Hostel Nights - Informations and Instructions

[Deepak Mercy Johnson]

Dear all,

Please follow what is given below for the smooth conduct of hostel nights. Also pass the message to new general secretaries as well.

1. @JC, 2C
   
1. Get a letter signed from the CCW about the dates. Though we have informally taken the permission, please have a formal written communication from him.
2. Meeting with the SFO with regard to obtaining fire safety clearance to all the hostels before the hostel nights. Most caterers will be cooking food at the hostels and it is very much important that this clearance is obtained and the Security Team instruct the hostel gen secs about the possible risks associated with the celebrations.
3. Also meet Ms. Vijayalakshmi Bhaskar (9444009001), Chairperson of OwZone about the waste disposal policies to be followed and to update the MoU that has to be signed with the caterers.
   
2. All the general secretaries are requested to avail the Temporary Advance right away so that the expenses will not be compromised. Please include some miscellaneous amount for the security personnel and OwZone staff.
3. Gen Secs and Mess Secs, please go through a sample MoU which has been given here. It was followed for Saarang. I request some of you to sit with JC and 2C in drafting the MoUs for the hostel nights.
4. The cleanliness of the hostels should be given utmost priority. Please have a team of volunteers in each hostel to clean up the surroundings after everything is done. Make sure that our environment is least affected during the celebrations.

All the best for hostel nights!

Regards, 

Deepak Mercy Johnson

[JC Jayachandran K]

Dear all,

A letter has been submitted to Dean (students) long back. He have signed them and sent to CCW for approval. 

I have met the chief security officer. Last year there were decoration at the entrance with full of clothes. He donot want to have any such things this year as that is the exit if anything happens. I have talked to him about the clearance certificate. He is ready to give it only if he is convinced in the above mentioned point. 

I have met Vijayalakshmi Madam also. As there was a problem last year because of Talwar caterer, madam has checked her records and one of the old record says, ''Owzone people will not enter any of the interior buildings". So she wants to go ahead with that. This time we will not have anyone from Owzone for cleaning. Each general secretary should talk to the contractor who is doing your hostel cleaning and ask him to stay back for your hostel night. And these labours will not do the cleaning of food waste. All the waste (plates, cups, spoons, unused food, etc) made by the caterer should be removed out of the institute only by the caterer. Please do mention very clearly in the MoU that the caterer has to remove all the waste out of the insti and the general secretary and the mess secretary of each hostel will be held responsible. 

@Sailaja, Amala, Vaddi, Rithesh : Please do edit the Saarang catering MoU according to our hostel nights and put them in the group ASAP. Do include the above mentioned point also. 

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Regards,

Jayachandran K,

Secretary (Hostel Affairs),

III year B.Tech || Dept of  Metallurgical and Materials Engineering,

Indian Institute of Technology Madras,

# 408, Tapti Hostel || (P) 9442300001

[Sailaja Lalam]

PFA the last year MOU of Jamuna Hostel

Regards,

L.Leela Sailaja

Sharavathi Mess Secretary

3rd year Undergraduate | Chemical Engineering

+91-7418276661

[JC Jayachandran K]

Incoming general secretaries,

You have to give certificates to the outgoing hostel council members on your respective hostel nights. You need to prepare the certificates, get them printed and submit them in Hostel Office. Warden should sign and then Hostel office will get them signed by Chairman Council of wardens. 

Sorry for the late information, but get them done without any delays. ​

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