Policy, Guidelines, SOP

Policy Statement: BLPGA values the safety and security of its residents while maintaining a conducive living environment. The Visitors Policy aims to regulate and manage visitor access within the facility.

SOP:

1. Residents must inform and take formal permission from the BLPGA management about the expected visit of specified family members at least 24 hours in advance via email only.

2. Visitors are only allowed in common areas and must be accompanied by the resident they are visiting at all times.

3. Visitors are subject to the management's charges, as communicated prior to their visit.

4. Time of visits: 8 am to 6 pm.

Guidelines:

- Ensure that your family members provide prior notice for visits to ensure a smooth entry process.

- Inform visitors about the facility's rules and regulations to maintain a respectful environment.

- Do not allow unauthorized individuals to enter the facility.

To ensure a peaceful living environment at BLPGA, the following rules and guidelines regarding noise control and the use of collected fines as follows:

1. Noise Control Rules:

   • Noise levels must be kept low, especially after 10 PM. This includes refraining from loud chatting, gossiping, utensil noises, heavy footsteps, and rooftop disturbances.

   • Fines for Violations:

     • First violation: ₹5 fine.

     • Fines will increase with repeated violations as Rs.10, 20, 40, 80 for 2nd, 3rd, 4th, 5th up to ₹100 for the sixth instance.

     • Seventh or more violations will lead to a review by the BLPGA Executive Committee. Persistent violations may result in a one-month notice to vacate.

   • Residents are responsible for voluntarily paying fines to the elected Monitors without reminders from management.

2. Fund Usage Rules:
   
   

   • Collected fines will be utilized for the welfare of residents, such as repairs, maintenance, entertainment activities, or purchasing shared items like kitchen equipment.

   • Funds will be managed by the Monitors, with expenditures proposed by the BLPGA Executive Committee and approved by Managing Committees.

3. Compliance and Feedback:
   
   

   • Residents facing challenges with these rules may contact the management for clarification or choose to exit with submitting notice as per the termination clause.

These guidelines are designed to promote a harmonious and supportive living experience for all residents.

Policy Statement: BLPGA is committed to fostering a respectful and harmonious living environment that facilitates focused academic pursuits and personal growth. The Code of Conduct sets the expectations for residents' behavior and interactions.

SOP:

1. Maintain a quiet atmosphere, especially in study areas, libraries, and sleeping areas.

2. Avoid loud conversations and noise in shared spaces, particularly after 10 pm.

3. Use common areas responsibly, clean up after yourself, and keep them organized.

4. Report any incidents of disrespectful behavior to the management promptly.

5. Seek prior approval for hosting group activities or events that may impact other residents' daily routines.

Guidelines:

- Be mindful of noise levels at all times to create a conducive studying environment.

- Treat all residents and staff members with respect, regardless of individual differences.

- Practice proper hygiene and cleanliness in common areas to ensure a comfortable living experience for everyone.

Policy Statement: BLPGA is committed to providing a healthy and safe living environment for all residents. Smoking, alcohol consumption, and the use of intoxicating substances are strictly prohibited within the facility premises.

SOP:

1. Smoking is strictly prohibited within the facility premises and within a reasonable distance from the entrance gate.

2. Alcohol and intoxicating substances are not allowed on the premises, including individual living spaces.

3. Violation of this policy will result in immediate consequences, which may include eviction from the facility.

Guidelines:

- Respect the health and comfort of all residents by refraining from smoking within the premises.

- Abide by the alcohol prohibition to maintain a safe and productive living environment.

Policy Statement: BLPGA ensures transparent and timely financial transactions while providing comfortable and modern accommodations. The Rent and Payments Policy defines the financial obligations of residents.

SOP:

1. Rent and housekeeping fee payments must be made by the 5th of each month through the specified payment methods.

2. Energy consumption charges will be calculated based on the individual meter readings and billed monthly.

3. Residents can collect receipts for all payments made as proof of transaction via the PG Portal in the website www.blpga.homes.

Guidelines:

- Pay rent and fees on time to avoid any disruptions in services.

- Keep track of payment receipts for reference and clarification if needed.

Policy Statement: BLPGA aims to maintain the integrity and aesthetics of its premises while ensuring a comfortable living experience for all residents. The Modification and Damages Policy outlines procedures for seeking approval and consequences for property damages.

