ABOUT PROVOST OFFICE - BOYS HOSTELS:

PROVOST:              

1. The Provost shall be appointed by the Executive Council on the recommendation of the Vice-Chancellor and shall exercise such powers and perform such duties as may be assigned to him by the Vice-Chancellor.

2. The Provost shall hold office for a term of two year and shall be eligible for re-appointment. 

3. The Vice-Chancellor may delegate all or any of his powers as he deems proper to a Provost and to such other officers as he may specify in this behalf.

Powers and Functions of Provosts:

1. He will supervise the hostels in his or her hostels in matters relating to the hostels' overall functioning, the resident-students' welfare and discipline.
2. He will periodically visit the hostels and be in contact with the Wardens, staff and students.
3. He will encourage sports and cultural and other activities at the hostels so as to promote inter-hostel cooperation.
4. He can permit stay of any guest for more than 7(Seven) days according to hostel norms.
5. The Provost's should be informed, if Sr. Warden/Warden takes leave.

HOSTEL WARDENS:

                        

Each Hostel will have a Hostel Warden who will serve as a guardian to the students. Hostel wardens are full-time faculty members and senior administrative staff who undertake this responsibility in addition to the academic / administrative responsibilities they have in the University. There shall be one (01) or more Wardens for each hostel depending on the strength of the hostel.

 

(a) Appointment: Warden’s appointment is made for a maximum period of two years by the Vice-Chancellor on the recommendation of the Provost and is eligible for reappointment on the recommendation of Provost. The Vice-Chancellor may, however, terminate the assignment of any Warden, by giving at least one month's notice. The Wardens are entitled to honorarium as per rates decided by the University from time to time.

(b) On the expiry of their term or on termination of their appointment, the Wardens shall be required to vacate their Flats/Rooms immediately. The Warden shall also be required to vacate the flat/rooms before proceeding on leave for a period exceeding 90 days during his/her tenure, unless he/she is granted special permission by the Vice-Chancellor on the recommendation of the Provost concerned for retaining the flat. [All types of leave applications of Wardens viz., duty leave, sabbatical, study leave, fellowship, visiting professorship, etc, shall be forwarded by the concerned Provost well in advance before consideration by the University authorities and respective Departments/schools/centres. The wardens should submit their leave application through the concerned Provost, if they are proceeding on leave for more than 90 days or taking any assignment outside the University)

(c) Powers and Functions of Senior Warden and Wardens: The Senior Warden and Wardens of Hostel shall perform such duties as are assigned to them by the Provost from time to time and they shall function under the overall charge of the Provost. In addition to the specific duties assigned by the Provost, the Sr. Warden and Wardens shall perform the following functions:

1. The Wardens shall keep close contact with the residents and shall pay attention to their health, hygiene and general life in the hostel.
2. The Wardens functioning under the overall charge will be individually and collectively responsible for the smooth functioning of the hostels. Each warden shall be responsible for his/her portfolio and such responsibilities as assigned to them by the Provosts from time to time. Under the collective responsibility principle, they are responsible together for the overall smooth functioning of the hostel and to meet any contingency.
3. Each Warden shall ensure that the residents in his or her charge observe the hostel rules properly and maintain discipline and decorum and shall promptly report in writing to the Provost/Senior Warden all cases of misbehavior, indiscipline, and sickness of the residents in his or her charge.
4. The Wardens can impose fines (upto the limit set in List of Rates) upon resident-students.
5. The Wardens should be available in the hostel office everyday at specified hours (to be notified in the hostel office) to attend to official business and to residents' problems.
6. The Wardens will be responsible for the proper upkeep and maintenance of such properties of the concerned hostel as are under his or her charge.

SENIOR WARDEN (ADMINISTRATION):

(a) Senior Warden’s appointment is made for a maximum period of two years by the Vice-Chancellor, on the recommendation of the Provost and is eligible for reappointment on the recommendation of Provost. The Provost may recommend the name of the Senior Warden on the basis of the person's all-round experience in running a hostel and capacity to cope with diverse contingencies. The Vice-Chancellor may, however, terminate his/her assignment, by giving at least one month's notice. The Senior Warden (Administration) is entitled to honorarium as per rates decided by the University from time to time.

