Resident grievances with SmartMy Grievance
Residents file confidential grievances, such as ragging or harassment, from Report confidentially in the hostel app or the grievance portal. The case stays with the committee. A room change, warning or notice to vacate reaches the hostel only as a request or a to-do with the case number.
PLANSEvery planWith SmartMy Grievance
The problem it solves
- A first-year student is ragged in the hostel and will not tell the warden, who knows the seniors.
- The anti-ragging committee decides to move a student, and the warden hears the whole story to do it.
- The committee's decision to warn a resident is never carried out because nobody tells the hostel.
- The case file passes through the hostel office, and soon every floor knows who complained.
How it works
- In SmartMy Grievance, tick Hostel Residents on each grievance type residents may file. It is on for new types.
- A resident in house opens Report confidentially in the SmartMy Hostel app or on the grievance portal. They can give their name or not.
- The case goes to the committee named for that type, never to the hostel desk.
- The committee decides. A relief or action line can be Change of hostel room / hostel, Written warning or Notice to vacate the hostel.
- When the line is applied, a room change becomes a room change request on that person's stay, for the desk. It reads Room change arranged by the management, with the case number and the line's note.
- A warning or a notice to vacate becomes a to-do on the stay for the hostel's managers, with the case number and the note.
- The hostel carries it out as usual: Change Room for the request, an incident for the warning, Notice to vacate for the notice.
Everything it does
Who can file
- Residents in house: stays checked in or on notice
- Only grievance types with Hostel Residents ticked
- As shipped: Ragging, Student grievance, Child protection, Whistle-blower and General grievance are open to residents; Sexual harassment at the workplace is not
- Anonymous reports from the sign-in screen need no login
What the hostel receives
- Change of hostel room / hostel: a room change request for the desk. It carries the reason Room change arranged by the management, the case number and the line's note
- Written warning and Notice to vacate the hostel: a to-do on the stay, named after the action and the case number, with the line's note
- No case file, statement or name of the other party is passed by the system
- If the room change cannot be asked for, for example one already waits, the committee sees why and the line stays open
- The person is found from their login, so it works only for someone with a stay in house
As shipped on the Ragging type
- Change of hostel room / hostel, Change of class section, No-contact direction
- Written warning, Hand over to the disciplinary process, Notice to vacate the hostel, Termination / expulsion
Who uses it
ResidentFiles a grievance, with their name or without it, and follows it under My cases.
Grievance committeeHears the case and decides the relief and the action.
Front DeskCarries out the room change request like any other.
Hostel ManagerGets the to-do and records the warning or serves the notice.
Where you use it
- The SmartMy Hostel app: Report confidentially in the Menu and on the sign-in screen. The app is built and in testing, not in the app stores yet
- Portal: the grievance pages of SmartMy Grievance
- Web: the relief and action lines of the case in SmartMy Grievance; the room change request and the to-do in the hostel
- Not the case in the hostel: hostel staff never open the case through the hostel
What you control
Settings
- Hostel Residents: per grievance type; on for new types
- Reliefs and actions: per grievance type
Approvals
- Room change: the request from the case is handled like a resident's own request; see Room change
Notifications
- Case messages to the complainant and the committee: those of SmartMy Grievance
- Hostel managers get a to-do in the back office, not a message
Works with
SmartMy GrievanceNeeded for this page: grievance types, committees, the confidential case file and Report confidentially in the app.
Questions
Will the warden read what the student wrote?
No. The case goes to the committee. The hostel receives only a request or a to-do with the case number and the note the committee writes on its decision.What should the committee write in the note?
Keep it neutral, such as moving before Monday. The note is copied to the hostel, and the person whose room changes sees the request reason in the app.Can a resident report without their name?
Yes, from Report confidentially on the app's sign-in screen, where the grievance type allows it.Does the hostel move the student by itself?
No. The desk gets a room change request and moves the student with Change Room, choosing the bed.Which grievances can residents file?
The types your organisation opens to hostel residents. Ragging and student grievances are open as shipped; workplace harassment is not.Related features
STAYSRoom change with history and prorated rentMove a resident to another bed from any date. The old bed is free from that day and every move stays in the history. With billing, rent is corrected by the day.STAYSNotice to vacate and the exit dateA resident gives notice from the portal or the app, or the desk records it. The exit date is proposed from the notice period and the days short are counted. The bed is free for the next resident from that date.DAILY LIFERoom inspections and incidentsWardens inspect rooms from a checklist, record what they find with a photo and charge damage to the resident responsible. Incidents are logged with the residents involved, and closed with the action taken, a written warning or a fine.PORTAL AND APPSThe resident appSmartMy Hostel is the phone app for residents and their parents or guardians. It has the stay, leave, documents, room change and notice to vacate, an inbox of what the hostel tells them, and an SOS button. With hostel billing and daily life it adds dues with Pay, notices with polls and attendance.ROLESWho sees which hostel and which stayEach member of staff sees only the hostels where they are named as manager, warden or front desk. Residents and guardians see only their own stay, and the owner sees every hostel of the Entity.
See it with your own blocks and classes.
Tell us how many hostels and students you have. We will show you an allotment, a leave request approved by a parent and a night roll call, set up the way your hostel works.