Hostel Management System
Government Polytechnic Munger, Bihar — Centralized Hostel Portal
New Student Admission
Apply for hostel accommodation · Upload documents
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Student Login
Login to view profile · Apply leave · Pay fees
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Admin Office
Verify payments · Allotment · Account unlock · No dues check
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Warden Login
Approve applications · Manage fines · Issue No Dues
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Hostel Rules & Regulations
View official hostel rules · Effective 19-04-2025
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Download Provisional Letter
Already applied? Download your Provisional Allotment Letter using your registered Email + Access Key
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New Student Admission
Step 1 of 3 — Personal Information
Preview: __/CSE/2026
Click to upload photo
50 KB – 200 KB allowed📥
Download Provisional Allotment Letter
Enter your registered Email and the Access Key you set during application.
Forgot your Access Key? Contact the Hostel Office with your original admission documents for assistance.
Student Login
Use your registered email & password
Create Account
Only approved students can register. Your Roll Number and Email must exactly match your admission record.
Forgot Password
Enter your email to get a reset code
✅ A password reset code has been sent to your email address. Please check your inbox.
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Pending
⚠ Outstanding Dues
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Payment History
Submit Payment
Select a payment type below and upload the receipt.
My Leave Applications
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Apply for Hostel Leave
Maximum 10 days (inclusive of departure & return days). Must apply at least 24 hours before 6:00 AM of the departure date — i.e. before 6:00 AM on the day before departure.
My Grievances
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Submit a New Grievance
Submit any complaint, concern, or issue to the Hostel Warden. You will be notified of the status and reply.
Updating any field will set your application to Pending until re-approved by the warden.
Click to upload new photo
50–200 KBClick to upload new signature
20–100 KB🔐
Warden Login
GPM Hostel Management Portal
Warden Dashboard
GPM Hostel Management System
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Impose Fine
Reference number (shown to student)
Date of the order (shown to student)
Revoke Fine
Office order for revocation (shown to student)
Date of revocation order (shown to student)
Verify Fine Payments
Students who have submitted fine payment receipts pending your verification:
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Pending Leave Requests
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All Leave Applications
Student Grievances
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Issue No Dues Certificate
Sessions are populated from this student's fee payment history.
Issued Letters — All Students
View and download allotment letters, no dues certificates, and leave approval letters issued to students.
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Unlock Student Account
A student account is locked after 5 wrong passwords and 2 failed password resets.
Use the master key to unlock their account.
📅 Application & Payment Configuration
Each panel operates independently. Fines are system-generated and non-editable. All deadlines use server date.
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Panel 1 — New Student Hostel Application Window
Controls when new students can submit hostel applications
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Automatic Late Fine: ₹50/day after the end date. Maximum cap: ₹500. Fine is system-generated and non-waivable without higher authority override. Student sees the applicable fine before submission.
Applications after this date attract late fine
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Panel 2 — Fee Payment Deadline for Provisional Students
Auto-calculated: 5 days from Provisional Certificate issuance
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Auto-Calculated Deadline: When the Warden issues a Provisional Certificate, the system automatically sets the payment deadline to 5 days from issuance. No manual date entry required. Late fine: ₹50/day, max ₹500 — visible to both student and Warden in real time.
Current Provisional Deadlines Overview
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Window Days
5
from issuance
Daily Fine
₹50
per day late
Max Fine Cap
₹500
system enforced
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Panel 3 — New Session Window (Odd / Even)
Activates a new session and adds ₹4,500 fee to all registered students
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Deliberate Action Required: Activating a new session is irreversible for the current cycle. A confirmation dialog will appear before saving. On activation, ₹4,500 hostel fee appears as due on all currently approved students' accounts immediately.
e.g. Odd 2026, Even 2026
Select type and year
The date from which the new semester begins
Optional — leave blank if open-ended
🏷️ On activation: Hostel Fee ₹4,500 will appear as due on all currently Approved (registered) student accounts for session —. Payment deadline auto-calculated by Panel 4 (10 days from session start).
A confirmation dialog will appear before this action is committed.
