Today : Thursday, September 21, 2017

Administrative Instruction for Establishment and Management of Private, Non-governmental Student Dormitories in Kerman Province -Approved 2010


The administrative bylaw of establishment and management of non-governmental student dormitories is compiled in order to fulfill the fourth cultural, social and economic development plan regarding limiting the governmental authority and according to article 7 of targets, responsibilities and organization of the Ministry of Sciences Act approved on 2004 and the contents of article 9 of the administrative bylaw of establishment of student dormitories approved on 2003 and in cooperation with the police administration of monitoring public places.

Article 1: Definition

1.1. Private Non-governmental Dormitory: is a place purchased, built or leased by the dormitory in which at least 15 students spend the whole or some part of their time according to the conditions set in this instruction.
1.2. Council: the policy council of private, non-governmental dormitories formed by student deputies of major universities of the province on behalf of their respective ministries and representatives of the province student commission
1.3. Fund: Student Welfare Fund of the Ministry of Sciences, Research and Technology
1.4. NAJA: Police Administration of Monitoring Public Places
1.5. Instruction: Administrative Instruction for Establishment and Management of Private, Non-governmental Student Dormitories

Article 2:
Qualified public and private entities listed in this instruction are able to take action to establish and manage a dormitory.

Article 3: Applicants Conditions
3.1. Private Entities
3.1.1. Criminal Clearance
3.1.2. No drug addiction
3.1.3. Approved personal qualification by NAJA

3.2. Public Entities
3.2.1. Registered services company certificate issued by the companies’ registration office and other required documents
3.2.2. Criminal Clearance for board members and managing director
3.2.3. No drug addiction (managing director)
3.2.4. Managing director approved personal qualification by NAJA

Note: clauses 1 and 2 of the first section and 2 and 3 of the second section cover all the operating staff and employees including guards and servants, etc.

Article 4: Location Conditions
4.1. Approval from the Civil Engineering Organization regarding utilities and building strength
4.2. Approval form NAJA regarding the traffic and security condition of the space

Note: required facilities and equipment will be determined according to the dormitory’s rating.

Article 5: Licensing Procedure
5.1. Submitting a written request to the council’s secretariat
5.2. Reviewing of the request by the council and its approval
5.3. Submitting the Civil Engineering Organization’s approval
Note: approvals from other organizations are not valid.
5.4. General qualification approval from NAJA
5.5. Offering required commitments to observe the contents and conditions of this instruction
5.6. Issuing one-year license by the council

Note 1: above steps should be taken according the aforementioned priority and following lower levels is only possible after accomplishing the upper ones. In case of breach of this bylaw, the council is allowed to take actions to shut down the breaching unit.

Note 2: active dormitory owners are subject to the same conditions for launching further dormitories.
Note 3: each dormitory is an independent unit and cannot have branches.
Note 4: licenses are extended based on the previous performances.

Article 6: Staff
Each dormitory needs to have the following staff:

6.1. Manager (with at least a B.A. degree or 2 years experience)
6.2. Sufficient number of guards
6.3. Required administrative staff

Note 1: it is forbidden to have male guards and servants in girls’ dormitories and vice versa.

Note 2: all staff is required to have health certificates.

Article 7: minimum space per student is determined by the dormitory rating and in any case this space should not be less than 3 square meters in a room.

Note: accommodating more than 8 persons in a room is forbidden.

Article 8: the council determines rating and tuition according to per capita and facilities.

Note: manager should put the rating letter approved by the council in sight of students.

Article 9: manager is required to settle accounts with the student at the expiration of his/her residence in dormitory and refund the deposit if no damage is incurred.

Article 10: accommodation of non-students is forbidden.

Note: manager can make use of the building during summer and New Year holidays only after receiving permission from the council and informing NAJA and providing a safe place to keep the students’ stuff.

Article 11: manager is required to cooperate with council in all cases regarding the disciplinary committee, student counseling, etc.

Article 12: authorities form the Fund and council may visit the dormitory without notice.

Article 13: private dormitories are subject to disciplinary regulations of governmental dormitories.

Note: manager is required to put the disciplinary bylaw in sight of students and have a copy of it signed by students. The council will follow up cases of breach of this note.

Article 14: in case of any report regarding violations or crimes in private dormitories, the council is required to review the case, deal with the offenders and cancel the license if necessary and report the same to the respective authorities stating the type and degree of violation and description of actions taken.

Article 15: the council will manage monitoring and controlling through team or individual visits in case of receiving reports.

Article 16: in case of any discrepancies between the owner of dormitory and the council, the student committee located in the governor’s office will be the reference authority to solve the dispute. Any objection to this committee’s decision could be referred to respective authorities.

Article 17: dormitories are required to observe all instructions issued by the High Council of Cultural Revolution.

Article 18: private dormitories launched before the issuance of this instruction should do their best to upgrade their status and they can establish their next unit if only they are qualified according to this instruction.

Article 19: any commitment outside the scope of this instruction is forbidden.

This instruction is compiled I 19 articles and 13 notes based on the bylaw of dormitories of the Ministry of Sciences, Research and Technology and the acts of council and is approved by the members of the council on 2010 and is thereby binding.

Disciplinary Bylaw of Private Non-governmental Dormitories

Based on the definition presented in the management bylaw of student dormitories, the dormitory is a place under investigation of the policy council of dormitories in which students spend the whole or some part of their time based on the conditions determined and utilize the services provided, observe others rights and dormitory’s regulations during their stay. Therefore, all students residing in the dormitory should be aware of the dormitory’s regulation and bind themselves to observe them.

