ADMINISTRATIVE - ICSI · Laser Typesetting by Delhi Computer Services, and Printed at Samrat Offset...

ADMINISTRATIVE FINANCIAL, ACADEMIC

STUDENT SERVICES AND

INFORMATION TECHNOLOGY GUIDELINES

(Second Edition Updated as on 1.1.2011)

(ii)

1st Edition - 2009

Laser Typesetting by Delhi Computer Services, and Printed at Samrat Offset Works/200/January 2011

P R E F A C E

Standardisation of systems and procedures as a matter of good

governance is essential for the success of an organization, as it

brings about predictability in the governance mechanism, helps in

better management of resources and provides transparency.

With this objective in mind and with a view to render its

responsibilities efficiently and effectively, the Council of the Institute

and / or its Committees have from time to time issued Guidelines

on Administrative, Financial, Academic, Student Services and IT

related matters to streamline and to ensure transparency and

predictability in the functioning of the Institute at all levels, i.e.,

Headquarters, Regional Councils and Chapter level.

I am pleased to present this compendium of Guidelines on

Administrative, Financial, Academic, Student Services and IT

related matters issued by the Council of the Institute and/or its

Committees from time to time and am sure that the same would be

found useful and be adhered to in their true letter and spirit.

New Delhi N K Jain January 11, 2011 Secretary & CEO

(v)

I N D E X Guideline No. Subject Page Nos.

I. ADMINISTRATIVE GUIDELINES 1–113ICSI/ADMN/CC/1983/1 Amended CC/107/1998

Company Secretaries Chapter Guidelines, 1983

1

ICSI/ADMN/CC(167)2006/2 ICSI Code of conduct and Ethics for Council Members and Senior Management of the Institute

13

ICSI/ADMN/CC(193)2010/3 Guidelines for Good Council Practices 19

ICSI/ADMN/EC(103)/2007/4 Guidelines empowering Executive Officers of Regional Councils/ Chapters to discharge administrative functions.

21

ICSI/ADMN/ IAG/1998/5 Format for furnishing particulars in respect of MIS Report of Regional Councils & Chapters

22

ICSI/ADMN/IAG/1998/6 Proforma for furnishing particulars in respect of members of Regional Councils and Managing Committee of Chapters for ICSI Directory

24

ICSI/ADMN/ IAG/1998/7 Guidelines for Managing Committee of Regional Councils / Chapters

25

ICSI/ADMN/CC(176)/2008/8 Manpower at Regional / Chapter offices

27

ICSI/ADMN/CC(176)/2008/9 Guidelines for Deployment of Manpower (on contractual basis) at Chapter offices

30

(i) Guidelines for Best Regional Council Award

33

(ii) Evaluation Sheet for Best Regional Council Award

46

(iii) Guidelines for Best Chapter Award 76

ICSI/ADMN/CC(181)/2008/10

(iv) Evaluation Sheet for Best Chapter Award

86

ICSI/ADMN/EC(151)/2010/11 Guidelines for Inscription on Stone/Plaque on the office premises/plot of land of Regional Councils & Chapters

107

(vi)

Guideline No. Subject Page Nos.

ICSI/ADMN/ IAG/ /12 Guidelines for publication of News from the Institute and its Regions

109

ICSI/ADMN/EC(188)/2008/13 Guidelines for use of Emblem of the Institute

110

ICSI/ADMN/CC(190)/2009/14 Guidelines for Regional Councils & Chapters for ICSI Advertisements

111

ICSI/ADMN/EC(149)/2010/15 Guidelines for Designing & Printing of ICSI Diaries / Calendars / Promotional Material

112

ICSI/ADMN/CC(197)/2010/16 Guidelines for hosting the name of the members on the website of the Institute and in the Chartered Secretary Journal against whom punishment has been awarded under the Company Secretaries Act, 1980 read with the Company Secretaries (Procedure of investigations of professional and other misconduct and conduct of cases) Rules, 2007

112

ICSI/ADMN/CC(195)/2010/17 Guidelines for SMS/Emails/ Mementoes by the Regional Councils & Chapters

113

II. FINANCIAL GUIDELINES 114–207ICSI/FIN/IFG/1989/1

System of Checks and Balance for financial discipline at the Regional Councils and Chapters

114

ICSI/FIN/AC(8)/2005/2

Conduct of Internal Audit of Transactions at Regional Councils and Chapters

118

ICSI/FIN/AC(9)/2005/3 Guidelines for Consolidation of the Annual Accounts of the Institute

123

ICSI/FIN/IFG/1991/4 Accounting Policies and Notes to Financial Statements

139

ICSI/FIN/IFG/1991/5 Guidelines for Acquisition of premises for Chapter Offices – Accounting Treatment

153

ICSI/FIN/1FG/1993/6 Guidelines Disposal of old furniture items

153

ICSI/FIN/EC(9)/1983/7 Annual Grant, Building Grant etc. to Regional Councils & Chapters

154

(vii)


ICSI/FIN/EC(68)/1996/8 Reimbursement of telephone/Fax expenses to Regional Councils

175

ICSI/FIN/CC(188)/2009/9 Reimbursement of Travelling Expenses for attending the Regional Council Meeting

175

ICSI/FIN/CC(188)/2009/10 Reimbursement of Travelling Expenses for receiving Best Regional Council/Best Chapter Awards

175

ICSI/FIN/IFG/1989/11 Procedure for Collection and Accounting of Donations

176

ICSI/FIN/IFG/2008 /12 TDS on payments to Faculty under Oral Coaching and Examiners under Postal Coaching

177

ICSI/FIN/EC(123)/2005/13 Letting out of surplus space and compliance of Service Tax provisions

177

ICSI/FIN/IFG/1998/14 Issue of Acknowledgements against receipt of fees and submission of reports for break-up details

183

ICSI/FIN/IFG/2006/15 Deposit of cash collections 190

ICSI/FIN/IFG/1999/16 Dispatch of Publications on ‘Sale Basis’ instead of ‘Transfer Basis’

191

ICSI/FIN/IFG/1998/17 Control measures for monitoring cash/bank transactions

193

ICSI/FIN/IFG(20)/2007/18 EDC machines at Regional Offices 194

ICSI/FIN/IFG/1988/19 Operation of Savings Bank Account and Investment of Surplus Funds

196

ICSI/FIN/IFG/2003/20 Opening of bank accounts with ICICI and HDFC Banks for inter-Unit transfer of amounts

197

ICSI/FIN/CC(192)/2010/21 Investment of surplus funds of the Institute

200

ICSI/FIN/CC(195)/2010/22 Financial Powers to the Chairmen of Regional Councils & Chapters

201

ICSI/FIN/CC(195)/2010/23 Change in Accounting Policies 202

ICSI/FIN/IFG/2010/24 Compliance of TDS Provisions under Income-tax Act and Rules

202

(viii)


ICSI/FIN/IFG/2010/25 Application for issue of Certificate under section 197(1) of the Income-tax Act on year to year basis

207

III. ACADEMIC GUIDELINES 208–268ICSI/ACDM/CC(172)/2007/1 Protocol Guidelines 208ICSI/ACDM/CC(178)/2007/2 Guidelines for Compulsory

Attendance of Professional Development Programmes for the Members

218

ICSI/ACDM/CC(172)/2007/3 Salient Features of the Scheme for Programme Credit Hours (PCH) for Company Secretary in Employment

223

ICSI/ACDM/CC(181)/2008/4 Guidelines for Organization of National Convention

226

ICSI/ACDM/PDC(95)/2009/5 Guidelines for Holding National Programme

232

ICSI/ACDM/CC(181)/2008/6 Guidelines for Recognition and Functioning of Study Circle

236

ICSI/ACDM/PDC(82)/2005/7 Guidelines for Newsletter/E-Newsletter of Councils/ Chapters

239

ICSI/ACDM/CC(178)/2007/8 Guidelines for issuing Compliance Certificate and Signing of Annual Return

242

ICSI/ACDM/CC(178)/2007/9 Guidelines for Requirement of Maintenance of a Register of Attestation/Certification Services rendered by PCS / Firm of PCS

243

ICSI/ACDM/ CC(178)/2007/10 Guidelines for Advertisement by Company Secretary in Practice

246

Library Guidelines Library Policy for the Institute 252ICSI Library Guidelines 254

ICSI/ACDM/PDC(94)/2009/11 1 2 3 Establishment of Library Network 262

IV. STUDENT SERVICES GUIDELINES 269–359

ICSI/SS/IAG/2008/1 Guidelines for Acceptance and forwarding of Registration applications and issue of study material by the Regional / Chapter Offices

269

(ix)


ICSI/SS/CC(187)/2009/2 Guidelines for Incentive Scheme for the Regional Councils/Chapters based on the Registration of Students (effective from 01.01.2009)

276

ICSI/SS/IAG/2006/3 Guidelines for forwarding Examination Forms by Regional / Chapter Offices

281

ICSI/SS/TEFC(96)/2010/4 Guidelines for Recognition/Conduct of Oral Coaching Classes by Regional Councils/Chapters (including Collaborative Centres) for admission to the Foundation/Executive/ Professional Programme Examination

285

ICSI/SS/CC(151)/2004/5 Guidelines for Recognition/Conduct of Oral Coaching Classes by Accredited Centres for admission to the Foundation Programme examination of the CS Course

292

ICSI/SS/CC(168)/2006/6 Guidelines for conducting oral coaching classes through Public-Private Partnership

295

ICSI/SS/CC(182)/2008/7 Guidelines for providing Financial Assistance from “ICSI Students’ Education Fund Trust”

354

ICSI/SS/CC(197)/2010/8 Moderation Policy for CS Examination Results

358

ICSI/SS/IAG/2009/9 Compulsory Computer Training of Students through APTECH

359

V. INFORMATION TECHNOLOGY GUIDELINES 360–385

ICSI/IT/IAG/ITC(25)/2009/1 Policy on data sharing for services link SMS and Bulk Mail

360

ICSI/IT/IAG/2008/2 IT Policy for providing of Computer Hardware to Chapters

361

ICSI/IT/IAG/2010/3 Utilization of E-Mails and Configuration of E-Mail account on Microsoft Outlook

364

(x)


ICSI/IT/IAG/2010/5 ERP and COSMIC Portals 380

ICSI/IT/IAG/2010/6 Format for MIS Report on Computerization of the Institute

383

Abbreviations used CC - Denotes Central Council EC - Denotes Executive Committee AC - Denotes Audit Committee ITC - Denotes IT Committee IAG - Denotes Internal Administrative Guideline IFG - Denotes Internal Financial Guideline PDC - Denotes Professional Development Committee TEFC - Denotes Training & Educational Facilities Committee

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ADMINISTRATIVE GUIDELINES

THE COMPANY SECRETARIES CHAPTER GUIDELINES, 1983

1. Short title These may be called the Company Secretaries Chapter Guidelines, 1983.

2. Definitions In these guidelines unless there is anything repugnant to the subject or context:

(a) ‘Chapter’ means the Chapter of Company Secretaries constituted under Regulation 143 of the Company Secretaries Regulations, 1982 and includes a Chapter existing on the date these guidelines come into force.

(aa) ‘Council’ means the Council of the Institute constituted under Section 9 of the Company Secretaries Act, 1980.

(b) ‘Regional Council’ means the Regional Council constituted under the Company Secretaries Act, 1980 having territorial jurisdiction over the Chapter.

(c) ‘Student’ includes a registered student and a licentiate as defined in the Company Secretaries Regulations, 1982.

(d) ‘Managing Committee’ means the governing body of the Chapter constituted in accordance with guideline 11 of these guidelines.

(e) All words and expressions used herein and not defined in these guidelines but defined in the Company Secretaries Act, 1980 or the Company Secretaries Regulations 1982 shall have the meanings respectively assigned to them under the Act or the Regulations.

3. Extent and Commencement These guidelines shall come into force from such date as may be specified by the Council and shall apply to all Chapters of Company Secretaries constituted and recognized earlier and existing on the said date or constituted under these guidelines. These guidelines shall supersede the existing model rules for the Chapters framed by the Council of the dissolved company and adopted by the existing Chapters.

4. Removal of difficulty If any difficulty arises in giving effect to any of the provisions of these guidelines, the President may make such provisions or give such directions as appear to be necessary for the removal of the difficulty.

5. Functions of the Chapter The functions of the Chapter shall include:

(a) providing facilities for members and students for meetings, talks and lectures for the acquisition and dissemination of useful information and updating professional knowledge on subjects of interest to the profession of Company Secretaries;

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(b) making representations to the Regional Council or the Council in connection with matters of professional interest and offering suggestions for raising the standard and status of the profession;

(c) maintaining the Chapter Register of Members and Chapter Register of students, as may be required; and also to maintain the information on computer so that same can be retrieved and updated periodically;

(d) supplying information to members, students or to prospective candidates desiring to pursue Company Secretaryship Course;

(e) propagating among the members the need and the necessity of complying with the provisions of the Company Secretaries Act and the Regulations made thereunder and observing the code of conduct published by the Council from time to time for observance by its members;

(f) collecting news from the members and others for publications in the Institute’s Journal;

(g) recommending on its own motion or on a reference by the Council or Regional Council, names for inclusion in the panel of examiners for postal and oral coaching and for examinations conducted by the Institute;

(h) recommending to the Council, books useful for candidates intending to appear in the examinations of the Institute;

(i) making arrangement for coaching of candidates for examinations of the Institute and charge such fee as may be decided by the Council;

(j) maintaining contacts with the various departments of the Central, State and Local Government, Universities, media, both print and electronic, public bodies and agencies located within the jurisdiction of the Chapter with a view to enlist their support for the furtherance of the profession, as may be advised by the Council/Regional Council/Institute from time to time and developing contact with local companies and motivate them to impart management/practical training and motivate Company Secretaries in Practice to impart apprenticeship training;

(k) constituting students facilities committee for the benefit of registered students and other candidates pursuing Company Secretaryship Course;

(l) organizing study circle, refresher course, symposia, seminars and other professional development programmes and meetings for the benefit of members, students and others and charging from them such fees as it deems necessary “and advising the Executive pass students on training (MT) and training related problems and advising Professional pass students regarding practical training, SMTP, membership and related issues and job/practice related issues/opportunities.”

(m) maintaining a library and reading room for the use of members and students and charging fees and deposits for lending of books in accordance with the Library Rules framed in this behalf;

(n) maintaining a list of Practising Company Secretaries and a list of students and members available for employment, as may be advised by the Council from time to time;

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(o) “arranging secretarial modular training program(s) after obtaining permission in writing from the Institute in this behalf in accordance with the guidelines laid down by the Council”;

(p) carrying out such functions and duties as may be entrusted to it from time to time by the Regional Council or the Council.

6. Constitution and jurisdiction of Chapter 6.1 A Chapter may be constituted and its jurisdiction specified by the Council by notification in the journal of the Institute on the recommendation of the Regional Council operating in its area, and the Chapter so constituted shall be governed by these guidelines. 6.2 No Chapter shall be constituted:

(a) within the municipal or corporation limits of a city where the Regional Council is having its headquarters; or

(b) unless there are at least 12 members having their professional addresses within a distance of 30 kms., from the municipal limits of the city where the office of the Chapter is to be situated.

(c) The existing Chapters with less than 12 members shall continue as ‘D’ Grade Chapters, but gradually be converted into ICSI offices.

7. Name of Chapter The Chapter shall be known by such name as may be notified in the Journal at the time of its constitution by the Council. 8. Office Space for Chapters Chapter offices should not function from residential and/or official premises of any office bearer/member. A Chapter must have its own entity and should operate from its own/ rented/school/college premises. 9. Financial Year The financial year of the Chapter shall be a period commencing from 1st day of April of a year and ending on 31st day of March of the succeeding year. 10. Admission to and removal from the Chapter Registers 10.1 Maintenance of Chapter Register The Managing Committee shall maintain as per information received from the Council, Regional Council from time to time, separate registers to be known as the Chapter Register of Members and the Chapter Register of Students in which the names and professional addresses of all members and students shall be entered. 10.2 Removal from Chapter Register The name of a member or student who has been removed from the Register of members or students maintained by the Council or who has shifted his professional and residential address outside the jurisdiction of the Chapter shall ipso facto be removed from the Chapter Register and if he is a member of the Managing Committee, he shall automatically cease to be its member “and retrieve this information on computer and update the floppies periodically”.

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11. Managing Committee

11.1 There shall be a Managing Committee to manage the affairs of the Chapter and to discharge functions assigned to it under these guidelines.

11.2 Constitution of Managing Committee

The Managing Committee shall consist of

(a) The members of the Central Council/Regional Council whose professional addresses are borne on the Register in the Chapter;

(b) 7 members to be elected by the members of the Chapter or nominated by the President of the Institute in the manner specified in Guideline No. 15.

11.3 Co-option to Managing Committee

The Managing Committee may co-opt two persons who may or may not be members of the Institute with the prior approval of the Regional Council, who in the opinion of the Regional Council may make useful contribution to the development and growth of the profession.

12. Constitution of students’ facilities and other sub-committees

12.1 Students Facilities Committee

The Managing Committee shall constitute sub-committee known as Students’ Facilities Committee which shall consist of the Chairman, Vice-Chairman and the Secretary of the Chapter and any three students nominated by the Managing Committee.

12.2 Other sub-committees

The Chapter shall constitute such other sub-committees as the Council or the Regional Council may direct and may constitute such other sub-committees consisting of such members or members of the Managing Committee, members or students located within the jurisdiction of the Chapter as it deems necessary for the purpose of carrying out the functions entrusted to the sub-committee.

12.3 Co-option to a sub-committee

The Managing Committee may also empower such sub-committee to co-opt any person(s) not exceeding one-third of the members of the sub-committee.

13. Chairman of the sub-committee

The Chapter shall nominate a member of the sub-committee to be its Chairman provided that in the case of a sub-committee constituted on the direction of the Council/ Regional Council unless the Council/Regional Council nominates any other person, the Chairman of the Chapter shall be its Chairman.

14. Term of office of sub-committee

Every member of a sub-committee shall hold office until the next Annual Meeting of the Managing Committee of the Chapter pursuant to guideline 27.5, but subject to his being a student or a member of the Chapter he shall be eligible for reappointment to the sub-committee;

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Provided, however, that a sub-committee constituted for a specific purpose shall stand dissolved on the completion of the assignment and every member of such a sub-committee shall hold office until such dissolution. 15. Constitution of the Managing Committee by election/nomination The Council shall by communication to the Chairman of each Chapter and/or by notification in the Journal specify the Chapters whose Managing Committees shall be constituted by election or by nomination. The Council has specified that constitution of the Managing Committee of a particular Chapter having 25 or more members will be done by poll and in case of Chapters with less than 25 members will be done by nomination. Guideline No. 15.6 deals with the constitution of the Managing Committee by nomination. 15.1 Election to Managing Committee The election to the Managing Committee of a Chapter, where specified, shall be held once in every four years at a special general meeting of the members of the Chapter to be held not later than 31st December in that year. The election shall be conducted by poll by members present at the meeting and no proxy shall be allowed. The members elected shall hold office for a period of four years commencing from 19th January of next year. “The Managing Committee shall forward to the Regional Council and Secretary of the Institute a quarterly report in the prescribed proforma about its functions and activities within ten days of the close of each quarter.” (Page Nos. 22-23) The newly elected office bearers and Managing Committee members should forward their particulars in the prescribed format to the Institute by 15th January every year for its publication in the Institute’s Directory. (Page No. 24) 15.2 Eligibility to vote in and stand for election Every member of the Institute whose name has been borne on the Chapter Register on 1st September prior to the date of election shall be eligible to vote and/or stand for election to the Managing Committee of the Chapter; Provided that his/her name has not been removed from the Register after the said date and before the date of election. 15.3 Returning Officer The Chairman of the Regional Council shall appoint an ex-officio member of the Chapter, if available, or any other person as the Returning Officer to conduct election to the Managing Committee of a Chapter which is required to be constituted by election and communicate his name and address to the Chairman of the Chapter at least thirty days before the date of election for information of all members of the Chapter. 15.4 Nomination for election Any member desirous of standing for election may be required to submit his nomination in writing to the Returning Officer duly signed by him, so as to reach the said Returning Officer at least 24 hours before the Special General Meeting at which the election is to take place.

The names of such candidates shall be informed to the members at the said Special General Meeting before the commencement of election.

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15.5 Duties of Returning Officer

The Returning Officer shall consider all procedural matters relating to election to the Managing Committee of the Chapter, conduct the election in an impartial manner and communicate the results to the Chairman of the meeting for announcement at the Special General Meeting, which shall be final.

15.6 Constitution of Managing Committee by nomination

In the case of a Chapter whose Managing Committee is to be constituted by nomination, the Chairman of the Regional Council in consultation with the Chairman and Secretary of the Chapter, shall recommend a panel of not less than ten members of the Chapter in order of preference to the President of the Institute for nominating seven members to the Managing Committee of the Chapter in accordance with these guidelines and the Managing Committee shall be deemed to have been constituted from the date specified in the nomination letter issued to all the members of the Managing Committee of the Chapter as approved by the President.

16. Filling up of vacancies

Where the number of candidates for election to the Managing Committee is less than the number of members to be elected, the remaining seats shall be filled up by co-option by the Managing Committee with the prior approval of the Regional Council and the persons so co-opted shall hold office until the expiry of the terms of the Managing Committee or the dissolution of the Chapter as the case may be.

17. Resignation from Managing Committee

A member of the Managing Committee may at any time resign his membership by writing under his hand addressed to the Chairman of the Managing Committee and the seat of such member shall fall vacant from the date the resignation has been accepted by the Managing Committee.

18. Casual Vacancy

Casual vacancy arising by resignations, removal, death or any other reason, whatsoever, of an elected or nominated member in the Managing Committee shall be filled up by co-option by the Managing Committee from amongst the members of the Chapter with the prior approval of the Regional Council.

The member so co-opted shall hold office for the unexpired term of the Managing Committee.

19. Absence from meeting

An elected/nominated member of the Managing Committee shall be deemed to have vacated his seat if he absents himself from these three consecutive meetings of the Managing Committee without obtaining leave of absence.

20. Defect of constitution removed

Any act of the Managing Committee shall not be called into question merely on the ground that there was a vacancy or some defect existed in the constitution of the Managing Committee.

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21. Meeting of the Managing Committee The Managing Committee may meet as often as necessary for the conduct of its business provided that a meeting of the Managing Committee shall be held at least once in every three months and at least four such meetings shall be held in every year. 22. Resolution by the Circulation 22.1 Procedure for Circulation Business shall ordinarily be conducted at a meeting of the Managing Committee provided, however, that the Chairman or in his absence the Vice-Chairman may in the event of urgency circulate papers among the members of the Managing Committee for obtaining their views. No decision on any question shall be considered to have been taken by the circulation of papers, unless not less than two-thirds of the members agree in writing. In the event of members not agreeing to the proposal the Chairman or the Vice-Chairman, as the case may be, shall have the matter decided at a meeting of the Managing Committee. 22.2 Period of circulation When the papers relating to any questions are circulated for decision among the members, a period of not less than seven days commencing from the date of such circulation, must elapse before any decision is taken on the question unless all members respond in writing before the said date. 22.3 Noting by Managing Committee Every decision taken by circulation of papers shall be noted by the Managing Committee at its next meeting. 23. Notice of Meeting 23.1 Period of Notice The Secretary to the Managing Committee shall issue a notice in writing at least three days before the date of the meeting to every member of the Managing Committee: Provided that if any two of the office bearers, viz., - the Chairman, the Vice-Chairman or the Secretary to the Managing Committee consider it necessary a meeting of the Managing Committee may be convened at a shorter notice. 23.2 Contents of notice The notice shall contain the time, date and place of meeting and, as far as possible, the business to be transacted thereat. 23.3 Meeting by request The Chairman or any three members of the Managing Committee may require the Secretary to call a meeting on a particular date and time provided sufficient time is available to the Secretary to comply with the requirements of guidelines 23.1. 24. Quorum for meeting No business shall be transacted at any meeting of a Managing Committee unless five members are present in person. If quorum is not present, the meeting shall stand adjourned to a date to be fixed by the Chairman.

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25. Decision by majority

All questions put up to the Managing Committee shall be decided by a majority of votes. In the case of equality of votes, the Chairman shall have a casting vote.

26. Chairman of meeting

The Chairman or in his absence the Vice-Chairman, shall be the Chairman at every meeting of the Managing Committee, but if both are absent, the members present at the meeting may elect one among themselves as the Chairman of the meeting.

27. Office Bearers

27.1 Election of office Bearers

The Managing Committee at its first meeting to be held soon after its constitution, but not exceeding one month and thereafter, in the month of December every year shall hold a meeting to be known as Annual Meeting to elect its Chairman, Vice-Chairman if needed, Secretary and Treasurer for a period of one year commencing from 19th January of the succeeding year and so often as any of these offices become vacant, the Managing Committee shall choose another member of the Managing Committee to hold that office:

Provided that no ex-officio member, or a co-opted person not being a member of the Institute shall be elected to any of these offices.

27.2 Chairman’s duty

The Chairman of the Managing Committee shall be the Chief Executive authority of the Managing Committee.

27.3 Secretary’s duty

The Secretary shall be responsible for the performance of general duties and day to day management of the office of the Chapter under the guidance of the Chairman or in his absence the Vice-Chairman. He shall cause minutes of all the meetings properly recorded and signed by the Chairman of the meeting. A copy of the minutes of the meeting shall be forwarded to the Council/Regional Council within seven days of the meeting. He may also act as Treasurer.

27.4 Treasurer’s duty

The Treasurer shall cause maintenance of proper accounts of the assets and liabilities and also of the moneys received and expended of the Chapter and shall deal with the matters in respect of which such receipt and expenditure take place.

27.5 Terms of Office

The office bearers shall hold office for a period of one year:

Provided that on the expiry of the term of office of a Managing Committee or of its office bearers, the Chairman, Secretary and Treasurer for the time being may be allowed to continue to discharge their respective functions until such time as the new Chairman, Vice-Chairman, if any, Secretary and Treasurer are elected to take over the charge of their respective duties.

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27.6 Eligibility for re-election The retiring office bearers will be eligible to seek re-election to any of the office of the Managing Committee provided they continue to be the members of the Managing Committee.

28. General Meeting

28.1 Annual General Meeting The Managing Committee shall convene an Annual General Meeting every year to be held not later than 30th June of the year to consider the adoption of Annual Report and Accounts for the year ending 31st March of that year. Report of the Managing Committee on the activities of the Chapter, as ordinary business and any other business as special business, with explanatory note on the nature of business.

28.2 Extraordinary General Meeting The Managing Committee may also convene other meetings which shall be called extraordinary general meeting as often as it may think it necessary.

28.3 Notice of Meeting At least fifteen days’ notice of the meeting specifying the date, place and hour of such meeting and in case of special business the general nature of such business, shall be given to every member of the Chapter.

28.4 Extraordinary meeting by requisition The Managing Committee, on requisition made in writing by at least one-fifth of the total number of members of the Chapter or 20 members, whichever is less, shall convene an Extraordinary General Meeting.

Any such requisition shall specify the object for which the meeting is called for, shall be signed by the members making the same and shall be delivered at the office of the Managing Committee.

28.5 Requisitionists meeting On receipt of a proper requisition, the Managing Committees shall convene an Extraordinary General Meeting within forty five days after the receipt of such a requisition. If the Managing Committee fails to convene the Extraordinary General Meeting within that period, the requisitionists may themselves convene a meeting within ninety days from the date of the requisition.

28.6 Business in an Annual General Meeting The business of the Annual General Meeting shall be to receive and adopt the Report of the Managing Committee, the auditor(s) report and annual accounts and transact such other business as may be brought before the meeting with the permission of the Chairman.

28.7 Chairman of General Meeting The Chairman or in his absence, the Vice-Chairman shall be the Chairman of the General Meeting. In the absence of both the members present may elect any one of them as the Chairman of the meeting.

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29. Quorum for General Meeting

29.1 Quorum at commencement Seven members personally present shall form a quorum. No business shall be transacted at any General Meeting unless the requisite quorum is present at the commencement of the meeting.

29.2 Adjournment for want of quorum If within half an hour from the time appointed for the meeting, a quorum is not present, the meeting if convened upon requisition shall stand dissolved but in any other case shall stand adjourned to the same day, in the next week at the same time and place and at every such adjourned meeting, the member or members present, whatever their number, shall have the power to transact all the business which could properly be transacted by the meeting originally convened had the necessary quorum been present thereat.

30. Decision by majority

Every member of the Chapter shall have one vote and all decisions at all meetings shall be taken by a majority of votes. In case of equality of votes, the Chairman of the meeting shall have a casting vote in addition to his vote in the capacity of a member.

30A. Minutes of meeting

The Chairman of the Managing Committee shall ensure that the minutes of all meetings are properly drawn up and duly recorded.

31. Finance and Accounts

31.1 Establishment of Fund

There shall be established a fund under the management and control of the Managing Committee into which shall be paid all moneys received by the Managing Committee and out of which shall be met all expenses and liabilities properly incurred by the Managing Committee.

Provided that no funds of the Chapter shall be applied either directly or indirectly for payment to the members of the Managing Committee of the Chapter except reimbursement of expenses actually incurred by them in connection with the business of the Chapter and that no funds shall be utilized for acquisition of any immovable property without the written approval of the Council/Institute.

31.2 Funds The funds of the Chapter shall consist of the following:

(i) annual grant made by the Council and such other monies received by the Chapter from time to time;

(ii) allocations or grant-in-aid as are from time to time paid by the Regional Council;

(iii) donations accepted and funds raised in any other manner with the prior approval of the President;

(iv) such fees as the Managing Committee may consider necessary to levy on the person participating in specific activities;

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(v) voluntary contribution for any specific activity with the prior sanction of the President;

(vi) any other monies received by the Chapter and which it is entitled to retain.

31.3 Maintenance of Accounts

The Managing Committee shall be responsible for the proper maintenance of accounts and the funds of the Chapter.

31.4 Operation of Bank Account

A bank account of the Chapter shall be operated by any two members of the Managing Committee who may be authorized by the Committee in this behalf.

Provided that in the case of the Chapters where the officers of the Institute have been posted, the bank account shall be operated by one member of the Managing Committee as authorized in this behalf by the Committee along with the officer of the Institute.

31.5 Borrowings

The Managing Committee shall not borrow or incur any liability, without the prior sanction of the President.

31.6 Investment of Funds

The Managing Committee may invest any money for the time being standing to the credit of the fund in any Government Securities or in bank as fixed deposit or in any other Securities approved by the Regional Council concerned in the name of the Institute.

32. Audit of Accounts

32.1 Appointment of Auditor

The annual accounts of the Chapter shall be subject to audit by a Chartered Accountant in practice or by a firm of such Company Secretaries/Chartered Accountants, appointed in this behalf by the Regional Council concerned with a condition that the partner of the firm should not be an office bearer of Chapter/Regional Council or the Institute.

32.2 Forwarding of Audited Accounts and Report

A copy of the audited accounts along with the auditor’s report shall be sent to the Regional Council concerned and the Secretary to the Council not later than the 7th day of June of the following year.

32.3 Circulation of Accounts among Members

The audited accounts together with the auditor’s report and the report of the Managing Committee shall be forwarded to the members of the Chapter at least seven days before the date of the annual general meeting and shall be placed for being adopted before the Annual General Meeting.

The Managing Committee report shall generally state about the finances, variation analysis in respect of income and expenditure and the efforts made for providing services to the members, students, the programmes organized for the dissemination of

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useful information and updating of the professional knowledge during the year under report, etc. 32.4 Adopted Accounts and Report to Regional Council and the Council A copy of the audited accounts and the report of the Managing Committee as adopted at the Annual General Meeting shall be sent to the Regional Council concerned and the Secretary to the Council not later than seven days after the holding of the Annual General Meeting. 32.5 Internal Audit The books of accounts and other records of the Chapter shall be subject to internal audit by the Council/Regional Council. 33. Property, Assets, etc. All the property, assets and funds of the Chapter shall at all time vest in the Council but the Managing Committee shall have the right to administer them subject to the control, supervision and direction of the Institute and/or its Committees through the Regional Council concerned. The physical verification of all the items may be conducted at the close of the year regularly in the presence of the statutory auditors and a report thereof to be forwarded to the Regional Council as well as to the Institute latest by 15th April of each year. 34. Duration of Managing Committee 34.1 The duration of every elected or nominated Managing Committee shall ordinarily be four years from the date of its election or from the date specified in the nomination letter issued by the Institute, as the case may be; provided, however, that the Council may if in its opinion circumstances so warrant, extend or shorten the life of any Managing Committee by communication to the members of the Managing Committee and/or by a notification in this behalf in the Journal of the Institute. 34.2 On the expiry of the duration of the Managing Committee a New Managing Committee to take office shall be constituted in the manner as provided in these guidelines or specified by the Council. 35. Dissolution The Council may dissolve any or all the Chapters at any time after giving the Chapters a reasonable opportunity to state its/their case. 36. Appointment of Staff The duty of carrying out these guidelines shall vest in the Managing Committee and for this purpose the Managing Committee may appoint such part time staff as it may deem necessary, as may be specified by the Council from to time but no whole-time staff shall be appointed by the Managing Committee without the prior approval of the President. 37. Power of the Council to direct or modify these Guidelines Notwithstanding anything contained herein, the Council shall always have the power to give any direction to the Managing Committee of any or all Chapters in respect of any matter relating to the Chapter(s) or to modify the application of these guidelines in respect of any Chapter.

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ICSI CODE OF CONDUCT AND ETHICS FOR COUNCIL MEMBERS AND SENIOR MANAGEMENT OF THE INSTITUTE

INTRODUCTION

There is a dramatic increase in the expectations of members, students and other stakeholders that all those who are vested with policy/decision making should act and conduct themselves as per certain ground rules of ethical conduct. The purpose of this Code is therefore, to lay down certain ground rules to promote ethical conduct and good practices and to deter wrong-doing. The purpose of the code is also to make the relationship mutually pleasant and productive and to enhance the sense of community with common values and mission. Further, Code of Conduct shall be a step towards ethical decision making in which strategic management decisions result from due deliberations and objective analysis of facts, distanced from personal biases, learnings, subjectivity or emotional perceptions. The matters covered in this Code are of utmost importance to The Institute of Company Secretaries of India (“Institute”), its members, students and other stakeholders including Government, Regulators, Trade and Industry and other users of services of the Company Secretaries.

The code is designed to assist in defining appropriate personal and professional conduct, to provide guidance in the identification and resolution of ethical issues, and to help the members of the Council and the members of the Senior Management of the Institute to maintain the culture of honesty, integrity, transparency and accountability.

The Code of Conduct shall be in addition to and not in derogation of Code of Conduct to members of the Institute as regards the Council Members and the Code of Conduct laid down in the ICSI Service Rules as regards the members of the Senior Management. Every Council Member and Member of the Senior Management must comply with the letter and spirit of this Code.

For the purpose of this Code, ‘Senior Management’ would comprise members of the management upto and including two levels below the Council including all functional heads.

APPLICABILITY OF CODE

The Code applies to the members of the Council and the members of the Senior Management of the Institute. The Code of Conduct and Ethics also applies mutatis mutandis to the members of the Regional Council and members of Management Committee of Chapters.

1. Compliance with Law

All Council Members and the members of the Senior Management of the Institute must respect and comply with all laws, rules and regulations of India. Violating the law must be avoided under all and any circumstances.

2. Conflict of Interest

Each Council Member and every member of the Senior Management should avoid any conflict of interests with that of the Institute. A ‘conflict of interest’ exists where the interests or benefits of one person or entity conflict with the interests or benefits of the

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Institute. The Council Members and the members of the Senior Management must avoid situations involving actual or potential conflict of interest.

Conflict of interest may also arise when a Council Member or a member of the Senior Management or members of his or her family, or an organization with the Council Member or Senior Management is affiliated, receives improper benefits as a result of the CouncilMember’s or Senior Management’s position.

Any situation that involves or may involve a conflict of interest must be promptly disclosed. No transaction, which involves an actual or potential conflict of interest, should be undertaken by persons in the category of “Senior Management” without prior approval of the Secretary & CEO and in case of Council Members, without the approval of the Council. The disclosure made and or the approval granted shold be taken note of by the Audit Committee.

3. Fair dealing Each Council Member and member of the Senior Management should endeavour to deal fairly wih the Institute’s members and students. No Council Member or member of the Senior Management of the Institute should take unfair advantage of anyone through manipulation, concealment, abuse of privileged information, misrepresentation of material facts or any other dealing practice.

In addition to strict compliance with all legal aspects, all Council Members and the members of the Senior Management are expected to observe the highest standards of business and personal ethics.

4. Gifts and Business Entertainment Under no circumstances the Council Members or the Members of the Senior Management of the Institute shall solicit, accept or agree to accept anything of value for the benefit of any person from anyone doing or seeking to do business/dealings with the institute that is perceived as intended, directly or indirectly, to influence any business/ professional decision. Invitation from business partners, especially suppliers may only be accepted, if the occasion and the scope of the invitation are appropriate and if refusing the invitation is discourteous.

5. Professional opportunity The Council Members and the membes of the Senior Management shall not exploit for their own personal gain, opportunities that are discovered through the use of Institute’s property, information or position unless the opportunity is disclosed fully in writing to the Council and the Council permits to pursue such opportunity.

The Council Members and the members of the Senior Management are specifically prohibited from:

(a) taking for themselves personally any opportunity that properly belongs to the Institute or is discovered through the use of Institute’s property, information, name or position;

(b) using Institute’s property, information, name or postion for personal gain; and (c) competing with the Institute in any manner directly or indirectly;

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If a Council Member or a member of the Senior Management reasonably believes or has a reason to believe that a contemplated transaction/dealing might be the Institute’s opportunity or a competitive transaction, the Council Member or member of the Senior Management should make full disclosure to the Council through the appropriate channel and seek its prior authorization to pursue such transaction. 6. Confidentiality

The Institute’s confidential information is a valuable asset. The Institute’s confidential information includes information about members, students, employees, Council discussions, decisions, future plans, proposals and list of associates, affiliates, stakeholders, dealers and employees and financial information. All confidential information must be used for the benefit and in the best of interest of Institute and profession of Company Secretary. Every Council Member and members of the Senior Management must safeguard the confidentiality as above.

The Council Members and the members of the Senior Management must maintain the confidentiality of the information, which comes to their knowledge/custod by the Institute and any other information, which comes to them about the Institute, except when disclosure is authorized or legally required. Confidential information included all non-public information that might be harmful or may have potential to cause harm to the Institute, if disclosed.

The confidential information, discussions, documents and data should be dealt with utmost care and should not be shared or passed on to any person/outsider under any circumstances, directly or indirectly without authorization.

7. Use of Institute’s Assets

All Council Members are the members of the Senior Management should protect the Institute’s assets and ensure their proper use. Theft, carelessness, mishandling and waste shold always be avoided.

8. Encouraging the Reporting of Illegal or Unethical Behaviour

The Council Members and the members of the Senior Management should endeavour to ensure that the Institute:

(a) encourage employees to talk to their superiors and other appropriate personnel when in doubt about the best course of action in a particular situation;

(b) encourages employees to report violation of laws, rules, regulations or Institute’s Code of Conduct to appropriate personnel;

(c) informs employees that the Institute will not allow retaliation for reports made in good faith.

9. Insider Informaiton

It is prohibited to use or tip others on the basis of any insider information, before it is made available to the public and information about any matter has been sufficiently disseminated in public to enable the users of the information to evaluate it. ‘Insider information’ means any information which is not in public domain/knowledge and which can be used to influence the members’/students’ decision in relation to the Institute/

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Profiessional matters/Students’ career. The purpose of this policy is both to inform about the legal responsibilities and to make clear to the Council Members and the members of the Senior Management that the misuse of sensitive information is contrary to the Insittue’s policy and applicable laws of India.

10. Conduct

All Council Members and the members of the Senior Management are expected to conduct themselves in such a manner so as to uphold the grace, dignity and professional standing of the Institute.

11. Sexual Harassment

Council Members and the members of the Senior Management must not engage in conduct that could be construed as sexual harassment. Unwelcome sexual advances, sexually suggestive statements or questions, offensive jokes, offensive touching or petting, requests for sexual favours, displaying or showing sexually suggestive material, and other verbal or physical conduct of a sexual nature may be forms of sexual harassment.

Institute policy prohibits retaliation against any individual who complains of, or reports an instance of, sexual harassment or participates in an investigation of a sexual harassment complaint.

12. Political Activities

Council Members and the members of the Senior Management should make it clear at all times that his/her participation in political activities is as a private citizen and not as a representative of the Institute. For legal and other reasons, political activities must not be conducted by members of Senior Manangement during working hours.

Council Members and the Members of the Senior Management must not involve in the use of the Institute’s assets and facilities for any political purpose or gain or make any political contribution directly or indirectly on behalf of the Institute.

13. Attendance and Participation in the Meetings

Each Council Member shall strive to attend all the meetings of the Council or the Committees thereof, of which he/she is a member and participate faithfully and conscientiously so as to contribute for the development and regulation of the profession of Company Secretary.

14. Collective Responsibility

Each Council Member shall at all times honour, propagate and support the decisions taken or policies adopted at the meetings of the Council or any Committee thereof irrespective of his/her dissent or personal disagreement on the matter.

Difference of opinion/perceptions, if any, amongst the Council Members or amongst the Council and Regional Councils/Chapters must be discussed internally and be resolved amicably, through dialogue in a congenial atmosphere extending full respect to the Chair.

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15. Oath of Affirmation by the Council Members

Every Council Member shall, before entering upon his office, make and subscribe in the presence of the President, an oath or affirmation in the enclosed Form.

16. Duty of Care and Due Diligence

Every Council Member and every member of the Senior Management shall discharge his/her duties and fulfill his/her obligations to the Institute with care and diligence.

17. Development of Ethical Culture

Every Council Member and member of the Senior Management shall strive to promote and encourage development of ethical culture in the Institute and the profession of Company Secretary.

18. Administration and Waiver

Any waiver of any provision of this Code for Council Members or Senior Managemetn of the Institue may be granted only by the Council, upon recommendation of the Audit Committee. Any waiver must be accompanied by appropriate controls designed to protect the Institue.

19. Monitoring Code Compliance

All the Council Members and the members of the Senior Management of the Institute shall give annual reaffirmation with respect to compliance of this code.

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ANNUAL CERTIFICATION

(For Council Members and the members of the Senior Management)

“I, Mr./Ms./Mrs. -----------------------------------, ----------------------------- (designation) do hereby acknowledge and confirm that during the Finanncial Year ----------, to the best of my knowledge and belief, I have not violated any of the provisions of the ‘ICSI Code of Conduct and Ethics’ or any of the policies or legal/regulatory requirements of the Institute, as may be applicable to my responsibility.”

