Goel Institute of Technology & Management

2.1 Purpose and Scope:

2.3.2 Account Keeping:

(i) Keeping of books of accounts such as ledger, subsidiary books, cash book, etc. as per the approved procedure/manual.

(ii) Compilation of accounts such as trial balance, reconciliation, preparation of income and expenditure statements, cash flow and balance sheet.

(iii) Management of accounts receivables by taking prompt action to recover the amount due to the Institute.

(iv) Receipt of semester fees and other fees from the students accounting them and attending to all other issues relating to that.

(v) Accounting of caution deposit of students and refund/adjustment as the case may be.

(vi) Maintenance of expenditure details and reviewing them periodically vis-à-vis budget and taking appropriate actions in pursuance of instructions by the authority concerned.

(vii) Management of all payables by the Institute by taking prompt action after approval from the authority concerned, all bills for supplies and services availed.

 

2.3.3 Fund Management:

(i) Investment of funds received from parent body and from income realized from students as per the decision of the Institute.

(ii) Renewal of deposits and withdrawal of deposits for meeting recurring and non-recurring expenditure.

(iii) Keeping the funds received as grant for sponsored and funded research projects in separate account and incurring expenditure only for the purpose it is granted.

 

2.3.4 Salary and wages:

(i) Preparation of all pay bill, arrears bill and supplementary bills of all employees, draw land disbursement to the concerned person as per the established procedure.

(ii) Maintenance of accounts pertaining to statutory deductions like provident fund, property tax, etc.

(iii) Preparation of all remuneration bills and disbursement for testing, consultancy work, remuneration for approved courses conducted and other incentives related payment to the faculty and staff.

(iv) Dealing with all matters relating to income tax deduction from the salary and other payments to the employees, which include prompt payment to the statutory authority, filing of returns and issue of tax deduction certificate, etc.

(v) Deduction of professional tax and remittance to appropriate authorities under the Act.

(vi) Drawl of payment towards encashment of leave; leave salary, statutory payment like gratuity and recovery of dues from employees.

(vii) Dealing with all other matters related to drawl & payment and recovery from the employees of the Institute.

(viii) Dealing with all matters relating to sanction of advances to employees, and recovery/adjustment of the same.

 

2.4 Personal Related Activities (Establishment/ Administration Section):

2.4.1 Recruitment of staff:

(i) Working out staff requirement comprising, technical and administrative staff as per the norms fixed and obtaining necessary sanction from the appropriate authority.

(ii) Maintenance of establishment list category-wise and taking action to fill up the position on approval from the authority concern.

(iii) Putting up proposal for sanctioning additional staff as and when new programs are added and/or expanded, etc., after getting necessary proposals from the concerned Head of Department.

(iv) Issuing of advertisement, receiving applications, short-listing candidates by test/experience, etc. by the Department and putting up the short listed candidates to the appropriate selection committees constituted for interview and selection.

(v) Issuing of appointment orders to the selected candidates after approval by the competent authority.

(vi) Maintenance of qualifications fixed for various positions in different category of staff. Taking action to fix qualification for recruitment if and when new positions are created.

 

2.4.2 Service related matters:

(i) All matters relating to probation, regularization for all categories of staff promptly.

(ii) Receipt of all annual performance appraisal forms from the Departments, initial scrutiny for missing details and submission to the review committee.

(iii) Arranging for the conduct of annual review for all categories of staff and sanction of increment.

(iv) Arranging for special reviews for career advancement / promotion by the committee constituted and issue of orders thereafter.

(v) Maintenance of all service records of all employees and period inculpating.

(vi) Matters relating to deputation of employees for higher studies in India or abroad.

(vii) All matters relating to deputation of faculty to attend conferences /seminars /workshops either in India or abroad.

(viii) Issue of certificate such as service certificate, experience certificate, etc., after obtaining approval from the authority concerned.

 

2.4.3 Resignation, severance and disciplinary action:

(i) Processing of resignation request of employees after checking his/her condition of appointment and the policy of the Institute.

(ii) Issuing relief order through the Department concerned only on satisfying all conditions prescribed, and after getting no dues certificate.

(iii) Maintaining the retirement date of employees and taking prompt action to relieve him/her following the due procedure prescribed.

