Hostel

NH-52, Gokulpura, Sikar – 332021 (Raj.)

HOSTEL BROCHURE (INFORMATION, RULES AND REGULATIONS)

www.secs.ac.in, www.sobhasaria.edu.in, www.sobhasaria.com

AN OVERVIEW

Hostels are home away from home

Sobhasaria offers comprehensive and independent hostel facilities for boys and girls with all modern amenities and facilities. The Chief Warden, as the administrative head of the Hostel, is assisted by Resident Wardens, Hostel Supervisors, and Guards for internal administration and day-to-day discipline. It provides a comfortable, congenial, and homely environment to the residents.

Each hostel is spacious, well maintained, and fully equipped to provide a decent stay and the best possible learning environment. To keep the students physically fit, gym, outdoor and indoor sports facilities are provided in the campus. Separate arrangements for water purifiers and bathrooms are available in each hostel. Additionally, a hygienically maintained Dining Hall is provided for students to enjoy their meals. The hostel mess serves hygienic, fresh, and high-quality food. The menu of the mess is prepared on a half-yearly basis by the mess committee members, which includes student representatives.

The hostels, being an integral part of the college premises, deserve a sacred status. Therefore, certain rules and regulations are in place to maintain a safe and respectful environment.

• Smoking, consumption of alcoholic drinks, and the use of narcotic drugs are strictly prohibited within the hostel premises.
• Additionally, the use of bad and abusive language is not tolerated.
• To ensure the safety and well-being of all residents, students are strictly prohibited from keeping items such as room crackers, dangerous weapons, firearms, contraband items, or any instruments that can cause serious injury to others within their possession.
• For enhanced security measures, the hostel premises are under continuous surveillance by resident wardens and guards, providing 24-hour monitoring. This is done to maintain a safe and secure environment for all residents.
• It is important to note that ragging, a form of harassment or bullying is strictly prohibited in the hostels. The college has a zero-tolerance policy towards ragging, and any instances should be immediately reported for appropriate action.
• Hostel accommodation is considered on the basis of both need and availability. The decision of the hostel administration in this matter shall be final and binding on all students.

Hostel rules have been framed with the aim of guiding and helping students in attaining standards of impeccable conduct, taking into account the local culture and traditions. By adhering to these rules and regulations, we can ensure that the hostel remains a conducive place for learning, personal growth, and overall well-being of all its residents.

Therefore, while residents enjoy maximum freedom, it is ensured that this freedom is always within the framework of standard guidelines and procedures. During the academic session, several hostel activities are organized.

HOSTEL ADMINISTRATION

HOSTEL FEES

• The annual hostel fees is payable by the resident in two installments. The first installment is payable at the beginning of the session (July to December) and the second installment for session (January to June) is payable in the first week of January.
• If a resident leaves the hostel before the completion of the session, no refund shall be made by the college. Any outstanding balance of fees, if applicable, will be recoverable from the student.

NOTE: The hostel fee is subject to change at any time. Information regarding any changes will be provided by the college office accordingly.

DOCUMENTS REQUIRED FOR HOSTEL  ALLOTMENT

To apply for hostel accommodation, following documents and forms are required:

1. Completed Hostel Form/Registration Form: This form should be filled out with accurate information and accompanied by two recent passport-size photographs. The Registration Form must be signed by the parent(s) to support the verification of the filled-out information.
2. Undertaking by Hostel Residents: This form needs to be duly filled out by the student, acknowledging and accepting the rules and regulations set forth by the hostel administration.
3. Xerox Copy of Residential Address Proof: a copy of a valid residential address proof such as a ration card, Aadhar card, passport, or any other official document should be submitted.
4. Xerox Copy of College Fees Receipt: A copy of the college fees receipt for the current academic year needs to be provided as proof of payment.
5. Admission Slip for Newly Admitted Students (UG/PG): For students who are newly admitted to the college, an admission slip verifying their enrollment in an undergraduate or postgraduate program is required.

To facilitate the hostel accommodation process effectively, please ensure that all the necessary documents and forms are provided in the specified format. Additionally, it is important to self-attest photocopies of all documents.

STUDENT COMMITTEE

To allow students to have a fair say and participate in the management of hostels and mess, the hostel has established four committees:

1. Maintenance and Hygiene Committee
2. Mess Committee
3. Discipline Committee
4. Sports/Cultural Committee

These committees are responsible for delegating power, responsibility, and work to the wardens.

The committees meet at least once a month to discuss their progress and submit a report to the wardens. This ensures regular communication and coordination between the committees and the hostel administration, fostering effective management, and addresses any concerns or improvements required.