(b) Powers and Functions of Sr. Warden (Administration):

 (i) The Senior Warden is the principal authority and executive in all matters relating to resident students' welfare, their discipline and messing as well as the administration and security of the hostels. The Sr. Warden shall be responsible to the Provost for the proper maintenance and management of the hostel and of its attached mess.

(ii) To assist the Senior Warden, each hostel has appropriate full time staff as well as two or three more wardens to look after general administration, mess, common room, health and recreational facilities, and maintenance and sanitation.

(iii) Senior Warden will supervise all matters concerning the functioning of the hostels, and will also hold charge of one of the portfolios, normally Sr. Warden (Administration).

(iv) Senior Warden will chair the meetings of the Wardens Committee in the hostel, which will be held as regularly as may be necessary, but at least once in a month.

(v) Senior Warden can impose fines (up to Rs.2000/-) or waive fines.

(vi) Senior Warden (Administration) can transfer a resident from one wing of the Hostel to another.

(vii) Senior Warden can permit the stay of a resident's guest for more than 7 days according to hostel rules.

(viii) Senior Warden will regulate expenditure out of the authorized hostel budget and for timely adjustment of temporary advances.

(ix) Senior Warden will be responsible for the maintenance of Imprest Accounts and for the custody of imprest money.

(x) Senior Warden can sanction payment of security deposit to suppliers for goods to be supplied or services rendered.

(xi) Senior Warden can sanction refund of all kinds of security money.

(xii) Senior Warden will secure the timely completion of and will examine the bank reconciliation statement of ail accounts pertaining to the hostel.

(xiii) Senior Warden shall ensure proper checking by office Incharge and shall verify the wage bills pertaining to the mess, sanitary and other staff provided by the private manpower service provider.

(xiv) Senior Warden (Administration) can sanction repairs and purchase of any items upto Rs.3000/= in emergent cases.

(xv) Senior Warden will be responsible for proper pursuance of complaints relating to civil/electrical works, repairs/replacements of furniture, fittings etc.

(xvi) Senior Warden can recommend overtime in accordance with rules.

(xvii) Sr. Warden can sanction or recommend leave in respect of mess and other staff of the hostel as per delegation of authority given in this Manual.

(xviii) Sr. Warden will be responsible to notify/select/elect/nominate different secretaries of the Hostels, editors of Hostel Magazine, Hostel Committees of different Hostels, with consultation from the concerned warden and Provost.

Duties of Warden (Administration):

(i) He will supervise the allotment of guest’s rooms. (This function will not be delegated to any staff in the hostel)

(ii) Will check and sign the resident students Late Entry/Outing register and the guest room register daily.

(iii) Will take disciplinary action for keeping any unauthorized guest.

(iv) Will order double-locking of rooms of resident students and their re-opening, when required.

(v) Will take action for the eviction of defaulting resident students in consultation with the Senior Warden/Mess Warden for mess bill defaulters.

(vi) Will be responsible for the overall security of the hostel and will coordinate his/her responsibility with the Security Officer of the University.

(vii) Will periodically verify the furniture and fittings of the hostel with the assistance of the Caretaker, and take action for their repairs/replacement or for obtaining additional furniture.

(viii) Will look after the maintenance work related to civil/plumbing/electrical etc. with the assistance of the concerned Caretaker, and send the report for repairs/replacement of the required items to the concerned section.

(ix) Will draw and settle the Contingency Head of the Hostel and maintain the proper record of the same and its file annually.

 

Duties of Warden (Health & Sanitation & Recreation):

(i) Will be responsible for general matters relating to health of the hostel residents with the advice of the Medical Officer of the University,

(ii) Will look after the common room and the sports and cultural programmes of the hostel and will regulate disbursement out of the hostel's recreation grant.

(iii) Will check the bills prepared by the Caretaker and Reading Room Secretary for purchase of Newspapers and Magazines.

(iv) Will arrange disposal of old Newspapers and Magazines as per GFR and ensure that the sale proceeds are deposited in the appropriate head of account in consolation with the concerned Caretaker and Reading Room Secretary.

(v) Will ensure maintenance of discipline and decorum in the common room.

