The Indian Institute of Technology, Roorkee has thirteen student Hostels (each known as a Bhawan)

names as: Azad, Cautley, Ganga, Govind, Jawahar, Kasturba, Radhakrishnan, Rajiv, Rajendra, Ravindra,
Sarojini, K.I.H, Malviya & Indira Bhawans has its own mess unit to provide breakfast, lunch and dinner to
its residents in a hygienic way. Each bhawan has a Chief Warden, a Warden (Two for Rajendra Bhawan)
and a Residential Warden (Two for Sarojini & Rajendra Bhawans). Every mess is run mainly by the
students on no loss no profit basis under the general supervision of the officials of Dean of Students
Welfare organization.
1.0

GOVERNING BODIES
The messes of all bhawans will be governed by guidelines, rules, regulations and norms set
by the following committees/ sub-committees at various levels:
(i)
Coordinating Committee of Bhawans.
(ii)
Central Purchase Committee
(iii) Mess Working Committee.

1.1

COORDINATING COMMITTEE OF BHAWANS (CCB):

The Coordinating Committee of Bhawans consists of the following:(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)

The Dean of Students Welfare (DOSW) or his nominee; ex officio, Chairman;

The Associate Dean of Students Welfare (ADOSW (B)), ex officio;
The Chief Wardens of Bhawans, ex officio;
The Wardens of Bhawans, ex officio;
One Mess/Stores in-charge (Manager by rotation);ex officio;
The Accounts Officer/Accounts in-charge (Accountant by rotation),ex officio;
Member Secretaries of Bhawan Councils (all Bhawans),ex officio;
The mess Secretaries (all Bhawans), ex officio;
One Mess Council member representing each mess, ex officio.
A Member Secretary for CCB will be nominated by the Chairman.

Functions:
The CCB will frame guidelines for the proper and uniform working of Students messes. It
will formulate common policies of management, accounting, procurement and maintenance in the
best interest of the students community. It will govern the terms and conditions of the working of
staff employed in messes. It will establish a Central Procurement and Distribution System for items
purchased centrally for all mess units. It will constitute a Central Purchase Committee to handle the
bulk purchase and the common tenders for the procurement of items required in the messes.
1.2

CENTRAL PRUCHASE SUB-COMMITTEE (CPC)

The Central Purchase Committee (a sub-committee of CCB) will be constituted by the CCB
as under:
a)
b)
c)
d)
e)
f)
g)

ADOSW (Chairman).
Central Purchase Officer.
All Wardens.
All Mess Council Members.
One member nominated by mess working committee of each Bhawan.
Managers/ Asstt. Managers as special invitee.
Chief Wardens as special invitee.

Functions:
The Central Purchase Committee will procure and distribute the essential commodities
including controlled items like: rice, sugar, eggs, etc. It shall call tenders and issue contracts on a
centralized basis for all eatables like fruits, sweets, ice-cream, butter, milk, etc. In exceptional
circumstances it may inform and authorize the individual messes to procure the required items in
case CPC is not able to procure. Purchase procedure to be followed in messes is given in Appendix
A.
It will take suitable measures to control the quality of individual commodities purchased
centrally.
It can make on the spot bulk purchase from Roorkee and/ or outside markets as and when
necessary. It will act on any other matter pertaining to central purchase and inform the decisions to
Chief Wardens of all Bhawans.
1.3

MESS WORKING COMMITTEE (MWC)

There is a Mess Working committee for each Bhawan, consists of the following:1.
The Warden, Chairman,
ex officio;
2.
The Asstt. Warden (Residential)
ex officio;
3.
The Mess/ Store in-charge,
Manager;
4.
The Mess Council Members
Members;
5.
Member Secretary of the Bhawan Council,
Member,
6.
The Mess Secretary,
Member Secretary.

Functions:
The committee will work for the smooth running and healthy working of the mess. It will also
see that a proper discipline is maintained as per standing rules and regulations of the Institute.
The committee will function on the guide lines laid down by the Coordinating Committee of
Bhawans and Central Purchase Committee.
2.0

DUTIES AND RESPONSIBILITIES:

2.1

OFFICALS:

(i)

Chairman CCB:
He will be the administrative head of all student messes. He will coordinate all the messes
in terms of rules, regulations and general working procedures, central purchase and up-keep of the
messes.

(ii)

Central Purchase Officer (CPO):

One of the Chief Wardens of the Bhawans will be ex officio Central Purchase Officer for the
bulk purchases. He will be responsible for timely arrangement of bulk purchase.

(iii)

Chief Warden (CW):

He will be the executive head in all matters concerning the management of bhawan
including mess unit under his jurisdiction. Chief Warden of the respective Bhawans will exercise
drawing and disbursing powers of the mess funds and finance. He will get the account books
maintained in auditable form by the Accountant with the help of Warden. All financial transaction
shall be made with the knowledge of MWC. All cheques counter foils are to be countersigned by
the Warden.

