Objective

Hostels for the students are run with the primary objective of providing them a "Home away from home" where they can feel at ease and put in their best. The hostel atmosphere certainly provides self-confidence, instills discipline in the minds of the students, and provides scope for developing ideals of a harmonious communal living to enable them to share the joys of camaraderie, fellowship and professional fraternity. Self-help and a spirit of accommodation for the common good are some of the virtues expected from the inmates.

2.1 Admission

Application for admission to the hostel for first year students should be made online. No student will be allowed to stay in the hostel without formal admission. The hostel administration may refuse admission to any member without assigning reasons. Every student before admission to the hostel must submit an undertaking online that he/she will abide by the rules of the hostel and conform to the discipline imposed by the authorities. A printed copy of the same should be submitted with the signature of the parent/guardian.

2.2 Fees Structure

Hostel fees includes admission fees, room rent, amenities, electrical charges and mess fees. After booking, if a student wishes to cancel and rebook, a cancellation fee will be charged as applicable.

2.3 Payment of Fees

All applicable hostel fees must be paid at the time of getting hostel admission. Part payment is not encouraged. Hostel fees should be paid only online. Scholarship holders should also pay the dues until such time that their scholarship amount is received and credited to the hostel account.

2.4 Refund of Hostel Fees

Fees once paid will not be refunded normally. Under special circumstances the following procedure will be followed:

For all I Year Students:

Full fee (except the cancellation fee of Rs.5000/-) will be refunded if a student wishes to withdraw from the programme even before the start of the program.
If a student wishes to withdraw after the start of the programme, room rent and mess fees for the period completed (rounded off to the full month) will be charged and the remaining amount refunded.

All other Students:

No refund is permitted during the middle of the year, unless the candidate is withdrawing from the programme.
No refund is permitted if a student wishes to withdraw from hostel at any time during the academic year.
No refund is permitted if the student is expelled from the college/hostel.
Final year students going for project/internship approved by the University in their final semester will be permitted a refund of only the mess fees on approval from the concerned Project Guide and HOD, case by case.
One semester mess fees refund will be permitted if the student is selected for semester abroad programme.

2.5 Room Allotment

Allotment of rooms is done by an automated online procedure with choices available while booking. Once allotted, rooms generally won't be changed unless required for discipline or other necessity, at management's discretion.

Students are intentionally placed together with varying academic, cultural, social and national backgrounds for cross-cultural learning. Students are expected to give full respect and equal rights to roommates irrespective of background.

Allotment is generally on a shared basis (double/triple occupancy). Students must occupy only their allotted rooms.

2.6 Guest Accommodation

Subject to room availability, if a parent needs a short stay (one or two days), the hostel office must be notified at least 7 days before the expected date of occupancy. Rental and food charges apply. Day-scholars and other relatives are not permitted to stay as guests.

2.7 Payment of Fine / Readmission to the Hostel

A student fined for violating hostel rules must clear the fine within one month of the fine date, or vacate the hostel immediately. Re-admission is subject to approval of the competent authority.

2.8 Mess

Joining the hostel makes a student a member of the allotted mess until official vacation. Vegetarian/non-vegetarian and South/North Indian food is provided. Menu is displayed on the notice board and can change per the mess committee's decision (student representatives + wardens). Parents can be entertained as guests with prior information. Food isn't served in rooms; inmates shouldn't take food to rooms or enter the kitchen. Wasting food draws a fine on first offense and expulsion from the hostel on repeat.

2.9 Maintenance Complaints

Complaints about upkeep, maintenance, or food quality may be registered in the complaint register at the entrance of each hostel block/mess.

2.10 Ragging

Ragging in any form is strictly prohibited, with severe action per Govt. orders and University rules.

2.11 General (Discipline)

Students must follow all discipline-related hostel administration initiatives. Violations are liable for punishment per hostel/University rules.

2.12 Hostel Representatives

Two Floor Representatives per floor, mutually nominated, represent student problems regarding maintenance, mess and other facilities, and report incidents/non-compliance to the Administration immediately.

2.13 Summer Break

All hostellers must vacate during summer vacation. Inmates may also be asked to vacate and deposit luggage during winter/summer for maintenance. Students advised by the university to stay for academic reasons may be allowed, as decided by the hostel administration. Re-allotment of the same room isn't assured.

2.14 Medical Assistance

Medical emergencies are referred to SRM Medical College Hospital.

