· No Tyrants, No Silence

Agenda

Update on Help Ticket System
Two-Member Fact-Finding Committee Report
Emergency Helpline and Security SOPs
Water Management, Testing, and New SOPs
Infrastructure and Security Guard Welfare
Intranet FAQ Service Update

II.

Help Ticket System Updates

Current Review: The existing structure of the help ticketing system has been reviewed.
New Public Ticket System: A new system is being developed that will allow users to comment, provide feedback, and report if a resolved problem recurs.
Rollout Plan: The IT Head is requested to provide a working model within 7 to 10 days. Initial deployment and testing will follow, with a gradual migration of old tickets to the new system starting May 10th.
SOP Integration: The chain of command will be directly tied to Standard Operating Procedures (SOPs) and linked to the help tickets for better tracking and accountability.

III.

Two-Member Fact-Finding Committee Report

Status Update: The Committee Chair provided an update on the fact-finding process regarding recent student concerns. Time-stamped accounts of student interactions with the Water Management Committee (WMC) have been collected.
Interviews Conducted: Between April 18th and 23rd, meetings were held with students and faculty. Additionally, the Council of Wardens was questioned, and their responses and recommendations have been collated.
Report Timeline: A detailed report will be ready by the end of the day (EOD).
Next Steps: The Registrar will review the report to extract actionable points and ensure past incidents are not repeated. Internal discussions regarding the findings will take place early next week (Monday or Tuesday) before the report is made public.

IV.

Emergency Helpline & Security Operations

Helpline Status: The new emergency number has been declared and integrated into the myIIIT app. The security gate is manned 24x7, and no prank or fake calls have been received thus far.
SOPs & Protocols: HR and Admin have prepared response procedure charts. The finalized SOP regarding the emergency number is due by Monday evening. Security personnel at the main gate will receive training on this SOP on Monday.
First Responder Training: The security team now has a routing list to handle various emergencies. Ongoing discussions between the security and hostel committees aim to improve guard training, specifically focusing on de-escalation and calming individuals down.
Night Shift & Wardens: More wardens are being added. Starting May 1st, the Bakul hostel in-charge will be assigned to the night shift to patrol all hostels. An official email clarifying security and hostel operations will be sent out by tomorrow morning.
Helpline Posters: Posters displaying the emergency helpline number will be put up across campus by next Friday.

Water Management, Testing, and SOPs

Recent Incident Follow-up: Food samples from Monday’s lunch tested clean. Sump tanks were emptied on Sunday. A proposal is being evaluated to bypass the sumps entirely and route water directly to the Overhead Tanks (OHT).
Testing Limitations: The authorized government agency could not take samples on Tuesday. It was noted that water cannot be stored for testing for more than 6 hours, as chemical conditions change. The WMC will continue testing basic parameters (pH, TDS, electrical conductivity) every two days using their sensors.
New Water SOPs:
- SOPs now clearly define maintenance frequency, cleaning chemicals used for water coolers, and designated responsibilities.
- Trigger for Action: If 10 or more students complain about smell/contamination, or if complaints repeat over two consecutive days, the SOP immediately kicks in (water supply is cut off, and sumps are emptied).
- SOPs will be published by Monday/Tuesday after approval from the registrar.
Long-Term Water Plan: OHTs will be cleaned twice a semester, or more in exceptional situations. A secondary storage facility is being planned to prevent supply disruption during pump maintenance.
Consultant Hiring: The WMC and Facilities team are evaluating two external water consultants to conduct a full assessment of campus water needs and STP (Sewage Treatment Plant) re-usage compliance. The consultant will be finalized by the end of next week, with assessments estimated to be completed before the new semester starts.

VI.

Facilities, Infrastructure, and Security Welfare

Manpower Expansion: Additional manpower is being recruited via a 3rd party for plumbing and electricity. Night shifts will now have a dedicated electrician, plumber, and water personnel.
Guard Cabins & Uniforms: Quotations are being received for prefab security cabins. As a short-term relief measure, a fan and plug point will be installed at the Parijaat gate by EOD.
Summer Uniforms: Students raised concerns about guards wearing uncomfortable full-sleeved uniforms in the summer heat. Facilities clarified that comfortable cotton, half-sleeve uniforms are planned, pending input from the security contractor/in-charge.

VII.

Miscellaneous

Intranet App: Discussions are ongoing with the Open Source Developers Group (OSDG) regarding the intranet FAQ service and the hosting of public documents on the intranet portal.

VIII.

Action Items

Task	Responsible Role	Deadline
Submit detailed fact-finding report	Committee Chair	End of Day (April 23)
Install fan & plug point at Parijaat Gate	Facilities Head	End of Day (April 23)
Issue email clarification on security/hostels	Administration	Tomorrow Morning
Deliver working model of Help Ticket system	IT Head	Within 7-10 Days
Finalize Emergency Number SOP	Administration / HR	Monday Evening
Train main gate security on Emergency SOP	Security Head	Monday
Review committee report and outline action points	Registrar	Next Monday/Tuesday
Select external water consultant	Facilities / WMC	End of next week
Put up emergency helpline posters	Administration	Next Friday
Begin migration to new Help Ticket system	IT Head	May 10th

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