(vi) Can permit the common room to stay open beyond the prescribed hour on a special occasion.

(vii) Will pursue, at appropriate level, all complaints and its maintenance relating to common room items like television set, set top box etc.

(viii) He will be responsible for all matters relating to hygiene, sanitation and cleanliness of the hostel in consultation with/ upon the advice of the Medical Officer of the University.

(ix) Will supervise the work of the Housekeeping/Sanitation staff, keep a control over their attendance and maintain the Attendance Register.

 

Duties of Warden (Mess):

(i) With the assistance of the Mess Committee, he/she will supervise the functioning of the mess and the working of the Mess Caretakers, Cooks and Helpers under his/her charge.

(ii) Will keep a watch over the cleanliness of the dining hall and the kitchen and of the food prepared.

(iii) Will conduct regular inspection of the kitchen room and the dining hall, especially when the residents take their meals.

(iv) Will enforce discipline and decorum in the dining hall.

(v) Will supervise the system of purchases of mess stores, provision etc.

(vi) Will ensure the correctness of receipts and issues of mess stores, crockery etc. and of the stock balance and will attest all entries in the relevant stock register. Will check the valuation of the closing stock.

(vii) Will ensure that stores are kept in good and efficient condition.

(viii) Will check and certify the bills received from suppliers with reference to the stock register.

(ix) Will investigate cases of shortage/excess of stores.

(x) Will be responsible for drawl of temporary advance when necessary and for keeping     watch over its adjustment.

(xi) Will examine the monthly income and expenditure statement of the Mess.

(xii) Can sanction mess rebate and lunch rebate in accordance with Mess rebate rules.

(xiii) Will stop mess facilities in respect of residents defaulting payment of mess bills and recommend action to the Provost/Sr. Warden for eviction.

(xiv) Will stop mess facilities in respect of those who have vacated the hostel or have been evicted. (xv) Will supervise the deployment of Cooks and Helpers on daily wage and overtime when necessary as per rules.

(xvi) Can recommend proposal to the Provost, regarding overtime to mess staff, when absolutely essential.

(xvii) Will make recommendations to the Provost/Sr. Warden about refund of mess security/caution deposits to students.

(xviii) Will arrange disposal of empties, crockery etc. as per GFR and ensure depositing of sale proceeds in the appropriate head of account.

(xix) Can grant casual leave to Mess Caretakers, Cooks and Helpers and recommend regular leave to the Sr. Warden/Provost as per delegation of powers.

(xx) Can approve extra duty allowance to Mess Caretaker with justification in writing.

(xxi) Will ensure the required number of mess staff in every shift.

(xxii) Will supervise the work of the Mess staff, keep a control over their attendance, maintain and sign the Attendance Register (with incoming and outgoing time of staff).

(xxiii) Will prepare the Mess Bill of every month and display the same within stipulated period of every month. Will also notify about the selection of ‘Food cum Audit Committees’ of the Hostel quarterly i.e for a duration of three months and complete its constitution during the third week of the quarterly month and select them before the last day of the quarterly month.

(xxiv) Mess Warden shall prepare records of the monthly Mess dues and make necessary arrangement to recover the dues as per rules. Mess Warden will ensure that the monthly Mess bill should be deposited by the boarder within stipulated period.

 

HOSTEL FACILITY:

The Urdu University provides hostel facility in the University Campus for both male and female students for campus based programmes. There are six (7) Hostels on the campus, of which four (5) are for men and two (2) is for women. MANUU has very modest hostel facilities for students located in the campus. Stay at the hostels are governed by the rules and regulations laid down for the purpose. Adhering to all regulations laid down by the University from time to time to carry out day-to-day administrative functions of Hostels is a must for hostel residents.