(iv) Issuing certificate/experience certificate only on completion of all formalities.

(v) All matters relating to disciplinary action against employees for offences committed dereliction of duty, etc.

(vi) All correspondence and files relating to legal action against any employee if and when such action pursued by the Institute.

 

2.5 Academic Related Matters:

2.5.1 Admission of students:

 

(i) Issuing advertisements calling for application for various programs offered by the Institute (for vacant seats after counseling) and processing of applications.

(ii) All correspondences relating to admission of students in various programs and all issues relating to admission.

(iii) Verification of all certificates of students for validity is for admission.

(iv) Checking for equivalence of eligibility conditions for various programs especially in respect of students migrating from other Universities.

2.5.2 Maintenance of student records:

1.5.1 Consultancy projects:

(i) Executing consultancy works for the state and private organizations is another important source of financial resource to the Institute. A faculty member should take efforts to secure consultancy works in his/her area of specialization from industries and business or from State agencies.

(ii) To secure consultancy work, the individual’s capability in solving practical problem in his/her area of specialization besides development of good rapport is very essential. Guiding industry oriented student projects is an easy way of establishing contacts with the industry counter parts. Hence, faculty member guiding such project works should establish proper, healthy and positive rapport with the concerned industry from where such project work is undertaken.

(iii) A faculty member should constantly update his/her knowledge, familiarize himself /herself with the problem of industry by going through industry publications, attending professional society meetings etc., to establish contact and get to know the problem of industry.

(iv) Attending seminars and conferences organized by professional institutions such as Confederation of Indian Industry (CII), Federation of Indian Chamber of Commerce & Industry (FICCI), The Institution of Engineers (IEI), Institute of Electrical and Electronics Engineers (IEEE), Computer society of India (CSI) or other Industrial Associations will also help to understand the problem of industry.

1.5.2 Extension activities:

(i) A faculty member should take efforts to organize refresher courses, seminars, workshops not only for the benefit of faculty members but also for participants of industry and society at large. Such program could be self supporting or sponsored ones.

(ii) Conductsofcontinuingeducationprogram/structuredcoursestomeetspecificrequirementoftheindustryandsocietyisyetanotherwayofaugmenting resource for the Institute. A faculty member can organize such programs either one time or on continual basis year on year.

(iii) Extension activities could include various community oriented services, preferably using the expertise in the field of science and technology, and addressing the requirements of weaker sections of the society.

1.6. Involvement in Development Activities:

1.6.1 Laboratory Development & Maintenance:

(i) A faculty member is required to involve in the laboratory development activities of the Department by introducing innovative experimental setups /instruments/ computer software/ computer control of machines or processes.

(ii) Whenever new courses or new topics are proposed in the curriculum and syllabi in the emerging areas, the faculty member can design and fabricate or assemble new experimental setup for use by students.

(iii) As a member of the faculty, he/she should ensure that the various machinery and equipment in the laboratory and workshop are maintained in working condition and are used effectively both for academic requirement, project works and research related activities.

(iv) In case, a faculty member is assigned to be in charge of laboratory or workshop, he/she has to oversee the work of technical staff of the laboratory, besides arranging for periodical maintenance / repair and recalibration wherever necessary.

(v) As one in charge of laboratory, he/she has to ensure proper maintenance of stock registers, both consumable and non-consumable, periodical stock verifications, and proposal for replacement of over aged/unserviceable equipment, besides their safe custody.

1.6.2 Purchase of items for the laboratory:

(i) As one in charge of laboratory has to prepare budget every year after taking into account the academic course requirements, research needs and discuss with the HOD and finalize it before inclusion in the overall budget proposal of the Department.

(ii) As one in charge of laboratory has to initiate proposals for the purchase of consumables and equipment for his/her laboratory and take follow up action till it is procured and taken into stock.

(iii) The faculty member should help the HOD in finalizing the specifications of equipment to be purchased calling the quotations and evaluation and tabulation of bids to be placed before the Purchase Committee.

(iv) Once the budget proposals are approved by the management, the faculty in charge of the laboratory/workshop is responsible for the compliance of the budget proposal, unless it is altered or revised. If necessary, he/she has top repair revised budget proposal through the HOD.

(v) The faculty member shall follow the detailed guidelines/procedure issued by the Institute with regard to purchase of consumable and non-consumable items both indigenous as well as imported items.

1.6.3. Co-Curricular activities:

(i) A faculty member is required to arrange guest lectures, seminars etc., to supplement regular lectures and also help in the conduct of faculty development program, short-term program, workshops, and open houses, exhibitions organized by the Department or Institute.

(ii) A faculty member is required to organize industrial visits, educational tours and accompany the students to visits/tours as and when required by the HoD.

(iii) A faculty member if nominated as an Office-bearer such as Treasurer, Convener, coordinator, Adviser of Professional Society functioning in the Department/Institute he/she shall perform such duties accordingly.

(iv) A faculty member is required to help the Professional Societies in organizing annual events such as symposium, technical contest, quiz, and also in the interaction with the parent bodies (e.g. ASME, IEEE.CSI, IE etc.) to promote the student chapter of the professional bodies.

(v) A faculty member is required to coordinate National /International conferences/seminars / symposium/ workshop.

(vi) A faculty member should submit project proposals to the funding agencies for financial assistance to conduct seminars, conferences, etc.

1.6.4 Extra-curricular activities:

(i) A faculty member should see that the class rooms, department buildings, laboratories and surroundings are kept neat and tidy with the help of personnel assigned for this purpose.

(ii) A faculty member should ensure that lights and fans are switched off after the class is over, and if there is no lecture class for the students in the next period to save energy consumption.

(iii) As discipline in the campus is very essential, every faculty member should interfere if they notice indulgence by students in activities of condemnable nature.

(iv) A faculty member if required to help the HoD in all administrative matters like distribution of admit cards, mark sheets etc., and compilation of departmental replies to higher authorities etc.

(v) The faculty member has to serve as a member of any enquiry committee or as a member of various committees when ever the Department/Institute organizes major events such as SportsDay, Annual Day, Technical and Cultural Festivals, etc.

(vi) All faculty members are expected to oversee the students go to the class on time and not loitering in the campus.

(vii) Faculty members should also take part in activities related to NCC, NSC, NSO, Red Cross Society, Alumni Association, etc., as office bearer/organizer and shall discharge the duties assigned to the position.

(viii) Any other activity(s) related to Department or Institutional Development that may be assigned to the faculty member depending on the need.

1.7. Code of Conduct:

As members of administrative and technical category staff, their responsibility in providing necessary support services in imparting education, research and extension activities of the Institute and in the administration of the Institute is enormous. They are responsible for sustaining the highest ethical standards of the Institute and the broader community in which they function. This code serves as a guide to all the members of both the category.

1.7.1 Applicability and Violations:

The members should bring to the attention of appropriate authority any suspected violations of any of the provisions of these rules and regulations. Raising such a concern is a service to the Institute and will not jeopardize one’s position or employment. Proved violations will result in suitable disciplinary action up to and including termination from employment of the Institute. If needed, legal recourse may also be resorted against the concerned individuals depending on the gravity of violations.

1.7.2 Relationship with Students:

While the aim of the Institute is to ensure whole some development of students as future citizens of India, the technical and administrative staff should strive to achieve:

(i) According just and impartial treatment to all students irrespective of religion, community, caste, creed, sex, economic and social status.

(ii) Making regular contribution for the personal development of students, while looking after their interest and welfare.

(iii) Not disclosing confidential information about students, which the member knows, to anyone other than to authorize persons/agency or in the interest of law.

(iv) Having respect and an affectionate and friendly attitude towards all students and helping them to improve their behavior, unmindful of some untoward event if occurred, rather than having a feeling of revenge.

(v) Abstaining from indulging in any corrupt practices with the students by showing favor of any kind.

(vi) Dealing with parents/guardian of wards politely and compassionately when they approach the administrative staff, in connection with his/her ward’s educational matters, thereby ensuring proper public relations.

(vii) Trying to integrate the values of integrity, honesty and fairness and desire in all the dealings by the staff, since the Institute values them.

1.7.3 Relationship with Staff Members:

(i) As the technical and administrative staff is expected to work closely with the faculty of the Institute in day to day activities, the staff should

(ii) Respect the prerogative of the staff members to look after the education of the student and provide all assistance needed in the discharge of his/her duties in imparting education.

(iii) Develop friendly and co-operative relationship with the staff members.

(iv) Understand the role of supporting staff vis-à-vis the role of a faculty member that would enable developing proper relationship.

(v) Not to transgress his/her defined role in the interest of discharge of assigned duties and responsibilities.

(vi) Provide full co-operation and support to the staff members for the development of laboratory/workshop and in the maintenance/calibration of equipment.

1.7.4 Relationship with Colleagues:

(i) A member of technical and administrative category is expected to develop fraternal relationships with his/her colleagues to nurture proper interpersonal relationships and to develop team spirit. In particular he/she should,

(ii) Move with his/her colleagues in the Institute in a manner that he/she expects them to move with him/her.

(iii) Extend co-operation to his/ her colleagues in activities relating to academic and administrative matters and the development of his/her profession.

(iv) Eschew writing anonymous letters in self interest to the authorities about his/her colleagues thereby harming others in self interest.

(v) Resist spreading rumors or wrong news about his/her colleagues to express his/her displeasure.

(vi) Refrain from passing information about colleagues to any individual or agency without his/her express permission.

1.7.5 Relationship with Management:

(i) A member is expected to develop proper rapport with the employer viz. Management of the Institute. Mutual respect and fraternal feelings are needed to ensure proper relationships. Measures suggested to achieve the objective include,

(ii) Perform all professional activities through proper channels.

(iii) Do not discuss with unauthorized individuals about professional and other information pertaining to the Institute.

(iv) Look for promotion/elevation only on grounds of competence/performance.

(v) Do not expect appointment or promotion out of turn, based on favoritism or against professional interest/ethics.

(vi) Honor the provision of the bilateral agreement viz. bond/Institute, which the member committed/entered with the employer viz. Institute.

(vii) Do not undertake any responsibility/work involving financial benefit in contravention of professional etiquette and the general interest of the Institute.

(viii) Co-operate whole heartedly with the authorities of the Institute in the fulfillment of mission and goals of Institute by performing his/her role in a professional manner.

(ix) Avoid condemnation of authorities, behavior through anonymous communication to outsiders/newspapers and also conversational conflicts which harm the interest of Institute.

(x) Every member is required to conduct the Institute’s transaction with utmost honesty, integrity and fairness.

(xi) Avoid unethical practices even on the grounds that it is ‘customary’. Expediency should never compromise integrity.

(xii) Should follow all norms and job details assigned by the Institute to the member from time to time with dedication.

1.7.6 Use of Institutional Resources:

(i) The Institute resources include, but limited to, the use of telephone systems, data communication and networking services, Institute domain for electronic communication forums, computers and peripherals, stationery, reprographic facilities, vehicle and other equipment, time and effort of staff, students and others.

(ii) These resources must be used only for the purposes of the Institute. They should not be used for personal gain and for personal purposes, except in a manner that is incidental, and reasonable in the list of employee’s duties.

1.7.7 Relationship with Society:

The activities of a member of technical and administration are not only related to the Institute but also have a serious impact on common social interests. Therefore, the following aspects merit consideration in this regard:

(i) Adherence to desirable standards expected of the Institute by the society.

(ii) Participation in diverse activities of the community as a good citizen.

(iii) Soliciting public co-operation in the educational programs of the Institute.

(iv) Taking necessary efforts for the enrichment of educational, ethical, spiritual, cultural and intellectual life of the community.

1.7.8 Miscellaneous Rules Of Conduct:

(i) The following are the miscellaneous items of rules of conduct, which a member is expected to follow.

(ii) A staff member shall not indulge in any adverse criticism of the Institute and its officers by means of any article, broadcast or any other document or statement.

(iii) A staff member shall not be under the influence of any intoxicating drug or liquor during the hours of his/her duty.

(iv) Use of cell phones by students in the Institute campus during working hours is discouraged and hence a technical staff member should not use them during practical class hours, meetings, etc.

(v) All technical and administrative staff should follow the various rules and regulations framed; instructions issued by the Institute from time to time in true letter and spirit.