Hostel management rules,
Abhayapuri College, Abhayapuri
1. Hostel Management Committee:
The internal management of the hostel is carried out in accordance with the prescribed Hostel
Management Rules and Regulations and is looked after by the concerned Warden. To ensure the
smooth and effective functioning of the hostel, a Hostel Management Committee has been
constituted with the following members:
1. President- President of GB
2. Executive President- Mr. Pranjit Kalita, Principal, i/c.
3. Joint Conveners- Mr. Pranjit Kalita, Warden of Boys’ Hostel
Dr. P Devi, Warden of Girls Hostel
4. Members –
1. Dr. R Tiwari, HoD, Department of English,
2. Mr. R. Choudhury, Assistant Professor, Chemistry
3. Dr. G. C Das, Department of English
4. Mrs. S. Devi, HoD, Department of Education
5. Mrs. A. Swargiary, Assistant Professor, Zoology
6. Mrs. N. Ahmed, Assistant Professor, English
7. Dr. P. Hazarika, Assistant Professor, Assamese
8. Invitee Members1. Mr. S C Sarania,
2. Mr. Lalit Rabha
3. Mr. Rudra Pathak
4. Dr. S Pathak,
5. Mr. Jagadish Das
6. Mrs. Dolly Baruah
2. Admission procedure
i) Application for admission to hostels shall be submitted to the office of the
Abhayapuri College in the prescribed application form issued by the college office or
downloaded from the college website. The application must be duly filled in and
signed by the student and countersigned by his/her local guardian and
parent/guardian. A student, if admitted to a hostel, will have to furnish a written
declaration in the prescribed form duly signed by the student and his/her guardian
declaring that the student shall abide by the college rules, hostel rules and the
prescribed code of conducts.
ii) A boarder shall apply for re-admission to the hostel after completion of an Academic
year and the warden will recommend it to the college, if the boarder had a record of
maintaining a good conduct and discipline during his/her stay in the hostel and
provided, he/she had cleared his/her outstanding dues if any in the hostel.
iii) The boarder shall pay all the dues regularly, failing which, the warden may initiate
disciplinary action against him/her as per the rules.
iv) A student shall occupy the seat in the hostel after depositing the prescribed fees
within the date mentioned in the admission prospectus failing of which allotment of
seat shall stand cancelled.
3. Availability of seats:
i) There are 26 seats in boys’ hostel and 50 seats in girls’ hostel.
ii) Seats are distributed among the students of all the years.
4. Allocation of seats
i) The college allots seats to the students of all academic disciplines on the basis of their
merit.
ii) Students from remote and conflict zones may be considered for admission in the hostels
as a special case.
5. How to apply:
i) Hostel admission forms are available in the college office or can be downloaded from
the College website.
ii) Duly filled in admission forms are to be submitted to the office of the college
immediately after completion of the college admission formalities. The college
admission receipt is required to be shown at the time of hostel registration.
iii) Students not registered with the warden will not be considered for hostel admission.
Mere registration does not guarantee admission to the hostel.
iv) The hostel merit list will be displayed in the college website as per the notified
schedule. It is the responsibility of the applicant to track this information. No candidate
will be informed individually.
v) An allotted seat will be held till the date notified and will be released to the next eligible
candidate, wherever there is no response from the first allotted student.
vi) In exceptional cases, Principal’s permission may be sought for holding the seat if a
student becomes unable to report for hostel admission due to convincing reason.
vii) Candidates selected for admission to the hostel must produce the following documents
on the day on admission: -
a) Duly filled application form.
b) Proof of residence.
c) Two copies of the candidate photograph.
d) Photograph of both the parents.
e) One photograph of the local guardian.
Note:- It is essential for parents/local guardian to accompany their wards at the time of
admission.
6. Withdrawal from hostel:
i) Application for withdrawal from the hostel be countersigned by the
father/mother/guardian and submitted to the Principal through the respective hostel
warden. Such application shall be submitted after all hostel dues have been cleared.
ii) Even if the boarder had actually vacated his/her seat, he/she shall have to pay all the
hostel dues including fines, upto the day he/she continues to be on the roll i.e. until
his/her name is formally withdrawn from the hostel register.