GENERNAL RULES

1. Admission to the hostels will open at the beginning of the academic session, subject to availability of accommodation. Only regular students will be admitted.
2. Shared accommodation may be allotted to students if necessary.
3. Admission to the hostel must be sought afresh in every academic session, subject to the satisfaction of the Chief Warden/Warden regarding proper conduct and regular payment of hostel and mess dues for ex-residents. Admission may be denied to the defaulters after reviewing such cases.
4. Students seeking admission to the hostel must submit their application on the prescribed form along with the required documents.
5. The college authorities reserve all rights of admission to the hostels.
6. At the time of admission of a student in the girls' hostel, parents/guardians must submit a list of relatives/visitors (whose names, signatures, and photographs are approved by the parents) who will be allowed to visit and accompany the girl.
7. Visitors are expected to state their relationship and sign in the visitors' register at the respective girls' hostel.
8. If a student who has been allotted hostel accommodation based on admission to a particular department subsequently joins another department, they must inform the hostel authorities accordingly.
9. Hostel accommodation is not transferable to any other person. Violation of this rule will result in cancellation of the allotment and disciplinary action against both the allottee and the unauthorized occupant of the hostel room.
10. Students suffering from contagious diseases will not be allowed to stay in the hostel until they produce a medical fitness certificate from the medical officer or civil surgeon.
11. In case of any change in the correspondence address or mobile number of the student/parents, it must be immediately notified in writing to the respective warden by the student, duly verified by their parents, to ensure necessary updates in the database.
12. Any incidents of indiscipline, scuffles, nuisance, or damage to property by students should be reported to the concerned Hostel Supervisor/Warden/Chief Warden through email, phone/sms/Whats App, or written complaints. The identity of the reporter will be kept confidential.
13. The warden or chief warden has the authority to inspect and seal (lock) the room of any student at any time for reasons deemed fit.
14. During college hours, the residents should attend their classes and participate in academic and other college activities regularly.

HOSTEL / MESS RULES

Mess Rules

1. Residents are required to have all their meals in the hostel mess, including breakfast, lunch, tea, and dinner. It is important to note that non-vegetarian meals or snacks, including eggs, will neither be served nor permitted in the hostel mess.
2. Residents are served meals  during the prescribed times, as indicated below :

1. A common menu will be provided to all residents.
2. Residents are prohibited from carrying their meals, either wholly or in part, outside the mess. They are also not allowed to take any utensils or other items belonging to the mess outside the dining hall. Non-compliance with this rule will result in a fine of Rs 100/- being charged from the defaulters.
3. Residents must not interfere with cooking or other services in the mess. They are also not permitted to handle mess equipment at any time.
4. Sick residents may be granted permission to eat their meals in their rooms, but only with written consent from the warden.
5. No outsider is allowed to have breakfast, lunch, tea, or dinner in the hostel without prior written permission from the warden. If permission is granted, the hosting resident must pay the charges in advance to the mess supervisor.
6. Residents are expected to cooperate with the mess employees and interact with them in a polite and courteous manner.
7. All residents must enter the hostel dining hall in a presentable dress at all times. Students will not be allowed to enter in bathroom slippers, shorts, or sleeping suits.

GUEST RULES

1. Prior permission from the warden of the concerned hostel or the Chief Warden is required for allowing a guest to stay in the hostel room. Additionally, the guest is required to pay the prescribed charges for each meal.
2. The name and other details of guests staying in the hostel must be recorded in the guest register maintained by the hostel. Anyone found in the hostel premises without an entry in the guest register will be considered an unauthorized person or outsider and will be fined accordingly.
3. Female guests are not permitted to enter the rooms of the boys' hostel, and vice versa. Meetings between guests of opposite genders are only allowed in the office of the warden. Violation of these rules will result in severe consequences, including expulsion from the hostel.
4. Guests are not allowed to have meals (breakfast, lunch, dinner) outside the hostel mess or outside the hostel premises, except with the permission of the warden.
5. Any student found accommodating a guest without the permission of the warden will face disciplinary action in accordance with the rules.

ELECTRICITY RULES

1. It is mandatory for residents to switch off lights, fans, coolers, and other electrical appliances in their rooms when not in use. Failure to comply will result in a penalty as prescribed. Residents are also encouraged to switch off lights, fans, etc., in the mess and common areas when not in use, considering it as their responsibility to conserve energy.
2. Tampering with the electric installation is considered a serious offense. If there is a need for repair or maintenance, residents should call the electrician for assistance. In case of any electrical issues, residents may register a complaint in the complaint register provided in each hostel.

FURNITURE AND EQUIPMENT

1. Students are required to maintain cleanliness and tidiness in their rooms. In the case of shared rooms, they are jointly responsible, while in individual rooms, they hold individual responsibility for the furniture and fittings provided to them at the time of occupation. Any damages or defects caused (intentionally or unintentionally) to the furniture or permanent fittings will result in the resident being liable for the cost of the damaged or lost item(s) or double the cost of repair, along with a penalty. If any items are found missing at the time of room occupation, it is the student's duty to report it to the warden's office. Failure to do so will be deemed as the acknowledgment of everything being in order at the time of occupation.
2. Transferring furniture from one room to another is strictly prohibited. Furniture that belongs to the common room, dining hall, or hostel office must not be taken out or brought into the living rooms. Any violation of this rule will lead to disciplinary action being taken against the defaulter.