(iv) Warden (W)

He/She will look after the day to day administration of the mess, purchase and issue of
ration from the mess stores, menu, passing of bills for payment including imposing fine/penalty on
the contractors in cases of default and matters connected with discipline in the mess. He/ She will
be responsible for purchase and procurement of mess commodities as directed by CPC/ MWC. For
all purchase, he/she will ensure that purchase procedure as laid down in Appendix A is followed.
He/ She will assign duties to various mess council members. He/ She may take the help of the
assistant warden in furnishing his duties. He/she will attend to other duties that may be assigned by
the Chief Warden. He/She will perform the duties of Chief Warden in the absence of the latter in
addition to his own. Mess coupons will be in the custody of the warden and used coupons will be
disposed off after due verification from the records. He is the sanctioning authority of casual leave
of all the mess workers and will forward the earned leave of regular staff to the competent authority.
(v) Assistant Warden (R):
He will compulsorily dine in the mess and will be required to pay meals charges (no
establishment charges to be paid). He will be a member of MWC. He may give suggestion for
improvement in the working of mess. He will also assist the students in local purchases.
The usual duties shall be to check mess stores, control over the wastage of food, breakage of
crockery, loss and pilferage of cutlery, utensils and other valuable property, verification of closing
and opening of balances in stock books of the first day of each month, daily cash receipts, etc.
2.2

STUDENT MEMBERS:

(i)

Chief Mess Council Member:

He/She will look after the general working of the mess and shall submit his/ her suggestions
and recommendations to the Warden, wherever necessary. He/She will also endorse his/ her opinion
in the matters which is referred to him/her by Warden/ Chief Warden. He/She will call the Mess
Working Committee meetings on the advice of Warden. He/ She will assist the Warden at the time
of opening tenders.

(ii)

Purchase Council Member:

He/ She will assess the monthly requirements of the mess for purchase through the tenders
to arrange for the procurement of items in the stores and to attend to the risk purchase cases. Such
purchase will be made normally in consultation with CMC and with the approval of Chief Warden/
Warden.

(iii)

Menu Council Member:

He/She will go through the basic weekly menu provided by CCB and prepare the weekly
benefiting the nourishment and taste of the members of the mess unit. He will prepare this menu
well in advance in consultation with one more mess councilor after seeking suggestions form other
dinning members and keeping in view the approved rates and cost so that it is passed on to the Mess
Manager after Wardens approval two days in advance. He will also monitor the preparation of food
in the kitchen and ensure that it is prepared in hygienic way.

(iv)

Stores Council Member:

He/ She will check the daily receipts and issue of ration commodities in the stores, their
posting in the stock books, to compare the supplies from approved samples. Monthly physical
verification of stores items and submit recommendations about the stores wastage (consumable
articles such as atta, dals, rich etc.) verifications of stock entries in the beginning of the month from
old stock book. Monthly balance sheet of stock shall be signed by him and also he will verify the
bill and sign on stock book entries.

(v)

Accounts Council Member:

He/She will check the daily costing register being maintained by the Asstt. Manager, to
verify and satisfy himself/ herself with the assessment and calculations to the monthly basic charges
and to initial it as a token of verification.
Warden shall assign the duties of a mess council member, when latter goes out of station, to
other mess council members. If the number of mess council members is less than four, the duties of
purchase, menu, stores and accounts council members will be distributed by the Mess Working
Committee amongst these mess council members. Duty to two students may be assigned by rotation
to supervise the mess everyday. They will be given official leave for this purpose.

2.3

MESS STAFF

(A)

Supervisory Staff

(1)

Central Purchase Assistant:

(i)
(ii)
(iii)
(iv)
(v)

(2)

To arrange procurement of controlled items from Govt. agencies or from open market.
To handle central stores and to call tenders/ quotations for procurement of items to be
arranged for the distribution to various messes.
To take charge of the bulk purchase items and arrange for the distribution to various messes.
To handle all correspondence of CCB and CPC in coordination with Central Accountant.
Any other duty assigned by the Chairman, CCB.

Central Office
(i)
(ii)

All Accountants, LDCs and supporting staff will co-ordinate to deal all type of office work
centrally with each unit of mess.
To do all typing work assigned by the Chairman, CCB/CPC.

(3)

Mess Accountant:
(i)

Proper maintenance of all mess accounts including cash books and general ledgers of mess
funds in auditable form. Bank transaction and issue of money receipts.
(ii)
Inviting and processing quotations/ tenders for items to be arranged at individual mess level
and preparation of the bills.
(iii) Calculations of monthly mess charges.
(iv)
Preparation of salary of staff.
(v)
Weekly deposition of money earned by sales of coupons etc.
(vi)
Help the centre in bulk purchases as and when required by the Chairman CCB/CPC.
(vii) Maintenance of advance records.
(viii) Verification of suppliers/ contractors bills according to approved rates. To initial the receipt
side of the stock book in token of having verified the bill and entries there of in relevant
records.
(ix)
Preparation of cheques against bills/advance..
(x)
Any other duty assigned by the Chief Warden/ Warden.
(4)

Mess Manager:
(i)
(ii)

General supervision of the working of service staff.

