notifications.
2. A Warden of the hostel can forward the case of indiscipline with his recommendations to the concerned Warden Incharge, or Warden-I can call hostel management committee (HMC) meeting under the chairmanship of the Warden Incharge for decisions on the act of indiscipline. The Warden Incharge can issue warning and/or impose fine upto Rs. 2000/- as recommended by the Warden or as per decision of the HMC. A copy of such punishment must be notified in the hostel notice board with a copy to the respective Hostel Wardens, Chief Warden, Chief Proctor, Head of the Department of the concerned student and his parents for information and further necessary action. Such fine must be deposited by the student in the concerned hostel account within 15-days of the notifications.
3. Chief Warden on recommendations of the Warden/Warden Incharge, can temporarily suspend a student from the hostel for a limited period of time.
4. If the gravity of the indiscipline is high and Wardens feels the matter to be decided at the higher level in the larger interests of the students and institute, it should be referred to the Chief Warden/Chief Proctor through concerned Warden Incharge for necessary action.
XI. Anti-Ragging rules
Ragging in any form is a cognizable offence and severely punishable as per the Supreme Court directives leading to expulsion from the Hostel and the disciplinary action may culminate in his/her expulsion from the Institute as well. The Institute administration may report incidents of ragging to the Police for taking appropriate action under the law.
UGC Regulations on Curbing the Menace of Ragging in Higher Educational Institutions, 2009
A. What Constitutes Ragging – Ragging constitutes one or more of any of the following acts :
1. Any conduct by any student or students by words spoken or written or by an act which has the effect of teasing, treating or handling with rudeness a fresher or any other student;
2. Indulging in rowdy or indiscipline activities by any student or students which causes or is likely to cause annoyance, hardship, physical or psychological harm or to raise fear or apprehension thereof in any fresher or any other student;
3. Asking any student to do any at which such student will not in the ordinary course do and which has the effect of causing or generation a sense of shame, or torment embarrassment so as to adversely affect the physique or psyche of such fresher or any other student;
4. Any act by a senior student that prevents, disrupts or disturbs the regular academic activity of any other student or a fresher;
5. Exploiting the services of a fresher or any other student for completing the academic tasks assigned to an individual or a group of students;
6. Any act of financial extortion or forceful expenditure burden put on a fresher or any other student by students;
7. Any act of physical abuse including all variants of it: sexual abuse, homosexual assaults, stripping, forcing obscene and lewd acts, gestures, causing bodily harm or any other danger to health or person;
8. Any act or abuse by spoken words, emails, post, public insults which would also include deriving perverted pleasure, vicarious or sadistic thrill from actively or passively participating in the discomfit to fresher or any other student;
9. Any act that affects the mental health and self-confidence of a fresher or any other student with or without an intent to derive a sadistic pleasure or showing off power, authority or superiority by a student over any fresher or any other student.
B. Administrative action if found guilty of Ragging :
1. Suspension from attending classes and academic privileges.
2. Withholding/withdrawing scholarship/fellowship and other benefits.
3. Debarring from appearing in any text/examination or other evaluation process.
4. Withholding results.
5. Debarring from representing the institution in any regional, national or international meet, tournament, youth festival, etc.
6. Suspension/expulsion from the hostel.
7. Cancellation of admission.
8. Rustication from the institution for period ranging from 1 to 4 semesters.
9. Expulsion from the institution and consequent debarring from admission to any other institution for a specified period.
10. Provided that where the persons committing or abetting the act of ragging are not identified, the institution shall resort to collective punishment.
XII. Important Contacts
Director Office: 0532-2271102
Chief Warden Office: 0532-2271170
Registrar Office: 0532-2271104
24x7 Helpline: 8799086713 (Security office)