SOP:

1. Residents must submit a written request for any modifications or alterations to the management.

2. Management will review the request and provide approval or recommendations within a specified timeframe.

3. Any damages to property, walls, fixtures, or amenities must be reported to the management immediately.

4. Repair costs for damages caused by residents will be deducted from the security deposit.

Guidelines:

- Seek prior approval before making any modifications to your living space to avoid penalties.

- Report damages promptly to ensure a well-maintained living environment for everyone.

Policy Statement: BLPGA outlines the terms and procedures for termination of the resident agreement and provides a framework for dispute resolution, ensuring fair and transparent outcomes.

SOP:

1. In case of violations leading to expulsion, the BLPGA will provide written notice specifying the reason and the effective termination date.

2. Both parties agree to attend an arbitration session to resolve disputes amicably before pursuing legal action.

Guidelines:

- Familiarize yourself with the terms of termination to ensure a smooth departure if needed.

- Consider arbitration as a means of resolving disputes before seeking legal remedies.

Residents may request temporary leave from the facility when necessary, subject to the following conditions and the Standard Operating Procedure (SOP) outlined below.

Standard Operating Procedure (SOP) for Temporary Leave:

1. Request Submission:

   - Residents must formally submit a written or email informing the management.

   - The information should include the following details:

     - Resident's name and room number

     - Date and time of departure

     - Expected date and time of return

     - Reason for leave

2. Advance Notice:

   - Residents are encouraged to provide advance notice for temporary leave whenever possible. A minimum of 48 hours' notice is recommended.

3. Room and Personal Belongings:

   - Residents must ensure their room is properly secured before leaving the facility.

   - Valuables should be locked in personal storage spaces or taken along, as the facility will not be responsible for their security during the resident's absence.

4. Return:

   - Residents must return to the facility by the specified date and time indicated in the leave communication.

   - If the return is delayed for any reason, residents should promptly inform the management via email or text message.

5. Access During Leave:

   - During temporary leave, residents will not have access to their rooms or common areas within the facility.

6. Fees and Charges:

   - Temporary leave does not exempt residents from their rental or accommodation charges. Regular fees continue to apply during the leave period.

7. Emergency Contact:

   - Residents should provide an emergency contact number to the management for the duration of their temporary leave.

8. Compliance:

    - Residents must comply with all facility rules and regulations upon their return from temporary leave.

This Standard Operating Procedure (SOP) ensures that residents can request temporary leave with clear guidelines, while also maintaining the security and accountability of the facility during their absence.

Bathroom Usage SOP:

General Etiquette:

   - Maintain cleanliness and hygiene in the bathroom at all times.

   - Dispose of used items properly in the provided bins.

Shower and Toilet Usage:

   - Limit shower duration to ensure efficient water usage.

   - Flush toilets after use and ensure they are clean for the next user.

   - Do not flush items like sanitary pads, hair, or plastics that may clog the drain.

Sink and Vanity Area:

   - Use the sink and vanity area for personal grooming and washing hands.

   - Ensure that the area is clean and dry after use.

Light and Exhaust Usage:

   - Switch off lights and exhaust fans when done using the bathroom to conserve energy.

Water Conservation:

• Conserve water by using only the amount needed for showers, washing hands, and other tasks.

• Be mindful that water is a scarce resource.

Emergency Water Supply:

• Keep the bucket provided in the bathroom full at all times to mitigate emergency water situations.

Floor Maintenance:

• Try to keep the floor dry as much as possible to prevent slipping accidents.

Shared Spaces:

•    - Respect others' privacy and space in shared bathrooms.

•    - Avoid extended occupancy, allowing others to use the facilities promptly.

Toiletries and Personal Items:

•    - Store your toiletries in designated areas.

•    - Do not leave personal items in common spaces.

Reporting Issues:

•    - Report any plumbing or maintenance issues promptly to the management.

•    - Do not attempt DIY repairs.

Scheduled Cleaning:

•    - Be mindful of scheduled cleaning times and vacate the bathroom during cleaning operations.

Guests and Visitors:

•     - Inform guests and visitors of bathroom usage rules and etiquette.

Courtesy and Consideration:

•     - Show courtesy and consideration for fellow residents by maintaining a clean and pleasant bathroom environment.