Preparation of ration sheet according to the menu and to supervise preparation of food and
maintain general hygienic conditions in the mess. He must be present in the mess during the
meal hours. This must be adhered to strictly.
(iii) To verify the balance sheet for each month prepared by Assistant Manager and to pass it on
to the Accountant, to further check it and prepare the bills.
(iv)
Maintenance of accounts of all kinds of coupons sold in the mess and advance received from
casual diners and to deposit the money with the accountant as and when received, preferably
by the next day.
(v)
Maintenance attendance register of all staff working in the mess and to keep record of their
casual leaves.
(vi)
Maintenance of records of items issued for use in kitchens and dining halls and to report the
breakage/ loss every month to Warden for further action,
(vii) To arrange parties on specific orders from the Warden/ Chief Warden.
(viii) To maintain complaint and suggestion book in the mess and take necessary action as per
advice of Warden on the same.
(ix)
General supervision of mess and kitchen and to avoid wastage at all stages.
(x)
To maintain the imprest account register and get its reimbursement on submission of
vouchers. Imprest of Rs. 2500/- may be kept with the manager. As far as possible, prior
approval of Warden be obtained for expenses out of imprest account.
(xi)
Preparation of tentative menu in the event of regular menu being delayed by the Menu
Councilor. It is desirable that the suppliers in no case be put to embarrassing situation due to
short notice for supply on account of non- availability of Menu from Menu- Councilor.
(xii) To maintain the mess premises and building and to initiate the repairs whenever necessary,
under the direction of the Warden/ Chief Warden.
(xiii) To look after the stores whenever the Asstt. Manager happens to be on leave or out of
station on official business. Overall supervision of the store in the presence of Asstt.
Manager.
(xiv) Any other duty assigned by the Warden/Chief Warden.

(5)

Assistant Manager:
(i)
(ii)
(iii)
(iv)

(v)
(vi)
(vii)

To account for all items of stores in his charge and maintain records in proper form.
To receive material from suppliers/ contractors with the concurrence of Stores Councilor
and Mess Manager and issue of the same on proper indent or order.
To maintain stock register , balance sheet register, and asset registers .
To estimate monthly requirement for procurement through tenders etc and to place the
demands with the suppliers/ contractors in time (at- least seven days before the actual
requirement of items.)
To submit balance sheet of stocks by the third day of each month to Manager/ Accountant
for calculation of Mess charges of previous month.
To verify the bills received from the suppliers and then to pass them on to Store Councilor
for checking, to Warden for approval and finally to the Mess Accountant for further action.
To keep consumed coupons in his custody and get them disposed off monthly by Warden.

(viii) To keep ration sheet and indents in safe custody for audit and record for three years or
ordered for being weeded out.
(ix)
To arrange risk and local purchase as and when necessary as per purchase procedures.
(x)
To issue all indented items to cook for consumption on a particular day. In the event of
being out of stock of any specified in the Menu it would be procured under orders of the
competent authority.
(xi)
He must be present in the mess during the meal hours.
(xii) Any other duty assigned by the Mess Manager/ Warden/ Chief Warden.
(B)

Service Staff

1.

Butler:
To supervise the catering and dining hall service and also to maintain the record of loss or
breakages of crockery and other articles issued to the dining hall. He will be responsible for
maintaining the cleanliness of the dining hall, layout of dining tables as well as the cleanliness and
proper dress of the bearers. Any other duty assigned by the Mess Manager/Assistant Manager.

2.

Head Cook:
To get ration from Asstt. Manager as per requirements given by the Mess Manager. To get
prepared all eatables in a hygienic way under his supervision. He will be responsible for kitchen
utensils and other kitchen accessories. Any other duty assigned by the Mess Manager/Asstt.
Manager.

3.

Gate Keeper:
(i)

(ii)
(iii)
(iv)
(v)
(vi)

He will be responsible for preventing unauthorized entry in the dining hall during meals
hours as specified under section 3.3. He will maintain and operate stereo system, record
player in dining hall taking into account choice of dining members as far as possible.
Sale of coupons for meals and extra items and to deposit the amount thus collected with
manager.
Maintenance of joining leaving, rebate and sick diet records as per the instructions of the
Mess manager. He will transact with students at his Gate Counter only.
He will maintain the record of liveries issued to service staff.
He will furnish class-wise list of mess members for monthly bill preparation.
Any other duty assigned by the Mess Manager/Asstt. Manager.

Other Service Staff:

All the duties assigned by the Mess Manager/ Asstt. Manager from time to time.

3.0

MESS RULES AND REGULATIONS AND WORKING PROCEDURES FOR DINING

MEMBERS

3.1

MEMBERSHIP
Postgraduate and undergraduate students residing in various Bhawans must compulsorily be
the dining members of their respective mess units . No meals will be served in bhawan rooms
except sick diet i.e milk, bread and cornflakes or khichadi and curd, meal will be served outside
mess for students with prior approval of Chief Warden/ Warden.
Mess joining will only be allowed on the production of registration card in every semester.