DETAILS OF HOSTEL FEE (2023-24):

SI. No	Hostel Fee Details	Amount (Rs.)
1	Hostel Accommodation Fee (Yearly)	Rs. 1200/-
2	Hostel Maintenance (Yearly)	Rs. 1000/-
3	Gas Charges (Yearly)	Rs. 2300/-
	Grand Total	Rs. 4500/-

DETAILS OF MESS FEE (2023-24):

SI. No	Hostel Fee Details	Amount (Rs.)
1	Mess Caution Deposit (Adjustable)	Rs. 1500/-
2	Mess Advance	Rs. 2000/-
3	Crockery and Utensils Fee (Yearly)	Rs. 400/-
4	Newspaper/Magazine/Recreation etc. (Yearly)	Rs. 200/-
	Grand Total	Rs. 4,100/-

EXISTING HOSTELS AND ITS STRENGTH

SI. No	Name of the Hostels	Strength of the Hostel
01	Premchand Hostel (BH-I) Established on 2007	221
02	Sir Syed Ahmad Khan Hostel (BH-II) Established on 2010	371
03	Shibli Nomani Hostel (BH-III) Established on 2015	348
04	Moulavi Mohammad Baqir Block (BH-III) Established on 2023	288
05	Mohammad Ali Jauhar Hostels (BH-IV) Established on 2015	176

Boys Hostel – I	Boys Hostel – II
Boys Hostel – III (Block-A)	Boys Hostel – III (Block-B)

HOSTEL ADMISSION:

Admission to hostel is not a right of all those who have got admission in any regular course at MANUU. The admission to all the hostels will be decided by a ‘Hostel Seat Allotment Committee’ based on certain criteria which will be announced at the time of admission. The decision/recommendation of the ‘Hostel Seat Allotment Committee’ would be final and binding on all applicants. Any pressure or any other means by applicants may lead to rejection of their application.

Each resident, whether in a multi/double/triple/four seater, in the hostel will be provided with a cot, a chair, a study table, sharing cupboard and fans. Students are required to bring their own mattresses, bed linen, table lamps and bulbs/tube-light. Though common lighting will be provided in the room, students should bring their own table lamps and bulbs (only LED bulbs will be used) for their personal use. Students are also expected to make their own arrangements for bed covers, bed sheets, and pillows, and other items for personal use like mosquito nets, buckets, locks for the room, etc. Students will be responsible for the upkeep of the furniture in their room. Housekeeping staffs are posted in the hostel buildings for the upkeep and cleanliness of the common areas and rooms. They work under the overall supervision of the Section Officer (Hostels) /Caretakers and they should not be asked to attend to personal requirements, unless in case of emergencies. They are instructed to clean your rooms in your presence. If they clean your rooms in your absence upon your request, the University will not take responsibility for any loss or damage. Attendants work in your best interests and you are requested to treat them with respect and dignity.

 

Students may approach Wardens for:

• Sanction of leave of absence from the hostel.
• Problems and issues related to the allotted room and hostel amenities and those related to room-partners or other hostel residents.
• Health problems, hospitalization and related support.
• Disciplinary issues (alleged violation of hostel rules).
• Allotment of room during vacation and other non-academic periods
• Permission to conduct any group celebration in the hostel such as Hostel Day, etc.
• Personal issues and to seek advice/guidance to address those issues.
• Illness and health-related issues.
• Please keep in mind that your Warden is a busy teacher and has got a family of her/ his own. So please visit/call the warden to seek permission/advice during office hours, and not in the middle of the night (except in case of unavoidable circumstances and emergencies) 

Students may approach the Section Officer (Hostels) for support related to:

• Maintenance problems/issues related to allotted rooms and common facilities.
• Make any changes, within the allotted rooms, fix electronic/electric gadgets.
• Any other issues of the student that require urgent attention.
• Maintain cleanliness of hostel rooms and facilities.
• Keep vigil on hostel and student property, and support guests and visitors.
• Daily cleaning activities will be carried out at the time fixed by the Section Officer (Hostels), in consultation with hostel representatives.
• Maintain daily cleaning chart signed by student representatives for the hostel / floor.
• Monitor the entry of visitors, including outside persons for repairing work into the hostels and keep the Section Officer (Hostels)/respective Wardens informed.
• To provide items relate to purchase of Mess with consultation of Mess Secretaries and Food cum Audit Committee members.
• Maintain all financial and official issues relating to hostels with concerned Wardens/Sr. Wardens.