For information sake, a selection of disciplinary rules are provided here:

a. Accommodation Regulations

1. Students are not allowed to transfer their right of accommodation to any one else but if necessary, change of accommodation place is possible with the written consent of the manager.
2. Students should keep their own personal stuff safe and the dormitory has no responsibilities over this stuff.
3. Students are not allowed to cook in their rooms.
4. Changing locks or other furniture without the consent of authorities is forbidden.
5. Students are required to keep their place of residence, corridors and public spaces clean.
6. In case of any problems in utilities of the dormitory like electricity, water, etc. students should inform the authorities.
7. Students are not allowed to move the dormitory’s furniture.
8. At the entrance student will have to pay an amount of money, determined and notified by the council, as the deposit, which would be refunded after settlements in case no damage is occurred.
9. Non-members of the dormitory cannot reside in the dormitory.
10.  Roommates are responsible to keep properties inside the room safe, including: dressers, shelves, door, walls, etc. In case of any damage, all members of the room would be required to indemnify for it.
11. Cancelling the contract by the student for any reason after it is signed, if it is in the first half of the semester, he/she should pay the tuition until the date of stay plus one more month and if it is in the second half of the semester, all the tuition should be paid.
Note: if the student could introduce any other student instead of him/herself, who is qualified to stay in dormitory, he/she would be required to pay for the duration of stay. Obviously, these two students would only pay for one student’s stay during one semester.

12. If the student resides for some part of the semester and then quits without settlement and informing the authorities, he/she is required to pay for the whole semester.
13.  Students should prepare their personal stuff like blanket, pillow and mattress.
14.  Roll calls will be performed every night in girls’ dormitories and randomly in boys dormitories and all students are bound to observe.
15.  When handing the room over, the student should clean it up and give back the stuff he/she received in good shape.
16. Manager is required to inform families of the absences.
17. In case of continual absence, manager could reconsider the students’ residence in dormitory in cooperation with the council.
18. Manager is required to inform the disciplinary committee of the respective universities of any disciplinary violations of the students.

b. Conditions for Visits, Guests and Travels

19. Accommodation of any first-degree relatives (mother or sister in girls’ dormitory or father and brother in boys’ dormitory) as a guest is only possible with the written consent of the manager and agreement of other roommates for a maximum of 3 nights in a semester.
20. Student’s relatives visit is only possible after providing ID cards to the manager.
21. Girl students could stay a maximum of 4 nights in month in their relative’s houses whose information and address are approved by their parents, after informing the authorities of dormitory.
22. Students are required to pre-determine duration and also destination of trips in written and inform the authorities of their return.

This bylaw is compiled in 2 articles, 22 clauses and 1 note based on the dormitories bylaw of the Ministry of Sciences, Research and Technology and the acts approved by the council on 2010 and is thereby binding.

Form 1
Factors Determining the Rating of Private, Non-governmental Dormitories

Facilities Grade 3 Grade 2 Grade 2 Top Grade 2 Special Grade 1
Per capita At least 3 sq. m At least 4 sq. m Minimum 4 sq. m and maximum 6 in one room Minimum 4 sq. m and maximum 4 in one room Minimum 4 sq. m and maximum 4 in one room
One bath per  15 persons 10 persons 10 persons 10 persons Ensuite
One WC per 15 persons 10 persons 10 persons 10 persons Ensuite
Beds per person 1 1 1 1 1
One refrigerator per 12 persons Each room Each room Each room Each room
Commode per person 1 1 1 1 1
One oven per 12 persons 10 persons 10 persons 10 persons 6 persons
Moquette Yes Yes Yes Yes Yes
Carpet No No Yes Yes Yes
Study room with desk and chair No No Yes Yes Yes
TV room Yes Yes Yes Yes Ensuite
Desk and chair in room No No No Yes Yes
Coat hanger No No Yes Yes Yes
Shoe shelf No No Yes Yes Yes
Vacuum cleaner Yes Yes Yes Yes Yes
Washing machine No No Yes Yes Yes
Freezer No No One per every 30 persons One per every 20 persons Yes
One computer with Internet connection No No Per every 20 persons Per every 10 persons Every 10 persons
First aid kit Yes Yes Yes Yes Yes
Fire fighting kit Yes Yes Yes Yes Yes
Water cooler No No Yes Yes Yes

- All rooms should be equipped with heat and cold systems (heater, radiator and cooler)
- Students should provide mattress, blanket and pillow.
- Girls’ dormitories should be equipped with videophone.
Form 2
Capacity of Private Dormitories

Capacity Grade 3 Grade 2  Grade 2 Top Grade 2 Special Grade 1
Double room Yes Yes Yes Yes Yes
Triple room Yes Yes Yes Yes Yes
Room for 4 Yes Yes Yes Yes Yes
Room for 5 Yes Yes Yes ------ -----
Room for 6 Yes Yes Yes ------ ------
Room for 7 Yes Yes ------ ------ ------
Room for 8 Yes Yes ------ ------ ------

- Rooms with capacity of more than 8 persons are no allowed in dormitories of Grade 2 and 3.
- Rooms with capacity of more than 6 persons are no allowed in dormitories of Grade 2.
- Rooms with capacity of more than 4 persons are no allowed in dormitories of Grade 2 Special and Grade 1.







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