3.2

MESS JOINING AND LEAVING

A Student having a dining status automatically becomes the member of the mess of his/her
Bhawan. The date of joining the mess shall be taken from the date of his/her registration or the date
of occupying the room already allocated to him/her in a Bhawan, whichever is earlier, provided the
respective mess has started functioning. Dining members permitted by the Dean of Students
Welfare to join or leave during the session, would do so by informing the Warden through the
Manager in writing. The students must keep their identity card with them while going to the mess
and show the same to mess authorities on demand so as to satisfy the authorities of their bonafides.

3.3

TIMINGS OF MESS:
The normal mess timings for individual mess units may be as follows:
Meals

Summer
April 1-Oct 15

Winter
Oct 16- Mar31

Breakfast 7.00 AM to 9.00 Am 7.15 Am to 9.00 AM

( and upto 9.30 AM on holidays)
Lunch
12 Noon to 1.45 PM 12 Noon to 1.45 PM
Dinner

7.00 PM to 9.00 PM

6.30 PM to 8.15 PM

Timings may be changed by the Chairman CCB as and when required however the change
in timings, if any, for a particular occasion shall be notified by the Warden of individual mess units.
The mess timings must be strictly adhered to.

3.4

LATE HOUR DINNER/PACKED MEALS:

Late hour service upto 10.00 PM for dinner only shall be allowed to individual members on
payment of Rs. 5/- per student to the bearer on duty on prior intimation to the Gate Keeper who
shall inform the Mess Manager. Packed lunch/dinner may be given to members leaving station on
vacation /official tour/ trip, for which a prior intimation atleast one meal in advance should be
given to the Manager.

3.5

MENU:
Weekly nourishing menu of individual mess unit will be prepared by Menu Councilor and
will be submitted, to the concerned Warden for his approval two days in advance. Some times
certain items on the menu may have to be changed because of the non-availability of the
commodities in stores or market. Such changes shall be displayed on the Mess notice board by the
Manager prior to the service of that meal. The cost of non-vegetarian dishes is chargeable
exclusively to the non-vegetarian members. (Only menu councilor will prepare the menu as decided
in a recent CCB meeting. Basic structure of the menu with the cost will be decided by the CCB).

3.6

COUPONS:
Subject to the availability additional quantities of eggs, butter, curd and milk will be
provided on coupon basis only. The coupons may be purchased in advance from the Mess Manager
by paying cash. The value of coupons would be notified according to the rates in force from time to
time. The charges for coupon should be same for all Bhawans except KIH and shall be revised
periodically.

3.7

SICK DIET IN THE MESS

Sick diet as prescribed in the menu shall be served in the dining hall if the request for the
same is given, atleast one meal in advance to the Manager. To continue the sick diet for more than
one day, permission of Warden must be obtained along with the prescription of the medical officer
by the concerned member. Sick diet will be as follows unless specified the University doctors:
(i)

250 ml milk + Bread + Cornflakes

Or

(ii)

3.8

Khichadi+125 gms curd

SICK DIET IN THE HOSPITAL:

For those members of the mess who are hospitalized special diets may be provided by
messes on the advice of Institute Medical Officer. The excess cost of the special diets over the daily
ration charges, will be included in the monthly mess bill of the concerned member.

3.9

ROOM SERVICE:
No room service is allowed for any student. However Chief Warden/ Warden may permit
Room Service to sick students as an exceptional case only on the advice of the IIT medical officer.

3.10

REBATE
Rebate is allowed only on specific grounds such as on medical advice and leaving the
station. The rebate is permissible for a minimum of five consecutive days. The intimation for rebate
should be given to the Mess Manager on rebate slip, one day in advance otherwise the rebate will
not be allowed. The amount of rebate will notified form time to time by the CCB. It will be the
same in all messes. This rate is reviewed and revised by the CCB on yearly basis. In case a student

has to go out of Roorkee on duty or on medical ground, with prior permission of ADOSW(M)/CW
he/she will be granted full rebate excluding establishment charges provided he/she remains out for
one calendar month.
3.11

GUEST CHARGES:
Dining members are welcome to bring guest, excluding the dining members of other messes,
to the various meals through guest coupons available with the gatekeeper on cash payment subject
to availability of food. The staff members can also get meals on payment of self guest charges and
may also get meals on payment of the charges would be notified by the CCB from time to time and
will be same in all messes. The rates in KIH mess, however, shall be notified separately
(APPENDIX- B).
The dining members may be allowed to avail credit facilities upto 5 (five) full meals for his
guests in a month. Staff members of the IITR on prior permission of CW / W may procure meals
from the mess on guest charges basis by paying Rs. 5/- extra in addition to the guest charges.

