Hostel Regulations 2026 · Version 3.1
Hostel Rules
These rules apply to all students allotted accommodation in Institute hostels. Compliance is a condition of allotment. The full text is available under Downloads.
General Conduct
- Conduct yourself with integrity, dignity, courtesy, and mutual respect at all times.
- Maintain harmonious relations with fellow students, hostel authorities, and all staff.
- Comply with all instructions issued by hostel authorities in the interest of discipline and safety.
- No discrimination on the basis of caste, religion, gender, disability, or any other characteristic.
- Refrain from intimidation, coercion, physical violence, or threats of any kind.
- Do not engage in any activity that brings disrepute to the Institute, within or outside campus.
Strictly Prohibited Activities
Smoking or use of tobacco in any form
Consumption, possession, or storage of alcohol or narcotics
Gambling in any form
Intimidation, violence, or physical assault
Wilful damage to hostel property
Entering premises in an intoxicated state
Cooking inside rooms (open flame, induction, or any electrical cooking device) not specifically
authorised
Possession of weapons, hazardous, or explosive materials
Unauthorised gatherings or assemblies
Employment of unauthorised persons for personal domestic work
Abusive, threatening, or obscene language
Ragging in any form (see Anti-Ragging)
Noise & Quiet Hours
- Quiet hours: 10:00 PM – 6:00 AM daily. Extended during examinations.
- Audio systems and musical instruments shall not be used at volumes causing inconvenience.
- Disruptive behaviour in corridors, common areas, or staircases will attract disciplinary action.
Cleanliness & Property
- Maintain cleanliness in your room and all common areas. Waste in designated bins only.
- No defacement of walls, doors, or furniture. No unauthorised notices.
- Damage to hostel property will be recovered from the responsible resident.
- Where individual responsibility cannot be determined, collective liability may apply.
Electrical Appliances
- Unauthorised electrical appliances are prohibited.
- High-load devices — immersion heaters, electric stoves, induction cookers, ACs, refrigerators — are not permitted without specific prior approval.
- Unauthorised appliances may be confiscated and fines imposed.
- Switch off all appliances when leaving your room.
Identity & Security
- Carry your valid Institute Identity Card at all times. Produce on request.
- Do not lend, transfer, or misuse your ID card or hostel access key.
- Do not allow unauthorised persons into hostel premises.
- Cooperate fully with security checks, entry/exit recording, and inspection procedures.
Safety Responsibilities
- Immediately report hazards — electrical faults, water leakage, structural damage, fire risks, or medical emergencies — to hostel authorities.
- Do not tamper with fire safety equipment, emergency exits, alarms, or electrical systems.
- Use of inflammable, explosive, or hazardous materials is strictly prohibited.
- Corridors, staircases, and emergency exits shall not be obstructed under any circumstances.
- Cooperate fully during medical emergencies — assist peers, inform authorities, follow instructions of the Caretaker, Warden, or IHC.
- Maintain updated personal health information: blood group, known allergies, pre-existing conditions, and emergency contact details.
Emergency · 24×7
Medical Emergency Response Chain
1
Any resident present escorts student to IHC immediately. No approval required.
→
2
IHC evaluates and activates hospitalization protocol if needed. IHC notifies
Caretaker / Asst. Warden.
→
3
Caretaker / Guard / Assistant Warden proceeds to IHC, coordinates admission, informs
Warden. Remains with student.
→
4
Warden informs parents, escalates to Chairman CoW if serious. CoW Office handles
insurance documentation.
Offence-to-Penalty Matrix
Discipline Code
Violations are classified into three categories. The Council of Wardens and Wardens may modify penalties depending on the facts, gravity, and circumstances of each case, in accordance with the principles of proportionality prescribed under Chapter 6.
Relationship with the Institute Code of Conduct: Where an offence listed below is also addressed under the Institute's Code of Conduct for Students, the classification and penalty prescribed by the Code of Conduct and the Proctorial Board shall govern. The indicative penalties in this Schedule for such offences are retained for reference only and do not bind the Proctorial Board.
Category A
Minor violations — addressable at hostel level
Category B
Moderate violations - formal disciplinary record required, with approval as prescribed.
