Annexure 2: Allotment Procedure

1.0 The allotment process will consists of three rounds as detailed below. Each round (from Round I to Round III) will be open for specific set of Students as detailed in following table: Staring and End Date Starts: For Girls 18.00 hrs 2013 Ends: For Girls 23.59 hrs 2013 Set of Students for whom Round will be open Remarks

Round Number ROUND I

Hons students are Students of Hons. Programme & Boys: At Students with CGPA above 8.0 added in Round I as on 8th April it was committed as per the result declared till th during Admissions 25 March 2013. List in 2013 that Hons. Annexure 4 & Boys: At Students represented Students will get on 9th April preference / quota University in during allocation of Sports/Cultural/Co-Curricular residential facilities. activities etc. List provided by DSA. List in Annexure- 5 Students as per above list will be eligible for Round -1 irrespective of whether they are currently hostellers or not. ROUND II Starts: Students who were staying in For Girls: At 18.00 hrs Hostel in 2012-2013 Session. on 10th April 2013 For Boys: At 18.00 hrs on 11th April 2013 Ends: For Girls & Boys: At 23.59 hrs on 13th April 2013 ROUND Round may be offered For all other students. III depending on availability of seats and, The final Round may be offered if offered, dates will be or may not be offered as mentioned below: depending on availability of Starts: seats. For Girls & Boys: At 18.00 hrs on 15th April 2013 Ends: For Girls & Boys: At 23.59 hrs on 17th April 2013 Subsequent rounds may be offered subject to availability of seats. 2.0 Student who has booked his seat in a round cannot participate in subsequent rounds. For example if a student of hons. Programme is able to book his seat during Round -1, then he/she will not be eligible to participate for Round -2 or Round 3. However if a student does not get seat in the round allotted to him, then he/she can participate in subsequent rounds. For example if an hons student did not participate in round -1, can participate for polling in Round -2 also. It is advised as seats are limited so student should try to get the seats immediately rather than waiting for next round.

3.0 Scratch Card as Pre-requisite for Round I to Round III i. For participating in any round (from Round I to Round III), students have to use Scratch Card (Scratch Coupon) worth Rs. 1000/- . The list of tuck shops from where the scratch cards may be purchased is available in Annexure 6. ii. Students cannot participate in hostel booking without these scratch cards as the unique number obtained after scratching the card must be inputted in the UMS interface during online booking. iii. Scratch card is being used to prevent dummy bookings. During previous years it was observed that there were a lot of dummy bookings and as a result majority of genuine hostel seekers were devoid of hostel facility. iv. If student gets room through online polling, then Rs. 1000/- paid for scratch card will be adjusted towards the payment of hostel fee. v. If student does not get the hostel room during polling, he can fill the option in UMS interface (interface details in Annexure 3) to apply for refund of Rs. 1000/- (spent on scratch card). Rs. 1000/- in such cases will be adjusted with the tuition fee of the next semester/year. Student must fill this option of refund on or before 17 th April 2013 4.0 Process to be followed for each Round i. The interface in each round will ask the student to input the number obtained after scratching the card. Inputting the number will be compulsory and interface will cross check the number from existing database before confirming the booking. Without scratch card number, interface will not block the room. Booking in these rounds can be done for individual or for group i.e. two or more students can also book the hostel room together. In addition to hostel room, student will also be able to book food facility and laundry facility from the same interface. In case student is not getting the desired room or not getting the room at all, the he/she may have following choices: a) Students, who are not getting any seat at present, may register for waitlist and students in waitlist may be processed later on as per the details prescribed in the same document under the head Process for Waitlist. The scratch card will be required for registering for waitlist also. If student is getting a seat, he should not register for waitlist. b) Students, who are getting the room but not the desired one, may book the available room and submit his request for change in room pattern or category. The details of the same are prescribed in the same document under the head Request for Change in Residential facility. c) Students, who are not getting any room or desired room may also apply for refund of R. 1000/- (spent on scratch card) by selecting the required option from the same interface. If such option is selected, students Rs. 1000/- will be adjusted towards tuition fee of the next semester/year.

ii. iii. iv.