3.12

CASUAL DINERS:
The mess facilities on monthly basis can also be extended to the members of the IITR staff
and others connected with the institute work on specific permission by the Chief Warden/ Warden.
The casual diners (except DOSW/ ADOSW(M) / ADOSW(D)/CW) will pay Rs.50/- more than the
actual mess bill of the respective month. At the time of joining, the casual diners will pay in
advance a lump sum amount of monthly charges as specified by CW/W.

3.13

PARTIES:
Parties can be arranged by a mess on advance payment of estimated charges (Appendix- C)
with the approval of the competent authority. Such parties will be allowed provided they do not
interfere with the normal working of the mess. If the facilities of a particular mess is used in
organizing an official function party of that function will be arranged by that mess/ other mess.

3.14

ENTRY TO THE DINING HALL:

Normally no mess staff other than bearers and butler shall enter the dining hall during dining
hours.

3.15

SUGGESIONS AND COMPLAINTS:

For suggestions and complaints a Suggestion Box will be kept with the Gate Keeper in each
mess. Members are advised to drop the written complaints / suggestions in it. The box will be seen
by the Chief Mess Councilor, the Manager and Warden once in a week for necessary action.

3.16

CLOSING OF MESS DURING

ALTERNATIVE ARRANGEMENT:

VACATION/MID-

SEMESTER

BREAKS

AND

During holidays, individual mess unit may be closed if the strength of the dining members
fall below 20 % subject to the condition that number of service staff expected to stay during
vacations. During vacations an individual mess may be closed for maintenance and repairs.
Alternate arrangements may be made for the members of this mess in another mess of the institute

running at that time. The mess charges will be the same for all student members of a mess
irrespective of the Bhawan they belong.
3.17

SMOKING IN THE DINING HALL IS STRICTLY PROHIBITED

NOTE: FAILURE TO COMPLY WITH THE RULES AND REGULATIONS AND TO MAINTAIN
DISCIPLINE AND DECORUM IN THE MESS WILL BE VIEWED, AS BREACH OF DISCIPLINE .
STRICT DISCRIPLINARYACTION WILL BE TAKEN AGAINST THE DEFAULTERS.

4.0

RULES AND REGULATIONS FOR MESS STAFF:

4.1

STAFF POSITION:
The following staff is sanctioned for the messes and CCB office. The sanctioned strength is
subject to change depending upon the need of the messes and the strength of individual mess units:

1.

Supervisory Staff
(i)
Central Purchase Assistant- one (common to all mess)
(ii)
Accountants one for each mess unit
(iii) Mess Managers one for each mess unit.
(iv)
Assistant Managers one for each mess unit.
(v)
Jr/Sr Assistants- two (common to all mess)
(However there may be slight changes in the structure depending on the strength of dining
members in a mess.)

2.

Service Staff:
For each of the mess unit, the following staff is sanctioned:
Butler, Head Cook, Gate keeper, Cooks, Service Staff, Sweeper.
Regarding the members of posts for in each mess, the ratio between the service staff and the
mess members is put at 1:18 as guide line so that establishment charges in each mess unit are the
same.

4.2

SELECTION AND APPOINTMENTS:

4.2.1

Appointing Authorities:
Chairman CCB will be the appointing authority for all supervisory staff and Chief Wardens for
service staff of each Bhawan.

4.2.2
(1)
(2)

Selection Procedure:
All vacancies shall be notified on the notice boards of all the Bhawans, messes, departments and
Institute Main Building and filed by open recruitment through selection committees.
Selection committees shall be constituted as follows subject to the approval of CCB.

(a)

For Supervisory Staff:

(i)
(ii)
(iii)
(iv)

(b)

ADOSW (Mess) ----- Chairman

Two Chief Wardens ----- Members
Two Wardens --------- Members
Secretary , CCB ------ Member

For service staff:

(i)
(ii)
(iii)
(iv)

Chief Warden ----- Chairman

Warden
----- Member
Asstt. Warden ------ Member
Chief Mess Councilor ---- Member

All appointments shall be reported to CCB.

Adhoc and daily wages appointment may be made by the CW with the recommendation of MWC
and approval of Chairman, CCB, for a continous period not exceeding SIX MONTHS &THREE
MONTHS AT A STRETCH respectlively.

4.3

PAY SCALES AND ALLOWANCES:

Pay scales and allowances for all categories of mess staff will be decided by CCB from time
to time.

4.4

TERMS AND CONDITIONS OF SERVICE

(Supervisory and Service Staff)
All employees of individual mess units shall be governed by the following terms and
conditions of service which may be amended form time to time by CCB with the approval of
DOSW.

4.4.1

Services of all mess staff shall constitute ESSENTIAL SERVICES. All the appointments for the
mess staff shall be regular.

4.4.2

Every appointment shall be subject to the condition that the appointee is certified as being in sound
health and physically fit for service in the messes by IIT Medical Officer. Each mess employee has
to undergo medical check for TB and skin disease every year. This examination shall be conducted
by the IIT Hospital. If any mess employee is found suffering from any such disease, he may not be
allowed to work in the mess.