Category C
Serious violations — Requiring Chairman, Council of Wardens or higher authority action.
| Category | Nature of Offence | Indicative Penalty | Authority |
|---|---|---|---|
| A | Failure to maintain room cleanliness | Warning / Written Advisory | Warden |
| A | Minor noise disturbance | Warning / Fine | Warden |
| A | Failure to record entry / exit | Warning / Fine | Warden |
| A | First instance of unauthorised appliance use | Confiscation + Fine | Warden |
| A | Littering in common areas | Warning / Fine + Community Service | Warden |
| A | Unauthorised display of notices or defacement | Warning / Fine | Warden |
| B | Repeated minor violations | Fine + Community Service | Warden, CoW |
| B | Failure to display / carry Institute ID | Fine | Warden, Proctorial Board |
| B | Unauthorised room change | Fine + Reversal of allotment | Warden |
| B | Unauthorised guest stay | Fine + Disciplinary Warning | Warden, Proctorial Board |
| B | Tampering with registers or records | Fine + Disciplinary Entry | Warden |
| B | Misuse of hostel access privileges or keys | Fine + Suspension of privileges | Warden |
| B | Violation of visitor / access-control rules | Fine + Warning | Warden, Proctorial Board |
| B | Non-compliance with quarantine or isolation directive | Fine + Disciplinary Entry | Warden |
| B | Misuse of feedback or grievance mechanism | Warning / Fine | Warden |
| C | Failure to submit Hostel Leave Request for overnight absence, late return, or outstation travel | Warning, Fine, Information to Parents, Expulsion from Hostel | Warden, CoW Office, Proctorial Board |
| C | Furnishing false information in a Hostel Leave Request | Fine, Information to Parents, Expulsion from Hostel | Warden, CoW Office, Proctorial Board |
| C | Cooking in room without authorisation | Confiscation, Fine, Information to Parents, Expulsion from Hostel | Warden, CoW Office, Proctorial Board |
| C | Possession and use of vehicles by students | Fine to rider and owner; may lead to confiscation and expulsion | Warden, CoW Office, Proctorial Board |
| C | Consumption, possession, or storage of alcohol or narcotics | Fine, Information to Parents, Expulsion from Hostel | Warden, CoW Office, Proctorial Board |
| C | Physical assault / intimidation | Suspension / Expulsion | Warden, CoW Office, Proctorial Board |
| C | Wilful damage to property | Recovery of cost + Fine, Information to Parents, Expulsion from Hostel | Warden, CoW Office, Proctorial Board |
| C | Ragging (any form) | Expulsion / Rustication + Legal referral | Competent Authority |
| C | Unauthorised occupancy (harbouring outsider) | Suspension + Financial recovery | Warden, CoW Office |
| C | Possession of weapons or hazardous materials | Immediate Suspension + Further action | Competent Authority |
| C | Tampering with fire-safety equipment or emergency systems | Suspension + Recovery + Legal referral | Warden, CoW Office, Proctorial Board |
| C | Acts bringing disrepute to the Institute | Suspension / Expulsion | CoW Office, Proctorial Board |
| C | Violation of gender-specific access restrictions | Suspension + Disciplinary Record | CoW Office, Proctorial Board |
| C | False reporting of security threat | Fine + Suspension | Warden, CoW Office, Proctorial Board |
Penalties are indicative. The Council of Wardens may enhance or modify based on severity, repetition, and institutional interest. Serious cases may be referred to the Dean (Student Affairs) or Director.
Schedule II · Category-Wise Accommodation Provisions
Fee Structure & Accommodation Entitlements
Hostel and mess fees are notified each academic year via the ERP portal and must be paid before room allotment is confirmed. The table below defines entitlements and conditions by student category.
Fee amounts are notified annually. Check the ERP portal for current fee schedules.
Mandatory residential policy applies — all students must ordinarily reside in Institute hostels. Day
scholar status requires explicit written approval from the competent authority.
