kpj healthcare university college · 2019. 9. 18. · equipped with mounted fan, double decker bed...
TRANSCRIPT
Prepared by:
Residential Unit
Student Affairs Department
KPJ Healthcare University College
Lot PT 17009 & 17010 Persiaran Seriemas
Kota Seriemas, 71800 Nilai, Negeri Sembilan
Tel: 06 – 794 2681
Fax: 06 – 794 2646
Website: www.kpjuc.edu.my
RESIDENTIAL UNIT
HOSTEL HANDBOOK / GUIDELINE
***The information contained herein is correct at the time of printing and the University reserves the right to make any Page 2 amendments without prior notice.
HOSTEL HANDBOOK / GUIDELINE
TABLE OF CONTENTS
NO CONTENT PAGE
1. GENERAL INFO 3
2. BEHAVIOUR AND DISCIPLINE 4
3. HOSTEL RENTAL FEES 5
4. TERMINATION OF TENURE 5
5. CHECK-IN 6
6. CHECK-OUT 6
7. HOSTEL KEY 7
8. RESIDENT’S RESPONSIBILITIES 7
9. KPJUC HOSTEL MANAGEMENT RIGHT 8
10. DISCIPLINES/ IMMEDIATE EVICTION 9
11. ELECTRICAL APPLIANCES/ ITEMS 9
12. AMENITIES PROVIDED 10
13. VISITORS/GUEST 10
14. SECURITY AND SAFETY 11
15. RETURNING LATE NIGHT TO THE HOSTEL 12
16. PETS 12
17. PARKING 12
18. MAINTENANCE AND REPAIRS 13
19. LAUNDRY SERVICES 13
20. EXTENSION OF TENURE 14
21. EMERGENCIES CONTACT PERSONS 14
22. REVISION OF RULES AND REGULATIONS 15
23. HOSTEL COMPOUNDABLE OFFENCES 15
24. EXPLANATION OF OFFENCES 17
25. LIST OF ITEMS IN A ROOM AND COST OF REPLACEMENT OR LOSS
20
26. STANDARD OF PROCEDURE HOSTEL – PROCESS FLOW
21
27. ACKNOWLEDGEMENT 36
***The information contained herein is correct at the time of printing and the University reserves the right to make any Page 3 amendments without prior notice.
HOSTEL HANDBOOK / GUIDELINE
THIS HANDBOOK CONTAINS INFORMATION FOR RESIDENTS RESIDING IN KPJ HEALTHCARE UNIVERSITY COLLEGE HOSTEL, AND RULES AND REGULATIONS FOR RESIDENTS.
1. All students undergoing any educational undergrate programs at KPJ Healthcare University College provided with accommodation for the first year of study only. The University College has all the rights to allot residents to any room, block or hostel depending on the availability of space. Residents staying in the hostels are strictly to observe the Rules and Regulations for as long as they are undergoing training. Students undergoing clinical practice will also be provided with hostel accommodation. It is compulsory for students to stay in throughout their clinical practice. They are to abide by the Rules and Regulations thereto.
2. KPJ Healthcare University College Residence, with a capacity of over 1500, is apartment style. Each unit have a bath/toilet area, kitchen and hall. Each unit is equipped with mounted fan, double decker bed and single bed, mattress, study table and chair and wardrobe. We emphasize on clean, healthy and safe living and as such all residents MUST provide their own pillows, bed-sheets, blankets, towels, padlocks for wardrobes and other personal effects.
4. General facilities provided within the residence include : (a) study room (b) launderette (service & coin operated) (c) TV with astro facilities (d) drink vending machines (e) prayer room (for Muslims) (f) 24 hours security
5. Each unit consists of 3 rooms which can accommodate up to 9 students (3 students per room). Student allocation is based on bed vacancies. However, the hostel fee charge remain the same for each student regardless the number of students placed in each room.
6. Students who stay in a hostel must abide the rules & regulations with refer to Hostel Handbook/Guideline.
1.0 GENERAL INFO
***The information contained herein is correct at the time of printing and the University reserves the right to make any Page 4 amendments without prior notice.
HOSTEL HANDBOOK / GUIDELINE
2.1 Residents must agree to abide by the code of behaviour. Acceptable behaviour includes not
interfering with another person’s living conditions or personal security. Unacceptable behavior will be dealt with by the Management. Repeated offenses by a resident could constitute grounds for early termination. (refer page 28)
2.2 Fighting or any kind of physical violence is strictly prohibited within the Residence. Any fighting
or violence will lead to the expulsion of the resident from their accommodation, security deposit and rental forfeited and further disciplinary action may be taken. (refer page 28)
2.3 Possession, consumption and/or complicity of any form of drugs in the accommodation is strictlyprohibited in accordance with the First Schedule to the Dangerous Drugs Ordinance, 1952 (Act 234). If found possessing and/or consuming any form of drugs will lead to the expulsion of the resident from their accommodation and from the institution and a police report will be made. (refer page 28)
2.4 Vandalism is a very serious offense. Residents found guilty of committing such an offense can or will be evicted from the hostel or barred from continuing his/her studies in the institution. The cost of making good any item vandalized will be charged accordingly to the resident. (refer page 28)
2.5 Fighting or any kind of physical violence is strictly prohibited within the Residence. Any fighting or violence will lead to the expulsion of the resident from their accommodation and further disciplinary action may be taken. (refer page 28)
2.6 Viewing, possession and/or dissemination of pornographic materials (hard or soft copies) in the hostel are strictly prohibited.