By following these guidelines, we can ensure that the bathroom facilities remain clean, functional, and safe for all residents while also preventing plumbing issues caused by flushing inappropriate items.

Standard Operating Procedure (SOP) for Fire Extinguisher Usage in case of fire-related emergencies:

Objective:

This Standard Operating Procedure (SOP) is established to provide guidance on the proper usage of fire extinguishers in the event of a fire emergency. The objective is to ensure the safety of individuals and minimize property damage

Recognize the Type of Fire:

Before attempting to use a fire extinguisher, it is crucial to identify the type of fire. Fires can be categorized into different classes:

     - Class A: Ordinary combustibles (e.g., wood, paper, cloth)

     - Class B: Flammable liquids (e.g., gasoline, oil)

     - Class C: Electrical fires (e.g., electrical equipment)

     - Class D: Combustible metals (e.g., magnesium, titanium)

     - Class K: Cooking oils and fats fires (e.g., kitchen fires)

Choose the Appropriate Extinguisher:

   - Ensure that you select the correct type of fire extinguisher that matches the fire class. The extinguisher label will indicate the suitable fire types it can be used for.

Evaluate the Fire Size:

   - Fire extinguishers are effective for small fires. If the fire is too large or spreading rapidly, evacuate the area immediately and call the fire department.

PASS Technique:

   - When using a fire extinguisher, remember the PASS technique:

     - P: Pull the pin at the top of the extinguisher, breaking the tamper seal.

     - A: Aim the nozzle at the base of the fire, not the flames themselves.

     - S: Squeeze the handle to discharge the extinguishing agent.

     - S: Sweep from side to side while continuing to aim at the base of the fire until it appears to be out.

Maintain a Safe Distance:

   - Stand at a safe distance from the fire, typically around 6 to 8 feet (1.8 to 2.4 meters), and approach it cautiously.

Continuous Monitoring:

   - After using the extinguisher, keep an eye on the area to ensure that the fire does not reignite. If the fire reignites, repeat the process or evacuate immediately.

Evacuation:

   - If you cannot control the fire, or if it spreads rapidly, evacuate the area immediately and alert others.

Post-Use Inspection:

   - Once the fire is extinguished, inspect the fire extinguisher. If it was partially discharged, it needs to be recharged or replaced. Report the use of the extinguisher to building management or authorities.

Maintenance:

   - Regularly inspect fire extinguishers to ensure they are in good working condition. Follow manufacturer guidelines for maintenance, inspection, and servicing.

Reporting:

   - Any use of a fire extinguisher should be reported to building management or the responsible authority for record-keeping and follow-up actions.

Evacuation Priority:

   - Always prioritize personal safety and evacuation over attempting to extinguish a fire. Fire extinguishers should only be used when it is safe to do so.

This SOP serves as a guideline for the proper use of fire extinguishers. Residents and staff should be familiar with these procedures to respond effectively in the event of a fire emergency while prioritizing personal safety and evacuation as the first and foremost action.

Objective:

These guidelines aim to help keep your digital information safe during your stay at BLPGA.

Scope: These guidelines apply to all residents at BLPGA.

Your Responsibility:

Keep Your Keys Secure: Protect your room keys and access codes. Don't share them with others.

Use Strong Passwords: Create strong, unique passwords for any digital services you use at BLPGA. Avoid using the same password for everything.

Keep Software Updated: If you use our digital services, we'll keep them up to date to fix any security issues. Make sure to use the latest versions.

Protect Personal Info: We'll handle your personal information with care. If you have concerns, let us know.

Watch for Scams: Be cautious of suspicious emails or messages. Always verify their source.

Report Problems: If you notice any digital issues or feel something's not right, tell us right away.

Wi-Fi Security: If you use our Wi-Fi, make sure it's password-protected.

Mobile Security: Secure your mobile devices with passwords or biometrics, and keep them updated.

Review and Updates: We'll review and update these guidelines as needed to keep them effective.

Distribution: These guidelines are shared with all residents and staff and are available in our website.

By following these simple guidelines, BLPGA aims to protect your digital information and ensure your digital security during your stay with us.

Standard Operating Procedure (SOP) cum policy for shoe usage in Best Ladies PG, Agarpara (BLPGA):

Entry with Outside Shoes:

   - Residents are strictly prohibited from entering the BLPGA premises with outside shoes on.

