Paper at Course for Student Development Officers
of PPP/ITM Tanjung Bidara Beach Resort, Melaka 26-29 December 1997 by Dr Omar Hasan Kasule, Sr. MB ChB, MPH, DrPH (Harvard)
Professor of Medicine & Deputy Dean i/c Residential Colleges, Tarbiyat & Training, International Islamic University
PO Box 70 Jln Sultan PJ 46700 Telephone 60 3 755 3433 Fax 60 3 757 7970
This paper describes the hostel management system introduced by the author at the International
Islamic University. The 3 main feature of the system are (a) decentralization of hostel administration and student activities
and programs (b) Managing Students by keeping them busy in good activities such that they have no time for bad activities
(c ) Continuous service and accessibility of all hostel staff. Each hostel is led by a full-time principal assisted by 3 full-time
officers: a Manager for Student Activities, an Assistant Manager for Student Activities, an Assistant Manager for Administration,
an Administrative Assistant, and 3 security officers working 8-hour shifts. All full-time staff work on a flexi-time basis
such that there is a responsible person in the hostel at all times including lunch hours from to and one is on call throughout the
night. The following officials are shared with other hostels: sports coach, counsellor. A senior or post-graduate student
is appointed as mushrif to look after 100-120 students and he/she stays on the
same floor or wing with them in a separate room. A naqib/naqibat is in charge of
16 students and is supervised by the mushrif. The principal is responsible for
physical maintenance, cleanliness, discipline, tarbiyat, training, and all student
activities in the hostel assisted by all the personnel mentioned above. Each college has its own discipline committee. There
are student committees in charge of various activities.
The hostels are run as a decentralized system. Most student non-academic services that
previously were provided through the Student Affairs and Development Division (STADD) are now provided by the hostels. The
hostels will be run as mini corporate units that are expected to use the most modern methods to provide high quality services
to their clients, the students, while at the same time they are efficient and effective in the use of the resources allocated
1.2 Organization and Management
Under the decentralization plan students are served by three main systems that complement
one another: the Hostel Administration (HA), Academic Teaching Departments (AC), and the Student Affairs & Development
Division (STADD). HA provides services within the residence. AC provides academic education and related services. The Student
Affairs division provides student services at a university-wide level. The hostel provides specified services for students
for a fixed room and board fee. These services include: room accommodation, tarbiyat & training, sports, recreation, and
1.3 Tarbiyat and Training
Tarbiyat and training programs are decentralized and are run by each college. The guiding
vision is to uplift/improve the students’ standing in the following aspects:
(a)character, and behaviour (b) Islamic thought and knowledge (c) motivation
and commitment (d) practical skills in leadership and management. The university recognises the importance of extra-curricula
tarbiyat and training programs in the overall development of the student and has
allocated time and resources to this end. The University has made some tarbiyat and training programs compulsory for all students.
All university official activities involving students and faculty are suspended on Fridays
() to allow both students and faculty participate in tarbiyat
and training programs. Academic staff are encouraged to provide 3 hours per month in student tarbiyat and training programs.
The residential college will enforce the university regulations on discipline within its
walls. It will have a disciplinary committee that will meet regularly and hear cases with power to impose specified punishments
3.1 Each college is an autonomous administrative
and social unit within the university. The organizational structure is pyramidal. The undergraduate wing of each college
consists of 6 hisbats. Each hisbat consists of 8 usrats. Each usrat consists of 4 rooms. The number of undergraduate students
is 128 in each hisbat, 16 in each usrat, and 4 in each room. The postgraduate wing of each college will be one hisbat with
students staying in single rooms. Eight rooms constitute an usrat.
3.2 The hisbat and usrat are recognised as social
and organisational units within the university’s structure. All non-academic programs and activities of the university
are based on them asbasic functional units. The hisbat and usrat are encouraged
to become on-going units of Islamic fellowship and a permanent network that are maintained even after graduation. Each hisbat has students from the same academic year
who move together through the university years. The room allocation policy seeks to establish an equilibrium between cultural
integration and cultural compatibility. Students are not put in the same room on an arbitrary basis. The aim is to set up
a well-functioning team.
3.3 A college principal is appointed on a full-time
basisto be the chief executive officer in the college handling all its affairs
including tarbiyat, administration, and discipline. The principal is selected such that he or she is a mature, respectable,
religious, and balanced individual who has had experience in managing large people institutions. The Manager, Student Activities is responsible for Tarbiyat, Training, Sports, Recreational and other student activities.
The Assistant Manager, Student Activities assists and reports to the Manager of
Student Activities. The Assistant Manager, Administration & Maintenance assists
the principal in the general administration of the college and its physical maintenance. The Administrative Assistant provides administrative support or works on specific assignments assigned. Part-time
Student Employees are employed on an ad hoc basis whenever there is excess work.