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Panel 4 — Fee Payment Deadline for Registered Students
Auto: 10 days from semester session start (Panel 3)
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Auto-Calculated: Once a semester session is activated via Panel 3, this deadline is automatically set to 10 days from the session start date. No manual entry needed. If ₹4,500 is unpaid after this deadline, a late fine of ₹50/day (max ₹500) is applied automatically to each registered student.
Current Session Payment Deadline
Activate a semester in Panel 3 to see the auto-calculated deadline here.
Window Days
10
from session start
Daily Fine
₹50
per day late
Fee Amount
₹4,500
hostel allotment
Max Fine Cap
₹500
system enforced
📋 Audit Log — Recent Window Changes
No recent changes recorded.
📊 Reports
Data reflects current system state. Export as .xlsx or PDF.
⚠ Debarment Notice
Debarring a student prevents them from staying in the hostel for the selected session(s).
You must decide whether to waive or retain the session fee for the debarred session(s) — see the fee option below.
Debarment can be lifted at any time using the Restore button.
🚫 Debar a Student
Select a student and the session(s) they are debarred from.
Add one or more sessions the student is debarred from.
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Reference number of the office order (shown to student)
Date of the office order (shown to student)
Decide whether the hostel session fee is waived or remains due for the debarred session(s).
This cannot be changed after debarment is confirmed.
— Choose Waive if the student is not at fault (e.g. medical, administrative).
— Choose Retain if the student was debarred mid-session or due to misconduct and the fee is still owed.
— Choose Waive if the student is not at fault (e.g. medical, administrative).
— Choose Retain if the student was debarred mid-session or due to misconduct and the fee is still owed.
📋 Debar Records
All students with active or historical debar records.
✅ To Restore / Lift a Debarment:
Find the student record below and click the "✅ Lift Debarment" button on their active debar card.
Find the student record below and click the "✅ Lift Debarment" button on their active debar card.
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Reviewing Application
Allot Accommodation
🏢 Admin Office has pre-filled accommodation details. Please review and confirm before approving.
Reject Application
🏢
Admin Office Login
GPM Hostel — Administrative Staff Portal
The Admin Office handles operational tasks: payment verification, account unlocks, grievance intake, leave review, and no-dues pre-checks.
Disciplinary decisions remain with the Warden.
Admin Office Dashboard
GPM Hostel — Operational Tasks Admin Office
✅ Admin task: Verify student payment receipts (Registration Fee, Caution Money, Allotment Fee).
Approved payments allow the Warden to proceed with room allotment.
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🏠 Admin task: Click + Fill Room on a pending student, or View on any student to open their details and fill/edit accommodation. The Warden reviews and clicks Approve & Send Allotment Letter — only the Warden can finalise.
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🔓 Admin task: Unlock student accounts locked after repeated failed login attempts.
Verify the student's identity in person before unlocking.
A student account is locked after 5 wrong passwords and 2 failed password resets.
Verify student identity in person, then use the master key to unlock.
📋 Admin task: Review leave applications for eligibility (approved student, valid dates, within 10-day limit).
Log a forwarding note and escalate to Warden. The Warden makes the final approve/reject decision.
Pending Leave Applications
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All Leave Applications
📣 Admin task: Log intake notes on new grievances and mark them as "in-review" so the Warden sees prioritised cases.
Only the Warden can reply to students or resolve grievances.
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📄 Admin task: Run a full pre-check — verify financial clearance and physically inspect the room, bed, chair, and table.
If damage is found, the system suggests a fine structure for the Warden to impose. The Warden still issues the final certificate.
Physical Inspection — Room & Furniture
Check each item physically and mark if any damage is found. Damaged items will generate a fine suggestion for the Warden.
🏠 Room
Upload damage photo
20–500 KB
💡 Suggested fine: ₹2000 — will be recommended to Warden
🛏 Bed
Upload damage photo
20–500 KB
💡 Suggested fine: ₹800 — will be recommended to Warden
🪑 Chair
Upload damage photo
20–500 KB
💡 Suggested fine: ₹500 — will be recommended to Warden
🪞 Table
Upload damage photo
20–500 KB
💡 Suggested fine: ₹600 — will be recommended to Warden
Fill Accommodation Details