ACADEMIC MANUAL

STANDARD OPERATING PROCEDURES

VERSION 1
KIRLOSKAR INSTITUTE OF ADVANCED MANAGEMENT STUDIES
Sr. No Table of Contents Page
I Kirloskar Institute of Advanced Management Studies
About the Institute- An Introduction 3
1. Vision 4
2. Mission 4
3. Program Education Outcome 4
4. Values 4
II Dean’s Message 5
PGDM Office Standard Operating Procedures 6
Examination Department Standard Operating Procedures
Learning Resource Center Standard operating Procedures

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 I KIRLOSKAR INSTITUTE OF ADVANCED MANGEMENT
STUDIES

About the Institute- An Introduction

Kirloskar Institute of Advanced Management Studies (KIAMS) was set up by the Kirloskar Group in the
year 1991 to put its illustrious leader Mr. S.L. Kirloskar’s thoughts to practice, which is to provide a
world class centre for excellence in management education, research, training and consultancy. More
than 500 MDPs have been conducted from its inception accommodating over 9800 executives. With this
rich experience and expertise, the two-year Post Graduate Diploma in Management (PGDM) was started
in 1998. The admission is based on the performance in CAT, XAT, CMAT, MAT & ATMA and
comprehensive personal interview. 18 batches have passed out so far and placed successfully. Our
Institute is approved by All India Council for Technical Education (AICTE) and ranked No.4 in India,
just behind the IIMs, in the NHRDN-People Matters B-School Ranking 2016 for Leadership &
Governance., KIAMS was also highly rated on many other aspects, including: 16th in Corporate
Connectedness, 21st in Accreditation & Linkages, 26th in Faculty Profile, 28th in Infrastructure, A++ in
Business India B-school ranking 2016. Ranked 10th among best private B-Schools in Karnataka by
GHRDC, ranked 43rd among top private B-Schools in India by Business World, Ranked 32nd among
best private B-Schools in India by Careers 360 & A+++ Among Best Private B-Schools in South India
by Careers360. Ranked 48th among top B-Schools in India by Outlook, Ranked 25th in what if not IIMs
B-School Survey 2016 by Silicon India, Received National Education Award of "B-School with Industry
Related Curriculum in Market " by ABP, Outstanding Education Institute Overall ABP, Received
Knowledge Management Leadership Award at Taj Dubai Asia Education Award 2015 ALA-Dubai,
Received Knowledge Management Leadership Award 2016 at Malaysia by GpTGGTA-2015 &CSR Top
Institutes of India Award for the year 2016.

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 1. Vision

To provide society a center of learning that excels in Management Education and

Professional Development

2. Mission

• Offer contemporary, progressive, technology and heritage – driven management education.

• Facilitate strong networking with professionals and industry.
• Develop competent professionals to lead businesses.
• Contribute to the expanding body of knowledge in management.
• Provide management and training solutions to industry.

3. Program Education Outcomes

KIAMS’ PGDM program will strive to create industry-ready managers by engaging in the following:
• Apply knowledge of management theories and practices to solve the problem
• Foster analytical and critical thinking abilities for data based decision making
• Ability to develop value based leadership
• Ability to understand, analyze and communicate global, economic, legal and ethical aspects of
business
• Ability to lead themselves and others in the achievements of organization goals as well as
contribute effectively to a team environment
• Ability to use technology driven tools and techniques
• Ability to develop global perspective in management
• Ability to cultivate an attitude for lifelong learning.
4. Values
• To undertake only those activities where we have the potential to excel
• To work with trust and transparency while eschewing indiscretion
• To operate collective decision making and collective responsibility
• To institutionalize the process that lead to academic excellence
• To teach to think
• To value the ‘good’ in ourselves, while saluting the ‘better’ in others
• To nurture self-worth in all our members and use it to drive performance

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II DEANS MESSAGE

Dr. Bidyanand Jha

Associate Professor & Associate Dean Academics

Kirloskar Institute of Advanced Management Studies
Pune

Education and quality of education has always been the catalytic

tool for any institution building. It helps in transforming the future
of the learning partners in order to contribute to the development
of the corporate and society at large. In this dynamic world, it is
important for the education institutes to match the pace of change
and meet the requirements of organizations and society at large. KIAMS has been driving this philosophy
since long and has always aspired to revisit the process in the academic department to cater to the
requirements.
KIAMS Pune initiated an unprecedented collaborative, multi-stakeholder, multi-pronged, bottom-up
people centric, inclusive, participatory consultation process from April 2019. The humongous
consultation undertaken across multiple levels provided an opportunity to every individual to engage in
the massive exercise. Several in-person and in-depth deliberations across a wide spectrum of
stakeholders were held.
I was privileged to constitute a committee as special task force to examine all inputs/suggestions and
draft the policy and manual by June 2019. I am happy to note that the committee took up this challenging
and uphill task and even carried out its own consultations. I am honored to present to the employees of
KIAMS Pune, the academic manual of 2019-20 built on the foundational pillars of access, equity, quality,
affordability and accountability. The process and path recommended herein, will bring about a paradigm
shift by equipping our students, teachers and other stakeholders with the right information and create an
enabling and reinvigorated academic ecosystem for a progressive KIAMS. I am sure that this policy
framework will guide all of us in maintaining the academic rigor and integrity. I urge each one of the
stakeholders to work together in implementing this envisioned changes.

With Best Regards,

Dr. Bidyanand Jha

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 PGDM OFFICE

STANDARD OPERATING PROCEDURES

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 Index
I Academic Department
Vision 9
Mission 9
Goals & Objectives 10
II Purpose of PGDM Office Standard Operating Processes
Interdepartmental Interface 11
Escalation Matrix & Response Sheet 12
III Academic Affairs
1.Academic Advisory Council 14
2.Key Terminologies 15
3.Academic & Administrative Committee 17
3.1Academic Counselling Committee 17
3.2.Examination Committee 17
3.3.Disciplinary Committee 18
4. Academic Processes 18
4.1 Registration 18
4.2 Course Delivery 19
4.2.1 Pedagogy 19
4.2.2 Timetable & Scheduling 19
4.2.3 Choice of Electives Courses 20
4.2.4 Submission of Evidences of Course Assessments 21
4.2.5 Feedback Mechanism 21
4.2.6 Finalization & Payment of Visiting Faculty 21
5. Attendance 23
6. Parent Communication 24
7 .Co-curricular & Extra Curricular Activity 25
7.1 Student Committees 25
7.2. Competition & Participations 26

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 8. Placement Process 27
8.1. Early Joining after Placement 27
9..Business Internship (BI) 28
10. Withdrawal 28
11.Discontinuation from the program 29
12. Merit Scholarships 39
IV Student Affairs
1. Leave Process 30
1.1 General Leave 31
1.2 Medical Emergency 31
1.3 Family emergency 31
2. Grievance redressal 32
3. Issuances 32
4. Record keeping 33
4.1 Admission register/Student Profile 34
4.2 Academic Grade Records 34
4.3 Leave applications 34
4.4. Receipt of certificates 34
4.5 Graduation certificates. 34
4.6 Evidence of courses. 34
4.7 Syllabus and Session plans 34
V Annexures
Revaluation Form 34
Participation in Conference/B-School Events 35
No-dues form 36
Gate pass 37
Undertaking from student 38
Change of Address (Including e-Mail) 39
Duplicate Copy of PGDM Certificate 40

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 Application for Duplicate Fee Receipt 41
Student Undertaking with respect to the Student Guidelines 42
Student Leave forms 43-45

I PGDM-ACADEMIC DEPARTMENT

1. Vision
To be a focal point providing a congenial environ that enables quality education with a holistic approach
that helps students to achieve academic excellence in Management Education and Professional
Development
2. Mission
▪ Empowering students with the required knowledge and guidance to become worthy management
professionals thereby enabling holistic development of personality through value based education
with a humane and global outlook. Ultimately enhancing their employability.
▪ To carve a niche for the Institute in the specialized field of Management, Leadership and training
solutions for the Industry.
▪ Grooming the Students to become truly global personalities well equipped to deal with the modern
world and its dynamic challenges.
▪ Enabling students to use technology driven tools and techniques.

3. Goals & Objectives of Academic Department (PGDM-Office)

In order to fulfill its stated Vision & Mission; the department is committed to:

1. Academic & Professional Excellence: The Department motivates, molds, and prepares the students
to cope with the latest developments in the Industries for positions of leadership in business
organizations at the local, national and international levels through effective transaction of the
curricular and co-curricular aspects.
2. Inculcate Importance of Continued Learning: To facilitate this, capacity building of our graduates
to assume productive roles are emphasized during their stay in the institute and to inculcate the
habit of lifelong learning.
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 3. Total Commitment: The department is focused on the all-round development of
the students’ personality through proper education and exposure to the vast
treasure of knowledge; sports facilities and by providing platforms for their
socialization via the student committees. The Institute will also ensure to provide resources to
enhance and possess the skills, problem solving tools and professionalism that are essential for
being successful.
4. Holistic Development: The Department will provide exposure to learners in the latest trends in
relevant branches of knowledge, competence and creativity to face global challenges.
5. To achieve continuous innovations in teaching-learning, research activities, including the adoption
and promotion of knowledge output for human development.
6. Socially Responsible Citizen: College inculcates a sense of civic responsibility, social commitment,
and moral accountability among the students through social activities to wide exposure to human
rights, value system, culture, heritage, scientific temper and environment.
7. Value-based Development: To impart quality and need based education to sensitize the students to
their changing roles in society through awareness raising & role play activities.

II Purpose of the PGDM Office Standard Operating Process

1. To act as a ready-reckoner for all new and regular interactions for the benefit of all concerned.
2. To ensure that the process is followed correctly and diligently at all times and instill proper
communication process between all departments
3. To ensure smooth inter-departmental co-ordination and seamless functioning amongst all the
departments viz., Admission, Academics, Administration, Finance, Information Technology & App
Support, Library and the Placement departments.

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 Interdepartmental Interface

1. List of newly admitted students

5. 1. Assistance
Logistics in arrangement
Assistance. of
various student activities. and their email id's.
2. Man power assistance for 2. List of courses running term
various activities in the PGDM wise list of electives with course
Office. Library outline.
3. Security and Housekeeping 3. List of visiting faculty during the
Assistance. term along with the information of
their courses.
4. Book requirements for the
courses.
5. Coordination during
examinations & student’s events.

IT & App
Administration Support
Department
PGDM
Office

1. PGDM Digital App support

2. Software related issues
3. Computing hardware and network
related issues
4. Server maintenance
5. Assistance during examination
6. Classroom setup
7. Other IT related assistance

Finance
Placement
Department

1. Early joining applications 1. Budget/ AOP

2. Scheduling of Placement 2. Payments of Invoices for visiting
Activities e.g GD & PI faculty
3. Validation & verification of 3. Payments for student events &
Placement interviews schedule activities.
for students 4. Fees reconciliation & also
Re exam & revaluation.
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 PGDM Office
Escalation Matrix

• Students to contact via e-mail or written application to PGDM coordinator .

• Always keeep in cc - [email protected] and [email protected]
Student

• Single point of contact Ms.Smita D'Aguiar - PGDM Coordinator - PGDM office.

• [email protected]
PGDM • Response will depend on the type of issue/case, within 24hrs(frequent & regular, 48hrs
Coordinator and 72hrs.

• Incase the response and query is not resolved within the given timeframe the same can
be discussed with the Associate Dean-Academics or an e-mail can be sent on
Dean [email protected]
Academics • Response will depend upon the urgency of the issue.

Responsive Sheet

• Response from PGDM office within 24hrs from reciept of application/e-mail

Frequent
issues

• Response from PGDM office within 48hrs from reciept of application/e-mail

Occasional
Issues

• Response from PGDM office within 72hrs from reciept of application/e-mail

Rare Issues

• Response from PGDM office within 2 hrs from reciept of application/e-mail

Urgent
issues

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 The single point of contact for PGDM-Academic related issues

will be Ms.Smita D’Aguiar.

 All communication will be accepted in written form i.e. via e-mail/hand written

applications only. No verbal communication from student will be taken as official

communication.

 Student will receive an email of acknowledgement and a response timeline.

 If students don’t get this response within the mentioned timeline, an e-mail

should be sent to Dr.Bidyanand Jha, Associate Dean-Academics , KIAMS –

PUNE, e-mail: [email protected]

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 III ACADEMIC AFFAIRS

1. Academic Advisory Council:

The Academic Advisory Council is a body comprising of the Principal Director KIAMS as Chairperson,
Dean-Academics KIAMS, an Educationalist, an Industrialist, and any other members of the faculty
nominated by the Principal Director.

It is the responsibility of the Academic Advisory Council to endeavor to ensure that best practices are
implemented to ensure that the standards of the Institute are maintained. The primary responsibilities of
the Academic Advisory Council include;

 Ensure there are clear admission requirements and procedures for the particular Diploma.

 Withdrawal of registration of any member of the Academic Advisory Council is on the

recommendation of the Principal Director.

 Undertake detailed study of matters referred to it for consideration.

 Maintain academic discipline across programs.

 Ensure smooth functioning of programs.

 Provide opinion/take decisions on cases referred to it by the Dean-Academics-KIAMS; invite senior

faculty members as special invitee to seek their opinion in some situations.

 Implement Academic Advisory Council's suggestions in order to improve the academic standards.

 Frame the academic rules of the Institute.

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 2. Key Terminologies:

2.1 Program: Program refers to the collection of courses leading to the award of
Post Graduate Diploma in Management (PGDM).
The PGDM programs are spread over two academic years.

2.2 Academic year: The first academic year of the PGDM program consists of three terms of classroom
learning and a summer internship for a period of three months.
The second academic year consists of three terms.

2.3 Term: A term is a period of study, followed by comprehensive examination. Each term consists of a
prescribed number of courses which constitute the normal load for that term.

Summer internship is the intervening period between Terms III and IV of the PGDM program.

2.4 Course: A course is a systematic plan of study with well-defined learning objectives, teaching and
assessment methods. Courses are categorized as follows:
a) Core courses
b) Elective courses

2.4.1 Core courses (C): These courses establish the required base in all functional areas of business.
Core courses are offered throughout the duration of the PGDM programs. All core courses are
compulsory.

2.4.2 Elective courses (E): These courses facilitate students in attaining deeper knowledge and skills in
their chosen area(s) of specialization.

The database of elective courses offered is given in Annexure A2.

Students will be briefed collectively on the content and significance of the electives by the concerned
faculty members before they can choose electives.

2.5 Credit: A credit denotes a unit estimated on the basis of the time required to be spent by the
student on a course in the classroom and / or other learning activities. A course is given due importance
in terms of Credits. One credit is equal to ten hours of classroom instruction.

2.6 Academic Calendar: The academic calendar for the given academic year will be provided to the
students at the beginning of the year, by the Academic Programs Office.

2.7 Course-wise Timetable: It is a document which provides information on various courses being
offered during a given term, specifying the names of instructor(s) teaching the course, session timings
and classroom details.

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 3. Academic & Administrative Committees
3.1 Academic Counseling Committee:
The Academic Counseling Committee comprises of the Dean –Academics as
committee Chairperson, three Faculty members and two Students with a minimum CGPA of 9 and
above, nominated by the committee Chairperson.

The Academic Programs Office forwards the academically afflicted cases to the committee, which then
meets after the end of each term to review said cases.
Academic afflictions are defined as follows:

• CGPA less than 5.5

• Total number of ‘E’ grades more than 3 at any given time.
The committee counsels the students and takes appropriate measures to rehabilitate them at the earliest.
The committee may take any one or a combination of the following decisions:

• The student may be allowed to register for the next term, subject to a written commitment that he
/ she would not get any ‘E’ grade and / or CGPA less than 5.5
• The student may have to repeat some courses in which he / she had obtained poor grades in earlier
terms
• The student may be asked to under load by registering for lesser number of courses in subsequent
terms
• The student may be asked to repeat the year.

3.2 Examination Committee:

The Examination Committee chaired by the Dean-Academics and the Controller of Examinations, part
of the Academic Department; analyses, reviews and approves grades earned by the students in all the
courses at the end of each term.

Further, it also approves the list of graduating students at the end of every year. The committee is also
responsible for hearing and deciding all cases related to malpractices if any.
In all cases of examination malpractices, this committee’s decision is final and binding on all
concerned.

In principle, students caught for malpractices during examinations are not eligible for placement and
cannot avail the summer-term course option. However, the final decision will be taken based on the
severity of the incident(s) and will be communicated to the student in writing.

Any of the following actions could be taken against malpractices, and will depend on the severity of the
intention / action.

• A written letter of warning from the institute to the student with a word of caution that any such
activity is against the Code of Conduct. Any attempt to repeat such behavior in the future will be
penalized severely leading to discontinuation from the program
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 • Cancellation of Registration (RC) for the course in which the student was
caught for malpractice
• Discontinuation from the program.

3.3 Disciplinary Committee:

The Disciplinary Committee comprises of the Dean Academics, three Faculty members, Admin In-
charge, and an additional External member nominated by the Dean. The Committee enquires into the
reported cases of indiscipline and takes appropriate action.
Examples of indiscipline include, but are not limited to, ragging, creating nuisance in the campus,
damaging campus properties, sexual harassment, smoking outside smoking zones, consumption of
alcohol and narcotics, etc.
Students and their parent / guardians will be informed in writing about the action(s) taken by the
committee
Potential actions against indiscipline will depend on the severity of the intention / act of said indiscipline.
They are listed as follows:
A written letter of warning from the institute to the student with a word of caution that any such activity
is against the code of conduct. Any attempt to repeat such behavior in future will be penalized severely
amounting to discontinuation from the program.

Students who are awarded punishment by the Disciplinary Committee will not be eligible for placements
/ internships.

4. Academic Processes
4.1 Registration:

Registration is the process where students formally enroll themselves for the prescribed set of courses
that they will study in a given term.

A student becomes eligible for registration in any term only when there are no academic afflictions,
financial dues and pending disciplinary cases against him / her.
All students are required to register in person on the first day of every term.

Registration Day: This is the first day of registration. New students must complete the registration and
verification process on the date communicated; otherwise their admission to the program will be
downgraded to ‘provisional’.

Students will also be allowed to register on the eighth day after the date of original registration,
provided they seek prior permission from the Dean - Academics. The reasons for registering late
(health / family concerns) should be clearly mentioned in writing.
Registration will not be permitted beyond this date.
The registration date for new students for Term I is in June
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Note: Registration is mandatory for all incoming students and missing the
registration date will lead to discontinuation from the program. However,
second-year students who fail to register on the stipulated date may be allowed
to register in the subsequent year with prior written permission from the Dean
- Academics.

4.2 Course Delivery:

The course delivery of the PGDM Program spread over two academic years can be broadly divided in to
the following phases:

4.2.1 Pedagogy:

The learner’s skills are developed in multiple ways viz., case-based learning which enhances their ability
at delineating the critical decision dilemmas faced by Organizations. The Institute encourages
experimental/live projects and provides global classrooms conducted by reputed Industry Captains. It is
here that expanded core course s are offered that include Business Intelligence / Analytics and project
based Capstone Course

4.2.2 Timetable and Scheduling:

The timetable is set as per the academic schedule that is planned for the Two year program. Each term
comprises of twelve weeks. All the courses are completed within eleven weeks and in the last week the
“end of term” examinations are conducted.
The students receive the weekly timetable two days prior to the ensuing week.

Steps followed:
1. Finalization of courses conducted in each specific term

2. Finalization of Faculty per course as per process defined in the flow chart through the Area Chairs
and Dean Academics.
3. Discussion with faculty for dates and available time slots.
4. Scheduling and fixation of time slots as per course per faculty.

It is the responsibility of the faculty to finish the course within the defined period and it is the
responsibility of the PGDM office to assist in the matter.

5. The Office also ensure that the other co-curricular activities are conducted concurrently in the
Institute.
6. The weekly schedule is uploaded on the KIAMS App every Friday, for the ensuing week with a copy
of it sent to the concerned Faculty.

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 7. The pick and drop sheet for the visiting Faculty is sent to the Admin department
every Friday for the ensuing week.

