DAC Academy — Warden SOP

Role: Warden (Hostel Warden) Access: Hostel management (own hostel only), Warden Portal

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1. YOUR SCOPE

As a warden, you can ONLY see:

• Students in your assigned hostel
• Outings for students in your hostel
• Medical requests for students in your hostel
• Dashboard metrics for your hostel only

You CANNOT:

• See day-scholar students
• See students from other hostels
• See leads, admissions, or fees
• Edit student profiles

2. DAILY TASKS

• Check Dashboard for pending outings
• Check Dashboard for pending medical requests
• Review the hostel directory — know which students are present
• Mark returned outings when students come back

3. HOSTEL DIRECTORY

1. Navigate to Hostel → Directory tab
2. View all students in your hostel with:
   • Room number
   • Student name (with photo initial)
   • Branch and contact info
   • Status badge (Present / On Leave)
3. Use the search box to find specific students
4. Use pagination to browse through students

What to do when a student is not in their room:

• Check if they have an approved outing
• If not on leave, investigate and report to Admin

4. OUTING MANAGEMENT

Reviewing Pending Outings

1. Go to Hostel → Outings tab
2. Filter by status "Pending"
3. Click on any outing to see full details:
   • Student name and branch
   • Requested dates (start to end)
   • Reason for outing
   • Accompanied by (Father, Mother, Guardian, Others)
   • Expected return date/time

Approving or Rejecting

1. On the outing detail page
2. Approve: Click green Approve button
   • Parent receives WhatsApp notification
3. Reject: Click red Reject button
   • Enter the reason for rejection
   • Parent receives WhatsApp notification with reason

Marking Return

1. When the student returns from leave
2. Find the approved outing in the list
3. Click Mark Returned
4. System records the return time

What to Check Before Approving

• Is the reason valid and appropriate?
• Are the dates realistic?
• Is the person accompanying appropriate?
• Does the student have a good disciplinary record?

5. MEDICAL REQUEST MANAGEMENT

Viewing Requests

1. Go to Hostel → Medical Requests tab OR Go to Warden Portal → Medical Queue
2. Filter by status "Pending"
3. Each request shows:
   • Student name, class, room/bed
   • Parent contact
   • Disease/condition
   • Medicine name
   • Dose quantity and time
   • Consulted doctor (if mentioned)
   • Additional notes

Processing Requests

Step 1 — Acknowledge:

• Review the request
• Click Acknowledge to confirm receipt
• Parent receives WhatsApp acknowledgment

Step 2 — Administer & Complete:

• After the medication has been administered
• Click Complete
• The request is closed

OR Reject:

• If the request is inappropriate or unclear
• Click Reject
• Enter the reason for rejection

Medical Request Status Flow

Pending → Acknowledged → Completed Pending → Acknowledged → Rejected

6. WARDEN PORTAL

Warden Dashboard

The warden dashboard shows:

• Hostel Students — Count of students in your hostel
• Pending Outings — Awaiting your review
• Pending Medical — Awaiting acknowledgment
• Currently Out — Students on approved leave

Warden Students Directory

1. Navigate to Warden Portal → Students
2. See all hostel students with:
   • Room number
   • Outing count
   • Current status
3. Click on a student to view their full profile

Warden Export

1. Navigate to Warden Portal → Export
2. Export student data for your hostel to Excel

7. HANDLING SPECIAL SITUATIONS

Student Leaving Without Permission

• Report to Admin immediately
• Document in the system if possible

Medical Emergency

• Contact parents directly
• Take student to hospital if needed
• Acknowledge the medical request after the fact

Disciplinary Issue

• Document incidents
• Contact Admin for formal disciplinary process

8. COMMON MISTAKES TO AVOID

9. ESCALATION

Escalate to Admin when:

• Student is missing / unauthorized absence
• Medical emergency beyond medication
• Parent is unreachable
• Disciplinary issues requiring formal action
• Hostel capacity issues
• Broken facilities in rooms