Procedure of Clearance

Hostel Clearance Procedure

This section outlines the clearance procedures for both Boarders and Non-Boarders residing or associated with the University Hostels.

I. Boarders’ Clearance Procedure

Step 1: Initial Visit to Warden Office
Boarders are required to visit the Warden Office and collect the System Generated/Printed Hostel Clearance Form from the office staff. The following documents must also be collected and/or brought along:

• First Hostel Fee Challan (Original – Boarder Copy)

• First Mess Fund Challan (Original – Boarder Copy)

• Last Paid Hostel Mess Bill Challan (Original – Boarder Copy)

• Copy of Computerized National Identity Card (CNIC)

Step 2: Form Completion and Attachment of Required Documents

1. Fill and sign the clearance form carefully. Attach the required original paid challans (Boarder Copies). Additionally, bring all hostel fee-paid challans/slips paid during the entire hostel stay. These may be requested for verification.

2. Attach the original copy of the Admission Fee Challan to the last page of the clearance form, along with a copy of CNIC.

3. Affix the original challan of the last mess bill to the first page of the clearance form. 

4. Note: Mess security refund will not be processed without submission of the original hostel/mess security receipt (First Hostel Fee & Mess Fund Challan Original boarder copy).

5. Get the clearance form signed by:

   • Office Attendant (for Room Furniture and Fixture Clearance)

   • Mess Manager/Munshi (for Mess Clearance)

   • Then proceed to the Hostel Clerk for mess clearance and updating your personal file/record.

6. Present the signed clearance form along with your personal file to the Office Assistant/Clerk for final verification of hostel dues.

7. The Office Assistant will process the clearance form and submit it to the Warden Boys Hostel for final approval and signature.

8. The Boarder may collect their signed Hostel Security Refund Form from the next working day for further processing (Halls Council Signature followed by UOG Treasurer Office Process).

II. Non-Boarders’ Clearance Procedure

1. Submit an online clearance request via the University’s Online Clearance Portal.

Note: Clearance requests are handled daily during office hours, depending on the volume of requests.

Important Notes:

• In case of a holiday, official meeting, hostel ceremony, or similar administrative reasons, clearance procedures may be subject to delay.

• All students (Boarders and Non-Boarders) are expected to strictly follow official office timings: 09:00 AM to 04:00 PM.

Appendex

Definitions

The following terms are defined for the purpose of clarity in the Hostel Clearance Procedure:

1. Hostel

"Hostel" refers to the Boys Hostel of the University of Gujrat, including all hostel buildings located within or outside the University premises, operating under the administration and control of the University of Gujrat.

2. Boarder

A "Boarder" is any male student who applies for accommodation in the Boys Hostel for one or more semesters during the course of their academic program.

Note: A student who pays hostel dues but, for any reason, does not reside in the hostel will still be considered a boarder for all official purposes.

3. Non-Boarder

A "Non-Boarder" is any student who does not apply for hostel accommodation, or is not eligible for hostel residence under the applicable hostel rules and regulations.

Such students are also required to obtain hostel clearance prior to issuance of their final transcript, in accordance with the prescribed Non-Boarder Clearance Policy.

4. Form

The term "Form" includes all types of official clearance forms related to the hostel, such as:

• Hostel Internal Clearance Form

• Account Block Clearance Form

• Transcript Clearance Form

• Any other document officially issued for clearance purposes