Timetable Documents Process

START
The PGDM Office aims Finalization of courses Discussion with faculty
to prepare a “Best fit” running in the specific for dates and available
timetable each year term slots

Within 2 days of finalization of Faculty

The timetable is finalized

Continue for the entire term.
Scheduling and fixation of Weekly schedule is The exported timetable is
slots per course per faculty uploaded on sent to concerned faculty
App every Friday on email.
for Students.

Every Friday

Continue The pickup and drop END

sheet of the Visiting
faculty is sent to the
admin department.

Every Friday

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4.2.3 Choice of Electives:
In the first two terms all the courses offered are compulsory.

From the third term to the sixth term the students are expected to select their
specialization and choose the elective courses offered in the chosen domain/specialization.

Once this choice of elective is made the students are grouped as per their specialization and the time
table is set accordingly.

Process to choose electives:

1. An email with a Google doc link is forwarded to all one month prior to start of term. The same needs
to be duly filled in with respective preferred electives and returned by e-mail.
2. This information will then be collated to check on the number of total student in each category.

3. The primary criteria to approve the category rests with the Office. This is based on a minimum
strength of student to be ten percent of the total strength of the batch.

4. In case a particular course does not fit in the criteria the students are informed accordingly and they
have to opt for available elective to choose from and provide confirmation in writing.

5. No change / drop in electives will be permitted once finalized. In the event that a student wishes to
change / drop their elective and if found to be a reasonable request by the Office, the student will have
to pay an amount of Rupees Five Thousand only as a fee for the requisite change.

4.2.4Submission of Evidence of Course Assessments:

1. Each course has two assessments. Internal & End of Term.

2. The Internal assessments is prescribed to be conducted post ten sessions. However, it is left to the
discretion of the faculty to do the needful.
3. Each credit should be validated by an assessment while submission.

4. The evidences of these assessments are submitted to the PGDM office within a week after the last
session of the course. The submission must comprise of both hard copy evidences (. e.g. Answer scripts
of MCQ test) and the soft copy evidences (e.g. Presentations).

4.2.5 Feedback Mechanism:

 Students are required to submit their feedback on prescribed format provided by the Office for
each faculty and each course after the culmination of the course but not later than a week after
completion.
 Additionally, the students have to submit the feedback on the App one week before the
commencement of the end-term examination failing which; they will not be permitted to appear
for the examination.
 Submission of feedback to the Dean Academics by all students is mandatory and its
confidentiality is maintained.

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  The feedback will help the Institute to improve the learning environment and
bridge the gap between the student’s expectations and the offerings of the
institute.
 Feedback form –Annexure 3 is included in this manual

4.2.6 Finalization &Payment of Visiting Faculty

 The Institute renders an honorarium of rupees two thousand only per session/hour conducted by
the visiting faculty. The tavel reimbursement is capped to seven fifty rupees per trip. Faculty
have to make their own travel arrangements to and fro campus.
 The payment process is done on a monthly basis.
 Towards the end of the course the honorarium for ten percent of the total no. of sessions
conducted is withheld as per institute’s policy that is; ten percent is withheld till the entire
submission of the final in-term and end of examination marks and assessment evidences are
submitted to the PGDM office.
 Payment Process Flow Chart along with Annexures 4, 5 and 7 is included in this manual.

FINALIZATION OF VISITING FACULTY

Once Electives are Area Chairs select VF

START finalized the based on their past
Selection of Electives by List is sent to Area chairs Feedback, experience,
Students. for qualification, and
Selecting visiting availability
faculty.

Within 10 days

After final selection Once the approval is

Dean Academics meets
Area chair confirmed, it is informed to
with VF
Continue Recommends VF to the And approves or PGDM Office.
Dean Academics.
disapproves

Within 2 days Within 2 days

PGDM Office Invites

Continue the VF for Handover of Session
Faculty will visit
Further Process, Plan from END
campus as per
signatures on VF to PGDM
office scheduled sessions.
Agreement &
exchange of
Documents

Within 1 week

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 PAYMENT OF VISITING FACULTIES

Visiting Faculty submits the Declaration is taken from the After generating the Voucher
Invoice or Voucher is generated Course Faculty, Admin In &
START
at PGDM office for the faculty charge & Academic Rep to Attaching the covering note
as per the number of sessions Validate that the said courses in
conducted in the month {Anx-6} was conducted. {Anx-7} Set format {Anx-8}

25th of every month

After the approval/Vouchers

Signature of approval attached with the pan card and
from Submission at the
cancelled cheque, scanned hard Finance
Dean Academics. copy is submitted to Finance dept. Department

28th of every Month

Acknowledged cover note from
Finance dept. is maintained at Honorarium for the faculty is
PGDM office. done on monthly basis
END

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 5. Attendance:
A cent percent attendance is desirable. However, the students are required to
maintain minimum eighty-five percent attendance in each course in every term. The fifteen percent waive
off is rendered for emergencies relating to medical/family concerns.

Procedure at PGDM office:

1.An attendance record is maintained post finalization of Course and Faculty besides being tracked for
every student by means of biometrics.

2. The record will consist of;

a) Academic Rigor- Batch, Year, Term, Course and Faculty name.

b) Student List with respective enrolment/roll numbers with date columns to

mark the attendance.
c) Syllabus of the course.

3. The Faculty will collect the attendance record from the PGDM office before their respective session,
mark the attendance, sign below the column and submit it to the PGDM office after the session for the
day is completed.
4. The PGDM office will upload the attendance of the previous week on the App per course every
Tuesday via the biometric integration.

5. The attendance will be collated per course, within two days after completion of the course.
Verification and validation will be done by comparing the biometric and attendance file data.

6. The list of students who have more than 15% absenteeism without reason are not eligible for the end
term assessments.

7. The final list will be mailed to the Exam Controller one week prior to the declared dates of
examinations.

6. Parent Communication:
The Parent communication portal is a way to connect with the Parent and keep them informed about
their ward’s progress at the Institute.

A letter or email is sent to the parents from the PGDM office as & when required stating the progress or
any incident report of the student.

It may include appreciation of meritorious achievements or any disciplinary concerns of the students
that need to be intimated to the Parents.
All communication via post is to be on the Institutes letter head and duly signed by the Dean-
Academics.

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 7. Co-Curricular & Extra Curricular Activities:
7.1 Student Committees
• Student Committees facilitate likeminded individuals to meet, share their
interests and polish their skills. The Committee also provide a platform to interact with the Alumni
and Professionals from their field of interest, helping them to build formal and informal networks
while exploring career opportunities
• The Committees have various activities to improve the skills of every individual. Some of the
activities organized by them include inviting distinguished Speakers for Guest lectures,
organizing Management meets, treks / trips, Career fairs, Social events & publishing magazines
and newsletters which in total will enrich the all-round development of the students.
• Every Committee has a Faculty mentor, points of contact (POC), and Executive Committee
members.
• Students’ involvement with these committees can be at any level - as Participant, Executive
Committee Member, or as an Office bearer.
• The role of the faculty mentor is to but not limited to:
o Advise the Committee members on planning of club activities and events, as and when
required.
o Ensure that the club activities are compliant with KIAMS –Pune policies
o Be directly responsible for all committee finances, regardless of support from KIAMS-
Pune and approve / deny the method and amount of all expenditures. All expenses
incurred are borne by the Institute or by the Students themselves. The decision in the
matter with respective to source of funding rest solely with the Dean Academics.
• The regular course related activities shall always get priority over Student Committee activities
and hence such activities cannot be an excuse for not attending the regular classroom sessions
and the course work. Student committee’s activities are meant to augment the curriculum learning
and not to be treated as a substitute to classroom learning.

▪ List of Student Committees

1. Academic Committee
2. Sports Committee
3. Cultural Committee
4. Management Fest Committee
5. Corporate Relations Committee
6. Alumni Committee
7. KIAMS Bulletin Committee
8. Placement Committee
9. Teaching Aid Committee
10. Social Media Committee
11. Library Committee
12. Research Committee
13. Hostel and Mess Committee

Page | 23
  The PGDM office will schedule a fixed time frame during the week for the
committees to plan events or activities for the students.
Procedure at the office:
1. Once the schedule is made the concerned Committees have to propose an activity to the
Dean-Academics.
2. After approval of the activity the committee’s members have to execute the approved plan
in the given time slot.
3. A detailed report on the event is submitted to the PGDM office within 48hrs after the
completion of the event.

7.2 Competitions/Participation

Students are encouraged to participate in reputed national and international competitions that may place
them in the spotlight. This helps the students to showcase and improve their knowledge base and skills.

• Students desirous to participate in such competitions would need to inform by email to the Faculty
members whose sessions they would not be able to attend during that period
• Students will need to seek prior approval in writing from the Dean Academics before they represent
KIAMS-Pune.
• Students have to ensure that the sum total of leave availed for participation in such competitions
along with other leave of absence does not go beyond twenty-five percent of the total number of
sessions in any of the course(s)
• Students’ participation in external competitions is mostly self–financed. Only in some exceptional
cases the expenses are borne by the Institute on prior approval in writing from the Dean Academics
which is to act as an encouragement to place the “wining foot forward”.

Procedure at PGDM office:

1. Student writes an e-mail to the PGDM office, applying for permission for the competition which
details, the time, date and other requirements for the participation.
2. The PGDM office discusses with the Dean-Academics and reverts back with the final decision.
3. Once approved, the required arrangements are then e-mailed to the Admin department and to the
concerned students for necessary logistics.
4. The PDGM office will issue a letter of introduction for each participant who in turn will ensure
that the same is officially acknowledged by the Institute / Organization / Establishment where the
event is being conducted. This then needs to be submitted to the PDGM office along with the
event report for the Dean- Academics perusal.

Page | 24
8. Placement Process:
In the full-time PGDM program at KIAMS, all students undergo Business
Internship at the end of the third trimester and then a final placement towards
the end of the course.
Whereas KIAMS assures internship to all its students, only assistance towards final placement is
provided without any guarantee for the same.
The process for Internships and the Final Placements is organized by the Placement Committee
(PC) which keeps in constant touch with Industry and Alumni. A placement brochure common
with profiles of graduating students of the PGDM program is prepared and circulated amongst
prospective employers across industry sectors.
Placement activities of the Institute are managed by the student members of the corporate
relations and placement committee who work under the overall supervision and directions of the
Director and Placement Executives.
As a matter of policy, the academic work of the students will take precedence over placement
activity, and in no case it will be subordinated to placement. The Institute facilitates the process
for career development. There is no obligation on the part of the Institute to find placement for
every student
Procedure at PGDM office:
a. The Placement Department/ Placement representatives are required to update the Google doc
mentioning the date of interview and the students involved in the same and this document is
preview only to the PGDM Office and The Placement Department.
b. The students must submit the duly completed and signed placement form before going for the
placement interview.
c. Only when the form is submitted to the PGDM office will the attendance be considered or
else it will be considered as absenteeism from the Class.

8.1 Early joining after placement:

Many a times it is observed that students are asked to join before the sixth term is over. The
Institute permits the students to join the company after 1st of January if placed.
In such cases it is the student’s responsibility to ensure timely submission of assignments and
attendance for the examinations without which the final degree certificate will not be issued.
Steps followed at PGDM office:
1. The students writes an application to the Dean- Academics requesting for early joining.
2. Along with the application the students must attach the following:
A) Copy of the Offer letter /Joining Letter/Appointment Letter.

Page | 25
B) Copy of the final communication with the Placement department and the
company stating that the date the student has to join

C) A letter of recommendation from the Placement department to authenticate the

application for early joining.
3. Process flow chart included.

STAR Written application Application with Recommendation letter

T from following documents from Placement
Students 1. Copy of offer letter/ Department
joining letter/appointment
letter
2. Placement & Company
Final letter stating the date
of Joining.
Deans Approval
END

9 Business Internship (BI)

It is mandatory for student to undertake a 3-month Internship in an industry at the end of 3rd
trimester. The Institute has a policy of recognizing the Best Summer Project based on the
marks/grades secured. The BI process is as follows:
1. All placements for internship are to be routed through the Placement Cell-(PC)
2. Each student has to submit his / her resume in the prescribed format by a specific date
stipulated by the PC;
3. There is no limit on the number of applications a student can make for internship as long as
the student has not received a confirmed offer for internship;
4. Short listing of students through their resume is invariably done by the Companies
themselves on the basis of information supplied by the student in their application.
5. In case a Company insists on short-listing process to be done by the Institute, same will be
done on the basis of available grades at that time. If trimester grades are not available, the
past performance of the students will be taken into consideration;
6. Once a student makes an application to a Company and the Company requires him/her to
undergo the selection process (test, group discussion, interview, etc.), it is mandatory for
the student to participate in the process unless he/she is already given an offer by another
Company;

Page | 26
 7. The moment the First Offer is made to a student; it will automatically
exclude him/her from the next process. Subsequently he/she is not
allowed to sit for or change his internship to any other company.
Attempts to do so will render the student ineligible for Final Placement.
8. It is the Institute’s responsibility to place students for the Business internship. However, if
a student wishes to try on his/her own for internship s/he will be allowed up to Mid-January,
after which s/he will have to do the training in the Companies where the Institute posts them.
9. The students will be required to complete their internship and submit a copy of:
a) Their complete project report, Spiral bound hard copy and a soft copy.
b) The completion certificate duly signed by the Organizational Guide should be included
in the project report.
c) Evaluation of the project from the Company in the prescribed format.
d) In case a company does not allow a student to share a data of his/her internship report
with the Institute, the student will have to obtain a certificate from the project guide on
the letter head of the company. The student will have to submit a copy of the
methodology and other information to the Institute.

10. Withdrawal:

8.1 From Courses: A student can request for withdrawal from any elective course, provided this
withdrawal does not affect the graduation requirements of the student in terms of total number of
credits required. The student in such a case has to pay a sum of rupees five thousand if the course has
completed five sessions.

8.2 From Term: A student can withdraw from the term due to ill health or any other valid reasons.
Such students need to register themselves for the foregone term in the next offering.
8.3 From Program: A student may withdraw anytime from the PGDM program citing reasons.
Such students will be deemed to have discontinued from the program.

In all the above cases the written request needs to be submitted to the PGDM Office and for approval
from the Dean – Academics.

Page | 27
11. Discontinuation from the Program
A student may be recommended for Discontinuation from the PGDM program by
the Disciplinary or the Examination Committee. In case of uninformed absence of
more than 4 weeks, a student will automatically be deemed to have discontinued
from the program.

12. Merit Scholarships

KIAMS offers scholarships to encourage meritorious students.

Scholarship is awarded to meritorious students as follows:
 Students from CAT/ XAT/CMAT/GMAT/MAT entrance exams having 95 percentiles
and above are eligible for a concession of Rs. 1, 00,000/- in the total course fee.
 Students from CAT/ XAT/CMAT/GMAT/MAT entrance exams having 90 up to 95
percentiles and above are eligible for a concession of Rs. 60,000/- in the total course fee.
The concession will be applied from the sixth installment of the fees, and will be linked to
academic and behavioral performance during the PGDM course. It will be disbursed as follows:
 Those eligible for Rs. 1,00,000/- concession will receive a rebate in sixth Installment
provided the previous 3 semester’s GPA/ CGPA is 3.30 or more, and there are no
disciplinary issues till the installment date.
 Those eligible for Rs. 60,000/- concession will receive a rebate in sixth Installment
provided the previous 3 semester’s GPA/ CGPA is 2.85 or more, and there are no
disciplinary issues till the installment date.

Page | 28
 IV STUDENT AFFAIRS

1. Leave process:

The Standard Operating Procedure for Student Leave Request

Format of forms

A. Student Leave form no. 01. To be used for general reasons.

B. Student Leave form no. 02. It will be used for medical reasons.
C. Student Leave form no. 03. It will be used in case of emergencies.
Requests for leave
The PGDM forms are designed for leave request by students. These forms will be available with the
students and also at the PGDM office during working hours. The contact person in the PGDM office will
be Ms. Shweta.
A. Student Leave form no. 01
 PGDM office should receive an e-mail from parent/guardian and upon verification of
authenticity of the case, the leave may be sanctioned.
 Students should fill this form when the reason for leave is general such as “night out,
home visit etc”. This form will not be applicable and accepted for any reasons other
than those mentioned above.
B. Student Leave form no. 02
 PGDM office should receive an e-mail from parent/guardian. Upon the verification of
the authenticity of the case, the additional leave (beyond 15%) may be granted.
 Student should fill this form only when there is a medical emergency and it needs to
be approved beyond 15% of the attendance norm.
 This form has to be submitted with a medical certificate from the college appointed/
approved doctor.
C. Student Leave from no. 03
 PGDM office should receive an e-mail from parent/guardian. Upon the verification of
the authenticity of the case, the additional leave (beyond 15%) will be granted.
 Student should fill this form and submit in case of an emergency situation, like a
critical situation or a mishap/loss of immediate family member. This form will not be
applicable and accepted for any other reason than the one’s mentioned above

Page | 29
 FLOW OF PROCESS FOR SANCTION OF LEAVE

Receipt of e-mail from the parent/guardian to the PGDM office.

Receipt of dully filled leave form at the PGDM student from the
student.

Validation of form and reason by the PGDM office.

Recommendation of the approval by the PGDM office to the Dean

Academics.

Final Approval by Dean (Academics).

Confirmation e-mail to the student and administrative office within

24 hours

Submission of Photocopy of the dully filled Gate Pass to the PGDM

office for record

Submission of Original Gate pass to Admin office by student for

further process

Filing of the form in the PGDM office for record

Page | 30
 2. Grievance redressal:

Grievance redressal procedure is designed to maintain a conducive and unprejudiced

environment. The procedure for handling grievances is as follows:

i. An aggrieved student shall first present in writing his / her grievance to his / her Area
Chairperson. Area chairperson should address the grievance within one working day and resolve
at the earliest.
ii. If the redressal of the grievance is unsatisfactory, the aggrieved student may forward his / her
request to the PGDM office within two working days.

iii. If the aggrieved student is not satisfied with either of the outcomes, he / she may choose to bring
the matter to the notice of the Grievance Redressal Committee which consists of the Dean
Academics, Two Faculty members and the Admin in charge.

iv. They will address and resolve the issue within a pre-specified time period depending on the
gravity of the issue

v. If the aggrieved student is still not satisfied, he / she may forward his request to the Director
within two working days. The Director will take a suitable and appropriate decision in this matter
and communicate the same to the aggrieved student within two working days. The decision taken
by the Director shall be final and binding.

3. Issuances
For any type of issuances such as Bona-fide certificates, demand letter for fee disbursement or
duplicate Score Card, Letter of participation.

Steps followed:
1. An e-mail is to be sent to the PGDM office stating the purpose of the application.
2. The PGDM office will revert within 24hrs subjected to the type of certificate requested.
3. The student can come and collect the letter/certification at the time and date stated by the
PGDM office.
4. All issuances that can be generated in the PGDM office itself, must be processed within 2
working days after the receipt of the email from the student.

Page | 31
 4. Record Keeping
4.1 Admission Register/Student Profile/Contact Details
This will be maintained in soft copies in the PGDM office batch wise. It will be
maintained as submitted from Admission Department.
4.2 Academic Grade records
The records are maintained in the exam section but PGDM office will maintain a file in the Batch
wise folder.
4.3 Leave applications:
To be maintained in box files batch wise. Each category will be defined using separators.
4. 4 Receipt of certificates:
An acknowledgement is taken on a photocopy of grade card from student when the original is
issued.
4.5 Graduation certificate:
A scanned copy of each graduation certificate will be maintained in the PGDM office.
4.6 Evidences of courses:
The evidences will be stored in the record room with proper labeling and filing
4.7 Syllabus and session plans:
These will be procured from concerned faculty and duly maintained in hardcopy as well as soft
copy.

Page | 32
 V ANNEXURES

Revaluation Form
The Dean,
Kirloskar Institute of Advanced Management Studies
Pune

Dear Sir,

I wish to apply for Revaluation

Trimester______________
Sub. _________________________________________________
Faculty. ______________________________________________

As per Handbook of Information 2018-2020 under clause 11, I am required to pay the Revaluation fee of Rs. 200/- (per
question revised) * ____(no. of Questions) =Rs._______ (Total) to the accounts department. In case Revaluation results in
change of marks, 200/- of the Revaluation fee for that question will be refunded to me for each questions.

After an appeal is made to the Director, any change in marks will be binding on the student. Any further complaint will be
treated as frivolous and dealt with accordingly.