Signature :----------------------------------------------

Name :----------------------------------------------

ACS/FCS No. :---------------------------------------------C.P. No. (if any) :---------------------------

Designation :----------------------------------------------

Place : ---------------------------------------------

Date : ---------------------------------------------

It is the responsibility of each Council Member and the member of the Senior

Managemetn to become familiar with and understand these guidelines, seek further

explanation and advice concerning the interpretation and requirements of these

guidelines, as well as any situation, which appears to be in conflict with them.

The Council of the Institute shall determine appropriate actions to be taken in the event

of violation of this Code.

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Guidelines for Good Council Practices

1. The foremost assumption is that the position of the members of Council is akin to Public Servants in the widest definition of the term possible as ICSI has stakeholders from all sections of the public and therefore the Council and its members are expected to do everything for the larger public good.

2. The President and Vice-President are expected to lead the ICSI and the Council with reasonable restraint and should at all times strive to build consensus on all contentious matters wehre there is divergence of opinion expressed in the course of performance of their jobs as such.

3. The President as the first amongst equals should act as a honest spokesperson of the Council and air only views already debated and decided upon by the Council. In other words his/her personal opinions/wish lists should be avoided in press conferences and meets. It would be proper to have certain key issues decided at the Council before they are made public.

4. The Council members are expected to contribute to the debates in the Council without any personal biases or other prejudices with the conviction and belief that the outcome of every debate would be towards the advancement of profession and ICSI.

5. Any major proposal particularly involving sizable capital outlay should always be taken up for discussion ONLY when the Council is present in substantial strength and also during that time of the day when such strength is expected to be present. The members are also expected to attend the meetings till its conclusion.

6. Since the Standing Committees namely Executive, Finance and Examination shall at all times function under the control, dirction and supervision of the Council the office-bearers, viz. President, Vice-President and Secretariat should strive to function within the major parameters laid by the Council from time to time.

7. ICSI has to conduct one Training Program for Council members at the beginning of each Counci term with emphasis on role expected of Council Members, their desirable attributes, leadership dynamics in the changing paradigms, ideas, innovation needed to face emerging challenges etc. The Vice-President should be groomed to take over the reins and should attend at least one Leadership Development Programme of any major management institute.

8. There has to be an objective and critical evaluation by the Council of its performance each year.

9. The Council members should, at all times, refrain from influencing upon the Directorate and Staff of ICSI of their personal choices to avoid conflicting situations.

10. The Council should approve all publicity materials including films for public viewing; corporate films etc. to be used in the case of any major and significant event planned in brand-building viz. launch of a new logo, television film, corporate presentation etc.

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11. The Council members should voluntarily recuse themselves from any Committee or forum of ICSI whenever they are sure and certain of any conflict of interest real or perceived.

12. The Council shall at all times adhere to the Secretarial Standards formulated by the Insitute both in letter and spirit.

13. The Council should be informed at regular intervals, say on or before 10th of every month of full and complete information with appropriate and meaningful analysis about number of complaints/grievances received from students/ members in the previous month, their nature, steps taken to resolve the complaints, reasons for such complaints with responsibility assigned to functional heads and explanations obtained from them. The statement containing the information should also provide a detailed age-wise analysis of complaints/grievances as also action taken to resolve exceptional cases.

14. The Council should be informed of estimates of key financial parameters for each quarter on or before 10th of the month following the quarter ending month with details of student registration for each category of the course viz. Foundation, Executive and Professional accompanied by a comparison between Estimates and Budgeted with reasons for variation, if any.

15. The Chairmen of various Committees should brief the Council with their plans for each year in the first Meeting held after the election of the Office Bearers. The agenda for every subsequent Meeting should contain a Report of the Chairmen on the achievements of the Committees since the last Meeting and the reasons if any for plans not accomplished. The Reports as aforesaid could replace the Minutes of the Meetings of the Committee now attached as part of the Agenda. These Reports would also enable their performance evaluation besides enhancing levels of accountability of members to the Council.

16. The views of the Secretary to the Council should be made part of the deliberations on any matter taken up by the Council. The Secretary should be encouraged to participate in the deliberations in a free and fair manner and he should also express his free and frank views on each matter taken up by the Council. Since the Secretary is responsible to the Council for implementation of its decisions, he should ensure that the decisions of the Council are implemented in the right spirit.

17. The Secretary & CEO should be primarily responsible for strict adherence and objective implementation of the Guidelines.

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GUIDELINES EMPOWERING EXECUTIVE OFFICERS OF THE REGIONAL COUNCILS/CHAPTERS TO DISCHARGE ADMINISTRATIVE FUNCTIONS

Executive Officers posted at the Regional Councils /Chapters shall discharge the following administrative, financial and other duties, in addition to the duties/functions as currently being performed by them :

1. To take day-to-day decisions for smooth working of the Regional/Chapter office and to improve the services of members/students in consultation with the Chairman.

2. To operate the bank accounts jointly with the office bearers of the Regional Council / Chapter with certain monetary limits, as may be decided by the Regional Council/Chapter.

3. To initial all the receipt & payment vouchers before placing the same to the Chairman/Treasurer for approval.

4. To attend all the meetings of the Regional Council/Managing Committee of the Chapter and to assist the Secretary in drafting the agenda/minutes.

5. To strictly follow the purchase procedure/manual for procuring the material/services. While effecting the purchases, the proprietary aspect of sending all the expenses irrespective of its nature need to be specifically looked into.

6. To sign all the MIS reports or the reports required to be sent to various Directorates of the Headquarters.

7. Such other duties as may be assigned from time to time by the Headquarters of the Institute.

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FORMAT FOR FURNISHING PARTICULARS IN RESPECT OF MIS REPORT OF REGIONAL COUNCILS & CHAPTERS

________________REGIONAL COUNCIL/CHAPTER FROM_________TO______ Name & Address of the Regional Council/Chapter

Grade

Working Hours

Employee(s)

Amount Payable

Monthly Office Rent

Cash & Bank Balance

Opening Closing

Cash

Bank

Reimbursement for the quarter ending:

Claimed Received

Publication Account for the month:

(Amount in Rupees)

Opening Additions Sales amount remitted Closing dues to to ICSI ICSI not remitted

Stock Position (Quantity) as on :

Study Material Guideline Answers Exam Books Others

Opening Balance

FP Inter/ EP

Final/ PP

FP Inter/ EP

Final/ PP

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Oral Coaching

Course Started on Total number

of Students

Completed in

Next Batch Remarks

Regional Council/Chapter Activities Other Activities

Programmes/Workshops/ Seminars/Meetings

Professional Development Programmes

Sl. No. Date Topics Venue Chief Guest/ Speaker

Attendance

Capital Expenditure incurred During the period from _________________to________________________ Library Books Purchased Furniture & Fixtures Purchased Remitted by ICSI Cumulative up to the end of the period From__________________to____________ Any other points including matters Pending with__________________________ / ICSI for action etc. Place : Date : Chairman /Secretary

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PROFORMA OF PARTICULARS FOR ICSI DIRECTORY NAME OF THE REGIONAL COUNCIL/CHAPTER ______________________________________________________ Address ______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ Telephone No. :___________________Fax No.___________________ Mobile No. :_____________________ E-mail i.d._________________ Gram___________________ Office Timings __________________________________ Name of Office-in-charge/Officers____________________________________ With Telephone Nos. (Office, Residence & Mobile)_______________________ Please indicate whether the office is operating from its own/rented premises______________________________ Availability of Library Facility and its Timings ___________________________

NAMES AND PARTICULARS OF OFFICE BEARERS AND MEMBERS OF THE REGIONAL COUNCIL / MANAGING COMMITTEE OF CHAPTER FOR THE YEAR

Details of RC/Mg. Committee Members

Name, Desig-nation & full Profes-sional Address

ACS / FCS No.

Res. Add-ress

Tel No. Off/ Res.

Fax No. Off./ Res.

Mobile No.

E-Mail Add-ress

Tele-graphic Address

Chairman Vice-Chairman

Secretary Treasurer Members (1) (2) (3) (4) (5)

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GUIDELINES FOR MANAGING COMMITTEE OF REGIONAL COUNCIL/CHAPTER INTRODUCTION

1. One of the responsibilities of the Company Secretary is to comply with the statutory and procedural requirements and organize meetings. As an organization of Company Secretaries, the Institute, its Regional Councils and Chapters should organize their working and meeting as a model to be followed by others. The following few Guidelines have been prepared for use of the Regional Councils and Chapters. Any further improvement, may be brought to the notice of the Institute for consideration from time to time.

RESPONSIBILITIES 2. The Chairman, Secretary and other members of the Regional Council/Managing

Committee of Chapter should acquaint themselves with the regulations framed for the working of the Regional Council/Chapter as soon as they are nominated and ensure that the Regional Council/Managing Committee complies with the spirit of the regulations in all respects.

3. The Regional Council/Managing Committee of Chapter is responsible ethically and legally to render account of all its activities upto the last date of its functioning and until complete charge is handed over to and accepted by the incoming Regional Council/Managing Committee of the respective Regional Council/Chapter. This includes handing over of the following upto the last date of its functioning:

(a) Trial Balance and all records of books of accounts, papers, files, etc., duly completed.

(b) Minutes books written and duly signed. (c) Stock of Publications, verified and completed. (d) Fixed assets as per the Assets Register verified and completed. 4. The incoming Regional Council/Managing Committee of Chapters should take

over all the records, books of accounts, minutes books, files and other papers from the outgoing Regional Council/Managing Committee.

INSTITUTE’S PUBLICATIONS 5. The Regional Council/Managing Committee of the Regional Council/Chapter who

are stockists of Institute’s publications (until Regional offices wherever situated take over the functions) are responsible for rendering proper account of consignments received from the Institute, local sales made and balance stock of publication kept in Regional Council/Chapter. The Regional Council/Managing Committee of Chapter should ensure that the physical count of stock is taken at least once a month and the periodical statements along with the sale proceeds are dispatched promptly to the Institute.

ORGANIZATION OF FUNCTIONS AND MEETINGS FINANCE

6. Every Regional Council and Chapter should not only try to become self-sufficient but generate funds for future use apart from meeting current needs. As a public

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and professional Institute Regional Council/Managing Committee should utilize the meagre funds available with them to the best advantage of our members and students and the general public. The Guidelines are:

(a) If Conference or Seminar is organized, the fees should be charged in such a way that at least all the direct expenses of the function are met.

(b) It is always preferable to have a small surplus which could be utilized for incidental expenses in organizing talks and meetings.

(c) No Regional Council/Managing Committee should feel that the surplus earned by it during its Management could be spent during its tenure even though it may be for the benefit of all members and students of the Regional Council/Chapter.

(d) Where organizational expenses are specifically decided not to be charged from the participants but to be met from the existing funds, at least expenses to be incurred on account of lunch, dinner or other entertainment, if arranged, should be charged as delegate fees, for any seminar or conference.

PRIOR INTIMATION OF THE MEETING 7. As soon as a decision is taken by the Regional Council/Managing Committee or

the Chairman to organize a seminar, workshop study, symposium or conference, the subject matter and other details of the meeting should be intimated to the President and the Secretariat. This will enable the President to give views with regard to the meeting sufficiently in advance so that his views could be taken into consideration before proceeding further. This prior intimation will also enable him to plan his visit and attend the functions, whenever possible. Likewise, the printed/photocopied programme to all companies requesting for nomination could be sent to the Chairman of other Regional Councils/ Chapters for information and guidance and to avoid fixing up similar programme on the same dates.

Similarly, notice of Regional Council/Managing Committee meetings and the minutes of the meetings should invariably be sent to the Secretariat without delay.

BANNER 8. The Banner of the Institute and its emblem used at any function should be

uniform in colour scheme and presentation. As far as practicable blue background with white types should be used.

LETTER HEADS 9. The letter heads should be printed as per specimen sent by the Institute from

time to time.

MONTHLY MEETINGS 10. As far as possible one meeting on a topic of current interest to Company

Secretaries should be arranged every month apart from other activities.

INTRODUCTION OF PRESIDENT AND COUNCIL MEMBERS 11. The Chairman/Secretary of the Regional Council / Chapter should introduce the

Chief Guest and other dignitaries attending the function to the President and/or other Council Members present at the function.

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MANPOWER AT REGIONAL/CHAPTER OFFICES Manpower Strength at Regional Offices HQ Academic Career Awareness Accounts Council Affairs

Library

(Total : 12 Nos.)

JD/DD/AD(1)

Regional Council

Steno/Asstt.(1)

Asstt./Jr. Asstt. (1)

Sr. / Asstt. (Programs)

(1)

EO/AEO (1)

Attenders(Outdoor/Indoor)

(2)

AO/DO (1)

AO/DO(1)

DO (1)

Sr. Asstt./Asstt. (Sales)

(1)

Sr. Asstt./Asstt. (Registration)

(1)

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Duties/Responsibilities of Manpower at Regional Offices The duties and responsibilities of manpower assigned to officials of Regional Offices are as under : JD/DD/AD To oversee the work of Regional Office/Chapters (Admn. & Accounts),

Liaison with Members, Media, PR, Placement & Coordination with HQ & overall incharge of the Regional Office.

Ed./AEO Student matters (Academics side), Training (SMTP/TOP, etc.) & Coaching, Examination related work, Professional Development Meetings/Seminars/Workshop, Career Awareness including Career Fairs, Study Circle Meetings, Publications of News Letters, etc., to report to JD/DD/AD.

AO/DO(A/c) Maintenance of Accounts, Budget & Finalization of Accounts of Regional Office & Chapters. (to report to JD/DD/AD).

DO/Asstt. (Council Affairs)

To conduct/organize various programmes/conference/study circle meeting, to prepare brochures for the Programmes, conference. To provide complete secretarial assistance to the Chairman/Secretary including maintenance of all records and filing relating to Council Affairs.

DO (Career Awareness)

To organize career awareness programme in schools/colleges & participate in career fairs for promoting CS Course; to coordinate with designated career Counsellors of the Institute for career awareness in remote/non-metro areas; to prepare brochure/posters/multimedia presentations/film on CS Course & so on.

Sr. Asstt. (Programs)

To provide all administrative assistance in connection with Meetings/Conferences/Seminars/organising OT Classes, to coordinate the examination work, to accept response sheets including issue of Coaching Completion Certificate etc., (to report to Ed.O/ AEO).

Sr. Asstt. (Sales)

Sale of Publication, Keeping of Sales accounts, preparation of Sales Statement, Queries, Record of Publications, Fee collection & R&I etc., to report to AO/DO (A/c).

Assistant (Registration)

Registration, Supply of study materials, dispatch, filing and other work as assigned by the AO/DO (A/c) from time to time.

Library Asstt. Related work & activities, to report to Ed.O/AEO.

Steno To provide secretarial assistance i.e. to take dictation from JD/DD/AD, Chairman/Secretary, typing & filing, and other works assigned by the JD/DD/AD.

Attender (2 Nos.)

One for outdoor & one for indoor work/activities.

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Manpower Strength at Chapter Offices The deployment of manpower at Chapter offices as per the revised gradation is as

under: Chapters S.

No. Manpower

A (> 300

Members)

B (100 to 299 Members)

C (25 to 99 Members)

D (< 12 to 24 Members)

1 Executive Officer (AO/DO level)

√ √ _ _

2 Ed./AEO √ _ _ _

3 Sr.Asstt./Asstt. (Accounts/Sales)

√ _ **√

_

4 Asstt./Jr. Asstt. √ *√ _ **√

5 Attender √ √ √ _

Total

5

3

2

1

* Shall also look after sales, dispatch and other work under the supervision of EO of the Chapter.

** Overall incharge of the Chapter under the guidance of Chairman/Secretary.

The deployment of manpower as shown against S. Nos. 4 & 5 above be made on contractual basis @ upto Rs. 6000/- p.m. (full-time) and Rs. 3000/- p.m. (part-time) for Asstt./Jr. Asstt., @ upto Rs. 4500/- p.m. (full-time) and Rs. 2000/- (part-time) for Attender, subject to minimum wages/ statutory provisions and the eligibility criteria mentioned in the “Guidelines for Deployment of Manpower” (Page No. 21). The remuneration in this regard to be reimbursed by the Headquarters.

While the manpower at Sr. Nos. 1, 2 and 3 above could be on the pay rolls of the ICSI Headquarters, the manpower at Sr. Nos. for 4 & 5 could be engaged on contractual basis by the Chapter.

Duties/Responsibilities

AO/DO To oversee the work of Regional Office/Chapter (Administration and Accounts), Liaison with Members, Media, PR, Placement & Coordination with HQ, to organize/coordinate the work of programmes, to conduct career awareness programmes etc. & overall incharge of the Regional Office and to report to Chairman/ Secretary.

Ed.O/AEO Student matters (Academics side), Training (SMTP/TOP, etc.) and organizing Oral Coaching Classes, Examination related work, Professional Development Meetings/Seminars/Workshop, Career Awareness including Career Fairs, Study Circle Meetings, Publications of News Letters, etc.

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Sr. Asstt./Asstt. Sale of Publications, Maintenance of Publication stock register, (A/c & Sale) writing of book of Accounts, Registration, attending students/

members Queries, fee Collections and R&I etc.

Asstt./Jr. Asstt. To look after the library work i.e. to issue library cards and books to students, to procure library books Sale of publication, fee collection, registration, library and other work assigned by the EO (for A and B Chapters). For other Chapters, he may be the overall in-charge of the Chapter under guidance of the Chairman/Secretary.

Attender(One) Indoor/Outdoor works

GUIDELINES FOR DEPLOYMENT OF MANPOWER (ON CONTRACTUAL BASIS) AT CHAPTER OFFICES

(i) The procedure for deployment of Manpower/Qualification(s) / Salary prescribed for the following category (ies) of Manpower engaged on contractual basis are as under:- S.No. Post Prescribed Educational

Qualification(s) Salary

Per Month (Rs.) Matriculates and above but below graduate Graduates and above

5000/- (Full time)* 6000/- (Full time)*

1. Asst./Jr. Asstt

Matriculates and above but below graduate Graduates and above

2000/- p.m. (Part time)* 3000/- p.m. (Part time)*

Matriculate and above Non-Matriculates

4500/- (full time)* 3500/- (full time)*

2.

Attender

Matriculate and above Non – Matriculates

2000/- (part time)* 1500/- (part time)*

(* In case of full-time employee, the working hours in a day should be minimum of 8 hours and above and in the case of part-time employee, the working hours in a day should be minimum of 4 hours and above. In case the working hours is less than the prescribed working hours as mentioned above, the salary/remuneration should be proportionately reduced.)

31

(ii) The disbursement of the above mentioned amount to the contractual staff at Chapter Offices shall, however, be subject to Minimum Wages Act/Statutory provision prevalent in the State where the Chapter Office is situated.

(iii) The salary shall be reimbursed by the Headquarter subject to the limit of recommended manpower as prescribed.

(iv) Prior approval of the Headquarters’ must be taken before deployment / extension of contractual period/change of the contractual manpower during the contractual period/increase in salary of the existing contractual staff, for which the recommendation of the Managing Committee of the Chapter be sent alongwith the bio-data including educational certificates, etc. of the concerned candidate to the Headquarters through the respective Regional Council for its consideration and approval.

(v) No post facto approval for the engagement or extension of contractual period shall be given by the Headquarter and no reimbursement thereof shall be made for engagement of such manpower.

(vi) Chapter Chairmen will ensure that Monthly Information in respect of manpower deployed in the Chapter are sent to the Headquarters by the 7th of every month to Directorate of HR as per the format enclosed at the enclosed Annexure.

(vii) Chapter Chairmen will ensure that the Fixed Term Contract is executed between the Chairman of the Chapter and the Contractual Manpower deployed in the Chapter. The original of the said contract (duly executed) is required to be sent to Directorate of HR.

All the Chapter Offices are advised that the above guidelines should be strictly followed for the deployment of contractual manpower.

Deployment of manpower The Institute’s regular manpower can be deployed only in all such Chapter Offices,

where Chapters are functioning from their own premises.

Annexure

DETAILS OF FULL/PART TIME STAFF ENGAGED BY THE CHAPTER FOR THE MONTH…………………

S.

No. Name of the

Chapter Grade Name of the

employee Date of Birth

Qualifi-cation(s)

Date of Joining

Remuneration per month (Rs.)

Date of Fixed Term

Contract

Period of Fixed Term

Contract

Approval of Hqrs.

Valid upto

Remuneration borne by Hqrs./RO/ Chapter

Remarks

Full Time

Part Time

Full Time

Part Time

From To

1

2

3

4

5

6

7

8

9

10

11

NOTE:- The MIS should send to Dte. of HR by 7th of every month.

32

33

GUIDELINES FOR BEST REGIONAL COUNCIL AWARDS

The Council had instituted the Best Regional Council Award for the year 2005 and laid down the guidelines in this regard. The guidelines for Best Regional Council Award were reviewed by the Council in its 188th meeting held in the year 2009 by allocating specific weightage to different activities being undertaken by the Regional Council during the last calendar year and approved the following guidelines: G. No. Particulars Max. Marks

1 Career Awareness Programmes Number of Career Awareness Programmes conducted in the relevant Calendar year by the Regional Council (i) Target Achievement (ii) No. of Career Awareness Programmes organized in rural and semi-urban areas Target Achievement

10

15

1(a) Total number of Career fairs and Exhibitions in which the Regional Council had participated in the relevant Calendar year. (Mention the (i) Total number of Career Fairs / Exhibitions (ii) name(s) of the Career fairs / Exhibitions (iii) date (s) (iv) Venue (s) (v) number of visitors)

15

1(b) PR Exercise (i) Details of the initiatives taken by the Regional Council (ii) Rendering guidance in the relevant Calendar year for the

CS Course through contribution of (a) Career features in print media-Newspapers and

Magazines (b) Electronic media - Radio and TV (c) Press Conferences (d) Press Reports and advertisement

(Mention the number of Press/TV/AIR Reports and enclose a list & copies of the media coverage with date & name of Newspapers)

02

02

02 02 02

1(c) Image Building ♦ Details of Liaison & Meetings organized by the Regional

Council with Central/State Government Department and other agencies, liaison/collaboration with the Chambers/ trade bodies for getting new recognitions in the relevant calendar year.

03

34

G. No. Particulars Max. Marks ♦ Number of dignitaries visited the Regional Council in the

relevant calendar year 02

2 Student Registration (A) Percentage of registration Targets achieved in the

relevant calendar year by (i) Regional Council (ii) Chapters under the jurisdiction of the Regional

Council (B) Total Number of students instantly registered in the

relevant calendar year by (i) Regional Council (ii) Chapters under the jurisdiction of the Regional

Council

10 05

03 02

3 Decentralization of Students Services Activities (i) Issue of Study Material (ii) Evaluation of Response Sheets (iii) Issue of Coaching Completion Certificates under the

scheme of Oral / Postal Tuition Scheme (iv) Issue of Suggested Answers (v) Employment Assistance Service

02 02 02

02 02

4 Coaching (i) Total number of Sections of Oral Coaching Classes – for

all the respective stages – held by the Regional Council in the relevant Calendar year.

(ii) Total number of Students – for all the stages – who have undergone oral coaching classes conducted by the Regional Council in the relevant Calendar year.

(iii) Total number of Sections of Oral Coaching Classes -for all the respective stages – held by the Chapters/ Accredited OT Centers/ Private Oral Coaching Centers of the ICSI empanelled under PPP Scheme, under the Jurisdiction of the respective Regional Council In the relevant Calendar year.

(iv) Total number of Students – of all the Stages - who had undergone Oral Coaching Classes conducted by the Chapters / Accredited OT Centers / Private Oral Coaching Centers empanelled under PPP Scheme; under the Jurisdiction of the Regional Council in the relevant Calendar year.

(v) Total number of Private Oral Coaching Centers established under Public Private Partnership scheme under the jurisdiction of the Regional Council in the relevant Calendar year.

04

04

04

04

04

35

G. No. Particulars Max. Marks

5 Student Facilities – Institute’s Publications ♦ Number of examination forms sold by the Regional

Council and Chapters in the relevant Calendar year. ♦ Number of examination forms accepted by the Regional

Council and its Chapters in the relevant calendar year ♦ Sale of literature (in numbers) in the relevant calendar

year – Handbook/Prospectus for the Executive and Foundation Programmes, Guideline Answers and Study Material by the Regional Council and its chapters.

FP (Prospectus) Prospectus (CS) GL Answers SM

05

05

05

6 Sale of Publications ♦ Total number of Publications along with their value sold

by Regional Council in the relevant Calendar year. Total Value ♦ Whether Sale proceeds were remitted to the Institute’s

Headquarters along with the Stock Statement on monthly basis within the deadline of 7th of the next month in the relevant Calendar year. YES / NO

(Please indicate the up to which month the Sale Proceeds of publications remitted to the Institute within the stipulated date, furnish the details)

♦ Number and the details of the publications brought out by the respective Regional Councils with the prior approval of Headquarters during the relevant Calendar year.

10

05

05

7 Capital assets with the Regional Councils ♦ Number of Computers, Printers, Faxes, Scanners, OHP,

LCD, Photo copiers available with the Regional Council and their Maintenance in the relevant Calendar year.

♦ Capital assets acquired by the Regional Council during the relevant Calendar year. (a) From its own fund (b) Out of approved capital budget of H.Qrts.

03

04 03

36

G. No. Particulars Max.

Marks 8

A

B

C

Computerization activities handled in the relevant calendar year Utilization of services Provided by Head Quarters to Regional Offices (i) Email id on icsi domain (ex: [email protected]) (ii) Bulk mailing to students / members – How many

times utilized this service from HQ? (Please provide details of occasions)

(iii) Bulk SMS to Students/Members – How many times utilized this service from HQ? (Please provide details of occasions)

Website – Updations / Maintenance (i) Child portal of Website

• How many announcements were published during the year (Please provide details)

• Whether officials are updating the portal themselves? (Please provide names of officials)

(ii) Credit Hours data

• How many records updated during the year? • How many records are pending and to be

updated pertaining to the relevant year? Software Implementation (i) Oral Coaching – Have you utilized the oral coaching

software provided by HQ? or If any other software is being used

(Please mention the software name) (ii) Postal Coaching – If any software is being used. (Please mention the software name) (iii) Library – If any software is being used (Please mention the software name)

01 03

03

03

02

04

02

01

02

D

Services to Students / Members (i) What steps have been taken during the relevant

calendar year for propagation / guidance on NIIT computer training? (Please provide details in separate sheet)

(ii) What steps have been taken to propagate/guide on the online services available through ICSI website such as payment gateway, online registration, online query etc.?

04

02

37


E

F

(iii) Have you conducted any seminars for the awareness of the students / Members pertaining to information Technology (Please provide details)?

(iv) What type of steps have been taken for propagation of ICSI E-learning project? (Please provide details) • How many posters displayed in proper place? • How many brochures distributed to students? • Any other initiatives taken along with facts &

figures Feedback (i) How many monthly MIS reports have been submitted

during the relevant calendar year? • Before schedule date (how many times?) • After schedule date (how many times?)

(ii) Was there any suggestion / view provided during the year for IT initiatives? (Please provide details)

COSMIC Project (i) Has the Nodal Officer for the project been identified

and informed to HQ? (ii) How many employees are involved in this Project?

(Please provide the name of the officials) (iii) Are you utilizing ERP software? (Give details on

modules used) (iv) How many vouchers / transactions made in ERP? (v) What kind of problems you have faced in the

implementation of ERP & how did you handle and resolve those issues?

DMS & ONLINE Services (Please add separate page to describe) (i) How have you used the calendar to track down your

day to day activities? (ii) How many online queries’ have you resolved? (iii) How many times have you accessed your

information updations page? (iv) How many documents have you shared with the

Institute through knowledge management? (v) How have you used DMS/OA to communicate within

the Institute in a better way? (vi) What steps have you taken for the guidance of

Members and Students for online services? (vii) How often do you use task feature to resolve your

issues/Queries?

02

02 02 06

04

02

02

02

06

08 05

02.50

02.50 02.50

05

02.50

02

02

38


(viii) What percentage of records are your storing in File Management?

(ix) How many articles have your published in Wiki? (x) How many suggestions made through discussion

board? (xi) Do you regularly use the Notifications and Events

feature to inform the employees? (xii) Do you use office communicator for communicating

with your colleagues?

02

05 02 02

02

9 Finance & Accounting activities handled in the

relevant calendar year (a) Promptness of the Regional Councils in sending the

response on the correspondence exchanged or information desired by the H.Q

(b) Adherence to the Accounting Guidelines issued by the HQ in maintenance, finalization and submission of audited annual accounts

(c) Submission of audited Regional Consolidated Annual accounts well within the stipulated time

(d) Fulfillments of the commitments for repayment of building loan

(e) Settlement of the advances drawn from HQ as per the terms during the relevant Calendar year

(f) Submission of quarterly Internal Audit reports along with replies on the observations made therein to the HQ during the relevant calendar year

(g) Regular and timely submission of claims for payment/reimbursements to the HQ during the relevant Calendar year

(h) Details of activities and specific initiatives undertaken by the Regional Council for generation of funds in the relevant calendar year

(i) Initiatives undertaken for monitoring the Chapters under its jurisdiction towards adhering to the financial guidelines communicated by HQ in the relevant calendar year

(j) Maintenance of the Asset Register and physical verification of the items at the close of the year and submission of report to the HQ

02

02

02

01

01

04

02

02

02

02

10

Deployment of manpower in the Regional Office Whether— (i) Guidelines of Headquarters have been followed? (ii) Prior approval of Headquarters have been obtained? (iii) MIS has been sent to Head Quarters regularly on

monthly basis?

05

39


11 Examination Arrangements/activities undertaken in the relevant calendar year ♦ (a) Fixing of Examination Venue (s)

(b) Confirmation/follow up with Examination Centers regarding suitability for holding C.S. Exams.

♦ (a) Printing of Answer Books for C.S. Examinations.

(b) Intimation of Stock Position of blank Answer Books.

♦ (a) Confirmation to Examination Department regarding receipt of Examination material by Examination Center(s) three/four days prior to the Examination

(b) Conduct of ICSA, UK Exams. in the Regional Office.

♦ (a) Appointment of General Observer

(b) Forwarding of General Observer’s Reports and Bills.

♦ (a) Declaration/Display of C.S. Exams. Results - Confirmation to Exam. Department with regard to receipt of results.

(b) General Co-ordination on Examination matters

02 02

02 02

02

02

02 02

02

02 12 Details of Land & Buildings of Regional

Council/Regional offices during the relevant calendar year ♦ Whether Building of the Regional Council is being

maintained properly by the Regional Council ♦ Whether Property Tax/Lease money of the Building

Paid to the Corporation/Municipality in time. (Please indicate up to which year property tax of the Building has been paid)

02

02

13 President’s Annual Meeting (A) Whether the Agenda & Action Taken Report of the last

President’s Meeting forwarded to Headquarters within the stipulated date

(Indicate the date of sending the Agenda & Action taken report)

(B) Whether the draft minutes of the last President’s Meeting forwarded to Headquarters within the stipulated date

Regional Council Minutes & MIS Reports (A) Whether the copy of minutes of the Regional Council

sent to the Headquarters in time (Indicate the dates of sending the minutes of Regional

Council)

05

03

04

40


(B) Whether the Quarterly MIS Report sent to the Headquarters in time

(Please indicate the date of sending MIS Report) 1st Qrt. 2nd Qrt. 3rd Qrt. 4th Qrt. Election of Office Bearers & Particulars of Regional Council/ Managing Committee Members of Chapters (A) Whether the information regarding election of Office

bearers of Regional Councils and the Chapters under the jurisdiction of the respective Regional Council sent to the H.Qrts. on or before 20th January of the relevant calendar year

(B) Whether the particulars of newly elected office bearers & Regional Council Members and the consolidated statement of the particulars of the office bearers and Managing Committee Members of Chapters under the jurisdiction of the respective Regional Council forwarded to the Headquarters before 30th January of the relevant calendar year.

06

02

03

14 Co-option of Members in the Regional Councils in the relevant calendar year (A) Indicate the number of Members Co-opted in the

Regional Council (B) Whether particulars of co-opted members sent to the

Headquarters in time

02

01

15 TOP, Management / Practical Training & SMTP ♦ Management Training (a) Number of companies enrolled for providing the

Management Training in the relevant Calendar year. (b) Number of students who had availed the Management

training facility through the Regional Council during the relevant Calendar year.

(c) Identification of the new companies for providing Management Training during the relevant Calendar year.

♦ TOP (a) Number of TOP (Training Orientation Programme)

held by the Regional Councils directly and through its Chapters during relevant calendar year.

(b) Number of participants in the TOP (Training Orientation Programme) conducted by the Regional Council during the relevant calendar year.

07

06

07

10

10

41


15 ♦ Practical Training (a) Total number of companies enrolled for imparting practical

training within the jurisdiction of the Regional Council as on 31st December of relevant calendar year.

(b) Number of Students availed practical training through their Regional Council during the relevant calendar year

(c) Number of new companies identified and enrolled for Providing practical training during the relevant calendar year.

♦ SMTP Number of SMTP’s held during the relevant calendar year by (a) Regional Council - No. of Participants Number of dignitaries invited for inauguration and the valedictory session both for Regional Council and Chapters in the relevant Calendar year.

07

06

07

10

10

16 Placement for Members ♦ Facilities provided for the placement of members by the

respective Regional Council during the relevant calendar year

10

17 Placement for Students Facilities provided for the placement of students by the Regional Council during the relevant Calendar year.

10

18 Member’s Benevolent Fund Number of members enrolled for ICSI Members’ Benevolent Fund during the relevant calendar year

15

19 Regional Councils Newsletter published in the relevant calendar year 1. (a) Title of News Letter

(b) Periodicity (c) Total number of pages (d) Number of copies printed (e) Number of paid subscriptions (f) Amount of subscription received (g) Amount received through advertisement (h) Particulars regarding e-bulletin

2. Surplus/Deficit 3. Whether all Guidelines for publishing the News Letter of

Regional Council issued by the Head- Quarters were followed in the relevant Calendar year

15

03

02

42

G. No. Particulars Max. Marks 20 Library - Details of the Library facilities provided by the

Regional Councils in the relevant Calendar year (i) Library Facilities

♦ Whether Library facilities are available ♦ Library is located in (Own Building / Rented Building) ♦ Availability of Reading Room Facilities at the Regional

Library ♦ Availability of Borrowing facilities ♦ Library Membership (a) Members (b) Students

05

02

(ii) Number and Value of Books added during the relevant year

(Value of Books purchased by Regional Council No. of Books received from HQ/Donation/Complimentary) (iii) Further infrastructure of Library created by the Regional

Council during the relevant Calendar year (iv) %age of the total amount of Annual Subscription received

from Library Membership spent by the Regional Council for purchase of books

(v) % of OT surplus/Annual Grant utilized for up-dation of Libraries ♦ Amount of Security Deposit ♦ Subscription of Online journals ♦ Computerization of Library activities ♦ Adherence to the Library Guidelines ♦ Status of Library facilities at Chapters under the

jurisdiction of the Regional Council ♦ Availability of Inter Institutional Borrowing facilities ♦ Exchange of periodicals/Journals with reputed

institutions ♦ Internet facilities ♦ CD collection ♦ Annual Report section

02

02

01

01

01 01 02 01 02

01

01

01 01 01

21

Professional Development Programmes - For Members Paid Programmes held by the Regional Councils in the relevant calendar year (A) Details of Corporate Membership Scheme

(i) Number of Corporate Members during the year (ii) Amount of Corporate Membership fees received

during the year (iii) Deficit or surplus due to Corporate Membership

Scheme

05

43


21A

(B) Paid programme during the relevant calendar year (i) Details of Paid Seminars, Workshops (ii) Participative Programmes held during the relevant

Calendar year (iii) Surplus/Deficit

(C) Details of H.Q’s Professional Development Programmes,

if any, held by the Regional Council in the relevant calendar year.

FREE PROGRAMMES (D) Details of Study Circle meetings held by the Regional

Council during the relevant Calendar year (E) Details of Talks and Lecture Meetings held by the

Regional Council during the Relevant Calendar year.

05

02

2.50

2.50

21B

21C

21D

(F) PROFESSIONAL DEVELOPMENTS PROGRAMMES –

FOR STUDENTS Details of Study Circle Meetings/Talks and Lecture

Meetings held by the Regional Council during the relevant Calendar year

(G) Details of the interaction made by the Regional Council in

the relevant calendar year with (Exclusive of Career Awareness Programme with Colleges/Universities Schools)

(i) Universities/Colleges (ii) Chambers of Commerce and Industries (iii) Professional bodies (iv) Regulatory Authorities like SEBI, Stock Exchanges

etc. (H) Details of the academic inputs created by the Regional

Councils in respect of the Professional Development Programmes organized by the Regional Council in the relevant Calendar year.

Number and details of Background / Reference Material

brought out by the Regional Council Whether copies of the same have been sent to the

Headquarters

03

05

05

44

G. No. Particulars Max. Marks (I) CONSTITUTION OF COMMITTEES Whether PCS/Research Committee has been constituted

and intimation to this effect has been given to HQs. Number and details of views /suggestions /comments sent

to HQs on various issues / consultative papers as desired by the Headquarters.

05

22 NATIONAL CONVENTION, CORPORATE GOVERNANCE AWARD FUNCTION, PCS CONFERENCE / ALL INDIA STUDENTS CONFERENCE HELD IN THE RELEVANT CALENDAR YEAR (A) Whether the Regional Council had hosted the National

Convention in the relevant Calendar year

(i) Amount of advertisements/ sponsorship secured by the Regional Council for the last National Convention held in the relevant Calendar year.

(ii) Number of delegates enrolled by the Regional Council

for the National Convention held in the relevant Calendar year.

(B) CORPORATE GOVERNANCE AWARD Amount of advertisements/sponsorship/assistance

secured by the Regional Council for the last Corporate Governance Award Function held in the relevant Calendar year

05

05

05

05

(C) PCS CONFERENCE (i) Whether the Regional Council had hosted the PCS

Conference (ii) Number of members attended the PCS Conference (iii) Amount of Adv./Sponsorship secured by the Regional

Council for PCS (D) ALL INDIA STUDENTS CONFERENCE (i) Whether the Regional Council had hosted the All India

Students Conference (ii) Number of Students from the Region attended the All

India Students Conference (iii) Amount of Advertisement/Sponsorship secured by the

Regional Council for All India Students Conference

02

04 04

02

04

04

45

G. No. Particulars Max. Marks 23 Meetings :

(A) Number of meetings held with the President, Vice-

President and Secretary & CEO of the Institute during the relevant calendar year with specific agenda. Please furnish details of each meeting

(B) (i) Number of Regional Council Meetings held (ii) Number of Committee Meetings held (based on standard of Agenda papers/Minutes etc. in the

relevant Calendar year.)

05

02.50 02.50

24 Interaction with the Chapters in the relevant Calendar year. Details of the activities held by the Regional Councils with the respective Chapters in the relevant calendar year (a) Meeting with Chapters by Regional Council (b) Programme conducted at chapters by the Regional

Council

05 05

25 Bonus Marks for Excellence 20

TOTAL : 600

NOTE: Negative Marking will be done by the Headquarters for selection of Best Regional Council Award on account of the following :

Sl. No.

Activities Negative Marking

1 Non-payment of outstanding loans within the stipulated period in the relevant Calendar year

25

2 Non-remittance of Sale Proceeds along with the stock statement by 7th of the next month in the relevant Calendar year

10

3 Violation of the protocol guidelines in the relevant Calendar year

10

4 Non-submission of Annual Accounts in time in the relevant Calendar year

10

5 Any violation of guidelines in the relevant Calendar year 10

Total : 65

“BEST REGIONAL COUNCIL AWARD” EVALUATION SHEET FOR THE RELEVANT CALENDAR YEAR

(TO BE FILLED BY THE REGIONAL COUNCIL AND SENT TO HEADQUARTERS FOR EVALUATION)

Regional Council is requested to furnish complete information against each particular item. Additional sheet(s) may be used, if space is insufficient. General information

Name of the Regional Council A

Address, phone no.(s), E-mail, Fax etc. of the Regional Council

B Year of Constitution C No. of members as on 31st

December of the relevant Calendar year

ACS FCS CP Total

Foundation Executive/ Intermediate

Professional/ Final

Total D No. of students as on 31st December of the relevant Calendar year.

Infrastructure of the Regional Council

Rented Own Other arrangement Premises (Please tick the applicable column )

Part Time Full Time Total No. of Employees as on 31st December of the relevant Calendar year

Working Hours of the Regional Council

46

Whether maintaining :

A

Regional Council Register of members

B

Regional Council Register of Students

C

Regional Council Register of Practising Company Secretaries

D

Books of Accounts

E

Library Accession Register

F

Stock Register

G

Other Records

Note :

(a) Please make a tick mark ( √ ) in the above box(es) with regard to the respective record(s) being maintained by the Regional

Council. (b) Please put a (X) mark in the box (es) if the answer is in negative.

47

QUESTIONNAIRE FOR THE BEST REGIONAL COUNCIL AWARD

Total Marks - 600 Gl. No.

Particulars Maximum Marks

Marks Allotted

Remarks

1 Career Awareness Programmes Number of Career Awareness Programmes conducted in the relevant calendar year by the Regional Council (i) Target Achievement (ii) Number of Career Awareness Programmes organized in rural and semi-

urban areas Target Achievement Mention the (i) name of the School/College (s) (ii) date (iii) venue (iv) number of participants

10

15

1(a)

Total number of Career fairs and Exhibitions in which the Regional Council had participated in the relevant calendar year

(Mention the (i) Total number of Career Fairs/Exhibitions (ii) name(s) of the career fairs/Exhibitions (iii) date(s) (iv) Venue(s) (v) number of visitors)

15

48

Gl. No.


Marks Allotted

Remarks

1(b) PR Exercise (i) Details of the initiatives taken by the Regional Council (ii) Rendering guidance in the relevant Calendar year for the CS Course

through contribution of (a) Career features in print media-Newspapers and Magazines (b) Electronic media – Radio and TV (c) Press Conferences (d) Press Reports and advertisement

(Mention the number of Press/TV/AIR Reports and enclose a list and copies of the media coverage with date and name of Newspapers)

02

02 02 02 02

1(c) Image Building ♦ Details of Liaison and Meetings organized by the Regional Council

with Central/State Government Department and other agencies, liaison/collaboration with the Chambers/trade bodies for getting new recognitions in the relevant calendar year.

♦ Number of dignitaries visited the Regional Council in the relevant

calendar year.

03

02

2 Students Registration (A) Percentage of registration Targets achieved in the relevant calendar

year by -

(a) Regional Council (b) Chapters under the jurisdiction of the

Regional Council

10

05

49

Gl. No.


Marks Allotted

Remarks

(B) Total number of students instantly registered in the relevant calendar

year by

(i) Regional Office (ii) Chapters under the jurisdiction

of the Regional Council

03

02

3.

Decentralization of Students Services Activities (i) Issue of Study Material YES/NO (ii) Evaluation of Response Sheets YES/NO (iii) Issue of Coaching Completion YES/NO Certificates under the scheme of Oral / Postal Coaching (iv) Issue of Suggested Answers YES/NO (v) Employment Assistance Service YES/NO Note: Please tick (√) whichever is applicable

02

02

02

02

02

50

Gl. No.


