Assessing Student Satisfaction and Institutional Efficiency in Dormitory Management: A Qualitative Analysis Based on Student Perspectives

Abstract

This research examines the information management processes implemented in student dormitories and evaluates the enhancement of institutional efficiency based on student satisfaction. The study involved 150 students residing in dormitories across two universities, and data were collected through participant interviews. The findings indicate that while dormitory management is perceived as effective in some areas, there are significant opportunities for improvement in information management, communication, and service quality. Based on the student feedback, this article proposes several strategies to enhance dormitory management, including the adoption of digital platforms for better communication, regular maintenance schedules, and improved transparency in financial management. The challenges of implementing these measures, such as resource constraints and institutional resistance to change, are also discussed. These recommendations aim to improve student satisfaction and, consequently, institutional efficiency.

1. Introduction

Student dormitories play a crucial role in university life, significantly influencing students’ academic success, social interactions, and overall satisfaction. Traditional dormitory management approaches may fall short of meeting students’ needs, highlighting the necessity for more innovative and student-centered management strategies. Key factors that directly impact student satisfaction include planning student-specific social events, effectively utilizing communication channels between the administration and students, and improving the physical conditions of dormitories [1].

Effective dormitory management emphasizes the need to explore information management practices and evaluate their effect on institutional effectiveness. This study investigates how information management practices in dormitory management can be enhanced to improve student satisfaction. Information management involves organizing, storing, and utilizing data collected in dormitories, and the efficiency of these processes directly impacts dormitory performance and, in turn, student satisfaction [2].

Information management practices in dormitories are vital for improving organizational efficiency. Information management can be defined as the process of collecting, storing, sharing, and utilizing information, which are essential for the efficient functioning of institutions. When executed properly, these processes enable the swift and effective resolution of students’ needs. In dormitory management, student satisfaction is a key success indicator, and improving information management practices can lead to higher levels of student satisfaction [3]. Regular collection and analysis of student feedback help identify issues in student housing management and facilitate the prompt development of solutions. Consequently, both student and dormitory-staff experiences can be enhanced through improved institutional effectiveness in dormitory management based on student satisfaction. In this context, the effectiveness of information management processes is critical to the sustainability of student dormitories and the satisfaction of their residents [4].

This research aims to examine the information management processes fully implemented in student dormitories and assess their impact on the effectiveness of educational institutions. The focus is on how student satisfaction can be integrated into dormitory management decisions and how this integration can enhance organizational performance. The study seeks to improve the quality of accommodation services in higher education and maximize student satisfaction. The research addresses the following questions:

• How do students perceive the current information management processes applied in dormitories?
• What are the key factors influencing student satisfaction in dormitory management?
• How can dormitory management improve efficiency based on student feedback?
• What is the status of managing student records, financial transactions, and other administrative data within the scope of administrative affairs, and how can these processes be made more efficient and transparent?

The manuscript is organized into six sections. Following the Introduction, Section 2 presents the theoretical foundation, which outlines key theories related to information management, student satisfaction, and institutional efficiency. Section 3 details the methodology used to conduct the research, including data collection and analysis procedures. Section 4 presents the findings from the study and their discussion, focusing on the perceptions of pre-service teachers regarding dormitory management. Section 5 deals with the conclusion. Finally, Section 6 offers implications for future research.

2. Theoretical Foundation

This study is grounded in theories related to information management, institutional efficiency, and student satisfaction, which together form the foundation for understanding dormitory management.

2.1. Information Management Theory

Information management is essential for organizational efficiency, particularly in educational institutions. Knowledge management theories, such as those proposed by [5], emphasize creating, storing, and disseminating information within organizations to foster innovation and improve operational processes. In dormitory management, applying these principles helps streamline operations, improve communication, and enhance the student experience.

2.2. Service Quality and Student Satisfaction

The theory of service quality, particularly the SERVQUAL model by [6], is relevant when evaluating dormitory services. This model measures the gap between expected and perceived service, vital to understanding student satisfaction in dormitory management. Institutions that provide high-quality services in housing, security, and amenities tend to increase student satisfaction, positively affecting institutional reputation and retention [7].

2.3. Institutional Efficiency

Theories on institutional efficiency, particularly those found in New Public Management (NPM) frameworks [8], emphasize the importance of decentralization, managerial autonomy, and performance metrics in improving the efficiency of public services, including educational institutions [9,10]. Dormitory management can benefit from these frameworks by adopting performance-driven management practices and emphasizing the role of accountability and transparency in operations [4,11,12].

2.4. Student Satisfaction and Institutional Efficiency in Dormitory Management

The continuous development and growth of the service sector lead individuals to make more informed choices. As a result, modern institutions strive to provide uninterrupted services by incorporating student satisfaction into quality programs in student-serving facilities [13]. One of the most widely used marketing research methods today is the measurement of customer satisfaction [14,15,16]. In the context of dormitory services, students are considered the customers. Student satisfaction is crucial for improving productivity and profitability, increasing enrollment, and extending students’ stay in dormitories.

A high level of satisfaction with educational services depends on meeting basic needs such as classrooms, libraries, and computer facilities, as well as essential needs like nutrition, housing, security, and opportunities for student socialization [17]. Ensuring student satisfaction requires a careful, attentive personal approach, the creation of a safe and pleasant environment, and providing accurate information. This approach not only enhances the satisfaction of students residing in dormitories, but also contributes to the marketing of the dormitory through positive word-of-mouth recommendations to other students.