Designated Shoe Storage Areas:

   - BLPGA provides designated areas near the entrance for residents to store their outside shoes.

Shoe Storage Procedure:

   - Upon arrival at BLPGA, residents should immediately remove their outside shoes at the designated storage area.

Indoor Footwear:

   - After removing outside shoes, residents are required to wear a separate pair of indoor slippers or house slippers, which should be used exclusively for roaming inside BLPGA.

Outdoor Use of Indoor Slippers:

   - Indoor slippers provided by BLPGA are only meant for indoor use and should not be worn outside.

Hygiene and Cleanliness:

   - This practice helps maintain hygiene and cleanliness within the PG premises by preventing the entry of dirt and contaminants from outside.

Compliance:

   - All residents are expected to comply with this shoe usage SOP to ensure a clean and comfortable living environment for everyone.

This SOP aims to maintain a clean and hygienic living space within BLPGA while also ensuring the comfort and convenience of residents by providing indoor slippers for use inside the premises.

Objective:

This Standard Operating Procedure (SOP) cum Policy outlines the guidelines for managing electricity power-cuts and the usage of inverter lights within BLPGA to ensure the safety and comfort of all residents during power outages.

Inverter Lights:

   - Each room in BLPGA is equipped with one inverter light to provide essential lighting during power-cuts.

Common Spaces:

   - Common spaces within BLPGA, including corridors and shared areas, are equipped with 9-watt inverter lights for the convenience and safety of residents.

Activation After Power-Cut:

   - Inverter lights will automatically activate after a power-cut of two hours or longer. This ensures that essential lighting is available during extended power outages.

Charging Inverter Lights:

   - Residents should ensure that inverter lights are adequately charged during normal power supply periods to ensure they function effectively during power-cuts.

   - It is the responsibility of residents to notify the management if there are issues with the inverter lights or their charging.

Reporting Issues:

   - If a resident encounters any problems with inverter lights, they should promptly report the issue to the management for necessary maintenance or replacement.

Noise Levels:

   - During power-cuts, residents should also be mindful of noise levels to maintain a peaceful environment for others who may be affected by the outage.

Compliance:

   - All residents are expected to comply with this policy to ensure the smooth functioning of inverter lights and the safety and comfort of all BLPGA residents.

Special Circumstances:

    - In exceptional cases where extended power-cuts are anticipated, the management may provide additional guidance or support to residents to ensure their well-being.

This policy is designed to address power-cut scenarios and the usage of inverter lights within BLPGA, promoting safety and comfort during electricity outages while emphasizing responsible usage and energy conservation. Residents are expected to adhere to these guidelines to contribute to the efficient management of inverter lights in the facility.

Standard Operating Procedure (SOP) cum Policy for Room Locking and Self-operated Gated Entry at Best Ladies PG, Agarpara (BLPGA):

Room Locks:

   - Each room at BLPGA is equipped with combination locks for security purposes.

   - The combination lock passcodes for each room are shared among the roommates, as most rooms are shared.

   - The lock passcodes for individual rooms are changed on a monthly basis by the management committee.

   - Residents are required to ensure that their room is locked when not in use to maintain the security and privacy of their belongings.

   - It is strongly advised that residents keep personal locked safes or bags to secure their valuables, as BLPGA does not take responsibility for any lost or stolen items.

Main Gate Lock:

   - The main gate of BLPGA also uses a combination lock for entry and exit.

   - The passcode for the main gate combination lock is changed on a monthly basis for security reasons.

   - The updated passcodes for the main gate lock are shared with all residents to ensure convenient access to the premises.

Security and Responsibility:

   - Residents are reminded that these security measures are in place to protect their safety and belongings.

   - BLPGA management takes security seriously but will not assume responsibility for any lost or stolen valuables.

   - It is the responsibility of each resident to safeguard their personal belongings and adhere to security protocols.

Monthly Updates:

   - The lock passcodes for both individual rooms and the main gate will be updated monthly by the management committee.

   - Residents will be informed of the new passcodes promptly to ensure uninterrupted access.

Compliance:

   - Residents are expected to comply with these room locking and entry procedures for the safety and security of all residents and their belongings.

   - Any breach of security or misuse of the lock passcodes may result in disciplinary action.

