PREFACE

Any professional institution, aspiring for growth and development in the field of education, should
have a clear vision of its policies and procedures for the furtherance and fruition of its activities.
Notwithstanding good infrastructure in terms of buildings, laboratories, staff and other amenities,
over-all academic achievement will be painfully low if the procedures, duties, responsibilities and
target of every member of the teaching faculty and other employees are not clearly defined and
strictly adhered to.

Individuals can put in their best efforts and direct their energies to the total fulfillment of their
tasks, only if their duties and responsibilities are clearly known to them. Efficient functioning,
achieving the targets, building individual profiles, avoidance of confusion and creation of good
rapport with colleagues are possible only if the individuals are fully aware of the procedures and
policies.

With this perspective in view, comprehensive, Human Resource norms, guidelines, procedures,
duties and responsibilities for various activities have been conceived and given shape to by the
combined efforts of the head of the institution and the management.

It is hoped that strict observance of these procedures and achievement of targets will eventually
turn every teacher and employee into a role model to be emulated by every student of this
Institution. It is also the earnest hope of the management that every member of the teaching faculty
and all the employees will put in their right effort to give a positive direction towards synthesizing
and imparting cost-effective quality technical education of an exceptionally high standard, for
molding the personalities of future engineers.

Principal

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 CONTENTS

1. SERVICE RULES

GENERAL RULES:

1.1 Introduction
1.2 Definitions
1.3 Recruitment Procedure
1.4 Service Book
1.5 Qualifying Service
1.6 Extension of Temporary service
1.7 Removal of permanent staff from service
1.8 Seniority
1.9 Resignation by employees
1.10 Increments
1.11 Retirement
1.12 Annual Performance Appraisal Report
1.13 Power to modify the rules

2. RECRUITMENT PROCEDURE - FACULTY

2.1 Principal
2.2 Recruitment Procedure - Common to all Disciplines
2.3 Faculty Norms
3. RECRUITMENT PROCEDURE – NON-TEACHING

3.1 Technical Posts

3.2 Library And Physical Education Staff
3.3 Administrative Posts
4. PROMOTIONAL PROCEDURE

4.1 Eligibility
4.2 Screening Committee
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 4.3 Selection procedure for promotion

5. ACADEMIC PROCEDURES

5.1 Cycle Tests

5.2 Model Examination
5.3 Absenteeism for Test
5.4 Corrective measures for failure in Tests
5.5 Common comprehensive test
5.6 Coaching Class
5.7 Internal Marks
5.8 Text Books
5.9 Student Attendance
5.10 Faculty Attendance
5.11 Lecture Notes
5.12 Course File ( Faculty )
5.13 Personal file ( Faculty )
5.14 Academic Work Load
5.15 Departmental Facilities
5.16 Procedure For Final Year Project
5.17 Conduct of Lab Classes

6. DUTIES AND RESPONSIBILITIES

6.1 Principal
6.1.1 General Administration and Finance
6.1.2 Academic
6.1.3 Student Affairs
6.1.4 Research And Extension Activities
6.2 Vice-Principal
6.3 Dean
6.4 HOD
6.5 Teaching Staff
6.6 Placement and Training Officer
6.7 Physical Director

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 6.8 Librarian
6.9 Class and Year Coordinators
6.10 Lab In-Charge
7. ACADEMIC ADMINISTRATIVE WORK:

7.1 College Level

7.2 Department Level
7.3 List of Records and Files to be maintained in the Department
8. TARGET FOR ACADEMIC ACHIEVEMENTS

8.1 Academic Performance

8.2 Staff and Students’ Attendance
8.3 Academic Activities
8.4 Maintenance of Laboratory facilities
8.5 Academic work load to faculty members
8.6 Co-curricular activities
8.7 Placement and Training – per batch
8.8 Student Discipline
8.9 Placement

9. MOTIVATIONAL INITIATIVES

9.1 Incentives to Pursue Higher Education

9.1.1 O.D. Facilities to Pursue Higher Education
9.2 Faculty Development Programme, Workshops and Conferences etc
9.3 Cash Prizes for Good Academic Performance
9.4 Cash Prizes for Technical paper publication
9.5 Cash Prizes for Regular attendance and Best Performance
9.6 Cash Benefits for In-House trainers
10. LEADERSHIP

10.1 Introduction
10.2 Training to develop leadership skills
10.3 Leadership positions
11. TRANSPARENCY

11.1 Introduction
11.2 H.R. Policy Book in Department

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 11.3 Minutes of HOD meeting to Department
11.4 Minutes of Governing Council and Academic Advisory Board to
Department.
11.5 Semester faculty meeting
11.6 Feed back to staff for review.
12. DECENTRALIZATION AND DELEGATION & PARTICIPATION OF FACULTY
12.1 Independent charge of HOD
12.2 Committees for various activities
12.3 Laboratories in-charges
12.4 Extension activities by faculty members
12.5 Class and Year coordinators
12.6 Mentor System
13. COMMITTEES
13.1 Grievances and Redressal Committee
13.2 Library Committee
13.3 Extra Curricular activities Coordination Committee
13.4 Sports and Games Coordination Committee
13.5 Examination Cell
13.6 Disciplinary Committee
13.7 Purchase Committee
13.8 Research and Development Committee
13.9 ISO Committee
13.10 Alumni Activities Committee
13.11 Industry Institute Interaction Committee
14. LEAVE RULES

14.1 Short title and application

14.2 Kinds of Leave

14.1.1 Casual Leave

14.1.2 Vacation Leave
14.1.3 Earned Leave
14.1.4 Compensatory Leave
14.1.5 On Duty Permission

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 14.1.6 Maternity Leave
14.1.7 Medical Leave
14.1.8 Hospital Leave
14.1.9 Extra-ordinary Leave
14.1.10 On Duty for pursing Part time study
14.1.11 Permission / Late Attendance
14.1.12 Marriage Leave
15. PURCHASE PROCEDURES

15.1 Introduction
15.2 Budget
15.3 Delegation of Financial Power
15.4 Forecast on requirements and time schedule for their purchase
15.5 Guidelines Governing the Purchase
15.6 Purchase Procedure
15.7 Tender Processing Method
15.8 Purchase Committee
15.9 Placing of Purchase Orders
15.10 Purchase Order Format (Model)
15.11 Testing
15.12 Stock Account
15.13 Erection / Installation
15.14 Completion Report
15.15 Verification of Stores
15.16 Condemnation of Stores

CHAPTER – 1 SERVICE RULES

GENERAL RULES:

1.1 INTRODUCTION:-

These rules may be called as “General Service Rules” of E.G.S.Pillay Engineering College
herein after called as “College” and they shall come into force with effect from the date of
approval of the Governing Council of the College.

These rules shall apply to the holders of all the categories of posts, whether temporary or
permanent, under the employment of the College.
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1.2 DEFINITIONS:-
1. College means:- E. G. S. Pillay Engineering College, Nagapattinam,
Nagapattinam District.
2. Governing Council means:- Governing Council of the College
3. Chairman means:- Chairman of the College
4. Managing Trustee means:- Managing Trustee of the College

5. Principal means:- Principal of the College

6. Employee means:- The employee of the College

7. Approved Candidate means:- A candidate whose name appears in the authorized

list of candidates approved by the competent authority or committee for the
appointment to a particular post or category.
8. Temporary means:- A member appointed initially for a limited period.
9. Permanent means:- A member appointed initially in a category or post and who has
satisfactorily completed the minimum years of service prescribed by the competent
authority.
10. Backward Class means:- The community declared so, by the Government of
Tamilnadu.
11. Most Backward Class/DNC means:- The community declared so, by the
Government of Tamilnadu.
12. SC/ST means:- The community declared so, by the Government of Tamilnadu.

1.3 RECRUITMENT PROCEDURE:-

The normal method of recruitment to any service in the teaching cadre is either solely
by direct recruitment or by promotion duly satisfying other conditions for promotion
from lower cadre to higher cadre, approved by the competent authority.

1.4 SERVICE BOOK:-

Service Book in the prescribed form should be maintained by the College for all the
employees of the college. It shall contain among others, the particulars of the service
rendered by the employees, increments earned by them, promotion, awards,
punishments given to them, from the date of entry up to the date of their leaving the
College. Attestation of the entries in the Service book should be got from the Principal,
from time to time.

1.5 QUALIFYING SERVICE:-

The total period of service put in by an employee either in other Engineering Colleges
or in E.G.S.Pillay Engineering College shall be considered in all Engineering
disciplines, Science and Humanities, MBA and MCA. However, for Science and
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 Humanities, MCA, MBA discipline 50 % services rendered by a candidate in an
affiliated Arts and Science College shall be taken into consideration at the entry level
of appointment.

1.6 EXTENSION OF TEMPORARY SERVICE:-

If the appointing authority is of the view that the work and conduct of the temporary
staff have not been satisfactory, that the notes / memos of warning issued to them had
no avail and that the temporary staff is found incapable of discharging the duties
entrusted to him/her, the appointing authority may, with reference to the materials
placed on record, terminate his/her service or extend the period of temporary service.

1.7 REMOVAL OF PERMANENT STAFF FROM SERVICE:-

If the permanent staff is found not suitable to carry out the entrusted work or possesses
/ displays bad conduct which may be detrimental to the student community as a whole,
a show cause notice shall be given to the individual by the Principal. The explanation
of the individual shall be placed before the appointing authority for final orders either
for continuance or for reduction of cadre or reduction of salary or removal from service.

1.8 SENIORITY:-
The seniority of a person in a category shall, unless he/she has been placed to lower
rank as a punishment, be determined by the total qualifying service rendered by him/her
in the post.
Seniority will be lost based on the number of LOPs and EOL s availed.

1.9 RESIGNATION BY EMPLOYEES:-

A candidate, when appointed as a staff in this college shall work for a minimum period
of one year. He/she shall be relieved only at the end of the semester after completing
one year of service and also completing all the academic work pertaining to the
semester concerned. They should also give two months notice in writing or remit two
months gross salary to the college in lieu of notice period. For notice period, no
vacation or casual leave in their credit will be taken into account. In case of any
shortage in two months notice period, appropriate recovery will be made.

1.10 INCREMENTS:-
All the staff members in a post or cadre on time scale of pay are eligible for increments
in that time scale by putting in one year of service as on 1st August unless it is withheld
as a measure of punishment. An increment may be withheld by the competent authority
if his/her conduct has not been good or his/her work has not been satisfactory or there
has been many LOPs and EOLs.

1.11 RETIREMENT:-

Except as otherwise, the college teachers and Principal shall normally retire from
service in accordance with the age fixed by the AICTE. The teachers completing the

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 age of retirement by superannuation during the middle of the academic year may,
however be permitted to continue in service till the close of the academic year.

1.12 ANNUAL PERFORMANCE APPRAISAL REPORT:

The faculty member shall submit the open and transparent performance report every
year, containing the teacher’s academic activities and achievements. The H.O.D. shall
offer his remarks and observation on the report. The Performance Assessment
Committee headed by the Secretary shall review the reports and finalize. The
assessment shall be used for the following purposes.

1. Award of annual increments.

2. Award of special increments and awards for superior performance.
3. Award of career advancement and promotion.
4. Monitoring and recording of the regular growth of each faculty member.

1.13 POWER TO MODIFY THE RULES:-

1.13.1 These rules are subject to modifications or amendments as may be made

from time to time by the Governing Council.

1.13.2 If any dispute arises in the interpretation of these rules, the decision of the
Governing Council shall be final.

CHAPTER 2 RECRUITMENT PROCEDURE – FACULTY

2.1 PRINCIPAL

2.1.1 Category : Principal

Scale of Pay: Rs.37400-67000 + AGP-10000
(Plus a special allowance Rs.10000/=)

2.1.2 Qualification : 1. Ph.D. in Engineering & Technology

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 2.1.3 Experience : Professor in relevant discipline with total experience
of 15 years in the field of Teaching / Industry /
Research

2.1.4 Age : Maximum age limit for holding the post of Principal
shall be 65 years of age or the age fixed by the
AICTE

2.1.5 Mode of recruitment: (i) Advertisement in leading National Dailies,

indicating the post shall be made.
(ii) Applications received against the advertisement shall
be scrutinized by a Committee and a list of eligible
candidates shall be short listed.

(iii) All eligible candidates will be called for an interview.

(iv) There shall be a Selection Committee consisting of the

following Members:

1. Chairman/ Secretary
2. Advisor
3. One member from Governing council
4. Two external experts.

2.1.6 Appointing Authority: Chairman / Secretary

2.2 RECRUITMENT PROCEDURE - COMMON TO ALL DISCIPLINE

2.2.1 Advertisement will be made in leading Dailies, indicating the posts.

2.2.2 Applications received against the advertisement shall be scrutinized discipline wise and a
list of eligible candidates will be prepared.

2.2.3 All eligible candidates will be called for the interview and interview will be conducted by
the selection committee.

2.2.4 There shall be a Selection Committee consisting of the following Members:

1. Chairman or Managing Trustee or any one of their representatives.

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 2. Advisor
3. Principal
4. One member from the Governing council
5. One external expert preferably from Anna University.
6. Director / HOD concerned

2.2.5 Interview procedure: The candidates shall be requested by the Committee to give a
technical presentation on any one topic of their interest for
about 10 minutes, to assess their
communication skills and then the personal interview shall be
conducted to assess their technical knowledge. The
Committee shall prepare a panel of selected candidates in the
order of merit.

2.2.6 Age : Should not have completed 70 years of age as on

1st July of the year for which recruitment is being
made. The Governing Council may however, relax
this age rule in favour of any deserving individual
on the recommendation of the Principal.
This is applicable to all categories

2.2.7 Scale of pay : Assistant Professor

15600-39100 + AGP 6000

Associate Professor
37400-67000 + AGP10000

Professor
37400-67000 + AGP 11000

2.2.8 Reckoning of service : Qualifying period of experience and service referred

for promotion in sections 2.3 will be reckoned as on 1st August of
the year.

2.2.9 Appointing Authority : Secretary

2.3 FACULTY NORMS

The qualification experience and other requirements for various posts relating to different
departments are given below:

Programme Cadre Qualifications Experience

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Engineering & Assistant BE/BTech and ME / MTech
Technology Professor in relevant branch with First
Class or equivalent either in
BE /BTech or ME / MTech

MCA Assistant BE / BTech and ME /

Professor M.Tech in relevant branch
with First Class or
equivalent
Either in BE/BTech or
ME/MTech

OR

BE/ BTech and MCA with

First class or equivalent in
either BE / BTech or MCA

OR

MCA with first class or

Equivalent with two years
relevant experience.

Management Assistant First Class or equivalent in

Professor Masters Degree in Business
Administration or equivalent
and 2 years relevant
Experience.
Qualification as above that is Minimum of 5 years experience
Associate for the post of Assistant in teaching / research / industry
Professor Professor, as applicable and of which 2 years post PhD
PhD or equivalent, in experience is desirable.
appropriate discipline Post
PhD publications and guiding
PhD student is highly
desirable.

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FACULTY NORMS ( Contd.)

Programme Cadre Qualifications Experience

Professor Qualifications as above that Minimum of 10 years teaching

is for the post of Associate /research / industrial experience
of which at least 5 years should
Professor, applicable Post
be at the level of Associate
PhD publications and Professor. or
guiding PhD students is Minimum of 13 years
highly desirable. experience in teaching and/ or
Research and/or industry.

In case of research
experience, good academic
record and books /research
paper publications / IPR
/ patents record shall be
required as deemed fit by the
expert members of the
Selection committee.

If the experience in industry

is considered, the same shall be
at Managerial level Equivalent
to Associate Professor with
active participation record in
devising
/ designing, planning,
executing, analyzing , quality
control, innovating training,
technical books, research
paper publications / IPR /
patents, etc. as deemed fit by
the expert members of the
selection committee.

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HUMANITIES AND SCIENCES

S.No. Cadre Qualification Experience Essential Requirement

15 years
1. Shall publish at least one
Teaching
technical paper every year in National
Ph.D. in the Experience in / International Conference National /
relevant area Engineering International Journal., Seminar and
1. Professor College, out of symposium at regional level.
which 5years
should be in the 2. Get Consistently satisfactory
cadre of Asst.
performance appraisal report
Professor.
FACULTY NORMS Contd.

S.No. Cadre Qualification Experience Essential Requirement

9 years teaching
Experience in 1. Shall publish at least one
P.G.
Engineering technical paper every year in National
( 55% Marks )
College at the / International Conference OR Journal.
with M.Phil
level of Assistant Seminar and symposium at regional
Professor level.
2. Associate
5 years. teaching
Professor 2. Get Consistently
Experience in
Ph.D. in the satisfactory
Engineering
relevant area
College at the performance appraisal report
level of Assistant
Professor

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 1. Non Ph.D holder shall register
for Ph.D. within two years from the
date of appointment and shall obtain
7 years Teaching Ph.D. within 7 years
Experience in
Assistant Engineering 2. Shall publish at least one
P.G.
Professor College at the technical paper every year in National
3. ( 55% Marks ) / International Conference National /
(Selection level of Assistant
with M.Phil Professor International Journal. Seminar and
Grade)
symposium at regional level.

3. Get Consistently
satisfactory
performance appraisal report
Assistant
Professor
3 years Teaching
(Sr. P.G. Candidates shall register for Ph.D. with
Grade) Experience in
4. ( 55% Marks ) in 2 years from the date of
Engineering
with M.Phil appointment
College

Assistant P.G.
5. Professor ( 55% Marks ) Fresh Candidates
with M.Phil

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 CHAPTER - 3

RECRUITMENT PROCEDURE – NON-TEACHING STAFF

3.1 TECHNICAL POSTS

3.1.1 Categories of Post : a. Tutors

Scale of Pay: 10,000 - 22000

b. System Programmer / System Administrator Scale of

Pay : 9300-34800

c. Technical Assistant
Scale of Pay: 5000-34800

d. Skilled Assistant
Scale of Pay: 4000-20200

e. Office Assistant
Scale of Pay: 3000-10000
3.1.2 Qualification and Experience :

Qualification Experience

a Tutors B.E.,/B. Tech., Fresher

b. System Programmer /
System Administrator B.Sc.(CS) or BCA or Dip.in Minimum one year
Computer Tech (D.C. Tech) experience is required in
the field of Computer
maintenance and trouble
shooting

b. Technical Assistant A pass in the Diploma course Minimum one year

in the relevant field experience is required in
Engineering College
maintaining laboratory
equipments / apparatus and
handling laboratory
experiments for helping the
students.

c. Skilled Assistant A pass in 10th class with ITI -

or + 2 or 10th class with
Minimum 2 years experience
in Engineering Colleges

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d. Office Assistant A pass in 10th or +2 or its Experience in
equivalent Engineering Colleges
will be given preference

3.1.3 Age : Should have completed 18 years of age but

less than 60 years as on 1st July for all the above
categories of post.

3.1.4 Mode of recruitment : Advertisement in leading Dailies, indicating

the posts shall be made.
i. Applications received against the advertisement
shall be scrutinized by the HODs concerned and
put up a list of eligible candidates to the
Principal.

ii. All eligible candidates will be called for an

interview.

iii. There shall be a Selection Committee consisting

of the following members:

i. Secretary
ii. Advisor
iii. Principal
iv. Management Representative - Member
v. Director / HOD concerned
vi. Registrar

3.1.5 Appointing Authority : Secretary

3.2 LIBRARY AND PHYSICAL EDUCATION STAFF

3.2.1 Categories of Post : a. Librarian

Scale of Pay: 15600 - 39100

b. Assistant Librarian Scale of Pay: 9300 -

34800

c. Library Assistant
Scale of Pay: 5200-20200

d. Director of Physical Education

Scale of Pay:15600 – 39100
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 e. Assistant Director of Physical
Education
Scale of Pay: 9300-34800

f. Physical Training Instructor

Scale of Pay: 5200-20200

g. Field Marker
Scale of Pay: 4800-10000

3.2.2 Qualification and Experience :

a. Librarian : A PG Degree in Library and Information Science

(MLIS) with Computer
Knowledge and 10 years of experience in an
academic institution preferably in ngineering
Colleges or University out of which 5 years must be
in the capacity of Assistant Librarian.

b. Assistant Librarian : A PG Degree in Library and Information Science (MLIS)

with Computer knowledge and 3 years of experience in an academic institution preferably in
Engineering Colleges or University. Fresher shall
also be considered based on their merit and ability.

c. Library Assistant : A Pass in 10th or +2 with certificate course in Library science, with a
minimum one year experience in a local Library or College Library.

d. Director of Physical Education : A PG Degree in Physical Education with M.Phil in

the relevant field and computer knowledge and 5
years of experience in an academic institution,
preferably in Engineering Colleges.

e. Assistant Director of Physical : A UG Degree in Physical Education with

Education computer knowledge and 3 years of
experience in an academic institution preferably in
Engineering Colleges. Certificate course in Yoga
will be considered as additional qualification.
Fresher shall also be considered based on their merit
and ability.

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f. Physical Training Instructor :Any Bachelors Degree with a
Certificate course in Physical Education with
computer knowledge.
.
th
g. Field Marker : A pass in 10 class

3.2.3 Age : Should have completed 18 years of age

but less than 60 years as on 1st July for all the
above categories of post. However retired
persons can hold the post up to 65 years.

3.2.4 Mode of recruitment : Advertisement shall be made in leading

Dailies, indicating the posts.
1. Applications received against the
advertisement shall be scrutinized by the
Department concerned and a list of
eligible candidates will be put up to the
Principal.

2. All eligible candidates will be called for

an interview.

3. There shall be a Selection Committee

consisting of the following members:

i. Secretary
ii. Advisor
iii. Principal iv. Management Representative -
Member
v. Concerned Director / HOD
vi. Registrar

3.2.5 Appointing Authority : Secretary

3.3 ADMINISTRATIVE POSTS

3.3.1 Categories of Post : a. Office Manager

Scale of Pay : 15600-39100

b. Office Superintendent
Scale of Pay: 9300-48000

c. Senior Assistant / Personal Secretary to

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 Principal
Scale of Pay: 5200 - 20200
d. Junior Assistant
Scale of Pay: 5200-20200

e. Office Assistant
Scale of Pay: 4800-10000

f. Driver Scale of Pay:5200-20200

3.3.2 Qualification and Experience

:

a. Office Manager : A PG Degree with Computer knowledge with

10 years of Administrative experience in an academic institution preferably in
Engineering Colleges or University or Directorate of Technical Education, out of which 5 years
must be in the capacity of Superintendent.
Or

A Bachelors Degree with computer

knowledge with 20 years of Administrative
experience in an academic institution
preferably in Engineering Colleges or
University or Directorate of Technical
Education, out of which 10 years must be in
the capacity of Superintendent.

b. Office Superintendent : A Bachelors Degree with computer

knowledge with 15 years of Administrative
experience in an academic institution
preferably in Engineering Colleges or
University or Directorate of Technical
Education, out of which 7 years must be in
the capacity of Assistant or Senior Assistant
or Personal Secretary to Principal.

c. Senior Assistant / : A Bachelors Degree with computer

Personal Secretary to Principal knowledge with 5 years of Administrative
experience in the Junior Assistant level, in an
academic institution, preferably in
Engineering Colleges.

d. Junior Assistant : A Bachelors Degree with computer

knowledge, with 2 years of Administrative
experience in an academic institution,
preferably in Engineering Colleges.
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 Or
Fresher shall also be considered, based on
their merit and ability.

e. Office Assistant : A pass in 10th class; good physique is

essential.

f. Driver : (i) A pass in 10th class

1. Must possess a valid license for driving a

heavy / light transport vehicle issued by the
competent authority

2. Must have elementary knowledge of

automechanism.

3. Must possess First Aid Certificate

4. Must have one year experience in driving.

3.3.3 Age : Should have completed 18 years of age but

less than 60 years as on 1st July for all the
above categories of post. However, retired
persons can hold the post up to 65 years.

3.3.4 Mode of recruitment : Advertisement shall be made in leading

Dailies, indicating the posts.
i. Applications received against the
advertisement shall be scrutinized by the
HODs concerned and a list of eligible
candidates will be put up to the
Principal.

ii. All eligible candidates will be called for

an interview.

iii. There shall be a Selection Committee

consisting of the following Members:

1. Secretary
2. Advisor
3. Principal
4. Management Representative - Member
5. Director / HOD concerned
6. Registrar

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3.3.5 Appointing Authority : Secretary

CHAPTER 4

PROMOTIONAL PROCEDURES

4.1 ELIGIBILITY:

The HOD shall be asked to prepare a list of all qualified and eligible candidates for
promotion as Assistant Professor, Associate professor and Professor in the month of 31st
July every year. The HOD shall also request the faculty members to submit an annual
performance appraisal report from various departments, along with the personal remarks
of the HOD for each individual. The qualification and experience to become eligible for
promotion are the same as given in chapter 2 for direct recruitment.

4.2 SCREENING COMMITTEE:

A Screening Committee will be constituted with the following Members:

1. Chairman
2. Advisor
3. Principal
4. Director or HOD concerned

4.3 SELECTION PROCEDURE FOR PROMOTION:

The Screening Committee will review the performance appraisal, academic performance
and other capabilities of each candidate and personally interview the candidates. The
Committee, based on the above factors, shall prepare a list of candidates recommended for
promotion in the order of merit and submit for approval. The list will be placed before the
Governing Council along with the Service Register of the individuals for approval. The
approved candidates shall be promoted.
CHAPTER 5

ACADEMIC PROCEDURE

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5.1 CYCLE TESTS:
The Examination cell will conduct cycle tests for 3 hours. Common Question paper will
be supplied for a given subject for all classes.

5.2 MODEL EXAMINATION:

The Model Examination is conducted for 3 hours after covering entire syllabus.
Part A -10 questions (10 x 2 = 20marks)
Part B - 5 questions (5*16=80 marks). WITH CHOICE
All tests are conducted by the EXAM CELL, commonly for all the departments as per
academic schedule. No retest will be conducted under any circumstances.

5.3 ABSENTEEISM FOR TEST:

Absenteeism for tests is not allowed. Leave or OD will not be sanctioned on that day.
Further, Students who are absent for tests will not be allowed to attend classes until
his/her parent meets the H.O.D.

5.4 CORRECTIVE MEASURES FOR FAILURE IN TESTs:

Faculty will ensure that the students failed ( < 50% ) in tests, perform well in further
special test by taking prior corrective action like Assignment / Special coaching
classes/tutorial etc., The HOD will intimate the parents through a letter in case of poor
performance in tests.

5.5 COMMON COMPREHENSIVE TEST:

A common comprehensive test (Aptitude test) covering all technical subjects with
multiple choice questions in all technical subjects will be conducted once in a semester.

5.6 COACHING CLASS:

The subject teacher shall arrange coaching class after class hours (duration 1 hour) for
those students who have failed (< 50%) in tests. The coaching classes will commence
immediately after test. The HOD will prepare the schedule for coaching class and get it
approved by principal. Absenteeism in coaching will not be permitted. Students absent
for coaching classes are strictly not allowed to attend classes the next day without their
parents meeting HOD/Principal. Parents need to give written undertaking. Special
coaching classes on holidays will also be conducted by subject teachers for poor learners.

The HOD will visit the coaching class and take attendance and ask those students who
were absent for the coaching class to bring their parents for counseling. The parents
should give an undertaking.

5.7 INTERNAL MARKS:

Allotment of Internal marks is purely based on Cycle tests and Model Exam.

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5.8 TEXT BOOKS:

Possession of a prescribed text book by the student for every subject in the semester
concerned is mandatory. The student can either purchase all books on his own or avail
the book bank facilities in the college. Books along with proof of purchase are to be
produced for verification by HOD.

5.9 STUDENT ATTENDANCE

5.9.1 The Class teacher will take the student attendance using MASTER Attendance at
the beginning of the first hour and forward the attendance particulars to
AAMC cell thro’ HOD, which in turn submits the report to Principal
/Chairman.
5.9.2 Attendance will also be taken in all periods by the subject teacher concerned in
HOURLY Attendance. A Master Hourly Attendance Register is maintained
in the HoD. Individual teachers handling theory classes and labs have to mark
the attendance in that register for their periods on day to day basis. It will be
monitored by the HOD.
5.9.3 If a student is absent for one day (or two days) due to sickness or unforeseen
circumstances, he should report to the class teacher on the day he attends the
college with a leave letter signed by parent and also with Medical Certificate.
If he reports without leave letter, the HOD will not allow the student to attend
classes but will send him/her home after getting the consent of the Principal
and his/her parents will be informed by the class teacher by phone. The
parents should have informed the HOD or Principal by phone regarding the
absence of his/ her ward in such cases. If the above procedure is not followed,
then he / she is considered absent without sanction.
5.9.4 If any student absents for more than 2 days due to sickness, the parent should send
fax or a medical certificate on the first day of absence or subsequently to
HOD and the student should come to the college along with the parent, on
the reporting day. Student reporting after abstaining from classes on previous
day(s) without MC or without prior information will be marked Absent (A).
If such absenteeism extends for three or more than three days the students
name will be removed and he has to readmit himself after paying Rs.1500/-
as readmission fee.
5.9.5 Under normal circumstances, such as attending a relative’s marriage, or family
function etc. a student should get prior permission from the HOD

and submit leave letter to HOD to avail the leave. If he/she is absent without prior
submission, he/she is considered absent (A).

5.9.6 Absenteeism with sanction is considered as leave (L). Absenteeism without

sanction is considered as Absent (A). If ‘A’ occurs on three occasions in a
semester it will be treated as removal of name from rolls. The student has to
meet the Principal with parent and pay Rs.1500/- as re-admission fee.
24
 5.9.7 Individual faculty has the freedom to send the student out and or mark absent for
inattentiveness / indisciplined behavior in the class in their class attendance
(hourly attendance).
5.9.8 If a student is absent from class for one period, he will be treated as absent for
half- a- day.
5.9.9 Late comers to class either during first hour of the day or tea break or lunch hour
will not be allowed to attend the class by the Disciplinary Committee, which
will be monitoring the movement of students during working hours in the
College. Students will be asked to spend that hour in the library and attend
from next hour.
5.9.10 The percentage of attendance is calculated by the respective subject teacher
based on hourly attendance only and overall attendance will be compiled by
class Coordinator.
5.9.11 Internal Marks (5 Marks) for the attendance for Each Subject (2008 Reg)is
calculated by the individual faculty based only on the Hourly attendance,
maintained by them.
5.9.12 If a student is present on all working days in a semester, he will be rewarded a
certificate on College Day for 100% attendance.
5.9.13 If a student does not report on reopening day, he/she will be levied Rs.500 as
re-admission fee. No Excuses are allowed. There is no prior sanction
possible.
5.9.14 Student monthly attendance shall be calculated using master attendance register
maintained in the HOD’s office. The monthly attendance shall be published
by the HOD. If the attendance is <75%, the parents should be informed and
summoned for discussion.
5.9.15 Student Leave letter, Medical certificates and undertaking from parents, percent
attendance etc should be maintained in HOD’s office.

5.10 FACULTY ATTENDANCE

Bio-metric attendance system involving finger print will be adopted for faculty and
non-teaching staff.

5.11 LECTURE NOTES

Each faculty member will have to submit a hand written lecture notes (Computer
Print-out ACCEPTABLE but Xerox copies are NOT ACCEPTABLE) for the first
2 ½ units of his / her subject to the HOD before commencement of each semester.

During the course of the semester, the balance lecture notes for remaining 2 ½ units
need to be handed over to the HOD. The lecture notes will be reviewed by the HOD.
At the end of each semester, the lecture notes for all the 5 units will be submitted
in the spiral bound form and kept in the respective department technical library. The
Principal will monitor the proper submission of such notes by the faculty members

25
 to HOD and pull up the defaulters. The Principal will also review the quality of the
lecture notes.

5.12 COURSE FILE: ( FACULTY )

Each faculty member has to maintain a Course File and a Personal File. The course
file will contain a copy of the lecture notes and the following:
1. Preface
2. Authorization
3. Syllabus
4. Course Description
5. Student Name List
6. Department PEOs and POs
7. Course Plan
8. Assignment
9. Time Table for that subject
10. Question Bank
11. Cycle Test-I Question Paper with key and samples
12. Cycle Test-II Question Paper with key and samples
13. Model Exam question paper with key and samples
14. Result Analysis for Tests
15. Lecturer Noting
16. Study Material
17. Table of Specifications
18. Question Papers mapping with course outcome
19. Outcome Assessment Report

5.13 PERSONAL FILE ( FACULTY ):-

Each faculty has to maintain a Personal File. The personal file will contain a copy
of the following.
1. Appointment Order copy
2. Joining Report copy
3. Promotion Orders copy
4. Copies of Technical papers presented in conferences
5. Seminars / Conferences attended and other similar details.
6. Faculty Development Programme attended – certificate copy
7. Higher study undergoing
8. Personal profile
9. Copies of experience certificate 10. Copies of Degree certificates.
5.14 ACADEMIC WORK LOAD:-
The HoDs and Professors will be allotted one theory subject and 2 theory subjects
for other faculty members. The lab classes will be distributed in a balanced way.
26
5.14.1 Laboratory:
There will be a maximum of 36 students per batch. Two teachers per batch and one
Technical Assistant per lab are made available.

5.15 DEPARTMENTAL FACILITIES:-

Each department is provided with a minimum of 2 computers with internet
connectivity, 1 printer cum scanner, 1 laptop, LCD projector and OHP.

5.16 PROCEDURE FOR FINAL YEAR PROJECT

5.16.1 The Project Coordinator should be identified by the Director / HOD and should be asked
to coordinate the various activities relating to the project work.
Individual review committees will be formed for each branch of study. The
committee will consist of HoD, Senior faculty members and Project
coordinator. The committee meetings will be convened by the HoD as per
schedule provided by the principal.

5.16.2 The faculty members should give the broad areas of their interest in guiding the final year
project by the second week of July. The HOD and the Coordinator should
group the students into batches with maximum of 4 and minimum 3
members considering their willingness and preference by second week of
July. The guides for the different batches are to be identified and fixed based
on the area of interest and mutual consent, by third week of July.

5.16.3 The students and project guide shall be allowed to fix up project within the department or
to select project from companies located within Tamil Nadu by the first
week of September and submit to Principal Office. However the companies
should be fixed such that students reach the college from the company to
attend the class work

5.16.4 The students will be given time for project work during the working days after attending
any class as per university syllabus given. This will facilitate the students to
have continuous association with the college, which may be useful when
campus interviews are programmed during their working days in the
college.

5.16.5 Finalized project title and external guide should be identified and lists sent to the Principal
by the second week of September.

5.16.6 Students start their literature survey for the project work and complete by the end of the
7th semester, so that the project work can be commenced during the 7th
semester itself. Review of the abstract of the project and approval by the
project review committee of the department to be completed by first week
27
 of December (Tentatively), before the commencement of University Lab /
Theory Examinations.

5.16.7 A zeroth review must be conducted for all batches before the end of 7th semester.
The Project Coordinator and the group guide must evaluate the project and
suggest the student on improvement / changes to be made. Zeroth review
carry 50 marks and should be completed by first week of December.

5.16.8 The project review committee shall review the progress on the project work (First Review)
by the first week of February and suggest the course of action for the timely
and successful completion of the project work. The First Review will be
evaluated for 50 marks.

5.16.9 The second review of the project work by the project review committee shall be by the
first week of March. The second review – evaluated for 50 marks.
Internal mark for project is based on the average mark obtained in Zeroth,
first and second reviews. Project Coordinator will allot the internal marks
in consultation with internal project guide of each batch.

5.16.10.The final review and approval of the documentation of the project by the review
committee shall be completed by first week of April. The bound project
report is to be submitted following the final review.

5.17 CONDUCT OF LAB CLASSES

5.17.1 The staff in-charge of lab course shall prepare the list of experiments to be
conducted, subject to a minimum of 10 experiments and also shall prepare
their laboratory manual and supply it to the students.

5.17.2 The number of students per batch shall be restricted to a maximum of 3.

However individual terminals may be given for every student in the
computer lab.

5.17.3 The faculty shall give explanation for each experiment before the
commencement of the practical classes .The faculty shall inform the
students to come prepared for viva-voce questions, to draw the circuit
diagram if any and to explain the objectives and procedure of the
experiments.

5.17.4 The staff in-charge shall ask viva-voce questions and also ask the students to
explain the objectives and procedures for conducting the experiments for
about 10 minutes and assign marks in the observation note book based on
the response of the students.

5.17.5 The staff in-charge shall ensure that the record of experiment of the previous
week is submitted by every student or else the students should be asked to
sit at one corner in the lab and write the record. The list of students who

28
 have not submitted the records shall be sent to the H.O.D who in turn will
submit to Principal.

5.17.6 All the staff members assigned to the laboratory class are equally responsible for
the conduct of the lab class. The Lab-technicians shall be trained in
assembling of the circuit, use of instruments etc by the staff incharge and
they shall be asked to help the students in trouble-shooting and using the
instruments.

5.17.7 The staff in-charge shall never engage themselves in correcting the record note
books during lab class and shall be engaged only to assist the students in
conducting the experiments.

5.17.8 The staff shall ensure that those students who have not completed any
experiment up to date are summoned to the Laboratory during the free hours
to complete the experiments.

5.17.9 The record note book and observation note book should be completed by each
student in all respects and kept ready for inspection. The faculty will be
responsible otherwise.

5.17.10 The staff in-charge shall display the list of experiments in the Laboratory notice
board.
CHAPTER - 6

DUTIES AND RESPONSIBILITES

6.1 PRINCIPAL

6.1.1 General Administration and Finance:

6.1.1.1 The Principal shall convene the Governing council meeting at least once in every
semester.

6.1.1.2 The Principal shall make recommendations regarding plans for the development of
the institution in the years to come.

6. 1.1.3 The Principal shall prepare the annual budget and place it before the governing
body of the college for approval.

6.1.1.4 He shall monitor the purchase of equipment and consumables, auditing and
maintenance of stock registers and certify the bills for payment by Trustee.
He will also ensure judicious use of equipment and consumables.

6.1.1.5 He shall help the creation of necessary infrastructure for a conducive atmosphere
for education in the campus.

29
 6.1.1.6 He shall participate in the development of campus in terms of sports and extra
curricular activities.

6.1.1.7 He shall ensure the appointment of qualified staff (both teaching and non -
teaching)

6.1.1.8 He shall recommend necessary welfare measures for the benefit of the staff and
students.

6.1.1.9 He shall monitor the allocation of duties to various staff. He is responsible for
administration of teaching and non-teaching staff and maintenance of
discipline / harmonious relations.

6.1.1.10 All correspondences within the campus and to outside organizations and the
University will be done through the Principal with the approval of the
Chairman

6.1.1.11 The Principal shall ensure that the policies and rules of the Government
and the University are strictly adhered to by the institution.

6.1.1.12 The Principal shall convene the HODs meeting atleast once in 15 days and
maintain the Minutes book.

6.1.1.13 The Principal will interact with the Trustee on day to day matters. He will regularly
appraise through weekly reports with the Chairman/ Secretary. He will
function as a team leader of teaching and non-teaching staff to achieve
academic excellence.

6.1.2 Academic:

6.1.2.1 The Principal shall make arrangements for planning the various courses to be
offered and the preparation of course materials

6.1.2.2 The Principal shall supervise the course timetable, staff allocation, staff
attendance and syllabus coverage.

6.1.2.3 He shall ensure the conduct of internal continuous assessment examinations

at appropriate periods.

6.1.2.4 He shall provide arrangements for industrial visits and guest lectures for
students.

6.1.2.5 He shall monitor the student projects, progress and the University examinations
(theory and practical).

30
 6.1.2.6 He shall review the reports of the analysis of test marks of the students and
arrange for special coaching etc for academically poor students.

6.1.3 Student Affairs

6.1.3.1 The Principal shall plan for offering value-added courses, training and placement
opportunities and educational tour to the students.

6.1.3.2 He shall provide avenues for co-curricular, extra-curricular activities, professional

societies and counseling and guidance programmes to the students.

6.1.3.3 He shall also provide for a grievances redressal mechanism while ensuring strict
discipline in the campus.

6.1.3.4 He shall arrange for the periodical monitoring of students attendance and their
progress in studies and arrange for parent-teacher meetings as and when
necessary.

6.1.3.5 He shall take appropriate action to ensure that the rules and regulations are strictly
followed by the students.

6.1.3.6 He is authorized to take disciplinary action such as calling the parents for
discussion, suspension of students from the college or dismissal of the
student from the college or expulsion of the students from the hostel in the
event of any breach of rules and regulations by a student in consultation
with the management.

6.1.3.7 He is authorized to take disciplinary action on teaching / non-teaching staff such

as calling for explanation, issue of memo, stoppage of incentives / increment
and dismissal from service in the event of non performance of basic duties
and functions or indulging undesirable activities in the college or non-
compliance of instructions of the Management / Principal / H.O.D. in
consultation with the Management.

6.1.3.8 The Management expects the Principal to be a coordinating point to

ensure that all the policies of the management are implemented and promote
the college as an excellent educational institution.

6.1.4 Research and Extension Activities

6.1.4.1 The Principal shall encourage conducting of seminars and symposia and such
research – oriented activities in the campus.

6.1.4.2 He shall encourage the staff to become members of professional bodies, carry out
consultancy works, mini projects and other extension activities.

31
6.2 VICE-PRINCIPAL

6.2.1 The Vice-Principal shall collect the requirements of stationery items such as
laboratory records, observation note books, text books etc from the department and
forward them to the Stores in charge for procurement.

6.2.2 He shall be the professor in-charge of library and shall prepare the proposal for the purchase
of text books, reference books and journals based on the requirements submitted by
each department and also the suggestions received from students and maintain the
library as per Anna University and AICTE norms.

6.2.3 He shall monitor the maintenance of stack area, journal section, library computerization
and annual stock verification in library and prepare improvement plans for the
library.

6.2.4 He shall assist the Principal in all administrative work and academic programmes as and
when required.

6.2.5 He shall be the Chairman for faculty mini projects committee. All HODs shall be the
members of the committee. He shall convene the meeting of the committee once in
a month to review the progress of the mini projects carried out by the faculty
members. The Advisor and Principal will be special invitees.

6.2.6 He shall arrange for the display of the list of students having less than 75 percentage of
attendance in every month and counsel the students to improve their attendance.

6.2.7 He shall be the Professor in-charge for the institution of scholarships, fellowships,
prizes and medals for various branches and frame regulations for the award of the same.

6.2.8 He shall be Professor in-charge for initiation and formation of Alumni association and
college student association.

6.2.9 He shall be the Professor in-charge for the maintenance of LCD, LCD screen and
curtains to all class rooms. He shall periodically inspect the class rooms and other
places and monitor the cleanliness and maintenance.

6.2.10 He shall be given a minimum teaching load of one theory course and also will be
the head of the concerned department.

6.3 DEAN

6.3.1 The Dean shall be the convener for the preparation of the college calendar.

6.3.2 He shall collect the lecture notes of every faculty member from the H.O.D at the end
of each week, review them and submit a monthly report to the Principal.

32
6.3.3 He shall collect the minutes of class committee meetings from the H.O.Ds and initiate
corrective and preventive action in consultation with the Principal to improve
quality of teaching and learning.

6.3.4 He shall be the stock verification officer for the college and shall arrange for annual
stock verification in laboratories and also ensure proper maintenance of stock
books.

6.3.5 He shall be responsible for sending the monthly reports of students on unit and weekly
tests, percentage of attendance, general performance, and discipline to the parents.

6.3.6 He shall review the academic performance of students in the weekly test, and model
test and university examinations within three days from the date of announcement
of results and counsel the students who fail in one or more subjects and arrange for
coaching class in consultation with H.O.Ds.

6.3.7 He shall interact with individual teachers and students and devise methods to improve
the academic performance of students, whenever performance in a test is poor.

6.3.8 He shall collect and review the results of first two tests and work out the scheme for
special coaching classes in the evening or on specified days.

6.3.9 He shall convene the HODs meeting at the end of each unit and weekly test for
reviewing the performance of students and work out plans to improve the results
and submit a copy to Principal.

6.3.10 He shall be the head of the examination cell and will look after all the arrangements
relating to university examination, unit and weekly tests, model examination and
attend to all correspondence with controller of examinations, Anna University.

6.3.11 He shall check the record of class work of faculty members once in every month.

6.3.12 He shall initiate and monitor the arrangement of guest lectures and local visits of
various departments.

6.3.13 He shall plan and be overall in-charge for organizing functions like Graduation day,
sports day, cultural day and any other function arranged in the college.

6.3.14 He shall periodically inspect the laboratory classes and theory classes and interact
with students and faculty members to improve academic standards.

6.3.15 He shall be given a minimum teaching load of one theory course and also will be
the head of the department concerned.

6.3.16 He shall be in-charge of student feedback on teachers and prepare a report.

6.3.17 He shall prepare the master annual plan for organizing conferences, seminars and
symposia, workshops etc both by students and faculty members.
33
 6.3.18 He shall prepare the semester academic calendar well in advance in consultation
with the Principal. (Immediately at the end of each semester)

6.3.19 He shall be the officer in-charge of extra curricular activities and prepare the
concerned and monitor the same.

6.4 HOD

6.4.1 The HOD shall convene the department staff meeting once in 15 days and maintain
the Minutes book. The probable agenda is given in the ANNEXURE A.

6.4.2 The HOD shall co-ordinate local industrial visits, guest lecturers, educational tour,
test examination and purchase of library books, consumables and equipment for
laboratories. He should conduct project review meetings in consultation with
students and staff and implement as per the procedure given in ANNEXURE B

6.4.3 The HOD shall be accountable for all the academic activities of the department and
shall guide the faculty members, to improve the student performance, teaching,
research, laboratory facilities etc.

6.4.4 He/She shall check the record of class work once in 15 days, supervise the lab and
theory class work on daily basis, co-ordinate preparation of annual budget for
various activities and arrange for annual stock verification.

6.4.5 He/She shall maintain the files and records as per NBA and ISO requirements and
also submit a report on the outcome of class committee meetings to the Advisor for
corrective and preventive actions

6.4.6 He/She shall co-ordinate the activities like conduct of project viva, seminars,
symposia, special lectures and provide support services for student placement, and
department student association.

6.4.7 The HOD will be responsible for semester academic planning, manpower planning,
subject allocation, lab equipment maintenance, conduct of test, final year project
review, class committee, meeting time tabling, allotment of department work, staff
meeting etc in consultation of the Advisor.

6.4.8 The HOD will implement activities as per in academic calendar of the college and
submission of reports.

6.4.9 The HOD will be in charge of students academic and personal data base maintenance,
Society activities, professional societies and alumni.

6.4.10 He/ she shall fully be responsible for conducting coaching class, verification of log
books and coverage of syllabus for all semesters, internal assessment marks and lab
works.

34
 6.4.11 He/She will be responsible for the scrutiny of lesson plan, lecture notes, lab manuals
and question bank, log book, etc and for monitoring theory classes, lab sessions,
students attendance and discipline, guest lecture and industrial visits.

6.4.12 He/She will be responsible for the Association fund and the financial assistance of
Rs. 5000 given by the management as a petty cash for the department related minor
expenditure. Bills and vouchers must be maintained neatly for verification at any
time.

6.5 TEACHING STAFF

6.5.1 Every faculty member shall be given a teaching load as per the norms and any one
or two of the following administrative responsibilities, or as assigned by respective
HOD.

a. Laboratory in charge

b. Class Coordinator

c. Subject coordinator

d. Lab coordinator

e. Allocation of workload, preparation of class work time table, master time table,
practical examination time table, hall arrangement and lab allocation.

f. Alternative class work arrangement, annual budget preparation (other than lab),
purchase of library books, data submission to Principal’s office for inspection,
staff leave register, educational tour, faculty recruitment and local visits.

g. Co-ordination of final year student projects and faculty mini- projects, student
data maintenance, placement cell co-ordination and arrangement of guest
lectures and student paper presentation.

h. Any other special administrative works assigned by the competent authority.

6.5.2 Every teacher shall complete a minimum of two mini-projects and also guide a
minimum of two final year projects.

6.5.3 Every teacher shall carry out the following as per the schedule:

a. Submission of Cycle test question papers – 3 days before the test.

35
 b. Submission of Cycle and model examination marks on or before the 4th day
after the test.

c. Record of class work shall be submitted once in 15 days to H.O.D and at the
end of the semester to Principal.

d. Submission of internal assessment marks within 7 days after the completion

of model examination.

6.5.4 Every faculty member shall compulsorily give weekend assignments to students for
all the subjects taught by him/her and it shall be included as a part of lecture notes.
The assignments shall be corrected and given back to students.

6.5.5 The faculty member shall not allow to the class, those students who do not complete
weekend assignments, laboratory records or who are absent to classes or tests
without leave letters, those who do not wear overcoat for lab classes etc.
until they get the permission from Principal.

6.5.6 Every faculty member shall submit a list of text books to be purchased by the students
one week prior to commencement of class work to the H.O.D and he/she should
announce the text books followed by him/her. The H.O.D shall in turn submit it to
the Principal for procuring them for library.

6.5.7 Every faculty member shall prepare all possible Part-A and Part –B questions and
answers for every unit and give them to the students as soon as the unit is covered
and a copy be given to the H.O.D in a floppy without fail. Every teacher shall
prepare the laboratory manual, lecture notes by compiling the questions and
answers and questions bank and give them to the students.

6.5.8 In addition to normal academic and administrative work loads, every faculty member
shall carry out other work assigned by the management, Principal and
H.O.D.

6.5.9 Every faculty member shall check the discipline of students in the class, Laboratory
and in the campus and if any student is found misbehaving, it should
be immediately reported to the Principal for action. The faculty member shall never
use any abusive language or punish any student, when the student indulges in
misconduct or misbehaviour in the premises of the college.

6.5.10 No teacher shall cancel any theory class or laboratory class or send a fellow teacher
to his/her class without permission from the H.O.D/Principal, when the latter is
present in the college.

6.5.11 Every teacher shall arrange special coaching class for academically weaker students
on holidays or evening time in consultation with H. O.D / Principal / Management.

6.5.12 Every teacher shall prepare the course plan for teaching the theory courses in his
/her own way and ensure to get a minimum pass percentage of 95 and more in his/
36
 her subject. The percentage pass marks obtained by the students will be taken into
consideration while considering the increments/raise in the salary.

6.5.13 It is mandatory on the part of every faculty member to accompany the students on
educational tours and local industrial visits.

6.5.14 Every teacher shall encourage and guide students in the preparation of technical
papers for presentation in conferences in other colleges and should guide a
minimum of one paper per semester.

6.5.15 Every teacher shall review the analysis of weekly test and SA test marks, university
examination marks and counsel the weak students.

6.5.16 It is mandatory on the part of every teacher to become familiar with the following.

Computer operating system

1. Windows 98, 2000, XP
2. Linux
3. DOS
Application Software
1. Ms-Office (Word, Excel, PowerPoint, Access)
2. MATLAB
Languages
1. C, C++, Visual Studio
2. SQL

6.5.17 It is mandatory on the part of every faculty member to maintain a personal and a course
file. Every teacher shall publish minimum one Technical paper every year.

6.5.18 In case a teacher resigns his/her job, they should give two months prior notice or two
months salary in lieu there of. The relieving orders will be given only at the end of
a semester.

6.5.19 Wherever a teacher fails to fulfill the mandatory functions or works or responsibilities he/
she will be issued a memo calling for an explanation by the Principal.

6.5.20 If the teacher fails to fulfill the mandatory functions or works frequently
during an academic year, he/she will be relieved from his / her post without notice.

6.5.21 Every teacher shall submit representation relating to any grievance in work place or
problems encountered with students or any other matter to the Principal for
necessary action.

6.5.22 Every teacher shall follow the dress code and shall never violate. As teachers are models
for students, they are advised to follow dress code strictly.

37
6.5.23 The H.O.D is authorized to call for explanation and issue memo to any faculty member
if he/ she fails or refuses to carry out the work. The H.O.D shall submit a report to
the Principal on all such cases.

6.6 PLACEMENT AND TRAINING OFFICER

6.6.1 The placement and training officer shall be the co-ordinator of placement and training
cell. One faculty member from each department nominated by the respective H.O.D
will be a member of the cell. The cell shall meet once in every month and finalize
plan of activities for II, III, and IV year students to improve employability of
students and submit the plan for the approval of the Principal and Management.
The placement and training officer shall maintain the Minutes Book.

6.6.2 He/she shall collect the student profile and academic record of the final year students
(Starting from their second year) and retain the same at his office.

6.6.3 He shall prepare a detailed brochure highlighting the facilities in the college, department
and student activities and academic performance and placement particulars both in
soft and hard copies and send it to selected industries for facilitating the conduct of
campus interviews.

6.6.4 He shall collect the addresses of selected companies and shall meet the HRD or relevant
officer of the companies for visit and subsequently arrange for the campus
interview.

6.6.5 He shall make all arrangements for the conduct of the campus interview i including
conduct of test, group discussions, personal interviews etc.

6.6.6 He shall maintain the records of placement, student records, college brochure, list of
companies etc. and shall create a small library with books for competitive
examinations, personality development, communication skill development etc. He
shall also provide support services in the preparation for GRE, TOFEL and
procurement of passport, and submission of application to foreign universities.

6.6.7 He shall arrange for special training programmes by experts from HRD of companies
for all the students on the following topics:

i. Personality skill
development ii. Soft skill
development.
A minimum of 4 special programmes per semester shall be arranged.

6.6.8 He shall organise regular sample tests on the following topics for all students from III and
IV years using in house resources as well as outside resources.

1. IQ test
2. English language grammar test

38
 3. Comprehension test
4. Aptitude test
5. Listening skill test
6. Mock personal interview
A minimum of 4 tests per semester shall be arranged.

6.6.9 He shall strictly adhere to the time schedule for organizing placement training
programmes and mock tests as given tn the time table and academic schedule.

6.6.10 He shall arrange regular training classes for VII semester students on the following
topics through outside agencies.

Personality and communication skill

a. Oral communication
b. Written communication
c. English grammar
d. Comprehension in English
e. IQ and aptitude test
f. Personal interview.

6.6.11 He shall maintain the year-wise placement records such as the companies which
have conducted placement interviews in our campus and in other places,
employment records of students containing the names of students, designations of
posts etc.

6.6.12 He shall be given a maximum work load of one theory course.

6.7 PHYSICAL DIRECTOR

6.7.1 He shall be the member of the disciplinary committee and the committee shall be
constituted by him in consultation with the Chairman of the disciplinary committee.

6.7.2 He shall daily monitor the general discipline of students during the working hours
and report to the Chairman if any breach has been noticed.

6.7.3 The disciplinary aspects to be monitored include adherence to dress code,

maintenance of silence, promptness in attending classes, engagement of classes by
faculty members preventing the students from loitering in the corridors, damaging
the property, defacing walls or teasing of girl students in the Verandah.

6.7.4 He shall take adequate measures to prevent any misbehavior, misconduct, especially
during extra curricular activities and other college functions.

39
 6.7.5 He shall convene disciplinary committee meetings once in a month in consultation
with the Chairman of the disciplinary committee to discuss the general disciplinary
status of students and precautionary steps that should be taken to maintain the
discipline of students.

6.7.6 He shall be the secretary of the Sports Board. All the H.O.D’s shall be the members
of the board and Managing Trustee shall be the patron of the board and the Principal
shall be Chairman of the board.

6.7.7 He shall convene the Sports Board meeting at the beginning of every semester to
discuss and finalize the sports & games activities for the semester concerned.

6.7.8 He shall prepare the annual budget for the sports and games accessories such as nets,
balls, etc and submit them to the Principal.

6.7.9 He shall train students for participating in various tournaments and also organize
University Tournaments in our college.

6.7.10 He shall arrange intramural sports and games for our college students.

6.7.11 He shall employ the security personnel for periodical inspection of the verandas
and class rooms in the main building and get reports on disciplinary aspects.

6.8 LIBRARIAN

6.8.1 A Librarian is responsible for maintaining the circulation section, reference section,
periodical section, acquisition section, technical section and maintenance section.
He/She should inspect all the sections every day personally and ensure that the
books and periodicals have been kept in the shelves as per classification.

6.8.2 In the Circulation section the Librarian will take up the duties such as lending of
books to students and staff, overnight issues, charging fine for the non-return of
books within the due dates, reservation of books, sending reminders to students and
staff for the return of books and periodicals, issue of Library card, correspondence
related to missing of books, missing of Library cards, renewal of books to the
students and staff etc.

6.8.3 In the Reference section, the Librarian should maintain the reference books according
to classification and also help the staff and students for general reading. He/She
should also display the latest arrival of the books in a prominent place to attract the
readers.

6.8.4 In the Periodical section, the Librarian is responsible for ordering the journals and
back volumes, display the latest journals etc.

40
 6.8.5 In the Acquisition section, the Librarian is responsible for selecting the books,
ordering the books, receiving the books, classifying the books and accessioning the
books in the accession register and passing the bills.

6.8.6 In the Technical section, the Librarian is responsible for routine classification of
books, cataloging of books.

6.8.7 In the Maintenance section, the Library staff is responsible for shelving the books,
maintaining the stack area and self rectification and stock verification, binding
work, entry of call number, transfer of books to departments, library cards sorting
and filing, maintenance of Author’s Index and Subject wise Index, reprographics
services, internet and online public access catalogue (OPAC).

6.8.8 The Librarian is in-charge of fine collection and Xerox charges collection from the
students and renders accounts to the Principal once in 15 days. A separate register
should be maintained showing the date wise receipt of fine and Xerox charges.
Proper receipt must be issued to the student, while collecting such charges.

6.9 CLASS AND YEAR COORDINATORS

The coordinators are expected to monitor, assess and workout strategies for ensuring the
best academic performance in the particular class or year for which the person is assigned as
coordinator. For achieving this objective they will have to regularly monitor, assess and work out
strategy for following the academic schedules and processes effectively.

6.9.1 Verifying the Logbook maintenance by various faculty members.

6.9.2 Syllabus coverage and the extent to which the course plan has been adhered to.

6.9.3 Follow up of assignments in terms time of issuing, submitting and returning and the
students’ performance in the assignments.

6.9.4 Follow up regarding the regularity in timely provision of question papers to exam
Cell, smooth conduct of exams, performance of students in tests, discussion with
Faculty and arriving at strategies for improving the performance of the students in
Future.

6.9.5 Regular discussions with students for understanding their problems and grievances
with reference to academic activities and work out strategies for Eliminating any
problems faced.

6.9.6 Conduct of regular class committee meetings, ensuring that the minutes are
recorded and follow up action is initiated based on the outcome of the meeting.

41
6.9.7 Ensure that faculty members are present in the classes as per the time table and
are also arranging proper alterations when they are on leave. No unnecessary
alterations when the faculty member is present in the college.

6.9.8 Ensure that laboratory classes are going on effectively and the students are feeling
satisfied with the knowledge they are gaining through practical classes.

6.9.9 Ensure that innovative assignments and innovative experiments are assigned as
per requirement. Follow up for carrying out mini projects.

6.9.10 Obtaining the feedback regarding T & P special lectures and suggesting corrective
measures based on the feedback.

609.11 Monitoring the lectures and ensuring that the lectures are delivered in English and
English only.

6.9.12 Maintaining the test analysis report, the record of monthly percentage of
attendance, university examination result analysis report and University
examination rank list. (The analysis will be done by AAMC)

6.9.13 Maintenance of the student record such as name, phone number, parent’s
Permanent address, E-mail ID, category of admission etc. He shall also maintain
the record of students transferred from other colleges, students prevented
from writing examinations, dropouts, suspension, dismissal etc.

6.9.14 Co-ordinating industrial visits, guest lectures and educational tours for the class
concerned.

6.9.15 Preparing the list of students who do not submit the lab record or assignment
work and who fail in one or more subjects in tests and forward the list to AAMC.

6.9.16 Preparing the number of record note books, observation note books and computer
Printing paper required for the class and submit 15 days prior to the
commencement of class.

6.9.17 Collecting the list of text books to be purchased by the students for each subject
from the respective teachers and forward the same to the H.O.D for further
processing.

6.9.18 Preparing the annual budget estimate for guest lecture, local industrial visit, and
educational tour for the class concerned.

6.9.19 Arranging for the removal of the student’s name from the roll when it is found that
a student is absenting for more than 5 days continuously.

42
6.10 LAB IN-CHARGE

6.10.1 He shall ensure that the required quantity of equipment and consumables are
purchased and kept in the laboratory as per the norms of Anna University.

6.10.2 He shall arrange for servicing of all equipments as and when required and maintain
all the equipment and trainer kits, instruments etc. in working condition.

6.10.3 He shall make use of the services of the lab technician to keep the lab equipment
and other items neat and clean.

6.10.4 He shall train the lab technician to assemble the experimental setup, carry out
trouble- shooting and to conduct the laboratory experiments and make them to assist
the students in assembling the circuit diagrams and using the instruments etc.

6.10.5 He shall prepare the annual budget estimate for the purchase of equipment,
consumables and servicing and repair under three separate headings namely
equipment, consumables, servicing and repair for the laboratory concerned and
submit it to H.O.D.

6.10.6 He shall prepare the display chart to display the following information in the
Laboratory concerned.

i. List of laboratory courses and faculty members conducting the

course.
ii. List of experiments for the lab course. iii. List of laboratory
courses conducted in the room. iv. Lab Time-Table.

6.10.7 He shall maintain the non consumables and consumables stock registers and arrange
for annual stock verification during vacation in consultation with H.O.D.

6.10.8 He shall initiate action well in advance for the purchase of consumables and non-
consumables for the laboratory.

6.10.9 He shall make stock entry for consumables and non-consumables and certify the
bills for payment whenever the items are newly purchased.

6.10.10 He shall maintain a list of equipment specified by Anna University and the list of
the available items in the concerned laboratory in the format given by the university
and arrange for stock verification during vacation in consultation with H.O.D.

6.10.11 He shall prepare the Physical layout and other technical details for the installation
of new equipment whenever required and submit the same to the Principal through
the H.O.D for execution.

43
6.10.12 He shall also prepare the draft plan for the development of the laboratory facilities
for mini projects undertaken by the faculty members and the projects undertaken by
the students.

6.10.13 At the end of each semester he will submit a list of equipments / instruments
damaged by the students along with value and forward to Principal for further
action.

44
 CHAPTER 7
ACADEMIC ADMINISTRATIVE WORKS
7.1 COLLEGE LEVEL

S.No. Faculty-in-Charge Responsibilities

45
 1. CENTRE FOR I. AICTE approval and Anna University affiliation
PLANNING AND 1. Application to AICTE and Anna University.
DEVELOPMENT
2 AICTE and Anna University Committee inspection.
3. Admission approval from DOTE and Anna
University
4. Planning all developmental works.
5. E Class room
II. ISO 9001-2008
1. Implementation of ISO 9001-2008
2. Internal quality audit and action on
Nonconformation reports 3. Updating ISO
procedures
4. All activities related to ISO 9001-2008

III. NBA Accreditation

Dept Co-coordinators – 1. BOG / GC / GB minutes.

NBA & ISO 2. Preparation of the following reports
a. Staff selection committee and recruitment
procedure
b. Leave rules
c. Study rules
d. Sponsorship for conferences
e. FDP
f. Exam results analysis
g. Placement activities
h. Budget utilization
i. Faculty performance appraisal
j. M.O.U. with companies
3. Preparation of Reports for various items as per
accreditation Performa
4. Report on Infra-structure.
a. Class rooms, drawing hall, office etc.,
b. Library and laboratories.
c. Computing facility.
d. Support services.
e. Co-curricular activities.
f. Extra curricular activities.
g. Service rules. 44

S.
Faculty-in-Charge Responsibilities
No.
2 CENTRE FOR 1. M.O.U. with reputed Industries.
RESEARCH AND 2. Short term courses and Seminar / Symposium in
INSTITUTE -
INDUSTRY collaboration
COLLABORATION with Industries.
3. Students’ in-house Mini projects.
4. Paper presentation by students and faculty.
5. Attending Conferences / Workshops / Seminars by
students and faculty.
6. Organizing Conferences / Workshops / Seminars
Dept. Co-ordinators:
/symposia
7. Association activities
8. Organizing Faculty Development Programme.
9. Higher studies -faculty members
10 In-plant training for students and faculty.
11. Students projects from Industries.
12 Research proposals to funding agencies.
13 Summer and winter school proposals
14. Consultancy works.
15. E class rooms
16. Audio-Visual centre
17. Creation of centre for students project.

S.
Faculty-in-Charge Responsibilities
No.

47
 1. Organizing-in-house training classes for Communication skills,
3. CENTRE FOR aptitude , computer programming, G.D and Mock Interviews.
PLACEMENT &
TRAINING 2. Conducting model Aptitude Tests, communication skill and
computer programming tests.
3. Organizing workshop/guest lectures on personality
development with external agencies
4. Preparation of student profiles and placement brochure.
5. Procurement of placement training related Books, CD, VCD,
Inhouse Training template etc. for GRE, TOEFL GMAT etc and creating a
course co –
library.
ordinators
6. Activities related to Engineering College forum and arranging
Campus and off-campus interviews in Co-ordination with
forum and other colleges.
Dept Placement 7. Co-ordination with Placement Cell at Anna University and
coordinator
arranging for student registration
8. Establishing contact with prospective employers and IT
companies to arrange campus interviews.
9. Creation of student data base and company data base
10. In-house resource creation relating to interview skills and GD
techniques.
11. Common time table for placement training courses. (Language
lab, internet lab, computer lab) and Co-ordination of
preparation of study materials and workbooks for in house
training.
12. All works related to placement and training activities.

46
S.
No. Faculty-in-Charge Responsibilities

4. EXAMINATION
1. Daily Test / Unit / Model / University Examination as per
CELL
procedure.
2. Examination fee collection and submission to COE.
3. Paper revaluation and Xerox copy of Answer script.
4. University Exam Accounts maintenance and submission.
5. Issue of Hall tickets and University Mark statements
6. Appointment of AUR, Squad member and Examiners for paper
valuation
7. All correspondence with COE, Anna University.
8. Procurement of Stationery items for Test and University exam.
9. Maintenance of Xerox machines.
10. Maintenance of Stock book for stationery items.
11. Submission of Internal assessment marks and Attendance to
COE
12. Complaints on Question paper to COE
13. Semester drop out and re-admission for attendance shortage
14. Lecture Hall allocation and desk arrangement.
15. Exam malpractice reports

49
 1. Student and staff daily attendance report.
5. ACADEMIC 2. Collection of data from department
AFFAIRS AND
MONITORING 3. Preparation of required reports.
CENTRE (AAMC) 4. Student leave, permission and all other matters.
5. Maintenance of student data bank with address, phone number
etc.
6. All reports to parents.
7. University result analysis report
8. First year student +2 mark analysis.
9. Implementation of Academic calendar schedule.
10. Units completion, Lab experiments, completion report etc and
submission to Principal.
11. Any other Work.
S.
No. Faculty-in-Charge Responsibilities

6 LIAISON OFFICE: 1. Student and staff daily attendance report.

2. Collection of Internal assessment marks from class teachers and
its publication
3. Collection of consolidated Weekly test, Model Exam report
from class teachers.
4. Maintenance of leave and permission letters of students.
5. Monthly attendance report of students with < 75% attendance to
Parents and its publication.
6. Maintenance of student data bank with address, phone number
etc.
7. Intimation of long absentees of students to parents and
department
8. Sending daily test, test marks and university marks to parents.
9. University result analysis report, collection from department
and intimation to parents.
10. Creation of student and faculty data base.
11. University result analysis.
12. First year student +2 mark analysis.

1. Computerization of Academic Management and Information

7. CENTRE FOR System.
ACADEMIC
INFORMATION 2. Online Aptitude test.
AND 3. Online feedback.
MANAGEMENT
4. Development of new software modules for academic
SYSTEM
administration..
5. Digital publication of lecture notes and question bank
6.Software installation for academic monitoring

51
S.
No. Faculty-in-Charge Responsibilities

CENTRE FOR CO- I. Sports

8. CURRICULAR
AND EXTRA- 1. Conduct of sports & games.
CURRICULAR 2. Annual budget for the sports and games accessories
ACTIVITIES
3. Sports day celebration.
4. Events for sports day.
a. Estimate for prizes
b. Conduct of the sports and games.
c. Organizing the sports day functions.
5. Hosting of Zonal games and sports.
6. All development works relating to sports
II. Cultural
1. Finalization of cultural day events.
2. Preparation of proposal of purchase of prizes.
3. Organizing the cultural day function.
4. Preparing students to participate in cultural events and
sports in other places.
5. Creation of a centre for cultural activities.
6. NSS and YRC Activities
7. Blood and Social service camp.
8. All development works relating to cultural activities
III. Co – Curricular Activities
1. Department Magazine.
2. Inter departmental activities
3. Professional societies Activity
4. ISTE Chapters

52
S.
No. Faculty-in-Charge Responsibilities

1. Collection of Lesson plan, Lecture notes, question bank for all

9. CENTRE FOR semesters and submission to Principal.( Except I Year )
ACADEMIC 2 Report on Guest Lectures, Industrial visits and submission to
RESOURCES Principal
3. Student feedback.
4. Internet maintenance and maintenance of all records, attending
to breakdown, renewals, correspondence etc.

1. To create the data base of Alumni

10. CENTRE FOR 2. To conduct periodical meetings and annual meeting with
ALUMNI AFFAIRS alumni members.
3. To resort to the help of Alumni members for placement
activities.
4. To mobilize funding for special purposes like
scholarships, prizes, awards etc.
5. To conduct lectures by invited speakers.

S.
No. Faculty-in-Charge Responsibilities

53
 I. Library
11. LIBRARY AND 1. Collecting list of books and journals from HODs and
COLLEGE
MAGAZINE procurement after approval
2. Indexing and stocking of books and journals.
3. Stock taking of books & periodical publication of defaulters
list.
4. Indexing and stocking of lecture notes and question bank.
5. All works related to Library development. II. College
Magazine
1. Preparation of College news letters and magazine
2. Recording of Important events under the heading
a. Technical Papers Published
b. FDP Programs attended for faculty members
c. Campus Placement
d. MOU
e. College Events

S.
No. Faculty-in-Charge Responsibilities

54
12. ACADEMIC SCHEDULE 1. Academic Calendar preparation for first year, higher
AND CALENDAR
semester, MBA, MCA and vacation proposals.
2. Semester Academic schedule and declaration of
holidays.
3. Arrangement of HOD and faculty meeting and
maintaining minutes.
4. Monitoring the implementation of all important events
in calendar
5. Class representative and class teacher meeting with
Principal.

13. COORDINATORS FOR

FIRST YEAR 1. Collection of Lesson plan, Lecture notes, question bank
for first year and submission to Principal.
2. Time table for first year classes and academic calendar
preparation.
3. Photocopying and binding of Laboratory manual for
first year students.
4. Coaching classes.
5. All other academic activities for first year.

S.
No. Faculty-in-Charge Responsibilities

55
 LAB RECORD AND 1. Purchase of lab records & observation note books &
14. CLASS NOTE BOOKS
class note books for students and issue of the same to
students.
2. Purchase of note books, text books, lab coats, drawing
instruments, calculators, syllabus book, bags etc for first
year students and Issue of the same to the first year
students.
3. Collection of minutes of class committee meetings of
first year, discussions with Principal and implementation
of suggestions.

15. RAILWAY CONCESSION Issue of Railway concessions Forms.

TRANSPORT
16. 1. Driver and cleaner uniform.
2. Monitoring of arrival and departure of buses.
3. Scheduling of buses for special coaching classes and
other events.
4. Circulars on changes in bus schedule to faculty, students,
5. Administrative Officer and others.
5. Monitoring of maintenance of clock and radio in buses.
6. Scheduling of bus during University examinations.

7.2 DEPARTMENT LEVEL

Activities and Faculty In-

S. No Dept. Responsibilities
Charge

56
 1. Review of Daily absentees list of students and
CIVIL counseling the students.

MECH 2. Collection of Weekly test and SA test report and

counseling students.
ECE 3. Review of test absentees list and counseling the

ACADEMIC students.

1. MONITORING AND EEE 4. Preparing list of students for coaching class and

CONTROL arranging coaching class.

5. Class representative meeting and assessment of
CSE
student’s grievances.
6. Arrangements for Graduation day function.
IT 7. Faculty recruitment works.

MBA 8. Association activities.

9. University result analysis
MCA 10. Setting up department library.

M.E(CSE) 11. Proposal for Purchase of books.

M.E
(Manu.
Tech.)
M.E(Power
Electronics
and Drives)
M.E(Com
munication
Systems)

57
 CIVIL 1. Subject allocation to faculty members.
MECH 2. Master time table for theory and laboratories.
ECE
EEE 3. Laboratory class work allocation.
CSE 4. Semester wise and individual time table.
IT
5. University practical examination time table
MBA
including arrears examinations.
MCA
M.E(CSE) 6. All works relating to faculty recruitment.
M.E 7. Proposal for procurement and issue of Lab
2. TIME TABLE (Manu. Records, Observation Book and Note Books.
IN-CHARGE Tech.)
M.E(Power
Electronics
and Drives)
M.E(Com
munication
Systems)

Activities and Faculty In-

S. No Dept. Responsibilities
Charge

58
3. FINAL YEAR
PROJECT 1. Writing letters to various organizations for fixing
CO-ORDINATOR CIVIL project work.
2. Formation of student batches for project work.
MECH
3. Collection of confirmation letters from companies
and fixing internal guides.
ECE
4. Formation of project review committee.
5. Scheduling and arranging project review.
EEE 6. Collection of project review synopsis from students
prior to each project review.
7. Maintenance of project review committee’s
CSE evaluation marks.
8. Monitoring the preparation and submission of
project report by students.
IT
9. Monitoring mini projects by faculty members and
MBA students.
10. Supervision and co-ordination of technical paper
MCA presentation by students.
11. All arrangements for industrial training (
M.E(CSE) Bio- Tech only)
12. Arrangement for University examination vivavoce.
M.E
(Manu. 13. Collection of Unit Coverage, Lab experiment
Tech.) Completion report and submission to AAMC.
M.E(Power 14. Collection of Lecture notes, and Question Bank for
Electronics various semesters.
and Drives)
M.E(Com
munication
Systems)

59
 Activities and Faculty In-
S. No Charge Dept. Responsibilities

CIVIL
MECH
1. Guest lectures, Industrial visits and Educational
ECE
tour
EEE
CSE 2. Proposal for purchase of Library books and
IT Journals.
MBA 3. Budget preparation for the above items.
MCA
M.E(CSE) 4. Association, seminar and symposia activities
GENERAL M.E 5. NBA Accreditation / ISO – record maintenance.
4a. DEPARTMENT (Manu.
WORKS – PART-I 6. Question bank Xeroxing and binding for all
Tech.)
semesters.

M.E(Power
Electronics
and Drives)
M.E(Com
munication
Systems)

60
 CIVIL
MECH
1. Records to AICTE and Anna University inspection
ECE committee.
2. Department file maintenance.
EEE
3. Overall annual budget preparation
CSE 4. Faculty development program, deputing faculty
members to conferences , workshop etc.
GENERAL IT 5. Lab Manual Xeroxing and binding and Issue to
4 b. DEPARTMENT WORK students.
– PART-II MBA
6. Purchase of White and Colour Chalk, Duster,
White Paper, Printer Paper, File and A4 Sheets etc.
MCA

M.E(CSE)

M.E (Manu.
Tech.)
M.E(Power
Electronics
and Drives)
M.E(Com
munication
Systems)
Activities and Faculty
S. No In- Charge Dept. Responsibilities

61
 1. Servicing of all equipments, trainer kits,
instruments etc.
2. Training the lab technician to assemble the
experimental setup for various lab courses and
maintain equipments for each lab course.
3. Annual budget for the purchase of equipment,
consumables and servicing and repair of
equipments.
CIVIL 4. Display of the following information in the
concerned laboratory.
MECH a. List of laboratory courses and faculty
members conducting the course.
ECE b. List of experiments for each lab course.
c. Lab time-table.
EEE
d. Display of important wall charts.
CSE e. Display of important equipments in the lab.
5. Arranging for annual stock verification during
IT vacation.
6. Maintaining stock Register entry of consumables
LABORATORY IN- MBA
5. and non-consumables and certify the bills for
CHARGE payment whenever the items are newly purchased.
MCA
Maintaining the list of equipment specified by
7. Anna University and the list of the available
M.E(CSE) equipments in the concerned laboratory in the
format given by the university
M.E
Preparing the Physical layout and other technical
(Manu.
8. details for the installation of new equipment
Tech.) whenever required and submit for execution.
Development of the laboratory facilities for mini
9. projects by the faculty members and students.
M.E(Power
Electronics
and Drives)
M.E(Com
munication
Systems)
10. Submission of the list of equipments / instruments
damaged by the students along with value at the
end of each semester and forward to Principal for
further action.
11. Coordinating the preparation of laboratory
manuals.
12. Proposal for new equipments to meet the
requirements of revised curriculum.
13. Equipment status report submission.

62
 Activities and Faculty In-
S. No Dept. Responsibilities
Charge
1. Collection of University examination fees
6. CLASS and YEAR CIVIL including arrears exam.
COORDINATORS MECH
2. Application for revaluation and Xerox copy of
ECE
answer scripts for respective class.

EEE 3. Collection of breakage fee.

4. Distribution of university mark sheets and Hall
CSE tickets.
5. Students leave letter approval and daily absentees
IT monitoring.
6. Arranging alternative class while faculty member
MBA is on leave.
7. O.M.R. sheet submission with internal mark.
MCA
8. Student data maintenance – Name, Roll, Address,
M.E(CSE) Phone No, Progress card and arrears subjects etc.
9. Organizing special coaching class for weaker
M.E (Manu. students
Tech.) 10. University Examination Result Analysis

M.E(Power 11. Submission of Minutes of class Committee

Electronics meeting to Principal’s Office
and Drives) 12. Submission of all academic reports pertaining to
M.E(Com
the class.
munication
Systems) 13. Maintenance of daily test, assignment, internal
assessment test marks and internal assessment
marks.
1. Purchase of all computer and printer stationery.
7. COMPUTER 2. Annual budget preparation for the above items.
STATIONERY STORES CSE
IN-CHARGE 3. Maintenance of consumables stock register.

4. Stock entry and bill passing.

5. Maintenance of indent book for issue (printer paper

& printer ribbons)

8 1. Internet maintenance
. INTERNET IT 2. Breakdown call
IN-CHARGE
3. Bandwidth recording & Renewal

63
 4. Maintenance of all records.

Activities and Faculty In-

S. No Charge Dept. Responsibilities

1. Purchase of computer and printer components.

9. COMPUTER 2. Maintenance and issue of computer and printer
CONSUMABLE CSE – components.
INCHARGE System
Administra 3. Annual budget preparation and stock register
tor maintenance.

4. Maintenance of consumable stock register.

5. Stock entry and bill passing.

6. Maintenance of indent book etc. for components.

64
7.3 LIST OF RECORDS AND FILES TO BE MAINTAINED IN THE DEPARTMENTS

1. Attendance & Assessment record of students

2. List of faculty members department wise
i) Degree certificate copies ii) Appointment Order
3. Faculty work load
4. Department time table (Semester time table, Lab time table, Class room
allocation , Master Time Table)
5. Lab Manuals
6. Academic performance record of students (University result analysis)
7. Faculty development programme
i. Summer – Winter Schools ii) M.E. Programme
8. Record of student projects
i. Project review methodology ii) Sample copies
9. Course File
10. Syllabus & Curriculum
11. Education tours
12. Guest lectures
13. Symposium & Seminars
14. Student mini projects
15. Annual Budget
16. Record of Achievements Awards & Recognition
17. Department meeting, minutes book
18. Stock register
i) Consumables ii) Non consumables

65
 19. Purchase file – equipments and consumables
20. Student academic performance and attendance – analysis
21. Student particulars
22. Local visits
23. Prevention of students for lack of attendance and readmission
24. University exam, Weekly test, SA test and Internal Assessment test result
analysis.
25. General circular file
CHAPTER 8 TARGET FOR ACADEMIC ACHEIVEMENTS

TARGET FOR STUDENTS ATTENDANCE, ACADEMIC PERFORMANCE,

MAINTENANCE OF LABORATORY FACILITIES, CO-CURRICULAR ACTIVITIES
AND CONTINUE EDUCATION AND EXTENSION OF
ACTIVITIES FOR DEPARTMENTS

NOTE:

With an objective to improve the academic performance of the students as well as overall
development activities in the college, the target is set for various activities relating to curricular
and co-curricular and other activities. The objective of setting the target is to motivate each
department and each faculty member to perform better and better and achieve the target level.

The HOD shall be responsible and have the freedom to device innovative methods or procedures
to achieve the target in all the sphere of activities. However, the new procedures or methods may
be presented in the HOD meeting and discussed in detail before implementation. The
responsibility of drawing the road map and working out action plan rest with the Directors, HODs
and the faculty members. The problems faced in achieving the target should be assessed and
solved at the department level and in the event of difficulties in solving the problems, the reasons
and possible procedures for solving the same may be discussed in the HOD meeting.

8.1 ACADEMIC PERFORMANCE

a. Weekly test / Model Exam

Sl.No. Particulars of activity Target

1 Minimum pass in each subject 85 %
2 Minimum pass in a class 75 %
3 Minimum class average mark in a subject 60 %
4 Maximum no. of students failed in 3 and More 20 % of class
than three subjects in a class. strength
5 No. of students failed in all subjects in a class. Nil

b. University Examination

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 Sl.No. Particulars of activity Target
1 Semester wise minimum pass 85 %
2 Minimum pass in each subject 95 %
3 Failures in practical examination 0%
4 VIII semester minimum pass 100 %
5 Minimum University Rank Report 2
8.2 STAFF AND STUDENTS ATTENDANCE:-

Sl.No. Particulars of activity Target

1 Minimum semester wise daily attendance 97 %
2 Maximum absenteeism permitted for a student per semester 4 days
(If violated parents should be called for counseling)
3 Parent meeting the HOD compulsory if the students is more than 2
absent days
continuously
4 Collect re-admission fee of Rs.500/- if absenteeism exceeds more than 3
days
5 Parents meeting HOD compulsory if monthly attendance less than 75 %
6 Parents meeting HOD compulsory if the leave exceeds 4 days
in a semester
7 Faculty Attendance Per Month 95 %

8.3 ACADEMIC ACTIVITIES:

Sl.No. Particulars of activity Target

1 Submission of Lecture notes for 2 ½ units Before semester
commencement
2 Submission of Xerox copies of lecture notes for 5 units End of the
semester
3 Detailed lesson plan Submission One week before
semester
commencement
4 Issue of question bank to student. On the day of
reopening
5 Issue of Lab manual to students On the day of
reopening
6 Minimum no. of students project work per faculty member 2
7 Course file submission by faculty member End of the
semester

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 8 Personal file submission by the faculty member End of the
semester
9 Minimum publication of Technical paper by a faculty member 1
per year

8.4 MAINTENANCE OF LABORATORY FACILITIES:

Sl.No. Particulars of activity Target

1 Shortage of consumables at any point of time Nil
2 Reporting period for equipment repair to Principal’s Office 2 days.
after failure
3 Reporting period for servicing of computers after failure 2 days
4 Deficiency in equipments as per Anna University norms. Nil
5 Deficiency in softwares as per Anna University norms. Nil
8.5 ACADEMIC WORK LOAD TO FACULTY MEMBERS:

Sl.No. Particulars of activity Target

1 HOD 1 theory
2 Professor 2 theory
3 Associate Professor 2 theory + lab
4 Assistant Professor 1 theory or 2 theory + lab
5 No. of times a teacher can take the same subject 3 times
continuously
6 Critical subjects should be taken by HOD/Professor/AssociateProfessor
7 First year subjects allotment Senior faculty members
8 No. of faculty members per batch of 36 students for 2
lab class

8.6 CO-CURRICULAR ACTIVITIES:

Sl.No. Particulars of activity Target

1 Minimum no. of guest lecture for each class per semester 3
2 Minimum faculty development programme to be conducted by 1
department per year
(In-house or Anna University sponsored or Outside agency)
3 Minimum no. of Professional societies to be formed ISTE / 2
IETE / IEEE / CSI in each department
4 Minimum MOU with industries 2
5 Minimum external sponsored projects per year 1
6 Minimum no. of consultancy work per year 1
7 Minimum no. of department level conference/seminar/workshop 2 per semester
8 Minimum no. of National / State / Regional level conference 1 per year
/seminar/workshop

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 9 Minimum no. of industries based students project 25 % of
Total Project
10 Minimum no of Students paper presentation per semester 25 % of
Faculty Strength
11 Deputation of minimum no. of faculty members to conferences / 10 % of
workshop per year Faculty Strength
12 Deputation of minimum no. of faculty members to FDP per year 20 % of
Students Strength
13 No. of students for Industrial training per year 10 % of
Students Strength
14 No. of times Students counseling per semester (slow learners) 3
15 Chairs instituted by Department 1
16 Minimum no. of Class wise group counseling by HOD / Senior 2
faculty members per semester
17 Student Mini Projects Per Department 3
18 Industrial Visits for each class per year 2

8.7 PLACEMENT AND TRAINING – PER BATCH

Sl.No. Particulars of activity Target

1 MOCK interviews and GD (In-house) 3
2 Personality development programme (In-house) 3
3 Personality development programme (Outside Agencies) 3
4 Career guidance workshop (Outside) 2
5 Aptitude skill development programme (In-house) 3
6 Aptitude skill development programme (Outside Agencies) 2
7 Communication skill Development (In-house) 3
8 Communication skill development programme (Outside Agencies) 2
9 Motivation and counseling lecture by senior faculty members (In- 6 cycles –
house) Every year
2 cycles
10 Computer programming (In-house) 3
11 Entrepreneurship Development 1
12 Aptitude skill test on-line 12
13 One day workshops on placement training 3
14 Guest Lecture on IT, ITES (In-house) per semester 3
15 Guest Lecture on Interviews Tech, personality, other skills 3
(Outside)

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8.8 STUDENT DISCIPLINE

Sl.No. Particulars of activity Target

1 Semester-wise indiscipline student list submission First week of
every month
2 Semester-wise defaulters in record submission in Lab. 0%
3 Max. no of Absence permitted in Test, Weekly Test, Model Exam 1
per student, per sem.

8.9 PLACEMENT

Sl.No. Particulars of Activity Target

1 Placement of students 75 % of
eligible
students
2 Minimum no. of On-campus placement interviews 10
3 Minimum no. of Off-campus interviews 15
4 Minimum no. of Companies to be visited per month 6
5 Minimum no. of special guest lecture by HR personals from IT 3
industries per semester.
6 Minimum no. of IT companies tie ups for accreditation 3
7 Special lecture by Placement Officer on (resume writing, interview 2 hrs
technique, IT companies profile, nature of placement test by various
companies etc. per week)
8 Mini Interaction with III and IV year students to discuss placement Once in a
activities month
9 Presentation to HODs and Senior faculty members on placement Once in two
activities. months
CHAPTER 9

MOTIVATIONAL INITIATIVES
9.1 INCENTIVES TO PURSUE HIGHER EDUCATION

Faculty members are encouraged to join M.E. / M.Tech / Ph.D. programme under the
following scheme.

i. M.E. / M.Tech Part-time – Evening class.

ii. M.E. / M.Tech Part-time – Week end days classes
iii. Ph.D. – Part-time programme.

9.1.1 O.D. FACILITIES TO PURSUE HIGHER EDUCATION

70
 i. M.E. / M.Tech – O.D. to attend class on week end Saturdays. ii.
M.E. / M.Tech – O.D. to write University Exam on week days.
iii. Ph.D. – O.D. to attend course work on week days.
iv. Reduced work load for teachers pursuing P.G. programme

9.1.2 FINANCIAL ASSISTANCE

i. Interest free education loan to pursue M.E. / M.Tech

ii. Tuition fee paid by the college for Ph.D
iii. Half-pay-leave for six months to complete Ph.D. Thesis writing.

9.2 FACULTY DEVELOPMENT PROGRAMME, WORKSHOPS AND

CONFERENCES ETC.

i. Faculty members are encouraged to attend Faculty Development Programme,

Seminars, Symposia, Workshops and Technical meets to improve their technical
skills. The Registration fee, TA and DA and other expenses are borne by the
college.

ii. Faculty members are encouraged to present papers in National and International
Conferences. In addition, to Registration fee, TA, DA, cash awards are given to
the faculty members.

9.3 CASH PRIZES FOR GOOD ACADEMIC PERFORMANCE

The faculty members are given cash prizes for their academic achievements in the University
Examinations for theory subjects as below:
Cash Prize for Tough Subjects*
i. Staff members who produced 100 % results in the theory subject will be awarded
Rs 25,000/- per subject.
ii. Staff members who produced 95% and above but less than 100 % results in the
theory subject will be awarded Rs.15,000/- per subject

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 iii. Staff members who produced 90% and above but less than 95 % results in the
theory subject will be awarded Rs.10000/- per subject
iv. Staff members who produced 85% and above but less than 90 % results in the
theory subject will be awarded Rs.5000/- per subject
(* Tough subject lists are given as circulars in consultation with the HOD)

Cash prize for other Subjects

v. Staff members who produced 95% and above but less than 100 % results in the
theory subject will be awarded Rs.2000/- per subject.
vi. Staff members who produced 100 % results in the theory subject will be awarded
Rs.3000/- per subject.

9.4 CASH PRIZES FOR TECHNICAL PAPER PUBLICATIONS

The expenditure towards travel, boarding and lodging, Registration fee etc are given to
faculty members, who attend National / International Conferences to present their
Technical Paper. In addition cash awards are given for those papers selected for prize and
medals.

Cash prizes will also be awarded for papers published in National/ International Journals.

9.5 CASH PRIZES FOR REGULAR ATTENDANCE AND BEST PERFORMANCE

The management encourages the faculty members by giving three days salary as
cash prize for those who not availing CL during semester working days. Further, the
HODs and the faculty members will be rewarded for their best performance in every
academic year.

9.6 CASH BENEFITS FOR IN-HOUSE TRAINERS

Faculty members are encouraged to train the students in value added courses. The Management
will give incentives to the in-house trainers based on the number of hours taken in each course.

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 CHAPTER 10

LEADERSHIP
10.1 INTRODUCTION:

Leadership involves interpersonal interaction leading a team strategic planning and

implementation to attain specific goals or to complete certain task.

Leadership is interpersonal skill exercised in a situation and leadership requires

strategic planning and execution of the same with the help of team members to
attain specific goals. Leadership inspires and motivates faculty members and
creates self confidence and build morale. Every individual requires formal training
to gain leadership skills and a practical environment or leadership position to
exhibit their leadership skills. These aspects were taken care of this Institution.

10.2 TRAINING TO DEVELOP LEADERSHIP SKILL:

To hone our faculty members with their leadership skills, the college organizes
various leadership programmes such as communication skills, personality
development program, learning process methods, entrepreneurship development,
professional ethics etc. These programmes will develop qualities and attitudes
among faculty members which help them to look into the future and to bring
necessary changes on proactive basis. The vital role of a teacher is to provide
instructional leadership from the knowledge gained through various leadership
development programmes.

10.3 LEADERSHIP POSITIONS:

The following leadership positions are given full freedom to discharge their
responsibilities and to achieve their target:

1. Leader of faculty team – Head of the Department

2. Leader of student group in class – Class Teacher
3. Leader of student team – Student Mentor
4. Leader of Non-teaching staff in Lab – Lab In-charge
5. Leader of various Committees – Chairman / Chair Person

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 CHAPTER 11

TRANSPARENCY
11.1 INTRODUCTION:

The following procedure is followed to ensure transparency among the Governing

bodies, Management, faculty members, staff members and students.

11.2 H R POLICY BOOK:

A copy of the H R Policy book is given to each department and maintained for ready
reference for faculty members and students. In addition to that copy of the book is
also kept in the Library for open reference. The H R Policy book covers recruitment
of staff, promotion to staff, leave rules, academic procedures, duties and
responsibilities of staff, academic targets, etc.

11.3 MINUTES OF THE HOD MEETING TO DEPARTMENT:

The Minutes of the HODs Meeting held in every month to discuss various items of
academic works, development works, co-curricular activities, extra-curricular
activities etc are circulated to all the departments through circulars.

11.4 MINUTES OF GOVERNING COUNCIL AND ACADEMIC ADVISORY BOARD TO

DEPARTMENT:

Any decisions made by the Governing Council or Academic Advisory Board or by

the Management in policy are conveyed to all the departments by circulating a copy
of the Minutes.

Minutes of the Governing Council and Academic Advisory Board are kept as
reference in the Main Library.

11.5 SEMESTER FACULTY MEETING:

Every semester Staff Meeting is conducted for interaction and dissemination of the
information regarding conduct of the ensuing semester’s academic programmes.

11.6 FEED BACK TO STAFF FOR REVIEW:

74
 Students feedback, Peers’ feedback, HODs evaluation and ACR are given to faculty
members for self review and discussed with the faculty members or counseled.

CHAPTER 12

DECENTRALIZATION AND DELEGATION &

PARTICIPATION OF FACULTY

12.1 INDEPENDENT CHARGE OF HOD:

12.1.1 The HODs are given independent responsibilities for running the department
covering planning, development, procurement, maintenance, recruitment,
promotion, increment, incentives etc.

12.1.2 Financial power is delegated to HODs for procurement of equipments, repairs and servicing
of equipments and to meet all the expenditure relating to department as indicated
in Chapter 15 Para 15.3

12.1.3 The HODs are given responsibility for identifying the books and journals required
for Central Library and Department Library.

12.2 COMMITTEES FOR VARIOUS ACTIVITIES:

The various Committees are constituted with empowerment to plan and execute the
various activities relating to Committees. All the HODs , senior faculty and faculty
members are enrolled as member of various committees which form as a back
bone for running the Institution.

1. Grievances and Redressal Committee

2. Library Committee
3. Extra Curricular activities Coordination Committee
4. Sports and Games Coordination Committee
5. Examination Cell
6. Disciplinary Committee
7. Purchase Committee
8. Research and Development Committee
9. ISO Committee
10. Alumni Activities Committee

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 11. Industry Institute Interaction Committee

12.3 LABORATORY IN-CHARGES:

Laboratory In-charges are given the full responsibilities for maintenance of

equipments and other accessories. They are empowered to prepare budget for
maintenance, development of lab facilities and procurement of equipments etc.

12.4 EXTENSION ACTIVITIES BY FACULTY MEMBERS:

All the faculty members are given the freedom to plan and organize the following
academic extension programme:

i. Organizing works / seminars.

ii. Conduct of faculty development programmes
iii. Short tern course iv. Consultancy works
v. Sponsored research.

12.5 CLASS AND YEAR COORDINATORS:

12.5.1 Details of decentralization, delegation of powers and participation by faculty as

Class and Year coordinators are clearly stipulated in Section 9.6.

12.6 MENTOR SYSTEM:

A faculty member is put as an Advisor and Guide for a group of 15 to 20 students

(Max.) to lead them in developing various skills to gain subject knowledge to plan
career to prepare for placement etc. through out the course.

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 CHAPTER 13

COMMITTEES
The following are the Committees and its functions

13.1 COMMITTEES FOR VARIOUS CURRICULAR AND CO-

CURRICULAR ACTIVITIES AND THEIR FUNCTIONS:

13.2 GRIEVANCES AND REDRESSAL COMMITTEE

i. To consider the welfare of female teaching and non-teaching staff members

of the college. ii. To consider the
recreational facilities for lady staff.
iii. To create the health care facilities to lady staff members and girl students.
iv To review complaints received from lady staff members and girl
students and take appropriate actions.

13.3 LIBRARY COMMITTEE

i. Collecting list of books and journals from HODs for each semester and
procuring after approval, by the Management. ii. Indexing and stocking of
new books and journals. iii. Periodical publication of defaulters list.
iv. Indexing and stocking of Lecture notes and question bank for each
semester.
v. All works related to Library development.

13.4 EXTRA CURRICULAR ACTIVITIES COORDINATION COMMITTEE

i.Finalization of cultural day events for each year in Even semester

ii. Preparation of proposal of purchase of prizes and medals. iii.
Organizing the cultural day function. iv. Preparing students to participate
in cultural events in other places.
v. Creation of a centre for cultural activities. vi.
Conducting NSS and YRC activities
vii. Conducting Blood and Social service camp. viii. All
development works relating to cultural activities ix. Inter
departmental activities.
x. Formation of Professional societies activity
xi. ISTE Chapters
xii. Preparation of college news letter and magazine.

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13.5 SPORTS AND GAMES COORDINATION COMMITTEE

i. Annual budget for the sports and games accessories

ii. Conduct of the sports and games – Intramural. iii.
Organizing the sports day functions. iv. Hosting of
Zonal games and sports.
v. Budget estimate for sports day and purchase of cups and medals.
vi. All development works relating to sports.

13.6 EXAMINATION CELL

i. Weekly Test / Model / University Examination as per

procedure.
ii. Examination fee collection and submission to COE. iii. Paper
revaluation and Xerox copy of Answer script.
iv. University Exam Accounts maintenance and
submission. v. Issue of Hall tickets and University Mark
statements.
vi. Appointment of AUR, Squad member and Examiners for paper
valuation.
vii. All correspondence with COE, Anna University. viii. Procurement
of Stationary items for Test and University exam ix.
Maintenance of Xerox machine.
x. Maintenance of Stock book for stationary items.
xi. Submission of Internal assessment marks and Attendance to
COE. xii. Complaints on Question paper to COE. xiii.
Semester drop and re-admission for attendance shortage. xiv.
Lecture Hall allocation and desk arrangement. xv. Exam
malpractice reports.

13.7 DISCIPLINARY AND WELFARE COMMITTEE

I To examine / inquire and recommend punishments / remedial measure

in the cases of:

i. Malpractices in examinations ii. Indiscipline in the college

campus and hostel premises iii. Complaints of ragging iv.
Complaints of eve-teasing and harassment of weaker sections.
v. Any other activity that may damage the discipline and harmony of the
college.

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 II To visit periodically the campus of the college, including the hostels
to recommend improvements in amenities and maintenance of
students’ facilities.

13.8 PURCHASE COMMITTEE

i. To scrutinize the specifications and the quotations. ii. To review the

terms and conditions of payment, taxes, the reputation of the company
etc.
iii. To assess the standard and quality of the equipment by referring the
pamphlets, other vendors using the equipments etc.
iv. To give specification to the HOD for the procurement of the equipments.

13.9 RESEARCH AND DEVELOPMENT COMMITTEE

i. Continuing education.
ii. Consultancy
iii.Student project work. iv. Overall planning to
meet / satisfy NBA requirements.
v. Paper presentation by students and faculty in Conferences /
Workshops / Seminars vi. Organizing Conferences /
Workshops / Seminars / Symposia
vii. Organizing Faculty Development Programme.
viii. Higher studies students and faculty members. ix.
Research proposals to funding agencies.
x. Summer and winter school proposals.
xi. E class rooms and E learning
xii. Audio-Visual centre
xiii. Professional affiliations – Institutional membership, IEEE,
ISTE, CSI & IETE.

13.10 ISO COMMITTEE

i. Implementation of ISO 2008

ii. Internal quality audit and action on Non-conformation
reports
iii. Updating the ISO procedures
iv. All activities related to ISO 2008

13.11 ALUMNI ACTIVITIES COMMITTEE

i. To create the data base of Alumni

79
 ii. To conduct periodical meetings and annual meeting with alumni
members.
iii. To resort to the help of Alumni members for placement activities.
iv. To mobilize funding for special purposes like scholarships, prizes,
awards etc.
v. To conduct lectures by invited speakers.

13.12 INDUSTRY-INSTITUTE INTERACTION COMMITTEE

i. MOU with reputed Industries. ii. Short term courses and Seminar /
Symposium in collaboration with
Industries iii. Student’s in-house Mini projects and creation
centre for projects. iv. Guest Lectures and Industrial visits.
v. Association activities. vi. In-plant training for students and faculty and
students projects from Industries.
vii. Consultancy works. viii. Value added courses VLSI, Smart, Embedded
System, Software testing, Networking, CISCO, SAP, FOSS etc.

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 CHAPTER - 14

LEAVE RULES

14.1 SHORT TITLE AND APPLICATION:

14.1.1 These rules is called “E.G.S.Pillay Engineering College Employees Leave Rules”
herein after called the “EGSPEC Leave Rules” and they shall come into force
with immediate effect.

These rules shall apply to all persons employed in connection with the
affairs of the EGSPEC.

14.2 KINDS OF LEAVE

14.2.1 Casual Leave

14.2.2 Vacation Leave
14.2.3 Earned Leave
14.2.4 Compensatory Leave
14.2.5 On Duty Permission
14.2.6 Maternity Leave
14.2.7 Medical Leave
14.2.8 Hospital Leave
14.2.9 Extra-ordinary Leave
14.2.10 On Duty for pursing Part time study.
14.2.11 Permission / Late Attendance
14.2.12 Marriage Leave

14.2.1 CASUAL LEAVE

Casual Leave is not earned by duty but it is concession given to employees so as to

enable them in special circumstances, to be absent from duty for a specified period
without such absence being treated as any other leave. An employee on Casual
Leave is not treated as absent from duty. He/She is eligible to avail himself/herself
of 12 days of Casual Leave in a Calendar year. Casual Leave cannot be claimed as
a matter of right and its grant is always subject to the exigencies of service. Absence
on Casual Leave shall be treated as duty for the purpose of calculation of other
leave. A single period of absence on Casual leave combined with holidays, prefixed
sandwiched or suffixed shall not exceed ten days. Casual leave cannot be combined
with any other kind of leave. However, only one day casual leave will be sanctioned
in a month and up to a maximum of 3 days in case of emergency on production of
proof..

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14.2.2 VACATION LEAVE

14.2.2.1 The teaching staff and technical staff who have served for two semesters consecutively in
this college are eligible for 30 days of vacation leave in an academic year. If they
have served only one semester, then they are eligible for 15 days of vacation leave.
Those who have served less than one semester are not entitled for this leave.

14.2.2.2 Vacation leave can be availed only during vacation period as declared by the Principal.
Vacation leave may be curtailed or refused if the services of the faculty members
are required during the vacation period.

14.2.2.3 Vacation leave may be availed either in one spell or in two spells at the discretion of the
Principal. Vacation leave may be availed with a minimum of seven days in a spell.

14.2.2.4 In Odd semester November – December, vacation leave will be restricted to a period of not
more than 15 days.

14.2.2.5 Vacation leave shall be declared by the Principal; the faculty member shall inform and get
permission from the Principal based on the recommendation of the HOD. Vacation
leave cannot be coupled with any other leave.

14.2.3 EARNED LEAVE

Non teaching staff who have served for one year are eligible for earned leave at the
rate of one day for every 11 days of service.

14.2.4 COMPENSATORY LEAVE

14.2.4.1 Staff members who work on specific request and approval of the Secretary/ Advisor/
principal/ HoD on college holidays, will be given compensatory leave.
This compensatory leave cannot be clubbed with casual leave or vacation leave.
The quantum of compensatory off will depend on the duration of work on holidays.

14.2.4.2 Compensation leave should be registered in the Principal’s office with proper prior
permission when attending duty on holidays and should be availed within 2 months
after the actual date of working with prior sanction. Compensation leave should
not be combined with CL.
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14.2.4.3 Maximum number of compensatory holidays or leave that may be granted to an
employee shall not exceed 8 days in a calendar year.

14.2.4.4 The unavailed CPL within 2 months after the actual date of working will
automatically lapse. The unutilized CPL cannot be encashed like CL.

14.2.5 ON DUTY PERMISSION

14.2.5.1 On duty permission to the teaching staff and non-teaching will be granted only with the
prior permission in writing from the HOD and on approval by the
Principal.

14.2.5.2 The teaching staff members will be allowed a maximum of 20 working days in an
academic year as “ ON DUTY” for the purpose of attending Central Valuation /
External Examiner for practical examinations connected with University. Teaching
staff who wish to avail ON DUTY permission for the above purposes must obtain
prior approval and produce an evidence from the competent authority for sanction.
Otherwise their absence will be treated as unauthorized absence. All other duties if
any pertaining to the college should be specifically informed to the HOD and
Principal and permission obtained in advance.

14.2.6 MATERNITY LEAVE

14.2.6.1 Maternity leave may be granted to married women employees for 90 days from pre-
confinement rest to post confinement recuperation, at the option of the employee
provided that no Maternity leave shall be allowed to married women employees, if
they already have one living children. During the period of maternity leave they are
eligible for 50% of pay and allowances.

14.2.6.2 Should have completed two years of service in this college.

14.2.6.3 Should give an undertaking that they will work for one year after rejoining duty.

14.2.6.4 The staff members who are availing of maternity leave are not eligible for medical leave.

14.2.6.5 They must forego the vacation leave to the extent of 50 % of maternity leave availed.

14.2.6.6 If already availed vacation, the same will be adjusted or salary will be deducted
accordingly.

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14.2.7 MEDICAL LEAVE

14.2.7.1 The staff members who are hospitalized for serious illness or major surgery/disability are
eligible for this leave and should be supported by authentic approval through
medical practitioner’s certificate acceptable to the Management. In case of serious
illness without hospitalization they are also eligible for medical leave. But they
have to forego vacation period to the extent of medical leave availed. Sanction of
medical leave is purely the discretion of the secretary and can not be claimed as a
matter of right orit can not be earned.

14.2.7.2 Medical leave will be granted subject to the following conditions:

i. Should have completed one year of service in this college.

ii. Should give an undertaking that he/ she will work for one year after
rejoining the duty.

14.2.8 HOSPITAL LEAVE

14.2.8.1 Hospital leave may be granted to an employee under Medical treatment for illness or
injury, if such illness or injury is directly due to occupational hazards associated
with the post.

14.2.8.2 Hospital leave may be granted on leave salary either full or half, as the leave
Sanctioning authority may consider necessary depending on the circumstances of
the case involved leading to hospitalization.

14.2.9 EXTRA-ORDINARY LEAVE

14.2.9.1 Extra-ordinary leave shall always be without leave salary and may be granted,
when informed leave is availed by staff member and submitted the leave application
belatedly. The leave is treated as Extra-ordinary Leave (EOL) with a deduction of
salary as follows:

Gross Salary X No. of days on leave

EOL = ----------------------------------------------------
No. of working days in the month

14.2.9.2 The leave applied and sanctioned during working days to attend classes for day
time M.E. part-time course and course work for Ph.D. will be treated as EOL with
deduction of salary as mentioned in 14.2.8.1.

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14.2.10 ON DUTY PERMISSION FOR PURSUING M.E. / M.TECH /PH.D. UNDER
EVENING PART TIME PROGRAMME OR DAY TIME PART TIME
PROGRAMME.

14.2.10.2 An employee may be granted OD permission so as to enable him to undergo part time
higher studies or specialized training in a professional or technical subject and close
connection with the branches of study relevant to the College and has bearing on
the candidates’ area of specialization.

14.2.10.3 OD permission shall not be granted to one, whose absence will cause cadredifficulties,
besides dislocation in the regular work of the college.

14.2.10.4 An employee availing himself of OD permission for pursuing higher studies, shall
furnish a bond in the prescribed form and on stamped paper to serve the College on
return to duty they must serve in the College for a minimum period of one year.
Otherwise, they have to pay Rs.50,000/-(Rupees Fifty thousand only) to the College
Management.

14.2.10.5 On duty permission for pursuing their higher studies will be granted only on working
Saturdays. They should apply for CL or EOL as the case may be, during working
days i.e Monday to Friday. However, for writing University Theory and Practical
examination during week days, OD will be granted on production of proof.

14.2.10.6 Whenever applying for OD permission for study purposes, they should submit the
OD application in advance; otherwise the absence will be treated as EOL.

14.2.10.7 They should make alternative arrangements for their theory and lab classes with prior
approval. OD permission will be granted only if they make alternative arrangement
for their classes, through a teacher handling subject for the same class.

14.2.10.8 They should produce the attendance certificate from the faculty advisor where they are
undergoing the higher studies.

14.2.10.9 Depending upon the quantum of departmental work load, whether one lab course
or one theory course will be dropped from the normal work load allocation during
the period of studies.

14.2.11 PERMISSION / LATE ATTENDANCE

14.2.11.1 Generally permission is given for one hour. Permission for more than one hour will be
treated as half a day casual leave or EOL as the case may be.

14.2.11.2 Permission is allowed either at the beginning of the forenoon session or at the end of
the afternoon session only when there is no class work

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14.2.11.3 All employees should follow the prescribed working hours strictly. All employees
should sign the attendance register. If any staff is late he/she has to sign in the late
register maintained in the office. Late attendance for more than an hour will be
treated as half-a-day leave. If any staff member comes late on more than two
occasions in a month, each such late attendance will be treated as half-aday leave.

14.2.11.4 Either two permissions or two late occasions are allowed every month and if it
exceeds two (both combined), half a day casual leave or EOL will be counted.

14.2.12 MARRIAGE LEAVE

14.2.12.1 An unmarried staff member is eligible for 7 continuous days of days marriage leave
from the day of marriage on production of invitation. The marriage leave can be
combined with CL or CPL or EOL. The concerned staff member shall apply for
marriage leave in advance.

CHAPTER – 15

PURCHASE PROCEDURE
15.1 INTRODUCTION

This procedure covers the procurement of Equipments, Consumables, Equipment

maintenance, Stationery items / Furniture and other miscellaneous items to be used
in the teaching – learning process. The primary responsibility of procuring the
items is vested with the HODs. The procurement action is initiated by the Faculty
(User). The User will give the specification of item to be procured. The User will
also check the procured item after its supply and ensure the supply to specification.
The User will Log the receipt of the material in the Stock Register maintained in
the department. The User is also responsible for the maintenance and proper
operation of the equipment (or items) procured. The HOD will nominate senior
faculty members of the department as members of the Purchase Committee, which
will co-ordinate the purchase activity at the Department.

15.2 BUDGET

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 The Director and HOD will prepare annual budget under the headings Equipments,
Consumables, Furniture, Equipment maintenance, Stationery items and other
miscellaneous items to cover guest lecture, industrial visit, project work, FDP,
seminar / workshop for faculty members, seminar / workshop for students, lab
manuals, lecture notes etc. and submit the comparative statement to the Principal’s
Office in fourth week of March. The Principal shall consolidate the budget of all
the departments and prepare the over all budget for the college and get the approval
of Management in 2nd week of April.

15.3 DELEGATION OF FINANCIAL POWER

The authorities competent to accord financial sanction to the purchase of apparatus

and equipments, tools and plants, spares parts, consumables, stationery items etc.
along with financial limits are indicated against each below:

Sl.No. Category Chairman Principal Directors/HODs

Purchase of
apparatus and Up to Up to
1 equipments, Full powers Rs.50,000/- at a Rs.10,000/- at a
tools and plants, time time
consumables

Purchase of Up to
2 stationery items Full powers Rs.10,000/- at a Nil
time
Purchase of
Up to
books, journals,
3 Full powers Rs.1,00,000/- at Nil
periodicals and
a time
maps

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 Expenditure on
guest lecture,
seminar,
symposium, Up to Up to
4 FDP, workshop Full powers Rs.50,000/- at a Rs.10,000/- at a
and other time time
academic
related
activities
Expenditure on
Up to
repair and
5 Full powers Rs.10,000/- at a Nil
maintenance of
time
equipments

15.4 FORECAST ON REQUIREMENTS AND TIME SCHEDULE FOR THEIR

PURCHASE

15.4.1 The HODs shall be in-charge for the equipments and stores attached to the department
concerned. They shall prepare the lists of items of stores to be replenished at such
periodical intervals as may be necessary based on the estimated annual or other
periodical intervals, say 6 months or 3 months, and arrange for the purchase of
stores. They should ensure that unnecessary items of stores are not held in stock,
while at the same time, adequate number of quantity of spares / stores is kept
consistent with the pattern of consumption and time required for the manufacturers
/ dealers to supply.

15.4.2 The faculty in-charge of the lab shall submit a proposal for the procurement of the required
items along with the specifications and brand. He shall collect quotes from
minimum 6 probable vendors with the concurrence of the HOD. The faculty
member shall discuss the details of the specification with the vendor and
recommend the vendor in the order of merit and submit to Purchase Committee
after sufficient quotes are received. The items to be procured should have already
been included in the budget and sanction obtained.

15.5 GUIDELINES GOVERNING THE PURCHASE

15.5.1 As a general rule, no stores shall be purchased without obtaining prior administrative
sanction of the competent authority.

15.5.2 The sanction accorded by a competent authority shall lapse, if it is not acted upon for a year.
A sanction accorded by the competent authority shall be deemed to have been acted
upon, if tenders have been accepted or an indent have been placed with an approved
firm, even if the actual payment in whole or in part has not been made during the
said period.

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15.5.3 Only items for which sanction has been accorded should be purchased. No substitution of
items or deviation of quantity shall be made without the approval of the sanctioning
authority.

15.5.4 Administrative sanction should be obtained for the total expenditure involved in the
proposal (including packing, forwarding, freight, Sales Tax, Customs Duty,
Insurance, if any, etc.) and not for the basic cost of the stores alone. If such
information is not furnished in the quotation, it should be got from the prospective
suppliers, the total expenditure worked out and proposals sent for sanction.

15.5.5 The total value of the stores to be purchased should not be split up conveniently, so as to
avoid sanction by a higher authority.

15.6 PURCHASE PROCEDURE

15.6.1 The proposal must contain (i)the purpose for which they are required, eg. For general
purpose, laboratory maintenance, projects or other purposes. (ii) Detailed
specifications and instructions if any, should be given, so that the right type of
material which is required could be intended for and supply got effected. Stores of
a particular type or make should not be asked for, except when they are / articles of
proprietary nature (iii) The approximate cost of the equipment and (iv) Availability
of funds etc.

15.6.2 Tenders / Quotations: Stores should not be purchased without calling for
quotations

15.6.3 Methods to be followed for obtaining Tenders / Quotations :

i) By direct invitation to a limited number of reputed firm (minimum 6)

(Limited Tender), the invitation being sent to them by post / courier.

ii) By invitation to one firm only (single Tender) or private purchase for
small order costing less than Rs.1,000/- at a time or if more than one kind
of article, the same does not exceed Rs.2,500/-

15.6.4 When owing to inadequate publicity or some other reasons, no satisfactory tender
is received in response to invitation to tenders, fresh tenders shall be invited and the
invitation to tenders should be specifically brought to the notice of all the possible
tenderers.

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15.7 TENDER PROCESSING METHOD:

15.7.1 The quotations received shall be tabulated, and decision taken on the selection of
offer with the least possible delay, so as to place the Purchase Order within the
validity period of the quotations. The term “price ruling at time of delivery’ should
not be accepted. No price fluctuation within that period is allowed. If the item
offered is a new one, it is advisable to ask for its demonstration before a decision is
taken.

15.7.2 Only the lowest tender should be selected. If the lowest tender is not according to
the specifications given in the tender schedule or the item offered is considered as
not suitable, the rejection of such offer should be technically justified. The general
remarks such as the item will or will not suit our purpose, etc., should not be
recorded in the comparative statement. There should be specific technical reasons
for selecting or accepting an offer. Similarly the reasons must be recorded for
rejecting the other lower offers if any, in the comparative statement itself.

15.7.3 In some cases, the firms may offer a different set of models and it is likely that the
competent authorities may prefer them to the other models given earlier. If there is
any material deviation from the specifications like capacity, size etc., between the
items specified in the tender schedule and offered, they shall not be purchased
without calling for a fresh tender or a re-tender. At the same time if the models
are upgraded and offered for the lowest price it could be accepted.

15.8 PURCHASE COMMITTEE

15.8.1 The Purchase Committee will consist of the following Members:

1. Purchase Officer - Convener

2. HoD - Member
3. Management Representative. - Member

15.8.2 The Purchase Committee will go through the quotes and recommendations of the
user and advise the concerned HOD. The concerned HOD will forward the
recommendations of the Purchase Committee along with remarks to the Principal.

15.8.3 The Principal will scrutinize the comparative statement and give his remarks and send the
file back to the concerned department. The HOD shall take copies of the
comparative statement and the quotations and send the originals to Purchase
Department for further action.

15.9 PLACING OF PURCHASE ORDERS

The Chairman or the Principal will place order.

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15.10 PURCHASE ORDER FORMAT (MODEL)

Purchase order shall be issued for non-consumables and consumables items:

Repeat orders can be placed within two months from the date of previous Purchase
Order but in the case of Computer Software and Hardware, it is restricted to fifteen
days only.

15.11 TESTING

All materials which are to be tested before acceptance by the stores are to be tested
at the earliest opportunity with great care.

The stores received at the Departments of the College should be verified and tested
within one week from the date of receipt.

If there is any damage or defect in the equipment or if it is found that the

specifications mentioned in the supply order do not tally, the fact should be reported
to the suppliers and also to the competent authority immediately (by Registered
post with Ack. Due) and the firm requested to rectify the defects or to replace the
items as the case may be. If it is not possible to test the equipment for want of
power connections or other obvious reasons, an interim reply should be sent to the
firm stating that the stores have not been tested and that a report will be sent to them
shortly. In any case, the equipment should be tested within a fortnight from the date
of receipt by the Departments of the College.

15.12 STOCK ACCOUNT

15.12.1 The concerned Directors / HODs entrusted with the receipt and storage of stocks of any
kind, should take special care in arranging for their safe custody. He should also
maintain stock accounts for Consumable stores and Non-consumables stores and
inventories for the stock held in his custody, with a view to prevent losses to the
Institution through theft, fraud, negligence or accident and to make it possible for
easy check of the actual balance with the book balance and the amount of
expenditure incurred on stores at any time.

15.12.2 Whenever a new item is received, the person-in-charge of the stores shall verify the article
newly purchased, take it to stock account, and certify to that effect on the bill
mentioning the particulars of entry in the Stock Register folio, etc. for the purpose
of easy reference.

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15.12.3 The stock entry certificate should be furnished, if the goods are received in good condition,
irrespective of the fact that the payment for the same is made either at 90 % or 100
%.

15.13 ERECTION / INSTALLATION

15.13.1 The equipment received should be installed or erected with the least possible delay and put
into beneficial use of the students.

15.13.2 To enable the expeditious erection of the machinery and equipment on receipt, advance
action should be taken to complete the Civil and Electrical works, if any, before the
arrival of the machines.

15.13.3 Erection of the machinery should not be delayed for flimsy reasons such as want of
provision of power mains, purchase of fuel, oil, etc.

15.14 COMPLETION REPORT

As soon as the Equipment / Machinery received is erected and full payment due to
the supplier is made and the machine is put to proper use, a completion report
should be sent to the Accounts section along with bill for payment.

15.15 VERIFICATION OF STORES

15.15.1 All stores should be verified annually by a faculty nominated by the Head of the Department
and approved by the Principal.

15.15.2 There shall be an annual verification of the stock kept in the stores including tools,
furniture, equipments, etc., as on 1st May by an official duty appointed for the
purpose of Stock Verification. They shall be drawn from the staff having
knowledge of the materials kept in the Stores. The Staff In-charge of the Stock
accounts shall keep all the postings in the registers up-to-date for easy verification
of the stock on hand. The Head of the Department shall be held responsible for the
proper maintenance of the Stock Account. He will also send an Annual Report on
the correctness of the balance as per the Stock Account to the Principal.

15.16 CONDEMNATION OF STORES

15.16.1 The Chairman is the competent authority to issue orders of condemnation and write off
upto a limit of Rs.3 Lakhs at a time. If the cost of the equipment / stores is more
than Rs.3 Lakhs the proposal shall be considered by the Governing Council of the
College and write off ordered.

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15.16.2 The Purchase Committee is also empowered for
recommending the condemnation. The Committee should inspect the items
and should send the proposal for condemnation of stores, machinery and
equipments.

15.16.3 When stores, machinery and equipment become unserviceable or depreciate otherwise
than in the ordinary course or by reasonable wear and tear, their value or the amount
of depreciation as the case may be, should be treated as a loss to the College.
Whenever, there is a loss due to theft or other causes, the matter should be reported
to the Chairman thro’ the Principal immediately, pending detailed investigation.
The loss could be written off after approval of the Governing Council. The proposal
shall be considered by the Governing Council and write off ordered. Prior orders
of the Governing Council are necessary to write off such cases from the accounts.

15.16.4 After orders of condemnation and orders of write off obtained from the competent
authority, the stores, machinery and equipments condemned are to be deleted from
the ledger and at the same time, entered in a separate register titled “Register of
Condemned Articles”, giving a linking reference in both the ledgers. They should
be sold at the earliest and the sale proceeds realized if any, should be credited to the
College accounts immediately.

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 ANNEXURE A MAIN AGENDA FOR DEPARTMENT STAFF MEETING

Meeting – at the beginning of financial year

1. Annual budget preparation
2. Plan proposal for equipment and consumable purchase.
3. Proposal for development works in the department.
Meeting – at the beginning of academic year
1. Additional faculty requirement for odd and even semesters
2. Proposal for students’ educational tour.
3. Proposal for purchase of books for library.
4. Proposal for faculty development programme.
5. Proposal for annual stock taking.
6. Proposal for industrial/local visits.
7. Proposal for guest lectures.
8. Proposal for placement and training for final year students.
9. Preparation of department academic calendar.

Meeting -Before the commencement of a semester

1. Requirements of laboratory record and observation note books to
students.
2. List of text books to be made available for students in the canteen &
book store.
3. Identification of organisations for local visits.
4. Identification of experts for guest lectures.
5. Work load allotment to faculty members.
6. Review of department records maintenance.

Meeting- During a semester.

1. Review of test results and attendance.
2. Review of syllabus coverage
3. Review of laboratory experiment coverage
4. Scheme for retests and coaching classes for academically weak students.
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 5. Review of class work records.
6. Arrangement of local visits and guest lecture.
7. Maintenance of laboratories.

ANNEXURE B

TIME SCHEDULE FOR IMPORTANT ACTIVITIES

1. The H.O.D and the faculty members shall complete the following activities as per the
schedule given below.

2. The local industrial visits shall be completed within 30 days from the date of the
commencement of the semester.

3. The syllabus coverage of the theory courses shall be as follows. If needed, special
classes shall be arranged.

i. Unit I – 15th day from the commencement of the semester

ii. Unit II – 30th day from the commencement of the semester.
iii.Unit III – 45th day from the commencement of the semester.
iv.Unit IV _ 60th day from the commencement of the semester.
v. Unit V – 75th day from the commencement of the semester.

4. The educational tour shall be arranged within 45 days from the commencement of the
semester.

5. Final year project report shall be submitted 15 days before the examination date by the
students to the H.O.D.

6. Every student shall complete a minimum of one experiment in the laboratory class and
complete the record during every week in a semester. If necessary, special classes shall be
arranged.

7. The laboratory manual shall be prepared by the concerned faculty member and given to the
student one week before the commencement of the semester.

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8. All consumables and non-consumables required for the conduct of the laboratory classes
shall be procured 15 days before the commencement of the semester by the lab in-charge.

ANNEXURE C GUIDELINES FOR AVAILING CASUAL LEAVE

1. As a general rule Casual leave should be availed only after obtaining sanction from the
competent authority.

2. The specific reason for availing the Casual leave should be mentioned in the leave letter.
The general remarks such as personal work, domestic work, not well etc. should not be
mentioned as a reason.

3. Leave should be availed only after making alternative arrangements through a teacher
handling subject for the same class.

4. For sick and hospitalization and unexpected emergency, the staff member can avail the
eligible leave with information to the concerned HOD over phone and class work be
arranged by phone. In such case they should submit the leave letter on the first day of
reporting to the College. If they fail to do so, the absence will be treated as Extraordinary
Leave (EOL) and the salary will be deducted proportionally to the working days in that
month. The HOD should specify clearly in the leave letter whether the staff member has
satisfied the norms for availing CL.

5. Informed CL is allowed only once in a month at the discretion of the Principal or else
informed leave will be treated as EOL.

6. Only one day CL is allowed per month on prior sanction and all other kinds of leave in a
month are treated as EOL.

7. There is no restriction to avail accumulated CL during vacation or study holidays or

University practical / theory examination period. During this period, the suffix, prefix and
intervening holidays can be availed, subject to the condition that such leave including
holidays should not exceed more than 10 days at a time. If it exceeds, the entire period of
leave will be treated as EOL

8. If he / she applies for CL or EOL on a working day preceding a short declared holidays
(holidays of short duration, less than 7 days) or week end holidays and reports for duty after
availing the holidays, the intervening holidays will be treated as permission, if prior
permission is obtained from competent authority or else the holidays will be treated as EOL.

9. When a leave is applied and sanctioned all absenteeism succeeding and preceding will be
treated as EOL along with the date for which leave has been applied and sanctioned.

10. If a faculty joins duty in the second fortnight of a month then he / she is not eligible for CL
for that month under consideration.

11. All un-availed casual leave will be permitted to be encashed at the end of the calendar year.

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 12. Alternative arrangements for class work have to be done compulsorily by the faculty who
avails the leave, beforehand without causing disturbance for the class work.
13. If a faculty attends the college on all the working days in a semester without availing any
leave, he/she will be paid 3 days salary and he/she can availed 3 days CL.

ANNEXURE D SUGGESTIONS FOR GOOD TEACHING

1. Revise the subject topics for at least 1 hour in your room before going to the class.
Write down the points to be covered in the class and use the same to teach.

2. Do not take the text-book to the classroom and read or dictate from the book to
the students.

3. Always be on the stage near the board and talk facing the students. Raise your
voice such that the students at the back benches are able to hear you.

4. Make the students compulsorily to occupy the front benches and leave the back
benches vacant so the students can hear you better.

5. Write down the topics to be covered on the black board neatly and teach in
that sequence.

6. Ensure that you have driven home the points. A simple feed back will give you a
clear picture.

7. A pep talk at intervals and a piece of advice will go a long way to develop the
students’ overall skills.

8. Attract the students attention towards your teaching by sequencing the topics
correctly and using simple language to present them.

9. Never go to the classroom empty handed. Always carry one or two sheets of
prepared notes or lecture notes.

10. Write down important principles, derivations, worked out examples on the board
neatly and ask the students to take them down in their note books.

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11. In the last 10 minutes, give an overview of the topics covered and dictate
probable questions.

12. Plan your lessons by giving lecture notes and citing the page number in the text
book.

13. Do not accept on any account to take the class of your colleague if he is
present in the college.

14. Refer standard text books. Always discuss with your colleagues in case of
doubts.
15. Be always student friendly and use pleasing language.

16. Give weak end assignments compulsorily and ensure that the students complete
the same.

17. Whenever guest lectures are arranged, the relevant subject teachers should make
it a point to attend. This will go in a long way to understand the teaching method
from an experienced professor.

18. If a student in the class is indifferent, do not ignore him. Pay special attention to
all such students and interact with them during your teaching session.

THANK YOU

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