Marks Allotted

Remarks

4 Coaching (i) Total number of sections of Oral Coaching Classes – for all the respective stages – held by the Regional Council in the relevant Calendar year. (ii) Total number of Students – for all the stages – who have undergone oral coaching classes conducted by the Regional Council in the relevant Calendar year. (iii) Total number of Sections of Oral Coaching Classes – for all the respective stages held by the Chapters/Accredited OT Centers/ Private Oral Coaching Centers of the ICSI empanelled under PPP Scheme, under the jurisdiction of the respective Regional Council in the relevant Calendar year. (iv) Total number of Students –of all the Stages who had undergone Oral Coaching Classes conducted by the Chapters/Accredited OT Centers/Private Oral Coaching Centers empanelled under PPP Scheme; under the Jurisdiction of the Regional Council in the relevant Calendar year (v) Total number of Private Oral Coaching Centers established under Public Private Partnership Scheme under the jurisdiction of the Regional Council in the relevant Calendar year

04

04

04

04

04

51

Gl. No.


Marks Allotted

Remarks

5

Student Facilities – Institute’s Publications ♦ Number of examination forms sold by the Regional Council and Chapters in

the relevant Calendar year. ♦ Number of examination forms accepted by the Regional Council and its

Chapters in the relevant calendar year ♦ Sale of literature( in numbers) in the relevant calendar year – Handbook

Prospectus for the Executive and Foundation Programmes. –Guideline Answers and Study Material by the Regional Council and its chapters.

FP (Prospectus) (CS) Prospectus GL Answers SM

05

05

05

6 Sale of Publications ♦ Total number of Publications along with their value sold by Regional Council

in the relevant Calendar year. Total Value ♦ Whether of Sale proceeds were remitted to the Institute’s Headquarters

along with the Stock Statement on monthly basis within the deadline of 7th of the next month in the relevant Calendar year. YES / NO

(Please indicate up to which month the Sale Proceeds of publications remitted to the Institute within the stipulated date, furnish the details)

10

05

52

Gl. No.


Marks Allotted

Remarks

Sl. No. Title of Publication Date/Month of Publication

Qty. Published Quantity Sold

Amount Received (Rs.)

Remarks

1

2

3

7 Capital assets with the Regional Councils

♦ Number of Computers, Printers, Faxes, Scanners, OHP, LCD, Photocopiers available with the Regional Council and their maintenance in the relevant calendar year.

♦ Capital assets acquired by the Regional Council during the relevant Calendar year. (a) From its own fund (b) Out of approved capital budget of H.Qrts.

03

04 03

8

A

Computerization activities handled in the relevant calendar year Utilization of services Provided by Head Quarters to Regional Offices (i) Email id on icsi domain (ex: [email protected]) (ii) Bulk mailing to students / members – How many times utilized this service

from HQ? (Please provide details of occasions) (iii) Bulk SMS to Students/Members – How many times utilized this service from

HQ? (Please provide details of occasions)

01 03

03

♦ Number and the details of the publications brought out by the respective Regional Councils with the prior approval of Headquarters during the relevant Calendar year.

05

53

Gl. No.


Marks Allotted

Remarks

B

Website – Updations / Maintenance (i) Child portal of Website

• How many announcements were published during the year (Please provide details)

• Whether officials are updating the portal themselves? (Please provide names of officials)

(ii) Credit Hours data

• How many records updated during the year? • How many records are pending and to be updated pertaining to relevant

year?

03

02

04

C

D

Software Implementation (i) Oral Coaching – Have you utilized the oral coaching software provided by

HQ? If any other software is being used ( please mention the software name) (ii) Postal Coaching – If any software is being used (Please mention the

software name) (iii) Library – If any software is being used (Please mention the software name) Services to Students / Members (i) What steps have been taken during the relevant calendar year for

propagation/ guidance on NIIT computer training? (Please provide details in separate sheet)

(ii) What steps have been taken to propagate / guide on the online services

available through ICSI website such as payment gateway, online registration, online query etc.?

02

01

02

04

02

54

Gl. No.


Marks Allotted

Remarks

E

(iii) Have you conducted any seminars for the awareness of the students / Members pertaining to information Technology (Please provide details)?

(iv) What type of steps have been taken for propagation of ICSI E-learning

project? (Please provide details) • How many posters displayed in proper place? • How many brochures distributed to students? • Any other initiatives taken along with facts & figures

Feedback (i) How many monthly MIS reports have been submitted during the relevant

calendar year? • Before schedule date (how many times?) • After schedule date (how many times?)

(ii) Was there any suggestion / view provided during the year for IT initiatives?

(Please provide details)

02

02 02 06

04

02

F COSMIC Project (i) Has the Nodal Officer for the project been identified and informed to HQ? (ii) How many employees are involved in this project? (Please provide the name

of the officials) (iii) Are you utilizing ERP software? (Give details on modules used) (iv) How many vouchers / transactions made in ERP ? (v) What kind of problems you have faced in the implementation of ERP & how

did you handle and resolve those issues?

02

02

06

08

05

55

Gl. No.


Marks Allotted

Remarks

DMS & ONLINE Services (Please add separate page to describe) (i) How have you used the calendar to track down your day to day activities? (ii) How many online queries’ have you resolved? (iii) How many times have you accessed your information updations page? (iv) How many documents have you shared with the Institute through knowledge

management? (v) How have you used DMS/OA to communicate within the Institute in a better

way? (vi) What steps have you taken for the guidance of Members and Students for

online services? (vii) How often do you use task feature to resolve your issues / Queries? (viii) What percentage of records are your storing in File Management? (ix) How many articles have your published in Wiki? (x) How many suggestions made through discussion board? (xi) Do you regularly use the Notifications and Events feature to inform the

employees? (xii) Do you use office communicator for communicating with your colleagues?

02.50

02.50

02.50

05

02.50

02

02

02

05

02

02

02

56

Gl. No.


Marks Allotted

Remarks

9 Finance & Accounting activities handled during the relevant calendar year (a) Promptness of the Regional Councils in sending the response on the

correspondence exchanged or information desired by the H.Q (b) Adherence to the Accounting Guidelines issued by the HQ in maintenance,

finalization and submission of audited annual accounts (c) Submission of audited Regional Consolidated Annual accounts well within

the stipulated time (d) Fulfillments of the commitments for repayment of building loan (e) Settlement of the advances drawn from HQ as per the terms during the

relevant Calendar year (f) Submission of quarterly Internal Audit reports along with replies on the

observations made therein to the HQ during the relevant calendar year (g) Regular and timely submission of claims for payment/reimbursements to the

HQ during the relevant Calendar year (h) Details of activities and specific initiatives undertaken by the Regional

Council for generation of funds during the calendar year (h) Initiatives undertaken for monitoring the Chapters under its jurisdiction

towards adhering to the financial guidelines communicated by HQ during the relevant calendar year

(i) Maintenance of the Asset Register and physical verification of the items at

the close of the year and submission of report to the HQ

02

02

02

01

01

04

02

02

02

02

57

Gl. No.


Marks Allotted

Remarks

10 Deployment of Manpower in the Regional Office Whether— (i) Guidelines of Headquarters have been followed? (ii) Prior approval of Headquarters had been obtained?

05

11

Examination Arrangements/activities undertaken during the relevant calendar year ♦ (a) Fixing of Examination Venue (s)

(b) Confirmation/follow up with Examination Centers regarding suitability for holding C.S. Exams.

♦ (a) Printing of Answer Books for C.S. Examinations. (b) Intimation of Stock Position of blank Answer Books. ♦ (a) Confirmation to Examination Department regarding receipt of Examination material by Examination Center (s) three/four days prior to the Examination (b) Conduct of ICSA, UK Exams. in the Regional Office. ♦ (a) Appointment of General Observer (b) Forwarding of General Observer’s Reports and Bills ♦ (a) Declaration/Display of C.S. Exams. Results - Confirmation to Exam. Department with regard to receipt of results. (b) General Co-ordination on Examination matters.

02 02

02 02

02

02

02 02

02

02

58

Gl. No.


Marks Allotted

Remarks

12

Details of Land & Buildings of Regional Council/Regional offices during the relevant calendar year ♦ Whether Building of the Regional Council is being maintained properly by the

Regional Council ♦ Whether Property Tax/Lease money of the Building paid to the Corporation/

Municipality in time. (Please indicate up to which year property tax of the Building has been paid)

02

02

13

President’s Annual Meeting (A) Whether the Agenda and Action Taken Report of the last President’s Meeting

forwarded to Headquarters within the stipulated date (Indicate the date of sending the Agenda and Action taken report)

(B) Whether the draft minutes of the last President’s Meeting forwarded to

Headquarters within the stipulated date Regional Council Minutes & MIS Reports (A) Whether the copy of minutes of the Regional Council sent to the

Headquarters in time (Indicate the dates of sending the minutes of Regional Council)

05

03

04

59

Gl. No.


Marks Allotted

Remarks

13 (B) Whether the Quarterly MIS Report sent to the Headquarters in time (Please indicate the date of sending MIS Report) 1st Qrt. 2nd Qrt. 3rd Qrt. 4th Qrt.

Election of Office Bearers & Particulars of Regional Council/Managing Committee Members of Chapters (A) Whether the information regarding election of Office bearers of Regional

Councils and the Chapters under the jurisdiction of the respective Regional Council sent to the H.Qrts. on or before 20th January of the relevant calendar year

(B) Whether the particulars of newly elected office bearers and Regional Council

Members and the consolidated statement of the particulars of the office bearers and Managing Committee Members of Chapters under the jurisdiction of the respective Regional Council forwarded to the Headquarters before 30th January of the relevant calendar year

06.

02

03

14 Co-option of Members in the Regional Councils in the relevant calendar year (A) Indicate the number of Members Co-opted in the Regional Council (B) Whether particulars of co-opted members sent to the Headquarters in time

02

01

60

Gl. No.


Marks Allotted

Remarks

15 TOP, Management / Practical Training & SMTP ♦ Management Training (a) Number of companies enrolled for providing the Management Training in

the relevant Calendar year. (b) Number of students who had availed the Management training facility

through the Regional Council during the relevant Calendar year. (c) Identification of the new companies for providing Management Training

during the relevant Calendar year. ♦ TOP (a) Number of TOP(Training Orientation Program) held by the Regional Councils

directly and through its Chapters during relevant calendar year. (b) Number of participants in the TOP (Training Orientation Program) conducted

by the Regional Councils during the relevant calendar year.

07

06

07

10

10

61

Gl. No.


Marks Allotted

Remarks

15 ♦ Practical Training (a) Total number of companies enrolled for imparting practical training within the

jurisdiction of the Regional Council as on 31st December of relevant calendar year.

(b) Number of Students availed practical training through their Regional Council

during the relevant calendar year (c) Number of new companies identified and enrolled for Providing practical

training during the relevant calendar year. ♦ SMTP Number of SMTP’s held during the relevant calendar year by (a) Regional Council - No. of Participants Number of dignitaries invited for inauguration and the valedictory session both for Regional Council and Chapters in the relevant Calendar year.

07

06

07

10

10

62

Gl. No.


Marks Allotted

Remarks

16 Placement for Members Facilities provided for the placement of members by the respective Regional Council during the relevant calendar year

10

17 Placement for Students Facilities provided for the placement of students by the Regional Council during the relevant calendar year

10

18 Members’ Benevolent Fund Number of members enrolled for ICSI Members’ Benevolent Fund during the relevant calendar year

15

19 Regional Councils Newsletter published during the relevant calendar year 1. (a) Title of News Letter ________________________________ (b) Periodicity ___________________________________ (c) Total number of pages (from 1st Jan. to 31st Dec. of relevant Calendar year___________________________________ (d) Number of copies printed (___________________________per issue) (e) Number of paid subscriptions________________________________ (f) Amount of subscription received during the relevant Calendar year____________________________ (g) Amount received through advertisement during the relevant Calendar year ___________________________ (h) Whether any e-bulletin was also sent, during the relevant Calendar year. If yes, details thereof ____________________________________ 2. Surplus/Deficit in the relevant Calendar year ______________________ 3. Whether all Guidelines for publishing the News Letter of Regional Councils issued by the Headquarters were followed during the relevant calendar year

15

03 02

63

Gl. No.

20

Particulars Library - Details of the Library facilities provided by the Regional Councils during the relevant Calendar year (1) (A) (i) Whether Library facilities are available Yes / No (ii) Whether the Library is located - Own Building/Rented Bldg. (B) Reading Room facilities at the Regional Library Number of Seats ___________________ (a) During normal days (i) Timings From____________To____________ (ii) Whether Reading room is kept open on all days including Sundays and Regional office holidays Yes/No If no, specify the days on which reading room was closed. Please (√ ) (i) Sundays (ii) Sundays & all Regional Office holidays (iii) Any other (Give details) (a) During Pre-examination/Examination days ________________ (i) Dates: From ___________To____________ (ii) Timings : From___________ To____________ (b) Details of Reading Room facilities at the Oral Tuition Centres

(Outside the Regional Office) Name of the OT

Centers Timing of Reading

Room Capacity of

Reading Room

Maximum Marks

01

02

02

Marks Allotted

Remarks

64

Gl. No.


Marks Allotted

Remarks

20

(C) Borrowing Facilities (a) During normal days Timings : From____________To__________________ (b) During Pre-examination/Examination days__________________ (i) Dates : From_____________To__________________ (ii) Timings : From_____________To__________________ (D) Library Membership (a) Students

Number of Student members as on 1st Jan. of relevant Calendar year____ Number of Student members enrolled during the relevant Calendar year _________________ Number of Student members left during the relevant Calendar year _________________ Number of Student members as on 31st December of the relevant Calendar year _________________

(b) Members

Number of members as on 1st January of the relevant Calendar year _________________ Number of members enrolled during the relevant Calendar year _________________ Number of members left during the relevant Calendar year _________________ Number of members as on 31st December of the relevant Calendar year _________________

02

65

Gl. No.


Marks Allotted

Remarks

20

2 A) Number of Books (i) Number of Books as on 1st January of relevant Calendar year________ (ii) Number of Books purchased during the relevant Calendar year_______ (iii) Number of Books received as complimentary/assistance during the relevant Calendar year

From the Headquarters _________________ As donation _________________ Complimentary _________________ Total _________________

(iv) Less: Number of Books weeded out during the relevant Calendar year _________________ (v) Net number of Books as on 31st Dec. of relevant Calendar year _________________ (vi) Whether physical verification was carried out during the relevant Calendar year, if yes, please attach a copy of the report (B) Value of Books as on 31st December of relevant Calendar year (a) Annual Library Budget, if any allocated Rs._______________ (b) Amount spent on purchase of Books Rs._______________ (c) Amount spent on purchase of Newspapers Rs._______________ (d) Amount spent on purchase of Journals Rs._______________ Total : Rs._______________

01

01

66

Gl. No.


Marks Allotted

Remarks

20

(C) Whether any further infrastructure for Library was created during the relevant Calendar year ? If yes, please specify details hereof along with the amount spent.

Sl. No. Particulars Amount Spent (Rs.)

02

(D) (i) Total amount of Annual Subscription received from Library Membership in the relevant Calendar year Rs.__________ (ii) % of annual subscription spent by the Regional Council for purchase of books Rs.__________ (E) (i) OT surplus during the relevant Calendar year Rs.__________ (ii) Annual Grant Rs.__________ (iii) Interest on Security Deposit Rs.__________ Total : Rs.__________ Amount spent on purchase of books and creating Infrastructure for Library as a % of the total of (E) above

Sl. No. Amount Spent (Rs.)

Percentage % Particulars

01

01

67

Gl. No.


Marks Allotted

Remarks

20 (3) Amount of Security Deposit (i) As on 1st January of the relevant Calendar year Rs._________ (ii) Amount received during the relevant Calendar year Rs._________ (iii) Amount refunded during the relevant Calendar year Rs._________ (iv) Amount of Security deposit as on 31st December of the relevant Calendar year Rs.__________ (v) Whether Security deposit amount was kept in the Library Security Deposit Account and invested in Govt. Securities or in Bank as Fixed Deposit or in any other approved security in the relevant Calendar year ? If yes, specify details thereof :

01

(4) Subscription to Online Journal (a) Whether the Library is subscribing for online journal ? Yes / No If yes, give the details (b) Whether the Library activities have been computerized ? Yes / No If yes, give the details (5) Library Guidelines (i) Whether Regional Library Committee was constituted in the relevant Calendar year ? If yes, please indicate the number of meetings held during the relevant Calendar year _______________________ (ii) Whether Library Index facility was provided in the relevant Calendar year ? If yes, provide details thereof :-

01

02

01

68

Gl. No.


Marks Allotted

Remarks

20

(6) Details of Library facilities provided by the Chapters under the Jurisdiction of the Regional Council in the relevant Calendar year (a) Current Status Name of the Chapter Borrowing Facility

(Yes / No) Reading Room Facilities (Yes / No)

(b) Whether any special steps was taken by the Regional Council during the relevant Calendar year to upgrade the Library facilities at the Chapters. If yes, specify details thereof : (7) Other Activities (i) of Inter Institutional Borrowing facilities (ii) Exchange of periodicals/Journals with reputed Institutions (iii) Internet facilities (iv) CD collection (v) Annual Report Section

02

01

01

01

01

01

69

Gl.. No.


Marks Allotted

Remarks

21

Professional Development Programmes - For Members Paid Programmes held by the Regional Councils during the relevant calendar year (A) Details of Corporate Membership Scheme, if any (i) Total number of Corporate members as on 31st December of the relevant Calendar year ______________________________________________ (ii) Amount of Corporate Membership fees received during the relevant Calendar year ______________________________________________________ Surplus / Deficit from Corporate Membership Scheme during the relevant Calendar Year Rs. __________________________________________ (B) Details of Paid Seminars, Workshops and Participative Programmes held during the relevant Calendar year

Sl. No.

Title of the Programmes

Date & Venue

No of Delegates enrolled

Amt. of Delegate Fee recd.

Amt. Alloca- ted out of Corp. Member ship Scheme

Amt. of Spon- Shership /Adv. received

Total Total Exp.

Surplus / Deficit

Corp Members

Paid Delegates

(C) Details of HQ’s Professional Development Programmes if any, held by the Regional Council in the relevant Calendar year.

Sl. No.

Title of the Programme

Date & Venue Sponsorship/ Advertisement arranged by the RC

No. of Delegates enrolled by the Regional Council

Corp. Members

Paid Delegates

05

05

02

70

Gl. No.


Marks Allotted

Remarks

21A

21B

FREE PROGRAMMES (D) Details of Study Circle meetings held by the Regional Council during the relevant Calendar year

Sl. No. Topics of Study Circle Meetings

Date & Venue Sponsorship/ Advertisement

No. of Participants

(E) Details of Talks and Lecture Meetings held by the Regional Council during the relevant Calendar year

Sl. No. Topic of Talk/ Lecture Meetings

Date & Venue

Sponsorship/ Advertisement

No. of Participants

(F) PROFESSIONAL DEVELOPMENTS PROGRAMMES – FOR STUDENTS Details of Study Circle Meetings/Talks and Lecture Meetings held by the Regional Council during the relevant Calendar year

Sl. No. Topic of Study Circle/ Talk/Lecture Meetings

Date & Venue

Sponsorship/ Advertisement

No. of Participants

2.50

2.50

03

71

Gl. No.


Marks Allotted

Remarks

21C

21D

21E

(G) Details of the interaction made by the Regional Councils in the relevant Calendar year with (Exclusive of Career Awareness Programme with College/Universities/Schools) (i) Universities/Colleges____________________________________ (ii) Chambers of Commerce and Industries_____________________ (iii) Professional bodies_____________________________________ (iv) Regulatory Authories like SEBI, Stock Exchanges etc._________ (H) Details of the academic inputs created by the Regional Councils in respect of the Professional Development Programmes organized by the Regional Council in the relevant Calendar year

Sl. No. Title of Background Material / Reference Material

No, of Copies Printed

Whether Copies of the samehave been sent to Headquarters (Yes/No.)

(i) CONSTITUTION OF COMMITTEES (I) Whether PCS/Research Committee has been constituted and intimation to this effect has been sent to the Headquarters.

Sl. No. Name of the Committee Constituted

Whether intimation has been given to Headquarters Yes/No.

(ii) Number and details of views/suggestions/comments sent to HQs on various Issues / consultative papers as desired by the Headquarters.

Sl. No. Subject on which views/ Suggestion/Comments sought

Date of request for suggestion/ comments

Date of sending the suggestion / Comments

05

05

05

72

Gl. . No.


Marks Allotted

Remarks

22

NATIONAL CONVENTION AND CORPORATE GOVERNANCE AWARD FUNCTION, PCS CONFERENCE / ALL INDIA STUDENTS CONFERENCE HELD IN THE RELEVANT CALENDAR YEAR (A) WHETHER THE REGIONAL COUNCIL HAD HOSTED THE NATIONAL CONVENTION IN THE RELEVANT CALENDAR YEAR YES/NO (i) Amount of advertisements / sponsorship Secured by the Regional Council for the last National Convention held in the relevant Calendar year Rs.______________ (ii) Number of delegates enrolled by the Regional Council for the National Convention held in the relevant Calendar year Rs._______________ (B) CORPORATE GOVERNANCE AWARD Amount of advertisement / sponsorship /Assistance secured by the Regional Council for the last Corporate Governance Award Function held in the relevant Calendar year Rs.________________ (C) PCS CONFERENCE (i) Whether the Regional Council had hosted the PCS Conference YES/NO (ii) Number of members attended the PCS Conference (iii) Amount of Adv. / Sponsorship secured by the Regional Council for PCS Rs._______________ (D) ALL INDIA STUDENTS CONFERENCE (i) Whether the Regional Council had hosted the All India Students Conference YES / NO (ii) Number of students from the Region attended the All India Students Conference (iii) Amount of Adv./sponsorship secured by the Regional Council for All India Students Conference Rs.______________

05

05

05

05

02 04 04

02

04

04

73

Gl. No.


Marks Allotted

Remarks

23 Meetings: (A) Number of meetings held with the President, Vice-President and Secretary & CEO of the Institute during the relevant Calendar year with specific agenda. Please furnish details of each meeting.

Date of Meeting Particulars Remarks

(B) Number of (i) Regional Council Meetings held

Sl. No. Date of Meeting Remarks

(ii) Number of Committee Meetings held

Sl. No. Date of Meeting Name of the Committee Meeting

Remarks

05

02.50

02.50

74

Gl. No.


Marks Allotted

Remarks

24 Interaction with the Chapters in the relevant Calendar Year Details of the activities held by the Regional Councils with the respective Chapters in the relevant Calendar year (a) Meeting with Chapters by Regional Council (b) Programme conducted at Chapters by the Regional Council

05

05

25 Bonus Marks for Excellence 20 Total Marks: 600

Negative Marking Negative marking will be done by the Headquarters, for selection of Best Regional Council Award on account of the following :

Sl. No. Activities Negative Marking

1. Non payment of outstanding loans within the stipulated period in the relevant calendar year 25

2. Non remittance of Sale Proceeds along with stock statement by 7th of next month in the relevant calendar year

10

3. Violation of the protocol guidelines in the relevant calendar year 10

4. Non-submission of Annual Accounts in time in the relevant calendar year 10

5. Any violation of Guidelines in the relevant calendar year 10

Total : 65

75

76

GUIDELINES FOR BEST CHAPTER AWARD The Council had instituted Best Chapter Award from the year 1984-85. Since 1999, the Best Chapter Award is given separately for each category, i.e., A-1, A, B, C, D and E. In addition, there is one ‘National Best Chapter Award’ common for all categories of the Chapters. Consequent upon the regrouping of Chapters with effect from 1st April 2008, the Chapters of the Institute has been re-graded as Grade A, B, C and D. The guidelines for the Best Chapter Awards were reviewed by the Council in its 188th meeting held in the year 2009 by allocating specific weightage to different activities being undertaken by the Chapters during the last calendar year and approved the following guidelines:

Gl. No.

Particulars Max. Marks

1. Career Awareness Programmes & Participation in Career fairs/ exhibitions (i) Number of Career Awareness Programmes held by the Chapter (Please attach detailed list of Schools/ Colleges along with number of participants) Target for Chapter Achievement (ii) Number of Career Fairs/Exhibitions in which the Chapter participated in the relevant Calendar year (Please attach a detailed list of participation in the Career Fair / Exhibition with documentary evidence.)

20

05 2 Image Building initiative taken

(A) Liaisons with Central/State Government Department (Provide details) (B) Visits made to Government Deptt. for getting new recognitions (Provide details)

05

05

3. P R Exercise (A) No. of advertisements given in the Local News papers during the relevant Calendar year (B) No. of Press Releases published in Newspapers and telecast in T.V. Channels in the relevant Calendar year (C) Press Conferences organized in the relevant Calendar year

03

04

03

4

Registration of Students (A) Target & Achievement - Foundation Programme (B) Target & Achievement – Executive Programme

10

15

77

Gl. No.


4(a)

Decentralization of Students Services (A) Receipt of Regn./Exam. Application (B) Issue of Study Material (C) Evaluation of Response Sheets (D) Issue of Coaching Completion Certificate under Oral & Postal Coaching. (E) Issue of Suggested Answers (F) Employment Service

03 03 04 03

03 04

4(b) Coaching Classes: • Total Number of Sections of Oral Coaching classes for all the respective stages held by the Chapter/Private OT Centers under PPP Scheme. • Total Number of students who have undergone oral coaching classes conducted by the Chapters/Private Oral Coaching Centers under PPP Scheme. Note: The above information does not include the participants of the students enrolled for Refresher Classes, if any, conducted by the Chapter.

05

05

5. Training Programmes : (a) No. of Training Orientation Programmes (TOP) held in the relevant Calendar year (b) No. of Secretarial Modular Training Programmes (SMTP) held in the relevant Calendar year

10

10

6 Services Provided to Members (a) Placement Services provide to Members in the relevant Calendar Year (b) Facilities being made available to Members

10

10

7 Details of the Library facilities provided by the Chapter in the relevant Calendar year (i) Library Facilities (a) Whether Library facilities are available (b) Library is located in (Own Building / Rented Building) (c) Availability of Reading Room Facilities at the Chapter Library

05

78

Gl. No.


(d) Availability of Borrowing facilities (e) Library Membership

(a) No. of Students (b) No. of Members (ii) Number and Value of Books added during the year (iii) Further infrastructure of Library created by the Chapter during

the relevant Calendar year. (iv) % age of the total amount of Annual Subscription received from

Library Membership spent by the Chapter for purchase of books.

(v) % of OT surplus/Annual Grant utilized for updation of Libraries (vi) Amount of Security Deposit (vii) Subscription of Online journals (viii) Computerization of Library activities (ix) Adherence to the Library Guidelines (x) Special steps taken by the Chapter to upgrade the Library

facilities during the relevant calendar year.

02 02

02

02 01 01 01 02 02

8 Professional Development Programmes – For Members Paid Programmes held by the Chapters in the relevant Calendar year (A) Details of Corporate Membership Scheme, if any (i) Number of Corporate Members during the year (ii) Amount of Corporate Membership fees received during the year (iii) Deficit or surplus due to Corporate Membership Scheme (B) Date-wise details of Paid Seminars, Workshops and Participative Programmes held during the relevant Calendar year by the Chapter Surplus / Deficit on Paid programmes (C) Details of HQ’s Professional Development Programmes, if any, held by the Chapter in the relevant calendar year FREE PROGRAMMES (D) Details of Study Circle meetings held by the Chapter during the relevant Calendar year (E) Details of Talks and Lecture Meetings held by the Chapter during the relevant Calendar year.

02 01 02

07

02

03

2.5

2.5

79

Gl. No.


(F) PROFESSIONAL DEVELOPMENT PROGRAMMES – FOR STUDENTS Details of Study Circle Meetings /Talks and Lecture Meetings held by the Chapter during the relevant Calendar Year (G) Details of the interaction made by the Chapter in the relevant

Calendar year with (Exclusive of Career Awareness Programme with Colleges / Universities / Schools)

(i) Universities/Colleges (ii) Chambers of Commerce and Industries (iii) Professional bodies (iv) Regulatory Authorities like SEBI, Stock Exchanges etc. Details of the academic inputs created by the Chapter in respect of the Professional Development Programmes organized in the relevant Calendar year. Number and details of Background / Reference Material brought out by the Chapter Whether copies of the same have been sent to the Headquarters CONSTITUTION OF COMMITTEES Whether PCS/Research Committee has been constituted and intimation to this effect has been given to HQs. Number and details of views /suggestions / comments sent to HQs on various issues / consultative papers as desired by the Headquarters.

03

05

05

03

02

9 NATIONAL CONVENTION, CORPORATE GOVERNANCE AWARD FUNCTION, PCS CONFERENCE AND ALL INDIA STUDENTS CONFERENCE HELD IN THE RELEVANT CALENDAR YEAR (A) Whether the Chapter had hosted the National Convention in the

relevant Calendar year (i) Number and amount of advertisements/ sponsorship secured by

the Chapter for the last National Convention held in the relevant Calendar year.

05

05

80

Gl. No.


(ii) Number of delegates enrolled by the Chapter for the last National Convention held in the relevant Calendar year

(B) CORPORATE GOVERNANE AWARD Amount of advertisements/sponsorship/Assistance secured by the Chapter for the last Corporate Governance Award Function held in the relevant Calendar year (C) PCS CONFERENCE (i) Whether the Chapter had hosted the PCS Conference ? (ii) Number of Members attended the PCS Conference (iii) Amount of Advt./Sponsorship secured by the Chapter for PCS (D) ALL INDIA STUDENTS CONFERENCE (i) Whether the Chapter had hosted the All India Students

Conference ? (ii) Number of Students attended the All India Students Conference (iii) Amount of Advt./Sponsorship secured by the Chapter for All

India Students Conference

05

05

02 04 04

02

04 04

10

Chapter Newsletter Published in the relevant Calendar year 1. (a) Title of News Letter (b) Periodicity (c) Total number of pages (d) Number of copies printed (e) Number of paid subscriptions (f) Amount of subscription received (g) Amount received through advertisement (h) Particulars regarding e-bulletin 2. Surplus/Deficit 3. Whether all Guidelines for publishing the News Letter of the Chapter issued by the Headquarters were followed in the relevant Calendar year

10

03

02

81

Gl. No.


11 Financial & Accounting activities (a) Promptness of the Chapter in sending response on the

correspondence exchanged or information desired by the HQ (b) Finalization of accounts as per guidelines/format issued by HQ

and submission as per the scheduled date (c) Submission of audited annual accounts as per HQ’s scheduled

date (d) Fund raising initiatives undertaken (Amount & Sources) (e) Timely repayment of Loan (f) Conduct of quarterly internal audit (applicable to Grades ‘A’, ‘B’

& ‘C’) and submission of Report/Replies as per HQ’s time schedule, with a copy to the respective Regional Council

(g) Submission of claims for annual Maintenance Grant in the

prescribed format through the Regional Council within the stipulated time

(h) Submission of claims in the prescribed format for quarterly

reimbursement for establishment expenses through the Regional Council as per the time schedule

(i) Maintenance of Assets Register and Physical verification of

items at the close of the year and submission of report to HQ along with audited Annual Accounts

05

05

05

05

05

10

5

5

5

12

Sale of Publications (a) Amount of Sale of Publications by the Chapter

(i) Sale of Prospectus for the Foundation and Executive Programmes

(ii) Sale of Guideline Answers and Study Material/ Research Publications

(b) Whether Sale proceeds were remitted to the Institute’s Headquarters along with the Stock Statement on monthly basis within the deadline of 7th of the next month

05

05

10

82

Gl. No.


13

A

Computerization Activities Utilization of the Services Provided by Headquarters to Chapters (i) Email id on icsi domain (ex:[email protected]) (ii) Bulk mailing to students/members – How many times utilized

this service from HQ? (please provide details of occasions) (iii) Bulk SMS to Students/Members – How many times utilized this

service from HQs? (please provide details of occasions)

01 03

03

B

C

Website – Updations / Maintenance (i) Child portal of Website ♦ How many announcements were published during the year? (please provide details) ♦ Whether officials are updating the portal themselves? (please provide names of officials) Software Implementation (i) Oral Coaching – Have you utilized the oral coaching software

provided by HQs? Or if any other software is being used, please mention the software name

(ii) Postal Coaching – If any software is being used, please mention the software name

(iii) Library – if any software is being used, please mention the software name

05

04

02

01

02

D

Service to Students / Members (i) What steps have been taken during the year for

propagation/guidance on NIIT computer training? (Please provide details in separate sheet)

(ii) What steps have been taken by to propagate/guide on the online services available through ICSI website, such as payment gateway, online registration, online query, etc.?

(iii) Have you conducted any seminars for the awareness of the students / members pertaining to Information Technology (Please provide details)?

(iv) What type of steps have been taken for propagation of ICSI E- learning project? (please provide details)

• How many posters displayed in proper place? • How many brochures distributed to students? • Any other initiatives taken along with facts & figures

04

02

02

02 02 06

83

Gl. No.


E

Feedback (i) How many monthly MIS reports have been submitted during the

year? • Before schedule date (how many times?) • After schedule date (how many times?) (ii) Was there any suggestion/view provided during the year for IT

initiatives? (please provide details)

04

02

F

COSMIC Project (i) Has the Nodal Officer for the project been Identified and

informed to HQs? (ii) How many employees are involved in this project? (Please

provide the name of the officials) (iii) Are you utilizing ERP software? (Give details on modules used) (iv) How many vouchers/transactions made in ERP? (v) What kind of problems you have faced in implementation of

ERP and how did you handle and resolve those issues? DMS & ONLINE Services (Please add separate page to describe) (a) How have you used the calendar to track down your day-to-day

activities? (b) How many online queries’ have you resolved? (c) How many times have you accessed your information updation

page? (d) How many documents have you shared with the Institute

through Knowledge Management? (e) How have you used DMS/OA to communicate within the

Institute in a better way? (f) What steps have you taken for the guidance of Members and

Students for online services? (g) How often do you use task feature to resolve your issues/

queries? (h) What percentage of records are you storing in File

Management? (i) How many articles have you published in Wiki? (j) How many suggestions made through discussion board? Have

any of them being implemented? If yes, explain? (k) Do you regularly use the Notifications and Events feature to

inform the employees? (l) Do you use Office Communicator for communicating with your

colleagues?

02

02

08 08

05

02.50 02.50

02.50

05

02.50

02

02

02 05

02

02

84

Gl. No.


14 General Meetings : Number of meetings held with the President, Vice-President and Secretary & CEO of the Institute during the relevant calendar year with specific agenda

10

15 Others (a) Co-option of Members in the Managing Committee of the

Chapter in the relevant Calendar year (b) MIS Report (Mention the date of submission of Quarterly MIS

report) in the relevant Calendar year

05

10

Bonus Marks for Excellence 50

TOTAL 500

Marks to be awarded by Regional Council 100

GRAND TOTAL 600 NOTE : Negative marking may be done by the Headquarters on account of any of the following:

Sl. No.

Activities Negative Marking

1 Non-payment of outstanding loans within the stipulated period in the relevant Calendar year

25


10

3 Violation of the protocol guidelines in the relevant Calendar year

10

4 Non-submission of Annual Accounts in time in the relevant Calendar year

10

5 Any violation of guidelines in the relevant Calendar year. 10

Total 65

85

MARKS TO BE AWARDED BY REGIONAL COUNCIL – (TOTAL MARKS – 100)

Guideline No.


1 Services provided to the Students : (a) Number and stages of Oral Tuition Classes held by the

Chapter during the relevant Calendar year. (b) Decentralization of Postal Coaching Scheme (c) Number of instant registrations done and acceptance of

enrolment application forms in the relevant Calendar year

(d) Supply of Study material to the students at the time of registration

10

10 10

05

2 Financial & Accounting Activities of the Chapter (a) Remittance of Sale proceeds of publications along with

monthly sales-cum-stock statement sent to the H.Q. during the relevant Calendar year

(b) Maintenance of Accounts according to the Accounting Guidelines in a systematic manner

(c) Finalization of Annual Accounts & Auditing and timely submission thereof to the Institute’s Headquarters in the relevant Calendar year

(d) Maintenance of Assets Register and physical verification of assets at the close of the year and submission of report to the Headquarters with Audited Accounts in the relevant Calendar year.

05

05

10

05

3 Assets : (a) Maintenance of Assets register in the relevant Calendar

year (b) Details of Assets acquired by the Chapter through its

own funds and other sources during the relevant Calendar year

05

10

4 Number of members enrolled in the Company Secretaries Benevolent Fund during the relevant Calendar year.

10

5 Number of members and students to whom placement services were provided by the Chapter during the relevant Calendar year

05

6 Number of activities being handled by the Chapter through Computer System in the relevant Calendar year

05

7 Prompt redressal to the grievances of members and students in the relevant Calendar year

05

Total 100

“BEST CHAPTER AWARD” EVALUATION SHEET FOR THE RELEVANT CALENDAR YEAR

(TO BE FILLED BY THE CHAPTER AND SENT TO REGIONAL COUNCIL FOR EVALUATION)

Chapter is requested to furnish complete information against each particular item. Additional sheet(s) may be used, if space is insufficient. General information

Name of the Chapter A

Address, phone no (s) , E-mail & Fax etc. of the Chapter

B Year of Constitution C No. of members as on 31st

December of the relevant Calendar year

ACS FCS CP Total

Foundation Executive/

Intermediate Professional/ Final

Total D No. of students as on 31st December of the relevant Calendar year

E Grade of the Chapter

Infrastructure of the Chapter

Rented Own Other arrangement Premises (Please tick the applicable column )

Part Time Full Time Total No. of Employees

Working Hours of the Chapter

86

Whether maintaining :

A

Chapter Register of members

B

Chapter Register of Students

C

Chapter Register of Practising Company Secretaries

D

Books of Accounts

E

Library Accession Register

F

Stock Register

G

Other Records

Note : (a) Please make a tick mark ( √ ) in the above box(es) with regard to the respective record(s)being maintained by the Chapter. (b) Please put a (X) mark in the box (es) if the answer is in negative.

87

QUESTIONNAIRE FOR THE BEST CHAPTER AWARD

ALLOCATION OF MARKS BY HEAD QUARTERS (TOTAL – 500 MARKS) Sl.No. Particulars Maximum

Marks Marks

Allotted Remarks

1. Career Awareness Programmes and Participation in Career fairs/ Exhibitions (i) No. of Career Awareness Programmes held by the Chapter (Please attach detailed list of Schools/ Colleges along with number of participants) Target for Chapter Achievement (ii) Number of Career Fairs / Exhibition in which the Chapter participated in the relevant Calendar year (Please attach a detailed list of participation in the Career Fair / Exhibition with documentary evidence.)

20

05

2 Image Building initiative taken (A) Liaisons with Central/State Government Department (Provide details) (B) Visits made to Government Department(s) for getting new recognitions

(Provide details)

05

05

88

3.

4.

4(a)

4(b)

P R Exercise (A) Number of advertisements given in the Local News papers during the

relevant Calendar year (B) No. of Press Releases published in Newspapers and telecast in T.V.

Channels in the relevant Calendar year (C) Press Conferences organized in the relevant Calendar year Registration of Students (A) Target Achievement - Foundation Programme (B) Target Achievement – Executive Programme Decentralization of Students Services (A) Receipt of Regn./Exam. Application (B) Issue of Study Material (C) Evaluation of Response Sheets (D) Issue of Coaching Completion Certificate under Oral & Postal Coaching. (E) Issue of Suggested Answers (F) Employment Service Coaching Classes: (i) Total Number of Sections of Oral Coaching classes for all the respective

stages held by the Chapter/Private OT Centers under PPP Scheme (ii) Total Number of students who have undergone oral coaching classes

conducted by the Chapters/Private Oral Coaching Centers under PPP Scheme.

Note: The above information does not include the participants of the students enrolled for Refresher Classes, if any, conducted by the Chapter.

03

04

03

10

15

03 03 04 03 03 04

05

05

89

Sl.No. Particulars Maximum

Marks Marks

Allotted Remarks

5. Training Programmes : (a) Number of Training Orientation Programmes (TOP) held in the relevant

Calendar year (b) Number of Secretarial Modular Training Programmes (SMTP) held in the

relevant Calendar year

10

10

6 Services provided to Members (a) Placement Services provide to Members in the relevant Calendar year (b) Facilities being made available to Members

10

10

7 Library - Details of the Library facilities provided by the Chapter in the relevant Calendar year 1 (A) (i) Whether Library facilities are available YES / NO (ii) Whether the Library is located - Own Building / Rented Building (B) Reading Room facilities at the Chapter Library Number of Seats _______________ (a) During Normal days (i) Timings : From ____________To ___________

01

90

Sl.No. Particulars Maximum Marks

Marks Allotted

Remarks

7 (ii) Whether Reading Room is kept open on all days including Sundays and Chapter office holidays YES / NO If no, specify the days on which reading room was closed. Please (√ ) (i) Sundays (ii) Sundays and all Chapter holidays (iii) Any other (Give details) (b) During Pre-examination / Examination days ____________________ (i) Dates: From ___________________To__________________ (ii) Timings : From ___________________To__________________ (c) Details of Reading Room facilities at the Oral Tuition Centers

(Outside the Chapter Office)

Name of the OT Centers

Timing of Reading Room

Capacity of Reading Room

(C) Borrowing Facilities (a) During Normal days (i) Timings : From ____________To______________

01

01

01

91


Marks Allotted

Remarks

7

(b) During Pre-examination / Examination days __________________ (i) Dates : From ______________To _________________ (ii) Timings : From ______________To _________________ (D) Library Membership (a) Students Number of Student members as on 1st Jan. of the relevant Calendar year_________ Number of Student members enrolled during the relevant Calendar year________ Number of Student members left during the relevant Calendar year____________ Number of Student members as on 31st Dec. of the relevant Calendar year_______ (b) Members Number of members as on 1st Jan. of the relevant Calendar year_________ Number of members enrolled during the relevant Calendar year_________ Number of members left during the relevant Calendar year_____________ Number of members as on 31st December of the relevant Calendar year________ 2 (A) Number of Books (i) Number of Books as on 1st January of the relevant Calendar year______ (ii) Number of books purchased during the relevant Calendar year________ (iii) Number of books received as complimentary/assistance during the relevant Calendar year_________________________

From Headquarters_______________________________ As donation ____________________________________ Complimentary __________________________________ Total __________________________________________

01

01

92


Marks Allotted

Remarks

7

(iv) Less : Number of Books weeded out during the relevant Calendar year ________________________ (v) Net number of Books as on 31st Dec. of the relevant Calendar year__________________ (vi) Whether physical verification was carried out during the relevant Calendar year, if yes, please attach a copy of the report (B) Value of Books as on 31st December of the relevant Calendar year Annual Library Budget, if any allocated Rs._______________ (i) Amount spent on purchase of books Rs._______________ (ii) Amount spent on purchase of Newspapers Rs._______________ (iii) Amount spent on purchase of Journals Rs._______________ Total : Rs._______________ (3) Infrastructure Whether any further infrastructure for Library was created during the year ? It yes, please specify details thereof along with the amount spent

Sl. No. Details Amount spent

(4) (i) Total amount of Annual Subscription received from Library Membership in the relevant Calendar year Rs._________ (ii) % of annual subscription spent by the Chapter for purchase of books

Amount (Rs.) Percentage

01

02

02

93


Marks Marks

Allotted Remarks

7

(5) (i) O.T. surplus during the relevant Calendar year Rs.____________ (ii) Annual Grant Rs. ___________ (iii) Interest on Security Deposit Rs. ___________ Total : Rs. ___________ (iv) Amount spent on purchase of books and creating Infrastructure for Library as a %age of the total of 5 above Rs. ___________

Amount (Rs.) Percentage

(6) Amount of Security Deposit (i) As on 1st January of relevant Calendar year Rs. _______________ (ii) Amount received during the relevant Calendar year Rs. _________ (iii) Amount refunded during the relevant Calendar year Rs. _________ (iv) Amount of Security deposit as on 31st December of the relevant Calendar year Rs. _______________________________ (v) Whether Security deposit amount was kept in the Library Security Deposit Account and invested in Govt. Securities or in Bank as Fixed Deposit or in any other approved Security in the relevant Calendar year ? If yes, specify details thereof : (7) Whether the Chapter is subscribing for online Journal ? YES / NO If yes – Give details (8) Whether the Library Activities have been computerized? If yes, Give details ______________________________________ (9) Library Guidelines (i) Whether Chapter Library Committee was constituted in the relevant Calendar year ? If yes, please indicate the number of meeting held during the relevant Calendar year ____________ (ii) Whether Library Index facility was provided in the relevant Calendar year ? If yes, provide details thereof :-

02

01

01

01

01

01

94


Marks Marks

Allotted Remarks

7 (10) Whether any special steps was taken by the Chapter during the relevant Calendar year to upgrade the Library facilities. If yes, specify details thereof :

02

8

Professional Development Programmes – For Members Paid Programmes held by the Chapters during the relevant Calendar year (A) Details of Corporate Membership Scheme, if any (i) Total number of Corporate members as on 31st December of relevant Calendar year______________________________ (ii) Amount of Corporate Membership fee received in the relevant Calendar year_________________________________________ (iii) Surplus / Deficit in Corporate Membership Scheme during the relevant Calendar year Rs. ___________________ (B) Date-wise details of Paid Seminars, Workshops and Participative Programmes held during the relevant Calendar year

Sl. No.