2.15 Powers and Functions of Wardens

The Warden shall:

Supervise the hostels in matters relating to overall functioning, student welfare, and discipline
Inspect hostel rooms periodically and stay in contact with Deputy/Resident Wardens, staff and students
Have powers to recommend disciplinary action, including eviction, to the Director (Campus Life & Students Welfare)
Sanction leave for Deputy/Resident Wardens
Ensure maintenance of discipline and decorum
Be responsible for health, hygiene, sickness, food, sanitation and cleanliness
Supervise mess functioning
Suspend mess facilities for defaulters on mess bills
Be responsible for overall security and instruct security staff

2.16 Powers and Functions of Resident Wardens

The Resident Wardens shall:

Be responsible for health, hygiene, sanitation, cleanliness and food of resident students; inspect hostel rooms
Be responsible for smooth functioning; ensure discipline/decorum; report misbehavior/sickness to the Warden
Be available at specified hours daily for student issues
Be responsible for upkeep/maintenance of hostel properties
Allot and supervise hostel rooms with warden approval
Maintain the Resident Students' Register
Recommend disciplinary action for unauthorized guests
Order double-locking/re-opening of rooms when required
Take action for eviction in consultation with the warden
Periodically verify furniture/fittings and arrange repairs/replacement
Maintain registers/records and furnish statistical information as required
Perform other duties assigned by the Warden, under the overall charge of the Director (CL)
Obtain prior approval of the Warden to avail leave

2.17 Maintenance of Discipline Among Students

Authorities frame rules on disciplinary aspects regulating conduct within/outside campus.
Authorities may impose fine, suspension, expulsion, etc.
Students must abstain from political or communal group participation.
Defacing/damaging University property leads to cost recovery (collectively if individual unidentified).
Functions/meetings require specific permission of appropriate authorities.
Participation in processions requires official permission.
Smoking and alcohol consumption inside campus is strictly prohibited.
Ragging leads to summary expulsion per the Anti-Ragging Committee's procedure.
Cellphone use during working hours is banned.
Plastic use is discouraged.
Students with powered two/four wheelers must register with the Director, Campus Life & Students Affairs.
Students must carry and produce ID cards on demand.
The Disciplinary Committee's decision, approved by the Vice-Chancellor, is final.

2.18 Composition, Powers and Functions of the Grievance Redressal Committee

An aggrieved employee may represent the matter to the Registrar within 10 days of the relevant order/resolution, with documentary evidence.

The Registrar forwards the representation to the Committee Chairman within 10 days.
The Committee submits recommendations to the Registrar within 45 days.

Composition:

Sl. No.	Composition	Status
1	Chairman (nominated by Vice-Chancellor)	Chairman
2	Dean concerned with the aggrieved employee's faculty	Member
3	One nominee of the BoM	Member
4	One Professor nominated by the Vice-Chancellor	Member
5	A representative of SC/STs (co-opted where relevant)	Member
6	Two external members nominated by the Vice-Chancellor	Member
7	Registrar or nominee	Non-Member Secretary

Members (other than Registrar) hold office for two years.
The Committee formulates its own procedures per University bye-laws.
Meeting dates fixed by the Registrar in consultation with the Chairman.
If unsatisfied with recommendations or no response, appeal to the Vice-Chancellor within 30 days.
Vice-Chancellor is the final authority on bye-law interpretation.
Sexual harassment grievances are NOT covered under these bye-laws (separate mechanism exists).

2.19 Disciplinary Committee

A Disciplinary Committee adjudicates alleged violations of the code of conduct and indiscipline incidents among students.

Members:

Director, Student Affairs — Chairman and Convener
Two professors nominated by the Vice-Chancellor — Member
A woman teacher nominated by the Vice-Chancellor — Member
A teacher belonging to SC/ST/minorities, nominated by the Vice-Chancellor — Member

Tenure: two years (except Director, Student Affairs).
Meets as required; can summon persons accused of misconduct.
Chairman has powers over procedures for disciplinary proceedings.
Controller of Examinations may be invited if necessary.
Committee submits its report to the Vice-Chancellor for action.

2.20 Functions of the Disciplinary Committee

Consider complaints of indiscipline referred by authorities/officers.
Determine the nature of acts of indiscipline/misconduct.
Determine punishments/penalties.
Ensure effective implementation of anti-ragging measures per UGC/MHRD.
Recommend measures for regulating student conduct to competent authorities.

Hostel Policy