There is a strong relationship between student satisfaction and organizational efficiency in dormitory management, with both mutually supporting and influencing one another. High service quality is a key determinant of student satisfaction and often results from effective and efficient management processes. Well-managed dormitories maintain high standards in areas such as maintenance, cleanliness, security, catering, internet access, and social activities, thereby improving students’ quality of life and increasing their satisfaction. Collecting and analyzing student feedback to implement improvements enhances both student satisfaction and institutional efficiency. The effective and efficient use of resources reduces costs and improves service quality, which, in turn, positively impacts student satisfaction. Efficient information management and well-organized dormitory operations increase satisfaction and bolster the credibility of management by swiftly and effectively addressing student concerns. Additionally, the high motivation and performance of dormitory staff have a positive effect on both student satisfaction and institutional efficiency. In conclusion, the relationship between student satisfaction and organizational efficiency in dormitory management is complementary and reinforcing; effective management enhances student satisfaction, while high student satisfaction contributes to more efficient management processes. This mutual interaction is a key element for the sustainable success of dormitories.

2.5. Information Management and Student Satisfaction in Student Dormitories

For today’s organizations, existence and competitiveness are achievable only through effective knowledge management. The benefits of transforming organizational data into actionable information can be realized through robust knowledge management practices. Therefore, corporate identity, defined as the unique characteristics that distinguish an organization from others, is one of the key areas influenced by knowledge management.

The relationship between student dormitories and information management is crucial for the effective and efficient operation of dormitories. This relationship requires dormitory management to systematically collect, store, and analyze various data points. Data from student registrations, room allocations, maintenance requests, and catering services enable more informed decision-making through information management processes. Additionally, information management establishes an effective communication channel between dormitory management and students [18]. The accurate and timely dissemination of announcements, event information, emergency updates, and feedback enhances resident satisfaction and helps maintain order in the dormitory. Identifying and meeting student needs and expectations directly impacts the quality of dormitory services. Information management processes ensure continuous service quality improvement through surveys and feedback collection, to increase student satisfaction. Furthermore, information management facilitates the swift and effective resolution of issues encountered in dormitories. By identifying root causes and developing innovative solutions, dormitory management efficiency is improved, providing students with a better living experience. Effectively managing financial, physical, and human resources within dormitories also depends on the efficient implementation of information management processes. Proper planning and resource utilization enhance the sustainability and cost-effectiveness of dormitories. In conclusion, the relationship between student dormitories and information management is essential for operational efficiency and student satisfaction. Effective information management processes enable dormitories to deliver quality services, increase student satisfaction, and ensure organizational efficiency [19].

2.6. Current Practices and Efficiency in Dormitory Management: A Brief Global and National Perspective

Dormitory management plays a pivotal role in educational institutions, particularly in Islamic boarding schools and universities, where it encompasses the planning, organization, implementation, and oversight of operations to meet educational goals [20,21]. In Islamic contexts, effective dormitory management supports educational objectives and fosters character development by creating environments conducive to learning, religious study, and emulation of role models [21]. In response to the challenges posed by globalization and evolving educational needs, modern systems have begun to incorporate intelligent management solutions to increase efficiency and simplify processes [22]. For example, web-based platforms are being introduced to streamline accommodation assignments and monitor student activities, serving as centralized digital repositories for hostel records [23]. These technological advancements enhance dormitory administration by addressing the complexities of managing large student populations while supporting both student satisfaction and operational efficiency [21,23]. Furthermore, dormitory programs also play a crucial role in integrating work and study, fostering school–enterprise cooperation, and enhancing students’ theoretical and practical skills, especially in vocational colleges [24].

In practice, dormitories support large student populations at institutions like the ICBB Islamic Boarding School. They provide vital facilities, such as housing, mosques, kitchens, and sports areas, while organizing structured activities that promote personal and educational development. Effective management of these dormitories includes dividing responsibilities, regular monitoring, and conducting evaluations, all of which contribute to a well-maintained environment. Moreover, continuous program updates based on evaluations and external insights help maintain a positive and disciplined atmosphere, ensuring that dormitories remain conducive to student growth and development [25].

In smaller settings, like the Saint Aloysius school dormitory, management focuses on three key areas: new student services, educational process management, and student progress evaluation. While the caretakers provide essential services, despite the dormitory’s small size, staff supervision, training, and formal program development are needed to enhance service quality and ensure better student management [26].

Dormitories also play a significant role in promoting environmental sustainability on university campuses. A study evaluating dormitories using sustainability indicators, such as solid waste management, water resources, green practices, and environmental awareness, highlighted dormitory management’s varying sustainability performance levels. These findings underscore the importance of implementing efficient management approaches to impact sustainability outcomes [27] positively.

Moreover, dormitories significantly shape the social and personal development of college students. While students often have high expectations for interpersonal relationships within dormitories, there are challenges, including indifference and insufficient communication among residents. Conflict resolution is common, as students often struggle to resolve disputes through appropriate channels. Although students are relatively satisfied with life services provided by dormitory management, they express dissatisfaction with physical facilities and regulations. To improve dormitory life, enhancing the physical environment, fostering interpersonal networks, and involving students in dormitory governance is crucial. Establishing an educational system within dormitories can further support students’ personal development and foster a more cohesive community [28].

In contrast, dormitory management systems in Indonesian universities face significant challenges, particularly in the enrollment process for first-year students. A study found low student satisfaction with the dormitory residential management systems (DRMSs) [29], indicating the need for improvements. Key areas for enhancement include streamlining the enrollment, payment, and booking processes for students and providing better management tools for university staff. Improving the DRMS is essential for raising student satisfaction and achieving more efficient dormitory operations [30].