2.7 Possession of weapons or any items considered dangerous which can be used to cause injuries or bodily harm is not allowed in the hostel grounds. (refer page 28)
2.8 Residents found causing embarrassment; unsolicited compliment regarding a person’s figure, dressing, makeup; send sexually tainted jokes, rumors, and comments; verbal advances and suggestions of a lewd and sexual nature; sending, posting love letters and notes; spreading false rumors with a view to tarnishing other’s reputation will be evicted from the hosteland institution. (refer page 28)
2.9 Smoking (of cigarettes, cigars, pipes and all other substitutes e.g. shisha, cigarettes) or the possession and the display of any related paraphernalia is not allowed in the hostel complex and campus area. Any smoking and/or its related paraphernalia will be confiscated and a fine of RM100.00 will be levied for each offense and further disciplinary action may be taken. (refer page 28)
2.10 Possession and/or consumption of alcoholic beverage in the campus area are not allowed. (refer page 28)
2.0 BEHAVIOUR & DISCIPLINE (refer procedure - page 24, 28, 29)
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HOSTEL HANDBOOK / GUIDELINE
2.11 Parties or other social gatherings in the hostel compound are not permitted without the
prior consent of the Hostel Management. (Refer page 28)
2.12 It is the responsibility of the students to keep the Hostel Management informed, if they intend to stay outside/live off the hostel, even if it is just for One (1) night. They must also inform their parents/guardians of their whereabouts. (refer page 24)
2.13 Students are prohibited from climbing over the fence or wall to get in or out of the hostel compound. They must use the authorized entrances and exits. (refer page 28)
2.14 Lighted candles, live holiday trees, holiday or decorative lights, incense, fireworks, explosives and incendiary materials are prohibited. No decorations, flags, banners or other items may be hung on the exterior or draped from a window or doorway of any hostel compound. Residents are not allowed to carry out any kind of business in the hostel compound. (refer page 28)
2.15 Students Residential should be a place where students can have the best possible conditions for studying and adequate rest. As such due consideration must be accorded to other students at all times. Noise levels must be kept low to allow others the opportunity to study or sleep in comfort. Radios, Hi-Fi sets must be switched off or the volume turned down after 10.00 p.m. These rules are intended to ensure a conducive environment for all students. Students breaking the above mentioned rules will be reprimanded by the Hostel Management. (refer page 28)
2.16 Residents found to have committed theft will face disciplinary action and be expelled from their accommodation and police report will be made. (refer page 29)
A full semester hostel rental is to be paid within seven (7) working days upon moving into the hostel. If the payment is not received within seven (7) days, the student will be asked to vacate the hostel immediately and will be charged day rate rental on the number of days the room has been occupied. A letter to vacate the room will be issued. Late applications or late check-in will also pay for the one (1) semester rental in full amount upon moving in. A notice of termination may be issued if:
4.1 The resident fails to pay the hostel fees after seven (7) working days from commencement of the semester
4.2 The residents permits or allows any breach or fails to comply with the hostel rules and regulation.
3.0 HOSTEL RENTAL FEES
4.0 TERMINATION OF TENURE
***The information contained herein is correct at the time of printing and the University reserves the right to make any Page 6 amendments without prior notice.
HOSTEL HANDBOOK / GUIDELINE
5.1 The items you receive on arrival are:
1. Hostel Handbook 2. Check-in / checkout form 3. Onetype of key:
a) Entrance Door – one (1) key
5.2 Check in the Schedule:
Saturday – 5.00p.m until 9.00p.m
Sunday – 9.00a.m until 9.00p.m
5.3 If under any circumstance students were to check-in before or after the working hours, a 2 WEEKS written notice should be sent to the Hostel Management prior to the arrival or necessary arrangement. Students who arrive before or after the working hours without prior consent of Hostel Management will not be entertained.
5.4 Students are strongly encouraged not to check-in BEFORE the specified check-in date.The Hostel Management does not guarantee the availability of accommodations for students who come in before the specified check-in date. 5.5 Assignment of Rooms is at the discretion of the Hostel Management. Requests for rooms or a particular type of roommate by students will not be entertained.
6.1 Students have to checkout all their personal belongings and vacate the room latest by
Saturday, 12:00p.m on the specified checkout date. Hostel Management reserves the right to vacate the room without prior consent of students by transferring all the personal belongings of students to the store room should student fail to comply before 5.00p.m. The Hostel Management is not liable for any damages and lost of items during the transfer process.
6.2 If temporary storage is required, students must pack their belongings in boxes or cover it with plastic, label them with sticker(s) provided by Hostel Management and be solely responsible for transferring the belongings to the store room. The Hostel Management is not liable for any damages and lost of items stored in the said venue. (refer page 32)
6.3 Store room operation:
Day: Monday, Thursday, Friday ONLY
Time: 2.30pm to 5.30pm Other than that, student will be not be entertained by Hostel Management, unless with acceptable reason(s). Any certificates, valuable items, toiletries and foods are strictly prohibited to be stored in the store room.