Title of the Programmes

Date & Venue

No. of Delegates Enrolled

Amount of Delegate Fee recd.

Amt. Allocated Out of Corp. Member- ship Scheme

Amt. of Spon-sor- ship / Adv. Recei-ved

To-tal

To-tal Exp.

Sur-plus/ Deficit

Corp Mem-bers

Paid Dele-gates

(C) Details of Headquarters’ Professional Development Programmes if any, held by the Chapter in the relevant Calendar year

Sl. No. Title of the Programme Date & Venue

Sponsorship/ Advertisement arranged by the Chapter

Number of Delegates enrolled by the Chapter

Corp. Members Paid Delegates

05

09

03

95


Marks Marks

Allotted Remarks

8

8(B)

FREE PROGRAMMES (D) Details of Study Circle meetings held by the Chapter during the relevant Calendar year

Sl. No.

Topic of Study Circle Meetings

Date & Venue

Sponsorship / Advertisement

No. of Participants

(E) Details of Talks and lecture Meetings held by the Chapter during the relevant Calendar year

Sl. No.

Topic of Talk/Lecture Meetings

Date & Venue


Number of Participants

(F) PROFESSIONAL DEVELOPMENTS PROGRAMMES – FOR STUDENTS Details of Study Circle Meetings / Talks and Lecture Meetings held by the Chapter during the relevant Calendar year

Sl. No.

Topic of Study Circle / Talk / Lecture Meetings

Date & Venue


Number of Participants

05

03

96


Marks Allotted

Remarks

8(C) (G) Details of the interaction made by the Chapter in the relevant Calendar year with (exclusive of Career Awareness Programme with Colleges / Universities / Schools) (i) Universities / Colleges____________________________________________ (ii) Chambers of Commerce and Industries______________________________ (iii) Professional Bodies ____________________________________________ (iv) Regulatory Authorities like SEBI, Stock Exchanges etc.________________ (H) Details of academic inputs created by the Chapter in respect of Professional Development Programme organized in the relevant Calendar year

Sl. No.

Title of Backgrounder / Reference Material

No. of Copies printed

Whether the copies of the same have been sent to Headquarters’ (Yes / No)

(I) CONSTITUTION OF COMMITTEES (i) Whether PCS / Research Committee has been constituted and Intimation to this effect has been sent to the Headquarters

Sl. No. Name of the Committee constituted

Whether intimation has been given to Headquarters (Yes / No)

05

05

03

97


Marks Allotted

Remarks

(ii) Number and details of views / suggestions / comments sent to Headquarters on various issues / consultative papers as desired by the Headquarters

Sl. No.

Subject on which views/Suggestion/ Comments sought

Date of request for Suggestion/ Comments

Date of sending the suggestion/ Comments

NATIONAL CONVENTION, CORPORATE GOVERNANCE AWARD FUNCTION PCS CONFERENCE AND ALL INDIA STUDENTS CONFERENCE HELD IN THE RELEVANT CALENDAR YEAR (A) WHETHER THE CHAPTER HAD HOSTED THE NATIONAL YES / NO CONVENTION IN THE RELEVANT CALENDAR YEAR (i) Amount of advertisements/ assistance secured by the Chapter for the last National Convention held in the relevant Calendar year Rs. __________ (ii) Number of delegates enrolled by the Chapter for the last National Convention held in the relevant Calendar year Rs.___________ (B) CORPORATE GOVERNANCE AWARD (i) Amount of advertisements / sponsorship / Assistance secured by the Chapter for the last Corporate Governance Award Function held in the relevant Calendar year Rs. ___________

02

05

05

05

05

98


Marks Allotted

Remarks

9

10

(C) PCS CONFERENCE (i) Whether Chapter had hosted the PCS Conference YES / NO (ii) Number of members attended the PCS Conference ___________ (iii) Amount of Advertisement / Sponsorship secured by the Chapter for All India Students Conference Rs. __________ (D) ALL INDIA STUDENTS CONFERENCE (i) Whether the Chapter had hosted the All India Students Conference YES / NO (ii) Number of Students attended the All India Students Conference_________ (iii) Amount of Advertisement / Sponsorship secured by the Chapter for All India Students Conference Rs. ___________ Chapter’s Newsletters Published in the relevant Calendar year 1 (a) Title of New Letter ________________________________ (b) Periodicity ________________________________ (c) Total number of pages (from 1st January to 31st December) of relevant Calendar year ________________________________ (d) Number of copies printed (________________________per issue) (e) Number of paid subscribers _________________________________ (f) Amount of subscription received during the relevant Calendar year Rs.___________________ (g) Amount received through Advertisement during the relevant Calendar year Rs.___________________________ (h) Whether any e-bulletin was also sent in the relevant Calendar year, if yes, details thereof

02

04

04

02

04

04

10

99


Marks Marks

Allotted Remarks

10

11

(2) Surplus / Deficit in the relevant Calendar year______________________________ (3) Whether all Guidelines for News letter of Chapter Issued by the Headquarters followed _______________________________ Financial & Accounting activities (a) Promptness of the Chapter in sending response on the correspondence

exchanged or information desired by the HQs (b) Finalization of accounts as per guidelines/format issued by HQs and

submission as per the scheduled date (c) Submission of audited annual accounts as per HQ’s scheduled date (d) Fund raising initiatives undertaken (Amount & Sources) (e) Timely repayment of Loan (f) Conduct of quarterly internal audit (applicable to Grades ‘A’, ‘B’ & ‘C’) and

submission of Report/Replies as per HQ’s time schedule, with a copy to the respective Regional Council

(g) Submission of claims for annual Maintenance Grant in the prescribed format through the Regional Council within the stipulated time

(h) Submission of claims in the prescribed format for quarterly reimbursement for establishment expenses through the Regional Council as per the time schedule

(i) Maintenance of Assets Register and Physical verification of items at the close of the year & submission of report to HQ along with audited Annual Accounts

03

02

05

05

05 05 05 10

05

05

05

100


Marks Allotted

Remarks

12

13

A

B

C

Sale of Publications in the relevant Calendar year (a) Amount of Sale of Publications by the Chapter (i) Prospectus for Foundation and Executive Programmes Rs._____________ (ii) Guideline Answers / Study Material / Research Publication Rs.__________ (b) Whether Sale Proceeds were remitted to the Institute’s Headquarters along with the Stock Statement on monthly basis within the deadline of 7th of the next month Computerization Activities Utilization of the Services Provided by Headquarters to Chapters (h) Email id on icsi domain (ex:[email protected]) (ii) Bulk mailing to students/members – How many times utilized this service

from HQ? (please provide details of occasions) (iii) Bulk SMS to Students/Members – How many times utilized this service from

HQs? (please provide details of occasions) Website – Updations / Maintenance (i) Child portal of Website

How many announcements were published during the year? (please provide details)

Whether officials are updating the portal themselves? (please provide names of officials)

Software Implementation (i) Oral Coaching – Have you utilized the oral coaching software provided by

HQs? Or if any other software is being used, please mention the software name

(ii) Postal Coaching – If any software is being used, please mention the software name

(iii) Library – if any software is being used, please mention the software name

05 05 10

01 03

03

05

04

02

01

02

101


Marks Allotted

Remarks

D

E

F

Service to Students / Members (i) What steps have been taken during the year for propagation/guidance on NIIT

computer training? (Please provide details in separate sheet) (ii) What steps have been taken by to propagate/guide on the online services

available through ICSI website, such as payment gateway, online registration, online query, etc.?

(iii) Have you conducted any seminars for the awareness of the students / members pertaining to Information Technology (Please provide details)?

(iv) What type of steps has been taken for propagation of ICSI E-learning project? (please provide details) • How many posters displayed in proper place? • How many brochures distributed to students? • Any other initiatives taken along with facts & figures

Feedback (i) How many monthly MIS reports have been submitted during the year?

• Before schedule date (how many times?) • After schedule date (how many times?)

(ii) Was there any suggestion/view provided during the year for IT initiatives? (please provide details) COSMIC Project (i) Has the Nodal Officer for the project been Identified and informed to HQs? (ii) How many employees are involved in this project? (Please provide the name of

the officials) (iii) Are you utilizing ERP software? (Give details on modules used) (iv) How many vouchers/transactions made in ERP? (v) What kind of problems you have faced in implementation of ERP & how did

you handle and resolve those issues?

04

02

02

02 02 06

04

02

02 02

08 08

102

Sl. No. Particulars Maximum

Marks Marks alloted

Remarks

14

DMS & ONLINE Services (Please add separate page to describe) (a) How have you used the calendar to track down your day-to-day activities? (b) How many online queries’ have you resolved? (c) How many times have you accessed your information updation page? (d) How many documents have you shared with the Institute through

Knowledge Management? (e) How have you used DMS/OA to communicate within the Institute in a

better way? (f) What steps have you taken for the guidance of Members and Students for

online services? (g) How often do you use task feature to resolve your issues/ queries? (h) What percentage of records are you storing in File Management? (i) How many articles have you published in Wiki? (j) How many suggestions made through discussion board? Have any of them

being implemented? If yes, explain? (k) Do you regularly use the Notifications and Events feature to inform the

employees? (l) Do you use Office Communicator for communicating with your colleagues? General Meetings: Number of meetings held with the President, Vice-President and Secretary & CEO of the Institute during the relevant Calendar year with specific agenda (Please furnish details of each meetings)

Sl. No. Date of Meeting Agenda Dignitaries Present

05

02.50 02.50 02.50

05

02.5

02 02 02 05

02

02

10

103


Marks Marks

Allotted Remarks

15 Others (a) Co-option of Members in the Managing Committee of the Chapter in the

relevant Calendar year (b) MIS Report (Mention the date of submission of Quarterly MIS report) in the

relevant Calendar year

05

10

16 Bonus Marks for Excellence 50

GRAND TOTAL : 500 NOTE: Negative Marking may be done by the Headquarters on account of any of the following: Sl. No. Activities Negative

Marking

1 Non-payment of outstanding loans within the stipulated period in the relevant Calendar year 25


10

3 Violation of the protocol guidelines in the relevant Calendar year 10

4 Non-submission of Annual Accounts in time in the relevant Calendar year 10

5 Any violation of guidelines in the relevant Calendar year. 10

Total 65

104

ALLOCATION OF MARKS BY REGIONAL COUNCILS (TOTAL – 100 MARKS)

Guideline No.

Activities Maximum Marks

Marks Allotted

Remarks

1 Services provided to the Students : (a) Number and stages of Oral Tuition Classes held by the Chapter

during the relevant Calendar year. (b) Decentralization of Postal Coaching Scheme (c) Number of instant registrations done and acceptance of enrolment

application forms in the relevant Calendar year (d) Supply of Study material to the students at the time of registration

10

10 10

05

2 Financial & Accounting Activities of the Chapter (a) Remittance of Sale proceeds of Publications along with monthly

sales- cum-stock statement sent to the H.Q. during the relevant Calendar year

(b) Maintenance of Accounts according to the Accounting Guidelines in a systematic manner

(c) Finalization of Annual Accounts & Auditing and timely submission thereof to the Institute’s Headquarters in the relevant Calendar year

(d) Maintenance of Assets Register and physical verification of assets at the close of the year and submission of report to the Headquarters with Audited Accounts in the relevant Calendar year.

05

05

10

05

3 Assets : (a) Maintenance of Assets register in the relevant Calendar year (b) Details of Assets acquired by the Chapter through its own funds and

other sources during the relevant Calendar year

05 10

105

Guideline

No. Activities Maximum

Marks Marks

Allotted Remarks

4 Number of members enrolled in the Company Secretaries Benevolent Fund during the relevant Calendar year.

10

5 Number of members and students to whom placement services were provided by the Chapter during the relevant Calendar year

05

6 Number of activities being handled by the Chapter through Computer System in the relevant Calendar year

05

7 Prompt redressal to the grievances of members and students in the relevant Calendar year

05

Total: 100

106

107

GUIDELINES FOR INSCRIPTION ON STONE/PLAQUE ON THE OFFICE PERMISES/PLOT OF LAND OF THE REGIONAL COUNCIL & CHAPTER AT THE TIME OF FOUNDATION STONE LAYING OF PREMISES/ INAUGURATION OF NEWLY ACQUIRED/CONSTRUCTED OFFICE PREMISES/PLOT OF LAND

1. Any Regional Council/Chapter proposing to affix stone/plaque with any inscription in any part of its premises/plot of land shall seek prior written approval of the headquarters before affixing such Stone/Plaque.

2. The inauguration will be done by the President of the Institute unless outside dignitary is invited.

3. The names of the following dignitaries who are present on the ceremony may be inscribed on the Stone/Plaque.

(i) Chief Guest (ii) Guest of Honour (iii) President (iv) Vice-President (v) Secretary & CEO (vi) Chairman of Building Committee (vii) Chairman of Regional Council (viii) Chairman of Chapter.

4. The inscription shall, as far as possible, be in the following format:

Name of the Premises

INAUGURATED BY

SHRI/SMT. ------------------------------ (Name of the Chief Guest)

Designation ------------------------------------------- On -------------- (Day), THE --------------------- (DATE, MONTH & YEAR)

IN THE AUGUST PRESENCE OF

108

5. The Stone/Plaque may be affixed on the front side of the office premises/plot of land.

6. Where any specific part of the premises is proposed to be named after any individual or organization, having been sponsored/donated, e.g., Library, Auditorium/Lecture Hall, etc., prior specific approval of the headquarters on the matter to be inscribed on the Stone/Plaque may be sought.

7. The name of every independent building/premises shall include the words “ICSI HOUSE” and be got approved from the headquarters.

8. These guidelines will also be applicable where some Stone/Plaque is proposed to be affixed in the event of substantial extension or refurbishing of the existing premises.

9. Prior approval of the headquarters shall also be obtained, if the names of donors are proposed to be affixed or displayed in any manner at any part of the premises.

109

GUIDELINES FOR PUBLICATION OF NEWS FROM THE INSTITUTE AND ITS REGIONS

1. The ‘Institute News’ column generally includes decisions taken by the Council and its Committees of interest to members, matters like admission of members, deletion/restoration of names of members, Certificate of Practice issued, cancelled and restored, companies recognized and recognitions obtained for the profession.

2. For National Conventions or programmes at National Level as well as Regional Conferences as elaborate coverage is given in the Institute News/News from the Regions column. However, it is for the Institute to determine the adequacy or otherwise on the coverage of the programmes organized by the Institute its Regional Councils and Chapters.

3. Seminars or Workshops at Regional Councils and Chapters are given adequate coverage.

4. Routine monthly meetings, study circle meetings, get together meetings and other meetings organized by Regional Council and Chapters are given very brief coverage, mainly the substance of the address of the main speaker.

5. Material received from the Institute, Regional Councils and Chapters are processed and prepared at the Directorate of Publications keeping in view the fact that the readers are generally interested in the substance of the matter.

Photographs

1. The preference given to photographs is in the same order as given for the news items as mentioned above.

2. As far as possible, wherever outside VIP(s) attend a function of the Institute/ Regional Council/Chapters, preference is given to such photographs.

3. If the photographs are not sharp/are unfit for reproduction for technical reasons they are not published.

4. Each photograph should have on its back the event to which it relates, the date of the event and names of persons seen therein written in capital letters or typed.

5. Photographs should preferably accompany the relevant news item.

Cut off Dates

1. News items/Photograph received from Regional Councils/Chapters upto and including 20th of each month would be covered in the immediately following month’s issue. Material received thereafter would be covered only in the subsequent month’s issue. For instance, material received upto 20th April, would be published in May issue while those received after 20th April till 20th May would be covered in June issue. Therefore, Regional Councils/Chapters should forward News Item with photographs immediately after each event/programme and need not wait for further programmes for sending a consolidated report of activities.

110

2. Announcements regarding programmes, seminars, etc., should be sent sufficiently in advance so that members have enough time to respond after receipt of each issue. The cut off date for inclusion of programme seminars/ conference announcements will be 20th of each month for publication in the immediately following month’s issue.

A copy of announcements may be sent by e-mail at [email protected] such that due publicity may be provided through the Institute’s website www.icsi.edu .

3. Oral coaching/Refresher classes announcements for publication in Student Company Secretary should be sent well in time (at least six weeks in advance) leaving enough time to students to get enrolled after receipt of Students Bulletin. The cut-off date for receipt of material for publication in each months ‘Student Company Secretary’ is 10th of every month since Student Bulletin is posted on 20th and 21st of every month.

GUIDELINES FOR USE OF EMBLEM OF THE INSTITUTE

USE OF VISITING CARDS & LETTERHEADS:

(i) PRESIDENT & VICE-PRESENT OF THE INSTITUTE OF COMPANY SECRETARIES O INDIA & Chairmen and Secretaries of the Regional Councils and Chapters are permitted to use the emblem of the Institute or their Visiting Cards & Letterheads.

(ii) The Council Members (both Central & Regional Council), if required to interact with the outside agencies as Chairman of Committee of the Council are also permitted to use the emblem on their Visiting Cards and Letterheads.

(iii) The Institute’s address/telephone/fax number/website etc., are allowed to be printed on Visiting Cards/Letterheads.

(iv) Address* of the Company in which the Council Member/Office Bearer is employed or Address* of the firm in which he/she is Practising should not be printed on the Visiting Card/Letterhead.

PS: * • From 2003 onwards it was decided to use the professional address without printing the

name of the Organisation/Firm. • The same has also been reflected in the ICSI Corporate Identity Manual.

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GUIDELINES FOR REGIONAL COUNCILS AND CHAPTERS FOR ICSI ADVERTISEMENTS The Council has approved the following guidelines for “ICSI Advertisements” for Regional Councils and Chapters:

Student related Advertisements 1. With a view to boost the student registration, Advertisements for CS Foundation

& Executive Programme are released by the Headquarters four times in a year to coincide with the cut off dates for the CS Course. Such Advertisements are released in leading National & Regional Newspapers all over India.

2. For any additional Advertising proposal required to be released by Regional Councils/ Chapters, prior approval of the Secretary & CEO must be sought well in advance from the Headquarters (at least 10 days prior to publication).

3. ICSI Logo and Masthead in the Advertisements by Regional Councils and Chapters should comply with the Standard Guidelines as per the ICSI Corporate Identity Manual.

Advertisements for Special Occasions/Specific Events 1. Advertisements for various National Seminars, National Convention, Award

functions are sometimes released by the Headquarters to highlight the Programme schedule by including the names/photographs of the Chief Guest for the Inaugural & Valedictory Sessions.

2. In case the Regional Councils/Chapters advertise on the occasion of Regional Seminars in local Newspapers on their own (by bearing the Cost of Advertisement) there must be proper reflection of ICSI Logo & Masthead as per guidelines of the Corporate Identity Manual.

3. The publication of photographs of the office-bearers of the Regional Councils/ Chapters should be dispensed with.

4. In case Regional Councils/Chapters wish to seek reimbursement from Headquarters for Advertisement, prior approval for the Costing/Advertisement size & the contents etc., must be taken from the Headquarters by seeking Secretary & CEO’s approval at least 10 days in advance.

Preference for Press Release in place of Advertisement to save Cost For special occasions/specific events viz., Seminars, Foundation Day Celebrations etc., Regional Councils/Chapters must resort to Press Releases rather than Advertisements for the event, to save Cost.

1. Advertising is an expensive medium while Press Releases are cost-free and important occasions/specific events can be highlighted in the Newspaper by providing newsworthy contents.

2. In Press Notes as also in Advertisements, personal publicity of the office-bearers vide names and photos must be dispensed with so that the Institute gets due mileage thus spreading visibility for the profession across India.

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GUIDELINES FOR DESIGNING & PRINTING OF ICSI DIARIES/CALENDARS/ PROMOTIONAL MATERIAL

1. With a view to create cohesive brand image for the profession, the Institute designs and prints New Year Diaries/Calendars/Promotional material by following the ICSI Graphics Standards Manual, thus incorporating the standardized style of ICSI Logo & Masthead corporate colour & font type etc.,

2. The ICSI Vision/Mission Statements/Helpline Nos., ICSI Website and addresses/ telephone nos. of the ICSI Headquarters/Regional Councils/Chapters etc., are invariably a part of any promotional material brought out by the Institute.

3. The ICSI Posters (also released as Advertisements) are published as a part of the ICSI Dairies & Calendar.

4. The publication of names/photographs of office-bearers of the Regional Councils/Chapters are dispensed with, so that ICSI receives visibility for the purpose of brand building of the Institute.

5. Henceforth the designing and printing of New Year Dairies/Calendars and other promotional material for the Institute will be undertaken at the Headquarters only. This centralised procedure will ensure cost effectiveness and uniformity/ standardization of promotional material brought out by the Institute.

6. This Centralised practice is being followed by most organizations. Based on the assessment of quantity/requirement for all RCs/Chapters, the stocks will be suitably procured. Directorate of Public Relations & Corporate Communications will design the promotional material while Directorate of Administration/PRN Unit will print/procure/distribute the same.

Guidelines for Hosting the Name of the Members on the Website of the Institute and in the Chartered Secretary Journal against Whom Punishment has been Awarded under the Company Secretaries Act, 1980 read with the Company Secretaries (Procedure of Investigations of Professional and Other Misconduct and Conduct of Cases) Rules, 2007

1. The names of the members to whom any of the following punishments have been awarded shall be hosted on the web-site of the Institute and in the Chartered Secretary Journal:

(a) where the removal of name has been ordered

(b) where the fine has been imposed.

2. Name should be separately hosted for the misconducts under the First Schedule and the Second Schedule of the Company Secretaries Act, 1980.

3. The names shall be hosted on the website of the Institute for a period of punishment + one year in cases of removal of names.

4. The names shall be hosted on the website of the Institute for a period of one year from the date of order in case of imposition of fine.

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GUIDELINES FOR SMS/EMAILS/MEMENTOES

The Institute is providing SMS/Email services to the Regional Councils and Chapters to facilitate them to update and communicate with the members of the Institute on various policy decisions taken by the Institute and professional development programmes and such other activities beign taken up by Regional Councils and Chapters.

In addition, these facilities have also been extended to the Regional Councils and Chapters to create visibility of the Institute and the profession of Company Secretaries.

Off late it has been noticed that these services are being utilized by some of the Regional Councils and Chapters in the name of individual office bearers.

It has also been noticed that mementoes given by the Regional Councils and Chapters in their various programmes bear the name of office bearers along with the name of he respective Regional Council and Chapter.

The Executive Committee of the Council of the Institute in its 152nd meeting held on 17th August, 2010 had taken note of the matter and the following decision was taken which was duly endorsed by the Council in its 195th meeting held on 5th September, 2010.

SMS/Email

Regional Councils/Chapters should issue SMS/Email etc. only in the name of the Regional Council/Chapter and not in the name of the individual office bearer. Further, unless considered absolutely necessary, only one SMS/E-mail per subject should be sent to the members of the Region/Chapter.

Mementoes

The mementoes should bear the name of the respective Regional Council/Chapter only and not of the office bearers.

* * * * * * * * * *

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FINANCIAL GUIDELINES GUIDANCE NOTE 1 : SYSTEMS OF CHECKS AND BALANCE FOR FINANCIAL DISCIPLINE AT THE REGIONAL COUNCILS AND CHAPTERS 1. Delegation of financial powers1

Expenditure is to be incurred within the overall budget estimates so approved. Suitable guidelines for delegating financial powers and the monetary limits thereof assigned to Chairman, Vice-Chairman, Secretary/Treasurer as per the working of the Regional Councils & Chapters may be framed and got approved at a meeting of the Regional Council / Managing Committee of the Chapter. Copy of such approved guidelines must be kept in the office as permanent record for reference whenever required by Auditors, both Internal and Statutory. Another copy may be forwarded to the Institute for reference & record. 2. Fixation of limits for reimbursement of expenses

Guidelines may be framed for determining the items & scales of reimbursements on account of travelling expenses, conveyance, telephone, refreshment, etc. for attending meetings and in connection with other routine activities. Copy of such approved guidelines must be kept in the office as permanent record for reference whenever required by Auditors, both Internal and Statutory. Another copy may be forwarded to the Institute for reference & record. 3. Conduct of professional development programmes including modular training

programmes and oral coaching classes (a) All programmes, oral coaching classes and modular training programmes are to

be financilally self-supporting (b) Deficit, if any, arising out of a particular professional programme, may be met out

of the surplus generated from other professional programmes only (c) Under no circumstances, surplus arising out of oral coaching classes should be

utilized to meet the deficit in any of the professional programmes (d) Amounts if any, received towards sponsorship of any function or occasion, should be

utilized in the promotional activities or expenses considered necessary for Regional / State-level Conferences only and not towards expenses of social functions

(e) Social programmes like felicitation functions, etc. should be organized to enhance the scope of the profession and the prestige of the Institute

4. Annual Budget (a) For the purpose of having proper checks and balances in the operation of funds

of the Regional Councils & Chapters, budget for revenue Income & Expenditure and capital items should be prepared before commencement of every financial year. Copy of such approved budget is to be forwarded (i) by Chapters to the concerned Regional Council as well as Headquarters and (ii) by Regional Councils to the Headquarters latest by the end of April of the following financial year

1

Revised w.e.f. 6th September, 2010 (See Guidance Note 22)

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(b) Budget documents may be prepared preferably in February every year and placed for consideration and approval at a meeting of the Regional Council / Managing Committee of the Chapter. This exercise would comprise revision in the budget estimates for the current year running based on the actuals of nine months period (Apr-Dec) ending Dec. and also the estimates for the forthcoming year. Structured format for presentation of the budget estimates may be seen as per Annexure

(c) Nomenclature for various items of Income & Expenditure, ie. Heads & sub-heads of accounts and their grouping should be kept in uniformity as per Annual Accounts, so as to facilitate preparation of variance report

(d) Generally, a deficit budget should not be presented. In case of deficit budget, the Regional Council/Managing Committee while approving the budget, must suggest ways & means to generate more revenue or to reduce expenditure, without diluting the services required to be provided to Members/Students, to avoid deficit

(e) Non-budgeted capital expenditure or any extraordinary revenue expenditure not covered in the budget, must generally be approved at a meeting of the Regional Councils/ Managing Committee or reported at the next meeting

(f) Separate reports on significant variation in income & expenditure between — original budget estimates and the revised estimates for the current year

running — revised budget estimates for the current year running and the budget

estimates proposed for the forthcoming year to be prepared and annexed to the budget documents for consideration/approval

at the Meeting

5. Capital expenditure (a) No capital expenditure is to be incurred unless it is budgeted and approved. (b) Normal purchase procedure such as inviting competitive quotations, availability

of DGS&D rate contracts, comparative statement of quotations, etc. are to be followed.

(c) Capital items required for smooth and efficient working at the Regional Councils/Chapters are to be acquired out of their own resources, as far as possible.

(d) Requests for capital items, if required from the resources of Headquarters, may be sent with justifications through concerned Regional Councils to Headquarters. Items under this category are to be acquired only with the prior written sanction from the Headquarters and after complying with the purchase procedure as mentioned above

(e) Register of Fixed Assets to be maintained properly containing the columns given below. Items of different nature/kind should be entered on separate pages

1. S.No. 2. Brief description of the item 3. Name/address of the Suppliers

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4. Bill No. and Date 5. Amount 6. Date of payment 7. Quantity acquired 8. Quantity written off or disposed 9. Balance Quantity 10. Remarks (whether acquired by the Regional Council/Chapter or provided by

Headquarters) (f) Separate Registers to be maintained (i) for assets purchased out of own funds

and (ii) for those provided by the Headquarters

In case any item becomes obsolete or unusable/unserviceable condition, it is required to be discarded/disposed off after taking due approval of Competent Authority while recording suitable note against such item under ‘Remarks’

ANNEXURE

Statement of Budgeted Income and Expenditure Regional Council/Chapter

Current Year Budget Particulars Actuals Prev. Year

Original Budget Estimates

Actuals 9 months

Revised Budget Estimates

(1) (2) (3) (4) (5) (6) Income Annual grant from Central Council

Grant from Council towards Regional Office

Reimbursement from Central Council for office maintenance

Interest on bank balances and from investments

Discount on sale of Institute’s publications

Library annual fee Subscriptions and Advertisement for Newsletter/Bulletin

Fees for Oral coaching classes Fees for Refresher courses Receipts in excess of direct expenses from Conferences/Seminar/Modular Training Programme and others (as per Schedule___)

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Miscellaneous income (as per Schedule)

Excess of Expenditure over Income

TOTAL Expenditure Salaries and Wages Staff Welfare Printing and Stationery Printing of Newsletter/Bulletin Travelling Conveyance Postage and Telegrams Telephones Rent Taxes (Property tax, etc.) Oral coaching expenses Refresher course expenses Grant to Chapters (including awards)

Annual day/felicitation/awards expenses

Other expenses Advt. and Publicity (including career counseling and exhibitions)

Audit fee Bank charges Electricity Insurance premium Legal Meeting Newspapers and periodicals Office miscellaneous Office up-keep and maintenance Packing, cartage and freight Repairs and renewals Water Depreciation (as per Schedule_____)

Excess of Income over Expenditure

TOTAL

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GUIDANCE NOTE 2 : CONDUCT OF INTERNAL AUDIT OF TRANSACTIONS AT REGIONAL COUNCILS AND CHAPTERS

1. Regional Councils and Chapters upto Grade ‘C’ are required to arrange for conduct of internal audit on a quarterly basis, viz. quarters ending June, Sep, Dec. & Mar. of each financial year

2. Internal audit is to be conducted in such a manner that the audit activity for the respective quarters, ie. conducting, drafting replies on the observations of audit, placing the same in the Regional Council/Managing Committee Meeting for consideration & necessary action, and sending the same to Headquarters in the following manner :

— 1st quarter of the financial year (Apr-Jun), within 3 months following the quarter

— 2nd, 3rd & 4th quarters of the financial year (Jul-Sep, Oct-Dec & Jan-Mar), within 2 months following the respective quarters

3. The Audit Report from the Internal Auditors is to be arranged in a structured format, a specimen of which is enclosed as per Annexure

4. A copy of the Report, its replies and the confirmation about its consideration at the Regional Council/Managing Committee Meeting must be sent, at least 15 days before the respective dates of Finance Committee meetings of the Institute, to the Headquarters and a copy to the concerned Regional Council (in the case of Chapters)

5. Appointment of Internal Auditors

(a) Internal Auditors are to be appointed out of practicing Chartered Accountants, or by a firm of Chartered Accountant/Company Secretaries, with a condition that the individual or partner of the firm should not be an Office-bearer of the Regional Council/Chapter

(b) Appointment of Internal Auditors is to be made on year-to-year basis during the beginning of the financial year, i.e. preferably latest by April. For such purposes the Chapters should ensure that the proposal alongwith recommendations is sent to the concerned Regional Council for approval well in time

(c) Fees payable to the Internal Auditors would be borne by the concerned Regional Councils/Chapters

(d) Depending upon the volume of work involved , the fees payable to the Internal Auditors is to be decided in a judicious manner

6. Scope of work

(a) Proper accounting of all receipts and payments

(b) Maintenance of financial books of accounts

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(c) Proper maintenance of vouchers with supporting bills and approvals of competent authority

(d) Compliance of internal procedures and reconciliation of bank accounts and inter-Unit transactions

(e) Ensuring booking of transactions under specific heads, sub-heads and grouping thereof under major heads leading to finalization of annual accounts, are to be in uniformity with the accounting policies & guidelines as communicated by the Headquarters from time to time

(f) Proper recording of sale of Headquarters publications, regular remittance/ deposit of sale proceeds to the credit of Headquarters bank account and sending intimation thereof as well as the monthly sales-cum-stock statements to Headquarters

(g) Reconciliation of stocks at least once in three months with the Institute’s records

(h) Physical verification of HQ publications & other stocks as per Regional Council/Chapter’s books at least once, preferably at the close of the financial year

(i) Proper maintenance of Fixed Assets and Accession Registers including physical verification as stated above, once in a year

(j) Ensuring deposit of statutory dues by stipulated dates & submission of various periodical returns like TDS, VAT, Service tax, etc. to Govt. Departments and MIS reports, etc. to Headquarters

(k) Ensuring all administrative and financial guidelines issued by Headquarters/ Regional Councils (in the case of Chapters) from time to time

(l) Action Taken Report on the observations related to the previous quarter.

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ANNEXURE FORMAT OF INTERNAL AUDIT REPORT OF REGIONS’/ CHAPTERS’ ACTIVITIES The Chairman, NAME……Chapter of the ICSI ADDRESS……………………… CITY……………………………… 1. BOOKS OF ACCOUNT (a) The details of books of account

maintained.

(b) The details of books of account examined.

(c) Whether all the transactions are duly supported? If no, the details thereof.

(d) Whether due approvals have been obtained for all the transactions? If no, the details thereof.

(e) Whether internal procedure laid down with respect to the maintenance of accounts are followed? If no, the details thereof.

(f) Whether the inter unit accounts/balances are tallied? If no, the reconciliation thereof.

(g) Whether there is difference in the opening balance of unit accounts? If yes, the reconciliation thereof.

(h) Whether there is any long outstanding matter with the unit? If yes, report in detail with the action taken so far.

2. ACCOUNTING GUIDELINES

Whether guidelines issued by the Headquarter’s in the following matter have been complied with? If no, provide the details thereof.

(a) Accounting Guidelines

(b) Booking of transaction under specific sub-heads of Accounts.

(c) Grouping of sub-heads under major heads.

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3. PUBLICATIONS

(a) Whether proper records are kept for the sale of H.O. Publications?

(b) Whether the sale proceeds are regularly deposited in The Institute’s SB A/c as directed?

(c) Whether monthly Sales-cum-stock statement forwarded to Headquarters in time? If no, the reason thereof.

(d) Whether the stock has been tallied with the records of the Institute at the end of each quarter? If no, the reconciliation thereof.

(e) Whether there is any long pending discrepancy? If yes, report in detail with the action taken so far.

(f) Whether the physical verification of stock was conducted on 31st March? If yes, the reconciliation thereof, if any. The action taken to sort out the discrepancy, if any, by the date of report may also be stated.

4. GUIDELINES BY INSTITUTE/REGION

(a) Whether administrative guidelines sent by the Region or the Institute from time to time are complied with? If no, provide the details thereof.

(b) Whether financial guidelines sent by the Region or the Institute from time to time are complied with? If no, provide the details thereof.

(c) Whether provisions contained under Chapter’s Guidelines, 1983 are complied with? If no, provide the details thereof.

5. FIXED ASSETS REGISTER/ACCESSION REGISTER

(a) Whether Fixed Assets Register/ Accession register is maintained and all the columns are duly filled in?

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(b) Whether all assets are duly accounted for in the register?

(c) Whether all assets are identified and marked?

(d) Where physical verification of assets has been conducted during last one year? If no, the date of last verification conducted.

(e) Whether any discrepancy is found during the verification? If yes, provide detail thereof. The action taken to sort out the discrepancy by the date of this report may also be stated.

(f) Whether any unusable/obsolete assets are lying in physical stock/books of account? If yes, provide details thereof.

6. RETURNS/MIS

Whether various periodical returns, MIS as advised by the Region/Headquarter are forwarded in time? If no, provide the period of delay and reasons thereof.

7. MISCELLANEOUS

(a) Are there any other matter, which should be brought to the notice of the Region/ Chapter/Headquarter.

(b) Any general or specific remarks to improve/strengthen the procedure for internal control of the Region/Chapter, please state.

NAME OF THE AUDIT FIRM SIGNATURE NAME OF THE SIGNATORY MEMBERSHIP NO. PLACE: DATE:

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GUIDANCE NOTE 3 : GUIDELINES FOR CONSOLIDATION OF THE ANNUAL ACCOUNTS OF THE INSTITUTE

1. All the Regional Councils/Chapters to finalize their Annual Accounts, in accordance with the prescribed accounting policies, formats of Balance Sheet and Income & Expenditure accounts, Code of Accounts, grouping of Code of Accounts and thereafter get the same audited from their Statutory Auditors.

2. The Statutory Audit at the Regional Councils and Chapters to be conducted by a Chartered Accountant in practice appointed annually. However, such appointment would be on rotational basis once in every three financial years.

3. The Statutory Auditors of the Regional Councils to be appointed at the Annual General Meeting in accordance with the Regulation 130 of the Company Secretaries Regulations, 1982.

4. The Statutory Auditors of the Chapters to be appointed by the Managing Committee of the respective Chapters within 30 days from the conclusion of the Annual General Meeting of the respective Chapters not later than 31st July with the consent of concerned Regional Council.

5. The Chapters are required to adopt the audited accounts at a meeting of their Managing Committee(s), at which the Office-bearers of the concerned Chapters to authenticate the audited accounts and forward the same to the respective Regional Councils, who would in turn consolidate the same with their own Audited Annual Accounts and get it audited by the Regional Statutory Auditors.

6. The Annual Accounts at Regional Councils/Chapters are to be drafted in uniformity with the Headquarters’ guidelines, formats with schedules including Accounting Policies and Notes to Accounts as enclosed.

7. All the Regional Councils to ensure that their own & Region’s Consolidated Audited Annual Accounts duly signed by their Office-bearers with working along with the Audit Reports be sent to Headquarter’s Statutory Auditors, with a copy to Headquarters, as per the target date fixed. Such consolidated audited accounts to be placed before the respective Regional Council at a meeting for consideration.

8. The Headquarters would further consolidate the Regional Consolidated Accounts with its own Audited Accounts and get the same audited.

9. The Audited Consolidated Annual Accounts of the Institute as well as Headquarters Annual Accounts to be placed in the Finance Committee for review and with its recommendations be placed in the Council meeting for consideration and approval.

10. All the Regional Councils to circulate only its own Audited Annual Accounts to the Members for the purpose of Annual General Meeting.

11. In order to strengthen the administrative control of the Regional Councils on their Chapters, the admissible grants/reimbursements payable to the Chapters from Headquarters would be regulated through the Regional Councils under the three-

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tier system. The Regional Council is to coordinate with their constituent Chapters and recommend appropriate quarterly/annual grant claims/disbursements as the case may be and forward such claims within the prescribed period to Headquarters.

12. The Regional Councils to ensure that all the Chapters’ periodical financial returns including Quarterly Internal Audit Reports and replies on the audit paras be placed in the Regional Finance Committee/Regional Council meetings for review and such review report alongwith the Internal Auditors reports of the respective Chapters be forwarded to the Institute within the prescribed period. Further, in the case of small Chapters where there is no mandatory requirements for conducting Internal Audit, the respective Regional Council is to conduct atleast once in a year a comprehensive internal audit of such Chapters. Internal Audit Reports of the same to be reviewed by the Regional Finance Committee/ Regional Council and a review report to be sent to HQ along with the Internal Audit Reports of the respective Chapters.

13. Accounting Policies (a) Oral Tuition, Secretarial Modular Training Programmes (SMTP), Training

Orientation Programmes (TOP) and other fees received from Students at Regional Councils and Chapters are to be accounted for on ‘Receipt basis’ and no accrual thereof is created

(b) Depreciation on additions to fixed assets during the year to be provided on monthly pro-rata basis ie. from the month of addition

(c)1 Cost of library books and periodicals are to be charged to revenue in the year of purchase

(d) Fixed assets costing Rs.5,000 or less, to be fully depreciated (e) Stock of stationery items to be valued at cost based on FIFO basis (f)2 Stock of publications brought out by Regional Councils and Chapters and

remaining on hand at the close of year to be valued at nominal cost of Re.1 for items costing upto Rs.50 and at Rs.5 for items costing above Rs.50

(g) Annual grants, quarterly reimbursements of expenses and subsidy/ commission on sale of HQ publications to the Regional Councils and Chapters to be accounted for on cash basis

(h) Investments — Long term investments are to be carried at cost and diminution in value,

other than temporary, to be provided for — Short term investments are to be carried at lower of cost or fair market

value (i) Income from investments — Dividend on investments in Units to be recognized as income on the basis

of entitlement to receive — Income on interest-bearing securities and fixed deposits to be recognized

on a time proportion basis taking into account the amount outstanding and the rates applicable

1 Revised effective from financial year 2010-11 [See Guidance Note 22(a)] 2 Revised effective from financial year 2010-11 [See Guidance Note 22(b)]

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14. Time schedule for submission of audited annual accounts to Headquarters/ Regional Councils

(a) Chapters to the respective Regional Councils by 30th April

(b) Regional Councils (a) their own accounts to the Headquarters by 31st May

(b) Regional consolidated annual accounts to the Principal Auditors of the Institute, viz. M/s Thakur, Vaidyanath Aiyar & Co., Chartered Accountants, New Delhi by 31st May, while endorsing a copy of the same to the Headquarters alongwith the full working sheets, for further consolidation at Headquarters

15. Supporting details and guidelines relating to various heads of Balance Sheet and Income & Expenditure Account.

(A) BALANCE SHEET

(i) General Reserve

Regions have to exhibit in Consolidation Sheet separately opening balance of General Reserve and Surplus/Deficit for the year so that opening balance of the Regions as a whole should match with closing balance of the previous year.

