Educational institutions library services, hostel facilities

Educational Institutions - Library Services,

Hostel Facilities ,Performance Appraisal &

student Welfare Services

Suchithra.P.V

1st year Msc. Nursing

College of Nursing

Alappuzha

Library

Library

– The size of the Library should be of minimum 2400

sqr. ft.

– It should be easily accessible.

– It should have seating arrangements for at least 60

students.

– It should have good lighting and ventilation.

– It should have space for stocking and displaying of

books and journals.

• The library should have at least 3000 books.

• At least 10 sets of books in each subject to

facilitate for the students to refer the books.

• The number of journals should 15 out of which

one- third shall be foreign journals and subscribed

on continuous basis.

In the library there should be provision for:

• Staff reading room for 10 persons.

• Rooms for librarian and

other staff with intercom phone facility

• Video and cassette / CD room

• Internet facility.

Accommodation and equipment

• Library should be conveniently located in, as far as

possible, quiet, attractive surroundings.

• It should be large enough to permit the proper arrangement

of books and to seat approximately half the largest number

of students usually admitted to a class.

• Where space permits, it is preferable to have a reading room

annexed where students may study with the minimum of

distractions.

Organization of library

• Librarian

• Library committee

• Policies

• Budget

1.Librarian

• The management of a library requires special

knowledge and skills.

• A full time or part time librarian is needed for

the library in a college of nursing.

functions• Maintaining an up to date record of all the

library holdings- the no. of books, journals etc.

• Maintaining an accession register.

• Classifying and cataloging all books

• Selection of journal articles( with the

assistance of nursing staff) or cataloging

• Displaying books and other materials of current interest

• Keeping sets of periodicals complete and arranging for

binding.

• Ordering publications as approved by library

committee.

• Loaning of publications, maintenance of necessary

records.

• Participation in meeting of library committee

2.library committee

• The membership of the library committee

should include the librarian or staff member

officiating as secretary, and a nursing teacher,

a student and any other interested member of

the staff

library committee -Functions

• Preparing the initial budget estimate, and reviewing

them periodically

• Selection of new books

• Selection of magazines for subscription

• Formulating policies regarding the use of the library

• Studying and reporting on statistical data on the extent

to which the library is being used

• Encouraging the use of library.

• Determining and reporting on library requirements

3.Policies

• The hours at which the library will be open

(this will vary according to local working

hours, but it should be open daily and for as

long as possible each day)

• The person who may use the library facilities.

• The kinds of books and journals which will be

stocked.

Policies contd …

• The books which may be borrowed and those

which must be read in the library.

• The period for which a book may be borrowed

• The action to be taken when books are not

returned on time.

Policies contd …

• The percentage of the budget to be spent on

subscriptions to journals.

• The procedures to be followed in discarding

outdated, dirty or turn book.

• The journals to be bound.

4.Budget• A minimum initial outlay of Rs 1,50,000/- would

help to start a library for a small college with annual recurring budget of at least Rs 5,00,000/-for five years until the library is established.

The annual budget should include

• The purchase of new books, pamphlets, reprints etc

• Subscription to journals

• Binding of volumes of journals at the end of each year

• Stationery items, postage etc.

Library holdings

Organization of the material in the

library

• Arrangement

• Accession

• Classification

• Cataloguing

• Borrowing

Hostel Facilities

• Hostel Block (60 Students) = 54470 Sqr. Ft

• There should be a separate hostel for the male and female students

Hostel Facilities

Hostel Room

• It should be ideal for 2 students with the

minimum 100 sq. ft .carpet area. The furniture

provided should include a cot, a table, a chair,

a book rack, a cupboard and a cloth rack for

each student.

Toilet and Bathroom

• Toilet and bathroom facilities should be provided

on each floor of the students hostel at the rate of

one toilet and one bathroom for2-6 students.

• Geysers in bathroom and wash basins should also

be provided.

Recreation

• There should be facilities for indoor and outdoor

games.

• There should be provision for T.V., radio and

video cassette player.

Visitor’s Room

• There should be a visitor room in the hostel with comfortable seating, lighting and toilet facilities.

Pantry

• One pantry on each floor should be provided. It should have water cooler and heating arrangements.

Washing & Ironing Room

• Facility for drying and ironing clothes should be provided in each floor.

Sick Room

• A sick room should have a comfortable bed, linen, furniture and attached toilet. Minimum of 5 beds should be provided.