| Student Category | Eligibility & Duration | Vacation Stay | Internship / Absence | Special Notes |
|---|---|---|---|---|
| Undergraduate (B.Tech / B.Des) | Allotted for normal programme duration; annual renewal required | Must ordinarily vacate during long vacations; retention only with written approval | Must vacate during external internships; hostel charges may apply; mess rebate applicable | No vested right to retain room beyond academic requirements |
| Postgraduate (M.Tech / MBA) | Allotted for approved programme duration; annual renewal required | May retain during vacations with written approval | Same as UG unless programme requires presence | Subject to availability |
| Doctoral Scholars (Ph.D.) | Allotted for normative programme duration; periodic review | May retain during vacations with written approval | Case-specific; subject to approval by Warden | Extensions require explicit approval; periodic eligibility review |
| Project Staff / Research Assistants | Allotted only if vacancy exists; time-bound | Not applicable unless specifically permitted in writing | Must vacate if project engagement ends | Governed by hostel rules as applicable; no permanent entitlement |
| Workshop / Conference Participants | Temporary accommodation subject to availability and prior approval | Not applicable | Not applicable | Charges as prescribed; short-term stay only |
| Other Approved Categories | Case-specific approval required | As per approval | As per approval | No permanent entitlement; time-bound permission |
Mess Rebate
Eligible rebate applies only to the variable component of mess charges for approved periods of absence
(internship, vacation, etc.). The fixed component remains payable throughout. Submit a rebate
application to the Mess Manager before leaving.
Payment Deadline
Fee payment via ERP is required before the allotment deadline. Rooms are not allotted or confirmed until
fees are cleared.
No-Dues Clearance
All outstanding dues must be cleared before vacating. Obtain no-dues certification from Caretaker and
Warden on checkout.
Mess Rebate Provisions
Mess Rebate Policy
Mess rebate is not a matter of right. It is admissible only in accordance with the provisions below and subject to proper advance intimation through the prescribed form.
Eligibility & Grounds
- Rebate is admissible only where the resident remains continuously absent from the mess for a minimum of four consecutive days. Absence shorter than four consecutive days does not qualify for rebate under any circumstances.
-
Rebate may be granted only on the following grounds:
- Approved study holidays or semester vacation declared by the Institute.
- Periods recommended by the Head of the Department for participation in sports, competitions, seminars, educational tours, academic visits, interviews, or similar approved academic purposes.
- Period of absence due to serious illness requiring hospitalisation, subject to valid medical documentation.
- Any other valid reason with prior written permission of the Warden.
- Rebate shall not be granted for casual, intermittent, or unapproved absence.
- These provisions apply to all mess models — contracted and cooperative.
Advance Intimation & Two-Copy Form
- The resident shall submit the Mess-Off Request Form to the Mess Manager before leaving the hostel or before the period of absence commences.
- The form must be completed in two copies — both presented to the Mess Manager for acknowledgement.
- One acknowledged copy is returned to the resident; the other is retained by the Mess Manager.
- The resident must preserve the acknowledged copy until the rebate claim is settled.
- The Mess Manager shall maintain consolidated records of all duly acknowledged rebate forms and submit them to the CoW Office for cross-verification at the time of billing.
- No rebate shall be processed without documented advance intimation in the prescribed format.
Mess Rebate Register
- The Mess Manager shall maintain a Mess Rebate Register as the official record of all rebate intimations.
- At the time of submission, the resident shall make an entry in the register in the presence of the Mess Manager and sign it. The Mess Manager shall authenticate the entry.
- The register shall record: name, roll number, hostel, room number, date of intimation, period of absence, departure date, expected return date, form number, and signatures of both parties.
- The register shall remain in the custody of the Mess Manager and shall be produced for verification whenever mess bills or rebate claims are examined.
Claim Period
- A rebate claim must be submitted within one month from the end of the relevant period of absence.
- Where the claim relates to end of semester, it may alternatively be submitted within fifteen days from the end of the semester, whichever is earlier.
- Claims submitted after the applicable period shall ordinarily not be entertained, except in cases of hospitalisation or catastrophic circumstances.
- In exceptional circumstances not covered by these provisions, the decision of the Competent Authority shall be final.
Emergency & Medical Absence
- Hospitalisation: The Caretaker shall immediately inform both the Mess Manager and the Warden upon becoming aware of the hospitalisation. Where the resident is unable to submit the intimation personally, the Caretaker shall inform the Mess Manager on the resident's behalf, and the Mess Manager shall record this in the register, clearly noting it was received through the Caretaker. This serves as a provisional record of absence; medical documentation shall be submitted for formal processing upon discharge, and procedural delay in submission may be condoned in genuine hospitalisation cases.
- Sudden illness without hospitalisation: Intimation shall be given to hostel authorities immediately, and the rebate form shall be submitted within three days of onset of illness. A medical certificate may be required where deemed necessary by the Warden.
- Sick diet cases: Where a resident remains in the hostel and avails sick diet through the mess, that period shall not qualify for mess rebate, unless specifically permitted by the Warden.