PROCEDURE TO VACATE THE HOSTEL ROOM / HOSTEL

1. If a student wishes to withdraw from the hostel, they must complete an application on the prescribed form and submit it to the warden. Before submitting the application, the student must ensure that all hostel dues have been cleared. A Performa is attached to the application for this purpose.
2. When a student vacates their room either before the summer vacation or after withdrawal or expulsion, they must return all hostel furniture and other issued property to the warden's office. Failure to do so will result in the student being held liable for the entire cost of the furniture or other property, along with any applicable fines.
3. The Chief Warden holds the authority to grant exemptions for mid-semester hostel leave to residents. To be eligible for such an exemption, the resident must provide a satisfactory explanation for the request, and the case must be duly recommended by the warden. The final decision regarding the exemption lies with the Chief Warden.

CONDUCT AND DISCIPLINE RULES

While the regulations mentioned below are not an exhaustive set, it is important to note that students may face disciplinary action, including expulsion from the hostel or college, based on assessments by competent authorities regarding behavior/actions that are deemed unfit for a student of a professional institution:

1. Residents are expected to maintain dignity and decorum at all times within the hostel premises. They should refrain from disturbing other residents through noise, comments, or any other disruptive behavior.
2. Playing stereos, music systems, radios, transistors, or any other audio devices at a volume that causes disturbance to others is strictly prohibited. Violators of this rule will face fines, and repeated violations may result in expulsion.
3. The use of abusive language, engaging in gambling activities, consuming alcoholic drinks, tobacco products (cigarettes, etc.), drugs, or any kind of intoxicants, tearing pages from magazines, books, periodicals, or newspapers, playing cards, or any other behavior that breaches hostel discipline will be considered a violation of hostel rules and will lead to suitable punishment.
4. Residents who need to stay outside the hostel beyond the prescribed hours must obtain prior written permission from the warden. Failure to comply with this rule may result in appropriate penalties.
5. Residents are not permitted to bring or entertain outsiders in the university hostel without prior permission from the respective warden. Similarly, bringing in guests without permission is also prohibited. The residents must not keep iron rods, weapons, or arms of any kind in the hostel.
6. Residents must refrain from assaulting any hostel staff member or using language or words that are unbecoming of college students.
7. If a resident wishes to communicate with higher authorities, they should do so through the supervisor or warden. Bypassing the proper channel is not a recommended practice.
8. It is important to switch off lights, fans, electric appliances, and taps when not in use.
9. Residents are advised to lock their rooms whenever they leave. The occupant of the room holds responsibility for any loss of goods, money, jewelry, mobile phones, laptops, or other items. It is advisable to open accounts and keep as little cash as possible for their own safety. Taking adequate precautionary and security measures helps prevent theft and similar incidents.
10. Breaking the hostel lock, window pane, door, or any other unauthorized entry into a room is subject to a fine or expulsion from the hostel. Students have to vacate the hostel room after each semester examination and finally, after the completion of their last semester.
11. In case of theft or damage to hostel assets in common areas or corridors, the cost will be recovered from all students involved in the respective flank or wing. Similarly, for theft or damage to items used by the entire hostel, recoveries will be made from all the occupants of the hostel.
12. The hostel warden, along with other institute officials and security guards, holds the authority to inspect and check any room or belongings of the students at any time of the day or night, at their discretion.
13. Attendance is taken between 8:00 pm to 9:00 pm every night, after which students are not permitted to leave the hostel premises.
14. Students must return to the hostel before the prescribed time, when the gates will be closed. The gates will reopen at 5:00 a.m. the next day. Latecomers are required to make an entry in the register at the gate, and this information will be conveyed to their parents and local guardians. Consistently being late five times will result in the cancellation of permission to stay in the hostel, with no refund of fees.
15. Strict silence must be observed in the hostel from 11:00 pm to 6:00 am. It is important to ensure that music or loud talking is not audible outside the room at all times.
16. Ragging in any form is strictly prohibited and considered a cognizable offense. Violators will face legal action in addition to expulsion from the institute.
17. If any common property is lost, damaged, or disfigured, the loss will be recovered from the responsible students who caused the damage or loss, or from those who generally use that property. In cases where the damage or loss cannot be attributed to specific student(s), a collective fine will be imposed by the Campus Administrator to recover the loss.
18. During college hours, residents are not allowed to stay in hostels without warden’s permission. special case may be considered.

ACTS OF VIOLATION AND HANDLING AUTHORITIES

DISCIPLINARY ACTIONS/FINES