Term paper

A study on designing a training program for Hostel warden

Submitted to:- Submitted by :-

Ms. Gurneet Kaur Manjit Paul

Regd. no 10902965

Roll no.-RR1903A23

LOVELY PROFESSIONAL UNIVERSITY

ACKNOWLEDGEMENT

I feel myself privileged for having an opportunity to thank the people who helped me at all

stages of my research work. It is with a deep sense of gratitude that I acknowledge valuable

guidance and timely suggestions offered to me by Ms. Gurneet Kaur (lecturer in lovely

school of business) lovely professional university. I am indebted to him for giving me full

support and encouragement. It’s my sheer pleasure to acknowledge who have directly or

indirectly guided and cooperated in one way or other.

MANJIT PAUL

CONTENTS

Executive summary

Introduction

Review of literature

Objective of study

Scope of study

Need

Research Methodology

Job analysis

o Job description

o Job specification

Need assessment for hostel warden

Training and development program for hostel warden

Conclusion

References

EXECUTIVE SUMMARY

This term paper through light on job analysis of hostel warden. Then it describes training

program for hostel warden. For preparing training program, need assessment is being done.

Review of literature is being done for effective understanding of training and development

activities in today’s scenario. He/she will administer and manage a hostel in accordance with

these regulations and in consultation with the Senior Warden or Hostel Authorities. All matters

requiring approval, attention or advice of the Provost or of the University Authorities relating to

discipline or change of conditions in the hostel or to a need or deficiency or to appointment,

promotion, dismissal and punishment of the employees of the hostel shall be initiated by the

Warden and shall be routed through the Senior Warden. So, need of better training program can’t

be underestimated for hostel warden.

INTRODUCTION

Hostel warden

A Warden shall be the overall In charge of a hostel. He/she will administer and manage a hostel

in accordance with these regulations and in consultation with the Senior Warden or Hostel

Authorities. All matters requiring approval, attention or advice of the the University Authorities

relating to discipline or change of conditions in the hostel or to a need or deficiency or to

appointment, promotion, dismissal and punishment of the employees of the hostel shall be

initiated by the Warden and shall be routed through the Senior Warden. The appointments and

dismissals of Hostel employees of the hostels shall be made by the recommendations of Hostel

Authority/Administration to the Competent Authority and shall be notified by the Office of the

Registrar. The Warden shall also consult the Hostel Authorities while proposing a fine exceeding

Rs.500/- on a resident for breach of regulation or Discipline. The Warden shall be provided with

rent-free accommodation in the hostel and shall be entitled to an honorarium to be fixed by the

University Authorities.

Dos and don’ts for hotel warden

Only one warden should be appointed for one hostel. Making a warden in charge of two or

three hostels make them irresponsible. 

The teachers are relieved from this post and appointed as hostel wardens. Since they could

not identify with the jobs, unemployed youth can be appointed as wardens. 

Camps on social awareness, child rights and social justice should be held for wardens. 

A team should be set up to examine whether the wardens do their work properly. The team

should visit the hostel at least once in a month. Wardens' duties should be defined. 

Warden should be made responsible for the safety of the students and should stay with the

students at nights.

The mistakes done by the students should be represented to a team specially formed for the

purpose. The wardens should not punish the students, beat or abuse them. 

Students should not be forced to do works in hostels. This should be seen as child labor and

child rights violation. The wardens and hostel staff who indulge in such crimes should be

punished. 

Wardens should follow the educational track record of the students and should be in touch

with school teachers for the same.

REVIEW OF LITERATURE

A study by SAM exposes horrible conditions of Govt. Hostels for Dalit Students in

Kanchipuram District, Tamil Nadu, India

The Tamil Nadu Govt. through its Adi Dravida Welfare Department runs 39 hostels in

Kanchipuram district for Dalit high school students. There are 385 Dalit girls and 1559 Dalit

boys staying in these hostels and studying in nearby govt. run high schools.In early February

2007, we received a complaint from three students of one such hostel at Walajabad, (near

Kanchipuram) that they were being forced by their hostel warden to graze his cattle and do many

other menial jobs for him. We took the matter to the District Collector who ordered an enquiry

but nothing came off it, as the wardens met him and complained against us saying that we were

an anti-social group. And so, we formed a fact-finding team with well-qualified personnel and

studied closely the conditions of 10 such hostels in Kanchipuram district and found that the

conditions were really terrible and the wardens were most callous and irresponsible in

discharging their duties.