5.0 CHECK-IN (refer procedure - page 21)
6.0 CHECK-OUT (refer procedure - page 21, 32)
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HOSTEL HANDBOOK / GUIDELINE
6.4 Students who need to change the check out date after the Termination Notice issued to them will have to notify the Hostel Management in writing within 3 days of their termination date.
6.5 A notice for students to clear their unit will be given to all respective students by the Hostel Supervisor TWO WEEKS before the specific checkout date.
7.1 Residents must carry their room key at all times.
7.2 All rooms must be kept locked for security reasons
7.3 To maintain the safety and security of all residents, students are expected to be solely
responsible for the keys and are not allowed to lend the keys to anybody under any circumstances.
7.4 Students are also not allowed to make any duplication of the keys. (refer page 28)
7.5 Should there be any damage/loss of keys, students should immediately report to the Hostel Management. The resident is responsible for any cost associated with the replacement of their room key.
7.6 RM5.00 penalty will be imposed on students who would like to borrow a key from the Hostel
Management Office due to whatever reasons at any one time. The borrowed key must be returned to the Hostel Management Office within 15 minutes whereby failure to do so will lead to a penalty of RM10.00 to be imposed.
7.7 RM20.00 penalty will be imposed on students who are losing their unit key or do not return their unit key, and are required to fill in the Disciplinary Form. (refer page 28, 32)
8.1 Pay the occupancy and other service fees by the due dates
8.2 Do not use the premises for illegal purposes
8.3 Do not cause a nuisance or interference with the reasonable peace, comfort or privacy of other residents.
8.4 Keep the hostel and inclusions clean. Students are responsible for keeping their rooms’ clean and tidy at all times. The Hostel Management reserves the right to conduct spot checks on the Residence units and the bedrooms without having to give prior notice to the residents. Residents whose standard of housekeeping is not acceptable will be asked to rectify the situation. A penalty will be imposed for excessively dirty and unhygienic rooms.
7.0 HOSTEL KEY (refer procedure - page 28, 32)
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8.0 RESIDENT’S RESPONSIBILITIES (refer procedure - page 28)
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HOSTEL HANDBOOK / GUIDELINE
8.5 Report to Hostel Management of any damage of the hostel. Residents will be charged for any missing/ damage properties except damages incurred by normal wear and tear
8.6 Abide by the terms of occupancy and rules and regulations of the hostel
8.7 Residents are asked not to remove from their room any item, furniture or equipment that has been provided by KPJUC
8.8 Single/Double Decker beds with mattresses are provided in all bedrooms and students should bring their own pillows, bed sheets, blankets, towels, study lights etc.
8.9 A study table with chair and wardrobe/cupboard are also provided for each student. A penalty will be imposed if the student has disassembled his or her furniture.
8.10 Street shoes are not allowed to be worn into the resident (s) unit and must be arranged neatly.
8.11 All fans, lights and electrical appliances must be switched off when the student is not in the room/respective area. A penalty will be imposed for failure to comply.
8.12 COOKING IS NOT ALLOWED. However, students may use their own electric kettle to boil water. A penalty of RM50.00 will be imposed on students found cooking in the room.
8.13 Should there is any students’ unit that received a compound dengue from Public Health Department Seremban (PKD) due to the breeding area of aedes found after an inspection is made, all the respective unit resident involved are solely responsible to pay the compound maximum RM500.00.
9.1 To issue notices of breach to residents who break the terms of occupancy/ hostel rules and
regulations and/or cause damage to any parts of the hostel and/or cause inconvenience to others.
9.2 To issue notices of breach to residents defaulting on their occupancy payments, and for continued offenses to issue an eviction notice
9.3 To inspect the condition of the hostel during reasonable hours without any notices to enter. These inspections are not limited only to office hours. From time to time, inspection of rooms may be conducted after office hours without prior notification to the students.
9.4 To maintain the rules and regulations of the hostel
9.5 The Hostel Management reserves the right to move students to another hostel units if there is a necessity
9.0 KPJUC HOSTEL MANAGEMENT RIGHTS
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HOSTEL HANDBOOK / GUIDELINE
Immediate Eviction KPJUC Hostel rules and regulations promote tolerance, courtesy and care for others and the different needs within the community. If any resident chooses to ignore or transgress these hostel rules and regulations, he/she shall receive a written warning from KPJUC Hostel Management (Student Affairs Department). Residents, who have received a warning and continue with unacceptable behaviour will be asked to leave immediately, that is, will be given an immediate eviction. In addition to the termination provisions, immediate eviction will be given to any resident whom:
1. Is found to be carrying, using or distributing drugs or other illegal substances 2. Is found to be involved in the harassment of or discrimination against another resident, staff
members or person 3. Is found to be involved in the sexual and/or physical abuse of another resident, staff
member or person 4. Is found to be involved in theft of another person’s property
11.1 Items of domestic electrical equipment may be brought into and used within the hostel
compound with the proviso that strict adherence is given to the following: i. Electrical equipment must be serviceable and in a safe condition. ii. Strictly no cable running on the floor and from room to room. iii. Plugs must be wired in the correct manner and incorporate fuses of the correct rating. iv. A plug must supply only one piece of equipment. v. A total load on a wall socket must not exceed 13 Amps.