Room for Night Duty Nurses

• Should be in a quiet area.

Guest Room

• A guest room should be made available.

• Kitchen & Dining Hall

There should be a hygienic kitchen and

dining hall to seat at least 80% of the total

students strength at one time with adequate

tables, chairs, water coolers, refrigerators and

heating facilities.

Hand washing facilities must be provided.

• Warden’s Room

Warden should be provided with a separate office room besides her residential accommodation.

• Canteen

There should be provision for a canteen for the students, their guests, and all other staff members.

• Transport

College should have separate transport facility under the control of the Principal. 50 seater bus is preferable

• Residential Accommodation:

Residential family accommodation for faculty, should be provided, according to their marital status. Telephone facility for the Principal at her residence must be provided. Residential accommodation with all facilities is to be provided to the Hostel Warden.

• Crèche

There should be a crèche in the college campus.

• Common room

• Reading room

• Guest room

• Drying room

• Dormetry

Staff for the Hostel

• Warden (Female) -3 : Qualification- B.Sc. Home

Science or Diploma in House keeping/ Catering.

• Minimum three wardens must be there in every

hostel for morning, evening and night shifts

• If number of students are more than 150, one

more warden/ Asst. Warden/ House keeper for

every additional 50 students.

• Cook-1: For every 20 students for each shift

• Kitchen & Dining Room helper- 1 : For every

20 students for each shift.

• Sweeper-3

• Gardener-2

• Security Guard/ Chowkidar-3

Performance appraisal

Performance appraisal

Performance appraisal refers to the task of the rating or assessing the individual performance and abilities at work.

(Abuja )

Performance appraisal refers to all formal procedures used in working organizations to evaluate personalities and contributions and potentials of group members.(Yodder)

Importance of Performance Appraisal

Performance appraisal helps in

• Determining the training needs of an employee.

• Providing adequate feedback to each individual for his or her performance.

• Improving or changing behavior towards some working habits.

• Planning for promotions, transfers and job rotations.

• To enhance staff development and motivate personnel toward higher achievement.

principles

• Objectives of appraisal are identified to all.

• Results by appraisal are clearly understood.

• The appraisal process is valued by the organization.

• The appraisal process occurs consistently.

• The supervisor has received education and training in

the use of the appraisal process and tool.

Principles contd…

• Clear and concise role delineation and job

descriptions enable employee, employer and

client to know the duties and responsibilities of

the job.

• Assess performance in relation to behaviorly

stated work goals.

Performance Appraisal Tools

• Trait Rating Scales

• Job Dimension Scales

• Behaviorally Anchored Rating Scales( BARS)

• Checklists

• Essays

• Self – Appraisals

• Management by Objectives (MBO)

• Peer Review

Trait Rating Scales• A trait rating scale is a method of rating a person, which

may be the job description, desired behaviors, or

personal traits.

• Rating personal traits and behaviors is the oldest type

of rating scale.

• Rating scales are subject to central tendency and halo

and horns effect errors and thus are not used as often.

Job Dimension Scales

• It is a scale to measure job satisfaction.

• Job Dimension Scales require that a rating scale be constructed for each job classification.

• The rating factors are taken from the context of the written job description.

Behaviorally Anchored Rating Scales( BARS)

• It is sometimes called behavioral expectation

scales.

• Behaviorally anchored rating scales (BARS)

are scales used to rate performance.

• BARS are normally presented vertically with

scale points ranging from five to nine.

• It is an appraisal method that aims to combine

the benefits of narratives, critical incidents,

and quantified ratings by anchoring a

quantified scale with specific narrative

examples of good, moderate, and poor

performance.

• Appraisal tools firmly grounded in desired

behaviors can be used to improve performance

and keep employees focused on the vision and

mission of the organization

Checklists

There are several types of checklist appraisal tools.

• Weighted scale

• Forced checklist

• Simple checklist

Weighted scale

• It is composed of many behavioral statements that represent desirable job behaviors.

• Each of these behavior statements has a weighted score attatched to it. Employees receive an overall performance appraisal score based on behaviors or attributes.

Forced checklist

• It requires the supervisor to select an undesirable and a desirable behavior for each employee.

• Both desirable and undesirable behaviors have quantitative values, and the employee again ends up with a total score on which certain employment decisions are made.

Simple checklist

• It is composed of numerous words or phrases describing various employee behaviors or traits.

• The rater is asked to check all those that describe the employee on each checklist.

