Powers and Functions of Wardens:
The Senior Warden/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/Wardens shall perform the following functions:
(i) The Wardens shall keep close contact with the residents and shall pay attention to their health, hygiene and general life in the hostel.
(ii) The Wardens functioning under the overall charge/coordination of the Senior Warden
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/Sr. Warden 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.
(iii) Each Warden will be responsible for the assigned resident students.
(iv) 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 to the Senior Warden all cases of misbehaviour, indiscipline, and sickness of the residents in his or her charge.
(v) The Wardens can impose fines (upto the limit set in List of Rates) upon resident-students.
(vi) 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.
(vii) 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.
(a) The Provost in consultation with the Dean of Students will designate one of the Wardens in a hostel as Sr. Warden for one year on the basis of the person's all-round experience in running a hostel and capacity to cope with diverse contingencies, subject to the provision that the Sr. Warden will not ordinarily hold the office of Sr. Warden in successive terms. As a normal practice, the rotation of portfolios will be: Sr. Warden, Warden (Health & Recreation), Warden (Mess), Warden (Maintenance & Sanitation), Sr. Warden and so on. The Sr. Warden will also hold charge relating to one of the portfolios, normally as Warden (Administration).
Powers and Functions of Sr. Warden:
(i) The Senior Warden in a hostel 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 particular hostel. 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 hostel, and will also hold charge of one of the portfolios, normally 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 a month.
(v) Senior Warden can impose fines (upto the limit set in List of Rates) or waive fines.
(vi) Senior Warden 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 but upto 14 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 can sanction repairs to furniture 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) The Sr. Warden will normally perform the following responsibilities as Warden (Administration).
(i) He/ She will allot hostel rooms and guest rooms and supervise them. (This function will not be delegated to any staff in the hostel)
(ii) Will check the resident students register and the guest room register.
(iii) Can permit stay of a resident-student's guest upto a period of 7 days.
(iv) Will take disciplinary action for keeping any unauthorised guest.
(v) Will order double-locking of rooms of resident students and their re-opening, when required.
(vi) Will take action for the eviction of defaulting resident students in consultation with the Senior Warden/Mess Warden for mess bill defaulters.
(vii) Will be responsible for the overall security of the hostel and will coordinate his/her responsibility with the Security Officer of the University.
(viii) 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.
Warden (Health & Recreation):
(i) He/ She will be responsible for general matters relating to health with the advice of the Chief Medical Officer (CMO).
(ii) Will look after the common room and the sports and cultural programmes of the hostel and will regulate disbursements out of the hostel's recreation grant.
(iii) Will check the bills prepared by the Caretaker for purchase of Newspapers and Magazines.
(iv) Will arrange disposal of old Newspapers and Magazines and ensure that the sale proceeds are deposited in the appropriate head of account.
(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 relating to common room items like television.
Warden (Sanitation & Maintenance):
(i) He/She will be responsible for all matters relating to hygiene, sanitation and cleanliness of the hostel in consultation with/ upon the advice of the CMO.
(ii) Will supervise the work of the sanitation staff, keep a control over their attendance and maintain the Attendance Register.
(iii) Can grant Casual Leave to the sanitation staff and recommend regular leave to the Sr. Warden/ Provost as per delegation of authority given in the Manual.
(iv) Shall ensure implementation of the Minimum Wage Act and other contractual obligations by the private manpower service provider towards the sanitary staff under contract.
(i) With the assistance of the Mess Committee, he/she will supervise the functioning of the mess and the working of the Mess Managers/Supervisors, 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 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 Dean/VC through the Sr. Warden/Provost, regarding overtime to mess staff when absolutely essential.
(xvii) Will make recommendations to the Sr. Warden about refund of mess security to students.
(xviii) Will arrange disposal of empties, crockery etc. and ensure depositing of sale proceeds in the appropriate head of account.
(xix) Can grant casual leave to Mess Managers, Cooks and Helpers and recommend regular leave to the Sr. Warden/Dean of Students as per delegation of powers.
(xx) Can approve extra duty allowance to Mess Managers.
(xxi) Will ensure the required number of mess staff in every shift provided by the private manpower supplier and shall ensure implementation of the Minimum Wage Act and the contractual obligations by the contractor towards the mess staff.