Dr B R AMBEDKAR NATIONAL INSTITUTE OF TECHNOLOGY, JALANDHAR

Office of Chief Warden

Ref. No. NITJ/CW/2475 Date: 14.08.2023

Notice

Subject: Important Instructions to UG 2023 Batch Students for Staying in the Hostels for
AY 2023-24 (Session July - December 2023) & submission of Undertakings by Day Scholars

The UG 2023 batch students will be reporting at the Institute from 16.08.2023 onwards. In view
of the same, following guidelines will be applicable for the allotment of hostel accommodation
to UG 2023 batch students in the Institute/submission of undertakings by day scholars:

1. The UG 2023 batch students will be allotted hostel accommodation for AY 2023-24 (session
July-December 2023) as per following details:

Table 1: Hostel allotment for session July - December 2023

Batch Hostel (s) allotted Accommodation Type
UG 2023 (Boys) BH-1 Sharing
BH-2 Sharing
BH-5 Sharing
UG 2023 (Girls) GH-1 Sharing
GH-2 Sharing

2. The students who wish to avail hostel accommodation in Institute hostels are required to
deposit an amount of Rs. 35,500/- (as per breakup given in Table 2) to Dr B R Ambedkar
NIT Jalandhar Hostels Account (link given below). The receipt of the same is required to be
uploaded during Online Hostel Allotment Process (OHAP).

Table 2
S. No. Particulars Amount (Rs.)
1. Hostel Admission Fee 500 /-
(One time & Non Refundable, for new entrants)
2. Mess Caution Money 10,000 /-
(One time & Refundable, for new entrants)
3. Service Charge 7,500 /-
(Per semester for all students and Non Refundable)
4. Mess Advance (including hostel utility charges of Rs. 2500) 17,500 /-
Adjustable with mess bill on actual basis
Total 35,500 /-
Link to pay Mess Advance:
https://nitj.ac.in/template/index.html?id=6493fbaf232a9be44376d5f0?category=news
 Dr B R AMBEDKAR NATIONAL INSTITUTE OF TECHNOLOGY, JALANDHAR

Office of Chief Warden

3. The students desiring to take hostel accommodation are required to pay the Institute fee as a
hosteller and are also supposed to upload the receipt of the same during the online hostel
allotment process. The students will also upload the signed undertakings (Annexure A,
B, C) during OHAP.

4. It is important to mention here that due to limited accommodation in Institute hostels,

the students (Boys) belonging to Jalandhar and nearby places will not be given hostel
accommodation (up to 30 km). Such students are not supposed to submit the hostel fees
and not to participate in room selection in the OHAP. In such cases of wilful default,
the hostel fee can be forfeited including cancellation of hostel seat.

5. Students are advised to restrict their movement in the institute campus only and avoid eating
outside food. They must maintain hygienic conditions in hostel premises, mess and other
Institute places. Students are not allowed to leave the station for routine affairs once they
arrive in the hostel.

6. Students are not permitted to carry out any group activities / social gathering in the hostel
premises without permission of the hostel authorities.

7. Any student found in violation of any hostel rules will be liable for an appropriate
disciplinary action. The hostel rules are available on the Institute website at the following
link
https://www.nitj.ac.in/lifeAtNitj/hostel.html#hostelrules

8. It is important to mention here that due to limited hostel facilities, the inmates have to share
the available resources in the hostel. Further students are allowed to leave the hostel
accommodation, if they are not comfortable with the infrastructure provided to them (within
one week of physical reporting at Hostels). The hostel mess advance will be refunded to
such students as per hostel rules. No protest in any form will be tolerated in this regard.

9. In case of any queries, the students can contact the respective hostel staff. The details of the
hostel staff are available on the Institute website at the following link:
https://www.nitj.ac.in/lifeAtNitj/hostel.html

10. Online Hostel Allotment Process (OHAP)/submission of Undertakings by Day

Scholars:
The students can reserve their room during online hostel allotment process and the link for
the same is given below:
Link: http://hostel.nitjalandhar.in
(The step by step process of OHAP is attached herewith)
 Dr B R AMBEDKAR NATIONAL INSTITUTE OF TECHNOLOGY, JALANDHAR

Office of Chief Warden

The students need to upload all mandatory documents / undertakings during the online
hostel allotment process (as per checklist given in the attachment). At the time of physical
reporting, the students need to share the printout of uploaded hostel reservation documents
and undertakings (that will be generated after successfully completing the OHAP). The
online hostel allotment process is provisional and final allotment will be done after verifying
the original documents at the time of physical reporting at respective hostels. Uploading
incorrect / false documents will lead to cancellation of hostel seat. Further, in case of any
problem during online hostel allotment process, the queries if any, can be addressed to:
[email protected]

It is also important to mention that Day Scholars are required only to upload
undertakings B & C on OHAP portal. However, they must not opt for selection of
rooms as also mentioned at Point No. 4 above.

Note: The students are advised to check their emails and also visit institute website for
any further update in this regard.

Chief Warden
 Annexure – A
UNDERTAKING BY THE HOSTEL INMATES

I, ……………………………………………………………………………………………………
son/daughter of Mr./Ms………………………...…………………………………………….…
resident of (home address) ………………………………………………………………………
…………………………………………………………………….………………….………….…
have gone through and understood the guidelines and protocols for staying in the Institute
hostels. I understand that if I am found to have given wrong information in the declaration
below or not following protocols after onboarding at the institute, I will be liable for disciplinary
action.