• A major weakness of all checklists is that there are no set performance standards.

Essays

It is often referred to as the free form review.

The appraiser describes in narrative form an

employee’s strengths and areas where

improvement or growth is needed. But there is

a greater opportunity for personal bias.

Self appraisal

• It refers to the self evaluation where an employee

expresses his views and points regarding his

feedback on his or her performance.

• In the process the employee's examines his or her

strengths, weakness, accomplishments and any

problems faced

Management by Objectives (MBO)

• It incorporates both the employee’s assessments as well as the organization.

Steps• The employee and supervisor meet and agree on

the principal duties and responsibilities .

• The employee sets short-term goals and target

dates in cooperation with the supervisor or

manager.

• Both parties agree on the criteria that will be used

for measuring and evaluating the accomplishment

of goals.

• A time frame is set for completing the objectives,

which depends on the nature of the work being

planned.

• Regularly , but more than once a year, the

employee and supervisor meet to discuss

progress.

• At these meetings some modifications can be

made to the original goals if both parties agree.

• The manager’s role is supportive, assisting the

employee to reach goals by coaching and

counseling.

• During the appraisal process, the manager

determines whether the employee has met the

goals.

• The entire process focuses on outcomes and

results and not on personal traits.

Advantages

• Vested interest in the employee to accomplish

goals because employees are able to set their

goals.

• Spirit of team work

Disadvantages

• Highly directive and authoritarian managers

find it difficult to lead employees in this

manner.

Peer Review

Peer review is the evaluation of work by one or more people of

similar competence to the producers of the work .

Professional peer review

It focuses on the performance of professionals, with a view to

improving quality, upholding standards, or providing

certification. In academia, peer review is common in

decisions related to faculty advancement and tenure.

• Scholarly peer review

It is also known as refereeing is the

process of subjecting an

author's scholarly work, research, or ideas to

the scrutiny of others who are experts in the

same field, before a paper describing this work

is published in a journal.

Process Of Performance Appraisal

Establishing performance

standards

Communicating The Standards

Measuring The Actual

Performance

Comparing The Actual With The

Desired Performance

Discussing Results

Roles and responsibilities

A principal must:

• Schedule performance appraisals for every teacher

assigned to the school and notify each teacher when an

appraisal is being scheduled

• meet with the teacher to prepare for the classroom

observation component and to discuss the competencies

that will be the focus of this observation

• prepare and sign a summative report on the

performance appraisal, using the approved form

• Give the teacher a signed copy of the summative

report within 20 school days of the classroom

observation

• conduct a classroom observation to appraise the

teacher’s performance in relation to the applicable

competencies

• upon a teacher’s request, meet with the teacher

to discuss the performance appraisal once the

teacher has received a copy of the summative

report;

• provide the board with a signed copy of the

summative report.

Obstacles of effective performance appraisal

• Lack of support from top management

• Resistance on the part of the evaluators

• Evaluate biases and rating errors, which result in unreliable

and invalid ratings

• Lack of clear, objective standards of performance

• Failure to communicate purposes and results in unreliable and

invalid ratings.

• Lack of suitable appraisal tool.

Student Welfare services

• Student welfare is an important part of the total

school program.

• It broadly covers their physical, mental and social

wellbeing.

• Such needs of the student will be met partly by

the facilities provided in the hostel and partly

through an active and adequate student health

guidance and counseling service, and

opportunities for recreation and for cultural

and religious activities

Policies

• The number and nature of routine physical health

examination to be done during the course period.

• The appointment of a physician, responsible for the

student’s health.

• The action to be taken and facilities made available

when a student falls sick.

• The maximum amount of sick leaves which

may be taken during the course and the action

to be taken when this is exceeded.

• The arrangements to be made for student

counseling.

• The extent to which provision will be made for

recreational and cultural activities.

• The provision to be made for students to

follow their own religious practices

including participation in important

festivals.

Student Health Service

• permit students to achieve maximum benefit

from their school experience

• minimize any risk to which they might be

exposed or to which they might expose others

• promote good health habits which will be

lasting and which they can apply in the

practice of nursing

• give the students the required care when they

are sick.

Medical examination

On admission

• Within the first week of admission the student

should have a thorough physical examination,

which should include

• Recording of previous medical history

• Recording of height and weight

• Testing of urine and stool

• Chest X-ray or screening if necessary

• Complete physical examination of heart, chest,

eyes, ears, teeth, throat and skin

• Checking for any condition known to be

prevalent locally

Treatment should be given if any problem is

detected. Follow up should be done until the

whole problem is solved.