Q. No. to be Re-evaluated Justification for re-evaluation Remark

Signature _________________________

Name & Roll No __________________________

Date: ______________________

Page | 33
 Participation in Conference/B-School Events

Date:………………….

The Dean Academics

Kirloskar Institute of Advanced Management Studies (KIAMS)

Pune

Through: - Students' Affairs Cell

Dear Sir,

I would like to , present a paper in the national conference organized by____________________

__________________________________________________________________

from_______________to_______________________ /

Participate in_________________organized by___________________________

from______________to_________________ to represent KIAMS in____________

This is also to inform you that this is a national/International conference/convention. I may please be granted leave for
attending the same, from _________________ to________________

Relevant documents in support of my application are enclosed for kind reference.

Thanking you,

Yours sincerely

Signature__________________

Name __________________

Roll No. __________________

Page | 34
 NO-DUES FORM

Name of the Student: ______________________________________________

Student Roll No :______________Hostel Room No :_____________________

Residential Address (Permanent) :____________________________________

________________________________________________________________

________________________________________________________________

Telephone No. (Residence)_______________Cell No._____________________

E-mail ID (Personal) :_______________________________________________

Departments Items Pending Amount Pending Signature

Computer Computer Centre

in Charge

Library Librarian

Mess Mess in Charge

Hostel Hostel Warden

Placement Office Placement in Charge

Accounts Accounts in Charge

(Signature of the Student)

Page | 35
 Permission for students to go out of campus

Student Name _____________________________________________of First /

Second Year
Roll No.: ___________________

Leaving Campus Returning to Campus

Date Time Date Time

Address of the place visiting: Purpose of the visit:

Telephone No.
Reasons for Absence*:

Sr No. Class to be missed Date Faculty Signature

THE FOLLOWING INCHARGE SIGNATURE IS MUST

1. Placement In-Charge 2. PGDM In-charge 3. Hostel In-charge

Student Signature Head Admin. / Director

* Students are required to give a confirmatory declaration that they have informed their parents about
their going out of campus and also the purpose for such visit.

Note: Before approaching the Director/ Head Admin for final approval, consent/approvals from
operating functionaries must be obtained without which final approval will not be sanctioned
The Security is required to ensure about all respective approvals.
(Security)

Page | 36
 UNDERTAKING
To,
The Dean Academics
Kirloskar Institute of Advanced Management Studies (KIAMS),
GUT No. 356, 357, Near Tata Foundry, Village Dhamane,
Maval Taluka, Pune – 410 506

I the undersigned Mr. / Ms. _______________________________ Son/Daughter of

______________________________resident of __________________________ hereby undertake to
fulfil the conditions voluntarily at the time my admission to PGDM Course in Kirloskar Institute of
Advanced Management Studies (KIAMS), Pune for the academic year 2019 – 21.
1.I do hereby undertake to state that, I have read the student handbook issued by KIAMS and I am fully
aware of the PGDM admission and rules mentioned in Student Handbook of Kirloskar Institute of
Advanced Management studies and agree to abide by all the conditions mentioned in the same till my
completion of my academic session 2019 – 21.

2.I hereby agree to pay the Tuition and other fees prescribed by KIAMS for PGDM Course for the
academic year 2019 – 21 as well in the subsequent years of the duration of the Course. I also agree to
meet any financial implications or other consequences as a result of me giving false information.

3.I hereby authorize you to cancel my admission for the PGDM course in the event of my failure to fulfil
any of the above conditions and for any false information given in order to obtain admission to course
and for any misconduct like ragging, harassing and disturbing the community norms of KIAMS during
the PGDM course.

4.I hereby undertake to fulfil to all the above conditions and also undertake to abide by any other rules
and regulations that may be framed by the Government / Management with regard to my admission as
well as fees payable.
Place: Pune Signature
Date: Name: ______________________
Address: ______________________
______________________

PARENT / GUARDIAN
Signature Relationship
Name: ______________________ _______________
Address: ______________________

Page | 37
 Change of Address (Including e-Mail)

Name : ................... ........................................

ID No : ................... ........................................
Program : PGDM Batch____ (The Class of 20___)
Campus : ................... ........................................

E-Mail : ................... ........................................

To
The Head Administrator,
KIAMS - Pune

Dear Sir,
I am giving below my new postal/e-mail address, which is/will be effective from
_____________________________________. Please make the necessary
changes in your official records and send all future communication to my new
address.
Name (Mr/Ms) ______________________________________________________
Address _____________________________________________________
______________________________________________________
__________________________________________City:
___________________ State: _______________ Pin: _________
Telephone: Off:_______________Res: _______________________________
E-mail ____________________________ Fax: __________________________

Signature of the Student Signature of Parent/Guardian

Date: Date:
DON’T TEAR USE PHOTOCOPIES

Page | 38
 Duplicate Copy of PGDM Certificate

Name : ........................ ....................................

ID No : ........................ ....................................
Program : PGDM Batch____ (The Class of 20___)
Campus : ................... ........................................
Address : ........................ ....................................
........................ ....................................
Tel : ............. ..........

E-mail:

To
The Dean Academics,
KIAMS

Dear Sir,
Please issue me duplicate copy of PGDM certificate of Mr/Ms. ____________________
With R. No. _____________of Batch _______ .

Demand Draft drawn in favour of “Kirloskar Institute of Advanced Management

Studies” payable at Harihar or Pune is enclosed.

Name of Bank DD Number Date Amount Rs.

* Rs.100 per additional copy of Grade Sheets; * Rs.250 per additional copy of Transcript.
Encl: FIR

Date: Signature of the Student

DON’T TEAR/USE PHOTOCOPIES

Page | 39
 Application for Duplicate Fee Receipt

Sir,
I have lost my original Fee Receipt. Kindly issue me a Duplicate of the same. I give below the particulars required by you.

Fee Receipt: Year :…………..… Hostel Fee Receipt: Year: ………….

Name: ………………………………………………………………………………….

(Surname) (Name) (Middle Name)

Course: ……………………………………..…… Academic Year :…………………..

Student/G.R. No. …………………………………………. Roll No. …………………………...

Thanking You,
Yours Faithfully,
………………………………

(Student’s Signature)

--------------------------------------------------------------------------------------------------------

DUPLICATE FEE RECEIPTS WILL BE ISSUED AFTER 7 DAYS:

Office Remarks:

Receipt No :…………………………… Date: ………………………….. For Rs.100/-

……………………………….

(RECEIVER’S SINGNATURE)

Page | 40
 Student Undertaking with respect to the Student Guidelines

(Submit this form to your Course Coordinator latest by July 20, 2019)

I, ________________________________________________________ have read the Student Guidelines of KIAMS, enclosed

carefully and have understood its contents and their ramifications. I will always uphold the values and honor of the KIAMS. I
promise to fulfil my responsibilities as a student and a human being and treat my colleagues, Staff and Faculty with dignity and
respect. I hereby declare that I will follow the Student Guidelines and in case of a violation, consent to action, in accordance
with the Management’s decision.

I hereby agree to abide by the rules and regulations of KIAMS in my role as a participant of this program. I agree that
KIAMS has the right to make any changes as it may deem fit in terms of the program content, name of the Degree /
Diploma, duration, method of delivery, faculty, refund policy, evaluation norms, standard of passing, guidelines, etc. I
also agree that in case of any dispute or differences about the program, the decision of the Governing Council of KIAMS
will be final and binding on all the participants.

Signature: ___________________________________________________________

Name: ____________________________________________________________________________________

(First Name) (Middle Name) (Last Name)

Date of Birth: (dd/mm/yy) ________________________________

Program: Post Graduation Diploma in Management (PGDM Program)

Roll Number: _______________Email ID: _________________________________________________

Address for Correspondence:

____________________________________________________________________________________

____________________________________________________________________________________

Contact Phone Numbers:

Office: Residence: Mobile:

For Office Use:

Date of Receipt:

Signature of Course Coordinator:

Page | 41
 Student Leave form no. 01
Student Leave request -General
To, Ref no:
The Dean –Academics
Kirloskar Institute of Advanced Management Studies
Pune -410506
Date:

I Mr/Ms ______________________________________, a student of KIAMS, having roll no.

__________________ from batch _______, wish to apply for leave for the following
reason,___________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________________________________________________ for ____________________ days.
Undertaking & Declaration:

1. I am eligible to take leave for 4 sessions per course for a 3 credit course and 3 sessions per course
for a 2 credit course as it falls within 15% criteria of attendance as per the stated norms.
2. If my leave exceeds the 15% approved criteria I agree that I will not be able to attend the end term
examination.
3. I will attend the re-exam scheduled for my batch and accept that I may get maximum B-grade marks
for that course.
4. My parents/guardian are well aware of the consequences that will be applied on sanction of this
leave.
5. Leaving the campus will be at my own risk.

I have read and I accept the above mentioned consequences. I take complete responsibility of
the consequences that I may face if the norms of the institute are not adhered to.
Kindly approve my leave.
Thanking you,
Yours sincerely,

Name and Signature

_________________________________________________________________________________

PGDM Recommendation:

Approved

Not approved
Dr. Bidyanand Jha
Remarks (if any):
Associate Dean (Academics)
Student Leave form no. 02
Kirloskar Institute of Advanced Management
Studies- Pune Page | 42
 Student Leave request –Medical Emergency
To, Ref no:
The Dean –Academics
Kirloskar Institute of Advanced Management Studies
Pune -410506
Date:
I Mr/Ms ______________________________________, a students of KIAMS, having roll no.
__________________ from batch _______, wish to apply for leave for the medical
reason,___________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________________________________________________ for ____________________days.

Undertaking & Declaration:

1. I am eligible to take leave for 4 sessions per course for a 3 credit course and 3 sessions per course
for a 2 credit course as it falls within 15% criteria of attendance as per the stated norms.
2. I am aware that, the additional leave is only granted to me on medical emergency certified by the
campus doctor.
3. If my leave exceeds the granted leave, I agree that I will not be able to attend the end term
examination of the courses where the absenteeism is beyond the permitted.
4. I will attend the re-exam scheduled for my batch and I am aware that it will be considered as first
attempt and normal grading policy will be applicable.
5. My parents/guardian are well aware of the consequences that will be applied in case the consumed
leave is beyond the sanctioned/approved leave.
6. Leaving the campus will be at my own risk.

I have read and I am fully aware of the above mentioned consequences. I take complete
responsibility of these consequences that I may face if the norms of the institute is not adhered
to.
The reason of this leave is only due to a medical emergency.
Kindly approve of my leave.
Thanking you,
Yours sincerely,

Name and signature

_________________________________________________________________________________

PGDM Recommendation:

Approved
Not approved
Remarks (if any):
Dr. Bidyanand Jha

Associate Dean (Academics)

Kirloskar Institute of Advanced

Management Studies- Pune Page | 43
 Student Leave form no. 03
Student Leave request –Mishap/Family Emergency

To, Ref no:

The Dean –Academics
Kirloskar Institute of Advanced Management Studies
Pune -410506
Date:
I Mr/Ms ______________________________________, a students of KIAMS, having roll no.
__________________ from batch _______, wish to apply for leave for there as on
being_____________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________ for __________________ days.

The reason that has been stated is true and legitimate.

Undertaking & Declaration

1. I am eligible to take leave for 4 sessions per course for a 3 credit course and 3 sessions per course
for a 2 credit course as it falls within 15% criteria of attendance as per the stated norms.
2. I am aware that, the additional leave is only granted to me because of the sudden mishaps or family
emergency.
3. I take the responsibility of attending the examination and other assessment needed for my course as
scheduled by the institute.
4. In case I am unable to attend the examination, I will attend the re-exam scheduled for my batch and
agree that I will be eligible to get maximum B-grade marks for that course.
5. My parents/guardian are well aware of the consequences that will be applied in case the consumed
leave exceeds the approved/sanctioned leave.
6. I will be solely responsible to manage my internal assessments and other submissions, i.e. to get the
consent of the concerned faculty of each respective course that I miss
7. Leaving the campus will be at my own risk.
I have read and I am fully aware of the above mentioned consequences. I take complete responsibility of
these consequences that I may face if the norms of the institute is not adhered to.

The reason of this leave is only due to a mishap/family emergency.

Kindly approve of my leave.

Thanking you,
Yours sincerely,

Name and signature

______________________________________________________________________________

PGDM Recommendation:
Approved
Not approved Remarks (if any):

Dr. Bidyanand Jha

Associate Dean (Academics)

Kirloskar Institute of Advanced
Management Studies - Pune Page | 44
Examination Process Manual

Standard Operating Procedures

Page | 45
 Index
Vision 50
Mission 50
Objectives 50
Examination Functions 50
1. Pre – examination 50
2. Actual conduct of examination 50
3. Post examination 50
Workflow of examination 51
Board of examination 52
Objective 52
Structure 52
Powers and duties of board of examination 52
Selection procedures of BOE Members 52
Honorarium to subject experts of BOE 53
End term exam policy 53
Confidentiality of work 53
Appointment of supervisor & supporting staff 53
Attendance Rosters 53
QUESTION PAPER SETTING 53
Examination Policy and Examination Section Policy 54

Supervision 54
Distribution of Question Booklets to Students 54
Opening of Question Booklet covers 54
Attendance 54
Unfair Practices 54
Collection of Answer Books 54

Queries on Question Papers 55

ACTIVITIES AFTER THE EXAMINATIONS 55

EVALUATION OF INTERNAL, END TERM PAPERS AND RE – 55
EVALUATION
For Internal Exams 55
For End Term Exams 55
MAKE – UP AND RE - EXAMINATIONS 56
Absence from Exams 56
Internal Assessment 56
End – term Exams 56
Student Re – Exam/Makeup/Supplementary Policy 56
Student Failing In Internal Assessment 56

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 Student Failing In Term End Exam 57
Fees for Re – exam/Makeup/Supplementary Exam 57
Grading Policy 59
Pre – requisite for Course- wise Grading 59
Grade Point Average (GPA) and Cumulative Grade Point Average 59
(CGPA)
Conversion of marks to Standardized – scores 59
Conversion of Standardized Score to Letter Credit 60
Conversion of Letter Credit to Grade Point 60
Grade Point Average (GPA) Calculation 61
Cumulative GPA (CGPA) Calculation 63
INTERNAL ASSESSMENT POLICY 64
Malpractice in Examination Policy framework 65
UNFAIR MEANS 65
Consequences for using means during Trimester- end exams and 65
internal assessments
Academic Consequence 65
Financial Consequence 65
Placement Consequence 65
Other Consequences 66
Grievance Redressal for examination section process and timelines 67
a. Policy for a student failing in internal assessment 67
Central Assessment Program (CAP) Policy 68

Pre – Assessment Work 68

Actual Assessment Work 68
Post – Assessment work 68
Examination Procurement Policy and SOP 69
Requirement includes 69
Standard Operating Procedures 69
Procurement 70
Functional activities of Examination 71
Readiness of examination environment to conduct exams 72
Distribution of answer sheets/exam papers to supervisors 74
Masking of answer sheets to hide student’s Identity 76
Identify evaluator to evaluate answer sheets 77
Compilation internal assessment and end term marks 78
Grading of student’s as per grading decided 80
Declaration of result to the students 81
Grievance handling such as unfair practices 82
Procedure to be followed by Investigation Committee 83
RECORD KEEPING 84
ANNEXURES
Annexure – I 85

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 Annexure - II 86
Annexure - III 87
Annexure - IV 88
Annexure - V 89
Annexure - VI 90
Annexure - VII 91
Annexure - VIII 92

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Vision
To deliver examinations that reliably assesses student’s knowledge skills and
abilities to help in achieving ultimate objective of the courses.

Mission
1. To design exam process with continuous improvement.
2. To administer examinations that fairly allow evaluating student’s learning.
3. To set exams in order to assess whether students have been benefitted or not from the course
as expected.
4. To provide professional environment for conducting examinations.
5. To maintain accepted procedure.

Objectives
To provide a set of policies to assist Dean (Academics), Examination Controller and other staff
members to ensure smooth conduct of examinations.

Examination Functions
1. Pre-examination
a. Readiness of question paper
b. Readiness of examination environment to conduct exams.

2. Actual conduct of examination

a. Distribution of answer sheets/exam papers to supervisor.
b. Collection of answer sheets from students by the supervisor.
c. Grievance handling such as unfair practices.

3. Post examination
a. Masking of answer sheets to hide student’s identity.

b. Identify evaluator to evaluate answer sheets.

c. Compilation of internal assessment and end term marks
d. Grading of student’s as per grading policy decided.
e. Declaration of result to the students.

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 Workflow of examination

Start
PREPARATION OF
IDENTIFY STATIONARY EXAMINATION TIME TABLE &
GET INFROMATION ABOUT
COURSES, TEACHING REQUIREMENT & PREPARETION INFORM STUDENTS
The aim of this book is.
FACULTY FROM PGDM OF LIST
OFFICE

PREPARE BUDGET AND IDENTIFY INVIGILATORS AND

SEND COMMUNICATION TO
APPROVAL OF BUDGET PREPARION OF INVIGILATION
FACULTY MEMBERS TO
SCHEDULE
OBTAIN QUESTION PAPER

INFROM ADMN TO PROCURE

FORMAT QUESTION PAPER EXAM REQURIEMNT EXAM HALL AND SEATING
AS PER THE QP TEMPLATE ARRANGMENT

RECEIPT OF MATERIAL AND

SEND QUESTION PAPERS RECORD KEEPING
FOR REVIEW TO AREA
CONDUCT OF EXAMINATION
CHAIRS

SEND QUESTION PAPERS TO

BOE FOR SELECTION

EVALUATION OF ANSWERBOOKS

Y
Any
changes
suggested PREPARATION OF RESULT &
by BOE GRADING

N
DECLARE THE RESULT End
PRINT QUESTION
PAPERS AND SEALED
THEM IN ENVEOLPES

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 Board of Examination
Objective
The board of examination is the statutory authority for making policy decisions in regard to check
mapping of internal assessment and questions papers set by the paper setters with course outcome,
selection of questions papers for end term examination and improving the systems of examinations as
per NBA requirement.

Structure
Office bearers
 Director
 Dean Academics
 Senior Professor
 Controller of Examination
 Subject Experts

Powers and duties of board of examination

 The Board of Examinations shall ensure proper organization of examinations
 The Board shall meet at least once in each academic term.
 To undertake, exercise and experiment in examination reforms
 The board of examination shall ensure/review question papers as per the course
outcome and select the question paper accordingly.
 The board shall ensure internal assessments done by the professors are as per the course
outcome and shall suggest changes if required.
 The board shall ensure the question paper prepared by professor is as per the NBA
requirement and suggest changes if required.

The Board shall obtain three sets of question papers in sealed covers in the respective subject. The
board shall select one question paper from each sealed covers. The selected papers shall be sealed in
cover and handed over to controller of examination for printing.
The Board shall arrange for strict vigilance during the conduct of the examinations so as to avoid use
of unfair means by the students, teachers, supervisor, supervisors, etc.

Selection process of BOE Members

 Director, Dean (Academics) and controller of examination are the default members of
board of examination.
 Dean (Academics) should nominate two senior professors as a member of board of
examination.
 Senior professor should have teaching experience of 5-10 years and knowledge of
Blooms Taxonomy structure.
 The senior professors will serve for maximum two terms of three years each as a
member of board of examination.

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Honorarium to subject experts of BOE
 Institute will make lodging and boarding arrangement of subject experts who
are outside the institute.
 Rs. 5000 should be paid to each subject expert toward honorarium.
 All actual conveyance should be paid to subject experts.

End term examination policy

The Dean will be the Chief of all examinations taking place at the Campus. However, the dean can
nominate a senior member to discharge the responsibilities of the Chief of examinations, preferably
the controller of examination.

Confidentiality of Work
Chief of examination, Dean Academics, Controller of Examination, Question Paper Setters, Evaluators
and staff involved in examinations activity are required to maintain confidentiality in all matters
pertaining to examinations.

Appointment of supervisor& Supporting Staff

For every 30 students, appointment of one supervisor is recommended. Departmental staff of the
campus would act as supervisor. In case the strength of the staff is inadequate, the staff of other
departments may be utilized.

Attendance Rosters
Examination Department should prepare attendance sheet day wise, session wise, course wise,
examination hall wise as per Format given at Annexure V.