Responsibilities
- Resident: Provide timely advance intimation, complete both form copies, sign the register, retain the acknowledged copy, and ensure accuracy of stated dates.
- Mess Manager: Make the form available, receive and acknowledge intimations, maintain the register, authenticate entries, preserve records, incorporate eligible rebates in billing, and produce records for verification or audit.
- Neither party may rely solely upon an unrecorded verbal intimation in support of a rebate claim.
- Any alteration in the register must be authenticated by the Mess Manager and must preserve the original entry.
Rebate applies only to the variable component of the mess bill. The minimum fixed charges remain payable during the rebate period. All rebate records are subject to institutional financial audit.
UGC Regulations · Zero Tolerance Policy
Anti-Ragging
Ragging is strictly prohibited within hostel premises and across the entire campus. Any act constituting ragging will attract severe disciplinary action including expulsion and referral to law enforcement.
Statutory Definition — UGC Regulations on Curbing the Menace of Ragging
"Any conduct whether by words spoken or written or by an act which has the effect of teasing, treating or handling with rudeness any other student; indulging in rowdy or undisciplined activities which causes or is likely to cause annoyance, hardship or psychological harm or to raise fear or apprehension thereof in a fresher or a junior student; or asking any student to do any act or perform something which such student will not in the ordinary course do, and which has the effect of causing or generating a sense of shame or embarrassment so as to adversely affect the physique or psyche of a fresher or a junior student."
Punishable Ingredients of Ragging
Abetment to ragging
Criminal conspiracy to rag
Unlawful assembly and rioting
while ragging
Physical or psychological
humiliation
Injury to body, causing hurt
or grievous hurt
Wrongful restraint or
confinement
Use of criminal force or
assault
Sexual offences or unnatural
offences
Extortion
Criminal trespass or offences
against property
Criminal intimidation
Public nuisance created during
ragging
Violation of decency and
morals through ragging
Attempts to commit any of the
above offences
All other offences following
from the statutory definition of ragging
Institutional Provisions
- All residents must submit the prescribed anti-ragging undertaking at the time of hostel admission.
- Any act of ragging attracts severe disciplinary action including expulsion and referral to law enforcement.
- Failure to report a witnessed or known incident of ragging — whether as victim or bystander — is itself a violation of these Regulations.
- Ragging complaints can be reported to the Warden, CoW Office, or the UGC Anti-Ragging Helpline: 1800-180-5522.
- Online complaints: antiragging.in
- All complaints are treated with confidentiality. Victimised students will be supported through the process.
Chapter 2 · Schedule I
Governance Documents
Hostel administration operates through a defined hierarchy with clear reporting lines and accountability at each level. Prescribed hostel registers and records are maintained in accordance with Schedule I and the relevant provisions of the Hostel Regulations.
Administrative Hierarchy
Director
Dean (Student Affairs)
Chairman, Council of Wardens
Council of Wardens
Warden
CoW Office
Assistant Warden
Caretaker
Hostel Committee Advisory
Mess Committee Advisory
Official Registers — Schedule I
All hostel records are maintained under Schedule I of the Hostel Regulations. This schedule may be amended by resolution of the Council of Wardens.
| Register / Record | Maintained By | Verified By | Supervisory Authority | Remarks |
|---|---|---|---|---|
| Room Occupancy Register | Caretaker | Assistant Warden | Warden | Includes allotment & vacancy |
| Room Allotment Record (Central) | CoW Office | Warden | Chairman, CoW | Master allocation data |
| Room Inventory Register | Caretaker | Assistant Warden | Warden | Furniture & fixtures |
| Entry / Exit Register | Guard / Caretaker | Assistant Warden | Warden | Includes late entries |
| Visitor Register | Caretaker | Assistant Warden | Warden | Mandatory for all visitors |
| Attendance Register | Caretaker | Assistant Warden | Warden | Especially first-year hostels |
| Complaint / Grievance Register | Caretaker / ERP System | Assistant Warden | Warden / CoW Office | Includes escalation tracking |
| Digital Helpdesk Record | ERP System / CoW Office | Warden | Chairman, CoW | Escalation & closure tracking |
| Mess Attendance Register | Mess Manager | Assistant Warden | Warden | Used for billing verification |
| Mess Rebate Register | Mess Manager | Assistant Warden | Warden | Cross-verification required |
Official Documents
Downloads
All official hostel documents, forms, and schedules are available below. Contact the CoW Office at cow@iiita.ac.in for documents not listed here.