7. Rules and registration:
7.1. Leave rules
i) For seeking leave from the hostel, the boarder must apply in the prescribed form. A
boarder must obtain prior written permission from the competent authority before the
proceeding on leave. Girl students are required to obtain the signature of the local
guardian/parents on the leave return form and submit the same to the warden after their return.
ii) Absence from the hostel without prior permission from the warden is to be considered as
an act of gross negligence and misconduct and would be liable for disciplinary action as per
rules.
7.2. General discipline
i) Ragging is strictly prohibited in any form; If someone is found guilty, severe action as
deem fit by the college authority will be taken against him/her.
ii) The latest entry of the student will be 5:30 p.m. (for boys) and 5:00 p.m. (for girls) during
winter days and 7:00 p.m. (for boys) and 6:00 p.m. (for girls) during summer days.
iii) All will report to roll call everyday as per prescribed timings.
iv) No student shall remain absent from the hostel during night, between 7:00 p.m. to 5:00
a.m. unless he/she has obtained night out pass from the hostel warden. Night out pass will
be given on the week-ends only if the request of the boarder has a prior approval of the
parents/guardian.
v) Consuming alcoholic/narcotics drugs or any intoxicating substance in the hostel premises
is strictly prohibited. Violation of this rule will lead to expulsion from the hostel.
vi) Except the regular boarders and employees of the hostel, no person shall be permitted to
stay overnight in the hostel premises.
vii) Boys are not allowed to enter girl’s hostel without due permission.
viii) Students are responsible for the safekeeping of their valuables. Students should get their
own locks for their rooms and should take proper care of their belongings.
ix) Students should handle hostel equipments, furniture and mess property carefully. If
somebody is found to have damaged the hostel property, he/she will be charged fine by
the hostel authority.
x) Students will have to use water and electricity judiciously. If fan/water tap etc. found ON
in the rooms during the absence of the students, fine will be charged against concerned
students by hostel authority.
xi) The hostellers are neither allowed to keep private electrical equipment nor to tamper with
electrical fittings provided in their rooms. Unauthorized possession will lead to
confiscation of the goods.
xii) Garbage and wastage are to be put only at garbage box available in the hostel premises.
xiii) No function or celebration shall be allowed to organize at the hostel premises except with
due permission of the concerned warden.
xiv) Every case of illness and accident in respect to the boarders and employees must be
reported immediately to the hostel authority.
xv) Students suffering from contagious disease will not be allowed to stay at hostel.
xvi) Allotment of rooms, furniture etc. will be entirely at the discretion of the warden and no
complaint in this regard will be entertained.
xvii) Accommodation can be changed by the management if it is found to be necessary at the
point of time.
xviii) Playing music/record player etc. loud enough to cause disturbance to his/her neighbor(s)
is prohibited. Defaulters will be punished and repeated acts will render cancellation of
hostel seat.
xix) Students during their stay in the hostel will be governed by the hostel management rules.
xx) Boarders are expected to dress in an appropriate manner while visiting the dinner hall,
visitors’ room and other common spaces in the hostel or college premises.
xxi) Resident students are advised not to keep valuable items or large sum of money in their
rooms. Hostel authorities will not be responsible for any loss/theft.
8. Rooms:
i) The boarders are responsible for care and maintenance of the room and furniture provided
to them, including looks and latches. Residents are expected to keep their rooms and
surrounding tidy. They are not to disfigure the wall. No additional nails, pictures are to be
fixed on the walls or cupboard.
ii) Any vandalism will be subjected to strict punitive action.
iii) Rooms are subject to check by the warden/discipline in-charge/principal at any time.
iv) Lights and fans should be switched off while leaving the rooms.
v) Residents are expected to maintain silence in the rooms and the corridors. Every student
expected to be in his/her room and maintain silence after 11 p.m.
vi) No cooking or ironing is allowed inside the room. Use of electrical gadgets (such as room
heaters, coolers, etc.) is strictly prohibited.
vii) Boarders should ensure that they do not indulge in any activity in the room that causes
disturbance to other residents.