11.2 Restriction to the use of electrical appliance:
i. Approved items for all students • Iron • Kettle • Personal Computer/ Laptop • Alarm Clock • Batteries Charger
ii. Prohibited items for all students • Toaster • Hot plate • Rice Cooker • Microwave • Home Theatre System/ Radio • Washing Machine • Exercise machine • Music Instrument – Piano /Organ
iii. Students are allowed to keep stand fan for a RM 10.00 fee per item. Prohibited items
will be confiscated and a penalty fee of RM50.00 will be charged. (refer page 27, 30)
11.0 ELECTRICAL APPLIANCES / ITEMS (refer procedure - page 27, 30)
10.0 DISCIPLINES/ IMMEDIATE EVICTION (refer procedure - page 28, 29)
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HOSTEL HANDBOOK / GUIDELINE
iv. Students must declare all electrical items from the approved items list at least 2 weeks after registration. Unregistered items will be confiscated and a maximum penalty of RM50.00 will be imposed on each item. (refer page 27,30)
11.3 The Hostel Management reserves the right to take necessary action it deems fit in the event
that items found does not conform to safety standards. This may include confiscation of unauthorized items.
Residents must not interfere with or damage any common property, nor leave anything on or obstruct the use of common property. The resident is liable for damages caused. Disciplinary action will be taken on residents who do not abide by the hostel rules & regulations and if warning is given, resident(s) may be asked to vacate the hostel. 12.1 Common Area.
Please be aware that the cleanliness of common area is the responsibility of the residents. a) Television
Astro channel is provided in the common area on each block of the Hostel
12.2 Room a) Amenities provided in the room include wardrobe, study desk & chair, bed, mattress, a
ceiling fan and an electrical socket outlet.
b) Utility service charges are included in the semester’s fee paid by the student
12.3 Bathrooms All bathrooms in the Residential Unit are equipped with shower. Students are not allowed to hang their clothes or undergarments in the bathrooms
12.4 Laundry services
The laundry service is available at the Common Room 13.1 Visitors/Guests are allowed to visit the students during visiting hours as follows:
• Weekdays – 5.00 pm to 9.00 pm • Weekends and Public holidays – 9.00 am to 9.00 pm
13.2 All visitors cannot stay in the respective hostel and must register at the Guard House and
provide all details and documents as requested by Security before entering the Campus and must leave the hostel compound by 9.00pm.
13.3 It is the duty of the students to inform his/her visitor(s) of the visiting hours and to advise him/her/them to leave no later than 9.00pm. Disciplinary action will be taken if students found in the company of their visitor/s, including family members, relatives, friends and/or any non-resident in the respective hostel outside the visiting hours in any part of the hostel compound
13.0 VISITORS/GUEST
12.0 AMENITIES PROVIDED (refer procedure - page 28)
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HOSTEL HANDBOOK / GUIDELINE
13.4 Visitors including parents, family members, relatives, friends and/or anyone staying inside
or outside the hostel are STRICTLY NOT ALLOWED to enter the students’ room(s) AT ANY TIME, inside or outside the visiting hours,without prior consent of the Hostel Management. Disciplinary action will be taken if students found with a member of the opposite sex in the room at any time for whatever reason.
13.5 Visitors, including parents are not allowed to stay overnight in the hostel rooms without the
prior consent of the Hostel Management.
14.1 Residents are required to carry their Student I.D Card at all times in the compound of the
Residence and when visiting other residents in their Residence units. They must produce the
Student I.D Card when requested by Security or Hostel Supervisor on duty.
14.2 It shall be the responsibility of the residents to lock all doors at all times for the protection of their property and that of their roommates and for security reasons. Entrance door and room door must always be closed and locked after entering or leaving the room. 14.3 Students are solely responsible for the safety of their own valuables. All bedroom doors and wardrobe must be padlocked when the students arenot inside the room. 14.4 The Hostel Management shall not under any circumstances be responsible for any damage, loss or theft of any property, money and other items belonging to the students and/or their visitors and any personal injuries suffered by the students ortheir visitors/guests howsoever caused.
14.5 Students are discouraged from having valuable items or large amounts of cash while on campus. 14.6 Students are not permitted to change rooms or sleep anywhere other than in their own room without the consent of the Hostel Management. 14.7 Any student who finds his/her roommate(s) missing for more than 48 hours must report to the Hostel Coordinator/Supervisor immediately. This is to enable the Hostel Management Office totake immediate action if any untoward incident had taken place. 14.8 Curfew time for hostel occupants is at 12.00am while visitors are at 9.00pm every night after which the main gate hostel will be closed at 9.00pm for entry. (refer page 22, 23) 14.9 Residents are not allowed to leave the residence grounds during curfew hours between 12:00am and 6:00am without prior approval from the Accommodation Office on duty. The Hostel Management reserves the right to accede or deny any such request without having to provide any reasons. (refer page 23) 14.10 For safety reasons, any act which may constitute a fire hazard such as the burning of joss- sticks, incense, candles, mosquito coils, fireworks, fire-crackers, sparklers, etc. or any highly flammable material in the residence for whatever purpose, be it social or religious, is strictly prohibited.