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Students should take care while booking as student will not be able to change the seat / room once it has been booked. However as stated above, he can fill the request for change of room pattern/category as detailed under the head Request for Change in Residential facility. The interface in all these rounds will only block the hostel room; the confirmation will be made only after depositing the full payment (Part payment is not allowed) for hostel room. Full payment includes fee of hostel room/apartment as well fee of Food and Laundry facility (if opted) After depositing the full payment (Part payment is not allowed), student must fill the receipt number obtained from Accounts office, Division of Accounts (or downloaded from UMS) in the interface. Seat will be finally confirmed after depositing the full payment for hostel room and updating the Receipt Number obtained from Accounts office, Division of Accounts (or downloaded from UMS) in the same Interface. All students must note that in case they have paid fee online (deposit in university account through cash/cheque/account transfer), then getting the payment updated in Accounts office and receiving the receipt from accounts (or downloaded for UMS account) and then inputting the receipt number in the interface is their responsibility and the same must be done by the last date as mentioned below. The last date for inputting receipt number in interface after paying the full payment is 30th April 2013 (till 23.59 hrs). In case student does not pay full fee (i.e. no fee or part payment) or does not update the receipt number in the interface till 30 th April 2013, then his booking may be cancelled. Details of interface to be used for booking, receipt number input and registration for waiting list etc. is available in Annexure 3. Part payment cases may not be considered for booking during these rounds and may be dealt with late fee subject to availability of seats as per the guidelines specified under the head Allotment after the prescribed Rounds. Loan cases: In loan cases student has to pay Rs. 10000/- as hostel fee. After depositing the payment, student must fill the receipt number obtained from Accounts office, Division of Accounts (or downloaded from UMS) in the interface. Software will auto check on these cases whether the loan letter is issued to these students or not. If confirmation received from the data base that the loan letter is issued to the student, then the confirmation of the Seat will be done automatically. So it means student must get the loan letter issued before 30 th April 2013 itself. The pending fee of such cases must be paid by 31st May 2013.

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5.0

Finalizing the Hostel Allotment i. As mentioned above, hostel allotment of a student will be finalized if he / she completes all the following steps:

a. Purchase the Scratch Card worth Rs. 1000/b. Book the hostel in any one of rounds (Round I to Round III) c. Pay the Full payment and get the receipt from Accounts office, Division of Accounts or download it from UMS d. Update the receipt number in the UMS interface ii. On 2ndMay 2013, defaulter list (all those students who booked hostel room for them but either did not pay the fee or did not update the receipt number) will be uploaded. Part payment cases will also be considered as payment not paid cases. Hostel Seats of all these students will be put on hold for de-allocation. All such students may submit their requests/feedback for not updating the receipt number using RMS under the head Admissions (sub head Hostel Allotment). The snapshot detailing how to use it is attached in Annexure 9. They can submit the requests till 5thMay 2013 and reply for all RMS queries regarding hostel allotment will be provided by 10 thMay 2013 and accordingly the confirmation/cancellation of hostel booking (and defaulter list) may be updated.

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6.0

Process for Wait Listing Candidates i. There are chances that student is not able to book the hostel/apartment room because of non-availability of seats as seats are limited. However considerable seats may get vacant later on because of non-payment of fee or otherwise. Such vacant seats may be offered to candidates in waiting list. To avail such seats and to register for waiting list, student need to use the same interface as detailed in Annexure 3. Registration for waitlist for a specific student will start on the same day when round for booking starts. However the last date for registering for waitlist will be 17th April 2013 (Date when last round ends). Wait listing students will also be processed on First Come First Serve and university will start confirming seats of waitlist candidates with effect from 10 th May 2013 subject to availability of seats. The confirmation will be sent in My Messages of the student and he/she will be given one week time to deposit the full payment without late fee (part payment not allowed) and update the receipt number, after obtaining from Account Office, in the interface. In case student does not pay full fee (no fee or part payment), the seat may be given to next candidate in waitlist. However in such cases Rs. 1000/- spent on Scratch card will be adjusted to the tuition fee.

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7.0

Request for Change in Residential Facility i. Once the room/seat has been booked, student will not be able to change the booked seat. However student can submit request for Change in residential facility category (from standard room to luxury apartments or vice versa, from air-cooler to air-conditioned or vice versa) or room pattern (e.g. 4 Seater to 3 Seater, 1 Seater to 2 Seater etc.) even after the last date of online booking from the same interface. For example a Student might have actually desired a 3 Seater room but could get only 4