QUESTION PAPER SETTING

Question papers are to be prepared by course teaching faculty at Campus.
Controller of Examination is required to plan the following activities at the commencement of a
Semester:
 In campus, the teaching faculty for the course will set three question papers. These question
papers should be submitted to Controller of Examination of the Campus.

 The question papers are to be prepared on the basis of guidelines given at Annexure II and to be
submitted with details of questions given at Annexure III within the time stipulated.

 Formulae: While setting the question paper, any question paper setter who feels that for a given
question the required formula must be provided to students to answer the question, he/she may
provide such formula not giving directly under the relevant question but giving the same at the
end of the question paper along with few other formulae not relevant to the question in order to
test the ability of the student.

 The three final question papers submitted for each course are to be converted into the standard
question paper layout as per the format enclosed as Annexure-IV.

 Board of examination will select the Question Paper for main examinations keeping the other
question paper for use in exigencies.

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 Examination Policy and Examination Section Policy
Controller of Examination has to plan the following:

 Readiness of Question Papers

 Readiness of answer books and additional sheets

 Graph Sheets and other relevant stationery material

Supervision:
The Controller of Examination should ensure that minimum one supervisor is allocated for each hall
and invigilator is present at all times during the examination

Distribution of Question Booklets to Students

Supervisor are to distribute question booklets to students strictly as per the time schedules.

Opening of Question Booklet covers

Controller of Examination is required to ensure the following prior to the opening of the covers
containing Question Booklets:

i. The covers containing question booklets for each course should be opened 5 minutes before the
commencement of the examinations.

ii. Check the covers containing question papers for the information written on the cover, like exam
date, program, course title, course code and timing and ensure that it matches with the exam
scheduled for that session / day.

iii. The covers containing question papers shall be opened by Supervisor in front of the student
deployed for the day.

iv. Controller of Examination and Supervisor are to check and verify program, course title and code
mentioned on the question paper tallies with the exam scheduled for the day/session.

v. Arrange to count and distribute the number of question papers and other exam material required
for each exam hall after taking signatures from the respective Supervisor.

Attendance
Supervisor are advised to complete signing on the answer sheets after checking the details to be filled
in by the student and update the attendance as per the Attendance sheet.

Unfair Practices
Supervisors are advised to follow the laid down procedure while dealing with unfair practices
explained in detail separately.

Collection of Answer Books

At the end of examinations, Supervisor are to collect and count the answer books against the
attendance details, record them course wise and semester wise and pack them accordingly. The

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packages are to be handed over to the Controller of Examination after duly signing in
the Taking over / Handing over Register.

Queries on Question Papers

When such occasion arises, students should be asked to write the answers with their own assumptions.
While doing so, they should clearly mention at the beginning of the answer with what assumption they
attempted to answer the question.

In the event of students submitting any representation on their doubts, the representation may first be
scrutinized by teaching faculty and his comments may be taken in writing. Simultaneously, the
Controller of Examination should obtain the comments of the question paper setter on the
representation made by the students. The Director after thorough examination of the case may decide
the course of action to be taken. The answer scripts of the students must be evaluated in light of the
decision taken by director.

ACTIVITIES AFTER THE EXAMINATIONS

At the end of each examination the Supervisor should hand over the answer books properly packed to
Controller of Examination along with a report consisting of following details:

 Number of students present and number of students absent for the examination
 Course Title & Code
 Roll No. of the student absent from the examination
 Name of the student absent from the examination

On completion of this exercise, masking of answer books could be done and hand over the answer
books to the teaching faculty on the same/next day so that evaluation of answer books can be started
by the teaching faculty from the 2nd day onwards, to complete the evaluation exercise in time.

EVALUATION OF INTERNAL, END TERM PAPERS AND RE- EVALUATION:

The teaching faculty would evaluate the answer books and submit the same to Controller of
Examination along with a statement of marks.

For Internal Exams:

 Evaluated answers scripts of internal examinations will be shown to students. However, students
will not be allowed to take away answer scripts.
 For class assessment (internals), any queries regard the marks obtained will have to be directly
discussed and concluded with the faculty member concerned before the marks are submitted to the
exam department

For End Term Exams:

 End-term answer papers will be shown to the student for review.
 If a student feels the need for revaluation, s/he must make a written representation as follows:
 The student must justify in writing why there should be a revaluation.

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 This written justification should be submitted to the PGDM office along with a
fee of Rs.200/- per question asked to be revaluated. This should be within 3 days
from the declaration of marks or as a date specified by the exam department.
 The written justification will be sent to the concerned faculty for revaluation.
 If the faculty accepts the student’s contention and revises the marks upwards for that question, the
Rs 200/- will be refunded to the student.
 If for any answer there is no upward revision, then the Rs 200/- for that question will be forfeited
by the Institute.
 Students are strongly advised not to approach or negotiate orally with a faculty for revaluation,
unless the faculty invites the student for a discussion on the revaluation. If it is reported that
students have approached a faculty directly and personally, then disciplinary action will be taken
as required on a case-to-case basis.

MAKE-UP AND RE-EXAMINATIONS

Students are not allowed to miss any tests, quizzes or examinations without a valid reason with the
prior approval of the Director for the end-term exam. For internal assessment, approval should be by
the course faculty

Internal Assessment
All internal assessment (40 marks) decisions will be solely that of the course faculty for
internal assessment’s (tests, quizzes, etc.) missed with prior approval. Make-up
assessment will be decided by the course faculty concerned. This will have to be settled
before grades are submitted to the PGDM office. The matter is closed thereafter. Absence
from any internal assessment component, without prior permission of the course faculty,
will be awarded zero marks in that component and students will have to undergo the
consequences if they fall short of minimum criteria for passing.

End-term Exams
In the case of end-term exams being missed for any valid reason as approved by the
Director, the student can take the same when the exam is held again. This will be treated
as “first attempt” and will not attract re-exam fee. This will be an end-term paper for 60
marks and the internal marks will be carried forward. The interim grade card will be
marked “Z”.

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 Absence during end-term exams without prior permission will lead to the
following consequences will apply:
i) The student will be marked “Z” for that paper on the grade card.
ii) They will take the exam as a “second attempt” attracting payment of fees of Rs.
5000/- per paper and will be graded to maximum of B-.
iii) Their parents will be informed about the absence.

Student Re-Exam/Makeup/Supplementary Policy.

Student Failing In Internal Assessment:
Student will have one chance to clear internals, subject to discretion of Board of Examination.
In case the student fails again, s/he will have to appear for the second and last re-exam along
with the next batch. A 60 marks paper will be given to the student and the score will be scaled
to 100 marks. A student is expected to get 45% to pass, B- being the maximum grade. In case,
s/he still fails, s/he will be out of the program.

Student Failing in Term End Exam

All students are expected to attend all timetabled examinations (Internal and End Term).
Absence is NOT permitted.
This rule will not apply in case a student does not attend the end-term exam due to serious
illness, which is certified by the campus Doctor based on the document(s) of a Specialist
Doctor.
Only in the case of serious illness, where the student has taken prior approval from the Director
with supporting document will it be considered as First Attempt, not as re-
exam/makeup/supplementary exam.

For all other cases the following consequences will apply:

 Student will be promoted to next Trimester and will have only one chance to clear
his/her backlogs in next Term.

 Student’s scores will not be considered for award of ranks.

 Student who fails in a course and appears for re-exam will be awarded a maximum
grade of B-.

 The re- exam fee will be Rs.1500/- per paper.

 Student who fail in re-exam/supplementary will have following consequences:

Page | 56
 · Will not be eligible for convocation.
· Will not be eligible for placements.
In case the student fails again, s/he will have to appear for the second and last
re-exam along with the next batch. A 60 marks paper will be given to the student and the score
will be scaled to 100 marks. A student is expected to get 45% to pass, B- being the maximum
grade. In case, s/he still fails, s/he will be out of the program.
A student should not have “F” in any course at the time of Convocation and Placements. If a
student has an “F” in any Term, s/he will not be eligible for the Convocation and for
Placements.

Fees for Re-exam/Makeup/supplementary Exam

The following table captures the different Re-exam fee categories

Category Refer Section Fees per re-exam

Using unfair means in exams and tests 14.1.2 Rs 10000/-

For being absent from the original exam without 16.1.2 Rs 5000/-
permission

For being absent from the original re-exam with 16.2.2 Nil
permission

For Re-exam/Makeup/supplementary 16.2.2 Rs 1500/- per course

Grading Policy
Pre-requisite for Course-wise Grading
i) Internal marks (out of 40) will be submitted by the course faculty. Any queries regarding
internal marks are in the exclusive purview of the course faculty and the PGDM office will

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 have no role. Once internal marks are submitted to the PGDM office by the
course faculty, it is treated as final.
ii) A student scoring less than 16 marks (40%) out of 40 in the internal
assessment and/or 24 marks (40%) out of 60 in End-Term examination will be declared
failed and allotted Grade “F”. Overall if a student scores less than 45 marks (45%) out of
100 will also be considered as FAIL (F).
iii) A student who has not taken an exam for any reason, with or without permission, will be
shown as “Absent” – marked as Z.

The detailed grading process is explained below.

Grade Point Average (GPA) and Cumulative Grade Point Average (CGPA)
In every course, the student is evaluated based on two components: continuous internal
evaluation and end term examinations. Marks from both components are added together to
arrive at the final marks. In each of the components, student must score a minimum of 40
percent of the marks to be declared as pass, and both components put together passing marks
is 45 percent. Any student scoring less than the minimum prescribed marks in each subject
shall be declared fail. All the students who have scored above 45 marks will be considered for
grading. Grading is done on relative based methods using statistics.

The grading is done in the following steps:

Conversion of marks to Standardized-scores

For a given course, marks obtained by each student will be converted to a standardized score
using following formula

(student mark − mean of class)

Standardize Score =
sample SD of class
Conversion of Standardized Score to Letter Credit
From the standardized scores calculated as mentioned in 1.3, a lowest score (negative number) is
identified. The highest score is a positive value of this negative number.
Once the highest number is thus calculated, a range of normal scores are made based on these
lowest and highest numbers. This range of normal numbers is then divided into nine equal baskets
and are named from A+ to C-.
A student’s standardized score is then matched into these baskets to decide a letter grade.

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The following table shows an illustrative example. If a student’s standardized
score for a particular course is 1.285, then the student will get an A+ for this
course.
Please note that for each course the basket scores will be different. Therefore, the same standardize
score may get a different grade depending upon the range that is generated for that particular
course.

Standardized Score Grade

-1.645 C-
-1.635 C-

-1.625 C-

-1.275 C
-1.265 C
-1.255 C
-0.915 C+
-0.905 C+
-0.895 C+
-0.545 B-
-0.535 B-
-0.525 B-
-0.175 B
-0.165 B
-0.155 B
0.185 B+
0.195 B+
0.205 B+
0.555 A-
0.565 A-
0.575 A-
0.925 A
0.935 A
0.945 A
1.285 A+
1.295 A+
1.305 A+

Notes:
a) This system has been tested for a class of as low as 10 students and is found to work
fine for grading.

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 b) If majority of the students get similar marks (e.g. 80 marks) in a
particular class, the grades are likely to hover around B.
c) The mean for a course to be revised every year by including the data
for past years for the same course to get robust results.
Conversion of Letter Credit to Grade Point
Once the grades are calculated as above, the following table will be used to convert the letter
grades to grade points.

Letter Grade Grade Point Equivalent %

A+ 9 100.00
A 8 88.89
A- 7 77.78
B+ 6 66.67
B 5 55.56
B- 4 44.44
C+ 3 33.33
C 2 22.22
C- 1 11.11
F 0 0

A % equivalent of a student scoring a grade point of 7.5 will be equal to

7.5
𝐸𝑞𝑢𝑖𝑣𝑎𝑙𝑒𝑛𝑡 % = ∗ 100 = 83.33 %
9

Grade Point Average (GPA) Calculation:

GPA is used to measure and monitor the student’s academic progress. It is the basis of their academic
standing and determines whether they are eligible to progress with their studies at the KIAMS.

The GPA is calculated by dividing the sum of all grade points by the sum of all credits
attempted. Courses where the student has been designated as either AU (Audit) or AB (Not
appeared / Not permitted) are not included in GPA calculations.
GPA calculations are done in four steps:
a) We convert the letter grade for each course to a Grade Point Value. Note that notations
of AB (Not appeared) are not included in any GPA calculation.
b) We calculate the Total Number of Grade Points for each course by multiplying the
course’s Grade Point Value by the number of credits assigned to the course.
c) We calculate the sum of the attempted course credits for the Term. Then we add up the
total number of Total Grade Points.

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 d) Finally, we calculate the Grade Point Average by dividing the total
number of grade points by the sum of the attempted credits.

C1G1  C 2 G 2  C 3G 3  .............
GPA 
C1  C 2  C 3  ............

Where C1, C2, C3….denote Credits associated with the courses taken by the students and G1,
G2, G3…..are the grade points of the letter grades awarded in the respective courses in a Term.
On the other hand, the value added courses or the Non letter grades obtained in a course will
not alter the GPA, since the same are not accounted for in the GPA calculation.

This table illustrates an example of a GPA calculation:

Grade
Grade
Course Grade Credits Credit
Point
Points

1GC01 A 8 3 24
1GC02 A+ 9 2 18
1GC03 B- 4 3 12
1GC04 B+ 6 3 18
1GC05 C 2 3 6
1GC06 C+ 3 3 9
1GC07 B- 4 2 8
1GC08 B 5 3 15
1GC09 Z -- -- --
22 110
GPA = Total Grade Points/ Total
5.00
credits = 123 / 24

Cumulative GPA (CGPA) Calculation:

The CGPA is calculated by dividing the sum of total grade points obtained by the student at
KIAMS by the sum of all credits attempted.

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 The CGPA is used to describe overall performance of the student in all courses
in which s/he is awarded letter grades, since her/his admission to the Institute
up to the latest semester. It is the weighted average of grade points of all letter
grades received by the student from her/his admission to the institute and is computed as
follows:
TC1GP1  TC2 GP2  TC3GP3  TC4 GP4 ............
CGPA 
TC1  TC2  TC3  TC4 ............

TC1 , TC2 , TC3 , TC4

Where ….denote Total Credits associated with the term secured by the
students and GP1, GP2, GP3, GP4……are the Total grade points awarded in the respective
terms.
On the other hand, the value added courses or the Non letter grades obtained in a course will
not alter the CGPA, since the same are not accounted for in the CGPA calculation.
Following table illustrate an example of CGPA Calculation:

GPA
Term Credits GPA scored Credit
Points

1 25 5 125
2 25 7.1 177.5
3 18 6.5 117
BI 6 7 42
4 20 5.2 104
5 18 5.6 100.8
6 6 5.8 34.8
118 42.2 701.1
CGPA = Total GPA Credit
Points/Total GPA 5.94

INTERNAL ASSESMENT POLICY

The purpose of this document to help PGDM office to receive internal assessment marks on time and
provides information to exam department for final grading.
1. Continuous Assessment (Internals): 40 marks for which, a minimum of 3 modes of
assessment for a 3 credit course is to be adopted.

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2. A total of 3 components to be adopted for a 3 credit course and 2
components for 2 credit course
3. Components assessment has to administer after every 10 sessions and marks
to be submitted to PGDM/EXAM office within one week after the evaluation.
4. Every component should be mapped with the course outcome and program outcome and
consolidated information to be submitted to PGDM/ EXAM office in a format specified in
Anexure-1.
5. All evaluation should be completed on or before the last day of the semester/trimester.
6. All internal assessment (40 marks) decisions will be solely that of the course faculty for
internal assessments (tests, quizzes, etc.) missed with prior approval. Make-up assessment
will be decided by the course faculty concerned. This will have to be settled before the start
of end term examination.
7. Absence from any internal assessment component, without prior permission of the course
faculty, will be awarded zero marks in that component.

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 Malpractice in Examination Policy framework
UNFAIR MEANS:
Following is a list of activities which will be construed as copying. This is neither an exhaustive
nor exclusive list but is only representative. Other actions with the intent to copy will also be
construed as copying. The Supervisor’s decision will be final in the matter:

 Carrying of chits, notes, books etc. into an examination, when it is not an open book or open
resource test.
 Bringing in electronic items like cell phones, laptops etc. Calculator can be taken in only if
allowed for a specific paper.
 Writing anything on any part of the body or on any accessory including clothes.
 Writing anywhere other than answer paper before or during the exam, like, writing on the
hand, desk, floor, the wall adjacent etc.
 Writing anything on the question paper.
 In case the student finds anything written on his/her desk or surrounding and fails to report
the same to the examiner before the start of the examination, s/he can be held responsible
for doing it and charged with copying.
 Peeping into the neighbors question/ answer paper.
 Use of signs or signals.
 Exchanging of question papers or answer sheets, any instrument or any other object.
 Talking, whispering and murmuring during the exam.

Any other disturbance not amounting to unfair means will be penalized by deduction of 5 marks
from that paper or a grade drop as per the seriousness of the disturbance. The decision of the
invigilator is final in this matter.

Consequences for using unfair means during Trimester-end exams and internal
assessments.
Any student who is found to be using unfair means during examinations, tests or quizzes will
bear the following consequences. Based on the nature of malpractice the punishment will be
decided. Detail consequences can be found in examination rules.

Academic Consequence:
The student will be given an F for the course. S/he will be asked to leave the exam hall and
will be allowed to take the exam when it is held next. This re-exam paper will be for 100
marks but scaled to 60 marks. One grade drop from the student’s actual grade. The interim

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 grade card will be marked “F”. There may be Cancellation of paper,
Cancellation of entire examinations of that Trimester with debarment from
appearing

in any examination for 1 or 2 years excluding the current examination OR Rustication from
the campus/course based on the severity of the unfair mean6.

Financial Consequence:
The re-examination due to copying, when administered, will be charged re-examination fee
of Rs.10, 000/-

Placement Consequence:
The student will be barred from the first 5 companies. Thereafter they will be allowed to sit
for alternate companies from amongst the next 6 (i.e. sit for company 6, 8, 10). They can
enter placement process fully from Company 12 onwards. Both Function 1 and Function 2
(as defined for Placements) will be accounted together. The Placement Executives will
administer this rule and their decision is final and binding. No negotiations.

Other Consequences:
a. The name of the student will be displayed on board and parents would be informed of
this misdemeanor
b. Once a student is detected to have used unfair means, s/he would leave the exam hall
without any disturbance. If s/he is reported for resistance or disturbance, serious action
including suspension will be taken.

Noncompliance of above instructions by the student will attract necessary penalty as per
KIAMS rules. Without prejudice to the forgoing provisions, the Institute reserves the right to
take any disciplinary action against the student found indulging in any kind of malpractice
during the examination, which may extend up to expulsion from the Institute.

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 Grievance Redressal for examination section process and timelines
a. Policy for a student failing in internal assessment
One chance to clear internals subject to faculty’s discretion. Whenever a VF is given an offer of
teaching a course, a request for submission of internal evaluation scheme to facilitate the
progress of the student should be made.
Board of Examination (to be formed), which will look at all cases of failure and take decision
on a case to case basis. The BoE will advise the concerned faculty members to administer a
suitable alternative assessment tool for the student. In case the student fails again, s/he will have
to appear for the re-exam along with the next batch. A 60 marks paper will be given. A student
is expected to get 45% to pass, B- being the maximum grade. In case, s/he still fails, s/he will
be out of the program.
b.Policy for a student failing in External
 One re-exam is allowed. The failed student will be re-examined in 15 academic days
from the date of declaration of results.
 The internal marks of a failed student who is appearing the Re-exam will not be carried
forward
 Re-evaluation fees would be Rs. 200 per question.
 Re-totaling fees would not be charged.
 If the student’s marks change, s/he gets a refund.
 In case of large number of failures, Dean and Director will look into the matter.

Page | 66
 Central Assessment Program (CAP) policy
The Central Assessment Program has been introduced with a view to
 Declaring the results in the shortest possible time,
 Increasing the reliability of the results,
 Maintaining uniformity and consistency in the assessment,
 Increasing accuracy and efficiency in the declaration of results, and
 Creating confidence amongst the students about the assessment system.