14.0 SECURITY AND SAFETY (refer procedure - page 22, 23)
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HOSTEL HANDBOOK / GUIDELINE
15.1 Students must adhere to the curfew time for a hostel. Residents who wish to leave the residence compound must do so before 12.00am.
15.2 Students who return after the stipulated time for whatever reasons will have their Student ID Card taken away for record purposes and may be returned to them later. However, please note that they will first be summoned by the Hostel Management and the following actions may be taken:
1. First (1st)offense
A first warning letter will be issued to the student.
2. Second (2nd) offense The student’s parents and Program Coordinator will be informed of the student’s habit of returning later than the stipulated time. The student will be told that he/she would be evicted from the hostel if it happens the third time. A second warning letter will be issued to the student.
3. Third (3rd) offense This results in eviction from the Hostel followed by letters to the parents and Student Affairs Services informing them of the eviction
15.3 Should a residence stay out or return later than 12.00am, they are required to provide explanation for breaching the curfew. (refer page 22) Pets are not allowed in the hostel complex. Pets found in the hotel complex will be confiscated. 17.1 Parking facilities are available for a limited number of vehicles with KPJUC sticker permits
only. These permits can be obtained in the Residential Office for RM 5.00. Vehicles without permits will be clamped.
17.2 Students who park their vehicles on campus will do so at their own risk. The Management will not be held responsible for any lost/damages incurred by the students.
15.0 RETURNING LATE NIGHT TO THE HOSTEL (refer procedure - page 22, 28)
16.0 PETS
17.0 PARKING (refer procedure - page 33)
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HOSTEL HANDBOOK / GUIDELINE
18.1 Identify the problem and specify details
18.2 Students are requested to fill up the Maintenance Form (Student) in theHostel Management
Office in case repair works are needed. 18.3 If Maintenance staffs have found that a student has deliberately damaged an item or fixture
within the room, then he or she will be charged accordingly.
19.1 Coin-operated washing machines, dryers and provision for drying (where possible) are
available in all Residences for students use. Laundry facilities are located in: a. Female Hostel : 201 b. Male Hostel : 201
19.2 Items of clothing should not be left unattended, and the peronnel from the Hostel
Management will not accept any responsibility for loss of personal laundry.
19.3 The laundry facilities are subcontracted out and any faults should be reported to the Admin & Outsource Department immediately.
19.4 Wet laundry must not be draped across accommodation furniture or dried or left without proper place.
18.0 MAINTENANCE AND REPAIRS (refer procedure - page 26, 28)
19.0 LAUNDRY SERVICES
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HOSTEL HANDBOOK / GUIDELINE
A resident can only stay at the KPJUC hostel for one year. If you wish to extend your tenure after one year, you need to apply in writing to the Hostel Management Consideration may be given on the first come, first serve basis and subject to availability of rooms, based on the following criteria:
You are an international student
You are an outstation student from Sabah or Sarawak
Good behaviour, no disciplinary records and no outstanding fees
Active member of the Hostel Residence Committee, University College activities
Members of the Student Body Residents can contact their Hostel supervisor or fellow on call at all times incase of any emergencies
Staff Telephone Numbers All residents MUST know their hostel supervisor/fellow telephone numbers which are displayed on the noticed boards in the hostels Other contact numbers KPJUC College 06 – 794 2692 Students Affairs Services 06 – 794 2644 Hostel Management Office (PPE) 06 – 794 2681 Post Security PPE Hostel 06 – 794 2659 Campus 06 – 794 2658 Nilai Police Station 06 – 799 4010 Bomba Nilai 06 – 794 0052 Seremban General Hospital (Emergency Unit) 06 – 768 4000
20.0 EXTENSION OF TENURE (refer procedure - page 35)
21.0 EMERGENCIES CONTACT PERSONS
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HOSTEL HANDBOOK / GUIDELINE
22.1 The Hostel Management reserves the right to revise the Rules and Regulations from time to
time. Students will be informed of any changes in the form of memorandum and notices on the Notice Boards.
22.2 A student residing in any of the hostel under the purview of this institution is governed by the rules and regulations herein mentioned.
22.3 Students found breaking any hostel rules at any of the hostel (s) under the purview of this institution are liable to be evicted from the hostel and can also be expelled from the institution within 24 hours.