3. Materials and Methods

In this study, we focused on gathering student perspectives to explore their perceptions of the information management processes applied in dormitory management. Semi-structured interviews were conducted to collect qualitative data on how students experience and perceive these processes. Rather than performing a technical or quantitative assessment of the information management technologies, we aimed to understand how these systems impact student satisfaction and institutional efficiency from the user’s point of view. This qualitative approach gave a deeper insight into student experiences and their suggestions for improving dormitory management practices. Qualitative research is defined as an approach that uses data collection methods such as observation, interviews, and document analysis, following a qualitative process to reveal perceptions and events realistically and holistically within their natural environment [31]. The primary feature of qualitative research is uncovering the perspectives and meanings of research participants and understanding the world through their eyes [32].

3.1. Data Collection Tools

Semi-structured interviews were used as a qualitative data collection tool in this study. Qualitative research methods generally employ in-depth interviews (personal interviews), direct observation, and document analysis techniques to gather data [33]. This study collected data using the “personal interview technique”, which cannot be directly observed with other data collection tools but provides in-depth insights into participants’ perspectives. This technique is frequently preferred for research purposes. We employed the personal interview technique, which involves conducting face-to-face or virtual interviews to gather in-depth information directly from participants. This method allows researchers to explore participants’ experiences, perspectives, and emotions in detail, providing rich qualitative data. Personal interviews are particularly useful for understanding complex behaviors and decision-making processes in specific contexts [33].

To ensure the internal validity of the interview form, it was reviewed by professional educators to obtain expert opinions. Based on their feedback, the form was reorganized. Pilot interviews were conducted with study groups corresponding to the learning groups to ensure the questions were clear and understandable and that the responses accurately reflected the questions. Expert opinions on software rules, educational management, and Turkish linguistics were consulted when revising the interview questions. The transcripts were reviewed, to confirm that the questions were straightforward, the topics were adequately addressed, and the necessary information could be obtained. Data collection began once the interview questions were determined to provide the required information. Content analysis was used to examine and interpret the qualitative data obtained from the participants.

3.2. Working Group

In the 2023–2024 academic year, a group of 150 students residing in student dormitories was selected to participate in this research (

Table 1. Distribution of residents in dormitories and participants selected.

Dormitory Number	Residents Staying	Residents Selected for Our Study
1	238	15
2	130	5
4	200	12
5	290	23
6	270	20
7	240	15
8	273	23
9	100	5
10	190	11
12	112	3
14	128	6
16	123	5
Apartments	140	7
Total	2434	150

). The selection process utilized a purposive random sampling method, which systematically and randomly selects cases that align with the research objective [34]. This sampling approach is recognized for producing more reliable data [35].

There are 13 dormitories within the campuses, with a total population of 2434 residents, of which 150 were selected for the study (Table 1). Dormitories 5 and 8 had the highest resident counts, each housing over 270 students, while the smaller dormitories, such as dormitory 12 and dormitory 9, accommodated fewer than 130 residents. This distribution emphasizes the variation in dorm sizes and occupancy, reflecting potential differences in the infrastructure and popularity of certain dorms. The dormitories offer inclusive services, ensuring accessibility for students with disabilities and providing facilities for social interaction, cultural exchange, and recreation, such as cafes, swimming pools, and sports areas. This environment fosters a sense of solidarity and supports the social development of students, reinforcing the importance of dormitory life in enriching the overall university experience. The shared use of facilities among university students further enhances this dynamic, promoting inclusivity and collaboration beyond academic settings.

Rationale for Selecting Pre-Service Teachers as Participants

The decision to focus solely on pre-service teachers as participants in this study was driven by their unique perspectives regarding institutional management, education, and administrative efficiency. Pre-service teachers are trained to evaluate educational processes critically, and often have a deeper understanding of institutional structures than students in other fields. Therefore, their insights are valuable in assessing the effectiveness of dormitory management and the relationship between information management processes and student satisfaction.

However, we acknowledge that limiting the sample to pre-service teachers may affect the overall representativeness of the findings. Students from other fields of study may have different priorities or experiences regarding dormitory life, and their inclusion could provide a more comprehensive view of the issues related to dormitory management. The focus on pre-service teachers was intended to provide a focused and in-depth analysis. However, future research could expand the sample to include a more comprehensive range of disciplines to ensure broader applicability of the findings.

3.3. Institutional Context

The research was conducted within the context of student dormitories in the northern part of Cyrus. A total of 150 students participated in the interviews, with a proportional representation from each dormitory. The students were selected using purposive sampling, ensuring a diverse distribution of participants regarding gender, academic level, and dormitory type (single or shared accommodations). This variety allows a more comprehensive understanding of student satisfaction and institutional efficiency across dormitory settings. The findings from this study are intended to reflect a broad spectrum of experiences across these educational institutions, enhancing the reliability and applicability of the results.

3.4. Data Collection

During the data collection phase, interviews were conducted with 150 participants to gather qualitative information. Participants were provided with detailed information about the study’s objectives and the interview methodology. A ‘Google Meeting’ was organized to brief participants on the interview’s subject matter and purpose to ensure clarity and understanding. Appointments for interviews were scheduled in advance through GoogleMeet 2021, to streamline the process.

Efforts were made to build trust with participants by providing comprehensive information about the study, assuring them that their data would remain confidential, their names would not be disclosed, and all ethical guidelines would be strictly followed. Data collection commenced once participants voluntarily agreed to participate in the study.

