The EPC sat down with the DVM StuCCAn Anshal Shukla and Ex-Project Head Nidheesh Jain for a quick chat on the hostel allocation system and queries regarding the recent allotments.
The hostel allocation is done via a portal developed by DVM. The Chief Warden is the admin of the portal and allots bhawans to respective batches. While wing allotment is entirely random, the algorithm allows students to make wings of their choice. The logistics of the entire process are handled by the Associate Dean, SWD, and the Chief Warden, with DVM acting as a supporting body responsible for overseeing the technical aspects. Before the pandemic, the allotments were done via a lucky draw lottery system. The wing representative would submit the wing lists and get their rooms allotted through the lucky draw. According to the Chief Warden, the entire process was time-consuming and inefficient.
How does the algorithm work?
Once the portal is open to the students, the wing representatives can make the wings and add members. The number of members in a wing was flexible during the last semester’s allocations; however, it was fixed to twelve this time around. Anshal explained that this specific number was chosen because it fits the architecture of most bhawans. It is difficult to accommodate wings with a larger number of members as there is an added risk of the wings breaking. Male students have the option to add bhawan preferences. Then, the algorithm randomly allots rooms to members of the wing. Anshal added that the algorithm prioritises wing integrity over bhawan preference. He emphasised that certain bhawans are popular among different batches, and that almost all students across a particular batch have similar preferences. Thus, it becomes impossible for everyone to get their first preference. This results in some students getting allotted bhawans that are not on their preference list. Once allotments are done and the results are displayed on the portal, the students have an option to apply for queries in case they feel the need to be re-allotted. Nidheesh and Anshal added that the query window is open for a specific period of time on the day the allotments are made available to the students. The lists are then submitted to the Student Welfare Division (SWD). The SWD has the final say in which batch gets allotted what bhawan along with the occupancy type.
The algorithm is updated every time a room allotment is to take place. Further, DVM tries to rectify errors that may have occurred in prior allotments. The algorithm is flexible enough to accommodate specifications and changes based on the dataset they receive from the previous allotment process. In this year’s allotment, 87% of the students got their preferred wings. In order to accommodate the remaining 13%, some wings’ sizes were reduced.
The shortage of rooms
Anshal said that once the allotments were done, it was found that around 100 students were not allotted rooms. He speculated that this room crunch could be because two bhawans are being renovated simultaneously for the first time. However, the institution has not provided any official statements regarding the same. Anshal added that they discovered the shortage only once the allotment process was completed.
The 2019 batch of Meera Residents and Hostel Allocations
A few 2019 batch Meera Residents were allotted double-sharing rooms in the Ninth Block. The Ninth Block is usually allocated to the first and second-year students. However, due to the first and second blocks being under renovation, there was a shortage of rooms. Students were upset with the allocation as this semester is crucial, with most of the 2019 batch being busy preparing for internships and placements. “We had no idea that the blocks were under renovation and as a result, the algorithm allotted rooms in them”, Anshal said. Once they were intimated of the ongoing renovation in the respective blocks, rooms were then allotted in the Ninth Block on a temporary double-sharing basis.
The Chief Warden has informed the DVM, and concerned students, that renovations are expected to be completed by September 10, 2022. The students will then move to their allotted rooms in the first and second blocks. The 2019 batch of Meera residents had emailed the Chief Warden regarding the issue and had asked for allotments in the renovated fourth and fifth blocks considering the internship and placement season. They were also worried about shifting in the middle of the semester. In response to the email, the Chief Warden said that it would cause “colossal chaos” to shift the higher degree students who have already been allotted the fourth and fifth blocks, and asked for the students’ cooperation.
How would the 2022 admissions be accommodated?
When asked about accommodation for the 2022 batch’s admissions, Anshal said that SR Bhawan has been left unoccupied as per usual for the upcoming batch of students. Double occupancy rooms in bhawans such as Krishna and Gandhi have also been left vacant. Anshal emphasised that the room allotments for the new admissions are handled completely by the Chief Warden. He also added that the portal allows the Chief Warden to block certain rooms from being allotted to reserve them for the new admissions.
While the DVM is solely responsible for the portal’s development and functionality, they can also voice issues and provide suggestions to the admin. One such instance would be the renumbering of all hostel rooms. Anshal shared that the previous numbering system had led to some wings being broken. They discussed this with the SWD, and developed new maps after the renumbering was done. Anshal and Nidheesh added that the SWD has been extremely cooperative and has provided them with the necessary assistance during this allotment process.