Guy Lacroix (2010) investigates the returns to formal and informal on-the-job training with an

emphasis on gender wage differences. The analysis is based upon the French data set Formation

continue 2000. This research paper describes that they estimate a system of three simultaneous

equations in order to take into account the endogenous selection in each type of training as well

as the correlated effects of the unobserved heterogeneity between the training programs and the

wages and they state that their results show that the return to formal training in France is higher

for women and that the return to informal training is similar across gender.

Robert Frash et.al (2010) examines factors influencing hotel employees' ability to transfer the

concepts that they learned in job training when they return to work. The training objective was to

ready front-desk associates to operate a new property management system (PMS). Past business

research suggests that trainee characteristics, training design, and work environment factors can

positively impact an employee's transfer of training. Role-play exercises and surveys were used

to explore the validity of this research in a hospitality setting. This study's findings suggest that

proper management of these impact factors can foster enhanced transfer of training in hotels. In

this report Strategies are offered to help hospitality human resource professionals improve

training transfer in hotels.

Kenn Ariga et.al. (2010)’s study considers the demand for job training and its interaction with

organization adjustments through rotation within a team and relocation across teams in response

to demand and supply shocks. The analysis includes estimations of determinants of on-the

job training, and of how much such training contributes to improvements in individual

productivity. They said that they employ original assembler survey data from two Japanese

automobile makers. And also investigate effects of the characteristics of workplace practices,

including the behavior of foremen, on the incentives for individual assemblers to seek

job training and productivity improvements

Surviving troubled times: Five best practices for training professionals, year 2010

This article describes that with the current economic downturn and signs of an emerging

recovery, executives are trying to determine how to best use their organizations' funds and

resources. According to this article this may mean downsizing human resource departments and

eliminating positions for training personnel. The authors offer five strategies drawn from the

professional literature to survive these and future trying times: (1) align efforts with

organizational missions and business goals, (2) use training only when it addresses a gap between

existing and desired performance arising from a lack of requisite skill, (3) craft instructional

objectives that describe exemplary job performance, (4) create sound training programs that

promote learning and transfer to the job, and (5) collaborate with sponsors and other stakeholders

outside the training department to promote transfer of training to the job. And it is analyzed that

Training personnel who employ these strategies successfully may be able to answer executives'

common question, "What have you done for me recently that matters?"

Christopher J. O'Leary et.al (2009):  this research paper labor market conditions and public

employment policies in the United States during Great Recession were dramatic, the labor market

changes that rapidly unfolded when the rate of gross domestic product growth turned negative,

from the end of 2007 through early 2009. The paper reviews the resulting stress on labor market

support programs and the broad federal response. That response came through modifications to

existing programs and the introduction of new mechanisms to help Americans cope with job loss

and protracted unemployment. The particular focus is on federally supported public programs for

occupational job skills training and temporary income replacement. In this research Mr. O’Leary

and Mr. Eberts discussed the procedures for evaluating the effectiveness of public reemployment

efforts, training and adjustments to these programs that were adopted during the crisis.

Jessy John Sr.  (2009) education as well as the market scenario is changing very fast. A decade

ago, those individuals who had a brilliant academic record with added work experience were well

sought after by most of the corporate institutions. But today hard skills and experience are not

sufficient enough for the ingress and escalation in the corporate world. Employers prefer to hire

and promote those persons who are resourceful, ethical, and self directed with good

communication/ soft skills. Dearth of soft skills in the candidates has resulted in low hiring by

corporate. Further I read from this report that In spite of such great significance of soft skills,

many management colleges are reluctant to incorporate soft skills training in the curriculum of

management courses.

OBJECTIVE OF STUDY

Objective of this term paper is to do

the job analysis of hostel warden,

Under the given job analysis, training need assessment is done.

After that training program is designed so that hostel warden can do their work effectively

and improve on their area of improvements.