3.5. Data Analysis

For qualitative data analysis, interviews were conducted using an interview form as the data collection tool. The responses to each question were categorized individually and organized into tables. Following this initial categorization, the researcher re-examined the data and identified basic themes and categories. These themes and categories were then reviewed in the context of the relevant literature. Categories with similar patterns were merged, while those showing differences were coded under separate categories. Each participant was assigned a corresponding number related to the relevant category. In the descriptive section, sentences extracted from the categories were included as examples. Individual interviews were conducted by visiting the dormitories when the students were available, ensuring the environment allowed for one-on-one conversations. The data obtained from the research were analyzed using content analysis.

Content analysis involves analyzing data in four stages [31]. In the first stage, data coding, each participant was assigned a number, and after the interviews were transcribed, the data obtained were analyzed within the research framework. The data were divided into meaningful sections, and the concepts expressed were named and coded. The code list, initially prepared based on the conceptual framework of the research and the interview questions, was finalized after analyzing all the data. This code list served as a key tool for organizing the data. Data not related to the research questions were excluded from coding. Subsequently, the researchers reviewed the coding keys and interview transcripts separately, and any issues of ‘consensus’ and ‘disagreement’ were discussed, with necessary adjustments made. The formula suggested by [36] was used for reliability calculations, resulting in an average reliability of 91%. Reliability calculations above 70% are considered reliable for research [36], so the result obtained here is considered reliable for this study.

• Inter-rater Reliability Calculation

To ensure the reliability of the qualitative data-coding process, we calculated inter-rater reliability using the following formula:

Reliability = [Number of agreements/(Number of agreements + Number of disagreements)] × 100

In our research, the coders agreed on 82 instances, with only 8 instances of disagreement. Applying the formula

Reliability = [82/(82 + 8)] × 100 = 91.1%

This indicates an average reliability of 91%, considered highly reliable for qualitative research. Reliability calculations above 70% are generally acceptable, ensuring that our coding process accurately reflects the participants’ responses.

The codes that showed agreement among the researchers were used to identify themes. In the second stage, theme identification, each code determined during the coding stage was treated as a separate category and evaluated as a distinct theme. In the third stage, the data were organized and defined according to the codes and themes, with participants’ views explained in accessible language, and these views were presented to the reader firsthand. Footnotes were used to identify which participant provided each interview note, and these notes were presented in quotation marks. In the final stage, the researcher interpreted the findings, explaining and elaborating on some of the results.

4. Findings and Discussions

This section presents the raw findings from the study based on the interviews with 150 pre-service teachers.

• Dimension I: Opinions on the Status of Information Management Processes Applied in Student Dormitories

This research aims to thoroughly examine the information management processes implemented in student dormitories and evaluate their impact on institutional efficiency. The findings related to the perceptions and opinions of students regarding these information management processes were explored as the first dimension of the study. In this context, 150 pre-service teacher participants were asked, “How are the information management processes applied in student dormitories?” The responses to this question were coded, themes were identified, and the distributions related to these themes are presented in

Table 2. Findings related to the status of perceptions and opinions about information management processes applied in student dormitories.

Code	Frequency (n)	Percentage (%)
Preparation for future scenarios and implementation of planned targets within the scope of the vision based on knowledge management of dormitory management	22	9
Dormitories need more detailed plans in the implementation of forward-looking strategy plans within the scope of information management	46	19
Dormitories need a mission and vision interpreted with practical strategies	22	9
Creating a culture to support dormitory innovation, learning and knowledge sharing	26	11
Dormitory management should follow and document the information within the dormitories	22	9
Establishing a culture of information sharing among the staff of the dormitories	36	15
Establishing a knowledge creation purpose of the dormitories’ management in some way	37	15
Awarding prizes to creative and expert staff of the dormitory management	29	12
Dormitory management prepares a list of all the tasks to be done within the scope of creating a list of all the skills required to create new knowledge	39	16
The dormitory manager has the appropriate competence to develop knowledge building skills	34	14
Dormitory management has a system for collecting and sharing information	28	11
Organise regular meetings for dormitory management, staff to discuss the problem and to record key points and solutions to the problem	49	20
To be able to create knowledge by interpreting new information for change and transformation	46	19
Dormitory management, enabling staff to create virtual learning communities through social media dedicated to learning and enabling students to be active	57	24
Using the dormitory ‘intranet’ for collaborative work and information sharing among the staff	44	18

.

Table 2 presents a comprehensive overview of the perceptions and opinions of participants regarding the status of information management processes in student dormitories. The data reveal several key insights:

• Virtual Learning Communities: The highest frequency (24%) was attributed to the need for dormitory management to enable staff to create virtual learning communities through social media. This suggests that participants place a strong emphasis on integrating modern digital platforms into dormitory management processes.
• Regular Meetings: A significant portion of participants (20%) highlighted the necessity of regular meetings among dormitory staff to address challenges, suggesting that structured communication is vital for effective management.
• Strategic Planning: Participants identified the need for forward-looking strategies within dormitory management (19%). This reflects the desire for dormitory management to adopt proactive approaches in anticipating future challenges and aligning them with information management practices.
• Intranet for Collaboration: 18% of participants expressed the need for an intranet system to facilitate collaborative work and information sharing, emphasizing the importance of internal communication tools for staff.
• Mission and Vision: There was a perceived need for dormitories to have a clearly defined mission and vision with practical strategies (9%). This points to a gap in strategic direction that participants believe needs to be addressed.
• Recognition and Skill Development: Participants highlighted the importance of recognizing creative and expert staff (12%) and ensuring dormitory managers possess the skills to foster knowledge creation (14%).
• Information Documentation and Sharing: The need for dormitory management to track and document information and create a culture of information sharing was also noted (15%).

