Service rules, Code of Conduct and responsibility for Administrative Staff:
2.1 Purpose and Scope:
(i) As employees of the Goel Institute of Technology and Management the administrative and technical staff has to follow the rules ®ulations and code of conduct prescribed in performing their duties so as to ensure the set standards achieved. These rules and regulations and code of conduct are applicable to all full time and part time staff members working either on time scale of pay or on consolidated pay attached to the Institute.
2.2 Dealing with AICTE, AKTU, BTE and Accrediting Agencies:
The responsibility of the administration includes:
(ii) Initiating all necessary actions in time to get extension of the Institute status since the conferment has to be extended after the expiry of the stipulated period.
(iii) Furnishing all returns called for by the AICTE, AKTU, BTE and other bodies who have supervisory / overseeing powers with regard to the programs offered by the Institute.
(iv) Taking allocations and doing all correspondence relating to securing accreditation from NAAC, NBA or other accrediting bodies, from whom the Institute may decide to get.
(v) Furnishing of compliance reports and providing the details called for by the agency.
2.3 Budget, Account and Finance Related Activities :
2.3.1 Budget Preparation:
(i) Budget is an important instrument for the control of expenditure and financial management of the Institute. The duties and responsibilities of administrative staff include,
(ii) Calling for budget details both for consumables and non-consumables from the Departments of the Institute.
(iii) Compiling the budget and getting the approval of the appropriate body and communication back to the Department concerned.
(iv) Calling for budget modification if any from the Departments, compiling, securing approval for revised budget and communication back to Departments.
(v) Bringing to the notice of appropriate authority timely if any deviation noticed timely so that necessary control can be exercised.
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:
(i) Maintenance of formation relating to every student pursuing program in the Institute in proper form and to retrieve them as and when necessary.
(ii) Safe custody of all original certificates received from students for verification and safe return of them after verification.
2.5.3 Scholarships, bank loan and research fellowships
(i) Issuing certificates to students to secure loan from Banks for pursuing education in the Institute.
(ii) All matters relating to securing scholarship for students, who apply to various agencies awarding scholarships.
(iii) Matters relating to award of merit scholarship, fee waiver, etc., by the Institute for meritorious students.
(iv) Distribution of cash award, prize, etc., to students who secure ranks in the examination as per the scheme of Institute.
(v) Forwarding the applications of research scholars and pursuing with AICTE and other agencies for the award of research fellowships under various schemes.
2.6 Stores and Purchase:
2.6.1 Purchase of items:
(i) The duties and responsibilities under this item shall include,
(ii) Though Departments take action to purchase consumable and non-consumable items, it is the duty of administration to ensure that they follow the purchase procedure as prescribed by the Institute.
(iii) Scrutiny and securing administrative approval from the appropriate authority for the purchase proposal of the Department and return it to the Department concerned.
(iv) Checking the short listed comparative statement and the evaluation sheet with remarks for accuracy, missing information and placing it before the purchase committee for consideration/negotiation with the parties’ concerned and final decision.
(v) In respect of major items for which open tender is contemplated, obtaining specification from the Departments, calling for open tender through advertisement and forwarding to the Department concerned for remarks.
(vi) Placing is for the purchase committee the tender evaluation by the Department for consideration/negotiation if necessary and approval.
(vii) Making arrangements for procuring record note books and other stationery required by the Departments, Examination Cell, etc., every semester/annual as the case maybe.
(viii) Purchase of all furniture and fittings required by the Departments through appropriate agencies as per the procedure enunciated by the Institute.
2.6.2 Stores stocking & distribution:
(i) Assessing the requirements from Departments, make arrangements for printing and stocking and distribution of calendars, magazines, record note books, other forms and registers required by the Institute.
(ii) Printing/purchasing, stocking and distribution of all other stationery such as paper for writing, answer scripts, chalks, dusters, etc., required by the Departments and Examination Cell.
(iii) Gathering of indent for furniture from the Departments and arrange for the supply of the same following the procedure.
(iv) Maintenance of stock register and arranging for annual stock verification in all the Departments of the Institute.
(v) Follow up action on the stock verification report pertaining to Departments to ensure they rectify the defects pointed out.
2.6.3 Bills processing:
(i) Bills received from the Departments and suppliers have to be verified for stock certificate and the claim made by the suppliers.
(ii) Bills after due verification be passed by the Accounts Section for passing and issue of cheque.
(iii) Payment to the parties by cheque will be made by the Stores and Purchase section through the Department whoever procured the items.