SCOPE OF STUDY

The term paper is to analyze the job description and training program of hostel warden is fruitful

for the effective management of students, mess and discipline maintenance. in future, lovely

professional university can use this program to improve the performance of hostel wardens.

NEED OF STUDY

To best understand the roles and responsibility of a hostel warden.

To best understand the need assessment of hostel warden

Need is to understand where the performance of hostel warden is lacking and to best

design the training program for hostel warden.

RESEARCH METHODOLOGY

To conduct any research a scientific method must be followed. The analysis is based on

secondary data. Various web sites and journals are referred for the study which are

acknowledged under references.

JOB SUMMARY:

The Job of the warden is mainly related to manage the students within the hostel and take care of

the students and also manage good relations with students as well .Most of the students who are

staying in hostel do need a good councilor who can assist them from time to time regarding their

issues both personal as well as studies related. The job of the warden is highly responsible and he

has to be very much efficient to perform and justify his job .The biggest challenge in this comes

because this job deals with young minds and to understand them is the key challenge for the

warden as such.

DUTIES PERFORMED

Student management: Managing the students with in the hostel premises and providing them

right help at right point of time .Also handling various issues and grievances of the students.

Mess Management: Mess that forms a very important part of the hostel, warden has to keep in

record the various aspects of the mess like food quality, proper meal timings and like that.

Housekeeping: Proper cleaning of the hostel premises as well the rooms of the students, the

warden has to keep on tracking the house keeping, continuous and proper cleaning of the hostel

is very essential part of hostel management.

Hostel event Management: A r r a n g i n g the various activities within the hostel to

keep the students involved in various activities, this helps to make students not feel home sick

and make them feel like home.

Discipline Maintenance:  Discipline should be maintained and friendly environment is very

essential part of hostel .Warden has to take Care of the Discipline of the hostel.

RELATIONSHIP WITH OTHER JOBS: The warden works in coordination with Counseling

and Admissions Department (CAD) Discipline committee, Security Personals as well as with

Lovely InfoTech for IT related Issues

Tools and Equipments Required: Computer with Internet facility for updating latest Hostel

activities and other job related information, one fixed landline, 2 official’s mobile phones to keep

in touch with the Head office as well as students also.

Working Conditions: Though there has not been any standard working condition specified,

however the present working conditions are normal ,with required facility and all those things

provide to perform the job well.

Job Specification:

a) Physical Requirements: the person as such should be normal and mentally and physically fit

to perform his job. There are no other set of standards specified

b) Educational Qualification: Graduation or Higher From any stream

c) Experience: 5 years working experience for Graduates and 1 year post Graduates or Higher

d) Special Skills Required: Communication Skills, Human Skills, Behavioral Skills and Most

important Thing required as per warden is positive attitude.

SATISFACTION: The employee is not satisfied with the salary received as he is working as an

administrator and has to work for 24 hours in case of any emergency thus they employee should

be paid more.

The employee is not able to be with the family though he can bring the family here in hostel but

the environment is not suitable for that.

EXPERIENCE: - The employee is working here for last seven months and is have a good time

here. Warden deals with students with love and affection as he thinks that it is the best way to

deal with students. The employee seems to be enjoying the job and they seem quite satisfied with

this highly responsible job.

The environment is working friendly higher authorities are well concerned for the welfare of

students and the employees.

NEEDS ASSESSMENT

The training needs assessment is a critical activity for the training and development function.

Whether you are a human resource generalist or a specialist, you should be adept at performing a

training needs assessment. There are three levels of needs assessment: organizational analysis,

task analysis and individual analysis.

Organizational analysis looks at the effectiveness of the organization and determines where

training is needed and under what conditions it will be conducted.

Lovely professional university is very big university accommodating students in thousands on

one land. So there is substantial need of hostel. Second biggest need is to manage the students

effectively so that chances of complaints, miscommunication can be reduced.

Need of training: due to greater strength of students, there is need to train hostel wardens time

to time which will reduce chances of occurrence of mismanagement. : organization expects that

hostel should be a place where students can accommodate, be in discipline, and punctual, they

can share their stressful situations related to study and personal life and hostel warden can solve

them. Warden should act as a counselor, adviser, but wardens are not performing as such. There

is support from top management to initiate such kind of behavioral training.