The Central Assessment Program shall consist of the following stages:

1. Pre-Assessment Work
2. Actual Assessment Work
3. Post-Assessment Work

Pre-Assessment Work
1. To fix the venue of the Central Assessment Program
2. Appointment of CAP chief
3. Invitation to all the evaluators
4. Collection of Answer books
5. Preparation for CAP

Actual Assessment Work

 On the First day of commencement of the CAP, the evaluators shall be given information
regarding the program, seating arrangement etc. On the first day of CAP maximum 30
papers should be given to each evaluator for assessment.

 The evaluator will assesses minimum 30 answer books per day. He / She shall not assess
more than 50 answer books per day.

 It shall be ensured that the marks given by the evaluator to each question are written on
the front page, just below the question wise marks given by the examiner. In such cases
marks awarded by the evaluator shall be taken as final.

 In case the evaluator detects use of unfair means, while assessing the answer books he /she
should report and submit the concerned answer books to the chief of CAP.

Post-Assessment Work

The work of un-masking of assessed answer books shall be done while making entries of the
marks from the answer books to mark-list. It shall also be seen that all answers in the answer
books are assessed by the evaluator and no answer is left un assessed.

Page | 67
 Examination Procurement Policy and SOP
The controller of examination will identify the requirement with respect to various
examination held in a year and prepare budget for approval.
Requirement includes
 Examination stationary
 Printing of question papers
 Printing of answer booklets

After approval of the budget by the Dean (Academics), the list of requirements to be sent to accounts
department. The controller of examination should specify the last date of procurement and ensure
that examination material will be available in time.
Standard Operating Procedures
Procurement

Activities
1. Identify requirements
2. Preparation of budget
3. Approval of budget
4. Send requirement list to admin department
5. Follow up with admin department
6. Receipt of material
7. Record keeping.

Page | 68
Activity flow chart

Start

2. Identify requirements

3. Preparation of budget

3. Approval of budget

4. Send requirement list to admin

department

1. Receipt of material

5. Follow up with admin

department

4. Record keeping.

End

Page | 69
Functional activities of Examination

Readiness of question paper

Activities
1. Identify paper setters
2. Send communication to paper setters to set question papers.
3. Receive question paper from setters within stipulated time.
4. Format question paper as per guidelines.
5. Organize BOE meeting to review question papers and selection of final paper.
6. Printing of question papers.
7. Keeping question papers in safe custody.
Start

1.Identify paper setters

2. Send communication to paper setters

to set question papers.

3. Receive question paper from setters

within stipulated time.

4. Format question paper as per guidelines.

5. Organize BOE meeting to review question

papers and selection of final paper.

6. Printing of question papers.

7. Keeping question papers in a safe custody

End
Page | 70
Readiness of examination environment to conduct exams.

Activities
1. Preparation of Examination time table.
2. Communicate examination time table to the students
3. Identify supervisor for examinations.
4. Send communication to supervisors about their supervision duties and supervision guidelines.
5. Preparation of attendance sheets for all examinations.
6. Identify the examination hall/blocks to conduct examination.
7. Preparation of daily seating arrangement and communicate the same to students before
commence of the examination.
8. Communicate code of conduct in examination before commencement of examination and
display the same in front of each examination hall.
9. Put roll numbers in all examination hall as per the seating arrangement made.
10. Keep examination hall ready with drinking water arrangement and wall clock.
11. Make necessary arrangement to get sufficient number of answer sheets and additional
answer sheets for conducing examinations.

Page | 71
 Start

Preparation of Examination time table.

Communicate examination time table

.studesstudentstudents

Identify supervisor for examinations.

Send communication to supervisor about their

supervision duties supervision guidelines.

Preparation of attendance sheets for all examinations.

Identify the examination hall/blocks to conduct

examination.

Preparation of daily seating arrangement and communicate the

same to students before commence of the examination.

Communicate code of conduct in examination before

commencement of examination and display the same in front of

Put roll numbers in all examination hall as per the seating

arrangement made.

Keep examination hall ready with drinking water arrangement

and wall clock.

Make necessary arrangement to get sufficient number of answer sheets

and additional answer sheets for conducing examinations and display the
same in front of each examination hall.

End

Page | 72
Distribution of answer sheets/exam papers to supervisor

Activities
1. Supervisors are supposed to report to the examination hall half an hour before the
commencement of examination.
2. Handover attendance sheets, question paper, answer sheets and additional answer sheets to
supervisor.
3. Supervisor must be present in examination hall five minutes before the commencement of
examination.

Page | 73
Collection of answer sheets from students by the supervisor

Activities
1. Supervisors are supposed to check all the entries of answer sheets before signing the sheet.
2. Supervisor has to take signature of every students present in the hall against their name on
attendance sheet along with answer sheet numbers.
3. At the end of examination students will submit written answer sheets to the supervisor.
4. Count all the collected answer sheets and make sure that number matches with number of
students present in examination hall.
5. Hand over written answer sheets to examination section.

Start

Supervisors are supposed to check all the entries of answer

sheets before signing the sheet.

Supervisor has to take signature of every students present in the hall

against their name on attendance sheet along with answer sheet numbers.

At the end of examination students will submit written answer sheet to the
supervisor.

Count all the collected answer sheets and make sure that number matches
with number of students present in examination hall.

Count all the collected answer sheets and make sure that number matches
with number of students present in examination hall.

Hand over written answer sheets to examination section.

End

Page | 74
Masking of answer sheets to hide student’s identity

Activities
1. After receiving answer sheets from supervisor immediately hide the identity
of students of every answer sheet.
2. Count the answer sheets and pack it in envelop.
3. Label the envelop and write number of answer sheets inside the envelop.

Start

After receiving answer sheets from supervisor immediately

hide the identity of students of every answer sheet.

Count the answers sheets and pack it in envelops.

Label the envelop and write number of answer sheets inside

End

Page | 75
Identify evaluator to evaluate answer sheets.

Activities
1. Send communication to evaluator to evaluate the answer sheets.
2. Once confirmation received from evaluator invite them to evaluate the answer sheets.
3. Inform evaluator about date of completion of evaluation so that evaluation of papers will be
completed in eight days.
4. Make a record of each evaluators of their evaluation of answer sheets.
5. Prepare statement of marks of each course.

Start

Send communication to evaluator to evaluate

the answer sheets.

Once confirmation received from evaluator

invite them to evaluate the answer sheets.

Inform evaluator about date of completion of

evaluation so that evaluation of papers will be
completed in eight days.

Make a record of each evaluators of their

evaluation of answer sheets.

Prepare statement of marks of each course.

End

Page | 76
Compilation of internal assessment and end term marks

Activities
1. Include internal assessment marks in statement of marks of each course.
2. Calculate the sum of internal and end term marks of each course.
3. Highlight internal marks who have scored less than 16.
4. Highlight end term marks who have scored less than 24.
5. Highlight total marks who have scored less than 45.
6. Prepare pdf file of marks compiled.
7. Inform about marks to all the students of all courses
8. Show evaluated answer sheets to the students.
9. Accept re-evaluation request if any and update the marks accordingly.
10. Verify the marks before finalization.

Page | 77
 Start

Include internal assessment marks in statement of marks of each course.

Calculate the sum of internal and end term marks of each course.

Highlight internal marks who have scored less than 16.

Highlight end term marks who have scored less than 24.

Highlight total marks who have scored less than 45

Prepare pdf file of marks compiled.

Show evaluated answer sheets to the students.

Accept re-evaluation request if any and update the marks accordingly.

Verify the marks before finalization.

End

Page | 78
Grading of student’s as per grading policy decided.

Activities
1. Using total marks, grade the students as per grading policy for each course.
2. Compile grades of all courses.
3. Calculate GPA/CGPA of all the students.
4. Approve all the grades by authority.
5. After approval prepare grade sheet.

Start

Using total marks, grade the

students as per grading policy for
each course.

Compile grades of all courses.

Calculate GPA/CGPA of all the students.

Approve all the grades by authority.

After approval prepare grade sheet.

Start

Page | 79
Declaration of result to the students

Activities
1. Once result approved by authority decide date of declaration.
2. Declare result of students via electronic media or print media.

Start

Once result approved by

authority decide date of
declaration.

Declare result of students via

electronic media or print
media

End

Page | 80
Grievance handling such as unfair practices

Activities

1. At the commencement of the examination, it is the responsibility of the supervisor to explain in

brief to all students the severity of the implications for resorting to unfair practices.

2. Supervisor should not allow any students to carry their bags, books and Cell Phones inside the
examination hall.

3. Students should not be allowed to bring their personal possessions inside the examination hall.

4. The supervisor should announce at the commencement of examination that students are not
allowed to carry, be in possession of, any material, whether on the body or in any form. In the
event of finding any such material during the examination with any student, this would be treated
as unfair practice irrespective of its usage.

5. If any student found resorting to unfair practice the supervisor should strictly comply with the
following procedure:

a. Confiscate the copying material, endorse on answer books as UNFAIR MEANS CASE and
sign on them with date and time.

b. Call the nearest co-supervisor immediately and obtain signatures on the copying material,
answer book and the question paper.

c. Allow the student to continue writing the examination by issuing a new answer sheet.

d. After the examination is over, obtain a statement from the students involved in writing duly
signed by them. The statements of the students should be countersigned by both the
supervisors.

e. The supervisor should submit the report to Campus Head on completion of examination.
The report should consist of :

i) Material confiscated from the student

ii) Answer book

Page | 81
 iii) Written statements of the student

iv) Written statement of the supervisor

v) Examination hall sitting plan for that examination

Procedure to be followed by Investigation Committee

On appointment of a committee, the committee is required to list out all the persons required for
investigation viz.,

i) Student/Students
ii) Supervisor / Supervisors
iii) Any other student / person involved

a. Obtain the statements of student, supervisor and any other person involved as per the
Forms enclosed (Forms 1, 2)

b. In case any student refuses to give statement, the COE is required to submit a statement
stating that the student had refused to give written statement / to sign the statement. This
statement has to be counter-signed by the members of the Committee as well.

c. Student regulations state that any chit (or any other material) brought to Examination Hall,
whether used or not, constitutes mal fide intention on the part of student irrespective of
its usage.

d. Copies of the original answer sheets, copied /confiscated material and any other material
used while resorting to unfair practice are to be submitted to Campus Head along with
investigation report.

Further, the investigating committee should bear in mind the following while investigating the case:

a. Should speak to all the persons involved such as students, supervisors and any other
personnel.

b. Take their written statements and try to look into primarily the motive, relevance of
confiscated material and other circumstantial evidences as per the regulations.

c. Whether the students involved do resort to unfair practices in terms of the scope explained
above.

Page | 82
The Investigation Committee should submit to Campus Head along with the written
statements of the students involved, the statements of the supervisor, the sitting plan
of the examination hall, confiscated material etc.

1. If the unfair practice is detected or reported by the evaluator while evaluating the answer scripts,
the procedure to be followed remains same.

2. The people involved at the time of detecting and investigation should ensure that every finding
should be supported by a written document duly signed by all involved essentially to retain the
legal sanctity of these documents when questioned.

3. The Investigation Committee while submitting its findings should arrive at a decisive conclusion
whether or not the confiscated material pertains to the course for which examination is held.

RECORD KEEPING

The Controller of Examination is required to maintain following records:

 Attendance sheet
 Absentee Statements
 Names of personnel deployed for supervision of Question Paper printing activity
 Copies of question Papers
 List of Question Paper setters
 Examination Seating Plan – Examination wise / Day wise / Session wise
 List of Supervisor
 Question Paper queries
 Unfair Practices
 List of evaluators course wise
 Final Marks Lists

Page | 83
 ANNEXURES

Annexure-1
Prof Name:
Course Internal Course Blooms level Weightage Date of Conduct
Assessment Outcome according to the verb
Mode addressed spelled in course
outcome

Roll No. Name of Marks (IA1) Marks (IA2) Marks (IA3) Total Marks
Student (40)

Signature:
Date:

Page | 84
Annexure-II
Guideline for setting the question paper

The question paper should have three sections (A, B and C) of 60 marks with a maximum duration
of Two and Half Hours. The question paper pattern is as follows:

1. Section-A (20 Marks)

- 4 to 6 questions with or without choice which would test the conceptual
understanding of the students.
2. Section-B (20 Marks)
- 2 to 3 questions with a small case study or contextual questions which would test the
analytical ability and situational analysis of the students.
3. Section-C (20 Marks)
- a case study testing in depth application of the knowledge gained in the course
4. Use Bloom’s Taxonomy verbs while setting the questions.
5. The question paper is required to be set in such a way that questions are balanced in
terms of coverage of all key chapters of the subject.
6. Ensure questions are linked to course outcome and program outcome.
7. Ensure question paper covers all the modules of a course.
8. The standard of the questions would ensure a discriminative assessment of student’s
performance.
9. Ensure questions are set within the prescribed syllabus.
10. Question paper should be of two and half hours duration.
11. Complete question paper should be of 60 marks.
12. Handover the soft copy of question papers to examination department in person.
13. In order to maintain confidentiality and security of question papers, you are requested
not to send question paper via email. If you are unable to submit question paper in person
inform examination department accordingly.
14. Fill course outcome - question paper linkage form and submit along with question
papers to examination department.
15. Kindly use question paper template to format the paper.

Page | 85
 Annexure-III

Course Name :

Professor's Name :

Question paper set No. :

Course
Q. No Level* Linkage to CO Linkage to PO
Module No.
1
2
3
4
5
6
7
8
9

CO – course outcome
PO – Program outcome
Level – Use Bloom’s Taxonomy levels (1 to 6)

Signature
Date :
Month/Year

Page | 86
Annexure-IV

KIRLOSKAR INSTITUTE OF ADVANCED MANAGEMENT STUDIES

SEMESTER-IV- END TERM EXAM (B20)

SUBJECT – SUB. CODE -4BAE03

Duration :150 Minutes Max Marks : 60

 Marks are indicated for each question

 Handwriting should be legible for evaluation
 Marks will be given for quality, not quantity.
 Use of non-programmable scientific calculator is allowed.

Section-A (20 Marks)

4 to 6 questions with or without choice which would test the conceptual understanding of the students.

Section-B (20 Marks)

2 to 4 questions of with a small case study or contextual questions which would test the analytical ability and
situational analysis of the students.

Section-C (20 Marks)

A case study testing in depth application of the knowledge gained in the course

************************

Page | 87
Annexure V
ATTENDANCE SHEET

Date: ___________________ Campus: _________________________________

 Semester  Main  Re-exam

Course Code: ______________________ Course Title

______________________________________

S. Enrolment Additional
Name Answer Book no Signature
No. No. answer sheet no.

Total No. of Students on Roll ___________

No. of Students Present: ________________

No. of Students Absent ________________

Name of the Invigilator(s): Signatures:

1.__________________________________ 1.

_________________________________________

Page | 88
Annexure VI
SUPERVISOR STATEMENT
I, Prof. ____________________________________(Name) while carrying out my invigilation duties
in Examination Hall Number _____________________ on (date)___________________in the
morning/afternoon session found a student by name Mr. / Ms. ______________________________
(Enrollment Number :___________________) Class of _________________ indulging in an activity
potentially amounting to an unfair practice and wish to state the following facts in sequence (explain
in detail the events how you noticed etc.):

1. ...............................................................................................................................................

...............................................................................................................................................

...............................................................................................................................................

...............................................................................................................................................

2. ...............................................................................................................................................

...............................................................................................................................................

...............................................................................................................................................

...............................................................................................................................................

3. ...............................................................................................................................................

...............................................................................................................................................

...............................................................................................................................................

...............................................................................................................................................

4.

_________________________
Date: Signature
Name:

Page | 89
 Form No: 2

Annexure VII

STATEMENT OF STUDENT

I, ___________________________________ (Name) (Enrollment No._________________) of Class

of _________________ hereby state that ....................................................................................
.......................................................................................................................................................

.......................................................................................................................................................

.......................................................................................................................................................

.......................................................................................................................................................

.......................................................................................................................................................

.......................................................................................................................................................

.......................................................................................................................................................

Date: Name of the Student_______________________

Time: Signature of the Student____________________

Counter signed by COE______________________

In case student refuses to give statement, Presiding Officer is required to write the statement on this
page itself

Page | 90
Annexure VIII

Kirloskar Institute of Advanced Management Studies

Revaluation Form

The Director,
Kirloskar Institute of Advanced Management Studies
Pune

Dear Sir,
I wish to apply for Revaluation
Trimester______________
Sub. _________________________________________________
Faculty. ______________________________________________
As per Handbook of Information 2018-2020 under clause 11, I am required to pay the Revaluation fee
of Rs. 200/- (per question revised) * ____(no. of Questions) =Rs._______ (Total) to the accounts
department. In case Revaluation results in change of marks, 200/- of the Revaluation fee for that
question will be refunded to me for each questions.
After an appeal is made to the Director, any change in marks will be binding on the student. Any
further complaint will be treated as frivolous and dealt with accordingly.
Q.No. to be Re-evaluated Justification for re-evaluation Remark

Signature _________________________

Name__________________________

Program Name and Roll No.________________________________

Date: ______________________

Page | 91
 Learning Resource Centre

Process Manual

Standard Operating Procedures

Page | 92
 Foreword

The Library (LRC) Team of (Kirloskar Institute of Advanced

Management Studies, Pune) has prepared the Standard Operating Procedure
in line with the Institution policy for Quality Monitoring and Quality
Improvement. The feedback was taken from all stakeholders for preparation
of the Standard Operating Procedures (SOP). The SOP was reviewed and
approved by the Associate Dean-Academics.

Page | 93
 I. Commitment Note by HOD 4

II. Learning Resource Centre 5

III. Purpose of Standard Operating Procedure 7

IV. Functions of Learning Resource Centre: 10

V. SOP for each Functions and subsequent activities

1. Collection Development 13

2. Acquisition & Technical Processing 16

3. Subscription and Renewal Policy for Databases, E-Journals 23

and Harvard Case Platform
4. Policy for Harvard Business Publishing Case Collection 25

5. Circulation 29

6. Stock Verification and Procedure of Documents 33

Withdrawal
7. User Engagement Activities 35

8. Library Enhancement Plans 38

9. Library Advisory Committee 40

10.Observations of Stake Holders on Library Usage & 41

Feedback
11.Record Keeping 42

12.Audit Points 43

VI. Interdepartmental Interface 44

VII. Escalation Matrix 45

VIII. List of Forms and Flow Charts 46

Page | 94
 I. Commitment Note by HOD

Mr. Sayed Ahmed Inamdar

Librarian
Kirloskar Institute of Advanced Management
Studies, Pune

The Learning Resource Centre is charged with the responsibility of providing faculty, students and
staff access to an extensive range of information resources by carrying out the basic functions of:
acquiring, processing, organizing, preserving and dissemination of information within the Mission and
Vision of KIAMS.

Learning Resource Centre provides access to an extensive range of informative resources like
books, e-books, journals, e-journals, newspapers and access to wide range of resources to improve the
knowledge and thought process of the academic fraternity and students. LRC is committed to provide
timely, quality and reliable information to its users.

The Learning Resource Centre(LRC) Team of (Kirloskar Institute of Advanced Management

Studies, Pune) has prepared the Standard Operating Procedure in line with the Institution policy for
Quality Monitoring and Quality Improvement. The feedback was taken from all stakeholders for
preparation of the Standard Operating Procedures (SOP). The SOP was reviewed and approved by the
Associate Dean-Academics.

With Regards,
Sayed Ahmed Inamdar

Page | 95
 II. Learning Resource Centre
Learning Resource Centre is designed to meet the academic and research needs of the KIAMS
students and Faculty. A knowledge hub, it provides access to various information resources ranging
from the latest management books, textbooks and audio-visual materials. It’s prompt and effective
services are in sync with the changing needs of the academic community which is moving towards the
electronic resources such as e-books, e-journals and databases.

The library's collections include materials in a variety of formats, at many intellectual levels, to
serve a wide range of users, reading, listening and viewing skills, and educational backgrounds. Its
collections are developed to provide the resources needed by its service population, in accordance with
the Library Mission Roles and Goals Statement.

Mission:
A GOOD LIBRARY IS PIVOTAL TO THE GROWTH OF AN EDUCATIONAL INSTITUTION.
“The mission of KIAMS Library is to support the Institute in its quest to provide society a centre of
learning that excels in management education and professional development by providing dynamic,
innovative and quality user centered library and information services that enhance teaching, learning
and research while inculcating life-long learning skills and fostering human development services to
the user community”.