(ii) Capital Reserve

None of the Regions/Chapter should maintain Capital Reserve Account.

(iii) Building Reserve

The account would be maintained by the Regions & Chapters having its own office land/building.

(a) Regions/Chapters should show separately Building Reserve Account.

(b) Building Loan: The building loan should be shown in the Balance Sheet under the head ‘Current Liabilities’.

(c) The reserve comprises Regions’/Chapters’ own contributions/donations received.

(d) Total amount of contribution by Regions/Chapters and Building Loan should tally with contribution to Headquarters for Land & Building. In case there is a shortfall/excess in reconciliation, the difference in amount should be transferred from/transferred to General Reserve as a one time adjustment.

(iv) Other Reserves

Regions and Chapters have to club all Other Reserve under General Reserve in their individual Balance Sheet in the following manner at the close of the year (Refer Schedule No. 1 “General Reserve” attached with Balance Sheet Format).

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Particulars Rs. Total amount (Rs.) General Reserve -Opening Balance …………. -Add: Surplus/Deficit for the year …………. ____________ Total ……………….. Other Reserves 1. …………. 2. …………. 3. …………. 4. …………. 5. …………. ____________ Total ……………….. In Balance Sheet, Sources of Funds has to contain the following Schedules/Heads of Accounts. 1. General Reserve 2. Building Reserve

(v) Fixed Assets

Regions/Chapters are required to prepare schedule of Fixed Assets as per the format followed by Headquarters for Fixed Assets showing Gross Block, Depreciation Block and Net Block (copy of format enclosed).

(vi) Contribution to Headquarters towards Land & Building and Other Assets.

Amount of contribution should tally with the amount of Building Reserve (Contribution by Region/Chapter plus Building Loan) (as stated at Para 3 under Sources of Funds).

(vii) Investments1

Investment Schedule should contain following securities: (i) Fixed Deposit with PSUs/Financial Institutions. (ii) Bonds of PSUs/Financial Institutions. (iii) Investments in Mutual Funds (SBI, etc.). (iv) UTI Bonds.

The Schedule should contain the following information: (i) Name of the Company with Rate of Interest and No. of Bonds, etc. (ii) Date of Maturity. (iii) Balance as on beginning of the year (Opening Balance). (iv) Additions during the year.

1 Refer Guidance Note 20 for additional Guidelines.

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(v) Deletions during the year.

(vi) Balance as at closing of the year (Closing Balance).

Copy of the format is enclosed for ready reference.

(viii) Current Assets, Loans & Advances

(a) Interest Accrued on Investments

Region/Chapter should include only the interest accrued on the investment (as stated at Sl. No. 3 above) upto the year end i.e. 31st March of the financial year.

(b) Regions/Chapters should include the stock of their own Publications and other items

Stock of Head Office Publications – Statement of stock of ICSI Publications to be enclosed (Item-wise Quantity, Rate and Amount)

(c) Sundry Debtors Regions and Chapters should not include amount due from Headquarters/Regions/ Chapters in this Schedule. The amount due from other parties (outside parties) should only be shown in this Schedule with the following disclosure.

(i) Amount due for more than Six Months -Considered Good …………… -Considered Doubtful …………… _______ Total …(i) ……….. (ii) Others Total …(ii) ……….. Total (i) + (ii) ………..

(d) Cash & Bank Balances (i) Cash in hand, Cheques, Drafts, Postal Orders, Postage Stamps and Franking Units (ii) Balance with Banks (a) Savings Bank Accounts (b) Short Term/Long Term Deposits (iii) Interest Accrued on Term Deposits with Banks Total …………………….

Amount of Linked Term Deposit (relating to the Bank’s Flexi Account) should be disclosed separately if the bank gives such type of facilities.

(e) Loans & Advances Following items have to be clubbed under Loans & Advances:

(i) Advance to employees (if any) (ii) Inter Unit Balances i.e. amount receivable from Head Office, Regional Office,

Chapter, etc. (Unit-wise details showing only debit balance to be enclosed) (iii) Advance to Parties (if any) (iv) TDS recoverable

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(v) Prepaid Expenses (vi) Security Deposit

(f) Current Liabilities & Provisions Items to be clubbed are as below:

(a) Building Loan from Headquarters (b) Fees received in advance - From Students - From Members - Others (c) Sundry Creditors (d) Expenses payable (e) Security Deposit received (f) Amount payable to Headquarters on account of Sale of H.O. Publications. (g) Inter-unit balance i.e. amount payable to Headquarters, Regional Office,

Chapters on miscellaneous account (Unit-wise details showing only credit balances details to be enclosed).

B. INCOME & EXPENDITURE ACCOUNT (i) Income (a) Fees To be reported under the following heads through a Schedule:

(i) Oral Tuition Fee (ii) Library Annual Fee (iii) Library Admission Fee (iv) Others with mention of Head of Account

(b) Grants

Regions/Chapters should mention Head-wise amount of grant received during the year and the reimbursement of expenses from Headquarters contained in a supporting schedule.

(c) Sale of Publications

Sale of H.O. Publications supported by list of publications sold i.e. Quantity, Rate and Amount.

(d) Interest

Gross interest amount should be shown as Income. TDS, if any, deducted by the bank should be disclosed in inner column by way of information.

129

(e) Income from Programmes/Seminars/Advertisements Gross amount of income from Programmes/Seminars/Advertisements should be shown as income and amount of TDS, if any should be disclosed in the inner column by way of information.

(f) Commission on Sale of Publications should be shown separately. (ii) Expenditure (a) All expenses should be shown in gross. Amount of reimbursement, if any, received

from Headquarters, should not be deducted from the expenses. [Note: Reimbursement of expenses has to be considered in income side instead].

(b) Inter-Regional and Intra Regional transfer of H.O. Publications should not be shown in Expenditure side in Income & Expenditure Account.

FORMATS FOR THE PREPARATION OF ANNUAL ACCOUNTS AT REGIONAL/ CHAPTER LEVEL

THE INSTITUTE OF COMPANY SECRETARIES OF INDIA BALANCE SHEET AS AT 31.03.----

(Fig. in Rupees)

PARTICULARS SCHEDULE As at 31st March ---- As at 31st March ----

SOURCES OF FUNDS

General Reserve 1 - -

Building Reserve 2 - -

TOTAL - -

APPLICATION OF FUNDS

Fixed Assets 3

Gross Block - -

Less: Depreciation - -

Provision for Impairment of Assets

- -

Net Block - -

Add: Advance for purchase of land and buildings under construction

- -

Contribution to HQ towards Land/Building and Other Assets

- -

130

Investments 4 - -

Current Assets, Loans and Advances

Current Assets 5

Interest accrued on investments

- -

Stocks in hand - -

Sundry Debtors - -

Cash and Bank balances - -

- -

Loans and Advances 6 - -

Less: Current Liabilities and Provisions

7

Liabilities - -

Provisions - -

- -

Net Current assets - -

TOTAL - -

ACCOUNTING POLICIES AND NOTES TO FINANCIAL STATEMENTS

13

As per our report of even date attached (----------Firm name---------) For and on behalf of the Chartered Accountants Management Committee of________________________ (-------------Name----------) Partner Membership No.---------- Executive Chairman Vice- Secretary Treasurer Officer Chairman (RO/Chapter) Place: Dated:

131

NAME OF THE CHAPTER/REGION________________________ THE INSTITUTE OF COMPANY SECRETARIES OF INDIA

INCOME & EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST MARCH ----

(Fig. in Rupees)

PARTICULARS SCHEDULE For the year ended 31st March

---- ----

INCOME

Fees from Students 8 - -

Sale of Publications - -

Grants Received from Headquarters

Subscription to News-Letters and Advertisements

- -

Interest on Investments (Gross) - -

(Tax deducted at source Rs. (Previous year Rs._______)

- -

Income from Programmes (Gross) - -

(Tax deducted at source Rs. (Previous year Rs._______)

- -

Provisions no longer required, written back

- -

Others 9 - -

TOTAL -

EXPENDITURE

Establishment 10 - -

Oral Tuition - -

Publications - -

Office Stationery - -

Journal and Bulletins - -

Communications - -

Grant Paid to Chapters 11 - -

132

Travelling and Conveyance - -

Student Scholarships and Awards - -

Professional Development Prog. and Training

- -

Others 12 - -

Depreciation 3 - -

- -

Excess/Deficit of Income over Expenditure transferred to General Reserve

- -

TOTAL As per our report of even date attached (----------Firm name---------) For and on behalf of the Chartered Accountants Management Committee of________________________ (-------------Name----------) Partner Membership No.---------- Executive Chairman Vice- Secretary Treasurer Officer Chairman (RO/Chapter) Place: Dated:

133

GENERAL RESERVE SCHEDULE 1 PARTICULARS 31.3.---- 31.3.---- (1) General Reserve As per last Balance Sheet

- -

Add: (i) Donations Received - - (ii) Excess of Income over Expenditure transferred from Income & Expenditure Account

- -

(2) Other Reserves (Mentions specific description)

(a) Opening Balance - - Add: Additions during the Year - - Total - - Less: Amount utilized during the year - - Net Total - - (b) Opening Balance - - Add: Additions during the Year - - Total - - Less: Amount utilized during the year - - Net Total - - (c) Opening Balance - - Add: Additions during the Year - - Total - - Less: Amount utilized during the year - - Net Total - - (d) Opening Balance - - Add: Additions during the Year - - Total - - Less: Amount utilized during the year - - Net Total - - (e) Opening Balance - - Add: Additions during the Year - - Total - - Less: Amount utilized during the year - - Net Total - - TOTAL

BUILDING RESERVE SCHEDULE 2 PARTICULARS 31.3.---- 31.3.---- Building Reserve (Chapter/Region own contributions) As per Balance Sheet

- -

Add: Contribution during the year - - TOTAL - -

SCHEDULE OF FIXED ASSETS SCHEDULE 3

Gross Block Depreciation Net Block Sl. No.

Items

Cost as on 1.4.----

Additions Deletions Total cost as on 31.3.----

Total cost as on 1.4.----

For the Year

Deletions Total as on 31.3.----

Provision for Impair-ment of Fixed Assets

As on 31.3.----

As on 31.3.----

1. Leasehold Land

2. Buildings

3. Furniture & Fixtures

4. Computer Peripherals

5. Cooling Equipment

6. Electrical Equipment

7. Office Machines and Communication Equipment

8. Other Equipment

9. Library Books

10. Vehicles

Current Year Total

Previous Year Total

Capital Advances

11. Land

12. Buildings (under constrn.)

Current Year Total

Previous Year Total

134

135

CONTENTS – AT COST SCHEDULE 4 PARTICULARS Date of

Maturity As on 01.04.----

Addition Deletion As on 31.03.----

(A) FIXED DEPOSITS National Thermal Power Corporation

8% - - - - 7.5% - - - - Housing and Urban Development Corporation

8.5% - - - - 10.5% - - - - 10.5% - - - - 10.5% - - - - 10% - - - - Industrial Development Bank of India

10% - - - - 10% - - - - 10% - - - - Total (A) (B) BONDS ICICI Bank Ltd. 10 (Previous Year 10) 11% Bonds of Rs. 1 lac each

- - - -

Industrial Development Bank of India

600 (Previous Year 60) 14% Bonds of Rs. 10000 each

- - - -

800 (Previous Year 80) 14% Bonds of Rs. 5000 each

- - - -

55 (Previous Year 55) 12% Bonds of 1 lac each

- - - -

85 (Previous Year 85) 12% Bonds of 1 lac each

- - - -

Govt. of India Savings (8%) Taxable Bonds

- - - -

Govt. of India Savings (8%) Taxable Bonds

- - - -

Total (B) (C) MUTUAL FUNDS Units of UTI-Liquid advantage Fund (Previous Year Nil)

- - - -

Unit of SBI Magnum Insta Cash Fund (Previous Year Nil)

- - - -

Less: 136291 Units Redeemed - - - - Total (C) - - - - GRAND TOTAL (A+B+C) - - - -

136

CURRENT ASSETS SCHEDULE 5 PARTICULARS 31.3.---- 31.3.---- Interest Accrued on Investments - - Stock (valued, taken and certified by the Management) Publications - - Paper - - Study Material - - Others - - Sundry Debtors (Unsecured) - - Outstanding for more than six months -considered good - - -considered doubtful - - Others (considered good) - - - - Less: Provision for Bad & Doubtful Debts - - - - Cash and Bank Balances Cash, Cheques/Drafts/Postal Orders, Postage Stamps/ Franking units

- -

With Scheduled Banks Savings Bank account* - - Short/Long Term Deposits - - Interest accrued on term Deposits - - TOTAL *Includes Rs. (Previous Year Rs. ) under Linked Term Deposits with________ Banks LOANS AND ADVANCES SCHEDULE 6 PARTICULARS 31.3.---- 31.3.---- Advances (considered good unless otherwise stated) - - -Employees (including interest accrued thereon) -Recoverable from HQ/Regional Councils/Chapters -Others – considered good - - – considered doubtful - - - - Less: Provision for Bad & Doubtful Debts - - - TDS Recoverable from Government - - Prepaid Expenses - - Security Deposits - - TOTAL - - LIABILITIES AND PROVISIONS SCHEDULE 7 PARTICULARS 31.3.---- 31.3.---- Liabilities Building Loan from Headquarter Received in Advance -Student Registration Fee - - -Others - -

137

Payable to HQ/Regional Councils/Chapters - - Sundry Creditors - - Expense Payable - - Employees - - - - - - Provisions (To be specify individually) - - - - - - TOTAL - -

FEES FROM STUDENTS SCHEDULE 8

FOR THE YEAR ENDED 31ST MARCH PARTICULARS ---- ----

Students Oral Tuition Fees - - Library Fees - - Others (if any) - - - - TOTAL - -

OTHER INCOMES SCHEDULE 9


Interest on staff advances - - Surplus on disposal of Assets - - Incentive on Investments - - Miscellaneous - - TOTAL - -

ESTABLISHMENT SCHEDULE 10


Salaries and Allowances - - Staff Welfare - - - - TOTAL - -

COMMUNICATION SCHEDULE 11


Postage and Courier - - Telephone, Fax, E-mail, etc. - - - - TOTAL - -

138

OTHER EXPENSES SCHEDULE 12 FOR THE YEAR ENDED 31ST MARCH PARTICULARS ---- ----

Advertisement and Career Awareness - - Rent and Taxes - - Electricity and Water - - Insurance - - Repairs and Maintenance - - -Buildings - - -Other Assets - - - - Office Expenses - - Computer Expenses - - Meetings - - Packing, Cartage and Freight - - Loss on Sale/Disposal of Assets - - Bank Charges - - Auditors Remuneration - - Provision for Bad and Doubtful Debts - - TOTAL - -

139

ACCOUNTING POLICIES AND NOTES TO FINANCIAL STATEMENTS

SCHEDULE-13

(A) ACCOUNTING POLICIES 1. The Financial Statements of the Institute have been prepared on historical cost

convention on accrual basis, except to the extent indicated elsewhere, and based on the applicable accounting standards.

2. Fees Oral Tuition, Secretarial Modular Training Programmes (SMTPs), Training Orientation

Programmes (TOPs) and other fees received from students at Regions and Chapters are accounted for on ‘Receipt Basis’ and no accrual thereof is created.

3. Grant/Reimbursement of Expenses Grant received/reimbursement of expenses from Headquarters/Regions are accounted

for on Cash Basis. 4. Commission on Sale of Publications Commission received on sale of Headquarters Publications are accounted for on Cash

Basis. 5. Investments Investments are stated at cost and provision for decline in value wherever considered

necessary is made, if permanent. 6. Fixed Assets (a) Depreciation on fixed assets is charged on written down value basis at the following

rates: Item % -Building 5 -Furniture and Fixtures 10 -Air conditioners/Coolers and other equipments 15 -Vehicle 20 -Computers 40

(b) Pro-rata depreciation on additions is charged on monthly basis depending on the usage of fixed assets purchased during the year. No depreciation is charged in the year of sale.

(c) Library books acquired on or after 01.04.1999 is charged to Revenue Account under the head “Books and Periodicals” at the time of acquisition.

(d) Fixed assets, costing Rs. 5000 or less and those whose written down value is Rs.250 or less at the beginnig of the year, are fully depreciated.

7. Closing Stock (a) Stock of paper (as confirmed by Printers) and office stationery items are valued at

cost. (b) Publications brought out by Regional Offices and remaining on hand at the close of

the year are valued at cost. (c) Stock of study materials, publications, journal/bulletins, audio cassettes, compact

discs and other items are valued at nominal cost of Re. 1 for items costing upto Rs.50 and Rs. 5 for items costing above Rs. 50.

(B) NOTES TO FINANCIAL STATEMENTS

140

THE INSTITUTE OF COMPANY SECRETARIES OF INDIA GROUPING SHEET FOR BALANCE SHEET ITEMS AS ON 31.03.----

AMOUNT CODE PARTICULARS SCHEDULE

As at 31.03.----

As at 31.03.----

GENERAL RESERVE 1 G1300 GENERAL RESERVE - - G1330 DONATIONS RECEIVED - - SURPLUS FOR THE YEAR - - TOTAL - - BUILDING RESERVE 2 TOTAL - FIXED ASSETS 3 FURNITURE & FIXTURES G2300 FURNITURE AND FIXTURES - - G2310 F& F - INTERIOR FURNISHING - - G2311 TABLES ORDINARY - - G2313 CHAIRS ORDINARY - - G2314 CHAIRS COMPUTER - - G2315 STEEL ALMIRAHS - - G2317 FILING CABINETS - - G2322 VENETIAN BLINDS CURTAINS - - COMPUTER PERIPHERALS G2410 COMPUTER PERIPHERALS - - G2411 COMPUTER/SERVERS/PRINTERS - - G2412 UPS/STABILIZERS FOR COMPUTERS - - G2413 BATTERY FOR UPS/STABILIZERS - - G2415 LAN CABLING - - OFFICE & COMMUNICATION EQUIPMENTS G2430 OFFICE MACHINES - - G2432 WEIGHING MACHINES - - G2434 FRANKING MACHINES - - G2435 PHOTOCOPYING MACHINES - - G2436 PAPER SHREDDING MACHINES - - G2437 PUNCHING/BINDING MACHINES - - G2438 CALCULATING MACHINES - - G2463 AMPLIFIER/SPEAKERS - - G2471 TELEPHONE INSTRUMENTS - - G2472 TELEPHONE BOARDS (EPABX) - - G2475 FAX MACHINES - - G2476 INTERCOM INSTRUMENTS - -

141

G2477 SATELLITE INSTRUMENTS - - G2478 SOUND SYSTEMS - - G2480 TIME EQUIPMENTS - - G2490 FIRE EQUIPMENTS - - COOLING EQUIPMENT G2510 COOLING EQUIPMENT - - G2511 AIRCONDITIONERS - - G2512 AIR-CONDITIONING COOLING PLANTS - - G2513 WATER COOLERS - - G2514 DESERT COOLERS - - G2515 WATER COOLERS/FILTERS - - ELECTRICAL EQUIPMENT G2520 ELECTRICAL EQUIPMENT - - G2521 VOLTAGE TRANSF./STABILIZERS - - G2522 EMERGENCY LIGHTS - - G2523 FANS - - G2524 GENERATORS - - G2526 HEAD CONVECTORS - - OTHER EQUIPMENT G2550 NEON-SIGN BOARD - - G2590 OTHER EQUIPMENT - - CAPITAL ADVANCE G2810 LAND UNDER ACQUISITION - - G2820 W-I-P BLDG. CONSTRN./RENOVATIONS - - TOTAL CONTRIBUTION TO HQ TOWARDS FIXED ASSETS G1321 CONT. TO HQ TOWARDS LAND - - G1322 CONT. TO HQ TOWARDS BUILDING - - G1323 CONT. TO HQ TOWARDS OTHER ASSETS - - TOTAL INVESTMENT G3122 FD WITH -PSUs - - G3132 -FIs - - G3162 BONDS OF -PSUs - - -FIs - - G3181 GOI SAVINGS BONDS - - TOTAL - -

142

CURRENT ASSETS, LOANS & ADVANCES CURRENT ASSETS INTEREST ACCRUED ON INVESTMENTS G4140 INT. ACCRUED GOVT. BONDS - - G4150 INT. ACCRUED BANK (BONDS) - - G4160 INT. ACCRUED PSU (FD) - - G4180 INT. ACCRUED FI (FD) - - G4190 INT. ACCRUED FI (BONDS) - - TOTAL CASH IN HAND G4220 STOCK OF PAPER - - G4240 STOCK OF NEWS LETTERS - - G4251 STOCK OF STATIONERY ARTICLES - - G4256 STOCK OF ELEC. GOODS - - G4259 STOCK OF MISC. ITEMS - - TOTAL - - SUNDRY DEBTORS G4300 SUNDRY DEBTORS - - G5800 RESERVE FOR B/D DEBTS - - TOTAL CASH BALANCE G4410 CASH - - G4420 PETTY CASH - - G4430 POSTAL STAMPS FRANKING UNITS - - G4440 CHEQUES/DRAFTS/POSTAL ORDERS - - TOTAL - - BANK BALANCE G4513 CANARA BANK - - G4532 SYNDICATE BANK - - G4533 SB SAURASHTRA - - G4534 INDIAN BANK - - G4538 ICICI BANK - - G4552 VIJAYA BANK - - TOTAL - - BALANCE WITH BANKS IN FIXED DEPOSITS G3111 FD WITH BANK – CANARA - - G3112 FD WITH BANK – SAURASHTRA - - G3115 FD WITH BANK – MAHARASHTRA - - G3113

FD WITH BANK – SYNDICATE - -

143

G3114 FD WITH BANK – ICICI - - TOTAL - - INTEREST ACCRUED ON TERM DEPOSITS G4130 INT. ACCRUED BANK (FD) - - TOTAL - - LOANS & ADVANCES ADVANCES (A) EMPLOYEES TOTAL - - (B) RECOVERABLE FROM HQ/RC/CHAPTERS G3570 .................REGIONS - - G3553 …………...CHAPTERS - - TOTAL - - (C) OTHERS G4731 TRAVELLING ADVANCE - - G4736 PARTIES ADVANCE - - G4741 RECOVERABLE FROM GOVT. (TDS) - -

PROVISION FOR B/D ADVANCES - - TOTAL PRE PAID EXPENSES G4830 PREPAID SERVICE CHARGES EQUIP. - - G4850 PREPAID EXP. INSURANCE - - G4860 PREPAID EXP. WARRANTY - - G4890 PREPAID EXP. OTHERS - - TOTAL - - SECURITY DEPOSIT G4912 SEC. DEPOSIT POST OFFICES - - G4913 SEC. DEPOSIT TELEPHONES - - G4914 SEC. DEPOSIT ELECTRICITY - - G4940 SEC. DEPOSIT RENT - - G4961 MUN. TAXES. MAINT. DEPOSIT - - TOTAL - - CURRENT LIABILITIES & PROVISIONS (A) CURRENT LIABILITIES RECEIVED IN ADVANCE (OTHERS) G5122 NEWS LETTER ADVT. IN ADVANCE - - G5126 PROG. RECEIPTS IN ADVANCE - - TOTAL - -

144

PAYABLE TO HQ/RC/C G3520 ……………….REGIONS - - G3540 ……………….CHAPTERS - - TOTAL - - SUNDRY CREDITORS G5243 TDS PARTIES INCOME TAX - - G5245 TDS PARTIES WC/SALES TAX - - G5300 SUNDRY CREDITORS - - G5381 SUNDRY RECEIPTS FOR PAYMENT - - G5373 SECURITY RECEIVED PARTIES - - G5384 CANC. OF STALE CHEQUES - - TOTAL - - EXPENSES PAYABLE G5210 EXP. PAYABLE (SPECIFY THE NAME OF

EXPENSES) - -

TOTAL (B) PROVISIONS (IF ANY) TOTAL - -

145

NAME OF THE CHAPTER/REGION________________________

THE INSTITUTE OF COMPANY SECRETARIES OF INDIA

GROUPING SHEET FOR INCOME & EXPENDITURE ITEMS AS ON 31.03.----

AMOUNT CODE PARTICULARS SCHEDULECY PY

FEES FROM STUDENTS 8 (A) ORAL TUITION FEES G6240 ORAL TUITION FEE - - TOTAL - - (B) OTHER FEES - - - - - - - - TOTAL - - SALE OF PUBLICATIONS G6300 INCOME FROM PUBLICATIONS ETC. - - G6301 SALE C.S. ACT - - G6302 SALE C.S. REGULATIONS - - G6303 SALE FOUNDN. COURSE PROSPECTUS - - G6304 SALE STUDENT HAND BOOK - - G6305 SALE PMQ PROSPECTUS - - G6306 SALE GUIDE TO CSC – STUDY & EXAM. - - G6307 SALE GUIDE TO TRAINEES - - G6308 SALE QUESTION PAPERS - - G6309 SALE GUIDELINE ANSWERS - - G6311 SALE SEGMENT-WISE ROLE OF CS - - G6312 SALE CONCEPT PAPER REVAMPING - - G6313 SALE MANUAL ON CAPITAL ISSUES - - G6314 SALE GN CERT. UNDER INVESTOR EDN. - - G6315 SALE DIRECTORY OF CSP - - G6316 SALE GUIDE TO CSP - - G6317 SALE GN ON CSP - - G6318 SALE GN SIGNING OF ANNUAL RETURN - - G6319 SALE GN CODE OF CONDUCT - - G6322 SALE GN 104 SEARCH STATUS REPORT - - G6323 SALE GN 105 IE CONTROL ACT - - G6324 SALE GN 106 SECRETARIAL AUDIT - - G6325 SALE GN 107 PRE-CERTIFN. OF DOCU. - - G6326 SALE GN 108 SEBI GUIDELINES - - G6327 SALE SS-1 MEETINGS - - G6331 SALE MONOGRAPH ON TRADE PRACT. - - G6332 SALE REGN. UNDER TRADE MARKS LAW - - G6333 SALE MNGRL. APPTT. AND REMN. - -

146

G6334 SALE INDEX OF ARTICLES (JOURNAL) - - G6335 SALE FOREIGN COLLBRN. AND JV - - G6336 SALE SPECIMEN COMPL. REPORT - - G6337 SALE REFRCR. ON ADR - - G6338 SALE PROPOUNDING AREAS (INCL. CD) - - G6339 SALE REFRCR. ON IPR - - G6340 SALE REFRCR. ON DERIVAVTIVES - - G6341 SALE NIRC’S PUBLICATIONS - - G6342 SALE MEETINGS - - G6345 SALE REFNCR. ON SEBI G L - - G6348 SALE GN ON COMPLIANCE CERT. - - G6349 SALE TAXMAN PUBLICATIONS - - G6350 SALE HB ON M.A. & T LAWS - - G6351 SALE SECOND GEN. REFORMS - - G6352 SALE SS-II GENERAL MEETINGS - - G6353 SALE MONOGRAPH P.D.L. OF DIRECTOR - - G6354 SALE GN ON BOARD MEETINGS - - G6355 SALE GN ON PASSING OF RESOL. - - G6356 SALE GN ON GENERAL MEETINGS - - G6357 SALE SS-III DIVIDENDS - - G6358 SALE GN ON DIVIDEND - - G6359 SALE CG REPORTING - - G6360 SALE REFNCR. ON CO.AMEND.BILL - - G6361 SALE HB ON INTERNAL AUDIT - - G6362 SALE CD-ROM CORP.CALENDAR - - G6363 SALE CORP.GOVR.MODULES - - G6364 SALE WTO TRADE JV&FC - - G6365 SALE GN ON BUY-BACK - - G6366 SALE CO. MEETINGS COMPENDIUM - - G6367 SALE SECURITIES MGMT. & COMPL. - - G6368 SALE T-SHIRTS CAPS. BADGES - - G6369 SALE FLAGS & STANDS - - G6371 SALE GN ON BOARD’S REPORT - - G6372 SALE ARE YOU A CO. DIRECTOR - - G6373 SALE BUSINESS IN THAILAND - - G6388 SALE SMTP MODULES - - G6389 FEE DUPLICATE I CARD - - G6391 FEE DUPLICATE CERTIFICATE - - G6393 SALE EXAM.REGN. FORMS - - G6394 SALE NECK TIES - - G6395 SALE TIE PIN SETS - - G6397 SALE STUDY MATERIAL - - G6398 SALE LIST OF MEMBERS - - TOTAL - - GRANTS RECEIVED FROM HEADQUARTER G7911 MAINTENANCE GRANT - -

147

G7912 DEVELOPMENT GRANT - - G7920 GRANT TRAVELLING - - G7931 GRANT RENT - - G7932 GRANT ELECTRICITY WATER - - G7933 GRANT TELEPHONE - - G7934 GRANT PART-TIME STAFF - - G7935 GRANT FULL-TIME STAFF - - G7936 GRANT ADMN. STAFF - - G7944 GRANT SOCIETY MAINT. EXP. - - G7950 GRANT CAREER COUNSELLING - - G7970 GRANT LIBRARY BOOKS - - G7980 BEST CHAPTER AWARDS - - G7990 GRANT CONTINGENCIES - - TOTAL - - SUBSCRIPTION TO NEWS LETTERS & ADVERT. G6400 INCOME FROM NEWS LETTERS - - G6410 SUBSCRIPTION TO NEWS LETTERS - - G6430 ADVERTISEMENT IN NEWS LETTERS - - TOTAL - - INTEREST ON INVESTMENTS G6611 INT. ON FIXED DEPOSIT BANK - - G6621 INT. ON FIXED DEPOSIT WITH PSU - - G6630 INT. ON FIXED DEPOSIT WITH FI - - G6641 INT. ON BONDS/DEBEN. BANK - - G6661 INT. ON BONDS/DEBEN. FI - - G6671 INT. ON GOVT. BONDS - - G6681 INT. ON BANK SB ACCOUNTS - - TOTAL - - INCOME FROM PROGRAMMES (TO BE SPECIFY INDIVIDUALLY)

- - - - - - - - - - - - - - - - - - - - TOTAL - - PROVISIONS NO LONGER REQUIRED, WRITTEN-BACK

148

G6940 EXCESS PROVN. WRITTEN-BACK - - TOTAL - - OTHER INCOMES 9 G6950 SURPLUS ON DISPOSAL OF ASSETS - - G6960 INCENTIVE/BROKERAGE ON

INVESTMENT - -

G6992 SALE OF WASTE PAPER - - G6996 SALE OF SCRAP ITEMS - - G6999 MISC. INCOME OTHERS - - TOTAL - - ESTABLISHMENT 10 (A) SALARIES AND ALLOWANCES G7110 SALARIES AND ALLOWANCES - - G7192 OVERTIME ALLOWANCE - - G7193 EX-GRATIA/INCENTIVE - - G7210 CASUAL PART-TIME EMPLOYEES - - TOTAL - - (B) STAFF WELFARE G7265 TEA (CANTEEN/OTHERS) - - G7266 REFRESHMENT - - G7269 STAFF WELFARE MISCELLANEOUS - - G7291 RECRTMT. ADVERTISEMENTS - - G7292 RECRTMT. TRAV. CANDIDATES - - TOTAL - - ORAL TUITION EXPENSES TOTAL - - PUBLICATIONS (PURCHASE) TOTAL - - OFFICE STATIONERY G7513 PAPER FOR PHOTCOPIER FAX - - G7514 COMPUTER STATIONERY - - G7521 STATIONERY ARTICLES - - G7522 FILE COVERS - - G7531 PRTG. STATIONERY FORMS - - G7532 ENVELOPES AND LETTER PADS - - G7534 BINDING – BOOKS/REGISTERS - - G7540 PRTG. & STATIONERY OTHERS - - G7541 PHOTOCOPYING/SPIRAL BINDING - - G7545 PRTG. MISC. ITEMS - - TOTAL - -

149

JOURNAL AND BULLETINS G7612 NEWS LETTERS PRINTING - - G7613 NEWS LETTERS ENVELOPES - - G7614 NEWS LETTER ADDRESS PRINTING - - G7616 NEWS LETTERS POSTAGE COURIER - - G7618 NEWS LETTERS ARTICLES - - TOTAL COMMUNICATION 11 (A) POSTAGE AND COURIER G7811 POSTAGE - - G7812 TELEGRAMS - - G7813 SPEED POST - - G7814 COURIER - - TOTAL (B) TELEPHONE, ETC. G7821 TELEPHONES OFFICE - - G7824 FAX - - G7825 INTERNET/WEBSITE - - TOTAL - - GRANT TO CHAPTERS (SPECIFIC WITH HEADS) - - - - - - - - - - TOTAL - - TRAVELLING AND CONVEYANCE G8150 TRAVEL MEETINGS - - G8160 TRAVEL OTHERS - - G8182 TRAVEL STAFF - - G8191 CONVEYANCE MONTHLY - - G8192 CONVEYANCE DAY-TO-DAY - - TOTAL - - STUDENTS SCHOLARSHIPS AND AWARDS G8310 MERIT SCHOLARSHIPS - - G8320 MERIT-CUM-MEANS ASSISTANCE - - G8330 PRIZE AWARDS - - TOTAL - - PROFESSIONAL DEVELOPMENT PROGRAMMES AND TRAINING

G8411 CONFERENCE ORGANISATION EXP. - -

150

G8426 FOUNDATION DAY EXPENSES - - G8483 TRAINING DIARY - - G8484 TRAINING MATERIALS - - G8485 TRAINING HONORARIUM - - G8486 TRAINING TRAVEL - - G8488 SMTP/TOP MODULES - - TOTAL - - OTHER EXPENSES (A) ADVERTISEMENTS (i) CAREER AWARENESS - - - - - - TOTAL - - (B) RENT AND TAXES G8940 GROUND RENT TAXES - - OTHER TAXES - - TOTAL - - (C) ELECTRICITY AND WATER G8950 ELECTRICITY CHARGES - - G8960 WATER CHARGES - - TOTAL - - (D) INSURANCE G9010 INSURANCE BUILDINGS - - G9020 INSURANCE ASSETS/STOCKS - - G9050 INSURANCE CASH IN TRANSIT - - G9070 INSURANCE FIDELITY - - G9080 INSURANCE CASH IN SAFE - - G9090 INSURANCE OTHERS - - TOTAL - - (E) REPAIRS AND MAINTENANCE BUILDINGS G9111 BLDG. R/M – ELECTRICAL - - G9112 BLDG. R/M – SANITARY - - G9118 BLDG. R/M – OTHERS - - TOTAL - - OTHER ASSETS G9121 ASSETS R/M – FURNITURE - - G9122 ASSETS R/M – MACHINES/EQUIPMENT - - G9131 EQUIP. SERVICING AC, COOLERS, ETC. - -

151

G9132 EQUIP. SERVICING COMP./PRINTERS - - G9133 EQUIP. SERVICING GENSETS - - G9134 EQUIP. SERVICING COMMN. EQUIP. - - G9135 EQUIP. SERVICING OFFICE EQUIP. - - G9137 EQUIP. SERVICING LIFT - - TOTAL - - (F) PROFESSIONAL SERVICES G9223 PROF. FEES INTERNAL AUDITORS - - G9224 PROF. FEES CONSULTANTS - - TOTAL - - (G) OFFICE EXPENSES (i) OFFICE UPKEEP & MAINTENANCE G9311 OFF.MAINT. CLEANING/DUSTING - - G9312 OFF.MAINT. CARPETS/TOWELS - - G9313 OFF.MAINT. PEST CONTROL - - G9314 OFF.MAINT. POCKET CALCULATORS - - TOTAL - - (ii) OFFICE MISCELLANEOUS G9327 OFF. MISC. CROCKERY - - G9329 OFF. MISC. OTHERS - - TOTAL - - (iii) BOOKS AND PERIODICALS G9340 BOOKS, NEWSPAPERS AND PERIODICAL - - TOTAL - - (iv) SECURITY SERVICES G9350 SECURITY SERVICES - - TOTAL - - (v) AUDIT EXPENSES G9360 AUDIT EXPENSES - - TOTAL - - (vi) ROUNDING-OFF G9370 ROUNDING-OFF - - TOTAL - - (H) COMPUTERISATION DATA PROCESSING G9450 DATA PROCESS ACCOUNTING - - G9480 DATA PROCESS OTHERS - - TOTAL - -

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(I) MEETINGS G9511 MEETING EXP. REFRESHMENT - - G9512 MEETING EXP. HALL CHARGES - - G9513 MEETING EXP. PHOTOGRAPHS - - G9519 MEETING EXP. OTHERS - - TOTAL - - (J) PACKING, CARTAGE AND FREIGHT G9521 PACKING MATERIAL GENERAL - - G9522 LOCAL CARTAGE GENERAL - - TOTAL - - (K) LOSS ON SALE/DISPOSAL OF ASSETS G9541 LOSS ON DISPOSAL OF ASSETS - - TOTAL - - (L) BANK CHARGES G9560 BANK CHARGES - - TOTAL - - (M) AUDITORS REMUNERATION G9581 S/AUDITORS AUDIT FEES - - G9582 S/AUDITORS OTHER SERVICES - - TOTAL - - (N) BAD AND DOUBTFUL DEBTS G9590 BAD/DOUBTFUL DEBTS - - TOTAL - - Grand Total (A to N) G9830 DEPRN. FURNITURE AND FIXTURES - - G9840 DEPRN. COMPUTER PERIPHERALS - - G9850 DEPRN. COOLING EQUIPMENT - - G9860 DEPRN. ELECTRICAL EQUIPMENT - - G9870 DEPRN. OFFICE/COMMN/OTHER EQUIP. - - G9890 DEPRN. VEHICLES - - TOTAL - - Total Expenses - -

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GUIDANCE NOTE 4 : GUIDELINES FOR ACQUISITION OF PREMISES FOR CHAPTER OFFICES – ACCOUNTING TREATMENT

There is a variation in the amount of contribution between the amount as shown in the books of account of the Institute finalized at the time of acquisition of premises and the amount actually shown in the Balance Sheets of the Chapters as at the end of subsequent year(s).

Since the entire cost of the land/buildings is to be shown only in the Institute’s books, any addition made to the buildings by the Chapter during the subsequent year(s) of acquisition should be reflected therein.

However, before the incorporation of this addition amount it is obligatory on the part of the Chapters to furnish complete details of the addition made to the buildings, to examine whether the expenditure is of capital nature to be capitalized in the building cost. Only on the basis of written confirmation from the Institute the Chapters will show the same in their books of accounts as their contribution with the nomenclature reading as “Contribution to ICSI Building”.

Under the circumstances, the Chapters are requested to send complete details year-wise, for the additional amount shown as their contribution, over and above the original amount conveyed to the Chapters in writing after the process of acquisition of premises was completed.

GUIDANCE NOTE 5 : GUIDELINES FOR DISPOSAL OF OLD FURNITURE ITEMS 1. As Asset Disposal Committee consisting of at least 3 office bearers as nominated

by Regional Council/Managing Committee to oversee the procedure of disposing-off of old and unusable items be formed.

2. A list of disposable items be prepared and placed before the Regional Council/ Managing Committee for approval.

3. The assets/furniture items which are beyond repairs and cannot be put to use should only be brought on the list of disposable items.

4. The items which have been approved for disposal should be brought to the notice of employees of the concerned Regional Offices/Chapters by way of inviting quotations from employees. Such circular should inter alia contain an offer for sale of old furniture items and their written down value as reserve prices.

5. The items which still remained to be disposed off after taking necessary action at Sl.No. 4 above should be disposed off in the manner decided by the Regional Council Committee.

6. The money realized after disposal should preferably be utilized for purchasing the capital items.

7. Suitable entries be made in the Asset Register after the asset has been disposed off.

8. A yearly report/statement containing the details of items disposed off, amount realized and utilized may be sent to the Institute with a copy to concerned Regional Council for their information and record.

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GUIDANCE NOTE 6 : ANNUAL GRANT, BUILDING GRANT, ETC. TO REGIONAL COUNCILS AND CHAPTERS 1. ANNUAL GRANT

It would be paid in two forms comprising as (A) Maintenance Grant and (B) Development Grant.

(A) Maintenance Grant (a) It will be paid on the following basis:

(i) Gradation of Chapter Revised w.e.f. 1.4.2008

Grade Number of Members A 300 & above B 100 to 299 C 25 to 99 D 12 to 24

(ii) The revised rate of grant is applicable to ‘B’, ‘C’ and ‘D’ Grade Chapters as under w.e.f. 2008-09:

‘B’ Grade = Rs. 15,000/- ‘C’ Grade = Rs. 12,000/- ‘D’ Grade = Rs. 8,000/-

The conditions for availing of the Maintenance Grant are as under:

(a) The level of activities to be conducted by the concerned Chapter for enabling it to become entitled for the grant, is given in Annexure-A

(b) Out of the grant amount, at least 25% should be allocated for acquiring capital items, 15% for Library books and the balance could be spent on revenue items of expenditure.

(c) The grant would be paid during the financial year on receipt of a claim in the prescribed form of Checklist as per Annexure-B, containing activities related to the previous financial year.

(d) The grant would not be carried forward to be allowed during the subsequent years for more than one year. It would be in the interest of the Chapter to claim the grant timely, otherwise it would get lapsed.

Claim Procedure

Duly filled-in Checklist along with copies of audited annual accounts and annual report of the managing Committee for the previous financial year, should be routed through the concerned Regional Council for its recommendations.

(B) Development Grant

(i) It is based on the number of students registered under the Foundation as well as Executive Programmes during the Calendar Year and falling in the respective

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region/jurisdiction. The amount of grant for Regional Councils and Chapters is as under:

Chapters Programme Regional Councils Grade ‘A’ Grade ‘B’ Grade ‘C’ Grade ‘D’

Foundation Rs. 20 per student

Rs. 30 per student

Rs. 40 per student

Rs. 50 per student

Rs. 60 per student

Executive Rs. 30 per student

Rs. 40 per student

Rs. 50 per student

Rs. 60 per student

Rs. 70 per student

(ii) The payment of Development Grant is independent of Maintenance Grant and it would be paid by the Institute without calling for any data/claim from the Region/ Chapters.

(iii) Out of the Development Grant released at least 25% should be spent on acquiring the books for the Library or on acquiring the capital assets by both Regional Councils and Chapters and the rest of the amount could be spent on the revenue nature of items.

The Development Grant to the Regional Councils and Chapters would be released during the following financial year on getting the duly reconciled figures of registered students for the period from 1st January to 31st December.

2. BUILDING GRANTS & LOANS

Grant Loan Own Resources

Repayment

Regional Councils

As may be decided by the Council on case to case basis.

Loan amount to be repaid in 10 equal annual instalments

Chapters Grade

A

60% of the cost of the project or Rs. 25 lacs whichever is less


Balance cost of the project

-do-

B 60% of the cost of the project or Rs. 20 lacs whichever is less


-do- -do-

C 70% of the cost of the project or Rs. 15 lacs whichever is less


-do- -do-

D 80% of the cost of the project or Rs. 10 lacs whichever is less


-do- -do-

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(i) Building Grants and Loans for purchase of land and construction of office premises on it or purchasing the ready-built premises shall be considered subject to the availability of funds and scrutiny of proposal.

(ii) Regional Councils/Chapters should constitute a Building Committee for acquiring land/ office premises.

(iii) The proposal1 for acquiring land/office premises for Regional Councils should have the unanimous approval of the Building Committee and Regional Council. In case of land/ office premises for the Chapters unanimous approval for the concerned Managing Committee of Chapters & Building Committee is required. The recommendations and copy of the relevant extracts of the Building Committee and Managing Committee is required to be sent to the concerned Regional Council for its consideration. The recommendations of the Regional Council are required to be sent to the Headquarters for its consideration and approval.

(iv) The revised limit as stated above would also be applicable to the Regional Councils/Chapters who have already availed of the Building Grants/Loans, but they have plan for expansion/purchase of new building or if there is any outstanding loan. In such cases, the amount of additional Building Grant to such Regional Councils/Chapters would be the difference of the amount which would be available as per the revised limits and the amount already availed of by the concerned Regional Council/Chapter or to the extent of outstanding Building Loan. The procedure for availing the additional Building Grant would remain the same as is applicable for the first occasion case.

(v) The Regional Councils/Chapters would also be eligible for the Building Grant/ Loan for expansion of Regional Councils/Chapters office premises. But such Building Grant would be given only once to the Regional Councils/Chapters and that too after the expiry of 10 years from the first Building Grant/Loan availed.

3. REIMBURSEMENT OF INITIAL FURNISHING GRANT

The Regional Council/Chapter who have acquired or constructed their own office building would be eligible for reimbursement of an initial Furnishing Grant to the extent of 10% of the Building Grant or 75% of the actual cost of Initial Financial Grant, whichever is less. It would be treated as a sort of additional grant to the Region/Chapter. For claiming this grant, the Regional Council would be required to lodge a claim along with a relevant resolution/extract of the minutes of the Regional Council and original receipts/bills, etc., thereof to the Institute. In case of Chapters, the Managing Committee of the Chapter would be required to send a claim along with a relevant resolution/extract of the minutes of the Managing Committee of the Chapter to the concerned Regional Council alongwith the original receipts/bills, etc., thereof for the recommendations of the concerned Regional Council for onward transmission to the Institute’s Headquarters for its consideration.

1 Prescribed formats given as per Annexure C, D & E may be used as per applicability.

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4. GUIDELINES FOR RENOVATION/REFURBISHING OF RCS/CHAPTERS BUILDINGS/PREMISES

Guidelines for renovation and refurbishing of Regional Councils’/Chapters’ own office premises/buildings:

Grant (Institute’s contribution)

Grant (Regional Council’s contribution)

Own Resources

RCs 50% of the total cost of the project or Rs. 8 lacs whichever is less

Balance cost of the project

Chapters Grade

A


10% of the cost of the project or Rs. 1 lac whichever is less

-do-

B 55% of the cost of the project or Rs. 5 lacs whichever is less

15% of the cost of the project or Rs. 75,000 whichever is less

-do-

C 60% of the cost of the project or Rs. 4 lacs whichever is less


-do-

D 65% of the cost of the project or Rs. 3 lacs whichever is less


-do-

Grant will be considered subject to fulfillment of the following conditions:

(i) No Building loan is outstanding against the concerned Regional Council/Chapter;

(ii) Renovation/Refurbishing/Expansion of the Building will be granted only once and that too after the expiry of 10 years from the Building Grant availed;

(iii) In the case of Regional Council, the proposal will be duly approved by the concerned Regional Council. The proposal would provide total cost of the Project and the means of Finance other than the grant to be given by the Institute;

(iv) In the case of Chapters, the proposal will be recommended by the concerned Regional Council after the same has been approved by the Managing Committee of the Chapter. The Managing Committee of the Chapter while approving the proposal would indicate the total cost of the Project and Means of Finance other than the Grant from the Institute and the Regional Council;

(v) The grant from the Institute to the Regional Councils and Chapters will be admissible only after achieving 75% of the targets fixed in the last President’s meeting for Registration of Students and Career Awareness Programmes;

(vi) The Chapter should maintain regular Library and facilities for both reading room and borrowing books should be provided to Students;

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(vii) Certificate confirming that the sale proceeds of Publications have been remitted to the Institute on or before the scheduled date in the preceding two years;

(viii) Certificate confirming that Annual Reports & Accounts have been forwarded to the concerned Regional Council before the scheduled date in the preceding two years (in case of Chapters);

(ix) Certificate confirming that consolidated Annual Accounts & Report in respect of that region has been forwarded by the Regional Council to Headquarters on or before the schedule date in the preceding two years (in case of Regional Council);

(x) Certificate confirming that minimum Professional Development Programmes as prescribed by the Headquarters for Members and Students have been conducted in the preceding three years.

5. QUARTERLY REIMB. OF ESTABLISHMENT EXPENSES TO CHAPTERS (REVISED W.E.F. 1.4.2008)

(a) Amount

Grade Rent Electricity and Water

Telephone Full-Time

Salary

Part-time Salary

‘A’ 80% of actuals, subject to maximum of Rs.7,500 p.m., whichever is lower

Actuals, subject to a maximum of Rs.3,000 p.m., whichever is lower


Upto Rs.6,000 p.m.

Rs.2,000 p.m.

‘B’ 90% of actuals, subject to maximum of Rs.6,000 p.m., whichever is lower


Actuals, subject to a maximum of Rs.750 p.m., whichever is lower

-do- -do-

‘C’ 90% of actuals, subject to maximum of Rs.5,000 p.m., whichever is lower


-do- Upto Rs.3,500 p.m.

-do-

‘D’ 100% of actuals, subject to maximum of Rs.3,000 p.m., whichever is lower


-do- -do- -do-

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(b) Conditions and claim procedure

1. The main purpose of giving such reimbursement is to ensure that the Chapter offices function regularly atleast for a couple of hours each day for a minimum of five days in a week. The Offices should be independent and arrangement should be made to have them kept open with one of the Office-bearers or Part-time staff available at the premises during the fixed timings.

2. Claim is to be made out in the prescribed format as per Annexure-F strictly on a quarterly basis, i.e. Quarter ending June, Sept., Dec. & Mar., and submitted alongwith concerned Region’s endorsement within a week from the end of the quarter. Claims submitted late beyond a reasonable period may not be considered. In any case, accumulated claims will not be entertained.

3. Amount mentioned against each item of expenditure should be the actual expenditure incurred and neither adhoc amounts nor the scales of reimbursement as given should be filled. Items of expenditure not covered in the claim format will not be considered for reimbursement.

4. Claim properly filled in should be sent to the concerned Regional Council for their recommendations and onward transmission to the headquarters for reimbursement.

6. LIBRARY GRANT

In view of revision in Syllabus, each of the Regional Councils and Chapters be provided with fresh one-time grant of Rs. 10,000 to equip the Library with new books.

7. CAREER AWARENESS

The Officer posted at each of the Regional Offices for career awareness work exclusively, would focus attention for holding career awareness programmes in their respective region. Reimbursement of actual expenses will be subject to a maximum of Rs. 500 per career awareness programme.

8. CAREER FAIRS

Based on granting specific permission to Regional Councils and Chapters for participation in the Career Fairs, reimbursement is allowed for actual expenses.

9. PRESS CONFERENCES

Reimbursement of actual expenses to the Regional Councils and Chapters for holding the Press Conferences during the visits of the President, Vice-President and Secretary & CEO.

10. CAPITAL ASSETS

Depreciation on the capital assets provided by the Headquarters to the Regional Councils & Chapters such as computers, printers and other office machines/equipment, is being reflected in the Income & Expenditure Accounts of the Headquarters and not charged in the Income & Expenditure Accounts of the Regional Councils & Chapters. This in itself is an incentive and boost in the surplus being generated by them.

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11. INCENTIVE FOR CONDUCTING ORAL TUITION CLASSES

Initially upto two years, the deficit on account of conducting oral coaching classes is being reimbursed to the Chapters, upto a maximum of Rs. 10,000 per session, irrespective of the number of classes conducted. Further, reimbursement @ Rs. 5 per answer book towards evaluation charges in respect of the tests held as per oral tuition scheme is also allowed.

12. INCENTIVE ON SALE OF PUBLICATIONS

Incentive on the sale of Publications and CDs to the Regional Councils & Chapters as per the following criteria:

(i) 20% commission on sale of Guidelines Answers (Foundation, Executive and Professional programmes).

(ii) 25% commission on sale of CDs (excluding study material and guidelines answers on CDs), i.e. CD on CSJ-35 years, CD on Propounding Areas, CD on Doing Business in Singapore.

(iii) 10% commission on sale of all publications of Taxman including Corporate Laws.

No commission is allowed on sale of study material of Foundation/Executive/ Professional Programmes, CS Act, CS Regulations, Hand Book, Foundation Course Prospectus, Registration/ Examination Forms, Training Diary and T-Shirts/Caps.

Additional incentive of 5% may be provided to all such Chapters who are regular in making timely remittance of sale proceeds of publications to the Headquarters.

13. INCENTIVE FOR COUNSELLORS

(i) Reimbursement of actual expenses upto a maximum of Rs. 1,000 for all the career awareness programmes initiated and organized by them, subject to the stipulation that there was an audience of atleast 50 students including the faculty in all such programmes.

(ii) Incentive of Rs. 100 per applicant in respect of the candidates seeking admission/registration through the Counsellor.

(iii) Discount of 20% on sale of ICSI Publications to meet the administrative expenses.

(iv) Publications upto Rs. 1,500 which include Prospectus for Foundation/Executive Programmes, Guideline Answers and Examination Forms.

(v) Expenses incurred on postage/courier on actual basis.

(vi) Brochures and other literature for holding Career Awareness Programmes.

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ANNEXURE ‘A’

LEVEL OF ACTIVITIES TO BE CONDUCTED BY THE CONCERNED CHAPTER FOR BECOMING ELIGIBLE TO APPLY FOR MAINTENANCE GRANT (ANNUAL)

A. Main Activities

1. Maintains regular correspondence with the Regional Council and Headquarters, holds regular Managing Committee Meetings and Annual General Meeting and sends the annual accounts and reports within the stipulated period.

2. Regular and Oral Tuition/Refresher classes should be organized by Grade ‘B’ and ‘C’ Chapters, and regular monthly meetings and Refresher classes should be organized within 2 years by Grade ‘D’ Chapters.

3. At least one paid programme of seminar/conference/workshop/symposium of one day or more duration should be organized in each financial year by Grade ‘B’ and ‘C’ Chapters.

4. Arrangement should exist for dissemination of information on the activities of the Institute to students and local public at a regular office of the Chapter notified by the Managing Committee to the Institute within one year of formation. A Library should be properly maintained by Grade ‘B’, ‘C’ and ‘D’ Chapters of the Institute.

5. Promptness in liaison work with the local Governments, Universities and other agencies and in replying to the Institute’s correspondence and observance of guidelines issued by the Institute and its Regional Council from time to time.

6. Facilities organized for the benefits of students like Career Awareness programmes, lectures in local colleges, provision of studentship forms, information service, Library, etc. Library facilities must be extended to students within a period of two years of inauguration of the Chapter.

B. Desirable Activities

1. Chapters should never depend entirely on the grants receivable from the Council/ Regional Council, but should make continuous efforts to build up their own financial resources from seminars/workshops, advertisements in souvenirs, donations in cash or kind, annual fees for Library from students, etc.

2. The Chapter has its own independent office for dissemination of information to members, students and general public and effective liaison with students, members and local authorities.

3. It maintains a high level of professional development activities in general including regular Study Circle Meeting.

4. Employment Service Scheme for members and students is maintained.

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ANNEXURE ‘B’ (to be sent to the Regional Council for endorsement

and onward transmission to HQ)

CHECKLIST CLAIMING MAINTENANCE GRANT FOR THE CURRENT FINANCIAL YEAR______________

Part I: General Information

1. Name of the Chapter __________________________

2. Year of formation _____________

3. Address (as resolved by the Managing Committee)

__________________________

__________________________ __________________________ __________________________

4. Working days and timings __________________________

__________________________

5. No. of Members/Students as at the close of the previous year as per information available with the Chapter

Members_____ Students______

6. Whether Books of Accounts including Assets Register, Library Books Accession Register, and Minutes Book, etc. are maintained properly

__________________________

Part II: Activities undertaken during the previous financial year___________

7. No. of Managing Committee Meetings held _________________

8. Whether Oral Tuition/Refresher Classes held __________________________

8a. If so, number of Students enrolled for Foundation, Intermediate & Final in the last session

__________________________

8b. Financial summary in brief: Income Rs. _______________ Expenditure Rs. _______________ Surplus Rs. _______________

9. Grant received from HQ:

Maintenance Grant Rs. _______________

Development Grant Rs. _______________

Total Rs. _______________

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9a. Amount utilized on addition to library books/capital items for increasing the infrastructure and as a percentage of total grant

Rs. _______________ _______%

(Note: As per guidelines, atleast 25% of the total grant received, is to be spent on library books including capital infrastructure)

10. Professional Development Programmes held: No. of No. of Income Expenditure Surplus Occasions Participants Rs. Rs. Rs.

Seminar

Symposium

Workshop

Study circle

Lecture

11. Amount of surplus generated from other activities (Oral Tuition, Academic Programmes, Grants from HQ/Regional Council)

Rs. _______________

12. Value of Books added to the Library and as a percentage to the surplus out of items

Rs. _______________ _________%

(Guidelines is 25%)

13. Internal Audit (applicable in the cases of Grade B&C Chapters)

13a. Whether Internal Audits conducted in respect of all the four quarters

Q1 (30th June) Yes No Q2 (30th Sept.) Yes No Q3 (31st Dec.) Yes No Q4 (31st March) Yes No

13b. Details of reference under which the Reports and the Replies furnished to HQ

Q1__________________ Q2__________________ Q3__________________ Q4__________________

14. Whether sale of HQ publications undertaken Yes No

14a. If so,

(i) Total sale value for the year Rs. _______________

(ii) Amount remitted against the above Rs. _______________

14b. Whether monthly Sale/Stock Statements are being sent to HQ regularly

Yes No

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14c. Details of last remittance:

(i) For the month of _______________

(ii) Amount Rs. _______________

(iii) DD No. & Date (or) ______________________

(v) Date of deposit in HQ A/c with ICICI Bank _______________

Based on the above facts for the previous financial year_________, our request for payment of Maintenance Grant due for the current financial year____________, may be recommended by the Regional Council and sent to the Headquarters. Date______________ SECRETARY/CHAIRMAN

FOR USE OF THE REGIONAL COUNCIL Recommended for payment of Maintenance Grant for the year_________

to___________ Chapter. The Regional Council proposes to pay/has paid Rs._________ from its funds to the above Chapter during the current financial year for the purpose of_______________________. Date______________ SECRETARY/CHAIRMAN

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ANNEXURE ‘C’ (A) APPLICATION FOR BUILDING GRANT/LOAN FOR ACQUISITION OF

READY-BUILT PREMISES FOR REGIONAL COUNCIL OFFICE S.No. Particulars Information

1. Name of Regional Council

2. Number of Members as on date

3. Number of Students as on date

4. Address of the Proposed premises

5. Area of theprposed premises (in sq.ft.)

Carpet Area

Built-up Area

Super Area

6. Cost of the premises @ Rs.______ per sq. ft.

7. Stamp Duty, Registration/Trasfer charges etc.

8. Brokerage, ifany

9. Means of Finance

(a) Contribution of Regional Council

(b) Grant & Loan of HQs

(c) from other Sources

10. Plan for repayment of loan within the stipulated period

11. Monthly outgoings

12. Status of the premises

13. Owner of the proposed premises

Contact Person

Contact Number

14. Whether the land and the proposed office Premises is built up by Govt. or Private

15. Whether the land and the proposed office premises are free from all encumbrances, Liens and litigations (copy of the legal search report is enclosed)

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S.No. Particulars Information

16. Whether the land on which the proposed office premises is built is free hold or lease hold

17. Whether a certificate from an authorized Architect or Civil Engineer or valuer indicating the present market rate (per sq. ft.) is received (copy of the certificate obtained from authorized Architect/Civil Engineer/Valuer is enclosed)

18. Whether certificate is received from the Advocate indicating that the seller is the absolute owner of the premises and has full authority to sell the premises (copy of certificate is enclosed)

19. Copy of the floor plan

20. If already furnished, indicate the detail furnishing of the premises along with the photographs of inside of the premises

21. Cost for furnishing the premises

22. Whether Building Committee for the proposed Premises is constituted

23. Whether proposal for acquiring the new office premises was approved by the Building Committee and Regional Council (copy of the extract of the minutes of the Building Committee & Regional Councils are enclosed)

24. Details of the Electricity load and facilities available

25. Details of the Water connection/facilities available

26. Whether parking facilities are available. (Details of space availability may be indicated)

27. Details of Toilet facilities available

28. Formalities required to be competed for taking over physical possession of Proposed premises and execution of Sale deed

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29. Schedule of payments

30. Any other information/details not Covered above

31. Due diligence Dated: SECRETARY/CHAIRMAN

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ANNEXURE ‘D’ (B) APPLICATION FOR BUILDING GRANT/LOAN FOR ACQUISITION OF

READY-BUILT PREMISES FOR CHAPTER OFFICE S.No. Particulars Information

1. Name of Chapter

2. Grade of the Chapter

3. Number of Members as on date

4. Number of Students as on date

5. Address of the Proposed premises

6. Area of theprposed premises (in sq.ft.) Carpet Area Built-up Area Super Area

7. Cost of the premises @ Rs.______ per sq. ft.

8. Stamp Duty, Registration/Trasfer charges etc.

9. Brokerage, if any

10. Means of Finance (a) Contribution of Chapter (b) Contribution of Regional Council (c) Grant & Loan of HQs (d) Other Sources


12. Monthly outgoings

13. Status of the premises

14. Owner of the proposed premises Contact Person Contact Number

15. Whether the land and the proposed office Premises is built up by Govt. or Private

16. Whether the land and the proposed office premises are free from all encumbrances, Liens and litigations (copy of the legal search report is enclosed)

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17. Whether the land on which the proposed office premises is built is free hold or lease hold (copy of title deed is enclosed)

18. Whether a certificate from an authorized Architect or Civil Engineer or valuer indicating the present market rate (per sq. ft.) is received (copy of the certificate obtained from authorized Architect/Civil Engineer/Valuer is enclosed)

19. Whether certificate is received from the Advocate indicating that the seller is the absolute owner of the premises and has full authority to sell the premises (copy of certificate is enclosed)

20. Copy of the floor plan

21. If already furnished, indicate the detail furnishing of the premises along with the photographs of inside of the premises

22. Cost for furnishing the premises

23. Whether Building Committee for the proposed Premises is constituted

24. Whether proposal for acquiring the new office premises was approved by the Building Committee of Chapters, & Regional Council, if approved relevant copy of the extract of the minutes of the Building Committee of Chapters & recommendation of Regional Councils are enclosed.

25. Details of the Electricity load and facilities available

26. Details of the Water connection/facilities available

27. Whether parking facilities are available. (Details of space availability may be indicated)

28. Details of Toilet facilities available

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29. Formalities required to be competed for taking over physical possession of Proposed premises and execution of Sale deed

30. Schedule of payments

31. Any other information/details not Covered above

32. Due diligence Dated: SECRETARY/CHAIRMAN

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ANNEXURE ‘E’ (C) APPLICATION FOR BUILDING GRANT/LOAN FOR ACQUISITION OF LAND AND CONSTRUCTION OF BUILDING FOR REGIONAL COUNCIL AND CHAPTER


1. Name of Regional Council/Chapter

2. Number of Members of Regional Council/ Chapter as on date

3. Number of Students of Regional Council/ Chapter as on date

4. Whether Building Committee is constituted for purchase of land and construction of office building

5. Whether proposal for acquiring the land and construction of office building were approved by the Building Committee of Regional Council/Chapter, Regional Council/Managing Committee of Chapter & Regional Council (in case of Chapters). Please enclose the relevant copy of extract of minutes of Building Committee, Regional Council and Managing Committee of Chapter

6. Name & Address of the Seller

7. Address & location of the proposed land

8. Whether the seller has clear/undisputable title to the land

9. Whether the seller has got clearance from Income Tax and other local authorities (applicable only in case of private seller)

10. Area of the proposed land (in sq. ft.)

11. (a) Cost of the land @ Rs.___ per sq. ft.

(b) Estimated cost of the land

12. Stamp Duty, Registration/Transfer charges etc.

13. Brokerage, if any

14. Whether the proposed land is of Government or Private

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15. Whether the proposed land is free from all encumbrances, Liens and litigations (copy of legal search report is enclosed)

16. Whether land is free hold or lease hold (Plese enclosed the copy of title deed)

17. Whether a certificate from a Valuer indicating the present market rate per sq. ft. is received

18. Whether a certificate is received from an Advocate indicating that the seller is the absolute owner of the land and has full authority to sell the land

19. Estimated cost of construction of Building with break-up details

20. Probable period within which the construction would be completed

21. Means of Finance for cost of land and construction of building

(a) Contribution of Regional Council (b) Contribution of Chapter (c) Grant & Loan of HQrs. (d) Other Sources


23. Copy of floor plan

24. Formalities required to get sanction of building plan from the local Government authorities

25. Any other information/formalities not covered above

26. Due Diligence Dated: SECRETARY/CHAIRMAN

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ANNEXURE ‘F’ (D) CLAIM FOR REIMBURSEMENT OF ESTABLISHMENT EXPENSES

FOR THE QUARTER ENDED____________ (to be sent to the Regional Council for its endorsement and onward transmission to HQ) 1. Name of the Chapter _____________________________ 2. Address from which functioning _____________________________ _____________________________ _____________________________ _____________________________ 3. Type of premises Own (or) Rented 4. Details of working days and timing _____________________________ _____________________________ 5. Whether hiring of premises and office timings are approved by the Managing Committee Yes No 6. Details of expenses (actual expenditure should be furnished). Items of expenses

other than those mentioned at Sl. No. 6a to 6g may not be included. ________ ________ ________Total (Month 1) (Month 2) (Month 3) 6a. Rent ________ ________ ______________ 6b. Electricity (see details) ________ ________ ______________ 6c. Water ________ ________ ______________ 6d. Telephone (see details) ________ ________ ______________ 6e. Part-time staff ________ ________ ______________ 6f. Full-time staff ________ ________ ______________ (only in case of own premises and with the approval of HQ) 6g. Maintenance charges paid to Society/Association ________ ________ ______________ (only in case of own premises and to be supported by Bills/Demand Notices) Total ________ ________ ______________ 7. Details of expenditure on Electricity and Telephone 7a. Electricity Period From___________ To_____________ Rs._____________ Period From___________ To_____________ Rs._____________ Period From___________ To_____________ Rs._____________

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7b. Telephone Period From___________ To_____________ Rs._____________ Period From___________ To_____________ Rs._____________ Period From___________ To_____________ Rs._____________ 8. Monthly Sale/Stock Statement of HQ publications 8a. Upto which month sent _____________________________ 8b. Details of remittance Amount Rs.______________ DD No. and Date _____________________________ Date of deposit in HQ’s A/c with ICICI Bank _____________________________ 9. Quarterly internal audit (applicable in the cases of Grade A, B & C Chapters) 9a. Quarter upto which internal audit conducted _____________________________ 9b. Details of the last report and replies sent Quarter ended _____________________________ Letter Ref. No. & Date _____________________________ 10. Certified that:

(a) employment of the part-time staff is approved by the Managing Committee (b) engagement of full-time staff is approved by Headquarters vide its letter

No._____ dated_____ (c) proper control registers are maintained for recording the attendance of the staff

engaged (d) during the quarter, the Office was kept open on days & timings as mentioned at

Sl.No. 4 Date______________ SECRETARY / CHAIRMAN

ENDORSEMENT BY THE REGIONAL COUNCIL Claim of___________ Chapter is recommended for reimbursement by the

Headquarters as per guidelines. Date______________ EXECUTIVE OFFICER / SECRETARY / CHAIRMAN

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GUIDANCE NOTE 7 : REIMBURSEMENT OF TELEPHONE/FAX EXPENSES TO THE REGIONAL COUNCILS Maximum reimbursement of telephone/fax expenses incurred by the Regional Councils relating to calls made to HQs @ Rs. 2,000 (Rupees Two Thousand only) per month with effect from 1st December, 1998. The amount may be claimed on quarterly basis while enclosing a copy of the paid bill for reference.

GUIDANCE NOTE 8 : RE-IMBERSEMENT OF TRAVELLING EXPENSES FOR ATTENDING THE REGIONAL COUNCIL MEETING We are pleased to inform that the Council in its 188th meeting held on 5th – 6th June, 2009 has decided that a Member of the Regional Council may at his option travel one way by Air subject to the limit of expenses on Rs. 4,000 (Rupees Four thousand only) to attend the meetings of the Regionl Council. The reimbursement for the other travel shall be maximum up to AC-II tier train fare.

This is in partial modification of the decision taken by the Council in its 141st meeting held on 19th – 20th July, 2003, wherein it was authorized that the members of Regional Council shall be entitled for re-imbersement of maximum up to AC-II tier train fare for attending the meetings of the Regional Council.

This order shall be effective from 6th June, 2009 and the Executive Officers of the Regional Councils shall be responsible for compliance of this order.

GUIDANCE NOTE 9 : REIMBURSEMENT OF TRAVELLING EXPENSES FOR RECEIVING BEST REGIONAL COUNCIL AWARD AND BEST CHAPTER AWARD THE Council in its 188th meeting held on 5th and 6th June, 2009 considered for reimbursement of traveling expenses of the Chairman for receiving Best Regional Council/Chapter Awards at the National Convention and decide as under:

(i) The Chairman for the previous year of the Award winning Regional Council/ Chapters and where the previous year Chairman is not available, the current Chairman, be reimbursed for travel to the venue of the National Convention to receive the Best Regional Council/Best Chapter Awards.

(ii) Whereas economy airfare be reimbursed to the Chairman of Best Regional Council, National Best Chapter and Best Grade ‘A’ Chapter, reimbursement of 2nd AC Train fare be allowed to the Chairman of ‘B’, ‘C’ and ‘D’ Grade Chapters.

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GUIDANCE NOTE 10 : PROCEDURE FOR COLLECTION AND ACCOUNTING OF DONATIONS Part (i) u/s 35(i) (iii) of the Income Tax Act, 1961 All the collections are to be credited/kept separately and the payment made out of it are to be shown separately in order to send the proper return to the Income Tax Department including Department of Scientific and Industrial Research, who has notified the Institute as a research Body. (a) Efforts may be made to collect donations under this Section only by Cheque/DD

drawn in favour of the Institute of Company Secretaries of India payable at Delhi. If any donor wants to donate the amount by cash, the concerned Regional Council/Chapter may get the DD prepared out of the cash collected, as stated above.

(b) Issue acknowledgements for all the donations received from a separate Receipt Book like other collections made on behalf of the HQ

(c) After issue of acknowledgement, to deposit the cheques/DDs in the Institute’s bank account and send regularly a list of donors, their names, addresses, PAN No., Ack. No. & Date, Ch. No. & Date, details of deposit of amount in HQ’s account, etc. to HQ.

(d) HQ would issue special receipt, after verifying the credit in its bank account and would open a ledger account in the Institute’s Books

(e) The institute would spend the funds for scientific research activities as informed by the prescribed Authority

(f) If any research activity is to be carried out at the Regional Council/Chapter level within the overall decided research activities, it is suggested that before undertaking the same, approval from the HQ, i.e. Dte. Of APD may be obtained in writing. A list of research activities, amount spent alongwith supporting vouchers should be sent to Dte. Of APD for reimbursement

(g) Dte. Of APD would liaison with the Department of Scientific and Industrial Research and ensure that the donation amount collected is spent only on the aforesaid research purpose

(h) Dte. Of APD would verify the expenditure spent on the research activities conducted, whether at HQ or at Regional/Chapter level and forward the same alongwith covering Note to the Dte. Of FA for payment/reimbursement and accounting it in the books of accounts.

(i) Dte. Of FA woud prepare the Statement of Receipt &Payment and Income & Expenditure Account annually, get it audited by statutory Auditors of the Institute and submit the same to the Director-General (Income Tax Exemptions), Secretary to the Department of Scientific and Industrial Research and Commissioner of Income Tax/Director of Income Tax (Exemptions) having jurisdiction over it and, before 31st October every year (last date of submission)

(j) Necessary annual return required to be filed on scientific research activities to the Secretary, Department of Scientific and Industrial Research, Technology Bhawan, New Mehrauli Road, New Delhi, for every financial year by 31st May by the Dte. Of APD, with a copy endorsed to the Dte. Of FA. If any accounting details are required to be filed, the same can be collected from the Dte. Of FA

(k) Institute would reallocated the amount in full to the concerned Regional Council/Chapter for utilizing the amount for fixed capital requirements such as, for acquisition of premises, office equipment, library books, furniture fixtures, etc.

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(l) Accounting of Donations* (i) Donations received specifically for the purpose of Corpus/Building

Fund/Endowment Fund, etc. would be taken as capital receipt. In such cases, it is mandatory that letters are obtained from the Donors specifying the purpose of donation and a copy of the same would be forwarded to the Headquarters for accounting the same accordingly

(ii) Donations received other than for the above purposes, would be treated as revenue receipt to be covered u/s 11 &12 of the Income Tax Act, 1961 and accordingly reflected in the Income & Expenditure Account.

Part (ii) u/s 80G of the Income Tax Act, 1961 Paras (a), (b), (c), (d), (k) & (l) – as stated under Part (i) of Guidance Note 10 above would be applicable * introduced effective from the financial year 2010-11

GUIDANCE NOTE 11 : TDS ON PAYMENTS TO FACULTY UNDER ORAL COACHING AND EXAMINERS UNDER POSTAL COACHING. Honorarium payable to the faculty associated with imparting Oral Coaching to the students and to the examiners evaluating the Response Sheets under the Postal Coaching is falling under the purview of deduction of Income Tax at Source (TDS) u/s 194J (relating to professional/technical services) of the Income Tax Act. Therefore, the due TDS amount be deducted while releasing their payments at the specified rate (present rate being 10% + Surcharge + Education Cess), in case their aggregate payments exceed Rs. 20,000/- (Rupees Twenty Thousand only) during the financial year. The tax so deducted is required to be deposited within the scheduled period with the Government and necessary TDS certificates are to be issued in Form No. 16A apart from filing of Quarterly Returns.

For filing of the quarterly return, concerned Regional Councils may advise to the Chapters falling under their jurisdiction to forwad the data with the supporting documents for consolidating at their end and arrange to take necessary action for filing the Quarterly TDS (Professionals) Returns in order to comply with the statutory requirements.

GUIDANCE NOTE 12 : LETTING OUT OF SURPLUS SPACE & COMPLIANCE OF SERVICE TAX PROVISIONS Queries were often received from the Regional and Chapter offices having own premises for utilization of extra space as available in the respective Regional Council and Chapter premises. In few cases, specific proposals were sent to letting out the surplus space so that the respective Regional Council/Chapter could generate additional funds.

The surplus space available in the Regional and Chapter offices concerned can be let out. The detailed guidelines as approved by the Executive Committee are enclosed for your information and guidance. All such proposals for letting out the additional/surplus space are to be referred to the Institute’s Headquarters for its consideration and

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approval. The enclosed guidelines may please be kept in mind while working out any such proposal before these are referred to the Headquarters.

GUIDELINES FOR LETTING OUT OF THE SURPLUS SPACE BY THE REGIONAL COUNCILS AND CHAPTERS IN THEIR PREMISES

The following have been approved for letting out of the surplus space available in the Regional Council and Chapter offices:

1. The respective Regional Council and Chapter shall work out its own space requirement taking into account their activities and decide/determine the surplus space available with them and shall pass the necessary resolution for giving their recommendations for hiring out of the surplus space along wih the rental charges, duration, purpose, organization and other details.

2. The surplus space is to be let out to the renowned organizations only.

3. The Regional Council/Chapter concerned shall satisfy with regard to the objective for which the space is proposed to be let out.

4. No unlawful and unethical activity or any activity which is not befitting to be performed in an Institute building would be allowed to be undertaken in the leased portion of the premises.

5. No firearm, weapon, chemicals and fire/hazardous items would be allowed to be stored or stacked therein.

6. No public dealing is to be done in the place/space proposed to be rented out excepting the ATM operations. ATM machines can be installed in the rented space/place.

7. No commercial and trading (i.e. shops & establishments) activity would be allowed on the demised premises.

8. The prevailing market rent is to be taken into account while working out the proposal for letting out the premises.

9. The demised premises will be utilized for official/purposes only.

10. The security and the housekeeping of the area proposed to be let out would be taken care of by the party occupying the premises.

11. Prior approval of the Institute Headquarter will be obtained for draft lease agreement.

12. All the Regional Councils and Chapters concerned shall utilize income arising out of renting or such arrangement in the following order:

(i) Payment of outstanding/current property tax/municipal tax, insurance premium of the building;

(ii) Repayment of the outstanding loans to the Institute’s Headquarters; (iii) The remaining surplus amount, if any, is to be allocated on equal basis

between the ICSI headquarters and the respective Regional Council/Chapter. The share of surplus shall be utilized only towards investments in capital assets, with the prior sanction of the Headquarter;

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(iv) All proposals for the letting out of the space on rental basis would be considered and approved by the ICSI headquarters;

(v) The Regional Council/Chapter shall send a quarterly MIS Report in the prescribed form to the Headquarters;

(vi) The concerned Regional Council/Chapter shall maintain a separate Bank Account and also a separate Payment and Receipt Account in respect of Security Deposit, rental income and any other receipt in this regard.

13. The Regional Council/Chapter should generally negotiate for an Interest Free Deposit equivalent to tax to twelve months rent. However, the interest free deposit shall not be for an amount equivalent to less than three months rent.

14. All expenses incurred for the registration of the lease deed shall be borne by the lessee. The lease agreement shall be registered.

15. The period of lease will be generally be for three years.

16. The signature of the lessee shall be displayed only with the prior approval of the Headquarters.

17. A provisions shall be made in the agreement that in the event of any dispute, the Secretary & Chief Executive Officer of the Institute and/or his nominee shall be the sole Arbitrator and his decision would be binding to all the parties.

The amount received on account of letting out surplus space including the amenities available at your Region’s/Chapter’s end is required to be shown as a separate head of account under “Rental Income”. The total receipts made on such account during the financial year after linking with all the statutory payments or other recurring expenses relating to land and building paid by the Headquarter, the net income would be shared between Headquarter and the concerned Region/ Chapter in the specified ratio.

Legal opinion has been sought, if service tax is chargeable on the rental income so being received at the Institute’s end apart from the service tax registration number, if at all required. After getting the opinion and taking final decision at Headquarters, it would be informed to all concerned.

In this context, it is advised to provide the information on account of rental income so received at Region’s/Chapter’s end on quarterly basis for reference and taking necessary action.

Expert’s opinion has been obtained about applicability of Service Tax provisions on the receipts in respect of:

(i) renting of immovable property to other organizations for commercial use and (ii) providing infrastructural facilities on hiring basis to other organizations for

conducting programmes, residenial or otherwise, etc.

and decided to apply for Centralized Services Tax Registration with Service Tax authorities at Delhi in order to comply with the provisions.

After getting the Service Tax registration No., the Institute would forward a copy of R.C. for reference and record of Regions/Chapters.

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At present aforesaid renting of premises at Jaipur Chapter and hiring of infrastructural facilities at SIRC & CCRT are being provided to outside parties and it is expected on similar basis at other Regional Councils or Chapters, such kind of services may be rendered to outsiders. In this context, all the Regions/Chapters are required to note the requirements.

Under the requirements of the Service Tax laws, it iis mandatory on the part of the service providers to charge Service Tax at the applicable rate, it is presently 10.30% (10% Service Tax +2% Education Cess + 1% Higher Education Cess) of the basic value of services in the invoice to be issued to the service receiver.

Issue of Invoice 1. Invoice is to be raised within 14 days from the date the service is rendered or the

payment is received, whichever is earlier.

2. Invoice should be serial numbered as per the format enclosed.

3. The invoice would be raised by the concerned Regions/Chapters providing the services bearing the following minimum particulars

(a) Name and Address of service provider;

(b) Registration No. of service provider;

(c) Name and address of recipient of service;

(d) Description and classification of services;

(e) Value of taxable services;

(f) Service tax payable;

(g) Invoice should be signed by the authorized person.

4. The Invoice books would be printed at the Headquarters in a centralized manner and provided to the Regions/Chapters for raising the invoice from time to time in the name of the service receivers.

5. In the cases wherever services are rendered on continuous basis, the Invoice may be raised at the end of the agreed period (say a month) which may be termed as billing period as per the understanding in writing with the service receivers.

Deposit of Service Tax 1. On realization of value of taxable services, a service provider is under obligation

to deposit service tax to the credit of Central Government. The service tax has to be deposited by 5th of the month succeeding the month in which payments are realized from the customer/client. However, service tax for the month of March of the financial year has to be deposited on or before 31st March.

2. Since ICSI at Headquarters, Delhi has applied for centralized registration at Dehi, the service tax will be deposited by ICSI, Delhi after collecting the information from various Regions/Chapters.

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3. Therefore, the information about the realized value of taxable services for the month upto 25th day be provided to Headquarter in the form of Statement as per the format at the most by end of the same month in order to consolidate and deposit the Service Tax with the prescribed challan by 5th day of the month succeeding the month in which payments are realized. The period from 26th to 31st day may be avoided for billing/realization, etc.

4. The Government has given a relief to the extent of property tax actually paid in respect of immovable property. The Service Tax will be paid on the gross rent received after deducting the property tax actually paid and the resultant amount will become “taxable value” for the purpose of paying the service tax.

5. The Service Tax is to be deposited in time otherwise it would attract interest for late payment, presently the rate is @ 13% per annum and there is no provision to waive the interest on the delayed payments. The interest payment is automatic by virtue of statutory requirements for which no separate show cause notice/demand would be raised. The interest is payable for the actual period of delay and not for the whole month.

Filing of Return As per the requirement, the return is to be filed with the authorities on half yearly basis along with the Challan copy as proof of tax deposited. The due date for filing the return is as under: April to September 25th October October to March 25th April

Since the Institute has applied for Centralized Registration with the authorities, the Returns would also be filed at the Headquarters on the basis of receipt of the monthly statements as per the format by end of the month with a copy of the invoices raised during the month as stated at para 3 of Deposit of Service Tax.

There is a provision for payment of penalty and the late fee for filing the late return.

Keeping in view the specific statutory requirements, it is repeated that all the Regions & Chapters to ensure that the monthly statements, complete in all respects, along with the supporting Invoices/documents be forwarded to Headquarters well before the scheduled date, i.e., by end of the month, as stated at para 3-Deposit of Service Tax, for the purpose of recording the transactions in the Headquarter’s books of accounts, its proper accounting and thereafter filing the half yearly return well as per the scheduled date.

Records to be Maintained It may be noted that all the basic accounting records and books are required to be maintained at the respective ends which could be verified by the Service Tax department by issuing a notice and such records should be preserved at least for five years.

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INVOICE FORMAT

Our Centralized Service Tax Regn. No._______________ Date___________ Invoice Sl. No.___________ Classification of service:______________ Customer __________________ __________________ __________________ Sl. No. Particulars Amount (Rs.) Details of service rendered

Add: Service Tax @______

Total Amt. in Words (Rupees__________________________)

For The Institute of Company Secretaries of India Authorised Signatory With Name Region/Chapter (Rubber Stamp)

Name of Region/Chapter Statement showing the details of amount received for the services etc. provided

during the month of_____________ 1 2 3 4 5 6 7 8 9 10 11 S. No.

Invoice Sl. No.

Name of Service Receiver

Brief Particulars of service rendered

Value of Service Rendered (Rs.)

Service Tax (Rs.)

Total Amount(Rs.)

Value of service realized

Service tax realized

Date on which Service Tax stated at Col.9 realised

Remarks

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GUIDANCE NOTE 13 : ISSUE OF ACKNOWLEDGEMENTS AGAINST RECEIPT OF FEES FROM THE STUDENTS, MEMBERS

In order to have smooth working and proper control over the acknowledgements to be issued for the fees received from the students, members and others, with effect from 1.4.1998, a unique serial number is to be given by all concerned on them. As you are aware that the Institute has since got developed and implemented the RCC Software Package for receipt accounting, which inter alia provides for allocating specific range of serial numbers allotted to different regions/ chapters for implementation.

The structure of the data base file is to be so developed as given in the floppy enclosed.

A copy of the serial numbers allotted to different Regions/Chapters is enclosed herewith which may kindly be strictly observed with effect from 1.4.1998. It may be noted that the eleven digit code numbers has been allotted comprising the following:

(i) The first three digits meant for identifying the nature of fees received. (ii) Next two digits for the location of the receipts from where it has been issued i.e.

which Regional Council or Chapter. (iii) The last six digits meant for the specific receipt issued to the individual student or

member or the person who remitted the amount.

Even within each region, further bifurcation has been made to accommodate the receipts to be issued manually and through computers.

Issue of Acknowledgements for fees received from students/members, etc. under the pre-numbered scheme

Details of the development of the coding system is given below for uniform adoption. Name of the field Represented by Nature of fees received I. Ack. Type SF – Student Fee (except Exam Fee) FEX – Student Exam Fee MF – Members Fee PB – Publications AF – Journal/Bulletin Advertisements JF – Journal/Bulletin Subscription MC – Miscellaneous II. Acknowledgement No. (a) First 2 digits (Numeric) — Area from where acknowledgement is issued 01 Headquarters 02 NIRO 03 WIRO 04 SIRO 05 EIRO 06 Bangalore Chapter

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07 Hyderabad Chapter 08 Pune Chapter 09 Ahmedabad Chapter (b) Next 6 digits (Numeric) — Running number of the acknowledgements to be issued strictly as per block allocation

Besides above, code list of the following acknowledged is to be followed: (a) Mode of payment – Annexure I (b) Bank code – Annexure II (c) Head of accounts of the various receipts – Annexure III

The acknowledgement books, for issue of manual receipts, may be printed at ‘Regions/Chapter end in triplicate’ as per the existing specimen enclosed. For issue of computerized receipts, the same range as communicated in our aforesaid letter may be followed. In case any regional office/chapters having unused acknowledgement books at the end they may discard the same and return it back to the Institute while getting the fresh receipt books printed on the aforesaid lines at the end effective from 1.4.1998.

Few chapters have raised the query about sub allotment of serial number for the acknowledgements to be issued manually and though computers. In this regard it is clarified that the Regional Councils and Chapters are free to sub allot the serial numbers for the manual and computerized receipts to be issued as per their convenience. It is to be assured that sub-allotment remains within the assigned range to the concerned Regional Councils and Chapters.

To Secretary The Institute of Company Secretaries of India New Delhi

Check-list for the month/quarter ended_____________

1. Name of the Chapter and Address 2. Amount received by the Chapter on behalf of the Institute with break-up during the quarter Sale of publications Fees from members Fees from students Others Total Rs.

3. Amount as stated at Sl.No. 2 above remitted to the Institute by way of demand draft No.________ dated_______ for Rs._________ drawn in

favour of “The Institute of Company Secretaries of India” payable at New Delhi sent to HQ under cover of letter No._______ dated________

or

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Deposited in the savings bank account No._______ of the Institute maintained with Canara Bank__________ Branch on________

4. Sale cum stock statement for the month of________ Yes/No sent to the HQ. with comments 5. Month-wise statement for the month of___________ Yes/No sent to HQ. with comments 6. If physical verification of the stock of publications and Yes/No other assets conducted during the month (once in a (if yes on________ (date) quarter to be conducted) excess/shortage statement with action taken report enclosed)

We certify that the aforesaid information is correct to our knowledge and belief.

TREASURER SECRETARY VICE-CHAIRMAN/CHAIRMAN

This is with reference to the acknowledgements issued against the ICSI dues i.e., Students, Publications etc. fees received by the Regional Councils/Chapters and forwarding of the monthly reports thereof to the Headquarters to enable us to pass the necessary entries at our end.

In this regard, it is to be noted that a few of the Regional Councils/Chapters are not submitting the Receipt-wise & Head-wise monthly statements showing correct fee code in the respective fee heads. For your ready reference, we are once again sending the details of the Fee Heads and their Fee Codes to enable to record the fee received in the correct Fee Head and Code (as applicable):

(I) Fee Heads and Fee Code should be mentioned by the Regional Councils/Chapters while issuing acknowledgement(s) to Members/Students/others. Fee Head Fee Code ASSOCIATE ENTRANCE FEES G1111 FELLOW ENTRANCE FEES G1112 ASSOCIATE ANNUAL FEE G6111 FELLOW ANNUAL FEE G6112 CP ANNUAL FEE G6113 MEMBERS RESTORATION FEE G6120 LICENTIATE ANNUAL FEE G6261 APPRENTICESHIP TRAINING FEE G6262 NECK TIES (if the amount received with Associate Entrance fee)

G6394

PMQ REGISTRATION FEES G6291 PMQ EXAM. ENROL. FEES G6292 PMQ EXAM. LATE FEES G6293 PMQ DISSERTATION FEES G6294

(II) Fee Heads to be shown in Students Fee: Fee Head Fee Code REGN. FEE FOUNDATION G6211

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REGN. FEE INTERMEDIATE G6212 REGN. FEE EXTN. OF REGN. G6213 EXEMPTION FEE FOUNDATION G6221 EXEMPTION FEE INTERMEDIATE G6222 EXEMPTION FEE FINAL G6223 POSTAL TUITION FEE – FOUNDATION G6231 POSTAL TUITION FEE – INTER G6232 POSTAL TUITION FEE – FINAL G6233 POSTAL TUITION FEE – DE NOVO G6234 POSTAL TUITION FEE – EXTENSION G6235 EXAMINATION FEE FOUNDATION G6251 EXAMINATION FEE INTERMEDIATE G6252 EXAMINATION FEE FINAL G6253 CHANGE OF CENTRE FEE G6254 CHANGE OF GROUP FEE G6255 EXAMINATION LATE FEE G6256 CHANGE OF MEDIUM FEE G6257 VERIFICATION OF MARKS FEE G6263 SERVICE CHARGES FOR ICSA G6264 DUPLICATE MARKS STMNT. FEE G6265 DUPLICATE PASS CERT. FEE G6266 DUPLICATE I/CARD FEE G6267 TRANSCRIP FEE G6268

(III) Fee Heads to be shown in Sale-cum-Stock Statements (For Sale of Publications):

Amount of the discount deducted on account of Commission on Sale of Publications (wherever applicable) also to be shown in the Sale-cum-Stock Statement/Receipt-wise Statement. Fee Head Fee Code C.S. ACT G6301 C.S. REGULATIONS G6302 PROSPECTUS FOUNDATION G6303 PROSPECTUS MAIN-HAND BOOK G6304 PROSPECTUS PMQ G6305 GUIDE TO CSC – STUDY & EXAM G6306 GUIDE TO TRAINEES G6307 QUESTION PAPERS G6308 GUIDELINE ANSWERS G6309 SEGMENT-WISE ROLE OF CS G6311 CONCEPT PAPER REVAMPING G6312 MANUAL ON CAPITAL ISSUES G6313 GN CERT. UNDER INVESTOR EDN. G6314 DIRECTORY OF CSP G6315

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GUIDE TO CSP G6316 GN ON CSP G6317 GN SIGNING OF ANNUAL RETURN G6318 GN CODE OF CONDUCT G6319 GN 103 WEALTH TAX ACT G6321 GN 104 SEARCH/STATUS REPORT G6322 GN 105 I/E CONTROL ACT G6323 GN 106 SECRETARIAL AUDIT G6324 GN 107 PRE-CERTIFN. OF DOCUM. G6325 GN 108 SEBI GUIDELINES G6326 SS-1 MEETINGS OF BOD G6327 GUIDE TO SMALL SCALE INDS. G6328 PVT. LTD. COS. – Dos AND DONTs G6329 MONOGRAPH ON TRADE PRACT. G6331 REGN. UNDER TRADE MARKS LAW G6332 MNGRL. APPTT. AND REMN. G6333 INDEX OF ARTICLES (JOURNAL) G6334 FOREIGN COLLBRN. AND JV G6335 SPECIMEN COMPL. REPORT G6336 REFNCR. ON ADR G6337 PROPOUNDING AREAS (INCL. CD) G6338 REFNCR. ON IPR G6339 REFNCR. ON DERIVATIVES G6340 MEETINGS G6342 REFNCR. ON E-COMMERCE G6343 REFNCR. ON ENTR. R/PLNG. G6344 REFNCR. ON SEBI G/L G6345 REFNCR. ON FOREX MGMT. G6346 GN ON COMPLIANCE CERT. G6348 CORP. LAWS (TAXMAN) G6349 IIB ON M, A & T LAWS G6350 SECOND GEN. REFORMS G6351 SS-2 GENERAL MEETINGS G6352 MONOGRPAH P,D,L OF DIRECTORS G6353 GN ON BOARD MEETINGS G6354 GN ON PASSING OF RESOL. G6355 GN ON GENERAL MEETINGS G6356 SS-3 DIVIDEND G6357 GN ON DIVIDEND G6358 CG REPORTING (TAXMAN) G6359 REFNCR. ON CO.AMEND.BILL G6360 HB ON INTERNAL AUDIT G6361 CD-ROM CORP. CALENDAR G6362

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CG MODULES (2ND) (TAXMAN) G6363 WTO TRADE (TAXMAN) G6364 GN ON BUY-BACK G6365 CO. MEETINGS COMP. (TAXMAN) G6366 SECURITIES MGMT. & COMPL. G6367 T-SHIRTS/CAPS G6368 FLAGS & STANDS G6369 GN ON BOARD’S REPORT G6371 ARE YOU A CO. DIR. (TAXMAN) G6372 BUSI. IN THAILAND (TAXMAN) G6373 RES. STUDY DIRECTOR REPLIES G6374 CG MODULES (3RD/4TH) (TAXMAN) G6375 LISTING AGREEMENT G6376 SS-4 REGISTERS & RECORDS G6377 GN ON CG CERTIFICATE G6378 REFERENCER ON MCA-21 G6379 STUDY MATERIAL CD G6387 SMTP MODULES G6388 AUDIO CASSETTES G6392 EXAM./REGN. FORMS G6393 NECK TIES G6394 TIE PIN SETS/BADGES G6395 SAREE BROOCHES G6396 STUDY MATERIAL G6397 LIST OF MEMBERS G6398 JOURNAL CD G6450 JOURNAL (COMBO OFFER) G6451 JOURNAL CD (EXCHANGE) G6452 POSTAGE G7811 Add: New Publications as per the requirements

(IV) Fee Heads to be shown in Journal Subscription Fee: Fee Head Fee Code SUBSCRIPTION TO JOURNAL G6410 SUBSCRIPTION TO BULLETINS G6420

(V) Fee Heads to be shown in Journal Advertisement Fee: Fee Head Fee Code ADVERTISEMENT IN JOURNAL G6430 ADVERTISEMENT IN BULLETINS G6440

(VI) Fee Heads to be shown in Company Secretaries Benevolent Fund: Fee Head Fee Code COMPANY SECRETARIES BENE. FUND G5550

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(VII) Fee Heads to be shown in Convention Fee: Fee Head Fee Code CONVENTION DELEGATE FEE G6811 CONVENTION SPOUSE FEE G6812 CONVENTION LATE FEE G6813 CONVENTION HOTEL DEPOSIT G6814 CONVENTION SPONSORSHIPS G6815 CONVENTION SOUYENIR ADVT. G6816 CONVENTION NEWSPAPER SUPPL. ADVT. G6817 CONVENTION STALLS G6818 CONVENTION BANNERS G6819

(VIII) Fee Heads to be shown in Programme Fee: Fee Head Fee Code Name of the Programmes

(IX) Fee Heads to be shown in Others/Miscellaneous Fee which are not included in the above shown heads: Fee Head Fee Code Name of the Fee Heads which are not included in the above Fee Type Heads shown at Sl. No. (I) to (VIII)

While sending the monthly statements to Headquarters it is to be noted that the total amount shown in the monthly Receipt-wise & Head-wise statements should be equal to amount deposited in the bank in that particular month. If any amount is collected in the end of the month but deposited in the bank in next month then the collection of the fee should be shown in the next month’s Receipt-wise & Head-wise monthly statements and in all cases amount of the Receipt-wise & Head-wise/Sale-cum-Stock statements should be equal to the amount deposited in the bank in a particular month.

Further, summary for the monthly fee collection and monthly bank deposits also should be sent alongwith the monthly receipt-wise & head-wise statements as per the following formats:

(A) Monthly Fee Collections Details: Fee Head Amount Members Fee Students Fee Sale of Publications Journal Subscription Journal Advertisement Company Secretaries Benevolent Fund Convention Fee Programme Fee Others/Miscellaneous Fee Total Collection (*)

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(B) Monthly Bank Deposit Detail: Date of Deposits Amount Deposited Total Amount Deposited in Bank (*)

(*)The total of the Summary (A) & (B) should be equal.

For timely updations of the accounting records at Headquarters it is requested that the Receipt-wise & Month-wise statements and Sale-cum-Stock Statements are forwarded to Headquarters in the first week of the next month regularly.

GUIDANCE NOTE 14 : DEPOSITING OF CASH COLLECTIONS As per the present guidelines, all the Regions and/Chapters of the Institute have been advised to deposit the students/members fees received at their end, in the Institute’s savings bank account maintained with ICICI Bank from time to time/with such arrangement at few of the places. In view of the policy of the ICICI Bank, the cash collections at the outstation branches of ICICI Bank are being deposited upto the extent of Rs. 50,000/- per day. In view of such policy decision, all the Regions/Chapters are advised to deposit the cash collections upto the extent of Rs. 50,000 on the same day and the balance amount be deposited in the Region’s/Chapter’s bank account with an arrangement to simultaneously deposit such remaining amount in the ICSI’s bank account in the ICICI Bank by way of cheque drawn in favour of the Institute to avoid any difficulty/ inconvenience. It is repeated that the Regions/Chapters should deposit the remaining amount’s cheque in the Institute’s bank account in ICICI Bank while sending its details/intimation for Headquarters reference and necessary action. It has since been noticed that a few of the Regions/Chapters are finding difficulty in depositing more than Rs. 50,000/- in cash per day with the Institute’s bank account maintained with ICICI Bank. In order to sort out such issue, the matter has been taken up with ICICI Bank. Further, it is informed that the Institute has also opened a savings bank account with HDFC Bank Ltd., C-58, Sector-62, Noida, branch bearing A/c No. 3941110000012. Such Regions/Chapters whosoever are finding difficulty may deposit the amount in cash irrespective of any quantum with the HDFC Bank branch located nearby to their Region/Chapter office provided they may send in advance the details of the location of such branches where the amount would be deposited to enable Headquarters to make the arrangement through the HDFC Bank Ltd.’s, New Delhi office. Therefore, the Regions/Chapters may intimate the details of the HDFC Bank branch, where they intend to deposit the amount, located near to their office. It is informed that on getting the details from SIRC, Institute has made an arrangement at HDFC Bank’s Nungambakkam, Chennai branch where they are depositing the cash more than Rs. 50,000 in a day and the banking transactions are going on very smoothly.

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GUIDANCE NOTE 15 : DISPATCH OF PUBLICATIONS ON ‘SALE BASIS’ INSTEAD OF “TRANSFER BASIS” The Council of the Institute has decided that considering the difficulties being faced by the Headquarters for getting the input details viz.

(i) monthly sale-cum-stock statements (ii) timely remittance of the sale proceeds (iii) non-reconciliation of the stock with the Headquarters.

The Head quarter has decided to send the publications to Regional Councils/Chapters on “Sale basis” instead of “Transfer basis” w.e.f. 01.04.2005.

Following would be the guidelines to be taken into consideration by the Regions and Chapters with regard to Sale of Headquarters publications.

1. Memorandum Invoice As per the requisition of the Regional Council/Chapter, the main store would dispatch the material and issue a “Memorandum Invoice” which should be considered as equivalent to a bill. The “Memorandum Invoice” will contain all the information such as the description of the item, listed price, Discount allowed, Net price/amount payable by the Regional Council/Chapter. The concerned Regional Council/Chapter Account would be debited by the amount mentioned in each “Memorandum Invoice”.

2. Sales Statement/Running Stock Statement (a) The Regional Council/Chapter would be required to send the sale proceeds/Sale

statement/Running stock statement of a particular month by 10th day of the following month.

(b) The said sales statement/Running stock statement would be required to be sent to the Head Office even in case there is Nil sale in any month.

(c) In case any Regional Council/Chapter does not send the Sale Proceeds/Sale Statement/Running Stock Statement for a continuous period of two months, the Head Office may stop the supply of publications to the said Regional Council/Chapter and adjust the amount outstanding against the confirmed dues/grants to the said Regional Council/Chapter.

(d) A specimen format of the Sale/Running stock statement is being sent to the Regions/Chapters separately. All the Regional Councils/Chapters are required to send the Sale/Running stock statement in the said format.

3. Amount of Publications Based on the past performance of sales achieved by each Regional Council/Chapter, the Head Office has arrived at a credit limit to be allotted to each Regional Council/ Chapter.

4. Unsold Stock/Unsold Stock Statement In case the stock dispatched by Headquarters remains unsold with the Regional Council/Chapter the headquarter may call back the said unsold stock.

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The Regional Councils/Chapters would be required to send a separate statement of unsold stock (items remaining unsold for a period of four months from the date of bill) together with sales statement/Running stock statement (mentioned in Point No. 2 herein before). It is to be noted that items which have been shown in the unsold stock statement should not be shown in the Running Stock Statement.

If the Headquarters calls back the unsold stock the Headquarters will issue a credit note of said amount of unsold publications to the concerned Regional Council/Chapter.

5. Mode of Payment Regions and Chapters would be required to remit the sales proceeds either by sending demand draft in favour of “The Institute of Company Secretaries of India” payable at New Delhi or by depositing the same in Institute’s SB A/c No. 000701009327 maintained with ICICI Bank through local cheque at any of the ICICI Bank branches. In such a case the original bank pay-in-slip is to be sent to the headquarters.

Percentage of discount rate being allowed by the Institute on sale of various Institute’s and Taxmann’s Publication to Regions/Chapters are:

(a) 20% Discount is being allowed on sale of Publication on: Guidelines (FC, Inter and Final) and all Institute’s Research Publication.

(b) 10% Discount is being allowed on sale of Taxmann’s Publication i.e. Corp. Laws, Are You a Co. Director, Corporate Governance-3rd Edition, WTO, Co. Meeting a Compendium and Doing Business in Thailand.

(c) 25% Discount is being allowed on sale of CSJ on CD-33 years and Propounding Area on CD Rom.

PLEASE NOTE THAT NO DISCOUNT IS BEING ALLOWED/GIVEN ON SALE OF: Study Material, Hand Books, FC Prospectus, Common Registration Form (FC & Inter), Common Examination Forms (FC, Inter & Final), CS Regulations, CS Act, SMTP Modules, T.Shirts, Neck Ties, Caps, Member’s Badges, Flag & Stand, List of Members and Voters List etc.

Regions/Chapters may therefore arrange to send the Sale Statement/Running Stock Statement in the new format (copy enclosed) already sent through the above referred email and also deposit the net amount i.e. after deducting discount amount as mentioned above in ICICI Bank Account/send DD to HQ towards sale of Publication.

The sale proceeds of publications are required to be remitted by way of demand drafts favouring ‘The Institute of Company Secretaries of India’ payable at New Delhi or could be deposited in the Institute’s Account. Alternatively, the sale proceeds could be deposited by 7th day of the following months in any of the ICICI Bank’s branches by way of local cheque favouring ‘The Institute of Company Secretaries of India’, SB A/c No. 000701009327 all over India which would get credited in the Institute’s SB A/c at New Delhi. Afterwards a copy of the pay-in-slip with sales-cum-stock statement is to be forwarded to Directorate of Finance & Accounts of the Institute for information and taking necessary action.

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GUIDANCE NOTE 16 : CONTROL MEASURES FOR MONITORING CASH/BANK TRANSACTIONS

With a view to take precautionary measures to safeguard the finances specifically about the cash receipts relating to sale of Institute’s publications at the chapter offices, it has been decided that proper monitoring of the cash/bank transactions are required to be exercised. For going ahead in this direction, the following internal control measures apart from others as deemed necessary by the chapter offices may be strictly adhered to so to avoid any chance/s of misappropriation of Institute’s funds due to lack of integrity on the part of part-time/full-time staff engaged at the chapter offices.

1. Only the employees having financial integrity may be authorized to sell the Institute’s publications. If possible, suitable surety bond could be asked for.

2. To ensure daily collection on account of sale of publications is deposited on the following day in the Institute’s bank account, wherever Institute is maintaining its own bank account locally otherwise in the chapter’s bank accounts at other places.

3. Depending upon the volume of work, efforts may be made that the cash collections are verified with respect to the acknowledgements issued by the Treasurer/authorized office bearer of the Chapter apart from verifying the entries in the cash book while countersigning at regular intervals.

4. Surprise checks atleast once in 6 months may be conducted for verification of the physical stock of the publications while comparing the balance with respect to the book balances as appearing in the stock register. Similar checks for other asset items may also be conducted and recorded in the stock register.

5. Ensuring the cash withdrawals from the bank from time to time are correctly recorded in the cash book and updated cash balance be worked out.

6. Payments may be made by way of crossed cheque except the petty cash payments i.e. cartage, freight, conveyance, salary to the staff, stationery, refreshments etc. after obtaining the sanction from competent authority.

7. Monthly sale cum stock statement as per the existing proforma already circulated to the chapters must be ensured to be sent to the HQs while enclosing the demand draft or a deposit slip about the details of the funds deposited in the Institute’s bank account wherever such account is maintained locally, relating to Institute’s publications.

8. Periodical reconciliation of the sale/stock of publications with the Headquarters records.

It has also been decided that a statement in the form of check-list signed by the Chairman, Secretary and Treasurer of the Chapter may be forwarded to the HQs regularly on quarterly basis as per the proforma enclosed.

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GUIDANCE NOTE 17 : CONCEPT PAPER ON IMPLEMENTATION OF EDC MACHINE AT THE REGIONAL OFFICE EDC Machines have been introduced at all the Regional Offices. All the guidelines that has been circulated to the Regional Offices are being consolidated in this concept paper.

1. Surcharge to be borne by the student/member ICICI bank will levy a surcharge of 1.2% and over that a service tax of 10.30%

which has to be recovered from the student and member. As an example, a person who is expected to pay an amount of Rs. 100/-. He/She will have to pay an amount of Rs. 101.32 such that after deduction of the charges by the bank, the Institute will receive an amount of Rs. 100/- only. The same is also enclosed as Annexure-A.

Through EDC machine, as provided by ICICI Bank, only Visa credit/debit card or Master Credit card would be acceptable.

2. Payments to be credited in accounts Regional Offices’ revenue towards settlement shall be credited to the respective

savings bank accounts of the Regional Offices: NIRC Bank Account with the ICICI Bank 629101104351 SIRC Bank Account with the ICICI Bank 000901107893 EIRC Bank Account with the ICICI Bank 003401048149 WIRC Bank Account with the ICICI Bank 000401125307

For all the transactions pertaining to the head-office, the savings bank account number 000701227727 maintained with ICICI Bank may be taken note of for reference.

The MID (Machine Identification) No. for the four RO’s are: RO transactions HQ Transactions NIRC-ICSI : 50141271 50141270 SIRC-ICSI : 50139342 51040887 EIRC-ICSI : 50142149 50142150 WIRC-ICSI : 50150978

The amount will be credited the next day (except weekends) by ICICI bank. Advice relating to the transactions shall also be sent to the Institute Head Office and to the respective Regional Offices on daily basis by courier. The policy for acceptance of the fees will be as follows:

(i) For the transactions routed through EDC Machine in all the cases acknowledgements are required to be issued with respect to the dues related to the Institute. It is repeated that bank charges for EDC Machine transactions would be borne by the student/member.

(ii) An arrangement with the local ICICI Bank officials be made (similar to Head Quarter) for sending daily advices to the respective Regional Offices for reconciliation of the transactions/amount credited to Headquarters as well as respective Regional Office’s bank account maintained with the ICICI Bank.

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(iii) All the Regional Offices collecting Head Quarters fees/dues would be required to reconcile the collections made through EDC Machines at their end with the bank advices on daily basis and a separate Date-wise, Head-wise & Receipt-wise statement be forwarded to Headquarters through soft copy by e-mail id [email protected] and [email protected] or [email protected] on weekly basis, i.e., on every MONDAY and on the last date of the month for accounting for the same in the Head Quarters books of accounts timely.

(iv) All the Regional Offices to confirm in writing to Directorate of Finance & Accounts and Dte. of Information Technology about implementation of the aforesaid procedure including the effective date from which the fee has been collected through Credit Card as per the prescribed procedure.

Specimen copy of the acknowledgement and Daily Summary Sheet generated at Reception (Headquarters) are being sent in scanned form for your reference.

3. Responsibility of officials

The Executive Officers or the respective Joint Directors of various Regional Offices will be directly responsible for the installation, upkeep and maintenance of the EDC Machine. Only in case of the critical problems or coordination, they may contact the Directorate of Information Technology. All day-to-day coordination regarding the project will have to be done by the official at the local level in tandem with local ICICI Officials.

4. Updation in Inventory Software installed at Reception at the Regional Offices to issue acknowledgements as below:

Necessary amendment has been made in the software package:

(a) to show the amount chargeable for the transaction, bank charges and the total amount to be shown in the acknowledgement to be issued to student/member, daily report to be taken out at the Reception.

(b) in the Receipt Accounting and Financial Accounting packages to account for only the Institute’s fee chargeable from the students/members since such amount would be credited by the ICICI Bank in the Institute’s account while bank charges to be retained at its end.

As on date, two machines have been installed at all the Regional Offices with the expectation that four new accounts will be operational at the head office. At each Regional Office, one account (EDC machine) will cater for the fees paid towards the Head Office while the other account (EDC machine) will cater to the fees paid towards the Regional Office.

ANNEXURE A

Calculation Sheet for Credit Card

This has a reference to the project of Credit Card for ICSI. To bring clarity on the calculation, this document has been prepared to form the basis of computation of surcharge as has been embedded in the software system.

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Assumption: Student has to pay Rs. 100/- to ICSI

ICICI will levy a surcharge of 1.2% and over that a service tax of 10.30% on Rs. 100/-. The total surcharge becomes 1.3236%.

The Institute is to recover X amount from the student such that after deduction of 1.3236% the net amount should be equal to as taken in cash.

The calculation is shown below:

X – X * 1.3236/100 = 100

The value to X derived is 101.3236. Thus a surcharge of 1.3236% will have to be levied on all transactions.

To make matters simpler administration may only mention 1.2% plus service tax on the notice board, as the service tax will keep on changing.

GUIDANCE NOTE 18 : OPERATION OF SAVINGS BANK ACCOUNT AND INVESTMENT OF SURPLUS FUNDS

It has been observed from the perusal of annual accounts of the Regional Councils and Chapters that some of them have been operating savings bank accounts in non-nationalised banks and have also invested surplus funds in fixed deposits with private/Govt. companies, Unit Trust of India, Canbank shares, etc.

Under Section 18(2) of the Company Secretaries Act 1980, the surplus funds of the Institute can be invested in Government securities or any other securities approved by the Central Government. Apart from these securities, at present, the Government have approved the investment of surplus funds in non-convertible debenture/bonds of Government companies. This investment is over and above the present system of keeping surplus funds in fixed deposits with nationalized banks. It may please be noted that the Regional Council/Managing Committee of Chapter/office-bearers concerned, who continue to keep the surplus funds invested in violation of the provisions of the Act will be responsible for the consequencies of the violation from the date of default. It may, therefore, be considered by the Regional Council/Chapter whether the present investment resources not approved, could be prematured and invested in bonds of Government companies or in fixed deposits with nationalized banks or in Government securities.

The Council has taken a decision that the accounts of the Institute should generally be in nationalized banks only, both by the Headquarters and by Regional Councils & Chapters. In case the Regional Council/Chapter is still maintaining any account in non-nationalised banks, they may take steps to open accounts in nationalized banks and close the existing accounts in non-nationalised banks. If there is any particular benefit or reason for keeping the accounts in non-nationalised banks, the benefit and reasons may be communicated referring the matter to the appropriate Committee of the Council for its advice.

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GUIDANCE NOTE 19 : OPENING OF ACCOUNTS WITH ICICI BANK AND HDFC BANK FOR INTER-UNIT TRANSFER OF AMOUNTS

In order to have smooth working of the banking transactions at the Headquarters, Regional Councils and Chapters, it has since been decided that a Special Savings Bank Account is required to be maintained with ICICI Bank at all the place wherever the bank is having its branches. We expect by such arrangement, inter-unit banking transactions would be conveniently dealt with i.e. releasing the due payments from/to the Regions and Chapters from time to time thereby reducing the collection charges and time gap involving for extending the credit.

For implementing such arrangement, you are requested to kindly:

(i) approach the concerned Branch Manager of the nearby ICICI Bank Addresses of all the ICICI Bank branches are given at the Institute’s webside www.icsi.edu ; and

(ii) pass the necessary bank resolution by the concerned Regional Council, Managing Committee of the Chapters authorizing the officials to operate such bank account.

A copy of the Account opening form, specimen of the bank resolution & various features of the Special Savings Bank Account are enclosed herewith for your reference and taking necessary action at your end.

After opening of the Bank Account as stated above, the Regional Councils/Chapters may take necessary action for closing the existing Bank Account maintained with the other banks at their end after passing the necessary resolutions.

A line of confirmation may be sent to the Headquarters while mentioning the details of Savings Bank Account so opened with ICICI Bank and its branch address.

DRAFT RESOLUTION TO BE OBTAINED FOR OPENING TRUST/SOCIETY ACCOUNTS

“Extracts of the minutes of the meeting of the Board of Trustees/Members of the Managing Council of______________ held at_______________.

Resolved

(a) that an account in the name of the Trust/Society be opened with ICICI Bank Limited (“the Bank”) at and that Mr._________________ and Mr._________________ is/are (give name and designation) authorized to do so and sign the necessary forms and documents therefore.

(b) And the Bank be instructed to honour all cheques, promissory notes, and other instruments drawn by and all bills accepted on behalf of the Trust/Society

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whether such account be in credit or overdrawn, and to accept and credit to the account of the Trust/ Society all moneys deposited with or owing by the Bank on any account or accounts at any time or times kept or to be kept in the name of the Trust/Society and the amount of all cheques, notes, bills, other negotiable instruments, orders or receipt provided they are endorsed/signed by Mr._______________ and Mr.________________, the___________ (mention status of the persons) of the Trust/Society for the time being, jointly/severally (strike-off which is not applicable) on behalf of the Trust/Society and such signature(s) shall be sufficient authority to bind the Trust/Society in all transactions between the Bank and the Trust/Society including those specifically referred to herein. Bank is authorized to accept and/or act upon all instructions issued by the said Mr._____________ and Mr.________________ jointly/ severally (strike off which is not applicable).

(c) And that the said Mr._________________ and Mr.________________ jointly/ severally (strike off which is not applicable) may avail the financial, monetary and any other products and services offered by the Bank through its website www.icicicbank.com (hereinafter “the Website”) and phone banking channels on behalf of the Trust/Society, and do all such acts, deeds and things necessary, and to execute all such documents as are necessary, in connection therewith, and to operate the said proposed account in the name of the Trust/Society, using the aforesaid facilities and to accept and adhere to all the terms and conditions as are necessary and comply with all other formalities as prescribed by the Bank in this regard.

Further, the said Mr.________ and Mr___________ be and are hereby authorized to receive the login id and passwords, as may be sent by ICICI Bank to enter into transactions on the Website and are authorized severally to convey to ICICI Bank acceptance on behalf of the Trust/Society of any transactions as well as to enter into transactions on behalf of the Trust/Society on the Website. That the first named authorized user for the purpose of website banking be and is hereby authorized to receive the Customer Relationship No. (“CRN”) and TPIN for entering into transactions through the phone banking medium and is authorized to convey to ICICI Bank acceptance on behalf of the Trust/Society of any transactions as well as to enter into transactions on behalf of the Trust/Society through the phone banking medium.

(d) And that a copy of any resolution of the Board/Managing Council if purporting to be certified as correct by any of the trustees/members of the Trust/Society or by the Secretary of the Trust/Society shall, as between the Bank and the Trust/Society, be conclusive evidence of the passing of the resolution so certified.

(e) And that this resolution be communicated to the Bank and shall remain in force until notice in writing of its withdrawal , or cancellation is given to the Bank by the Trust/Society.

Certified that the above is a correct copy of the resolution passed on________________ by the Board of Trustees/Members of the Managing Council of - ___________________

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and that it has been entered in the usual course of business in the minutes book of the Trust/Society and signed therein by any of the Trustees/Members and is in accordance with the Trust/Society Deed and Bye laws.

Note: The resolution should be certified to be true copy by the Chairman/Managing Trustee of the trust/society.

OPENING OF BANK ACCOUNT WITH ICICI BANK

In view of a lot of inherent benefits including remittance of funds from Headquarters to Regional Councils & Chapters and vice-versa, the Institute had decided in the past that all the Regional Councils and Chapters are required to open their Savings Bank account with the ICICI Bank locally at their end and intimate the Headquarters, the Bank Account No. with address of the branch. Following such administrative guidelines, quite a large number of Chapters besides all the Four Regions have opened their bank account in ICICI Bank whereas still a sufficient number of Chapters are left out to open their accounts with ICICI Bank. A list of Chapters faling under the respective Region’s jurisdiction is enclosed for ready reference.

Response is yet to be received from all such left out Chapters. Therefore, it is requested to take up the matter with them suitably.

Further, it is informed that the Headquarters has recently opened the Savings Bank (Flexi) Account No. 3941110000012 with HDFC Bank Ltd., Sector-62, Noida in the month of December 2007 which is also the centralized bank and its operation is similar to the ICICI Bank. The Chapters who are uncomfortable with ICICI Bank, they could be given the option of opening of bank accout with HDFC Bank Ltd. in the nearby branch and intimate Headquarters the Name & Branch of the Bank with Account No. for reference and necessary action.

All the ‘E’ Grade and Satellite Chapters have been placed under ‘D’ Grade Chapters with effect from 1.4.2008. Following such change, all Satellite Chapters were required to change the Title of the Bank Accounts maintained at their end. It has been noticed that many of the Satellite Chapters are yet to take action on such account. It is to take immediate steps towards:

— Passing a Resolution in the Managing Committee meeting of the Chapter with regard to opening of the new bank account with the title “____________ (Chapter’s Name) of_____________ (Region’s Name) of the ICSI”, eg., Ajmer Chapter of NIRC of the ICSI, and passing another Resolution to close the existing bank account maintained with the title of Satellite Chapters.

It is further required to open the new Bank account either in ICICI Bank or HDFC Bank’s branch near to the Chapter’s office and intimate Headquarter the account number with address of the branch for sending the remittances from time to time by way of bank transfer.

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GUIDANCE NOTE 20 : INVESTMENT OF SURPLUS FUNDS OF THE INSTITUTE Surplus funds of the Institute, i.e. HQ/Regional Councils/Chapters, are required to be invested as per the following provisions:

(i) u/s 18(2) of the Company Secretaries Act, 1980, only in Govt. Securities or any other Securities approved by the Central Government. It includes investments in the Public Sector Debt-related Mutual Funds, UTI, LIC, SBI and Fixed Deposits with nationalized Banks

(ii) u/s 11/5 of the Income Tax Act, 1961, excluding FDs/Bonds in Co-operative Societies, Co-operative Banks, Private Companies or Shares of any Company.

Also, the Council has approved the guidelines for investment of Funds of the HQ/Regional Councils/Chapters as under:

(I) All the investments of the Institute including at the Regional Councils and Chapters should be made in accordance with the provisions contained in the Company Secretaries Act, 1980 and the Income tax Act, 1961 (as amended from time to time).

(II) A Panel of reputed and credible investment agents/agencies/brokers/ intermediaries registered with SEBI or RBI or any other regulatory authority, as might be applicable, as recommended by Internal Finance Committee and approved by the Secretary & CEO, ICSI, be maintained at the Headquarters to provide expert input details of investment avenues available in the market.

(III) The Internal Finance Committee should consist of not less than three Senior Directors/Directors one of whom shall be the Head of the Finance & Account Department.

(IV) The proposals for investment of the surplus funds of the HQ should be evaluated by the Internal Finance Committee. The Committee should submit its recommendations to the Secretary & CEO, ICSI for approval. The following parameters should be taken into account by the Internal Finance Committee while evaluating an investment proposal:

(i) Compliance with the provisions of the Company Secretaries Act, 1980 and of the Income Tax Act, 1961 as amended from time to time.

(ii) Inputs received from the empanelled investment agents/brokers/ intermediaries registered with SEBI/RBI.

(iii) Safety of the investment and repayment of the principal and interest amounts on due dates.

(iv) Rating by a credible rating agency, wherever applicable, of the instrument in which investments were proposed to be made. The investment should not be made in any instrument below the ‘investment grade’ for sake of higher returns.

(V) The portfolio investments should be reviewed by the Internal Finance Committee periodically in he light of changes in the investment rate structure and credit policy of RBI.

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(VI) A certificate covering the risk(s) if any, involved in he investments made by the Institute must be placed before the Finance Committee of the Council at every meeting for information and remedial action, if any.

(VII) The investment decision at the Regional Councils and A, B and C Grade Chapters should be taken by the Finance Committee constituted by the Regional Council/Chapter or by the Regional Councils/Chapter members (not less than two) as might be nominated by the Regional Council/Chapter for this purpose. In case of ‘D’ Grade Chapters, the investment decision should be taken jointly by the Chairman and the Secretary.

(VIII) All investments of the Institute including at the Regional Councils/Chapters should be physically verified by the internal auditors as well as the statutory auditors once in a year and the verified and duly signed list of investments should be placed in the Finance Committee meeting of the Institute/Regional Council for perusal.

(IX) It should be ensured that the repayment of principal amount and receipt of interest amount on the due dates, are monitored regularly.

(X) The investment of the surplus funds should be planned in such a manner that there might not be more than four maturity dates falling in a year as far as possible.

GUIDANCE NOTE 21: Financial Powers to the Chairmen of Regional Councils and Chapters The Chairman of the Regional Council/Chapter has been empowered to sanction the bills on account of revenue expenditure for official purposes upto the value as mentioned hereunder and release the payment.

Chairman Regional Council – Rs. 50,000 (Rupees Fifty Thousand only)

Chairman Chapter – Rs. 25,000 (Rupees Twenty Five Thousand only)

However, the above limits will not apply for the capital expenditure.

All bill(s) relating to revenue expenditure exceeding the aforesaid limit will require prior written approval of the HQs before sanctioning the payment.

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GUIDANCE NOTE 22 : CHANGE IN ACCOUNTING POLICIES (a) Library Books Library books purchased effective from the financial year 2010-11 are to be treated as capital nature expenditure, shown in the Fixed Asses schedule and depreciated at the rate of 100% during that year. The term “Library Books” refers to those text books which are having reference value for a reasonable number of years. It is clarified that the expenditure on purchase of newspapers, subscription-based magazines, periodicals, reports, etc. would continue to be treated as revenue item and charged to Income & Expenditure Account under the head of accounts “Newspapers and Periodicals”.

(b) Valuation of Inventories Effective from the financial year 2010-11, as prescribed by the Accounting Standards (AS-2), the inventories of Paper, Consumables, Publications, Study Materials, etc. are to be value at lower cost or net realizable value. The cost is to be determined on “FIFO” method.

GUIDANCE NOTE 23 : COMPLIANCE OF TDS PROVISIONS UNDER INCOME TAX ACT AND RULES Compliance of the TDS provisions are statutory in nature and necessary efforts are required to be made in order to avoid not only the audit observation, but also the possibilities of payment of penalty and interest.

Following may be noted for compliance: (i) TDS to be deducted from the payments exceeding the exempted limit, to

Contractors/Professionals during the year u/s 194(C) and 194(J) of the Income Tax Act, 1961.

(ii) TAN No. allotted in the name of the concerned Regional Council and the PAN No. AAATT1103F of the Headquarters, are to be mentioned in the challans/quarterly returns

(iii) Tax amount to be deposited within 7 days from the last date of the month during which the tax has been deducted

(iv) Issue of TDS Certificate within 30 days from the last date of the month during which the tax has been deducted

(v) Chahpters to ensure furnishing of the requisite details, i.e. TDS amount, date of deposit of TDS, date of issue of TDS Certificate alongwith the copies of challans, to the concerned Regional Council within a period of 10 days from the end of the respective quarter, to enable them to file the Quarterly Return through e-mode within the prescribed period of 15 days from the last date of the respective quarters

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FORM NO. 13 (Application by a person for a certificate under Section 197 of the Income Tax Act,

1961, for non-deduction of tax or deduction of tax at a lower rate)

To

The Assessing Officer TDS Ward 51(1) Mayur Bhavan New Delhi

I, ----------, The Institute of Company Secretary of India, ICSI House, 22 Institutional Area, Lodi Road, New Delhi – 110 003, do hereby request that a certificate may be issued to the person responsible for paying to me the income by way of (salary/interest on securities/interest other than ‘interest on securities/insurance commission/dividends/ rent/income in respect of units (strike out whichever is not applicable authorizing him not to deduct income tax/to deduct income tax at the rate of ---% at the time of payment to me such income. The particulars of my income are as under:-

(i) Status (state whether individual, HUF, Firm, BOI, etc. Educational Institution (ii) Residential Status (whether resident/resident but not

ordinarily resident/non-resident)

(iii) Permanent Account Number, if any

(iv) Assessment Year to which the payments relate

(v) Estimated total income of the previous year relevant to the assessment yar referred to in (iv) above

(vi) Total tax payable on the income at (v)

(vii) Average rate of tax Col (vi)/Col. (iv) X 100

(viii) How the liability determined in col.(vi) is proposed to be discharged? (Specify the amount to be paid by way of advance tax and TDS)

(ix) Total income assessed in the last three assessment years and the total tax paid for each such year 2005-2006} 2004-2005} - Nil 2003-2004}

(x) Date and amount of advance tax and TDS, if any, already paid so far

(xi) Details of income claimed to be exempt and not included in the total income (please append a note giving reason for claiming such exemption)

(xii) Please furnish the particulars in the Schedules

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SHEDULE I

Description of Securities

Number of Securities

Date of Securities Amount of Securities (Rs.)

SHEDULE II

S.N. Name & Address of the person to whm the sums were given on interest

Amount of such sums

The date on which sums were given on interest

Period for which such sums were given on interest

Rate of interest

SHEDULE III

S.N. Name of the person responsible for paying insurance commission

Amount of insurance commission

SHEDULE IV

S.N. Name and Address of the Company

No. of Shares

Class of Shares and face value of each share

Total face value of shares

Distinctive Nos. of shares

SHEDULE V

S.N. Name and address of the employer

Period of Employment

Amount of salary received

Income from house property

Income from sources other than salary and income from houe property

Total income

NOT APPLICABLE

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SHEDULE VI

S.N. Name and address of person responsible for paying rent

Amount of Rent

NOT APPLICABLE

SHEDULE VII

S.N. Name and address of the mutual fund

Number of units

Class of Units and face value of each unit

Total face value of units

Distinctive Nos. of units

NOT APPLICABLE

I, --------------------, The Institute of Company Secretaries of India, ICSI House, 22, Institutional Area, Lodi Road, New Delhi – 110 003 do hereby declare that the securities/sums/shares, particular of which are given in the schedules, above are property held under trust wholly for charitable or religious purposes and that the income tehrefrom qualifies for exemption under Section 11 and 13 of the Income Tax Act, 1961.

I further declare that what is stated in this application is correct.

For The Institute of Company Secretaries of India

Authorized Signatories

-----------------------------

Date:

Place : New Delhi

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CERTIFICATE U/S 197(1)(a) FORM NO. 15AA (See Rule 28AA)

Certificate under Section 197(1)(a) of the Income Tax Act, 1961 relating to deduction of Tax Certificate No.

Office of the Dy. C.I.T. TDS Circle 51(1)

New Delhi

Dated:

To

As enumerated below in Col. 1 of Sl. 2 below.

1. I hereby authorize you to pay without deduction of Income Tax, interest other than interest on securities payable by you on the undermentioned securities/credited in the name of The Institute of Company Secretaries of India, ICSI House, 22, Institutional Area, Lodi Road, New Delhi – 110 003.

2. This certificate shall remain inforce w.e.f. date of issue till 31.03.2006 unless it is cancelled by me under intimation to you before that date.

SHEDULE I

(1) (2) (3) (4)

Description of Securities Number of Securities

Date of Securities Amount of Securities (Rs.)

3. The Certificate shall cease to be operative in respect of any of the securities mentioned herein which are transferred/debited by the present holder to any other person from the date you receive notice of such transfer/credit.

------------------- Dy. C.I.T.