• Discussion

These findings suggest a clear need for improvements in the information management processes applied in student dormitories. The high frequency of responses regarding the integration of virtual learning communities and social media indicates a growing recognition of digital tools’ role in fostering collaboration and active learning in dormitory settings. This aligns with the broader trend in educational institutions where digital transformation is seen as a key enabler of enhanced organizational efficiency [33]. By adopting modern technologies like social media and intranet systems, dormitory management can create a more connected and collaborative environment for both students and staff.

The emphasis on regular meetings reflects the importance of structured communication within dormitory management teams. Similar to findings in previous studies, continuous dialogue among staff is essential for addressing operational issues and fostering a culture of problem-solving [22]. By organizing regular meetings, dormitories can ensure that key challenges are addressed in a timely manner, contributing to smoother day-to-day operations. Additionally, the activities and entertainment provided at the beginning of the year are considered inadequate, with participants recommending that events be organized at least once a month [37,38]. Regular movie screenings in the dormitories were also suggested.

Participants also highlighted the need for forward-looking strategies, which resonates with the literature on proactive dormitory management [21]. Participants believe dormitory management should adopt a more humanistic approach to informing students about their responsibilities. Simply hanging rules on the doors is deemed insufficient, as most students are unaware of the existing regulations [39,40]. According to participants, dormitory rules and information should be communicated to students individually, room by room. Strategic foresight is crucial for dormitories to remain adaptable in the face of changing educational demands and to ensure that their information management processes are aligned with institutional goals. This includes the development of a clear mission and vision supported by practical strategies that provide dormitory management with a sense of direction and purpose. Moreover, the call for recognizing creative and expert staff points to the importance of human resource management in dormitories. Prior studies have shown that rewarding staff and investing in their skill development can enhance motivation and increase organizational performance [20]. By fostering an environment that values innovation and creativity, dormitory management can cultivate a workforce better equipped to implement knowledge management processes.

The need for improved documentation and information sharing aligns with the principles of effective knowledge management. A culture of knowledge sharing improves operational efficiency and contributes to a more informed and engaged staff, which in turn enhances the quality of dormitory services [27]. By implementing systems that facilitate information sharing and collaboration, dormitory management can ensure that staff can access the knowledge they need to make informed decisions and respond to student needs more effectively. It can thus be observed that, while the findings indicate that some aspects of information management are currently addressed in student dormitories, there are significant opportunities for improvement, particularly in the areas of digital collaboration, strategic planning, and skill development. By addressing these areas, dormitory management can enhance institutional efficiency and student satisfaction, ultimately contributing to a more effective and supportive residential environment.

• Dimension II: Opinions on the status of student satisfaction in student dormitories

The study examined 150 pre-service teacher participants’ perceptions and opinions regarding student satisfaction in dormitories. Participants were asked, “What is the level of student satisfaction in student dormitories?” The responses were coded, and the key themes and their distributions are presented in

Table 3. Findings on the status of perceptions and opinions about the status of student satisfaction in student dormitories.

Code	Frequency (n)	Percentage (%)
The dormitory management should inform each student about his/her responsibilities with a more humanistic approach	32	13
It is not enough just to post the rules on the door	46	19
Most students are not aware of the rules and these rules and information should be explained one by one, room by room	22	9
In the dormitories, exclusively traditional methods of management are applied	26	11
Within the scope of practical strategies, written rules are only written on paper and not enough rules are implemented as required	22	9
Dormitories should be more prepared for the problems experienced	36	15
Nothing has changed or improved in the dormitories for years	37	15
Dormitories should not only organize events and entertainment at the beginning of the year, but also hold monthly activities, such as movie screenings	29	12
Dormitory management should send emails or SMS messages to phones using social media, and a WhatsApp group should be established between students and dormitory management in dormitories within the scope of providing necessary information to students and sharing information	39	16
The dormitory management does not make the necessary investments in the dormitories with the money they earn from the dormitories, and the improvements are insufficient	34	14
The dormitory management needs adequate support from senior management to manage the dormitory.	28	11
Institutional support for dormitory management	49	20
The dormitory does not have a vision and information technology infrastructure to support knowledge management	46	19
Web sites of the dormitories and especially dormitory photographs are not up-to-date	57	24
Catering in dormitories should be improved	44	18

.

Table 3 provides a detailed breakdown of participant perceptions and opinions regarding student satisfaction in student dormitories. The data reveal several critical issues and areas of concern:

• Outdated Web Presence: The most frequently cited issue (57 instances, 24%) was the outdated status of dormitory websites, particularly the photographs. This indicates that students place significant value on up-to-date online resources, which contribute to their overall satisfaction.
• Lack of Vision and IT Infrastructure: Many participants (46 instances, 19%) highlighted the absence of a clear vision and insufficient IT infrastructure to support knowledge management in dormitories. This underscores the need for dormitory management to invest in modernizing their IT systems.
• Communication Gaps: A significant portion of participants (39 instances, 16%) suggested that dormitory management should improve communication by using emails, SMS, social media, and WhatsApp groups to keep students informed.
• Lack of Investment: The perception that dormitory management does not reinvest adequately in the facilities (34 instances, 14%) was a concern, as students expect continuous improvements in their living conditions.
• Event Planning and Social Activities: Regular social activities, not limited to the start of the year, were recommended by 12% of participants, reflecting a desire for a more vibrant and engaging dormitory life.
• Inadequate Rule Communication: Participants indicated that simply posting rules on doors is insufficient (46 instances, 19%), and they recommended a more personalized, humanistic approach to communicating responsibilities.
• Catering Services: The quality of catering services was another significant concern (44 instances, 18%), indicating that food quality plays a key role in student satisfaction.