Task analysis provides data about a job or a group of jobs and the knowledge, skills, attitudes

and abilities needed to achieve optimum performance.

There are a variety of sources for collecting data for a task analysis:

Job description-- A narrative statement of the major activities involved in performing the job

and the conditions under which these activities are performed.

Student management: Managing the students with in the hostel premises and providing them

right help at right point of time .Also handling various issues and grievances of the students.

Mess Management: Mess that forms a very important part of the hostel, warden has to keep

in record the various aspects of the mess like food quality, proper meal timings and like that.

Housekeeping: Proper cleaning of the hostel premises as well the rooms of the students, the

warden has to keep on tracking the house keeping, continuous and proper cleaning of the

hostel is very essential part of hostel management.

Hostel event Management: A r r a n g i n g the various activities within the hostel to

keep the students involved in various activities, this helps to make students not feel home sick

and make them feel like home.

Discipline Maintenance:  Discipline should be maintained and friendly environment is very

essential part of hostel .Warden has to take Care of the Discipline of the hostel.

KSA analysis-- A more detailed list of specified tasks for each job including Knowledge, Skills,

Attitudes and Abilities required of incumbents. Hostel warden must be fluent in spoken English,

experienced & matured with no encumbrances

a) Physical Requirements: the person as such should be normal and mentally and physically fit

to perform his job. There are no other set of standards specified

b) Educational Qualification: Graduation or Higher From any stream

c) Experience: 5 years working experience for Graduates and 1 year post Graduates or Higher

d) Special Skills Required: Communication Skills, Human Skills, Behavioral Skills and Most

important Thing required as per warden is positive attitude.

Individual analysis analyzes how well the individual employee is doing the job and determines

which employees need training and what kind.

Need of training also expected as from observation of 10 students it is being observed that

They are under very stressful study environment due to continuous assignments, term paper,

quizzes.

They are also continuous problem of Wi-Fi disconnectivity which forced students in stress

due to non completion of their work. In such times they need a supportive and advisory

personality which exclude them and support and raise their morale.

From the behavior of warden it is being observed that due to greater strength of students their

main focus is on managing students and taking their attendance properly and keep a constant eye

on them to so that they can’t break the rules and regulations of hostel. These conditions make

wardens behavior strict, hostile. It also causes students to distract themselves from wardens

Results of the Needs Assessment

All three levels of needs analysis are interrelated and the data collected from each level is critical

to a thorough and effective needs assessment.

After analyzing the job of the warden we could find few flaws in the role of HR department. It

has been suggested that training was not provided to the employee after hiring him which made

the same work bit difficult for him in the early days of the job. So we suggest that the

organization should provide training to new employees after hiring them.

DESIGNING A TRAINING AND DEVELOPMENT PROGRAM

Training is widely understood as communication directed at a defined population for the

purpose of developing skills, modifying behavior, and increasing competence. Generally, training

focuses exclusively on what needs to be known. Education is a longer-term process that

incorporates the goals of training and explains why certain information must be known.

Education emphasizes the scientific foundation of the material presented. Both training and

education induce learning, a process that modifies knowledge and behavior through teaching and

experience. The research model described here pertains to both training and education.

Therefore, in this document, "training" refers to both processes. In contrast to informal training

(which is embedded in most instances of human exchange), formal training interventions have

stated goals, content, and strategies for instruction. Our intent is to offer a general approach to

intervention effectiveness research that addresses formal training across settings and topics. The

model integrates primary and secondary data collection with qualitative and quantitative analyses

so that the benefits of each research technique can be applied to the evaluation of training

effectiveness.

Overview of Training and Development

The first step in designing a training and development program is to conduct a needs assessment.

The assessment begins with a "need" which can be identified in several ways but is generally

described as a gap between what is currently in place and what is needed, now and in the future.

Gaps can include discrepancies/differences between:

• What the organization expects to happen and what actually happens: organization expects

that hostel should be a place where students can accommodate, be in discipline, and punctual,

they can share their stressful situations related to study and personal life and hostel warden can

solve them. Warden should act as a counselor, adviser, but wardens are not performing as such.

• Current and desired job performance: wardens are performing well in area of discipline and

punctuality but lacks in area of counseling.