I declare that:
 I am not suffering from any prolonged physical and mental illness.
 I also understand that if I am found in violation of any hostel rules, I will be liable for
appropriate disciplinary action.
 I declare that without prior approval from concerned HOD/ Chief Warden/ Hostel Warden, I
will not leave the station in any case.
 I will inform my parents / guardians, if required, in case of any exigency such as depression,
mental problem, act of indiscipline, etc.
 I understand that due to limited hostel facility, the inmates have to share the available
resources in the hostel and I have no objection for the same. In case I am not comfortable with
the infrastructure provided to me, I will vacate the hostel and will not involve in any kind of
protest in this regard.

Date: …………………………
Place: ………………………...

Name & Signature of the Student Name & Signature of the Parent/Guardian
 Annexure – B

UNDERTAKING BY THE STUDENT FOR NOT OWNING AND/OR USING MOTOR

DRIVEN VEHICLES IN THE INSTITUTE CAMPUS

I, ….……………………………………………………………………………………………
son/daughter of Mr./Ms……………………………………………………...............…….…
resident of (home address) ………………………………………………………………….
………………………………………………...............................................................................
hereby submit an undertaking that
 I will not own or make use of motor driven vehicle for commuting inside the campus
during my stay in the Institute. If in case, I am found to violate the above
undertaking my hostel seat will stand automatically cancelled without assigning
any reasons.
 Any visitor in my reference bringing a vehicle would follow the guidelines for
registering the vehicle at the Institute main gate and the hostel office, if required and I
would be liable for punishment for any violation on this account.

Date: …………………………
Place: ………………………...

Name & Signature of the Student Name & Signature of the Parent/Guardian
 Annexure – C
UNDERTAKING BY THE PARENT / GUARDIAN

REGARDING MENTAL HEALTH OF STUDENTS & AWARENESS OF THE

MEDICAL FACILITIES AT INSTITUTE HEALTH CENTRE

I, ……………………………………………………………………………………………............
Father / Mother / Guardian of Mr. / Ms………………………………………………………….....
resident of (home address) ………………………………………………………………………
………………….………………………………................................……………………………...
hereby declare the following in respect of my ward for admission at Dr B R Ambedkar, National
Institute of Technology Jalandhar.

I am fully aware of the following:

 I am fully aware that the educational journey can bring about various challenges and
pressures, and I understand that my child may experience stress, anxiety or other mental
health issues during their time at the institution.
 I recognize the potential impact of academic, social and personal pressures on my child’s
mental well-being. I understand that these challenges are a part of life and are not solely
attributed to the educational institute.
 I acknowledge that Dr B R Ambedkar NIT Jalandhar has taken measures to provide academic
and emotional support to students, including access to counselling services and other
resources aimed at addressing mental health concerns.
 I agree not to hold Dr B R Ambedkar NIT Jalandhar, its administrators, teachers, staff
members or any other associated parties responsible or liable for any mental health
difficulties, including but not limited to suicide attempts, that my child may experience during
his/her enrollment at the institution. Despite the best efforts on part of the NIT Jalandhar, if
any unforeseen event takes place to my ward, I shall not hold Institute accountable and will
not seek any financial help or compensation for the same from any court of law.
 The Institute has a dispensary in the campus for its community and have limited medical
facilities, which may not be adequate for treatment of chronic or serious ailments requiring
special medical infrastructure and specialization.
 In case of any medical emergency, I shall coordinate the well-being of my ward as it is the
responsibility of the parents / guardian to take care of their ward for treatment outside the
Institute campus.
 I authorize the Institute authorities as signatory on my behalf if required by the Doctor in the
empaneled hospital at Jalandhar during any medical emergency or other exigency.
 I will be present physically as and when the Institute will ask me during his / her stay in case
of any extreme exigency such as serious health issue, depression, mental problem, act of
indiscipline, etc.

Date: …………………………
Place: ………………………...

Name & Signature of the Parent/Guardian Name & Signature of the Student
 NITJ Hostel Allocation Process for First Year Students

Step 1: Goto https://hostel.nitjalandhar.in

Enter 12 digit application ID

Enter full name as per the record

Enter valid 10 digit mobile Choose hosteler option, if you

number for OTP want to opt for hostel otherwise
choose day scholar

Step 2: After clicking on sign up you have to enter the Six digit OTP as received on your registered
mobile number.

Enter six digit OTP

Step 3: In the next step, you will get the Sign in window. For Login your password is the Combination
of last six digits of Application ID and Student’s Birth year.
For Example: Application ID= 123456789123 date of Birth: 01/01/2005
Password is : 7891232005

Step 4: In the next step, you have to upload the following Four documents in the prescribed format
and size.
Step 5: In the next step, you have to fill the all details in the registration form as per your academic
records carefully.
Step 6: In the next step, you have to choose the hostel room and click on submit button.

Step 7: In the next step, you have to download the final hostel reporting documents.

Click here to download

the hostel reporting
documents
 DOCUMENT CHECKLIST

Name : ____________________________________
Roll No. : ____________________________________
Department : ____________________________________
Course (Please tick) : B. Tech. / M. Tech. / M. Sc. / MBA / Ph.D.
email ID : ____________________________________
Date and Time of arrival : _______________________ (Date)
_______________________ (Time)

I am submitting following documents to the hostel office:

1. Admission Letter from Institute ___________ (Yes / No)
2. Institute Fee Receipt (Hosteler) ___________ (Yes / No)
3. Mess Advance Fee Receipt (July – Dec 2023) ___________ (Yes / No)
4. Undertakings by Student (Annexure – A & B) ___________ (Yes / No)
5. Undertaking by Parent (Annexure – C) ___________ (Yes / No)
6. Aadhaar Card (Self Attested) ___________ (Yes / No)
7. Original Passport Size Photographs (2 Nos.) ___________ (Yes / No)

Student’s Signature with date: __________________

Mobile No.: ________________________

(for office use only)

Signature of Hostel Supervisor 1 Signature of Hostel Supervisor 2

Hostel Clerk