• Discussion

These findings reveal several critical issues impacting student satisfaction in dormitories, with the most prominent concern being the outdated and inadequate web presence of dormitory facilities. Students today increasingly rely on digital platforms for information, and the lack of updated content, particularly photographs, can significantly affect their perceptions of dormitory services. As noted by [21], modern students expect accessible and up-to-date digital resources, and dormitory management needs to prioritize maintaining an active online presence to meet these expectations. Furthermore, within the scope of student satisfaction, it was noted that dormitory management is not making the necessary investments with the funds generated from the dormitories, leading to insufficient improvements [41].

A recurring theme is the lack of a clear vision and inadequate information technology (IT) infrastructure, which hinders dormitory management’s ability to support knowledge management effectively. Similar to findings in the literature on educational institutions, IT infrastructure is critical for fostering collaboration, managing resources, and improving communication channels [39]. Investing in modern IT systems would help dormitory management enhance both operational efficiency and student satisfaction.

Another critical finding is the gap in communication between dormitory management and students. Many participants recommended adopting more modern communication methods, such as emails, SMS, and WhatsApp groups. This aligns with the broader shift in educational institutions toward using digital platforms for real-time information sharing [23]. By embracing these tools, dormitory management can ensure students remain informed and engaged, ultimately improving the overall residential experience. The study also highlights a perceived lack of investment in dormitory facilities, which contributes to student dissatisfaction. As noted in prior research, continuous investment in physical facilities and amenities is crucial to maintaining high levels of student satisfaction [20]. Dormitory management needs to allocate more resources toward upgrading living conditions, as students expect the revenues generated from dormitories to be reinvested in improvements.

Furthermore, the findings suggest that students desire more regular social activities beyond the beginning of the academic year. Social events contribute to a sense of community and belonging, which are essential elements of the residential experience. As highlighted by [24], fostering a vibrant dormitory life through regular activities can enhance student satisfaction and engagement, creating a more cohesive dormitory community.

Participants also expressed concerns about the way rules and responsibilities are communicated in dormitories. Simply posting rules on doors is deemed ineffective, with many students unaware of their responsibilities. As suggested by the participants, a more humanistic, room-by-room approach to communicating rules would help ensure that students understand and comply with dormitory regulations. This aligns with findings in the literature that emphasize the importance of personalized communication in fostering a supportive and informed student body [22]. Finally, catering services emerged as an important factor in student satisfaction. Poor-quality catering can negatively impact the overall dormitory experience, as students rely on these services daily. Improving food quality and variety could significantly enhance student satisfaction, as noted in studies examining the role of daily services in residential satisfaction [4].

Thus, while dormitory management currently addresses some aspects of student satisfaction, there are several areas—particularly communication, IT infrastructure, investment, and event planning—where improvements could significantly enhance the overall student experience. By addressing these issues, dormitory management can foster a more engaging, efficient, and satisfying residential environment for students.

• Dimension III: Opinions on the management of student dormitories, maintenance and security of dormitories.

The study analyzed the perceptions and opinions of 150 pre-service teacher participants regarding the management, maintenance, and security of student dormitories. Participants were asked, “How is the management of student dormitories and the maintenance and security situation of dormitories?” Their responses were coded, and the key themes are presented in

Table 4. Findings on the status of perceptions and opinions about the management of student dormitories, maintenance and security status of dormitories.

Code	Frequency (n)	Percentage (%)
There are deficiencies in the maintenance of the dormitories by the dormitory management	32	13
The dormitory management is inadequate in terms of the security of the dormitories	46	19
The malfunctions occurring in the dormitory were not dealt with in a timely and early manner	22	9
The bathrooms in the dormitory require maintenance	26	11
Since there is insufficient sound insulation in the dormitories, there is too much noise and problems with studying	22	9
There is a need to increase the number of security guards in dormitories	36	15
The number of security cameras in dormitories should be further increased	37	15
There were insufficient security guards to deal with fights between students in the dormitory	29	12
The beds, wardrobes and desks used by students in dormitories should be renewed	39	16
Increase student success by making more investments in dormitories	34	14
There is a need to increase the cleanliness and hygiene of the dormitories	28	11
Dormitory management should pay more attention to issues such as maintenance, cleaning and security in dormitories	49	20

.

The findings highlight several key areas of concern:

• Maintenance and Cleaning Concerns: The most frequently cited issue (49 instances, 20%) was the need for dormitory management to pay more attention to maintenance, cleaning, and security. This indicates that students feel these fundamental aspects are currently neglected, impacting their living conditions.
• Security Deficiencies: Several participants expressed concerns about dormitory security, with 46 participants (19%) noting that security measures are inadequate. Additionally, participants called for an increase in both the number of security guards (15%) and security cameras (15%) in dormitories.
• Outdated and Inadequate Facilities: The need to renew essential dormitory facilities, such as beds, wardrobes, and desks, was highlighted by 39 participants (16%). The bathrooms also require maintenance (26 instances, 11%), indicating dissatisfaction with the current state of these facilities.
• Noise Issues and Insufficient Sound Insulation: Noise resulting from insufficient sound insulation was cited by 22 participants (9%), indicating that noise control significantly affects students’ ability to study.
• Delayed Response to Malfunctions: Some participants (22 instances, 9%) noted that malfunctions in dormitories are not addressed promptly, contributing to dissatisfaction with dormitory management’s responsiveness.
• Hygiene and Cleanliness: Cleanliness and hygiene were highlighted as areas needing improvement by 28 participants (11%), reflecting dissatisfaction with current cleaning practices.
• Impact on Student Success: Participants believed that increasing investments in dormitories could enhance student success (34 instances, 14%), underscoring the importance of a well-maintained and secure living environment for academic performance.