23.1 A maximum fine of RM50.00 will be imposed for each offense. If a students is deliberately damaging an item or fixture within the room, then he or she will be charged accordingly. Refer to clause 25
23.2 Any explanation or appeal regarding compound, is to be forwarded to Hostel Management within 14 days from the date of the notification
23.3 Strictly no appeal for the listed offenses:
NO TYPE OF OFFENCE OFFENCE NO
1 Unauthorized electrical appliances 20
2 Illegal electrical appliances 21
3 Loss of room key 27
23.4 List of Compoundable offences:
HOSTEL RULES AND REGULATION
1) Smoking, drugs and drinking
2) Gambling
3) Ragging
4) Correspondence with Senior Officer / Corporate personnel
5) Failure to display Matric card
6) Beauty Contest
7) Dress code, Attire and Personal Cleanliness
8) Criminal offence under civil or syariah Law
22.0 REVISION OF RULES AND REGULATIONS
23.0 HOSTEL COMPOUNDABLE OFFENCES
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HOSTEL HANDBOOK / GUIDELINE
9) Graffiti
10) Failure to conserve energy (electricity or water)
11) Illegal exchange of rooms / unit
12) Squatting
13) Collaborate in squatting
14) Dirty room /compartment
15) Dirty common area /kitchen /hall
16) Dirty/ stuck toilet bowl
17) Trash not removed
18) Rearrange of room furniture without permission
19) Removing room furniture without permission
20) Unauthorized electrical appliances
21) Illegal electrical appliances
22) Unauthorized posters and notices
23) Make noise and disturbing the peace and tranquility in a hostel
24) Visitors in room/unit
25) Vandalism on hostel facilities. Misuse / missing hostel facilities
26) Failure to surrender key
27) Loss of house key (each)
28) Failure to Register Hostel
29) Failure to evacuate the room during vacation
30) Stay in during vacation without permission
31) Live off-campus without informing Hostel Unit
32) Come back to the hostel after 12.00a.m
33) Absent from hostel after 12.00 midnight
34) Cooking
35) Keeping animals/pets in a hostel
36) Hanging clothes at inappropriate place
37) Organize social activities in hostel block/ compound without permission
38) Owned pornographic material (magazine/ toys/ etc.) whether in hard copy or soft copy
39) Park vehicle ina restricted area
40) Block / stopping staffs from doing work
41) Commit acts of self harm / attempting suicide
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HOSTEL HANDBOOK / GUIDELINE
Compound no
Offenses Notes
9 Graffiti Students are not allowed to post any pictures/ wallpaper or notices on the wall/window or anywhere in the room
10 Failure to conserve energy Light, fan and other electrical appliances should be switched off whenever students are not in the rooms
11 Illegal exchange of room/ unit Students are not allowed to exchange their room/unit without prior permission in writing given by Hostel unit
12 Squatting Students are not allowed to sleep in another room
13 Collaborate in squatting
Students are not allowed to bring visitors/ friends/ to sleep over/ to keep others belonging in his/her room or ignorance of roommates to bring outsiders to sleep over his/her, is also guilty of the same offense
14 Dirty room/ compartment Students' room/compartment should be clean and tidy, even when he/she leaves the room for class/vacation or change room/unit
15 Dirty common area/ kitchen/ hall Students' house, hall and kitchen should be clean and tidy, even when he/she leaves the room for vacation or change room/unit
16 Dirty / stuck toilet bowl Always clean the toilet
17 Trash not removed Trash have to remove at specific area (Dustbin provided)
18 Re-arrange of room furniture without permission
All furniture in his/her room should not be re-arranged
19 Removing of room furniture without permission
All furniture in his/her room should not be brought out from his/her room
20 Unauthorized electrical appliances
Allowable electrical items but have not been registered at the Hostel Office
21 Illegal electrical appliances Any item which is illegal, including fridge/ rice cooker/ TV/ big radio/washing machine and etc. – Please refer to Hostel office
24.0 EXPLANATION OF OFFENCES
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HOSTEL HANDBOOK / GUIDELINE
Compound no
Offences Notes
22 Unauthorized poster and notices It is not allowed to paste any notice/ poster (including short/ small notes/calendar)
23 Make noise and disturbing the peace and tranquility in a hostel
Students are not allowed to make any noise activity that will disturb other roommates or block (including on radio/ computer loudly or bringing friends and make noises)
24 Visitor in the room/unit Students are not allowed to bring visitors (including relatives) in his/her room
25 Vandalism on college residents. Misuse/ missing facilities
Any defect to furniture or facilities (provided by hostel) done by the students
26 Failure to surrender key Every end of the semester or before going clinical posting, students need to check out and return the key at Hostel office
27 Loss of House key (each) No appeal for this offense
28 Failure to register hostel Did not check-in hostel
28 Failure to evacuate the room during vacation
During the semester vacation
30 Stay in during vacation without permission
During every semester, students who wish the Hostel need to apply Live In During Vacation (LIDV) at the Hostel office
31 Live off campus without informing Hostel unit
Students who wish to stay out from campus need to apply for Live off Hostel (LOH)
32 Come back later to the hostel after 12.00a.m
Students must be in their respective hostel unit by 12.00 am every night
33 Absent from the Hostel after 12.00a.m
A resident student shall not, after midnight, remain outside hostel except with permission. Students are required to apply an application for came back late after 12.00 am at the Hostel office.
