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Guidelines

1.GUIDELINES FOR CHAIRMAN OF BOARD OF STUDIES FOR THE SYLLABUS PREPARATION  

2. GUIDELINES TO HEADS OF THE DEPARTMENTS REGARDING THE USE OF GRANT / FUNDS

3. GUIDELINES TO MENTORS

4. GUIDELINES FOR HEADS OF THE DEPARTMENTS REGARDING THE UTILIZATION OF FUNDS ALLOCATED FOR SEMINAR/ CONFERENCE/ WORKSHOPS/ GUEST LECTURE / ASSOCIATION MEETINGS 

1.CHAIRMAN OF BOARD OF STUDIES FOR THE SYLLABUS PREPARATION

  • All the contents of the syllabus (paper title, unit title, title of reference books and books for study) must be in Times New Roman with 1.5 line space and font size 12 in A4 paper with document type: doc.
  • Title of all courses (Six Semesters of UG and Four Semesters for PG) must be given in the curriculum structure.
  • Scheme with Code allotment, hours per week and Credit for each department will be provided by the Member Secretary of Academic Council.
  • Title must be related to the content of the paper (both theory and practical).
  • All the courses must have objectives and COs below the title.
  • Every unit of the syllabus must have sub title related to the content of the corresponding unit and mention hours per week at  the right side
  • The syllabi must be given to all the elective papers in UG / PG
  • Book for references and Book for study are essential for both theory and practical (at least three references each)

2.GUIDELINES TO HEADS OF THE DEPARTMENTS REGARDING THE USE OF GRANT / FUNDS

PREAMBLE: 

The following guidelines are to be followed by  the heads of the departments for the best utilization of the allocated funds in accordance with the vision and mission of this institution. The procedures and methodologies provided underneath is to guide the department and administrators to present their assets, stocks and accounts in a better way and maintain transparency during the process of audit.

PURCHASE PROCEDURES: 

  1. Heads of the departments are asked to constitute a purchase committee consists of 1-2 (UG department) / 2-3 (PG department) senior members of the department.  Head of the department is the convener of the committee.
  2. Annual budget is prepared by the committee before the call for quotation based on the immediate and long term requirements of the department. 
  3. As soon as they receive the funds allocation letter from the authorities, the head of the department is empowered to call for the quotations through the Principal of the institution.
  4. At least a minimum of three quotations must be called for and the same must be used to prepare a comparative statement.
  5. While preparing the comparative statement the rate of the each item, taxes and term and conditions must be checked and compared.
  6. A separate statement must be prepared for equipments, chemicals and glassware. 
  7. Committee/principal investigator can select any item based on the need of the department / project from the comparative statement and they are directed to prefer only the lowest quoted items.  If the committee /principal investigator prefers any item in the higher end, then they should pass a resolution stating reasons for the requirement and the same must be attached to the comparative statement.
  8. Final form of the comparative statements and all enclosures along with the minutes of the meeting duly signed by the convener and members should be presented for the final approval of the Principal.
  9.  As soon as it is approved the head of the department is empowered to send orders to various companies through Principal.
  10. The order must contain due date for supply, mode of transport, payment mode etc.

GENERAL PROCEDURES: 

  1. Heads of the departments are directed to make arrangement for entries in the following books immediately after the receipts of items in good condition.
    1. Invoice Register
    2. Stock Register
    3. Inventory Register ( At the end of the academic year)
    4. Asset Register (Available in the Smart Campus Software)
  2. Invoice must be submitted with page number of the stock register entry and note about the asset entry  with the  signature of the head of the department. 
  3. Separate Stock register must be maintained for Annual Grant, UGC Grant, Autonomous Grant and Project Grant. Items purchased under all grants can be maintained in the same invoice and inventory registers with necessary remarks in red ink.
  4. All equipments purchased under different grants must be labelled legibly on the equipments using paint about the nature of the grant and year of purchase.
  5. Under any circumstances the purchase should not exceed the amount allotted.   A Special permission is needed in case of any excess purchase.
  6. Departments are strictly directed to purchase only equipments using UGC and Autonomous Grants.  They are not permitted to purchase chemical and glassware and consumables using these grants.
  7. Department should submit the total asset value every year along with the updated  inventory to the Principal  after reducing  the depreciation cost for the necessary equipments / assets. 
  8. In the case of project funds, the principal investigator is solely responsible for purchase and maintenance of all above said records. He has to follow purchase procedure 4-10 and general procedure 2-5.
  9. The  balance amount of over head charges allowed in any scheme must be handed over to the institution.
  10. Principal Investigators are directed to hand over all the items including books, journals and software purchased under the project to the college as soon as project is completed officially.   

3.GUIDELINES TO MENTORS

Our students are the most valuable resources. Student mentoring represents the most tangible bridge in continuing the traditions of excellence. Mentoring has been defined as the process by which the course teacher guides the development of a section of students seen as the protégé or the mentee. The mentor offers guidance, counseling, encouragement and support in the form of pragmatic and objective assistance. The following are the guidelines for mentors in every academic session.

  1. Mentoring is a confidential activity in which both parties have a bonding of care towards each other.
  2. The mentor has to collect and maintain the bio-data of the students.  The same may be handed over to HOD as soon as the mentees complete the course.
  3. He has to identify the talented as well as non-performing students and maintain a progress report.
  4. Apart from the routine guidance in the college working hours, the mentor should counsel the students once or twice in a week out of the working hours.
  5. A mentor is responsible for maintaining the attendance, internal and external marks of the students.
  6. He acts as coordinator between the course students and principal, controller of examination, office as well as parents and be over all in-charge of the academic performance of the students.
  7. Mentor has to get the feedback of the course before the end semester examinations.  The feedback report must be handed over to IQAC coordinator through the principal.
  8. Head of the department concerned will supervise the overall functioning of the mentoring system.
  9. Mentoring program nurtures, recognizes and rewards the growth of our students.  It is a great service to the student community so that they can contribute their might towards nation building.

4.Guidelines for Heads of the Departments regarding the Utilization of Funds allocated for Seminar / Conference/ Workshops/ Guest Lecture / Association Meetings

  1. Honorarium for Resource Persons (not belonging to the organizing institution) Rs. 1000 per day (Rs. 500 per session; each session equal to 1 ½ Hours).
  2. TA (within India) for Resource Persons (not belonging to the organizing institution) as per the guidelines of Government /University / UGC/ depending upon the source of funds.
  3. TA (within India) for Paper Presenters, not belonging to the organizing institution (not applicable for Departmental Seminar) One way II Class Train fare.
  4. DA for Out Station persons as per the guidelines of Government /University / UGC/ depending upon the source of funds.
  5. Pre-conference/ Meeting Printing (Announcement, abstracts, certificates etc.)
  6. Publication of Proceedings (Only for sponsored seminar / conference etc.)
  7. Refreshments for participants (Tea, Biscuits)
  8. Prizes for student winners (Association meetings only)
  9. Local hospitality, including boarding and lodging (restricted to 25% of the total allocation) for guest and teachers.
  10. All original bills above Rs. 100; Vouchers accepted up to Rs.100

 

Islamiah College (Autonomous)
Newtown,
Vaniyambadi - 635 752
Tamil Nadu, INDIA.
Phone: +91 4174 235206