• Discussion

The findings point to several significant issues in student dormitories’ management, maintenance, and security, with the most prominent concern being the lack of attention to maintenance, cleanliness, and security. This aligns with previous research emphasizing the importance of maintaining living conditions in dormitories to ensure student satisfaction and success [11]. Dormitory management must prioritize addressing these fundamental issues to improve the overall student experience. A recurring theme throughout the findings is the inadequacy of security measures in dormitories [42]. Participants frequently cited the need for additional security guards and cameras to enhance safety [43]. This reflects broader concerns within educational institutions regarding the importance of ensuring a secure living environment for students. As noted by [4], effective security measures are critical to maintaining a sense of safety and well-being in residential settings. By investing in more robust security infrastructure, dormitory management can alleviate these concerns and create a safer environment for students.

The dissatisfaction with outdated and inadequate facilities, such as beds, wardrobes, and desks, highlights the need for dormitory management to invest in renewing these essential items. Studies have shown that the quality of dormitory facilities directly impacts student satisfaction [7]. Students expect modern, comfortable living conditions, and failing to provide these can lead to frustration and dissatisfaction [44]. Addressing these concerns through targeted investments in dormitory infrastructure could significantly improve the living experience for students.

Noise issues and insufficient sound insulation were also identified as significant problems affecting students’ ability to study. Excessive noise can be detrimental to students’ academic performance, as it creates an environment that is not conducive to concentration. This finding is consistent with earlier studies that highlight the negative impact of noise on students’ academic success [4]. Dormitory management should consider implementing soundproofing measures to reduce noise levels and create a more conducive study environment [32].

Additionally, participants expressed frustration with the delayed response to maintenance issues. Prompt responses to maintenance requests are essential for ensuring student satisfaction, as delays can lead to prolonged discomfort and inconvenience [18]. By improving the efficiency of maintenance services, dormitory management can enhance the overall student experience and reduce dissatisfaction.

Hygiene and cleanliness were also identified as areas needing improvement. Previous research indicates that cleanliness is a key factor in residential satisfaction, and neglecting this aspect can have a negative impact on student perceptions of dormitory management. Improving cleaning practices and ensuring regular maintenance of facilities can significantly enhance students’ living conditions.

Finally, participants emphasized the importance of investing in dormitories to improve student success. Providing students with a secure, well-maintained, and comfortable environment can positively impact their academic performance. By addressing the concerns raised in the study, dormitory management can create a living environment that supports both the well-being and academic success of students.

In conclusion, the findings reveal several critical areas in need of improvement in the management, maintenance, and security of student dormitories. Addressing these issues through targeted investments and more responsive management practices can lead to significant improvements in student satisfaction and academic outcomes.

• Dimension IV: Opinions on the Effective Management of Student Records, Financial Transactions, and Other Administrative Data within the Scope of Administrative Affairs, and the Status of Processes Becoming More Efficient and Transparent

The study examined the opinions and perceptions of 150 pre-service teacher participants regarding the effective management of student records, financial transactions, and other administrative data within the scope of administrative affairs. The participants were asked, “How has the effective management of student records, financial transactions, and other administrative data within the scope of administrative affairs become more efficient and transparent?”. Their responses were coded, and the key themes are presented in

Table 5. Findings on the status of perceptions and opinions regarding the effective management of student records, financial transactions, and other administrative data.

Code	Frequency (n)	Percentage (%)
Updating student records within the scope of administrative affairs and the need for new programmes	32	13
In particular, dormitory fees should be reduced and dormitory fees are high	46	19
Complexities in the administrative work carried out in the dormitory	22	9
Administrative procedures in dormitory management need to be further simplified through the proper implementation of information management	26	11
Dormitory management spends too much time on administrative work and cannot spare enough time for more important problems, due to administrative work	22	9
A more systematic and modern system is needed for the administrative work carried out in the dormitories	36	15
Dormitory management should use administrative data more effectively and should have healthier administrative data	37	15
There is a need to make the processes in the execution of administrative affairs more efficient and transparent	29	12

.

The findings highlight several critical issues:

• High Dormitory Fees: The most frequently cited issue (46 instances, 19%) was dissatisfaction with the high dormitory fees. Participants suggested that reducing fees could alleviate financial burdens, contributing to greater student satisfaction.
• Need for Modernization: A significant portion of participants (36 instances, 15%) expressed the need for a more systematic and modern system to handle administrative work. This suggests that current systems are outdated or inefficient.
• Effective Use of Administrative Data: Participants emphasized the importance of using administrative data more effectively (37 instances, 15%) and ensuring their accuracy and reliability. This highlights a demand for better data management practices in dormitories.
• Complexities in Administrative Work: Some participants (22 instances, 9%) noted the complexities involved in administrative work and called for simplification through information management (26 instances, 11%). This indicates that current processes may be overly complex and need to be streamlined.
• Administrative Burden: Participants also expressed concern that dormitory management spends too much time on administrative tasks, leaving insufficient time to focus on more critical issues (22 instances, 9%).
• Efficiency and Transparency: The need for more efficient and transparent administrative processes was mentioned by 29 participants (12%), reflecting a desire for greater accountability and streamlined operations.
• Updating Student Records: The need to update student records and implement new programs was highlighted by 32 participants (13%), suggesting that current record-keeping practices are outdated.