 

RESPONSIBILITIES OF DIFFERENT SECRETARIES OF THE HOSTEL

Cultural and Literary Secretary:

1. He is in charge of cultural and literary activities of the hostel;
2. He is incharge of organizing any competitions related to cultural and literature within the Hostel;
3. He is in charge of all literary and debating activities of the hostel;
4. He is responsible for maintaining record of important cultural and literary events in the hostel;
5. He is responsible for organizing any other activities related to arts, culture and literarure in the hostel.

 

 COMMON ROOM SECRETARY:

1. will ensure that Common Room is open and facilities for indoor games are available to residents during stipulated hours;
2. ensure cleanliness in Common Room;
3. ensure that all electrical fittings, TV, Record Player/Music Player, etc. are in proper order;
4. make purchases of items like TT balls, powder for carrom boards, etc. in consultation with concerned Warden; and maintain proper records on a permanent register;
5. Organize the annual events as decided by concerned Warden;
6. assist concerned Warden in any other function necessary for the smooth and efficient running of Common Room;
7. Will be  responsible for making sure that the TV is switched off regularly;
8. Will look after the maintenance and functioning of the common room;
9. will take care of the discipline and also ensure the decorum in the Common Room;
10. Will report from time to time the requirements of the Common Room to the concerned Warden.

 

READING ROOM SECRETARY:

 

1. He is responsible for maintenance of the Reading Room Library, if any;
2. He is also responsible for maintenance of lounge and subscription to news papers and magazines;
3. He will maintain proper records of all magazines received in Reading Room and their disposal in consultation with concerned Warden;
4. He is responsible for making sure that old newspapers are sold off regularly and he must a record of sale of old newspapers on a permanent register;
5. Look after the maintenance and functioning of the common reading room;
6. He shall report from time to time the requirements of the Reading Room to the concerned Warden.

 

SPORTS SECRETARY:

 

1. He is incharge of all indoor sports activities in the hostel, if any;
2. He should ensure hostel participation in sports activities;
3. He is in charge of maintaining all indoor equipment;
4. He should organize sports and games events regularly in consultation with the concerned Warden;
5. He shall report from time to time the requirements for the Sports to the concerned Warden.

 

HEALTH AND SANITATION SECRETARY:

 

1. To look after the sanitation of the Hostel;
2. To supervise the work of House Keeping Staff Sweepers;
3. To keep Hostel free from dogs and undertake raids in this behalf periodically;
4. To visit surroundings of the hostel buildings and submit periodical reports about their sanitation/cleanliness;
5. He will take care of housekeeping staff in maintaining and cleaning of the toilets and other related areas in the hostel premises;
6. To supervise the removal of garbage from the hostel in time;
7. He should ensure necessary medicines/first aids are available with him/her;
8. He shall help the students with health complication in case of emergencies, in consultation with the concerned Warden;
9. He can organize health awareness programmes for students;
10. He shall report from time to time the requirements for the health and sanitation to the concerned Warden.

 

 DISCIPLINARY SECRETARY:

 

1. He is responsible for the general maintenance of hostel and hostel property;
2. He is responsible maintaining proper discipline in the hostel;
3. He is responsible for putting up relevant notice/instructions for maintaining proper discipline in the hostel;
4. He has to work in co-ordination with other secretaries to maintain discipline;
5. He shall also be responsible to give reports or inform any indiscipline activities in the hostel premises to the concerned Warden.

 

 DISASTER MANAGEMENT SECRETARY:

 

1. He shall prepare a team of dedicated students who are willing to volunteer their services to the cause of helping in the case of emergencies;
2. He shall prepare a group of students who may help and support voluntarily at the time of any natural calamities etc;
3. He shall organize programme on the issues of disaster management with a objective to make them aware about the precautionary measures to be adopted in case of natural calamities etc. for hostel students in consultation with the concerned Warden.

 

EDITORS, UNIVERSITY HOSTEL MAGAZINE (BILINGUAL):

       He shall collect the write-ups from all the hostels for the University Hostel Magazine (Boys Hostels) preferably in Urdu and English.

1. He shall select a team of Assistant Editors in consultation with the concerned Warden.
2. He shall distribute the work to all the Assistant Editors as per requirement.
3. He shall prepare a budget required for the printing the said magazine annually.
4. He shall ensure that the magazine should be published before the last days in the month of March every year.