34 Cooking Includes having any cooking item, or cooking appliances
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HOSTEL HANDBOOK / GUIDELINE
Compound no
Offences Notes
35 Keeping animals/ pets in Hostel Including fish/cats/hamsters and any animals categorized as pets
36 Hanging clothes at inappropriate place
Students are only allowed to hang clothes including scarf/towel/”Telekung” only in your locker or your own portable clothes hanger
37 Organize social activities in hostel block/compound without permission
Any program that had been approved by management should inform to Hostel unit
38 Owned pornographic material
Owned pornographic material (magazine/ toys/ etc.) whether in hard copy or soft copy
39 Park vehicle on restriction area
40 Block / stopping staffs from doing work
41 Commit acts of self harm / attempting suicide
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HOSTEL HANDBOOK / GUIDELINE
NO ITEM FINE (RM)
1 Bed As per bill
2 Mattress As per bill
3 Study Table As per bill
4 Chair As per bill
5 Curtain As per bill
6 Book Shelf/ rack As per bill
7 Wardrobe As per bill
8 Window As per bill
9 Mirror As per bill
10 Towel Holder As per bill
10 Door lock – Entrance (Main) As per bill
11 Door lock – Room As per bill
12 Light As per bill
13 Shower Rose As per bill
14 Air-Conditioners As per bill
15 Air-Conditioner remote control As per bill
16 Ceiling Fan As per bill
17 Shoe Rack As per bill
18 Other repairs/losts As per bill
25.0 LIST OF ITEMS IN ROOM AND COST OF REPLACEMENT OR LOSS
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
(Check In Hostel) (Check Out Hostel)
Check-in hostel on
Saturday/Sunday
Saturday: after 5pm Sunday: after 12pm
Key taken (only one key
per unit provided)
Check name list provided by
Hostel Supervisor at guard Level
2 (Female Hostel)
Submit completed form at Hostel Office
Finish
Within a week after check in hostel,
each student need to:
1) Fill up check in form at Hostel
Office (unit 207)
2) Collect unit key
Student will be informed and
reminded at least two weeks before
they check out from hostel
Student transfer their packed
belongings (maximum 3 bags/
person) to the available store room.
Student check out hostel with their
personal belongings on the specified
check out date
Last check out: Saturday (5pm)
Student returns their unit key to
security guard and record it on a
specific book record
Penalty RM20:
1) Loss key
2) Not return the key
Not return the
unit key
CHECK IN AND CHECK OUT HOSTEL
26.0 STANDARD OF PROCEDURE HOSTEL – PROCESS FLOW
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
APPLICATION TO COME BACK LATE FORM
(AFTER 12.00 AM)
Without permission With permission
Come back to hostel
after 12.00 am
Write name at security
post according
identification card
Submit to Hostel Supervisor
an explanation letter with
supporting documents for
clarifying
Fill-up application form from
DSA before the specific date to
come back late
Hand over the permission form to
post guard before enter the hostel
Hand over student’s matrix card to
post guard before enter the hostel
Got warning letter from Hostel
Supervisor (maximum 3 offense)
Finish
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
APPLICATION TO GO OUT FROM HOSTEL AFTER 12.00 AM
Fill up Permission Form to go out from
hostel after 12.00 am at DSA before the
specific date of the event
Submit the completed form,
and get an approval from
Hostel Supervisor
Hand over the approved
permission form to the post
guard before go out from
hostel
Finish
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
APPLICATION TO LEAVE OFF HOSTEL (LOH)
Complete Document
Student request with letter and get
recommendation from
Coordinator/Lecturer in-charge
Fill-up form
Submit to
Management for
approval
Attach with required documents
Reply letter to:
1. File (KPJUC/HOSTEL/LOH)
2. Student Personal File
3. Programme Coordinator
4. Parents
5. Nurse instructor (Hospital)
Student submit requisition to
Hostel Supervisor
Document not
complete
Finish
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
APPLICATION TO LIVE IN DURING VACATION (LIDV)
Student fills up
form from DSA
Student submit the completed
application form to Hostel
Supervisor for approval
Hostel Supervisor inform students
the unit number and hostel
Student stays at hostel arranged by
the Hostel Supervisor
Finish
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
MAINTENANCE COMPLAINT FORM
Students identify the problem and specify
details
Students fill up the Maintenance Form from
DSA or guard (Level 2)
Student submit completed form at Hostel
Office/Guard (level 2)/ DSA
Finish
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
CONFISCATED UNREGISTERED ITEMS / APPLIANCES
Claim
The confiscated item / appliance is
labelled with:
1) Type of item/appliance
2) Specific date and day it is
taken
3) Student’s program and cohort
Student fill up Disciplinary Form and
pay the fine as RM50 per
item/appliance
Student is allowed to take back the
confiscated item/appliance with
warning to bring it back home
Student’s unregistered
item(s) / appliance(s) is
confiscated by Hostel Unit
and stored in Hostel Office
Finish
Collected fine is located
under ‘Student Activity
Fund’ (TKP – Tabung
Kegiatan Pelajar)
Confiscated item will be
disposed maximum 3
years after it is confiscated Not claim
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
HOSTEL DISCIPLINARY REPORT PROCESS
Major case Minor case
Hostel Supervisor receives the
report
The student(s) involved with the
misconduct of hostel disciplinary
will be summoned to the Hostel
Office by Hostel Supervisor
The student’s case will be settled
through Disciplinary Inquiry (DI)
The student fills out the Hostel
Disciplinary Form
The completed Hostel Disciplinary
Form is recorded and kept into
student’s personal file
A proper action will be taken based
on the type of student’s misconduct
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
INCIDENT REPORT PROCESS
Hostel supervisor receives report
from student
Student fills out the details of the
incident in the Incident Report Form
at Hostel Office
Hostel Supervisor noted the
incident, and report to Head of
Department Student Affairs
Hostel Supervisor takes a proper
investigation over the incident
reported
Case is handled fully by the
Hostel Supervisor
Case cannot be settled by the Hostel
Supervisor
Case incident will be reported and
fully pass to police.