Vision:
To be a centre of excellence in the provision of library and information services to KIAMS. The
KIAMS Library is the hub and academic town square of the Institute by being an essential
component of the academic and creative life of the institution.
Our vision is to excel in collecting, preserving, and providing access to the best scholarly and
educational resources; providing high quality, innovative services; and creating a welcoming and
comfortable physical environment. To foster an atmosphere that encourages diversity, excellence, and
continued growth in finding ways to surpass our own high standards.

Objectives:
 To select, acquire and organize relevant and up-to-date information resources in all formats
appropriate to the information needs of the institute.
 To establish, promote and maintain a wide range of services and dissemination strategies that
support the academic program of the Institute and encourage optimum exploitation of the
resources of the library.

Page | 96
  To continuously conduct information literacy and orientation to users through
a variety of methods in order to provide guidance on use of the library’s
collection and inculcate lifelong information skills.
 To adopt technologies that will make information resources accessible to the Institute
community in an equitable, efficient and effective manner.
 To organize and preserve locally produced knowledge and provide access anywhere and at any
time.
 To provide a secure and conducive learning environment for use of library resources.
 To develop and retain qualified, experienced and dedicated professional library staff who will
offer high quality services to the users of the library.

Values:
We are committed to:

 Excellence
 Diversity & Integrity
 Service & Access
 Innovation
 Intellectual and academic freedom
 Collaboration
 Accountability & Responsible stewardship

Goals:
 To be a Best facilitated library
 Provide library services and resources in multiple formats that meet our user’s needs.
 Deliver right information at right time in right manner
 To keep the academic community abreast of the latest developments and to provide them with
updated information on business and management.
 To provide responsive support service to faculty, students and staff with skilled, team oriented
and qualified staff.
 Reimagine the physical space of the library to better meet the demands of our students and
faculty in the future.
 Educate users about the library’s services and resources.
 Increase collaboration with students, faculty, staff, and the community.
 To ensure the highest level of user satisfaction.
 Continue to improve the library’s effectiveness through systematic, ongoing outcome
assessment.

Page | 97
 III. Purpose of Standard Operating Procedure
SOPs stands for Standard Operating Procedures and the main purpose/aim behind these
rules/guidelines are to suit the needs, objectives and further to schedule and budget of an organization
in such a way to streamline its activities/services based on contemporary trends.

"A Standard Operating Procedure is a document which describes the regularly recurring operations
relevant to the quality of the investigation. The purpose of an SOP is to carry out the operations
correctly and always in the same manner. An SOP should be available at the place where the work is
done".

The purpose of this standard operating procedure (SOP) is to establish a uniform procedure for
developing, revising and approving Learning Resource Centre-KIAMS SOPs. The LRC SOPs are
intended to assist in ensuring compliance and consistency with KIAMS regulations, policies and
procedures.

As Learning Resource Centre, KIAMS is a growing library set up and making/devising long-
lasting policies/SOPs are unavoidable for running its business/activities in such a smooth and efficient
way so that it runs without any difficulty, in sync with the contemporary needs and trends of the user
community.

LRC would be an independent entity of the institute and would work and operate under the
instructions of Dean and Director.

The major purposes of designing and implementing an SOP are as follows:

 To ensure smooth functioning of operations and processes of the library.
 To ensure that each department interacts efficiently with each other.
 To ensure that the process is followed in rational and logical manner at all times
 To enable each department to work in a more organized manner.
 To document and instill proper communication process between all department.

Page | 98
 Standard Operating Procedure for LRC Operations

1. Purpose
1.1. This document lays down the procedure for running the KIAMS Library efficiently and
effectively.
2. Scope
2.1 The procedures laid down in this document are applicable for Library at the Institute.

3. Objectives
3.1. To procure, process and make learning resources, such as B o o k s , Databases, Harvard
Case Studies, Print Journals and M agazines available to the faculty and students for their
teaching, learning and research activities.

4. Inputs
4.1. Recommendations for purchase of Library resources (Books/Journals/ E-books/Databases
etc.)
4.2. Books are classified as per Dewey Decimal Classification (DDC) system.

5. Procedure
5.1. The Librarian shall be over all in-charge supported by one Library Assistant for running the
Library efficiently. He shall be guided by Dean Academics for smooth functioning and
development of the Library.
5.2. The acquisition of bo ok s /journals & m a ga z i n e s /databases shall be done on t he basi s
of recommendations from faculty members. The recommendations maybe based on
individual requests, selections from publisher catalogues or during book exhibitions
conducted by vendors/publishers at the institute. The recommendations of the faculty members
will be processed with approval of the Dean, Academics and the Director.
5.3. After procurement, books shall be checked as per the indent and the physical condition of the
books before giving accession numbers.
5.4. After ‘Accessioning’, the books are to be stamped, labeled and bar coded before putting it onto
display in ‘New Arrivals’ section. Shelving of the books is to be done as per classification
scheme of DDC. Non - book materials, such as CDs and DVDs will be arranged in closed
cabinets on basis of ‘Accession Numbers’.
5.5. Books will be classified as per DDC. Bibliographical record of each book will be maintained

Page | 99
 using Library software. Proper check and validation will be carried out for
spelling mistakes and wrong placing before making it online for OPAC.
5.6. Separate sections will be maintained for ‘Periodical’ and Journals’.
5.7. Books are to be issued as per policy which shall be available in the LRC.
5.8. Issue of books would be monitored for timely return through automated computer based
reporting system.
5.9. Physical Stock Verification of the Library Books shall be carried out on yearly basis and
report submitted to the Dean. Any discrepancy between the physical check and book stock is
to be brought to the notice of the Director with justification. The same will be put up to
the Management Committee for approval and regularization.
5.10. HBSP cases shall be procured on requisition by the faculty members as per KIAMS-
HBSP agreement.
5.11. Library shall remain open on all working days except holidays as notified by the?
Timings would be as follows:
The Library would be open on Monday, Tuesday & Friday from 8:30 a.m. to 11.30
p.m. and Wednesday-Thursday & Saturday-Sundays 08:30 a.m. to 5:30 p.m., during
which issues/returns would be permitted. The Lunch Break would be from 1.00 p.m.
to 1.30 p.m. Extension of hours maybe done on a written request from students and
approval by the Director.
6. Outputs
 Accession Register for Books*
 Periodical Register for Journals/Magazines*

Note - Items marked with * are Quality Records

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 IV. Functions of Learning Resource Centre:

1. List of functions of the Department

IX. Collection Development

X. Acquisition & Technical Processing

XI. Subscription and Renewal Policy for Databases, E-Journals and Harvard
Case Platform

XII. Policy for Harvard Business Publishing Case Collection

XIII. Circulation

XIV. Stock Verification and Procedure of Documents Withdrawal

XV. User Engagement Activities

XVI. Library Enhancement Plans

XVII. Library Advisory Committee

XVIII. Observations of Stake Holders on Library Usage & Feedback

XIX. Record Keeping

XX. Audit Points

XXI. Revisions in SOP

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 2. List of functions of the Department

1. Collection Development
1.1 Selection Criteria
1.2 Methods for Building Resources
1.3 Duplicate Checking
2. Acquisition & Technical Processing
2.1 Procurement Modes
2.1.1 Annual Book Procurement
2.1.2 Intermittent Book Procurement
2.2 Receiving Suggestions from Faculty and Students and Placing the Order & Standards to be
followed.
2.3 Scanning Book Reviews and Catalogues
2.4 Receiving Books on Approval
2.5 Making enquiries with the book sellers/publishers
2.6 Placing the order
2.7 Reminders and Follow up
Technical Processing
2.8 Receiving Documents and Updating the Records
2.9 Accessioning of Documents
2.10 Invoice Processing
2.11 Classification
2.12 Cataloguing
2.13 Record Keeping
3. Subscription and Renewal Policy for Databases, E-Journals and Harvard Case Platform
3.1 Receiving recommendation from Faculty and the Librarian
3.2 Proposal by the Librarian
3.3 Inviting Quotations from respective publishers
3.4 Arranging a Demo Session
3.5 Trial access
3.6 Putting before the Library Committee
3.7 Approval Note
3.8 Purchase Order
3.9 Payment
3.10 Renewal
4. Policy for Harvard Business Publishing Case Collection
4.1 Subscription of HBS Cases Platform
4.2 Receiving Case Requisition from Faculty through Case Requisition Form(CRF)
4.2.1 Annual Case Requisition
4.2.2 Intermittent Case Requisition
4.3 Ordering/ Executing the received CRF
4.4 Procurement and Dissemination of cases
4.5 Maintaining records
4.6 Case Usage Report
4.7 Guidelines for Registration in HBSP-Premium Educator, Case-Study Request and Case-
Map Request

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5. Circulation
5.1 Patron Account Maintenance
5.2 Circulation Transactions
5.3 Overdue Reminders
5.4 Fine System
5.5 Circulation Policies
5.6 Missing/Lost Books
6. Stock Verification and Procedure of Documents Withdrawal
6.1 Stock verification process
6.2 Loss of Publications
6.3 Procedure for write-off
6.4 Common Cost Recovery
7. User Engagement Activities
 Book Exhibition
 Author Talk
 Business Films Screening and Review
 Quiz Competition
 Book Review
 Database Orientation
 Book Club
 Human Library
 Research Lectures and Workshops
 Information Literacy Games
8. Library Enhancement Plans
 Procurement of Books
 Subscription of Print & E-Journals
 Subscription of Databases and other E-Content
 Subscription to Harvard Case Study Platform
 Library Furniture
 Library Management Software (LMS) and Barcode System
 Other Technological Aids
 User Engagement Activities
9. Library Advisory Committee
 Members of the Library Committee
 Functions of the Committee
10. Observations of Stake Holders on Library Usage & Feedback
10.1 Observation:
10.2 Use
10.3 Feedback
11.Record Keeping
12.Audit Points
13.Revisions in SOP

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 V. SOP for each Functions and subsequent
activities

1. Collection Development
Learning Resource Centre-KIAMS holds a hybrid collection of printed as well electronic resources
which include books, journals, databases, audio-visuals, CDs/DVDs, e-books, e-journals, reports,
conference proceedings, training manuals, etc. We lay more emphasis on online resources in order to
keep the academicians abreast of the information using the latest cutting edge technology. The library’s
resources support the teaching and research activities of KIAMS. The collection is primarily focused
on the curriculum offered by the Institute on the core and specialized courses.
The collections of the Learning Resource Centre can be used free of charge by anyone who is a part
of KIAMS. Since LRC-KIAMS cannot acquire and retain all available materials, it must utilize a
policy of selective acquisition and collection maintenance. Collection development is a judgmental,
interpretive set of processes applied by professional librarians. These processes require: knowledge of
community needs; familiarity with the library system's collections and appropriate bibliographic tools;
a general knowledge of subject literature; and consideration of the library's financial resources.
1.1 Process:
The library gives priority to purchasing books, which meet the curricular needs of the students, faculty,
and researchers, including term papers, collateral reading, and class assignments. We pay special
attention to changes in the curriculum in order to maintain and make available the required basic
resources at the outset. We procure three to five copies of all the essential and recommended reading
lists, out of which one is kept for reference and the rest are made available for open access.
1.2 Selection Criteria
We base all acquisitions, both purchased and donated, on the following:
 Importance/relevance to the curriculum
 Contribution to depth or breadth of collection
 Faculty recommendation
 Demand by user
 Adequacy of scope
 Physical quality
 Various formats

1.3 Methods for Building Resources

 Receiving suggestions from faculty members, students and other users.
 Publishers catalogues
 Books reviews and announcements
 New addition list from selected business school, in the country and abroad
 Books received from vendors on an approval basis

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  Book exhibitions
1.4 Duplicate Checking
 Always do duplicate check of your compiled list with the existing collection before placing an
order to the vendor.
 Use both Author, Title, Keyword and ISBN search while checking in the library software.
1.5 Book Suggestion Form Format:
Book procurement on recommendation/ suggestions by Faculty, students and other users should be
done by following the below formatted form (in Annexure).
1.6 Resources Development Policy
Resources
The Learning Resource Centre holds a hybrid collection of printed as well electronic resources which
include books, journals, databases, audio-visuals, CDs/DVDs, e-books, e-journals, reports, etc. We lay
more emphasis on online resources in order to keep the academicians abreast of the information using
the latest cutting edge technology. The LRC's resources support the teaching and research activities of
KIAMS. The collection is primarily focused on the curriculum offered by the institute on the following
core and specialized courses:
Core Courses:
 Financial Accounting for Decision Making
 Managing Organizations and Talent in a Global World
 Microeconomics
 Statistical Methods for Management
 Decision Models and Optimization
 Entrepreneurship: Concepts and Processes
 Cost Management
 Corporate Finance
 Competitive Strategy
 Macroeconomics
 Business and Society
 Fundamentals of E-Commerce and Technology
 Operations Management
 Strategic Marketing
 Investment Analysis
 Marketing Decision Making
 Business Analytics
Specializations
 Technology
 Entrepreneurship
 Analytical Finance
 Strategic Marketing

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  Leadership and Change Management
 Business Analytics
Process
The LRC gives priority to purchasing books, which meet the curricular needs of the students, faculty,
and researchers, including term papers, collateral reading, and class assignments. We pay special
attention to new courses in order to maintain and make available the required basic resources at the
outset. We procure three to five copies of all the essential and recommended reading lists, out of which
one is kept for reference and the rest are made available for open access.
Selection Criteria
We base all acquisitions, both purchased and donated, on the following:
 Importance/relevance to the curriculum
 Contribution to depth or breadth of collection
 Faculty recommendation
 Demand by user
 Adequacy of scope
 Physical quality
 Various formats
Methods for Building Resources
 Receiving suggestions from faculty members, scholars and students
 Publishers catalogues
 Books reviews and announcements
 New addition list from selected business school, in the country and abroad
 Books received from vendors on an approval basis
 Book exhibitions
Duplication of Books
We support decisions to procure a duplicate copy of books and other readings on the following criteria:
 Resource usage as indicated by the library automation system or through the observation of
 the staff members
 Curriculum related as suggested by faculty
 Demand by the users
Recreational Readings
The LRC acquires materials of general interest such as popular fiction, novels, biographies and light
reading titles, and such materials will constitute 3 to 5 per cent of the total collection.

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 2. Acquisition
The mission of the Learning Resource Centre is to collect materials in all formats in
support of the institute’s teaching and research programs. Primary emphasis is on acquiring current
and curriculum based materials. It has been customary for the faculty and students to take part in book
selection.

2.1 Procurement Modes

LRC has developed a policy for the procurement of books and has categorised them as followed
2.1.1 Annual Book Procurement
2.1.2 Intermittent Book Procurement
2.1.1 Annual Book Procurement:
In this mode of book procurement, the books will be purchased in bulk so as to be on par with the
AICTE norms once in a year. This procurement module basically concentrates on purchase of books
as per the curricular/ syllabus needs designed by the institute and will rely on the recommendations
put forth by the faculty.
Activities Involved:
 Inviting and receiving recommendations for course and syllabus related book requirements
from concerned Area Chairs and Faculty.
 Compilation of the list of recommended books
 Duplicate Checking
 Inviting Quotations from various vendors
 Quotation Analysis
 Preparation of Approval Note
 Raising Purchase Order(PO)
 Placing order to vendor

Standards:
 Inviting and receiving recommendations for course and syllabus related book requirements
from concerned Area Chairs and Faculty.
o All the concerned Area Chairs and Faculty will be intimated to send their requirements
of books for the academic year.
o Dean will send an e-mail regarding the recommendation of the books to the Area Chairs
and Faculty.
o The recommendations should be drawn on par with the courses that will be running in
the next year.
o The recommendations should be sent on or before 10th of April every year.
 Compilation of the list of recommended books
o Once the recommendations are received from the Area Chairs/ Faculty, LRC will
compile the list of books accordingly.
 Duplicate Checking
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 o LRC will scrutinise and cross-check the compiled recommendation list
with the available collection for any duplication.
o If any duplications are found, LRC will evaluate the importance and
requirement of the title.
 Inviting Quotations from various vendors
o Once the final list of books to be procured is ready, LRC will invite quotation from
various vendors.
 Quotation Analysis
o Receiving quotations from various vendors.
o Analysis of quotation based on the percentage of discount given and the price quoted.
o Selection of vendor with higher discounts.
 Preparation of Approval Note
 Raising Purchase Order(PO)
 Placing order to vendor

2.1.2 Intermittent Book Procurement

In this mode of book procurement, the books will be purchased on request and as and when required,
based on the suggestions of faculty and other users.
 Additional books other than those mentioned in Annual procurement will be procured by the
library.
 This book procurement will be done as and when required or when any request for an additional
material is received.
 The standards and procedures will be followed as below.

Various Tasks in Acquisition

2.2 Receiving suggestions from faculty and students
2.3 Scanning book reviews and catalogues
2.4 Receiving books on approval basis
2.5 Making enquiries with the book sellers/publishers
2.6 Placing the order
2.7 Sending reminders and follow up

2.2 Receiving Suggestions from Faculty and Students and Placing the Order
Interacting with various user groups such as Students, Faculty Members and Staff for their various
information needs and requirements.
 Acting on Book Suggestion Forms.
 Keeping Track of suggested titles.

Standards:
 Action will be initiated on all suggestions received from the faculty as well as students
within 1 week of receipt of requests.
 Acknowledging the receipt of suggestions through e-mail within 1 day.
 All suggestion forms should be filed in the Books Suggestion Order File.

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  After duplicate checking, a list will be compiled providing all relevant
particulars, viz., S. No., Title, Author, Publishers, ISBN, Cost & Availability,
etc. The list will be sent to the Dean/Director, for information and further
action by sorting the list publisher-wise.
 Order will be placed with the vendors through system providing all necessary bibliographical
details, after discussing it with the Director.
 Entry of order particulars in the Suggestions received, viz., Order No., Order Date, and the
vendor with whom the order is placed.
 The receipt of the title after due technical processing.

2.3 Scanning Book Reviews and Catalogues

 Scanning all academic journals, newspapers and Books subscribed by the library for book
reviews regularly while accessioning the journal and Books.
 A list of relevant and latest titles should be compiled with complete bibliographical annotations
after due duplicate checking in the system.
 Source particulars, viz., Title of the Journal, Volume, Issue No(s), etc. should invariably be
mentioned in the list.
 Such lists made for each subject should be sent across to concerned faculty/subject interest
group for their perusal.
 Publisher’s catalogues received from publishers to be sent to the concerned faculty/subject
interest group for their kind perusal on a quarterly basis.
 Maintain the record of lists sent to the faculty, viz., name of the faculty, date of sending/receipt
of the list, etc.

2.4 Receiving Books on Approval

 All books received on approval basis should be thoroughly checked with the approval memo
and should bear the signature of the receiver as well as the vendor or their agent.
 All the books received on approval basis should be marked clearly with pencil, viz., and
approval along with the name of the vendor who supply the title, and the price of the title in
original currency.
 Approval books will be sent to the concerned faculty/subject interest group regularly for
obtaining their opinion.
 In case, a large number of books are received on approval basis, then the books are grouped
according to the subject and the opinion of the faculty group/subject interest group be obtained
and order be placed for the recommended titles.
 While returning, the unapproved/rejected titles, should be clearly marked in the approval memo
by encircling ® against the serial number of the title and or be stroked off. Mention the number
of titles returned, mentioning serial number of the item returned and obtain the signature of the
vendor in the memo. The rejected duplicate titles should be marked (RD).
 All the titles received against approval should be finalised within 15 working days.
 Price for the titles received on approval exceeding INR 2000 be checked and ensured before
placing orders.


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2.5 Making enquiries with the book sellers/Publishers:
 Identification of viable books distributor.
 Inviting quotations from various Vendors.
 Getting price quotes.

Standards:
 Identification of noted and trustworthy book distributor is to be done based on their previous
association with the institute, reputation and other Terms & Conditions
 After compilation of the list of finalized titles from the recommendation and scanning from
publisher’s catalogue, quotations are to be invited from various identified vendors.
 Quotations from more than ONE vendors are to invited.