Routine medical examination

• During the year, the students health record

should be kept up to date with respect to

illness and disorders.

• Ailments should be treated immediately.

• Protective inoculation like TT,TB, Hepatitis B

etc are given compulsarily before sending the

students to the clients for the first time.

• Routine physical examination should be

carried out annually

Health records• It should contain a summary of the student’s previous

medical history and a complete record of her health while in the school.

• It should be of a size convenient for filling and should be kept in the school’s office with her other records.

• Each student should be encouraged to take the responsibility for her own health and a health card is given at the beginning of the course and give guidance to record the information accurately and correctly.

• It will helps to make the student an awareness

about the factors involved in maintaining and

promoting health and also help to evaluate the

ability to take responsibility.

• The cards should be checked at periodic intervels

by one of the staff and appropriate action should

be taken on finding any significant deviations

from the normal.

Staff responsibility for student health

• The doctor appointed to take care of the student

health service should be a senior medical officer

of the hospital.

• The doctor will conduct routine physical

examination, take care of sick students and

arrange for the required protective immunizations.

Health room in the hostel

• There should be some place in the hostel

itself where sick students can report and have

minor discomforts such as head ache or mild

discomforts alleviated.

• Standing orders may be carried out according

to the prescription of the nurse in charge.

• Student’s room in the hospital: there should be

a well equipped room in the hospital to admit

the students who need treatment.

• Sick room for students: a sick room in the

hostel is also recommended in order to give

special care to students who are sick, but who

do not need hospitalization.

Counselling

• Each tutor should act as an advisor and should

hold individual conferences with them at

regular intervals.

• The conferences should assist the student to

recognize her own problems, to identify what

needs to be done.

• In addition to the scheduled conferences, the

student should feel free to take appointment

with the advisor whenever she needs advice.

Recreational and cultural activities

• The college of nursing has a responsibility towards the students to provide leisure time and also guide them in developing cultural, social and creative activities in accordance with their individual preferences.

• There are many recreational activities which can be pursued in a school of nursing , such as music, dance, drama, reading, photography, gardening and social entertainments such as conducting parties , and both indoor as well as outdoor games.

Student organization

• The involvement of the students as an

organized group is an important factor.

• The two principal ways by which this can be

achieved are through student government and

by the formation of a unit of the student.

Student government

• It requires the setting up of a student association, to function as the officially recognized organization of the students.

• The council is the executive organ of the student organization

• It should be composed of two or more elected representatives from each class.

• It should have a president, vice president, secretary and should maintain accurate records of all its meetings.

Objectives of student organization

• Promotion of student welfare

• Development of co-operation and unity

• Good inter-personal relationship , with the staff

• sense of responsibility towards their profession

• Development of skills in organizational techniques

and committee procedures

• Promotion of the reputation of the school

• Establishment of lines of communication and

association with other student group in the

community and in the country as a whole.

• Professional approach to work

Student Nurses Association

• SNA is an associate organization of the Trained Nurses Association Of India. This is the only nationally accepted organization of student nurses. The objectives of SNA are

• To help students to uphold the dignity and norms of the profession for which they are qualifying

• To promote a cooperative spirit among students for the common good

• To encourage leadership ability and allow students to gain a wide knowledge of the nursing profession

• To encourage both professional and recreational meetings, games and sports

• To encourage student’s curricular and extracurricular activities.

Kerala B.Sc. Nursing Students

Association (KBNSA)

• KBNSA is a statewide organization for the B.Sc Nursing students studying in Government nursing colleges.

• It conducts unit and state level conferences and formulates strategies to eliminate problems faced by the B.Sc nursing student community.

• KBNSA conducts various programmes for overall development of students and also celebrates national and international important days.

• There is a staff Advisor for KBNSA at the college level.

Research abstract

Bibliography

• B.T. Basavanthappa.Ist ed.NewDelhi.JP

publishers.2002

• Mary lucita.Nursing: Practice and Public Health

Administration.1st ed. Elsevier publications.

NewDelhi.2005

• Bessie L. Marquis, Carol J. Huston. Leadership

Roles & Management functions in Nursing. 6th

ed. Lippincot publications. California.2009

• R Sudha.Nursing Education Principles and

Concepts. 1st ed. New Delhi.2013