Police take a proper investigation
and action
Case close
Case close
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
APPLICATION TO REGISTER ELECTRICAL APPLIANCES
Student fill-up
form from DSA
Student identifies the type of
appliances applied either there are
charges or not:
1. Kettle (automatic)
2. Iron
3. Laptop
4. Stand Fan - RM10 charge
5. Printer - RM10 charge
Student submit the completed register
form with the fee charge(s) (if applicable)
Finish
Student collect the applied sticker once it
is ready by the Hostel Supervisor, and
paste it onto the appliance(s).
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
STORAGE SERVICE FLOW (FEMALE HOSTEL)
(Keep in belongings) (Take out belongings)
Students bring all their packed
belongings (maximum 3 bags/
student) in front of Storage Room
(208, Level 2)
Students write their details
information in specific Storage
Record Book at Hostel Office (207)
Students take maximum 3 storage
stickers and paste it on their
belonging as a tag
Hostel Supervisor opens the Storage
Room, and make sure the students
gather their belongings according to
their program and cohort
Storage Service operation:
Day: Monday, Thursday, Friday
Time: 2.30pm until 5.30pm
Students come to Hostel Office
(207) and check their details written
in the Storage Record Book.
Students take out all their
belongings from the Storage Room
Hostel Supervisor opens the Storage
Room
Students write the date taken and
sign at the Storage Record Book.
Hostel Supervisor close the Storage
Room
Hostel Supervisor close the Storage
Room
Finish
Finish
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
RETURN UNIT KEY PROCESS
Student check out from their unit
Student fills out their details into
specific book record before
returning the key
Student returns the unit key to
security guard (level 2)
Penalty RM20:
1) Loss key
2) Not return the key
Not return the unit key
Finish
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
REGISTRATION VEHICLE STICKER PERMITS
Students take and fill up the
Registration Vehicle Form from Student
Affairs Department
Students prepare and submit the form and
documents required to Student Affairs
Department:
1) Copy of Identification card
2) Copy of Driver’s License
3) Copy of the grant
4) Consent letter from parents /
guardian
5) Copy of vehicle sticker payment
Students make the sticker payments of
RM5 to the Finance Department
Students collect the vehicle sticker
maximum 3 days after the application at the
Hostel Office.
Finish
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HOSTEL HANDBOOK / GUIDELINE
PROCESS FLOW
APPLICATION FOR ACCOMMODATION HOSTEL
(2ND YEAR BACHELOR STUDENTS)
Selected to stay hostel Do not selected to stay hostel
A memorandum will be released by Hostel
Supervisor. The application can be applied
based on intake batch:
February intake: December
September intake: June
Student submits the required
documents to Hostel Supervisor:
1) Application Form
2) Copy of latest CGPA
3) Student Record Activity Book
Student takes and fills up the
application form from Student
Affairs Department.
A result of one year hostel’s accommodation will
be announced by Hostel Supervisor based on
batch application:
February intake: January
September intake: August
Steps to be followed:
1) Student makes a Hostel’s Accommodation Payment
to Finance Department at least TWO (2) WEEKS before
check in hostel.
2) Student submits a copy of payment slip (by
semester) to the Hostel Supervisor on the first week
after checked in hostel for hostel record.
** One semester = 6 months
1) Student is advised to find other
accommodation for their new one year
studies.
2) Student is allowed to reapply the
application for hostel’s accommodation
on the next year of study.
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HOSTEL HANDBOOK / GUIDELINE
For office use ACKNOWLEDGEMENT Name :
NRIC/Passport :
Programme :
Group/Cohort :
Unit No. :
Room No. :
I confirm that I have read the contents of this handbook and acknowledge that I agree to abide with
the Hostel Rules and Regulations. I fully understand and agree that disciplinary action can be taken
against me if I fail to observe the rules and regulations
Signature of student: Date:
I hereby acknowledge one (1) room key and one (1) entrance door key has been given to me and
that I shall be responsible for the proper use of them as per governed by the Hostel Rules and
Regulation
Signature of student: Date:
26.0 ACKNOWLEDGEMENT – UNDER TAKING
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HOSTEL HANDBOOK / GUIDELINE
ACKNOWLEDGEMENT Name :
NRIC/Passport :
Programme :
Group/Cohort :
Unit No. :
Room No. :
I, ___________________________________ have checked the items in my room, room no. _____ as
per listing and found them to be in good condition, working order and clean. During my stay here,
my roommates and I shall be collectively responsible for the proper use of them. Whoever,
individually or jointly damage, break or lose any of the items negligently or willfully will have to bear
the cost of repair or replacement. As for the items in my room allocated for my personal use, I shall
be solely responsible for their proper use. I undertake to report immediately to Residential Office
any item/s found to be faulty or missing when I check in.
Signature of student: Date: