DUTIES & RESPONSIBILITIES OF STAFF, FUNCTIONS OF

VARIOUS COMMITTEES & PROCEDURES

Objectives

To increase the work efficiency for the smooth and cordial

function of the department and to achieve our goal - "Develop
highly skilled and globally competent professionals to meet
industrial and social requirements.”.

Preamble

The “Duties & Responsibilities of Staff, Functions of Various

Committees & Procedures” mentioned herein, shall come into
effect from 01/08/2024 and shall remain in force until further
notification. The contents mentioned herein, either in full or in
part, are liable to be altered by the Head of the Department at
any time.

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 ROLES AND RESPONSIBILITIES OF COMMITTEES

1. Teaching Learning Process and Classroom Teaching

Evaluation Committee
2. Research Committee
3. Laboratory Requirement & Evaluation Committee
4. Project & Seminar evaluation Committee
5. Industry Interaction Advisory Committee
6. Program Assessment Committee
7. Department Advisory Committee
8. Department Activity Committee(based on OBE attainment)
9. Professional Society & Department Student forum
Committee
10. Co-curricular & Extra-curricular Committee
11. Examination Committee
12. Time table Committee
13. NBA awareness Committee
14. Placement Committee
15. Department file & Public affair Committee
16. Infrastructure Follow-up Committee

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 ROLES AND RESPONSIBILITIES OF COMMITTEES

Various committees have been formed in the department for the

efficient and smooth functioning of department activities. It also
provides the good opportunity to the faculty to develop their
administrative skills. The committees are constituted by the
HOD in consultation with faculty for one academic year or until
new committees are constituted.

1. TEACHING LEARNING PROCESS AND CLASSROOM

TEACHING EVALUATION COMMITTEE

Objective: To help students in their pursuit of substantive

knowledge by exploring domains and making connections to
become fully engaged in the learning process.

Responsibilities :
a) To produce the assessment plan for every semester prior
to the commencement of the semester.
b) To maintain student discipline in the class as per the
college policies.
c) To ensure Faculty arrive in class at least 5 minutes
earlier, engage the full period and not leave the class
early.

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d) To ensure that the attendance is taken for each
lecture/tutorial preferably before its commencement
and attendance is marked cumulatively in the attendance
register and in the ERP.
e) To ensure students attendance to the lecture is regular
and students abide by the department disciplinary rules..
f) To oversee if the set academic targets in terms of
university results and placements are met.
g) To monitor the semester progress regularly based on
approved semester and assessment plan according to
department academic calendar.
h) To collect information regarding Bright and Weak
students (in terms of academic and personal problems)
from the subject teachers/counselor and verify the
action taken by means of remedial classes, counseling
sessions, assignments, motivation etc.
i) To inform and interact with parents of slow learners and
to motivate bright students to perform well.
j) To verify the class test, assignments and assessments are
carried out as planned
k) To encourage the students to learn content beyond
syllabus by participating in technical competitions/
workshop/seminar/technical talks etc.

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l) To spread awareness among students about the rules of
attendance, Industrial Visits, sports, leave etc.
m) To verify the teaching methods (Peer Review) used in
the classroom by the faculty.
n) To conduct surprise visits to the classroom with
approval of HOD.
o) To carry out teacher-teaching evaluation analysis at the
end of the semester and to prepare a report for the same.
p) To verify the course file of each faculty and to suggest the
following:
i. Faculty Member preparation of the course file for
the subject allotted.
ii. The course file is an official record, a compilation
of the planning and execution of
teaching/learning activities, carried out
throughout a semester in an academic year for a
particular subject.
iii. The course file consists of syllabus copy, student
attendance register, Lesson plan, work done
dairy previous year question papers, notes,
handouts, PPT, Assignment plan, topics and copy
of assignment.

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 iv. The faculty must get their respective course file
verified by the HOD at least once in a month.
q) To motivate the Faculty to aim for 100% pass results in
his/her subjects and work accordingly.
r) To submit a report to the head of the department
regarding the committees' status on 15th of every month.
Committee Members:
Faculty Name Designation Role
Chairman
Member
Member
Secretary

2. RESEARCH COMMITTEE

Objective: To improve the quality of engineering education, it is

essential that we advance our Innovation and Research activities
in the department. The department has come out with a theme
to encourage our staff and students to adopt practices and to
focus on research and innovation.

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Responsibilities :
a) MOU with at least one company/organization/institution per year
b) Fund generation by applying projects to VGST/ DST/ AICTE/
KSCST etc.
c) Applying for Patent
d) Publishing Text Book
e) Paper Publication in reputed journals with good indexing
and impact factor.
f) Consultancy work
g) Honorarium consultant
h) Social Cause Activities
i) Organization of FDP and workshop
j) Research Guidance
k) Any other duties the Principal may assign.
l) To submit the report every semester to the Head of the
Department regarding the verification of the files and
dissemination of department events and activities.
Committee Members:
Faculty Name Designation Role
Chairman
Member
Member
Secretary
Member

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3. LABORATORY REQUIREMENT & EVALUATION COMMITTEE

Objective: To help students to design, analyze and clarify

concepts that have been taught in class by carrying out
laboratory experiments.

Responsibilities :
a) To find out the requirements for consumables for the
laboratory and procure the same, before the start of every
term.
b) To plan for the procurement of equipment for the coming
term well in advance.
c) To verify the Stock & Consumable Registers.
d) To ensure the infrastructure facilities in the labs are
adequate so that each batch can carry out the practical to its
full satisfaction.
e) To check the preparation of the faculty for the laboratory.
f) To verify the attendance and action taken report for
defaulters.
g) To verify the lab observations/records and LCR updated.
h) To instruct Faculty conducting practicals shall be
responsible for the respective labs during their practical
hours.
i) To ensure the Lab instructors assist the respective Lab in-
Charge for smooth functioning of the laboratories

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j) To check for any breakage / loss etc. and recover costs.
k) To ensure the cleanliness of the lab and switch off all
equipment after use instructing the lab instructor and lab
attendant.
l) Requisition of consumables shall be submitted to the HOD,
who in turn shall verify the same and forward to the
Principal for necessary action.
m) To verify lab instructors and lab in-charge are available for
maintenance and care of resources/ services of the
department.
n) To instruct the Lab instructors, to coordinate with the
respective Lab In-Charge, to report matters, like
maintenance/repairing, theft, damage etc. to the HOD.
o) To instruct the lab instructors to maintain the log book and
the same to be verified periodically.
p) To submit the report 15th day every month to the Head of the
Department regarding the verification of the files and
dissemination of department events and activities.
Committee Members:
Faculty Name Designation Role
Chairman
Member
Member Secretary
Member
Member

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4. PROJECT & SEMINAR EVALUATION COMMITTEE

Objective: To ensure smooth and successful management of the

students’ academic seminar and projects.
Responsibilities:
a) To inform the students to make a group such that each group
contains a minimum of 2 students and a maximum of 4
students with at least 1SC, 1FC and 1FCD preferably.
b) To collect the details of the group formed, area of interest
from students and also area of specialization of the faculty
for allocation of guides with the approval of HOD.
c) To finalize the list of projects and seminars with the
approval of HOD and notify the students of the same.
d) To oversee the processes for external funding, project
contests, papers, and conferences pertaining to project
work. (Such as KSCST, VTU project funding scheme and
other funding agencies).
e) To classify the selected projects under the following
categories:
i. Application
ii. Research based
iii. Core
iv. Multidisciplinary

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f) To verify the mapping of POs & PSOs with respect to each
project.
g) Preparing a schedule for evaluation of project in three
phases.
Phase 1: Synopsis, Literature Survey, motivation,
methodology & references.
Phase 2: Implementation of the proposed method &
future work.
Phase 3: Results, Discussion & Conclusion.
h) Preparing a schedule for the presentation and evaluation of
seminar.
i) To collect the team rubrics survey to assess individual &
team performance.
j) To organize the mini project and final year project exhibition
every year for showcasing, assessing and rewarding quality
projects in the Department.
k) To allot the inter department faculties as co-guides for the
students doing their projects in the multidisciplinary area
with the approval of HOD.
l) To organize workshop for the quality of thesis writing.
m) To submit the report 15th day every month to the Head of the
Department regarding the verification of the files and
dissemination of department events and activities.

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 Committee Members:
Faculty Name Designation Role
Chairman
Member
Member
secretary

5. INDUSTRY INTERACTION ADVISORY COMMITTEE

Objective: To establish and oversee the primary interface of the

department with all the activities carried out in association with
industries.

Responsibilities
a) Establish outcome based relationships with industries by
means of Memorandum of Understandings (MOUs) to enable
training/internship/sabbatical of student and faculty from
the department.
b) Create a protocol in order to initiate, verify and evaluate the
training/internships/projects carried out by students in
industry.
c) Oversee the interaction with industry personnel in
departmental activities like designing and evaluation of the
course curriculum, carrying out additional topics in the
curriculum, evaluating student projects.

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d) Part-time Training: Training program conducted by
industry experts in various domains of Science and Engg.
pertaining to new concepts, applications and tools that are in
requirement and in trend in the industry. These are not
defined in the prescribed university curriculum and are
hence sought as skill enhancement methods to empower
student placements in core companies. The duration of such
programs are essentially more than one month and may be
carried out full time during vacations and part-time on
weekends based on the objectives of the program.
e) Internship: Student internships are carried out in the
industry as per University curriculum students pursuing
pre-final / final year undergraduate programs under
Visvesvaraya Technological University.
f) Workshop \ FDP \ Technical Talk: Training Programs
carried out to train student and faculty with concepts of
Engineering and Technology that are implemented using
relevant tools that are used in the industry. The program is
focused more on practical sessions focusing on projects and
research work that may be carried out by students and
faculty of the department. The durations of such programs
are under one month.

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g) Placement assistance: To ensure placement assistance is
provided to all the students who have undergone the
training programme as per the MOU.
h) To submit the report 15th day every month to the Head of the
Department regarding the verification of the files and
dissemination of department events and activities.

Committee Members:
Faculty Name Designation Role
Chairman
Member Secretary

6. PROGRAM ASSESSMENT COMMITTEE

Objective: PAC oversees the review of Assessment methods for

attainment of Programme Educational Objectives (PEOs),
Programme Specific Outcomes (PSOs) and Programme
Outcomes (POs).

The guidelines of the Programme Assessment Committee (PAC)

are as follows:
a) To monitor the attainment of POs, PSOs and PEOs.
b) To verify and modify/update the mapping of
Programme Outcomes.

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c) To evaluate program effectiveness and propose
necessary changes for continuous improvement.
d) To prepare periodic reports on programme activities
and progress.
e) To ensure that Programme Coordinator, Course
Coordinators, and outside/community agencies
facilitating in evaluation and attainment of Program
Educational Objectives (PEOs).
f) To ensure that the committee meets in the beginning
of the semester after all the results have been
received to review the programme and submit an
evaluation of the attainment to Department Advisory
Board.
Committee Members:
Faculty Name Designation Role
Chairman and
Program
Coordinator
Member
Member
Member
Member
Member
Secretary

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7. Department Advisory Committee
Objective: For the smooth conduction of departmental activities
the Department Advisory Board (DAB) is been formed to
promote development co-operation and other policies so as to
contribute to sustainable development of the department.

The functions of Departmental Advisory Board are as follows

a) To interact and maintain liaison with key stakeholders.
b) To take the initiatives for defining or revising PEOs, PSOs
and POs, if necessary based on report submitted by PAC.
c) To conducts and interprets various surveys required to
assess POs and PEOs.
d) To receive report from PAC and monitor the progress of
the program w.r.t. previous year results. Also consider
the recommendations for achievement of PEOs, PSOs and
POs given by PAC for approval.
e) To verify the various academic activities preparation
done by the faculty members for their respective
courses.
f) To evaluate and analyze the gap in the curriculum and
give necessary suggestions.
g) To encourages in conducting intradepartmental
curricular and co-curricular activities for the students
and faculty benefits.

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h) To discuss and resolve the issues related to Teaching-
Learning Process.
i) To submit the report to IQAC on evaluation of attainment
of PEOs.

Committee Members:
Faculty Name Designation Role
Chairman and
Program
Coordinator

Member
Member
Member
Meritorious
Alumnus
Industry Expert
Member Secretary

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8. DEPARTMENT ACTIVITY COMMITTEE(BASED ON OBE
ATTAINMENT)

Objective: To promote and arrange various activities based on

Outcome Based Education attainment.

Responsibilities :
a) To check the attainment of course outcomes (COs) every
semester and program outcomes (POs) at starting of
academic year.
b) Based on the curriculum gaps, content beyond syllabus
are planned and the same will be informed to university
(VTU).
c) To take financial support from professional society ISF
and Department forum ECHELON for organizing any
event.
d) To approve any activities organized in the Department.
e) To maintain all the accounts, statement of expenditure
occurred for the respective events along with necessary
documents.
f) To ensure that the report of activity conducted is
forwarded to DAB at the end of semester.
g) Any other duties the Principal may assign.

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 h) To submit the report 15th day every month to the Head
of the Department regarding the verification of the files
and dissemination of department events and activities.

Committee Members:
Faculty Name Designation Role
Chairman
Member
Member Secretary

9. PROFESSIONAL SOCIETY & DEPARTMENT STUDENT

FORUM COMMITTEE
Objective: The committee encourages and promotes obtaining
of IETE memberships for faculties, students and to organize
technical activities.

Responsibilities :

a) To enroll all the second year students to IETE Student Forum

(ISF) with required registration Fee and the same is
communicated to IETE HQ, to distribute the ISF cards to all
the enrolled students.
b) To organize at least one workshop and one Technical
talk/Guest lecture for the students every semester under the
banner of ISF.

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c) To organize at least one Faculty Development Program
(FDP) for faculty every semester under the banner of
Department forum Echelon.
d) To provide the registration fee for the students participating
in co-curricular activities through ISF, subjected to approval
of HOD.
e) To provide the registration fee/TA-DA for the faculties
participating in co-curricular activities within and outside
the state through EChelon subject to approval of
Principal/HOD.
f) After the conduction of each activity the detailed report is
forwarded to IETE HQ to publish the same in its IETE
Newsletter.
g) To maintain the accounts related to ISF and EChelon.
h) To produce the annual expenditure for Audit.
i) Any other duties the Principal may assign.
j) To submit the report 15th day every month to the Head of the
Department regarding the verification of the files and
dissemination of department events and activities.

Committee Members:
Faculty Name Designation Role
Chairman
Member Secretary

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10. CO-CURRICULAR & EXTRA-CURRICULAR COMMITTEE

Objective: To promote and arrange Co-curricular and Extra-

curricular activities to groom student talent and personality.

Responsibilities :
a) The committee shall be responsible for all intra and inter
collegiate cultural events in the College.
b) To plan and schedule cultural events for the academic
year. (Tentative dates to be included in the academic
calendar of the Department)
c) To plan the events for the department fest (Urja).
d) Procedure to organize events :
i. To prepare the Budget for various events.
ii. To decide the date, time and agenda of the
events.
iii. To inform members of staff and students about
the events.
iv. To arrange the venue and logistics (audio/video
system, dais, podium etc).
v. To invite the Chief Guest and other dignitaries.
vi. To arrange mementos for guests and
gifts/certificates for the participants.

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e) The committee shall display on the Notice
Board/Website information about department fest to be
celebrated.
f) The Committee shall also be responsible for organizing
the events like
i. NSS activities
ii. RED cross activities
iii. Swatch Bharath Activities
iv. Preparation of Department Newsletter and
Magazine.
v. Industrial trips.
g) To recommend students for permission to participate in
the intra-or inter-college events.
h) Maintaining records of sports events attended by
students outside the college, within the University and
outside.
i) Maintaining the records of all the events participated by
the students.
j) Any other duties the Principal may assign.
k) To submit the report 15th day every month to the Head of
the Department regarding the verification of the files and
dissemination of department events and activities.

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 Committee Members:
Faculty Name Designation Role
Chairman
Member
Member
Member
Secretary

11. EXAMINATION COMMITTEE

Objective: To maintain a framework in the department to
conduct examinations.

Responsibilities :
a) To plan and display Internal Assessment timetable on
the notice board one week before the commencement of
Internal Assessment.
b) To arrange the preparation of three set of question
papers for each course and get the same verified and
approved by Program Committee.
c) To identify class rooms to conduct Internal Assessment,
allot seating arrangements and maintain the attendance
for Internal Assessments.

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d) To allot the room invigilators and inform the schedule of
duties to staff.
e) To display Assessment guidelines for the students.
f) To ensure all guidelines are followed and action is taken
in case of any misconduct.
g) To report the list of absentees after each internal
assessments to the HOD and ERP coordinator.
h) To maintain Internal assessment schemes for each
Assessment.
i) To carry out filling of examination forms for university
examinations of each student of the department.
j) To maintain the examination related documents such as
revaluation applied list, Eligibility list, IA marks list sent
to university.
k) To oversee the examination related document
submission (online).
l) To prepare result analysis and academic performance of
the students.
m) To submit the report 15th day every month to the Head of
the Department regarding the verification of the files and
dissemination of department events and activities.

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 Committee Members:

Faculty Name Designation Role

Chairman
Member
Member
Secretary

12. TIME TABLE COMMITTEE

Objective: Smooth and Efficient management of Academic

Programme throughout the semester
Responsibilities :
a) To prepare the class timetable at the beginning of each
semester.
b) To collect the following information from the HOD:
i. Teaching load distribution (Individual faculty’s
teaching load in the department).
ii. Sharing teaching load from other departments.
iii. Lab-wise subject allotment.
iv. Assigning of classrooms and tutorial rooms.
v. Department-specific requirements (e.g. lecture
session slot, tea break and lunch break times
etc.).

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c) Referring to the class timetables, prepare the timetables
of individual faculty and labs.
d) Mail all the timetables of the individual faculty and labs
to all the staff, giving them three days to correct for any
discrepancies.
e) Prepare the final class, individual and laboratory
timetables and get them approved from the HOD and
Principal.
f) Display the class timetables on the staff and student
notice boards/website and make the soft copy available
on department server.
g) With regard to the individual faculty and lab timetables,
submit one signed copy to the concerned faculty
member/ lab in charge. The original set shall be retained
with the Timetable Committee.
h) To prepare Department Academic Calendar in line with
University and College Academic calendar and get them
approved by the HOD and Principal.
i) To gather the following information from Committee
Conveners, HOD and the Principal in order to prepare
Academic Calendar :
i. Term start and end dates.
ii. Public holidays.

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 iii. Dates for IA 1,2 and 3
iv. Lab Test
v. Dates for annual functions and festivals
vi. Dates for activities such as Fresher’s day, Traditional
day, Teachers day, Engineers day, Farewell, etc.
vii. Industrial Visits.
viii. QIPs (short term courses, conferences, seminars,
symposia and so on).
ix. Term work submission dates.
x. Parent Teachers meeting.
xi. Department Activities and so on.

j) To display the academic calendar for the information of

students and staff.
k) Any other duties the Principal may assign.
l) To submit the report 15th day every month to the Head of
the Department regarding the verification of the files and
dissemination of department events and activities.
Committee Members:
Faculty Name Designation Role
Chairman
Member
Member
Secretary

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13. OBE AWARENESS COMMITTEE

Objective: To create a platform that oversees educating and

establishing awareness of Outcome-Based Education (OBE)
among the stake holders of the department.
Responsibilities :
a) To create awareness about the OBE among students,
Alumni and Parents.
b) Address students in the class regarding Outcome-based
education (OBE).
c) Issuing OBE Handouts to all the Stake Holders.
d) To educate the students about the Vision and Mission of
the Institute and the Department.
e) To educate the students about the Course objectives,
Course Outcomes, Program Outcomes, Program Specific
Outcomes and Program Educational Objectives.
f) To create awareness among stake holders about the
indirect surveys (Alumni Survey, Course PO Survey, and
Course Exit Survey) and collect the same periodically.
g) To collect the Employer Survey from the Placement
Committee.
h) Plan and create a platform for interaction among the
stakeholders.
i) To conduct OBE awareness programs.

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 j) To submit the report 15th day every month to the Head of
the Department regarding the verification of the files and
dissemination of department events and activities.

Committee Members:
Faculty Name Designation Role
Chairman
Member
Member Secretary

14. PLACEMENT COMMITTEE

Objectives: To provide maximum placement opportunity to

students in different sectors of the industry.

Responsibilities :
a) To assist and motivate students to find placements that
meet professional requirements.
b) To provide placement guidelines regarding the
placement policy and placement opportunities by
creating awareness among students during the course of
their study in the department.
c) To maintain the database of placement opted students in
both college and company format and revising it from
time to time.

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d) To coordinate with the Training & Placement officer for
matters regarding Training and training related
assessments and reports generation.
e) To inform students regarding placement drives and
training activities.
f) To maintain the details of successfully placed students.
g) To periodically take feedback from students and
industry and to provide inputs for framing of course and
curriculum.
h) To appoint Student Placement Coordinators (SPC) and
oversee the working of the student placement team.
i) To follow up on students who have pursued higher
studies and students who have not been placed on
campus.
j) To maintain a copy of recommendation letters issued for
higher studies from the department.
k) To submit the report 15th day every month to the Head of
the Department regarding the verification of the files and
dissemination of department events and activities.

Committee Members:
Faculty Name Designation Role
Chairman
Member Secretary

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15. DEPARTMENT FILE & PUBLIC AFFAIR COMMITTEE

Objective: To oversee the updating and review of all documents

pertaining to the functioning of the department.

Responsibilities :
a) To verify the Department R-files, P-files and suggestions
are provided if any and ensure the files are up to date.
b) To supervise and manage departments on and off
campus events.
c) To supports media publications and other related
documents.
d) To manage Public Relations and other staff in
coordinating department print, broadcast and new
media advertising campaigns.
e) To arranges photo shoots with professional
photographers and provides digital photography for
publications and to record special events
f) To coordinate in staff regarding events and exhibits.
g) To verify Personal and Academic Files of all the staffs
and suggestions are provided if any and ensure the files
are up to date.

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 Committee Members:
Faculty Name Designation Role
Chairman
Member
Member
Secretary

16. INFRASTRUCTURE FOLLOW-UP COMMITTEE

Objective: To procure and maintain the various infrastructure
requirements in the department.
Responsibilities:
a) To follow up the department infrastructure if any.
b) To ensure any infrastructure required in the laboratory as
per changes in the university curriculum.
c) To discuss with lab in-charge for any requirement for
conduction of the lab.
d) To ensure that the cleanliness and hygiene is maintained in
the department.
e) To provide clean drinking water facility to the department.
Committee Members:
Faculty Name Designation Role
Chairman
Member
Member Secretary
Member

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