4.4.3

Every appointment shall be subject to the condition that the appointee produces character
certificate/testimonials from two responsible persons.

4.4.4

All appointments shall ordinarily be made on PROBATION FOR A PERIOD OF ONE YEAR. The
probation period may be extended by the appointing authority.

4.4.5

The service of mess staff is TRANSFERABLE. These transfers shall be controlled by the
Chairman, CCB in consultation with Chief Warden (s) and Wardens of the concerned mess units
and reported to CCB. Mess Staff preferably be transferred after every five year. As far as possible
transfer of an employee be made to the same kind of work.

4.4.6

The services of an employee can be terminated by giving from either side three months notice.
The appointing authority shall have power to terminate the service of an employee under
any of the following situation:

(i)
(ii)

(iii)
(iv)

During probation period without assigning any reason.

If IITCMO/ MO certify that an employee is suffering from a disease/disability which renders
him unfit for further carrying out his duties, then services of the said employee may be
terminated. However, next kith and kin may be considered for the job by the appointing
authority on termination of his services due to illness.
In the case of economic crisis if there is a need of retrenchment then it may be carried out on
last come first go basis.
On disciplinary grounds or misconduct or negligence of duties as referred in section 4.3.8.
All the cases of termination of services shall be reported to CCB.

(v)

In case of severe accident/death of the mess employee, the dependent of deceased employee
may be provided appointment on the recommendation of mess council and duly approved by
Chief Warden of Bhawan.

4.4.7

The age of retirement from the service shall be sixty years for all categories of staff. On attaining
the age of sixty year, all categories of staff shall continue the services upto last day of month.

4.4.8

Code of Conduct:

A.

Every employee shall at all times conduct himself in such a manner as to up-hold the highest
traditions of the institute Bhawans and Messes. Any infraction of these would constitute improper
conduct. These traditions include:

(i)
(ii)
(iii)

Integrity and devotion of duty.

Honesty' and impartiality in all his dealings with others.
Courtesy, consideration and good will towards his colleagues and other members of IITR Staff, the
students and others avoiding all questions of cast, creed, religion, race or sex in his relationship with
his colleagues, students and others and not trying to bring in the above consideration for
improvement of his prospects.
Avoiding any action which may incite students, colleagues and other against any other.
Strict avoidance of association with any activity or enterprise of questionable character.
No mess employee should bring guests and wards in mess.

(iv)
(v)
(vi)

B.

All communication from an employee to the higher authorities shall be routed through proper
channel.

4.4.9

Facilities to Supervisory & Service Staff:

1.

Medical Facilities:
Supervisory and Service Staff and their dependents will be extended free medical facilities
at the IITR hospital as approved by the institute from time to time.

2.

Pension (GPF) IITR Rules:

Pension (GPF)/CPF will be applicable as per the IITR rules. However

payment of pensionary benefits will be made by CCB as per actual and later on full reimbursement
will be made by IITR.
3.

Residential Facility :

The supervisory and service staffs are eligible for residential accommodation of their
category, if available on seniority basis in the campus. They will be governed by the rules and
regulations laid down for allotment of house by the IITR.
4.

Leave:
(i)

(ii)

(iii)

(iv)
(v)
(vi)

(vii)

The leave is earned by duty only and cannot be claimed as a matter of right. When the
exigencies of service so require, discretion to refuse or revoke leave is reserved in the
authority empowered to grant it.
All types of leave as mentioned in the following paragraphs shall be sanctioned by
Chairman, CCB for staff posted in CCB office and Warden for staff posted in messes.
Earned Leave/ML/EOL for all category mess staff will be sanctioned by Chairman, CCB on
the recommendation of CW/W.
An employee who remain absent after the expiry of leave without specific reasons to the
satisfaction of the sanctioning authority shall not be entitled to leave salary during the period
of such absence. Such cases shall be reported by Warden to the appointing authority for
necessary action.
Appointing authority may take disciplinary action against an employee who remains absent
from duty without proper sanction of leave.
The mess staff shall, be entitled to leave as per rules and regulations, applicable to
ministerial staff of the institute.
The service staff of the messes will be entitled for the medical leave for 240 days in his full
service. This will amount approximately eight days ML per annum taking an average service
period of 30 years. The period of ML can be enhanced if a worker is admitted in IITR
Hospital for treatment.
The total Earned Leave due to an employee will be encashed at the time of his retirement.
Earned leave can be accumulated upto a maximum period of 300 days. Earned Leave shall
be curtailed on pro-rata basis for the period the employee avails extra ordinary leave and or
medical leave (beyond 30 days) in a year.

(viii) E.xtra Ordinary Leave to an Employee :

Extra ordinary leave to an employee may be granted without pay at the discretion of the
concerned sanctioning authority to a maximum of 30 days in an year and can not be carried
forward. This leave, however, shall not be granted during first year of service.

5.