Seater during online booking. Such student may use this interface to submit the request for 3 Seater. ii. iii. Request for change in room Pattern may be filled till it is open. Students in waitlist will not have any option to request for change in room pattern. University may process, all or part of the request as and when seats are available. Normally result of such request is announced after the last date of Admissions for session 2013. However University may announce the result of such requests earlier also. The response of these requests may also be available on My Message of Students UMS login. Requests for a specific category or pattern of room may be entrained before other requests e.g. university may process request for upgrading the room category (i.e. from standard rooms to luxury apartments or from air-cooler to air-conditioned) or upgrading the room pattern i.e. from higher capacity room pattern to lower capacity room pattern (e.g. from 4 Seater to 3 Seater) before other requests. V.IMP: Student should fill Change in Room Pattern requests only if he/she is really wants it because university will not contact student to confirm their requests before processing it. Based on availability, submitted request will be processed and accordingly amount will be debited / credited in students account. Any change in request will not be entertained Once the confirmation for change of Residential Facility has been conveyed on UMS, student shall deposit difference in fee (as applicable) within one week. For details of Interface, check Annexure 3. Whenever there is request for upgrading the category (i.e. from standard rooms to luxury apartments or from air-cooler to air-conditioned) or upgrading the room pattern i.e. from higher capacity room pattern to lower capacity room pattern (e.g. from 4 Seater to 3 Seater) , the student has to pay fee for residential facility as per the following : a. In case transfer is sought before the completion of semester, fee as per upgraded category and room pattern will be paid for the full academic session. For example if student seeks transfer from 4 Seater to 3 Seater, one month after the start of session and if his application for change of residential facility is accepted then he has to pay the residential fee of 3 Seater for the full academic session even if he/she has stayed in 4 Seater for one month or so. b. In case transfer is sought after the completion of semester, fee as per upgraded category and room pattern will be paid for one semester only. For example if student seeks transfer from 4 Seater to 3 Seater after one semester and if his application for change of residential facility is accepted then he has to pay the residential fee of 3 Seater for one semester only. c. In all these cases, request should be submitted on prescribed form to Hostel allotment cell, Division of Admissions. 8.0 Refund of Hostel Room, Food Facility and Laundry Facility

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Student may request for de-allocation of hostel room / food facility / laundry facility on the prescribed form. The form will be available from Hostel Allotment Cell, Division of Admissions. The amount will be refunded as per the policy detailed in Annexure 8.

ii.

9.0 Allotment after the prescribed Rounds (i.e. After Round 3) i. No request for booking of residential/laundry/food facility will be entertained after the allotment process (i.e. all three rounds as mentioned in this document) is over. However, under exceptional circumstances request may be processed subject to availability of seats as per the guidelines detailed below. Such requests may be submitted to Hostel Allotment Cell, Division of Admissions, on the prescribed form and if such requests are entertained, the same may be processed subject to availability of seats with the late fee as mentioned below. Application for allotment after completion of three rounds but on or before 25th May 2013 a. In case the applicant applies for residential and/or food and/or laundry facility after all the prescribed rounds (Round 1 to Round 3 as mentioned in this document) but on or before 25th May 2013, then late fee of Rs. 500/- would be charged for residential facility. The confirmation about residential facility may be given immediately or later (may be after the last date of Admissions for session 2013-14) as deemed fit. The confirmation will be given in My Messages (in UMS) of the student and student will be given one week time to deposit the full fee. b. In case residential facility is already allotted with full payment but only food and/or laundry facility is applied during this period, then Rs. 250/- will be charged as late fee. c. Even the student who had paid part payment during the prescribed rounds (Round 1 to Round 3), and is interested to pay the full fee now, have to submit request to Hostel Allotment cell and if requests are entertained subject to availability of seats, then late fee of Rs. 500 will be charged.

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Application for allotment after 25th May 2013 but on or before 31st July 2013 a. In case the applicant applies for residential and food and laundry facility after 25 th May but on or before 31st July 2013, then late fee of Rs. 1000/- would be charged for residential facility. The confirmation about residential facility may be given immediately or later (may be after the last date of Admissions for session 201314) as deemed fit. The confirmation will be given in My Messages (in UMS) of the student and student will be given one week time to deposit the full fee. b. In case residential facility is already allotted with full payment but only food and/or laundry facility is applied during this period, then Rs. 500/- will be charged as late fee. c. Even the student who had paid part payment during the prescribed rounds (Round 1 to Round 3), and is interested to pay the full fee now, have to submit

request to Hostel Allotment cell and if requests are entertained subject to availability of seats, then late fee of Rs. 1000 will be charged. v. Application for allotment after 31st July 2013 a. In case the applicant applies for residential and food and laundry facility after 31 st July, then late fee of Rs. 2000/- would be charged for residential facility. The confirmation about residential facility may be given immediately or later (may be after the last date of Admissions for session 2013-14) as deemed fit. The confirmation will be given in My Messages (in UMS) of the student and student will be given one week time to deposit the full fee.

b. In case residential facility is already allotted with full payment but only food and/or laundry facility is applied during this period, then Rs. 500/- will be charged as late fee. c. Even the student who had paid part payment during the prescribed rounds (Round 1 to Round 3), and is interested to pay the full fee now, have to submit request to Hostel Allotment cell and if requests are entertained subject to availability of seats, then late fee of Rs. 2000 will be charged.

10.0 Change of Residential Facility of hostel rooms: Requests for change of residential facility including mutual transfer of students of all batches i.e. existing students as well as freshmen may be taken in the first week of September. The details for the same will be circulated in due course of time. 11.0 The cost of Scratch Cards as well as late fee, wherever prescribed, shall be paid in Indian currency only. 12.0 Students (Boys) of Mechanical Engineering, Civil Engineering and Polytechnic are suggested to book the rooms in the hostels near to their academic blocks only i.e. they should try to get room in Hostel BH5 and BH6.