Security officers reporting directly to the principal are deployed to maintain 24-hour security coverage and to assist the
principal with discipline cases. A mushrif will be appointed for each hisbat to
be in charge of all training, tarbiyat, management, and disciplinary issues. The mushrif will be a mature respectable and
balanced post-graduate or senior student. A naqiib will be appointed for each
usrat and an assistant naqiib for each room. The following criteria will be employed
in selecting the naqib: 1 or 2 academic years above the usrat members,maturity,
good character and leadership potential, and good academic standng with CGPA of not less than 2.0 to make sure that additional
work as Nuqib/Naqibat doesnot affect academic performance.
3.4 Full-time hostel officials are employed on the basis of availability for 24 hours a
day and 7 days a week.. Full-time college officials work on a flexi-time basis such that there is at least one official at
any time between 8.00 am and 9.00 pm everyday of the week including weekends and one of them will be on call from 9.00 pm
to 8.00 am. The officials will be cross-trained to substitute for one another.
3.5 The hostel office shall be manned from daily 7 days a week to
be able to provide services for students on a continuous basis. The principal and other college officials are reachable on
a 24-hour basis by hand-phone or beeper. The college administration is not bureaucratic. It is student and service oriented
emphasizing satisfaction of the student as a customer and using the problem-solving approach. Each college holds at least
one General Assembly every semester attended by officials of the Residential College Unit, the Principal, the Assistant Principals,
and all members of the college. The meeting will discuss general issues affecting the college.
4.0 STUDENT ACTIVITIES
5.1 The following tarbiyat and training programs are compulsory: (a) Usrat character-development
twice a month, (b) dynamic motivation once a month, (c) tarbiyat camp once a year, (d) leadership skills once a semester,
(e) and down-to-earth social service once a semester. There are many optional programs that student can participate in.
5.2 The usrat meets twice a month for 2-3 hours.
Six sessions are held every semester and 12 sessions in a year. The sessions are held at pre-designated venues preferably
within the residential college to allow effective supervision. The time distribution for the usrat is as follows: Usrat Qur’an
Study Module, 20%; Usrat Discourse Module, 50%; Current issue analysis 20%, and Administrative matters, 10%.
5.3 Each student attends a compulsory motivation
program once a month. The program is 1-2 contact hours. It will consist of salat (15 minutes), a motivational after-salat
talk (15 min) followed by an open discussion forum (30 minutes), and a collective pot-luck meal. A member of faculty or an
invited guest speaker is invited to lead the prayer and give the motivational talk. One of the sessions in a semester will
be devoted to talking about problems and issues that arise out of campus life.
5.5 Each student is required to take a leadership/
management module once a semester. Each module requires 3 hours and will consist of an interactive presentation, workshops
or small group discussions. The residential college is responsible for making the necessary arrangements with the trainers
approved by the training center. The training center provides the training material. Each year of study and each semester
has a module. At the completion of all the modules, the student will have acquired the basics of leading and managing an organization.
Students who study management and have already covered the modules provided, will be given alternative modules.
5.6 The aim of the college sports and physical program is to get every student involved
in at least one physical activity. What is needed are participants and not spectators. Competitive events will be held within
the college and between colleges. Each college will have its own gym with adequate facilities for use by its members. Other
activities can be held at university sports facilities that are shared with other colleges or outside the university as needed.
A sports/physical fitness coach shared among adjacent colleges will have schedules that ensure adequate presence in all the
5.7 The college provides and schedules regular entertainment
and recreational programs that include inter alia: movies, theater & drama, nasyid, poetry reading, international
cultural displays, international food festivals, picnics & outings etc
6.1 The discipline code has been simplified to fit on one
type-written page that can be available all over the hostel to remind students. The following lists the major violations (titles,
details not given) which are punished by (a) fine, (b) suspension, or (c) dismissal from the hostel.
·VIOLATIONS OF THE
AQIDAT AND BASIC TENETS OF ISLAM
·VIOLATION OF THE
LAW AND CUSTOMS OF THE LAND
·VIOLATIONS OF UNIVERSITY
·VIOLATION OF SAFETY,
SECURITY, SANITATION, AND PUBLIC HEALTH REGULATIONS
ADDICTIVE PRACTICES OR THEIR ANTECEDENTS
SINS OR WHAT LEADS TO THEM
·TRANSGRESSION (DHULM/’UDWAAN) ABSENCE FROM OBLIGATORY ACTIVITIES
·VIOLATION OF ROOM
6.2 The Principal will impose fines for offences that the violator accepts guilt and for
which fixed punishments are published. Minor disciplinary cases will be referred to the College Disciplinary Board. Disciplinary
cases that require lengthy investigation or that may involve expulsion from the university on conviction will not be dealt
with by the College Disciplinary Board but will be referred to the Central University Disciplinary Board.