9. Mess:
i) All boarders of the hostel shall automatically be the members of the respective hostel mess.
ii) Joining the mess is mandatory for all the boarders.
iii) No student other than the boarders of the respective hostel will be allowed to take food as
a guest. In case of emergency written permission will have to be obtained from the
warden.
iv) The warden will select one boarder as the monitor for one year term. Every month a mess
manager will be selected and he/she shall be responsible for overall management of the
mess, canteen stock etc.
v) The mess managers shall perform their duties with highest degrees of honesty, integrity
and commitment.
vi) In case of gross violation of rules and mismanagement of funds by the mess managers,
punishment in the form of fine may be imposed. The warden may also place the matter
before the hostel management committee for appropriate action.
vii) The mess manager shall submit the accounts with all original bills for checking by the
mess members on the last day of every month. In this meeting, the nest manager will be
nominated and the mess dues for the next month will be finalized.
viii) Meals and refreshments shall be served in the dining hall of the hostel during the
scheduled hours as notified from time to time. No meal or refreshments shall be served to
the boarders outside the dining hall except with the permission of warden in case of
illness.
ix) The guest of the boarder may be allowed to take meal in the mess against payment of a
guest charge determined from time to time by the mess committee.
x) Boarders shall not take any hostel utensil out of the dining hall except with the
permission of the warden.
xi) Boarders are to ensure that there is no disturbance in the dining hall.
xii) Boarders are to clean up their places after meals.
xiii) In addition to these rules, the respective hostel mess committee shall frame their own
rules and regulations for proper management of the mess from time to time.
10. Visitor’s room:
i) A visitor room cum security cabin exists.
ii) Residents should not move the furniture out of the visitor’s room to any other place in
the hostel.
11. Common Areas:
i) All common areas including corridors should be kept clean and litter free. Any violation
of this will invite penalty.
12. Medical:
i) In the case of illness of a boarder, the monitor shall inform the warden immediately for
treatment.
ii) A first-aid box containing some emergency medicines is maintained to help the residents
at odd hours.
iii) The hostel is in close proximity of Abhayapuri civil hospital.
iv) If a situation like hospitalization of a boarder arises, then the case will be reported to the
local guardian and his/her parents/guardian. It shall be the duty of the local
guardian/parents/guardian to take care of their wards after getting the information.
13. Guest:
i) No boarder shall keep any guest(s)in the hostel without the written permission of the
warden. The guest can be permitted only if the permission is obtained prior to entering the
guest in the room.
ii) Entering unauthorized guests will lead to severe punishment including expulsion from
the hostel.
14. Visitors:
i) All visitors to the hostels, including parents/guardians will have to record necessary
entries in the visitor’s book available at the hostel entrance with the security guard.
ii) Visitors are to leave their vehicles outside the hostel gate except when they have to
collect or deposit heavy luggage. In the later case, they are requested to register the vehicle
at the college/hostel gate post.
iii) The hostel administration reserves the right to deny entry to any visitor into the hostel
visitors’ room, who fails to prove his/her identity or provide valid reasons for visiting the
hostel.
15. Facilities:
i) A serious ambient of study is maintained in the hostel in study hours.
ii) Healthy and hygienic food is provided to the students.
iii) Portable drinking (aqua guard and filter) water facility is available all the time as well
as electricity.
iv) The hostel has large play ground to play various outdoor games and badminton sets
and carom sets are provided to the students.
v) Newspaper (Assam Tribune and Asomiya Pratidin) and magazines are subscribed
regularly to the hostel.
vi) The hostel organizes various competitions among its boarders and boarders are
encouraged to participate in various events organized by the college.
vii) One monitor and one assistant monitor are selected from the hostel for smooth
running.
viii) Daily attendance of the students is recorded every day by the warden. In absence of
the warden, hostel monitor is assigned for the duty.
16. Activities:
i) The boarders of girls’ hostel bring out their wall magazine annually.
ii) Hostel picnic is arranged annually in winter season each year.
iii) Students actively participate in different programme of NSS and attendant camp of
NSS.
iv) Students are always available and dutiful in the college need.
v) Weekly cleanliness and gardening programme is arranged in the hostel and it is
compulsory for the students to participate.
17. Fee structure:
SI No. HEADS TOTAL
1. Annual fees 2500.00 (Annual)
2. Caution deposit 1000.00 (Annual)
3. Seat rent 600.00 (monthly)
4. Mess fees* 1200-1500.00 (monthly)
*Mess fees are fixed according to the demand of the market as well as the actual
expenditure. Students must be paid by the 7th of every month. Delay of mess fees may
bring penalty of Rs1.00 per day.