This SOP cum Policy for Room Locking and Self-operated Gated Entry at BLPGA is designed to maintain a secure and comfortable living environment for all residents while emphasizing the importance of personal responsibility for valuables. It also ensures that residents have timely access to updated lock passcodes for their convenience and security.

Policy Statement:

BLPGA recognizes the need for residents to use its address as their temporary residential address for various purposes. This policy outlines the procedure for requesting and granting such permission.

Address:

[Name of the resident]
Temporary Resident, BLPGA,
H/O, Dr. Nirmalya Ranjan Sarkar,
43, Matangini Hazra Pally, Agarpara,
Kolkata 700109, West Bengal, India

Scope:

This policy applies to all BLPGA residents who wish to use the BLPGA address as their temporary residential address.

Procedure:

Residents who wish to use the BLPGA address as their temporary residential address must follow these steps:

Submission of Request:

   - Send an email to the official BLPGA email address, bestladiespgagarpara@gmail.com, with the subject line: "Request for using the address of BLPGA as a temporary address till [date]."

   - The email must include the following information:

      - Name

      - Permanent address

      - Contact number

      - Guardian's name and contact number

      - Aadhaar number

      - Purpose of staying at BLPGA

      - Purpose of using the BLPGA address as their temporary address

      - Duration for which the BLPGA address will be used as the temporary address

Review and Confirmation:

   - BLPGA will review the request and respond within a reasonable timeframe.

   - If the request is accepted, BLPGA will confirm the acceptance via email.

   - The confirmation email will specify the duration of the validity of the usage of the BLPGA address as a temporary address for the applicant.

Denial of Request:

   - If BLPGA decides to deny the request, the resident will be informed via email.

   - While BLPGA is not obligated to provide a reason for denial, it may choose to inform the resident of the reason for the denial.

Usage Duration:

   - Residents are required to adhere to the specified duration for using the BLPGA address as their temporary address.

   - If an extension is needed, residents must submit a new request following the same procedure.

Compliance:

Residents using the BLPGA address as their temporary residential address must comply with all the terms and conditions outlined in this policy. Failure to do so may result in the revocation of permission.

Amendments:

BLPGA reserves the right to amend this policy as necessary. Residents will be notified of any changes in a timely manner.

This policy ensures a systematic and transparent process for residents to request and obtain permission to use the BLPGA address as their temporary residential address for legitimate purposes.

Introduction:

The attendance system using the register book at the entry gate is implemented to track the entry and exit times of residents at our facility accurately. This system ensures safety and security while providing a record of residents' movements. All residents are required to comply with the following Standard Operating Procedure (SOP) and Policy:

Register Book Location:

   - The register book and a pen will be placed at the entry gate.

   - Residents are requested to use this book for recording their entry and exit times.

Recording Entry and Exit:

   - When entering the premises, residents must:

     - Write down their full name legibly.

     - Note the date of entry.

     - Record the time of entry.

     - Put their signature next to the entry details.

   - When exiting the premises, residents must:

     - Write down their full name legibly.

     - Note the date of exit.

     - Record the time of exit.

     - Put their signature next to the exit details.

Accuracy and Completeness:

   - It is the responsibility of each resident to ensure the accuracy and completeness of their entries and exits in the register book.

Timeliness:

   - Entries and exits must be recorded promptly upon arrival or departure. Delays in recording may result in inaccurate attendance data.

Privacy and Confidentiality:

   - All information recorded in the register book is considered confidential and should not be shared with others. It is for management use only.

Accountability:

   - Residents are accountable for their entries and exits. Any discrepancies or errors should be reported to the management promptly.

Compliance:

    - Residents must comply with this attendance system and policy at all times.

   - Failure to record entries and exits accurately may result in consequences as per the rules and regulations of the facility.

Management Review:

   - Management will regularly review the register book entries to ensure compliance and security.

Special Cases:

   - In cases where residents need to enter or exit beyond the standard hours (before 6 am or after 9 pm), they should seek prior approval from the management, as mentioned in the Time of Entry and Exit policy.

The use of the attendance system with the register book is crucial for maintaining the safety, security, and accountability of all residents. All residents are expected to adhere to this SOP and Policy to ensure the system's effectiveness. Your cooperation is appreciated in maintaining a secure and well-organized living environment.