2.6 Placing the order:

 Compilation of the list of titles to be procured after thorough duplication checking.
 Inviting and Receiving quotations
 Quotation Analysis
 Preparation of Approval Note
 Raising Purchase Order(PO)
 Placing order to vendor

Standards:
 After compiling the list of requested titles thorough duplication checking against the
existing collection is to be done within 1 week from the date of requisition.
 Compilation of final list of titles to be procured/for inviting quotation.
 Inviting and Receiving of quotations from the vendors through mail.
 Once the quotations are received from the vendor, Quotation Analysis is to be done to
scrutinise and the selection of the vendor who quotes with less price and more discount.
 Before proceeding further, prices received needs to be cross-checked with the publisher’s
website. If any variations are found, that needs to be intimated to the vendor to change the
pricing in the quote.
 Preparation of Approval Note based on vendor/ quotation analysis. Approval note includes
details of requisitions, details of recommender, Comparative Statement of vendors, vendor
distribution etc.
 Approval Note is to be signed by the Director, Dean and Librarian.
 After getting the Approval Note signed, Purchase Order is to prepared.
 Purchase Order includes details of the Vendor, Materials to be procured/ subscribed,
Pricing and Terms & Conditions.
 Get the PO signed by the Director and Dean.
 Submitting the duly signed PO to the Accounts Department and getting a unique PO
Number from them.
 Have to make 3 Photo copies of the PO and submit 1 to Accounts for their records.
 After getting the PO number, a scanned copy of the PO has to be made.

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  Purchase Order has to be sent to the Vendor via E-Mail along with list of
requisitions and other details.

2.7 Reminders and Follow Up

 Reminders for unsupplied titles be sent every fortnight of the month, i.e. 1st and 15th of
every month after expiry of date specified in the order.
 Cancellation of titles be sent to the vendors who fail to supply the books despite reminders
and even after 6-8 weeks of time, from the due date specified in the order.

Technical Processing
Once the books are received from the vendor, the following process have to be carried.
Various Tasks in Technical Processing
 Receiving documents and updating the records
 Accessioning of documents
 Processing Invoice for payment
 Classification
 Cataloguing of documents

2.8 Receiving Documents and Updating the Records

 Books and other materials received against Purchase order should be marked PO along
with the supplier name.
 Update the order , against the title on its receipt.
 Ensure the receipt of correct title against order.

2.9 Accessioning of Documents

 Ensure that the books received by the library should be accessioned and made available
for further processing (like Classification & Cataloguing, etc.) at the earliest.
 Ensure that all the fields of Accession Register are completely filled; e.g. Author, Title,
Publisher, Year of Publication, Price, Pages, Supplier’s Name, Invoice Number with
Date, Paperback and Order No. (for the books received against confirmed orders – PO-
1281).
 Ensure that the accession stamps and barcode labels are pasted on the book.
 Enter the particulars of Call Number on the Spine Label and Paste the same to the book.
 Ensure that the text/term books are processed on priority basis
 Ensure all the acquired materials are processed and available for circulation at the
earliest.
 Replaced title should bear old accession number and against the old accession number
should indicate the corresponding remarks and the person who has replaced the title.
 A.V. materials, viz., C.D., DVD’s and Video’s should be accessioned separately in the
A.V. Accession Register. CD’s and DVD’s and of the books should be accessioned
separately in the A.V. Register and their accession number should be mentioned with a
stamp affixed near the barcode label.

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2.10 Invoice Processing
 Ensure that the accession number is entered in the invoice (in
triplicate).
 Cross-check the invoices in the Publisher’s Catalogue, and Website for price proof.
 If any discrepancy is noticed in the invoice, insist for original price proof from the
publishers.
 Ensure the invoice supplied by the vendors is in the proper format with all the details
of Title, Author, Publisher, ISBN Number, Original Currency, Conversion Rate, etc.,
 Make four set of invoices, one set along with Purchase Order duly signed by the
Director be sent to the Accounts Department for payment.
 Another set (office copy) be filed in the Book Invoice File.
 File the third copy of the invoice attached with the price proof in the respective file.
 Fourth to be filed in the IQAC file.
 Process the invoice for payment within a week of its receipt.
 Please check the invoice for correct price, conversion rate, and total, and ensure the
invoice is correct in all respect before processing.
 Ensure that the copy of the GOC is received every month.
 Maintain and update invoice details in separate Excel file. And update accordingly once
the invoice is processed for payment.
 Follow it up with Accounts Section to ensure that the payment is arranged within three
weeks of receiving the invoice.
 Tracking budget and monthly MIS of expenditure incurred on library materials.
 All the relevant particulars, viz., invoice number, supplier details, cost in the original
currency should be entered in the system.

2.11 Classification:
 Follow the particular DDC scheme and assign the standard keywords for effective
organization and effective retrieval of documents.
 Ensure that all the books processed/accessioned are classified before issuing/ shelving.
 Ensure that no anomalies in the classification are reported.
2.12 Cataloguing
 Follow a particular cataloguing system AACR-2R.
 Ensure that all the acquired titles are catalogued and available for issue in the library at
the earliest.
 Ensure that all entries are made correctly in the relevant fields, viz., title, author,
statement of responsibility, edition, series, physical description, number of pages, pbk or
hb and ISBN, etc.
 Ensure that correct entry of accession and barcode number in the system as well as in the
documents.
 Anomalies in the system, viz., author, subject keyword & publishers will be corrected in
the system when identified.

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2.13 Record Keeping
 All files and records maintained by the library be properly maintained
and updated from time to time.
 Publishers catalogues for books, journals and databases be maintained.

Standards
 Ensure that an office copy is available for all documents and filed properly in the
respective file/folder.
 All the publisher’s catalogues are filed. Old catalogues should be weeded out, once in six
months.
 For the sake of convenience, if any fresh file is need to be opened in continuation to that
existing file, the same will be properly marked by specifying date, continuation number,
i.e. file closed on, file opened on, etc.
 The updated list of files will be made available in the library for reference purpose.

3. Subscription and Renewal Policy for Databases, E-Journals and

Harvard Case Platform

Various Tasks in Subscriptions and Renewals

3.1 Receiving recommendation from Faculty and the Librarian

3.2 Proposal by the Librarian
3.3 Inviting Quotations from respective publishers
3.4 Arranging a Demo Session
3.5 Trial access
3.6 Putting before the Library Committee
3.7 Discussing the contracts with Account Department
3.8 Approval Note
3.9 Purchase Order
3.10 Payment
3.11 Renewal

3.1 Receiving recommendation from Faculty

 Receiving recommendations from Faculty for subscription of databases/e-journals.
 Recommendation/proposal of relevant e-resources identified by the librarian.
 Checking the relevance of the recommended resource with the needs of the institute
curriculum.
 Cross-checking the availability of a similar resource that we have subscription to (if any).

3.2 Proposal by the Librarian

 Proposing the received recommendations from the Faculty and proposal by the librarian.
 Contacting the database representative and evaluating the content of the database.

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  Informing the concerned authority and proceeding further with inviting
quotations.

3.3 Inviting Quotations from respective publishers

 Inviting quotation from the concerned publishers/vendor.
 Thorough verification of the price and the currency exchange rates (for foreign subscription
payments)

3.4 Arranging a Demo Session

 After receiving the quotation from the vendor, a formal permission from the concerned
authority for Demo Session of the database is to be arranged.
 Coordinating with the database representative and scheduling a Demo on the product.
 Inviting the Faculty to attend the demo session.

3.5 Set up Trial Access

 After a demo session is taken up by the representative, a Trial Access can be arranged for
all the users. The period of trial may be between 15 days to 1 Month.
 Getting feedback from the user and extracting usage statistics during the trial period.
 Recording the response level of satisfaction and usage statistics of the users.

3.6 Putting proposal before the Library Committee

 Once the concerned users are satisfied with the product, put the same before the Library
Committee.
 Prepare a comprehensive report on recommendation, price, about the product and usage
statistics.
 Propose the subscription of the database before the library committee.
 Getting approval by the library committee and recording the same.

3.7 Discussing the subscription contracts with Account Department

 After getting approval from the library committee, the contract will be discussed with the
Accounts Department for any complications involved to be on par with the institute’s
policy and other budgetary issues.

3.8 Preparing Approval Note

 Receiving a Proforma Invoice from the publisher
 Preparing Approval Note along with other supporting documents.
 Getting the Approval Note Signed by the Director and Dean.

3.9 Raising Purchase Order

 Purchase Order includes details of the Vendor, Materials to be procured/ subscribed,
Pricing and Terms & Conditions.
 Get the PO signed by the Director and Dean.
 Submitting the duly signed PO to the Accounts Department and getting a unique PO
Number from them.
 Have to make 3 Photo copies of the PO and submit 1 to Accounts for their records.
 After getting the PO number, a scanned copy of the PO has to be made.

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  Purchase Order has to be sent to the Vendor via E-Mail along with the
Proforma Invoice.

3.10 Payment
 Receipt of the Payment is to be forwarded to Accounts Department once received from the
vendor.

3.11 Renewal of the same in the subsequent year

 For renewal of the database for the subsequent year, the proposal needs to be put forth the
Library Committee.
 Inviting a Proforma Invoice from the vendor.
 A comprehensive report that includes the revised pricing, usage statistics are to be
presented before the committee.
 If the database renewal is approved by the committee, then the same steps are to be followed
for Approval Note, Purchase order and Payment.

4. Policy for Harvard Business Publishing Case Collection

Various Tasks

4.1 Subscription of HBS Cases Platform

4.2 Receiving Case Requisition from Faculty through Case Requisition Form(CRF)
4.2.1 Annual Case Requisition
4.2.2 Intermittent Case Requisition
4.3 Ordering/ Executing the received CRF
4.4 Procurement and Dissemination of cases
4.5 Maintaining records
4.6 Case Usage Report

4.1 Subscription of HBS Cases Platform

 Subscription of Harvard Business School Publishing Case Platform would be done as per the
procedures mentioned for Subscription of Databases & E-Journals.
 Access to the subscription would be for a period of 1 Year on the stated Terms and Condition
in the Agreement.

4.2 Receiving Case Requisition from Faculty through Case Requisition Form
(CRF)
 Cases are to be requested by the concerned Faculty by filling the Case Requisition Form (CRF).
CRF Format.
Sold To (if different from Bill To)
Name
Institution
Phone

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 Email
Bill To
Purchase Order Number
HBSP Account Number (if available)
Name
Title
Department
Phone
Email
Address 1
Address 2
City
State/Province
Zip (if US or Canada)
Country
Usage Information
Program/Course Name
Course Level (Undergrad, Grad, MBA, Exec Ed, etc.)
Instructor/Speaker(s)
Start Date for Materials Availability (mm/dd/yyyy)
End Date for Materials Availability (mm/dd/yyyy)
Enrollment Number/Number of Participants

Product Information

Product Number Product Title Author(s)

 Case requisition will be done by two methods namely, Annual Case requisition and Intermittent
Case Requisition.
4.2.1 Annual Case Requisition:
o Concerned Faculty/ Area Chairs will plan and send their case requirements for the
whole academic year covering each trimester and subject in their domain.
o After receiving the CRF from the Area Chairs, the library will procure the same at
regular intervals i.e., before the start of each Term.

4.2.2 Intermittent Case Requisition:

o Additional cases other than those mentioned for Annual Case Requisition will be
procured by the library.
o This case procurement will be done as and when required or when any request for an
additional material is received.

4.3 Ordering/ Executing the received CRF

 Acknowledge the receipt of CRF

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  The Librarian will have Admin rights to the Harvard Website.
 After receipt of the thoroughly filled CRF, LRC will execute the received
CRF.
 Cases in the CRF will be scrutinised so as to limit the consumption of cases as per our
agreement with the platform vendor.

4.4 Procurement and Dissemination of cases

 LRC will procure the cases from Harvard Platform.
 Web Links for procured cases will be sent to the Faculty within 3-4 working days of receiving
the CRF (subjected to the availability).
 Faculty need to download the content from the links provided by the librarian.
 They can either print or share the same through LMS for classroom teaching.

4.5 Maintaining records

 Once the CRF is executed, cases are procured and distributed to the concerned faculty LRC
will track and maintain records for each case request.
 A separate Excel Worksheet will be maintained by the library to keep track of the case
procurement and usage.

4.6 Case Usage Report

 Compilation of a case usage report based on the records maintained for case study and sent to
Harvard Publishers as and when requested by them.

4.7 Guidelines for Registration in HBSP-Premium Educator, Case-Study

Request and Case-Map Request

Registration, Educator Copy and Teaching Note of Case-Study

Faculty members can download review copy of case study and procure teaching note directly
from HBP’s Educator website (hbsp.harvard.edu) by registering as a “Premium Educator.” (While
registering only @kiams.ac.in mail should be used).

What can you Access under HBSP Premium Educator?

 Unrestricted individual Harvard Business School printed Cases and Notes
 Harvard Business Review reprints, including HBR Article Collections
 All HBSP Newsletter Reprints
 HBS Press standalone book chapters
 HBSP Brief Cases
 HBS Color Case items
 HBS Case Videos
 HBS Multimedia Cases
 HBS Online Courses

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  Non-HBS
Material (https://cb.hbsp.harvard.edu/cbmp/pages/content/partners)

Case-Study Request to Library for Classroom Teaching and Discussion

Report any requirements and use of HBP case studies, HBR articles, book chapters, and other Non-
HBS materials to Library in prescribed CASE REQUEST FORM for classroom teaching and
discussion. Please mention clearly the course Term, the name of the program, the number of
students, course name, faculty name, while ordering in prescribed

The library will procure the authorized master copy (in soft) from HBP and make available to a
faculty member for sharing copies with students for class discussion only.

Please send Case Requests Form to [email protected].

Guidelines for using case study for Classroom Teaching & Discussion
Please do not request from the library HBS and non-HBS Case-Study which are not intended to be
used in the classroom teaching/discussion and review these from the personal premium educator log-
in only.
 The library will not entertain a request for an Educator Copy of Case-Study and Teaching Note
because both are available only to the faculty member under premium educator access.
 Do not use cases or articles that are not obtained from the Library Department specifically
authorized for use in the particular course.
 Do not use materials that may be available to you from previous years or other sources.
 Electronic redistribution of protected or unprotected content files is not permitted unless
authorized. Electronic masters themselves must not be stored, saved, emailed, shared, or
posted on any course site.
 Do not to use any HBSP materials for classroom teaching and discussion that have not been
supplied by HBSP without prior written approval, nor to permit sale or distribution of
unapproved versions of HBSP materials.

Case Map Request

If you wish to get recommended cases from HBP on any of your subject disciplines or topics,
editorial team HBP will review your application and suggest content (cases/articles/online
content) for the same. Please fill out the form and send us the guidelines of the
course/discipline/topic(s). Case map has a turnaround time of 15 business days.

Please send your requests to [email protected]

5. Circulation
Tasks Involved & Standards

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  Patron Account Maintenance
 Circulation Policies
 Circulation Transactions
 Reminders
 Fine System
 Missing/Lost Books

5.1 Activities: Patron Account Maintenance

 Distribution of Library Membership Form

 Creation /Edition of the patron account in the system
 Activate the Patron Access through the LMS
 Deletion of the patron account

Standards:
 Distribution of Library Membership Form to the Students at the time of orientation and for
Staff and Faculty during their joining of the Institute.
 Create the new patron account in the LMS after the duly filled library membership form is
received.
 Activate the patron access through LMS and email the same to the user of his OPAC
login/password.
 Delete the patron account when the patron clears his/her no dues with LRC.
 Maintaining and updating the master file of all the students and alumni for future reference.

5.2 Activities: Circulation Policies:

 User Circulation Policy

o Faculty
o Visiting Faculty
o Officers
o Staff
o Students

Standards:
 Circulation Policy should be given to the students in the beginning of the Academic year and
should be updated as and when required.
 A copy of Circulation policy should be e-mailed as and when new user takes membership of
the library and to the visiting faculty before starting their respective terms.
 A copy of circulation policy to be kept in the circulation counter.
 The Circulation Policy to be reviewed as and when required to get the input from the users and
implement new rules on the demand of the users.

Circulation Policy to Borrow Books

The registered members shall be permitted to borrow books and other publication from the library.
The eligibility of loan are listed below:

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 Category of Members Entitlement Period of Loan
Faculty 15 120 Days

Visiting Faculty 2 15 Days

Officers 5 30 Days

Staff 4 15 Days

Students 4 07 Days

* Library can recall the same if the urgent need arise.

5.3 Activities: Circulation Transactions:

 Checkout/Issue of all resources through the library software.

 Check-in/Return of all resources through the library software.
 Renewal of all the resources through the library software.
 Reservation of resources

Standards:
 Checkout of any resource should be made only against the production of Patron/User ID card.
 Type of resource should be checked before issuing it to the user and also cross check the due
date of the respective resource (i.e., Reference Books or Periodicals etc.)
 All the reference resources should be issued only overnight.
 Checkout/check in should be made by reading barcode using the Barcode reader.
 After issuing through the system, a system generated email will be sent to the user’s registered
email address for issuing of book along with the due date. Similarly, after returning through
the system an email will be received by the user for return of the book.
 Intimate the user about the availability of his/her reserved item through the email from KIAMS
Library Pune account immediately after receiving it.
 Reserved item should be kept on hold till 24hrs and should be cancelled immediately after the
time expiry
 Always check the Loan Status of the user at the time of issue and return of the books.
 In case of Power failure and unavailability of LMS, circulation transaction should be made
through the Register and subsequently updated in the system.

5.4 Activities: Reminders

 Generation of reminder email report from LMS and should be saved on respectively folder for
future reference.

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  Automated E-mails should be sent to the Users from KIAMS Library Pune
account using the respective mail Templates for
 Due/Overdue items
 Requested Overdue items
 Action on regular defaulters.
 User reminders should be completely automated.

Standards:
 Faculty, Staff and Students should be sent the daily reminders every day.
 The details of users who repeatedly delay in returning the resources and not responding to
emails should be informed to the Librarian and necessary action to be taken.
 Reminders are automated and sent through the LMS and are customised.

5.5 Activities: Fine System:

 Generation of fines report from Library Software (LMS) and calculating the fines from the
excel sheet maintained for issue-return of books.
 Sending the report to the Accounts Department.

Standards:
 Intimate the fines to the students two days prior to sending the list to Accounts.
 List of student fines should be sent to Accounts 15 days before the end of the academic year
(for 2nd year students).
 The User file should be updated accordingly after the payment confirmation has been received
from the Accounts Department.
 No Dues Certificate should be issued
 Any special cases can be referred to the Director/Dean for advice.

Overdue Fines
Late Fine Entitlement
Per Book(s)/ Per Day Rs.10.00
Overnight Issued Book(s) (Per Day) Rs.20.00

5.6 Activities: Missing/Lost books:

 Identification of missing/lost books

 Replacement/Cash payment
Standards:
 The information of lost books may be obtained from the User or through verification.
 Missing or Lost Resources should be replaced by the latest edition of the lost book by student
or he/ she should be charged cost of the resource plus 10% more of the current price for Indian
books and 20% more of the current price for Foreign books.
 The original currency of the resource should be charged according to the current conversion
rate.
 Lost issues of the journals shall be replaced by the member within one month from the date of
loss; else the member shall have to bear the current cost of the complete volume or set.

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 6. Stock Verification and Procedure of Documents
Withdrawal

Physical verification of the library stocks has to be carried out to identify the losses, identifying
misplaced and/or mutilated documents that need repair, or to weed out from the library collection.
Annual stock verification of Library should be conducted at the end of the session.

6.1 Stock verification process

Physical verification of Library books.
i. Complete physical verification of books should be done every year in case of libraries having
not more than twenty thousand volumes. For libraries having more than twenty thousand
volumes and up to fifty thousand volumes, such verification should be done at least once in
three years. Sample physical verification at intervals of not more than three years should be
done in case of libraries having more than fifty thousand volumes. In case such verification
reveals unusual or unreasonable shortages, complete verification shall be done.
ii. Loss of 10 volumes per 1000 volumes consulted/circulated on loan in a year may be taken as
permanent value/un-service able and it may be considered for write off provided such losses are
not attributable to dishonesty or negligence.
iii. Loss of a book of the value exceeding Rs.5000.00 for books published in India and Rs.
10,000,00 for books published abroad and books of special nature and rarity shall invariably be
investigated and consequential action taken. The Director will write off all such losses. The base
values suggested for Indian and foreign books may be reviewed.