Liveries to Service Staff:

BUTLER:
(a)
(b)
(c)
(d)
(e)

Turban of Malmal
Achken of white terrycot
Pants of white drill terrycot
Chest
Belt

2 Nos
2 Nos
2 Nos
1 No
1 No

HEAD COOK :
(a)
(b)

Shirt of terrycot
Pant of terrycot

2 Nos
2 Nos

Short Coat terrycot

Pants terrycot

2 Nos
2 Nos

BEARER:
(a)
(b)

COOKS AND OTHER STAFF

(a)
(b)

Shirt of terrycot
Pank of terrycot

LADY SERVANTS
(a)
Sari, Blouse & Peticott

2 Nos
2 Nos

2 Nos

The above liveries shall be provided to all staff every alternate year. In addition to liveries
detailed above one pair of shoe and one pair socks will be provided to all staff every year and one
woolen coat and pant for male and woolen salwar kameej for female staff after term of four years.
6.

Meals for Staff :

Mess Manager, Asstt. Manager and Service Staff shall compulsorily dine in the mess.
Deduction for meals shall be made each month from salary as per notification of CCB from time to
time.

7.

Mess Supervisory and Service Staff shall pay the food charges at the pro-rata basis (i.e. @, food
allowance per month/days of the month) for the duration of the closure of the messes during
vacations and mid semester breaks.

8.

Group Insurance Scheme :

There will be a Group Saving for all men workersas given below :
1. Supervisory Staff ..
Rs. 125000.00
2 Service Staff ..
Rs. 60000.00
For the above scheme the supervisory staff will contribute Rs. 154/- each per month and
service staff Rs. 74/- per month.
4.3.10 Annual Confidential Report (ACR) regarding the work and conduct of every employee shall be
maintained by appointing authority, who will be the Reviewing Officer. Chief Warden shall be the
Reporting Officer for supervisory staff and Warden for the Service Staff. The ACR shall also take
into account the complaints/ suggestions recorded in the complaint and suggestion register box.
4.3.11 The Supervisory Staff and Service Staff shall work in such a way so as to provide breakfast, lunch
and dinner to dining members at timings mentioned in Section 3.3 on all days including Sundays
and holidays. They shall be compensated in lieu there of as under:
(i)
(ii)

One month salary and 35 days official vacation for service staff..
1 month average pay (Basic+DA) for Supervisory Staff and one day weekly off for
Sundays.

4.3.12 All cases of indiscipline, misconduct or negligence of duties by employees shall be enquired into by
Wardens. After taking into account explanation of concerned employees on
indiscipline/misconduct/negligence (and the outcome of enquiry if appointed for this purpose) any
one or more of the following penalties may be imposed on involved employees :
(i) Warning
(ii) Monetary fine
(iii) Suspended fine
(iv) Extension of probation period.
(v) Suspension of an employee during enquiry period.
The penalty shall be imposed by Warden and shall be reported to Chief Wardens/Chairman,
CCB. In addition to above list of penalties, Warden may recommend the termination of services of
an employee on disciplinary grounds to Chairman. CCB- through Chief Warden for further
necessary action.
5.0

IMPREST:
Imprest worth Rs. 2500/- shall be drawn and maintained in the name of the Mess Manager.

5.1

Advances:
Incidental and emergency advances shall be drawn in the name of Assistant Manager upto a
limit of Rs. 15000/- and beyond this limit the advance shall be drawn in the name of the Warden.

5.2

While making purchases from advance, one of the student members of MWC should be present to
vouch the authenticity of receipt/cashmemo. Normally second advance will be granted only if the
previous advance has been cleared up. Requests for such advances shall be addressed to Chief
Warden.

6.0

ANNUAL STOCK CHECKING :

Chief Warden shall get mess stock (consumable and non-consumable) physically verified
after the close of academic year with the help of Warden.
Chairman CCB may form a committee to write off those items of the messes which are
recommended by the Chief Warden, for writing off.
7.0

CALCULATION OF BASIC CHARGES :

Basic charges shall be calculated every month in the format given in Appendix E.
All matters pertaining to interpretation of these rules and anything not covered in above
sections shall be referred to DOSW whose decisions shall be final and binding to all concerned.

Appendix A
PURCHASE PROCEDURE TO BE FOLLOWED IN MESSES
A-l

Purchases through Tenders/Quotations :

1.

The rates of all major items which are not procured by CPC eg. Vegetables, fruits, sweets, grains,
pulses, flour, rice etc. will be finalized by the CPC by inviting sealed tenders/ quotations from
registered contractors/ suppliers. Individual messes would purchase these items from the
contractor(s)
authorized
by
CPC
after
finalizing
the
rates.

2.

A contractor/supplier has to get registered with the CCB by depositing security amount, decided
periodically by the CCB.

3.

The blank quotation forms along with terms and conditions as given at the end of this Appendix
will be sent free of cost to each authorized contractor/supplier of the item.

4.

Contractors or their representatives may remain present at the time of opening of tenders/quotations.

5.

All tenders/quotations shall be numbered along with the total number of offers received. All cutting
and overwriting must be clearly rewritten and initiated by Chairman CPC before passing them onto
the Accountant for preparation of comparative statement.