• Existing and desired competencies and skills: they have good personality skills like maintain

discipline and have good attitude that students can influence with their personality but they don’t

have excellent communication skills which help students in raising their morale and confidence,

Training objective: enhance the communication skills, develop problem solving attitude in

better management of students.

• Select the internal or external person or resource to design and develop the training:

Internal persons are given this task to design the T& D program, like teacher who has done

MBA in HR as major. This will reduce the cost of training program.

• Select and design the program content: Program of training is of two days.

• Select the techniques used to facilitate learning (lecture, role play, simulation, etc.). Lectures

and role plays and case studies will be used.

• Select the appropriate setting (on the job, classroom, etc.). Auditorium will be used for training

wardens through this all the wardens can be trained at once.

• Select the materials to be used in delivering the training (work books, videos, etc.): power point

presentation, videos and case studies will be used.

• Identify and train instructors (if internal). Ms

After completing the design phase, the training is ready for implementation:

• Schedule classes, facilities and participants: from 9 a.m. to 5 p.m. training program will be

scheduled. It is divided into two modules:

In the 1st module: training will be imparted as lectures about what is personality, positive attitude,

counseling skills, and deficiencies of skills in handling how to handle these problems.

In the 2nd module: role plays will be held by giving situation and then assigning roles to wardens

and then judge how better they tackle the problem.

• Schedule instructors to teach: two instructors will be assigned one which will give lecturers and

other who will judge them while role plays and case study evaluation.

• Prepare materials and deliver them to scheduled locations.

• Conduct the training. Now training will be initiated.

Evaluation of training program: after the one month of training experience feedback of sample

of students and wardens will be recorded through interviews or questionnaires. Through this

medium effectiveness of training program will be judges that whether they acquire good

communication skills and problem solving attitude.

The information gathered from the training evaluation is then included in the next cycle of

training needs assessment.

Benefits of training program - this training program would be helpful for staff mangers to

learn

To enhance their motivation and communication skills.

To enhance their problem solving skills

Increased job satisfaction and morale among employees

CONCLUSION

After discussing all the above job analysis, need assessment, training program, it has been found

that hostel warden is essential position for any educational organization for managing students,

mess, maintain discipline, handling stressful situations of students. Here in this term paper

training program is focused on giving behavioral training to hostel wardens, which will improve

their problem solving skills, enhance their personality.

REFERENCES

http://www.ihmctan.edu/hostel.htm, VIEWED ON 10TH November 2010

http://www.ispi.org/pdf/suggestedReading/Miller_Osinski.pdf, viewed on 9th noe

References for Articles

Robert Frash Jr et.al (2010); Like It! Learn It! Use It?: A Field Study of Hotel Training;. Cornell

Hospitality Quarterly. Ithaca; Vol. 51, Iss. 3; pg. 398, Available at url:

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Type=PQD, viewd on 1/8/2010

Guy Lacroix (2010); Can Continuous training reduce  the Gender wage Gap?;  Laval University -

Department d'Économique; Institute for the Study of Labor (IZA), available at url-

http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1613126, viewd on 11/11/2010

Jessy John Sr. (2009) ; Study on the nature of impact of soft skill training program on the soft

skill development of management Students; Pacific Business Review, pp. 19-27, available at url

– http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1591331, viewed on 12/11/2010

Christopher J et.al (2009) ;  Employment and training policy in the united state during the

economic crises; W.E. Upjohn Institute for Employment Research, available at url-

http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1553972, viewed on 12/11/2010

Mumford, Alan. (1993): Putting learning styles to work: An integrated approach; Journal of

European Industrial Training Vol. 17, Iss. 10; pg. 3, 7 pgs, available at url

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Kenn Ariga,   Masako Kurosawa et.al. (2010) ; organization adjustments, job training and

productivity: evidence from Japanese automobile makers; ISER Discussion Paper No. 784 ,

available at url- http://papers.ssrn.com/sol3/papers.cfm?abstract_id=1641024, viewed on

15/11/2010

Surviving troubled times: Five best practices for training professionals Steven W

Villachica, Donald A Stepich. Performance Improvement Quarterly. Hoboken: 2010. Vol. 23,

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