The sample can be of random generation of numbers. The verification will be carried out by the
library staff.

6.2 Loss of Publications

 Some loss of publications is inevitable especially in the context of open access practice in
libraries. The librarian or library in-charge has a role as information manager and not just a
custodian. Therefore, he/she should not be held responsible for the losses.
 A publication may be considered as lost only when it is found missing in two successive stock
verifications and thereafter only action be taken to write off the publications by competent
authority.
 Loss of 10 volumes per 1000 volumes issued and/or consulted in a year may be taken as
reasonable.
 Occasional loss/damage of issues of periodicals is inevitable during postal transit. If the payment
is made directly to the publisher, then sometimes it is not possible to get the replacement. In such
cases, the non-receipts/damages are considered as loss for write-off.
 If the loss of book is more than the permissible extent, the causes of such loss may be investigated
by the competent authority and the remedial measures be strengthened.
 Loss of a book of the value exceeding Rs. 5000.00 and books of special nature and rarity shall
invariably be investigated and consequential action taken. Thereafter, the Director will write off
all such losses.
 Director may write off the loss of books, volumes, etc. mentioned in the preceding paragraph
provided the total value of all such books, etc. does not exceed the monetary limit prescribed in
policy of the institute in respect of deficiencies and depreciations in the value of stores included

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 in the stock and other accounts. In the event of the total value exceeding the
monetary limit specified above, the loss of books shall be written off by the
competent authority.
 There may be no objection to the Librarian disposing of mutilated/ damaged/
obsolete volumes to the best interest of the library. However, the disposal of such volumes should
be made on the recommendations of a Library Advisory Committee to be appointed by the
competent authority (Director) which shall decide whether the books
mutilated/damaged/obsolete are not fit for further use.
 If the requisite and responsible staff are not provided to maintain the library proportionate to the
strength of users and collection of the library. If the requisite safety, space, cabin and halls are
not provided by the administration, in which case the librarian should be not alone cannot be
made responsible for the losses. However, in such situations the missing of books, etc., the
Director should have liberty to write-off such books from library stock with reasonable remarks
and possible events of such losses.
 Fifteen years old books can be disposed written
 However, there may be provision to write-off which is unserviceable/damaged/mutilated books
by the recommendation of Library Advisory committee. (In case books/reading materials are
found to be physically damaged due to low quality of papers, bindings, eaten by the mites, torn,
and outdated syllabus books besides absolute space problems in the library to preserve such
books/reading materials shall be written-off).

6.3 Procedure for write-off

 List the documents not found during stock verification
 Library staff to make all possible efforts to locate the document not found during stock
verification (the process can go up to three months but not as an exclusive task)
 Prepare pre-final list of the documents not found and publicize or compile a final list of
documents not found
 Compare with the list of earlier stock verification to identify common entries
 Compare losses with borrowing/ consulting / photocopying statistics
 Put up the list of common entries to the Director along with justification for the losses (open
access, limited staff, inadequate security system, large number of students visiting library, losses
within permissible limits, etc.)
 Get approval from the Director
 Make necessary entries in the accession register, write-off register, assets register, etc
 Remove records from library software databases
 Close file.
 Improve the system with additional precautionary measures

6.4 Common Cost Recovery

To discourage the cost of books by the users, they should replace the same document. In case
book/document is not available in the market they should pay the cost of document as above mentioned
norms.

7. User Engagement and Information Literacy Activities

Higher education institutions are established not only to impart education and award degrees to the
students but also to make them self-learners and lifelong learners. The exponential growth of

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information and knowledge in different disciplines and innumerable reading materials
in various formats has made the task of Library and Information Science professionals
more challenging for providing right information to the right user at the right time.
In the information revolution age, the students are expected to employ sophisticated information
gathering techniques to locate, organize, evaluate and use the information effectively in their endeavor.
But, unfortunately the users of the academic library are unable to locate and access the required
information and materials due to lack of awareness about the library resources and services. In
automated libraries even faculty members also face difficulty in searching information and locating
the documents. To overcome this difficulty, the higher educational institute libraries should provide
orientation/ instruction to its users through User Engagement and Information Literacy Activities.
Various programs listed below:

Name of the Purpose of the Justification Benefits to KIAMS Schedule

Activity activity
Book For Collection Selection of books To fulfil the norms put Twice in a
Exhibition Development & depending on the needs of forth by AICTE for a year. Once
Library books the users would at large in library collection. A in month of
procurement to these events as many good and updated February.
…. books of different genre collection of books One in the
will be kept for display by will be added to the month of
publishers. library. July.
Author Talk For Users to A book/ research paper Encouragement to Once in
interact with the writing takes a lot of effort Faculty, Staff & year in the
Authors, discuss and patience. The writings Students to engage month of
about their work speak about just the themselves in writing October as
and get to know conclusive thought the and thus bringing out per
about their Author thinks is best suited quality publications. availability
experience of but the experience and of dates of
writing a book or critical evaluation of the speaker.
an article. background can only be
narrated by the writer
himself.
Business To create and Movies can extend Helps the students Weekly
Films enhance the learning beyond the improve their visual,
Screening Visual, textbook and can be used analytical, and critical
and Review Analytical and as pre-teaching interest skills which ultimately
Critical thinking building. Increases result in better
of the users for memory performance of performances during
problem solving. the users. Deepens interviews.
understanding. Dual
coding. Creates awareness
and inspiration.
Quiz To create an Quiz Competition Helps students to be Once in 3
Competition Interactive increases reviewing aware of the current Months
platform, capabilities. Increases events (if general
encourage team participation and helps quiz). Enhances the
work, enhance students build Teamwork. reasoning abilities of
skills and bridges the students.

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 academia- Develops Verbal
industry gap of Communication Skills
the users by
conducting
Business Quiz’s.
Book Review To inculcate A book review is a guide Aids in improvement Once in 2
reading and for potential readers. In a and updating of Month
library going concise manner, a review domain knowledge by
amongst the summarizes the author’s reading the books of
users. Books main points, often their preferred
reviews helps the providing examples from domains.
users know what the text. A review also
best they can read provides an opinion on
that suits their whether the author
taste from the succeeds or not in
library. convincing readers of his
or her points.
Database To increase the Orientation and in-depth Quality resources can Twice in a
Orientation usability, explanation/ demo of the be retrieved and used year. One
effectiveness and subscribed in learning and at the time
visibility of the resource/databases teaching. Better use of of
subscribed enhances the usability of the resources orientation
resources of the the resources and thus subscribed by the and the
library. providing a good ROI. library. second
later that
year
Book Club To create a user- Where one can talk about Creates a healthy Quarterly
friendly stories and novels in a environment and
environment casual environment. The allows inter-personal
around the users club is open to all students communication to be
and make them of the College. Meetings more effective. Also,
comfortable to will be held once a month helps during group
choose books of inside the Library. discussions in
their choice and interviews.
discuss about the
same.
Human To help the In a Human Library, the Helps Faculty to Once in a
Library students to books are actually people. identify the problems month
understand the Readers may check out a faced by the students
concepts in a “book” for twenty minutes and helps them to
more effective of one-on-one device new ways to
manner by conversation, and if both solve the problem to
having a one-on- parties are willing, may translate lectures more
one interaction renew for an additional effectively.
with the twenty minutes.
Faculties/
experts.

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Research To indulge the Conducting of Lectures Impacts the research Two times
Lectures and Faculty, Students and Workshops by experts outcome/output of the a year as
Workshops and Staff in of the respective domain institute. per
research enriches and updates the availability
activities. knowledge and thus opens of speaker.
up a wide spectrum of
possibilities and areas of
research.
Information Making use of Information literacy is a Increases usage of the Once in a
Literacy online games set of abilities requiring library and will have year. At the
Games designed individuals to "recognize higher returns on time of
specifically for when information is investment in the orientation
libraries to needed and have the ability shape of knowledge to the new
introduce the to locate, evaluate, and use gained. students.
library to the effectively the needed
users and information." These
influencing exercises will help the
information students identify their
seeking skills of needs and thus increase the
the users. usage of the library.

8. Library Enhancement:
“Libraries dole out a critical role in the Education industry. It is considered as the brain of any
education institute”. This document includes the necessary changes with regards to procurement of
Books, Library Furniture, and Library Software along with the subscription of Print & E-Journals,
Databases and other technological aids to cope with the current & trending information requirement
of the users and make the library Future Proof.

Below are the areas to build and strengthen the library on:

Procurement of Books:
Procurement of books as per AICTE is not adequate enough to cope with changing spectrum of
information and user requirements. Thus, procurement based on a concrete Collection Development
Policy put forth are to be practiced so as to curb the wide spread domain needs.

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Subscription of Print & E-Journals:
An academic or scholarly journal is a periodical publication in which scholarship
relating to a particular academic discipline is published. Academic journals serve as permanent and
transparent forums for the presentation, scrutiny, and discussion of research. They are usually peer-
reviewed or refereed. Content typically takes the form of articles presenting original research, review
articles, and book reviews. The library needs to subscribe to Scopus/ Web of Science/ Australian
Business Deans Council (ABDC) and UGC Approved Journals as it enhances the research score of the
researcher thus impacting his Citation Score and H-Index ultimately increasing the research output of
the Institute as a whole.

Subscription of Databases and other E-Content:

Today electronic databases have become the backbone of many academic libraries. Research databases
offer users access to thousands of scholarly articles, books, magazine articles, images, reports,
documents, newspapers, charts and primary sources. These databases contain scholarly and peer-
reviewed articles written by credible authors, such as scientists, researchers, journalists and experts in
their field. Since databases provide powerful search tools for narrowing results, users are able to more
quickly find the information they need. The library needs to subscribe to databases to suffice the
curricular and research needs of an institute. Databases should be subscribed based on the
recommendations given by the Faculty and any identified by the librarian.

Subscription to Harvard Case Study Platform:

Case based methods of teaching in MBA programs are kind of unique and most suitable approach to
follow for thorough understanding and development of crystal clear concepts of business practices.
With the passing days this method is even approaching a far more matured shape and style. Cases from
different domains enable the students to get a really good feel of what they are studying theoretically
in classrooms. Solving cases and approaching the problems from different points of views give
students a hand on experience on real life management issues.

Library Furniture:
The 5th Law of Library Science by Dr. S R Ranganathan says The Library is a Growing Organism”.
As the collection of the library grows, the library itself grows in terms of both resourcefulness and
space. Thus, adequate seating, shelving and open space should be available in the library. The library
needs to procure at least 6 to 8 book shelves (present Iron shelves) or 4 to 5 wooden shelves.

Library Management Software (LMS) and Barcode System:

With the development of digital content, it becomes more important to manage the catalogue of
educational information with scalable and reliable Library Management System/Software that will
support the general requirement of the library. A trustworthy web-based library management system
provides a complete resolution for students, librarians, and faculty members. LMS aids in Improved
Customer Service, Cataloguing Improvements. Easier Access to the resources of the library to users
as well as librarian with the use of OPAC. Easier collection management. And is the only way for the
collection to become sustainable with the ever-increasing shift to a technology-based society, in terms
of information dissemination, paired with the ever-decreasing amount of funding for libraries.

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Other Technological Aids:
Technological advances and their eventual impact on library user services can occur
at a rapid rate. The time span from nascent idea to product adoption by users is
shortening. Libraries are not immune to the effects that emerging innovations and technology can have
on the services they provide to patrons. If a library has to be future proof, then it has to implement and
make use of the latest technologies to its disposal. The library needs to go hand in hand with the
changing landscape of innovative industry in libraries and needs to implement the same based on the
requirements as and when. Barcode printer and reader are the need of the hour for an automated library.

User Engagement Activities:

KIAMS Library strives to effectively engage with incoming and returning users and to enhance critical
thinking, academic and research success and lifelong learning. By helping the users develop the skills
and strategies they need to become active participants in the learning process, the library works to
promote student success. Below are the list of activities that catalysts the user engagement with the
library.

9. Library Advisory Committee:

The Library Advisory Committee is the faculty advisory body for policy and planning of the library
including the General Library System. In performing its functions, it shall consult with such groups
and individuals as it feels may be able to provide valuable advice. These groups may include but are
not limited to the Faculty and Student Library Coordinator/s. It may request such reports on library
budgets, personnel policies, and other topics which necessary for it to make informed judgments and
recommendations. It shall establish such subcommittees as are necessary to carry out its functions.

Members of the Library Committee:

 Director – Special Invitee
 Dean/ Associate Dean – Chairman
 Librarian - Convener
 One Senior Faculty - Member
 One Person from Administration Department - Member
 One Person from Accounts Department - Member
 Student Library Coordinator – Member

Functions of the Committee:

 To guide the Librarian in formulating general library policies and regulations which govern the
functions of the library.
 To provide for proper documentation services and updating the Library collection.
 To work towards modernization and improvement of Library and documentation Services.
 To formulate policies and procedures for efficient use of Library resources.

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  To review Library readership depth-wise
 To adopt measures to enhance readership
 To prepare budget and proposals for the development of the Library.
 To recommend to the authorities the fees and other charges for the use of the Library.
 To seek feedback on Library functions from readers.
 To submit the annual report on the functioning of the library
 To take measures to increase the membership of the Library beyond the boundaries of the
institute.

10.Observations of Stake Holders on Library Usage & Feedback

10.1 Observation:
An Observation is mainly for the development of library and information centre, which may help in
two ways viz,
i. Encourage Faculty, Staff, Students, Parents and other stake holders by giving importance to their
suggestions.
ii. The constructive suggestions are to be implemented.
 In order to improve the working of library the relevant suggestions given by the stake holders
are to be discussed on the library advisory committee and developments in the library can be
made accordingly.
 A suggestion Box can be kept at suitable place in the library and the suggestions offered by the
students can be taken into consideration for development of the library.
 Library Usage Register (In and Out Register) can be kept at entrance of the library for students
and staffs separately.

10.2 Use:
A level and extent of the use of library would be;
 Collection of the library
 Access of online resources subscribed by the library
 Services provided by the library
 Types of curriculum
 Method of teaching followed by the faculty
 Attitude of the faculty towards the role of library in teaching-learning process.

We may recognize the following levels of library use;

 Text/reference book level use
 Curricular level use
 Career Resources level use
 Online resource level use
 Research level use

10.3 Feedback:
The feedback is very good criterion for evaluation of library usage.

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 At the end of every academic year feedback may be taken from the outgoing
students using a structured online questionnaire.
 Feedback can be evaluated and put into discussion in the Library Advisory
Committee and necessary action may be taken for library and information centre development
on constructive points.

11.Record Keeping
Learning Resource Centre will have to maintain records for each and every process. Record
keeping involves keeping and maintaining documents viz., book suggestions, quotations, invoices
and other supporting documents. Different files will be made and maintained as per the functions
and operations of the LRC.
1. Requisition File
Filing of book/ material recommendations and suggestions received from the faculty, staff and
students.
2. Book Purchase File
Filing of books approval notes, purchase orders, invoices along with other supporting
documents related to book purchase. Documents include Approval Notes, POs, Invoice,
Payments details etc.
3. Print Journals and Magazines File
Filing of documents related to subscription and renewal of print journals and magazines.
Documents include subscription contract, Invoice, Payments details etc.
4. Online Database File
Filing of documents related to subscription and renewal of online databases and e-journals.
Documents include subscription contract, Invoice, Payments details etc.
5. Case Study File
Filing of documents related to subscription and renewal of Harvard Case Study Platform.
Documents include subscription contract, Invoice, Case usage statistics, Payments details etc.
6. Student Library Membership File
Filing of the filled LRC Student Membership Form issued to the students for taking
membership to LRC for Issuing of books and using the resources of the library.
7. Faculty & Staff Membership File
Filing of the filled LRC Faculty & Staff Membership Form for taking membership to LRC for
Issuing of books and using the resources of the library.
8. Faculty & Staff Issue Return File
Filing of the circulation details like issue and return of books by Faculty, Visiting Faculty and
Staff members.
9. IQAC File
Filing of all the documents concerned to purchase, subscription and other activities of LRC for
IQAC.
10. User Engagement File
Filing of user engagement activities conducted, feedback received from the users.

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 11. Library Committee File
Filing of Minutes of Meeting of LRC, Agenda, Discussion and Action taken
in the meeting each time library committee meeting is held.
12. User Feedback File
Filing the feedback received from the users through LRC Feedback Form.
13. Stock Verification File
Filing the detailed report of Annual Stock taking of LRC each year along with all the details
and remarks of the verification outcome.

12.Audit Points & Actions Taken

Sr Internal Audit Action taken Remedies and Justification

No Observations for the (Auditor
period 01 April 2017 to 30 Comments)
November 2017
1 The physical verification of Report for physical Physical stock verification has
Library books should be verification of library books been done and 58 number of
done regularly at for FY 206-17 was not books are not traceable (this
management approved available for verification. It stock take was done under the
frequency; report should be has been advised to us by supervision of Mr. Sambhaji
submitted to management. the librarian that physical Patil).
verification for FY 2017-18
was not yet planned. A concrete policy has been
devised for stock verification and
the same will be implemented
henceforth. The next stock
verification will be conducted
during the month of April-May,
2019.
2 The need & the utilization There is no process for Separate register is being
of the journals needs to be making the assessment of maintained for now to track the
assessed and only those need and utilization of usage of the periodicals. As the
subscriptions, extensively journals. issue-return of journals &
used and mandatory as per magazines are not done through
AICTE should be made. library software. Prior to
subscription, the present list was
circulated amongst the Faculty
and recommendations and
suggestions were invited for
subscription of new journals.

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3 Subscriptions were made for Nil action has been taken, As per AICTE Norms an
the same print journals from we suggest that the institute accredited institute must
Harihar as well as from should apply to AICTE for individually subscribe to a
Pune. There is a possibility approval for single minimum of 24 journals
of optimizing these subscriptions for both the (inclusive national and
subscriptions, this should be campus in view of international journals) quoted
evaluated. optimization of cost. with reference from AICTE
Handbook 2018-19.

Subscription should be taken

separately for both the campuses
as they are accredited separately.
4 Proper tracking mechanism All entries are made in Issue-returns are tracked
should be implemented for software , however due to regularly and system generated
all the books, Journals absence of physical e-mails regarding the issuance,
issued to students /Faculty verification report for last 2 return and overdue of the
etc., at any point in time it years, we are unable to materials is sent by the users
should be reconciled comment whether the books regularly. LRC is planning to
automatically .i.e. system as per system and actual implement KOHA library
generated report should be physical books in library are software so as to improve the
procured. reconciled. effectiveness and efficiency of
the process.
5 Appropriate tracking The record has been A rigid Periodical Tracking
mechanism should be in maintained describing the System has been designed so as
place for yearly subscription journals/magazines due to to keep track of the periodicals.
of Journals, Magazines etc. be received and actually The same will be followed to
versus actual delivery of received , however it has track the periodicals.
Journals, Magazines been noticed that some
journals were not received
for some of the months and
no action has been taken by
the librarian for the same.
6 Recovery of late submission Recovery of late submission Fine statement will be generated
charges of Books from charges of Books from every quarter and will be sent to
students should be students is not reconciled by the Accounts Department for
reconciled at appropriate any authority. recovery of fines. A fixed fine
intervals, as a process, slab has been defined in the
clearance should be Circulation Policy and the same
obtained from Librarian, it will be recovered from the
should be included as part students for late submission of
of Exit formality. Only materials to the library.
when clearance is obtained
from all the departments’,
course completion
certificate should be
provided to the students.

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 VI. Interdepartmental Interface
The interdepartmental interface describes the interaction of the LRC with the other departments
in the institute and the extent of support LRC requires from other departments viz., PGDM,
Finance, Admin and IT. This matrix lists the activities and interaction with various departments.

VII. Escalation Matrix

The escalation matrix describes the hierarchy within the library system. This matrix will help the
library staff and users to understand the point of contact. This matrix will be useful to get responses
for any resolved issues in the library.

VIII. Annexure I
List of Flow charts and Forms
Title

Book recommendation Form

Circulation Flow Chart

Collection Development Flow Chart

Databases E-Journals & HBS Flow Chart

Library Membership Form

HBSP Case Study Flow Chart

Harvard Educators Registration Guide

Periodical Tracking System

Procurement Timeline Chart

Feedback Form

Interdepartmental Interface Matrix

Escalation Matrix

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