.
A-2

Direct Purchases by Individual Messes :

Direct purchases should normally be made when :

1.
2.
3.

Items are urgently needed.

Items have not been procured by CPC or through tender/quotations.
Bulk items as authorized by the CPO.
The following committee shall make direct purchases:

1.
2.
3.

Warden
Asstt. Warden (R)
Two students preferably CMC. Purchase Councilor and member of MWC.

The above committee shall carry out market survey, obtain rates and samples at site and
decide for the procurement of required material. All such purchases should be made on proper
vouchers. These vouchers should be verified by the members of purchase committee. Comparative
statement of the rates obtained during market survey shall be prepared and signed by the committee
members.
A-3

General Guidelines:

1.

As far as possible payment for all purchases above Rs.1000/- be made by A/C payee cheque.
Registered contractors are required to give full address of the shop or place of business.

2.

Accountant shall verify that proper entries of relevant items are made in stock book and that the
rates of items are the same as those approved by the CPC.

3.

In those cases where proper voucher is not available the mess bill form may be used. All vouchers
must indicate the name and address of shopkeeper/contractor.

4.

Items supplied by the contractor should be entered in a register immediately. Damaged/Extra

quantity returned should also be entered in the same register. This register will be checked
periodically by the Warden.

5.

Purchase of non-consumable asset items of value exceeding Rs. 1000/- shall be done on approval of
respective Mess Council.
Appendix-B
REBATE AND GUEST CHARGES

1.

Student members of one particular mess are not permitted to dine in any other mess either as self
guest or personal guest of other students.

2.

Non-dining student members are not allowed to take meals in any Bhawan. Any disobedience shall
render the non-dining status cancelled.

3.

If the meals are not taken in the dining hall (members of staff requesting to supply meals outside the
hostel), Rs. 5.00 per meal will be charged over and above the guest charges.
During Vacation/Mid Semester. Breaks guest charges may be modified by individual mess
with the approval of Chairman. CCB.
Appendix-C

C-l

PARTY CHARGES
Calculation of Party Charges :

(a)
(b)
(c)

Item issued
Full cost
Supervision and service charges
25% of cost of items issued
Crockery/Cutlery/Utensils etc. hire charges as per market rate.

C-2

Distribution of Supervisory/Service Charges :

The amount charges as in C-l (b) above shall be distributed as under:
40% of the total charges to the student members of mess

40% of the total charges to the service staff.

10% to the Mess Manager.
06% to the Asstt. Manager.
04% to the Accountant.

Appendix-D
PAY AND ALLOWANCES
D-l

Allowances:

1.

DA shall be admissible at the rates decided by CCB from time to time.

2.

House rent allowance shall be admissible as per notification of CCB.

3.

Double duty allowance will be given at the rate as per notification of CCB from time to time.

D-2

Allowances for Outstanding Duties :

(Wardens/Supervisory & Service Staff)

1.

Whenever the mess staff goes with survey or any other outstation student camps, they shall get free
food and half daily allowance as per institute rule applicable to employee of his category.
Whenever mess staff goes with a committee for purchases of any other work actual expenses shall
be admissible.
When an individual staff goes on duty he shall be paid actual expenses towards Ilnd class rail
fair/bus fair, and other expenses as per institute norm.

2.
3.

Appendix-E
CALCULATION OF BASIC CHARGES
----------------------------------Bhawan Mess
IIT Roorkee
Calculation of Basic Charges:
Month _______ Dining Strength (Total)________Veg_______ Non-Veg_______

1. Establishment: Part A: Common Charges:

(i)

Contribution towards the salary

etc.of Supervisory Staff @ Rs______
per dining Member for _________member

Rs.__________

(ii)

Pay of Service Staff

Rs.__________

(iii)

Compensation &Vacations
Pay of Service Staff

Rs.___________

(iv)

DA Arrear funds @Rs.2.00

Per head per month

Rs.___________

(v)

Washing Charges

Rs.___________

(vi)

Electricity Charges

Rs.___________

(vii)

Utensil Depreciation Charges

Rs.___________

(viii)

Other Charges

Rs.___________

2. Stores &Provision:
(i)

Total Stock consumed

Rs.___________

(ii)

Rebate___________days@
Rs.____________ per day

Rs.___________

Total

Rs.___________

Gross Mess Expenses (1&2):

3

Deductions :

a.

Cash sales

Rs.

b.

Sales of Coupons

Rs.

c.

Non-Dining Charges

Rs.

d.

Bills and parties

Rs.

e.

Credit Sales

Rs.
Total Rs.

4.

Nett Common Expenses

Rs.

5.

Common Charges per month per head

Rs.

Part D, Check calculations:

i.
ii.
iii.

Basic Veg. Charges x no. of students

Total amount realized as in (I)& (II) of part D
Nett Expenses during the month (4 &6)

Rs.
Rs. ..
Rs. ...

Accountant

Warden

Manager

Mess Secretary

Chief Warden