Overview
Two tabs: Rooms, a picture of every hostel, room and bed with who is in it, and Outpasses. The counts at the top show beds, filled, free and outpasses waiting for you.
Hostels and rooms
- Add hostel: its name, whether it is for boys, girls or anyone, and the warden's name and phone (residents and their parents see these).
- Add room: the room number, floor, number of beds, type (AC, attached bath) and the monthly fee per bed.
A room can't have fewer beds than the highest bed number in use, and a hostel or room with someone living in it can't be deleted.
Giving a bed
Press Allot on a free bed and search for the student (only students without a bed are offered). They get that room's first free bed.
Moving and moving out
Allotting a student who already has a bed moves them; their old bed is freed the day before. Move out frees a bed from today. When a student is marked as left on the register, their bed is released from their leaving date.
Outpasses, step by step
- Asked for by the student, a parent, or the office for them.
- Approved or refused by the warden, with a note. An approved pass gets a number (
OP/2627/0001). - Left the gate: recorded by whoever is at the gate, with the exact time.
- Came back: recorded the same way. A return more than 15 minutes after the pass ran out is marked late.
A student can have only one open outpass at a time. A request can be withdrawn by whoever made it until the warden acts on it; after that, only the office can cancel it.
How students and parents ask
A resident student asks from their Campus page, and a linked parent from the Campus tab of their dashboard: when they leave, when they'll be back, the reason, where they're going, and who is collecting them with a phone number. It can be for up to 60 days. The office is notified.
The office can also raise one with New outpass on the Outpasses tab, for a parent who calls.
Approving or refusing
On the Outpasses tab, Waiting lists requests. Type a note if you like (Back by 6 pm, please) and press Approve or Refuse. Only the office can approve; a parent asking is not the same as a parent approving.
At the gate
When the student leaves, press Left the gate on their approved pass; when they return, Came back. Out now lists everyone currently out on a pass, so a headcount at night is one glance.
Printing a pass
Print pass prints the approved pass twice on one A4 sheet, a gate copy and a student copy, with the room and bed, the dates, the reason, who is collecting them, the warden's note, and lines for the warden's signature and the gate's out and in times.
What families are told
The student and their linked parents are notified when a pass is approved or refused, when the student leaves the gate, and when they're back, including that they came back late if they did. Parents always know whether their child is inside.
Questions
Can parents approve instead of the warden? No. The warden decides; the parent is told.
Hostel fees? Set each room's monthly fee per bed, then press Add month's fees on the hostel and pick the month. Every resident gets that month's fee on their school fees, due on the 10th, with or without a student account. A month is never added twice, and a month gone by is charged to whoever lived in the hostel then.
A day-scholar needs to leave early. Outpasses are for hostel residents. For day students, use a note in attendance or tell the parent directly.