• Discussion

The findings indicate several areas where improvements can be made in managing administrative processes in student dormitories. One of the most pressing concerns is the high cost of dormitory fees. This dissatisfaction with the financial burden echoes broader research on the impact of affordability on student satisfaction [11]. Reducing dormitory fees or ensuring that fees reflect the services’ quality could significantly enhance student satisfaction and alleviate financial stress [37,45].

Another key theme is the need for modernization. Many participants expressed frustration with the outdated administrative systems currently in place. This aligns with previous studies that emphasize the importance of adopting modern, systematic approaches to administrative tasks in educational institutions [5]. By modernizing these systems, dormitory management can improve efficiency, reduce administrative burdens, and enhance the overall management of student records and financial transactions.

The call for more effective use of administrative data is also noteworthy. Participants emphasized the importance of accurate and reliable data, which are critical for making informed decisions. This finding aligns with research highlighting the role of data management in improving operational efficiency and decision-making in educational settings [7]. Implementing robust data management systems could lead to better decision-making and more efficient operations within dormitories [46,47].

Complexity in administrative tasks was another significant issue identified by participants. The desire for simplified procedures suggests that current processes may be too cumbersome, leading to inefficiencies. This is consistent with prior research on the need for streamlined administrative processes to reduce complexity and improve efficiency [6]. Simplifying administrative tasks through the adoption of modern information management systems could alleviate these issues and enhance operational effectiveness.

Participants also expressed concern about the administrative burden placed on dormitory management. The finding that too much time is spent on administrative tasks, at the expense of more critical issues, reflects broader challenges faced by institutions in balancing administrative work with other priorities [8]. By implementing more efficient administrative processes, dormitory management could free up time to focus on issues that directly impact the student experience [48,49].

The demand for more efficient and transparent administrative processes is consistent with research on the importance of accountability and transparency in educational management [9]. Ensuring that administrative procedures are both efficient and transparent could lead to greater trust between students and dormitory management, improving overall satisfaction.

5. Conclusions

This study explored the relationship between information management processes, student satisfaction, and institutional efficiency in dormitory management. The findings indicate that while dormitory management in some areas is satisfactory, significant improvements are required in communication, security, and facility maintenance. The adoption of digital platforms, regular maintenance schedules, and enhanced administrative transparency are key measures that can address these challenges. Implementing these improvements is expected to increase both student satisfaction and the overall efficiency of dormitory operations.

Based on the analysis of student feedback, this study identifies several areas where dormitory management can be improved to enhance institutional efficiency. Dormitory management should adopt digital platforms such as dedicated mobile apps or intranet systems to facilitate more effective communication between staff and students. These platforms could be used to streamline announcements, maintenance requests, and feedback collection, improving responsiveness and transparency. A regular maintenance schedule for dormitory facilities, such as bathrooms, furniture, and security systems, should be established to ensure that issues are addressed promptly. Additionally, upgrading outdated furniture and increasing security measures (e.g., installing more cameras and employing additional guards) will improve the overall living conditions and security in dormitories.

To address student concerns regarding dormitory fees, management should provide clear and detailed breakdowns of fee structures and how funds are allocated. This would enhance trust and potentially improve satisfaction with the dormitory services. Organizing regular social activities and events can help create a more engaging and community-oriented dormitory environment. Such activities could include monthly movie nights or student-run events, which will improve the student experience. Implementing these improvements comes with challenges. Resource constraints, especially financial limitations, may hinder regular maintenance and upgrades. Additionally, the adoption of new digital communication platforms may face resistance from institutions that are slow to adapt to technological changes. Dormitory management teams may also struggle with balancing the administrative workload and the additional responsibilities of managing new systems. Therefore, a phased approach to implementation, starting with small-scale pilot programs, may be a more practical way to introduce these improvements.

6. Recommendations for Future Research

Future research should expand the scope to include students from a wider range of academic disciplines, as this study focused solely on pre-service teachers, which may limit the generalizability of the results.

• While intelligent dormitory management systems have proven effective, more research is needed to evaluate their long-term impact on student satisfaction and institutional efficiency across different educational settings.
• As dormitories play a crucial role in campus sustainability, further research is required to refine and expand sustainability indicators. Investigating best practices from dormitories globally and adapting them to local contexts could help develop more comprehensive environmental management strategies.
• Future studies could focus on developing and testing new approaches to foster social integration and conflict resolution among dormitory residents. Interventions such as peer mentoring, conflict mediation programs, and community-building activities should be explored to improve dormitory life.
• Comparative studies of dormitory management models across different cultural and institutional contexts could provide insights into the best practices for student governance, staff training, and the balance between structure and flexibility in dormitory rules and regulations.
• In countries like Algeria, Angola, Afghanistan, India, Fiji, Indonesia, Guyana, etc., where dormitory management systems face significant challenges, future research should focus on identifying cost-effective and culturally appropriate solutions to improve DRMS and overall student satisfaction. Collaborative studies between universities and governmental bodies may offer practical frameworks for reforming dormitory management.
• An investigation may be considered to explore the relationship between dormitory living conditions, student satisfaction, and academic performance. Understanding how dormitory management practices influence students’ academic outcomes could provide valuable insights for institutions aiming to optimize their services for student success.