Hostel & Accommodation Management module

Here's a detailed feature list of the Hostel & Accommodation Management module in a University Management System, tailored for UG, PG, and PhD students. This module manages the end-to-end hostel lifecycle—from application to allotment, fee collection, attendance, and grievance handling.

🏠 Core Features of Hostel & Accommodation Management Module

📝 Application & Allotment

• Online application for hostel accommodation during or post admission

• Student profile auto-fetch from admission system

• Room preference selection (single/shared, AC/non-AC, gender-specific)

• Priority allotment rules (year, distance, merit, program level)

• Waiting list management with auto-updates

• Auto seat availability tracking (hostel/room/block-wise)

• Manual or automated allotment workflow

• Re-allotment & transfer requests (inter-block or inter-room)

🛏️ Room & Facility Management

• Block/Wing/Room-wise hostel mapping

• Room type configuration (single/double/triple occupancy)

• Facility tagging (bed, study table, cupboard, Wi-Fi, etc.)

• Special category allocation (PWD, staff wards, international students)

• Inventory management for room items and appliances

• Room condition checklist (before and after occupancy)

💵 Hostel Fee & Billing

• Fee structure by:

  • Room type

  • Occupancy type (day scholar vs. hosteller)

  • Academic program (UG/PG/PhD)

• Auto generation of hostel fee demand

• Integration with main Fee & Finance module

• Online payment gateway integration

• Fine calculation for late payment or rule violations

• Refund management on cancellation or vacating

• Mess advance & monthly mess bill integration

📅 Attendance & Movement Tracking

• Daily hostel attendance via biometric/RFID/card swipe

• Out-pass/in-pass management with digital request & approval

• Night-out/leave request submission and history tracking

• Auto alerts for students not returning within approved timeline

• Integration with academic calendar (leave sync)

🔍 Discipline & Grievance Management

• Incident reporting system (misconduct, damage, etc.)

• Student grievance submission & tracking (hostel related)

• Warden & admin dashboard for escalation handling

• Warning/notice issuance system

• Blacklisting or banning from hostel based on history

🧼 Housekeeping & Maintenance

• Cleaning schedule management (hostel-wise)

• Maintenance request submission (plumbing, electricity, etc.)

• Complaint tracking and status updates

• Vendor assignment and maintenance logs

• Feedback collection post issue resolution

🧑‍💼 Staff & Warden Management

• Warden login and access controls

• Assignment of wardens/block supervisors to hostel blocks

• Duty roster and attendance tracking

• Communication tools between wardens and residents

📢 Communication & Notifications

• SMS/email/app notifications for:

  • Allotment confirmation

  • Fee dues or fines

  • Mess menu changes

  • Emergency alerts

  • Visitors arrival

• Notice board integration (online notices)

📊 Reporting & Analytics

• Allotment report by hostel/block/room/program

• Occupancy status and utilization reports

• Fee collection and outstanding dues

• Maintenance ticket resolution report

• Attendance violations or movement summary

• Blacklisted/delinquent student reports

🔐 Security & Visitor Management

• Visitor pre-approval system with gate pass generation

• Visitor logs with photo ID capture

• Integration with hostel CCTV (view logs/time-in/time-out)

• Emergency contact info mapping (per student)

• Restricted access hours enforcement

🛎️ Mess Management Integration

• Mess preference registration (veg/non-veg)

• Daily/monthly menu scheduling

• Attendance-based mess billing

• Feedback & rating on food quality

• Integration with biometric attendance

👩‍🎓 Student Portal Features

• Apply/cancel hostel request

• View room allotment and hostel profile

• Download fee receipts

• Submit maintenance requests

• Raise grievances or complaints

• Check notices & mess menu

• Track attendance and pass status

🧑‍🏫 Admin & Warden Portal Features

• Hostel capacity planning and occupancy dashboard

• Approve room allocations and out-pass applications

• Manage fee ledger, mess reports, and violations

• Assign rooms, freeze/unfreeze records

• Monitor attendance, movements, and emergency alerts

🧩 Integration with Other Modules

• Student Admission Module: Auto-import student data

• Fee & Finance: Hostel fee billing & refund sync

• Attendance System: Sync for hostel leave tracking

• ID Card/RFID/Biometric System: Access control & attendance

• Mess Management: Meal tracking & mess fee automation

🧑‍🎓 Program-Level Customization

UG:

• Dormitory/shared room preferences

• High volume intake handling

• Parent/guardian consent integration

PG:

• Shared or single room priorities

• Short-term accommodation (internship gap, thesis extension)

PhD:

• Long-term hostel stays (with research facility proximity)

• Faculty housing or married scholar accommodations

• Visitor lodging for research guides/co-researchers