TDS Circle 51(1) New Delhi

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GUIDANCE NOTE 24 : APPLICATION FOR ISSUE OF CERTIFICATE U/S 197(1) OF THE INCOME TAX ACT ON YEAR-TO-YEAR BASIS

Since the Exemption Certificate u/s 10(23C)(iv) of the Income Tax Act, 1961 issued by the Income Tax Authorities is valid upto 31.03.2006, its renewal is awaited from the Income Tax Departmetn, Regional Councils/Chapters may forward the duly filled application in the prescribed Form No. 13 (Specimen attached) by 30th April every year alongwith the under-mentioned documents to the HQ for arranging the Tax Exemption Certificate u/s 197(1)(a) in Form No. 15AA from the Income Tax Authorities:

1. Projected Income & Expenditure A/c for the subsequent next three years, companred with the actuals of he current year

2. Duly certified photocopies of the investment certificates, i.e. FDRs, Bond certificates, etc.

3. TAN No.

4. Estimated amount of the interest accrued

* * * * * * * * * *

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ACADEMIC GUIDELINES

PROTOCOL GUIDELINES — These guidelines are to be followed in letter and spirit — Any violation would be dealt with appropriately by the Council while

assessing the Best Chapters Awards which may include negative marking and other actions as may be considered by the Council

— In appropriate circumstances the Chief Guest could be seated in the middle;

Dais1 (Normally the dais should not exceed seven persons) I.

Corporate Governance Award President, The ICSI Secretary, The ICSI Vice-President, The ICSI Chairman, Corporate Governance Award Committee

Seating Plan

1. Chair of the President [P] should be kept in the Centre

2. Chair of the Chief Guest [CG] should be kept on the right hand side of the President

3. Chair of the Guest of Honour [GOH] should be kept on the left hand side of the President [P]

4. Chair of the Chairman Jury [CJ] should be kept next to the Chair of Chief Guest [CG]

5. Chair of the Vice President [VP] should be kept next to the Chair of [GOH]

6. Chair of the Chairman CGAC Committee [CGAC] should be kept next to the Chair of the [CJ]

7. Chair of the Secretary [Secy] should be kept on the left/right hand side of the dais depending upon the location of the podium.

Secy VP GOH P CG CJ CGAC

II. ICSI Foundation Day Celebration etc.) President, The ICSI Secretary, The ICSI Vice-President, The ICSI

1 Proper seats should be earmarked for the guest speakers.

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Seating Plan 1. Chair of the President (P) should be kept in the Centre 2. Chair of the Chief Guest (CG) should be kept on the right hand side of the

President 3. Chair of the Vice-President (VP) should be kept next to the Chair of the Chief

Guest 4. Chair of the Secretary [Secy] should be kept at the extreme right/left hand side of

the dais Secy P CG VP

III. National Convention – Dias – Inaugural Session President, The ICSI Secretary, The ICSI Vice-President, The ICSI Chairman, Convention Organising sub-Committee Co-Chairman, Convention Organising Sub-Committee (if nominated) Chairman, Regional Council where the Convention is held Chairman of the Chapter (If the Convention is held in a Chapter)

Seating Plan 1. Chair of the President [P] should be kept in the Centre 2. Chair of Chief Guest [CG] should be kept on the right hand side of the President 3. Chair of the Guest of Honour [GOH] should be kept on the left hand side of the

President 4. Chair of the Key Note Speaker [KNS] should be kept next to the Chair of the

Guest of Honour 5. Chair of the Vice President [VP] should be kept next to the Chair of the Chief

Guest 6. Chair of Chairman, Convention Organising Sub-Committee [C.CON] should be

kept next to the Chair of Key Note Speaker. 7. Chair of the Co-Chairman, Convention Organising Sub-Committee [COC.CON]

be kept next to the Chair of Chairman Convention Organising Sub-Committee 8. Chair of the Chairman of the Regional Council [CHMN (RC)] should be kept next

to the Chair of the Vice-President. 9. Chair of the Chairman of the Chapter [CHMN (C)] should be kept next to the

Chair of the Chairman of the Regional Council. 10. Chair of the Secretary [Secy] should be kept on the right/left hand side of the dais

near to the podium. SECY COC.CON C.

CON KNS GOH P CG VP CHMN.(RC) CHMN

(C)

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IV. National Convention - Dias – Valedictory Session President, The ICSI Secretary, The ICSI Vice-President, The ICSI Chairman, Convention Organising sub-Committee Co-Chairman, Convention Organising Sub-Committee (if nominated) Chairman, Regional Council where the Convention is held Chairman of the Chapter (If the Convention is held in a Chapter)

Seating Plan 1. Chair of the President [P] should be kept in the Centre 2. Chair of Chief Guest [CG] should be kept on the right hand side of the President

[P] 3. Chair of the Vice President [VP] should be kept left hand side of the Chief Guest

[CG] 4. Chair of Chairman, Convention Organising Sub-Committee [C.CON] should be

kept next to the Chair of President [P]. 5. Chair of the Co-Chairman, Convention Organising Sub-Committee [COC.CON]

should be next to [C.CON] 6. Chair of the Chairman of the Regional Council [CHMN(RC)] should be kept next

to the Chair Vice-President 7. Chair of the Chairman of the Chapter [CHMN(C)] should be kept next to the

Chair [CHMN(RC)] 8. Chair of the Secretary [ Secy] should be kept on the right/left hand side of the

dias near to the podium. Secy [COC.CON] [C.CON] P CG VP [CHMN(RC)] [CHMN(C)]

V. Headquarters functions/programme (In order of preference subject to presence of dignitaries and availability of seats on the dais) President, The ICSI Secretary, The ICSI Vice-President, The ICSI Programme Director Programme Coordinator Central Council Member of that City Central Council Member of that Region Central Council Member of other Region

Seating Plan 1. Chair of the President [P] should be kept in the Centre

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2. Chair of the Chief Guest [CG] should be kept on the right hand side of the President.

3. Chair of the Guest of Honour [GOH] should be kept on the left hand side of President

4. Chair of the Vice President [VP] should be kept next to the Chief Guest. 5. Chair of the Programme Coordinator [PC] should be kept next to the Chair of VP. 6. Chairman of the Programme Director [PD] should be kept next to the Chair of the

Guest of Honour 7. Chair of the Council Member of the city [CM C] should be kept next to the Chair

of Programme Director 8. Chair of the Council Member of that Region [CM R] should be kept next to the

Chair of the Programme Coordinator 9. Chair of the Council Member of the other Region [CMOR] should be next to the

Chair of Council Member of the Region 10. Chair of Secretary [Secy] should be kept next to the Chair of Council Member of

the City/Region depending upon the dais. SECY CMC PD GOH P CG VP PC CMR CMOR

VI. Headquarters Programmes in coordination with the Regional Council (In order of preference subject to presence of dignitaries and availability of seats on the dais) President, The ICSI Secretary, The ICSI Vice-President, The ICSI Central Council Member – Programme Director Chairman of Regional Council –Programme Co-coordinator Central Council Member of that City Central Council Member of that Region Central Council Member of other Region

Seating Plan 1. Chair of the President [P] should be kept in the Centre 2. Chair of Chief Guest [CG] should be kept on the right hand side of the President 3. Chair of the Guest of Honour [GOH] should be kept on the left hand side of the

President 4. Chair of the Vice President [VP] should be kept next to the Chair of the Chief of

Guest 5. Chair of the Programme Coordinator (Chairman of the Regional Council) [PC]

should be kept next to the Chair of VP. 6. Chair of the Programme Director (Council Member) [PD] should be kept next to

the Chair Guest of Honour.

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7. Chair of the Council Member City [CM C] should be kept next to the Chair of the Programme Director

8. Chair of Council Member Region [CM R] should be kept next to the chair of Programme Coordinator

9. The Chair of Council Member other Region [CM OR] should be kept next to the Chair of Council Member of the Region

10. Chair of the secretary [SECY] should be kept next to Chair of council Member of the City/Other Region depending upon the dais

SECY CM C PD GOH P CG VP PC CM R CM OR

VII. Headquarters Programmes in coordination with the Chapter (In order of preference subject to presence of dignitaries and availability of seats on the dais) President, The ICSI Secretary, The ICSI Vice-President, The ICSI Central Council Member – Programme Director Chairman of the Regional Council or] - Either of them will be Chairman of the Chapter] Programme Coordinator Central Council Member of that City Central Council Member of that Region

Seating Plan

1. Chair of the President (P) should be kept in the Centre 2. Chair of the Chief Guest (CG) should be kept on the right hand side of the

President 3. Chair of the Guest of Honour (GOH) should be kept on the left hand side of the

President 4. Chair of the Vice-President (VP) should be kept next to the Chief Guest 5. Chair of the Central Council Member who is a Programme Director [PD] should

be kept next to the Chair of Guest of Honour 6. Chair of the Programme Coordinator [PC] (who will either be Chairman of that

Regional Council or Chairman of that Chapter) should be kept next to the Chair of Programme Coordinator followed by the Chair of the Chairman [CHMN(R/C] who is not a Programme Coordinator, as stated view.

7. Chair of the Council Member from that city [CM C] should be kept next to the chair of Programme Director

8. Chair of the Chairman of Region/Chapter [CHMN (R)/(C)] who is not a Programme Coordinator should be kept next to Chair of Programme Coordinator.

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9. Chair of Council Member of that Region should be kept next to the Chair of Council Member of that city.

10. Chair of the Secretary [Secy] of the Institute should be kept at the extreme right/left hand side of the dais keeping in view the position of podium as Secretary normally performs the function of Floor Coordinator.

SECY CM (R)

CM (C)

PD GOH P CG VP PC CHMN (R)/(C)

VIII.

Regional Council’s Programme (In order of preference subject to presence of dignitaries and availability of seats on the dais) President, The ICSI Chairman of the Regional Council Secretary, The ICSI Vice-President, The ICSI Secretary of Regional Council Central Council Member of that City Central Council Member of that Region Office Bearers – Vice-Chairman, Treasurer, other members

Seating Plan

1. Chair of the President (P) should be kept in the Centre 2. Chair of the Chief Guest (CG) should be kept on the right hand side of the


President 4. Chair of the Chairman, Regional Council [CHMN (RC)] should be kept next to the

Chair of Chief Guest. 5. Chair of the Vice-President (VP) should be kept next to the Guest of Honour 6. Chair of the Secretary of the Institute (Secy [ICSI]) should be kept next to the

Chair of the Chairman, region. 7. Chair of the Council Member of that city (CM[C]) should be kept next to the Chair

of the VP. 8. Chair of the Secretary (Secy [R]) of the Region should be kept at the extreme

right/left hand side of the dais keeping in view the position of podium as Secretary (R) normally performs the function of Floor Coordinator.

Secy [R] CM[C] VP GOH P CG CHMN [R] Secy (ICSI)

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IX. Chapter’s Programme (In order of preference subject to presence of dignitaries and availability of seats on the dais) President, The ICSI Chairman of the Chapter Chairman of the Regional Council Secretary, The ICSI Vice-President, The ICSI Secretary of the Chapter Central Council Member of that City Central Council Member of that Region Office Bearers – Vice-Chairman, Treasurer, other members of the Chapter

Seating Plan 1. Chair of the President (P) should be kept in the Centre 2. Chair of the Chief Guest (CG) should be kept on the right hand side of the


President 4. Chair of the Vice-President (VP) should be kept next to the Guest of Honour 5. Chair of the Chairman Chapter (CHMN [C]) should be kept next to the chair of

Chief Guest 6. Chair of the Secretary of the Institute (Secy [ICSI]) should be kept next to the

Chair of the Chairman, Chapter. 7. Chair of the Council Member of that city (CM[C]) should be kept next to the Chair

of the VP,. 8. Chair of the Chairman, Region (CHMN [R]) should be kept next to the Chair of

Secretary of the Institute 9. Chair of the Secretary of the Chapter (Secy [C]) should be kept at the extreme

right/left hand side of the dais keeping in view the position of podium as Secretary normally performs the function of Floor Coordinator.

Secy [C] CM [C] VP GOH P CG CHMN

[C] Secy (ICSI)

CHMN [R]

Dos and Don’ts All Council Members/Regional Council Members or members of the Managing Committee of Chapters/[Satellite Chapters]* should pay programme fee for attending the programmes except where the member is acting as Programme Director, Programme Coordinator or Speaker. * The concept of Satellite Chapter has been done away with vide Council decision at its 181 meeting held on June 6-7,

2008.

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Adequate care should be taken to ensure that seats are properly earmarked for Chief Guest, each dignitary invited by the Institute including Past Presidents, Past Vice-Presidents, Central Council Members etc. who have confirmed their attendance in advance either in writing or telephonically.

In case room is available on the dais or dignitaries are not present in the function, Council Member of other Region, Past President of the Institute, Vice-Chairman, Treasurer, Immediate Past Chairman of the Chapter who is presently Managing Committee Member, other members of the Chapter can be accommodated in the above order.

Persons representing the Institute on the dais should adhere to the following in letter and spirit:

— Not to leave the dais in between. In case any office bearer who is to grace the dais, is already aware that he will have to leave the dais in between because of his other commitments he should opt for not sitting on the dais

— Not to talk while someone is speaking, as this would disturb the speaker and others on the dais.

— If anything is to be conveyed to others, it should be a through slip. — Not to raise queries from the dais — To speak as per the time allotted. — To keep the mobile phone off.

Procedures to be followed at the meeting Introduction of Speakers Very short (in one or two lines) introduction of

dignitaries and speakers at the various programmes organised by Institute/Regional Councils/Chapters/ [Satellite Chapters]*. The bio data of the dignitaries and faculty can be circulated to the participants, if considered necessary.

Presentation of Bouquets Bouquet should be presented only in Inaugural and Valedictory Sessions

Vote of Thanks Vote of Thanks should be brief and brisk.

Vote of Thanks at the inauguration and each technical session if found necessary should be restricted only to persons who are present on the dais and at the conclusion of the function a general Vote of Thanks should be proposed to all those who had contributed to the success of the function. In the Welcome Address, the Chairman should normally make appropriate remarks introducing the subject and the speakers to the audience.

Programme Sheet A detailed programme schedule giving the order in which speeches are to be made from the dais should be placed for information of each speaker on the dais.

216

Query Slips Programme sheet should be devised in a manner that sufficient time is allotted in each technical session for Question Answer. It should be ensured that all the questions are addressed to the Chairman. Query slips should be kept in the Conference kit and delegates be requested to write their queries on those slips. Cordless mike, if required, may be used during the Question Answer Session.

Topics Seminars, Workshops, Chain Programmes should preferably be organized on the topics, which have been approved by the Professional Development Committee of the Council.

Availability of proceedings

Proceedings of the programmes should be recorded. Whenever any important subject of current interest is discussed, summary (the gist of the proceedings) should be issued as Press Release and sent to the Institute for publication in the Chartered Secretary. In the gist of proceedings presentation of bouquet/mementos/ introduction of speakers etc. should be excluded.

Photographs Photographs taken in the programmes like conferences/ seminars, etc. being organised by the Regional Councils/ Chapters are given top priority for publication in the Chartered Secretary. From the photographs taken at a function atleast one photograph should show the full dais and other photographs should specifically depict the Chief Guest/Guest Speakers while they are addressing the gathering. Photographs showing the audience (maximum numbering two) may also be sent to the Institute. Photographs for routine Programmes like study circle meeting, career-counseling programmes, secretarial modular training programmes should be given least priority while sending. The photographs considered for publication in Chartered Secretary should conform to the following technical specifications: — The photos should be horizontal (no vertical photos

be published for the sake of uniformity) — The photos should be sharp, clear and should only be

of post card size. — The photos should have captions written at the back

including date of the event and names of persons appearing in the photos in sequence (L to R).

— It would be better to have closely focused photos while featuring dais/podium etc. in order to clearly identify the personalities appearing in the photos.

217

— Out of the photographs received, preference for publication would be given to the one showing the full dais with the chief guest/outside invitees preferably when they address from the dais.

Memento No memento be given to any Council Member/Regional Council Member or member of the Managing Committee of Chapter/[Satellite Chapter]* not withstanding that he/she is a speaker.

After the Conclusion Database/particulars of speakers who have left a favourable impression with the audience and have made significant contribution should be maintained and sent to the Headquarters for future use. Speakers of eminence are the ambassadors of our profession as they are opinion builders and keep on addressing various fora. The profession will be at an advantageous position if we maintain healthy relations with them and keep on inviting them at the various programmes organized by the Headquarters Regional Councils/Chapters. Letters of thanks/photograph should invariably be sent to all the speakers after the conclusion of the function as a gesture of goodwill.

Feedback Proforma Feedback may be obtained from the participants through a feedback proforma.

Display of Institute’s Flag The Institute’s Flag must be displayed on the dais in all programmes.

National Anthem The National Anthem should be sung/played at the end of the Inaugural Session of National Convention, Regional Conferences, Practising Company Secretaries Conferences and Corporate Governance Award Function.

The programmes which President/Vice President / Secretary must attend

— National Convention — National Conference of Practising Company

Secretaries — Foundation Day — Corporate Governance Award Function

The Programmes which the Secretary may attend

The Secretary may attend all programmes organised by the Headquarters/Regional Councils/Chapters.

The programmes which the President may attend

All regional Conferences of Members as well as Conferences of Practising Company Secretaries.

The programmes which Vice President may attend

Regional Conferences of Members and Regional Conferences of Practising Company Secretaries in his regional constituency.

218

THE INSTITUTE OF COMPANY SECRETARIES OF INDIA (Constituted under the Company Secretaries Act, 1980)

ICSI Guideline No. 3 of November, 2007 GUIDELINES FOR COMPULSORY ATTENDANCE OF

PROFESSIONAL DEVELOPMENT PROGRAMMES FOR THE MEMBERS

In exercise of the powers conferred by Clause (1) of Part II of the Second Schedule to the Company Secretaries Act, 1980 (56 of 1980), as amended by the Company Secretaries (Amendment) Act, 2006, the Council of the Institute of Company Secretaries of India hereby issues the following guidelines :-

1. INTRODUCTION

The Company Secretaries Act, 1980 was enacted to make provisions for the regulation and development of the profession of Company Secretaries. The Institute of Company Secretaries of India set up under the said Act has been conducting examinations and prescribing standards for adherence by its members.

Members of the Institute in employment occupy important positions in industry. The concept of whole-time practice, which gained its initial recognition in 1988, has gained momentum after the enactment of the Companies (Amendment) Act, 2000 which required Compliance Certificate to be issued by Practising Company Secretary for certain category of companies. Our members in practice are also being recognized for issuing various certificates by various regulatory authorities.

In the present day scenario, a profession cannot maintain its cutting edge competencies unless its members regularly update their knowledge. Attendance and participation in Professional Development Programs, Participative Certificate Programs organized by the Headquarters and Centre for Corporate Governance Research and Training (CCGRT)** and Seminars, Conferences, Study Circle Meetings organised by the Council, Regional Councils, Chapters [Satellite Chapters]*, and other recognised bodies enable members to–

1. Constantly upgrade professional competence and skills. 2. Sensitize them to new and emerging opportunities for service. 3. Assure users of professional services that they possess adequate skills

commensurate with their professional responsibilities. 4. Improve their level of confidence to meet ever-changing demands on the

profession.

The Perspective Planning Group constituted by the Council had recommended compulsory attendance by members at Professional Development Programmes as a means of ensuring constant updation of knowledge and skills of members. The ICSI, drawing strength from these recommendations, has now decided that the following guidelines are required to be followed for giving and recording credit as well as eligible programmes and the number of Program Credit Hours to be given for each program. **

Council vide its decision taken at 188 meeting held on June 5-6, 2009 has rechristened the name of CCRT as Centre for Corporate Governance Research and Training (CCGRT).

219

2. KEY DEFINITIONS 2.1 “Approved Learning Program” means any Professional Development Program,

Continuing Education Program, Participative Certificate Program of the ICSI, Programmes organized through electronic/distance mode* or any other program, Seminar or study circle meeting organised by the Council, Regional Council, Chapter or Satellite Chapter of the Institute, and programmes organised [jointly with professional bodies or Chambers of Commerce].

2.2 “Year” for the purposes of these guidelines shall mean the period commencing from 1st day of April and ending on 31st day of March following.**

2.3 “Learning Program Centre” (LPC) means any wing of the ICSI which conducts programs and includes the Council, any Committee of the Council, Regional Councils, Chapters, [Satellite Chapters]* and shall include any other centre, wing or any other entity as may be recognized by the Council from time to time for this purpose.

3. AUTHORISATION AND METHOD OF REGULATION 3.1 Under Section 9 of the Company Secretaries Act, 1980, the responsibility for

management of the affairs of the Institute and for discharging the functions assigned under the said Act vests with the Council.

3.2 The Council considers that in the context of the liberalised economy and the competitive environment, proper regulation and maintenance of the status and standards of the Members is necessary for ensuring competency of the members.

3.3 Pursuant to the above-mentioned authorizations, these guidelines are therefore being issued for implementation.

3.4 Compliance with these guidelines is mandatory for the members in practice and recommendatory for other members.

3.5 For the removal of doubts, it is clarified that all issues relating to the implementation and interpretation of terms used in these guidelines shall be the responsibility of the Professional Development Committee constituted by the Council. The Committee may discharge its duties in this regard (including issue of supplementary guidelines from time to time) for implementation within the limits of its authority as specified or prescribed by the Council.

4. POWER TO MODIFY GUIDELINES To ensure that these guidelines are dynamic, the requirements, conditions or terms specified in these guidelines may be modified from time to time at the discretion of the Council on the recommendations of the Professional Development Committee of the Council.

5. APPLICABILITY OF THE GUIDELINES 5.1 It is mandatory for all members in practice of the Institute, except those specified in para 6.2 to secure 12 Program Credit Hours (PCH) in a year or 40 Program Credit Hours in a block of 3 years by attendance of approved learning program. * Amended by the Council in its 192nd meeting held on March 18-19, 2010 at New Delhi. **As per the decision of the Council at its 177th Meeting held on 27th November, 2007, “Year” shall mean the period

commencing from 1st day of January and ending on 31st day of December in the same year. Subsequently, the Council at its 197th Meeting held on 15th December, 2010 decided that the current block of three years (2008-2010) shall end on 31st day of March, 2011.

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However, no carry forward for excess Program Credit Hours from block of three years to another block of three years will be allowed.

5.1.1 It would be sufficient if a member obtains atleast twelve credit hours in a year or 40 credit hours in a block of three years. If a member takes a Certificate of Practice during the block, the requirement for obtaining Credit Hours shall be as under : Certificate of Practice taken during The requirement of Credit Hours 1stApril to 30th September of the Twelve Credit Hours in a year or first year of the block 40 Credit hours in the block of three years 1st October to 31st March of the No requirement of Credit Hours in first year of the block the First Year of the block. Twelve Credit Hours each in the second and third year of the block 1st April to 30th September of the Twelve Credit Hours each in the second year of the block second and third year of the block 1st October to 31st March of the No requirement of Credit Hours in second year of the block the second year of the block. Twelve Credit Hours in the third year of the block 1st April to 30th September of the Twelve credit Hours in that year third year of the block 1st October to 31st March of the No requirement of Credit Hours in third year of the block that block

No credit hours will be given to a participant who attends the programme partially.

Members whose reply to prize queries is published in the Chartered Secretary will be entitled to four Programme Credit Hours.

5.2 The requirement specified above shall not apply to:

(i) A member who has attained the age of 65 years.

(ii) A member to whom the Professional Development Committee may in their absolute discretion grant partial/full exemption on account of facts and circumstances of the case which, in the opinion of the said Committee, prevents such member from compliance with these guidelines.

6. FUNCTIONS OF THE LEARNING PROGRAM CENTRES

6.1 To conduct programs on current topics for the benefit of the members.

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6.2 To maintain attendance record of the member attending the program in a manner which will be prescribed.

6.3 To furnish periodic Activity and Attendance Report to the Headquarters of the ICSI for updation in the master database.

7. OBLIGATIONS OF THE MEMBER

7.1 A personal record of compliance with the requirements of Program Credit Hours is required to be maintained by each member on an annual basis. This record shall be open to verification by the Institute.

7.2 At the time of payment of annual membership fees, every member is required to confirm that they have secured the minimum annual Program Credit Hours (PCH) and that the record can be produced to the Institute for verification on request.

8. MANNER OF CALCULATION OF PROGRAM CREDIT HOURS (PCH)

8.1 No Program Credit Hours will be awarded for any learning program whose duration is less than 1 hour.

8.2 The basis of calculation of Program Credit Hours will be as under: No. of hours of Learning Program Program Credit attended by the member Hours (PCH) Beyond 1 hour and upto 2 hours 1 Beyond 2 hours and upto 4 hours in a single day 2 Beyond 4 hours in a single day 4 Program spanning 1 ½ days 6 Program spanning 2 days 8 Program spanning 2 ½ days and above/ 10 National Convention 8.3 A member whose article is published in the “Chartered Secretary” will be entitled to 4

Program Credit Hours. In respect of joint authorship of the article, the two credit hours be awarded to each

author. However, the joint authorship should be limited to two authors only. The article published in the Souvenir of National Convention be treated at par with

the article published in the Chartered Secretary for the purposes of grant of credit hours.

8.4 If the Course Coordinator attends the full program, full credit of the Program Credit Hours allotted for the program will be given.

8.5 No Program Credit Hours shall be given to a member for acting as a faculty in Oral Tuition Classes.

8.6 There may be cases of members contributing articles in newspapers, working on research projects, preparation of or vetting of background or technical material,

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participating in interactive media programs, etc. All such cases will be decided by the Committee on case to case basis until fresh guidelines covering such instances are drawn up.

8.7 A member who acts as a Chairman or Speaker in any technical session at a Workshop, Seminar or Conference organised by the Program Learning Centre will be entitled to equivalent number of Program Credit Hours as is available for the said technical session.

8.8 For Members who reside in places beyond 100 km from the nearest Regional Council/Chapter/[Satellite Chapter]* and attend a program at any Program Learning Centre, they shall be awarded double the Program Credit Hours for which the concerned Program is entitled. However this will not apply to attendance at the National Convention/National Conference of Practising Company Secretaries/ Regional Conferences organised by the Regional Councils. Such members have also the option to prepare a research paper on a topic recommended by the Secretariat.

Where the members in practice residing in remote places are not able to attend the professional development programmes, they may write to the Institute for approving a topic on which they can prepare research paper to get the exemption from securing programme credit hours.

The Research paper includes : (i) A concept paper on emerging areas of practice for Company Secretaries (ii) A Referencer/backgrounder on contemporary topics relevant to Company

Secretaries (iii) A booklet on any topic relating to the areas of practice for Company Secretaries (iv) A monograph on any contemporary topic relevant to the Practising Company

Secretaries (v) An empirical study of practical relevance to the Practising Company Secretaries

Members whose research paper is approved by the Professional Development Committee of the Council, will be exempted from the requirement of securing programme credit hours for a block of three years.

Members who reside in places beyond 100 Kms. from the nearest Regional Council/ Chapter/[Satellite Chapters]* will be entitled for Eight Programme Credit Hours if their article/reply to prize query is published in the Chartered Secretary.

9. MONITORING REQUIREMENTS 9.1 The Professional Development Committee will monitor and review the programs

conducted by the various Program Learning Centres from time to time and appraise the Council of the progress.

9.2 The said Committee shall set up an appropriate monitoring mechanism and provide clarifications (as it considers necessary) to all concerned for effective implementation of these guidelines as per Annexure.

10. These Guidelines are effective from 1st January, 2008.

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Annexure

MECHANISM FOR MAINTENANCE OF ATTENDANCE RECORDS OF MEMBERS AT PROFESSIONAL DEVELOPMENT PROGRAMMES AND ISSUANCE OF CERTIFICATES FOR PROGRAMME CREDIT HOURS (PCH)

The Council has considered and approved the following mechanism for maintenance of attendance records of members at professional development programmes and issuance of certificates for Program Credit Hours under the Guidelines for Compulsory Attendance of Professional Development Programmes by Members:

1. The Program Centre shall ensure the quality of the programmes organized by it by inviting faculty having adequate knowledge, expertise and experience in the given subject/topic for discussion.

The brochure for every professional development programme should indicate the programme Credit Hours to be awarded to the participants.

2. The Program Centre will record the attendance of the participants and maintain the same for future reference and issue the certificates for Program Credit Hours in the prescribed format.

3. The Directorate of Information Technology in the Headquarters will develop software for recording and maintaining the attendance of members at the Professional Development Programmes and send to all Regional Councils/Chapters/[Satellite Chapters]*.

4. The headquarters will initially provide to Regional Councils printed blank formats of certificates, which will be serially numbered.

5. Regional Councils/Chapters/[Satellite Chapters]* will maintain the list of names and membership numbers of the participants as well as faculty/Chairman/Speaker and Program Credit Hours given to each of them together with their signatures duly authenticated by competent authority for this purpose.

Explanation: Competent authority means (i) in the case of Regional Council Chairman or Secretary of the Regional Council or Executive Officer (ii) in the case of Chapter/[Satellite Chapter]*, Chairman or Secretary or Executive Officer, if any, of the Chapter/[Satellite Chapter]*.

A Register be prepared for recording names of participants and obtaining their signatures both at the beginning as well as at the end of the programme.

6. At the time of renewal of membership every year, the members will send a declaration stating the name of the programmes attended, program learning centre, place, date, duration and number of Program Credit Hours secured during the calendar year to the Directorate of Training and Membership of the ICSI.

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THE INSTITUTE OF COMPANY SECRETARIES OF INDIA Northern/Eastern/Western/Southern India Regional Council

CERTIFICATE FOR PROGRAM CREDIT HOURS Name of the Program Learning Centre: ...........................................

This is to certify that Ms./Mr........................................ attended ........................................ (Name of the Programme) held on ................................. at ................................. for................................. days/hours ................................. as a participant/faculty/ speaker/course coordinator/chairman in a technical session.

According to the Institute’s Guidelines for Compulsory Attendance of Professional Development Programmes by Members, she/he is hereby awarded ................................. Program Credit Hours.

Competent Authority

Date Place

THE INSTITUTE OF COMPANY SECRETARIES OF INDIA CERTIFICATE FOR PROGRAM CREDIT HOURS

This is to certify that Ms./Mr ................................. has contributed an article in Chartered Secretary/Convention Souvenir, which was published in the Month of............................. .

According to the Institute’s Guidelines for Compulsory Attendance of Professional Development Programmes by Members, she/he is hereby awarded ................................. Program Credit Hours.

Competent Authority Date Place

THE INSTITUTE OF COMPANY SECRETARIES OF INDIA CERTIFICATE FOR PROGRAM CREDIT HOURS

This is to certify that Ms./Mr ........................ has contributed an article in ........................ a Newspaper/worked on research project/prepared or vetted backgrounder or technical material/participated in interactive media programs ........................ .

According to the Institute’s Guidelines for Compulsory Attendance of Professional Development Programmes by Members and as per the decision of the Professional Development Committee at its meeting held on ........................ she/he is hereby awarded ........................ Program Credit Hours.

Competent Authority Date Place

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SALIENT FEATURES OF THE SCHEME FOR PROGRAMME CREDIT HOURS (PCH) FOR COMPANY SECRETARY IN EMPLOYMENT Approved by the Council on 29.12.2007

1. The Scheme shall be effective from 1st April, 2008.

2. PCH for company secretary in employment is recommendatory.

3. To begin with Company Secretary in employment may obtain six (6) PCH in a year. The Institute may gradually increase number of PCH to bring them at par with the PCH required to be completed by a Practicing Company Secretary (PCS).

4. The Regional Councils and the Chapters shall organize sufficient number of quality programmes useful and relevant to the CS in employment. In case of smaller Chapters, the concerned Regional Councils shall extend necessary help to organize sufficient number of programmes.

5. The detailed scheme will be published later.

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GUIDELINES FOR ORGANISATION OF NATIONAL CONVENTION 1. After conclusion of each National Convention, the Professional Development

Committee (PDC), at its next meeting may consider and recommend to the Council, the region/venue, period and a few themes in order of preference for the next National Convention for the decision of the Council.

2. The Council may consider the recommendations of the PDC and decide the period, region/venue and theme of the Convention and authorise the President to organise the Convention.

3. The President as the Chief Executive Authority of a Convention may constitute a Convention Committee consisting of himself as Chairman and the Vice-President, Council Members belonging to the Regional Constituency where the Convention is to be held, and the Secretary of the Institute, as members.

4. The Convention Committee may perform the following functions:

(a) To take note of the Convention Guidelines;

(b) To decide the exact title and topics for the theme chosen by the Council and exact dates and venue of the Convention;

(c) To form a Convention Organising Sub-Committee including the Chairman of the Regional Council as its member to make all Organisational arrangements and to specify its functions;

(d) To delegate to Convention Organising Sub-Committee to constitute a Local Reception Committee;

(e) To approve budget of Convention;

(f) To suggest panel of Chief Guests and Speakers for Inaugural Session and Chairmen and Speakers for Technical Sessions and concluding sessions;

(g) To form Convention theme Articles Screening Committee;

(h) Any other matter referred to it by the Secretary or Convention Organising Sub-Committee.

4A. Having regard to the unsuitability of holding the Convention in February/March, all future Conventions should be held in September or October. This would provide an opportunity to the President to conclude his term of office with the conduct of the National Convention and to give an account of the various activities undertaken during his tenure and also to ensure continuity of planning in the conduct of the Convention. (33rd meeting of the PDC held on 11.5.1991)

5. Secretary and/or Additional Secretary/Senior Director will normally participate in each meeting of the Convention Organising Sub-Committee.

6. Brochures for the Convention will be brought out by the Directorate of Academic & Professional Development in consultation with the Secretary and the President as decided by the Convention Committee. An announcement will be made simultaneously in 'Chartered Secretary' and other magazines and periodicals to give an idea as to the theme, venue and dates of the Convention.

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7. The brochure once printed will be handed over to the Directorate of Administration and Students Services for dispatch to Organisations, Members, Regional Councils, Chapters and others for enrolment of delegates under the cover of a letter explaining the theme and sub-theme briefly. Up-dated addresses list and also the covering letter would be provided by the Directorate of Academic & Professional Development to the Directorate of Administration and Students Services.

8. The Directorate of Administration and Students Services would handle enrolment and Registration of delegates and all correspondence with the delegates, hotels, Regional Offices on Convention matters.

9. Drafting/printing of request letters for advertisement in souvenir and special letters to Companies and Members from Secretary would be arranged and handled by the Directorate of Administration. A pre-printed proforma for release of advertisements would also be sent alongwith the requests for advertisements in Souvenir.

10. Directorate of Academic & Professional Development will bring out the background material and Directorate of Administration and Students Services will dispatch the backgrounder alongwith pilot papers to all delegates registered 15 days before the start of Convention. The backgrounder will also be placed on the website of the Institute – www.icsi.edu.

11. Specially selected paper-writers and guest-speakers may be requested to contribute papers for the Convention and no paper should be accepted for presentation unless it is recommended by the Screening Committee and no paper should be allowed to be circulated by any person at the Convention except through the Institute and as approved by the Chairman of the Convention Committee.

12. Articles for Souvenir may be invited for publication from Members and referred to the Screening Committee for its recommendations.

13. Articles screened will be edited in the Directorate of Academic & Professional Development and printed in the Souvenir to be published in headquarters at New Delhi. The Souvenir may include messages from selected dignitaries (like President, Vice-President, Prime Minister, Chief Justice of India and the Minister concerned with the Ministry of Company Affairs), advertisements and such other material considered necessary and useful for the Convention. Directorate of Administration and Students Services would provide alphabetical list of registered delegates to Directorate of Academic & Professional Development.

14. At the Inaugural Session, the Chief Guests, President Vice-President, Chairman of the Convention Organising Sub-Committee, Chairman of the Regional Council and the Secretary will be represented on the dais. Welcome address will be given by the Chairman of the Convention Organising Sub-Committee while the introduction of the theme and speakers will be done by the Vice-President. The Presidential Address will highlight the important achievements of the Institute and its future activities. Vote of thanks will be proposed by the Secretary covering reply on points, if any, raised by outside speakers. Prize distribution for students, Articles Writers and Best Chapters will be made at the inaugural session.

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15. For the technical sessions, panel of persons to introduce the speakers and to propose the Vote of Thanks will be decided by the President in consultation with the Chairman of the Convention Organising Sub-Committee and the Secretary.

16. Directorate of Administration and Students Services will send invitations for attending the Inaugural Session of the Convention to all Past Presidents, President and Secretary of ICAI, ICWAI, FICCI, ASSOCHAM, CII, Local Council Members of ICAI/ICWAI, local Chairman and Secretary of the local Regional Council/Chapter of ICAI/ICWAI and the Vice-Chancellor and Heads of Commerce, Law or Management Departments of Local University, and any other govt. officials and dignitaries as may be advised by the Chairman of the Convention Committee, Convention Organising Sub-Committee or the Secretary. The Vice-Chancellor or any senior academician from the local University may be invited to participate in the technical sessions, if so recommended by the Chairman of the Regional Council or Chapter concerned located in the place of Convention.

17. After the Technical Session and Valedictory Address, if any, concluding session will be held with the President presiding over the session. The Vice-President, Chairman, Convention Organising Sub-Committee and the Secretary will also be seated on the dais. The Secretary should be requested to propose a Vote of Thanks at the conclusion of the Convention.

18. Local organisational arrangements including hotel stay etc. for all the Conventions, whether held in Delhi or outside will be handled by the Directorate of Administration and Students Services of the Institute. In case of conventions held at a place other than Delhi such local arrangements would be made under the advice of the Local Reception Committee. All organisational expenses, if required to be incurred by the Convention Organising Sub-Committee, will be in accordance with the general purchasing procedure as may be given by the Directorate of Administration.

19. Proceedings at the Convention will invariably be tape-recorded and, where possible, important sessions may be video recorded.

20. Budget of Convention will be drawn up and placed before the Convention Committee for its approval. A copy of the approved budget would be sent to the Chairman of the Convention Organising Sub-Committee so that the expenditure could be incurred/committed within the approved budgetary limits.

21. No distinction be made between fee payable by Members and Non-Members. Company secretaries in practice and members above the age of 60 years be charged concessional fee. (Convention Committee meeting held on 13th June 1998 at Mumbai and 108th meeting of the Council)

22. Registered students intending to attend the Convention on their own as delegates may be allowed concessional delegate fee as may be decided by the Secretary in consultation with the President and Chairman of Convention Organising Sub-Committee. However, such concessional delegate fee would not be less than 50% of the full delegate fee.

23. Similarly, fee to be charged for accompanying guests will be fixed by the Secretary, between 30% and 50% of delegate fee, in consultation with the

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President and Chairman of Convention Organising Sub-Committee. Delegate's guests may also join for Convention lunch/s and or dinner/s against payment of charges as may be decided by the Organising Sub-Committee. Such charges, however, would not be less than the actual cost of such lunch/s and or/dinner/s. Directorate of Administration and Students Services in consultation with the Chairman Convention Organising Sub-Committee would chalk-out in advance, programme for all the 3 days for paid accompanying spouses/guests of the delegates and circulate the same in advance to all concerned.

24. The Convention should be held in each Region by rotation and the views of Regional Council with regard to fixation of venue in the Region may be obtained for consideration by the Council.

25. At the conclusion of Inaugural Session, a Press Note will be issued highlighting the points to be projected. Thereafter, on every day of the Convention and particularly on the conclusion of the Convention, a Press Note will be issued as prepared by the Directorate of Academics & Professional Development. All coordination work relating to Press Note will be handled by the Executive Officer of the concerned Regional office under the guidance of Chairman of Convention Organising Sub-Committee, and in case the Convention is held in New Delhi the same will be done by the Directorate of Academics & Professional Development.

26. Prior to Convention, a Press Conference will be arranged as may be decided by the President. Another Press Conference may be arranged either at the time of the Convention or at the conclusion of the Convention to brief the Press on the deliberations of the Conventions.

27. If a newspaper supplement is proposed to be brought out, advance action is to be taken in order to secure sufficient advertisement support by Local Reception Committee and Convention Organising Sub-Committee to meet the cost of supplement. Besides, important messages, Convention highlights and at least one articles by the President, maximum efforts should be made to get publicity for the Institute's activities in the supplement.

28. Bills relating to the advertisements in the Souvenir will be raised by the Directorate of Public Relations and Corporate Communication and later on the advertisement orders and correspondence would be provided to the Directorate of Accounts for enabling the latter to pursue the matter till realisation of the advertisement amount.

29. In addition to the Convention Organising Sub-Committee which will be responsible for the overall organisational work at the place of Convention, special Local Committee may be constituted to look after the following arrangements:

(i) Press publicity and souvenir;

(ii) Hotel, Tours, transport and Hospitality; and

(iii) Local Office, Hotel arrangements and cultural shows

(iv) While constituting special local Committees, efforts would be made to include all the members of the Regional Council in Sub-Committee or special local Committees.

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30. Banner for Convention to be put at the Convention Hall should have Institute's name in a prominent manner alongwith the theme and dates of the Convention. A small banner containing the Institute's name may be put up on the podium and/or to cover the Head Table. In addition, after obtaining approval of the concerned local authorities like Airport Authorities, Railways or the Local Authorities as the case may be, hoardings or cloth banners may be put up at prominent places from the Airport to the venue of the Convention or from the Railway Station to the Venue of the Convention or similarly from the Central Bus Stand. Steps should be taken to remove these banners soon after the conclusion of the Convention. Putting up of banners can be suitably arranged if some Company takes interest in it, as an advertisement for their product without any cost to the Institute. If advertisement banners are to be put up at the Convention venue, permission to be given and the rates to be charged shall be decided by the Chairman of the Convention Organising Sub-Committee in consultation with the Secretary of the Institute and photo of each advertisement banner will be taken as voucher copy for record and to raise bill from the advertiser by the Directorate of Public Relations and Corporate Communication. All types of banners, pocket badges, placards and stationery items, normally required for each Convention would be procured and arranged by the Directorate of Administration, even for the Convention held outside Delhi.

31. Regional Councils and Chapters will be associated to the extent possible, in holding the Convention. Every Regional Council and Chapter should make efforts to publicise the Convention as well as to secure publicity at regular intervals in order to attract maximum number of delegates for participation. Publicity will be secured through newspapers, Radio & TV.

32. As regards any surplus arising out of Convention, the general principle is that surplus belongs to the Council as Convention is an All India event. However, if the Chapter/Regional Council, within whose jurisdiction the Convention is held, has made significant contribution to the financial and organisational success of the Convention by getting several advertisements and delegates locally and contributions from organisations for lunch, dinner and cultural shows, a suitable percentage of the surplus commensurate with the efforts, as may be decided by the Council, will be transferred to the Regional Council/Chapter concerned as capital grant to be utilised for incurring capital expenditure, such as, acquiring buildings, equipment etc. Similarly, a fixed amount of percentage of surplus may be given to the Company Secretaries Benevolent Fund and ICSI Employees' Benevolent Fund.

***(i) 10% of the contributions actually received on account of advertisements, sponsorships, banners, etc. i.e., contributions received other than delegate fee should accrue to the Head Quarters/Regional Council/Chapter through whose office the same were procured.

(ii) 40% of the surplus arising therefrom would accrue to the Headquarters. The balance 60% be shared between the Regional Council and Chapter hosting the Convention. The Council will decide the sharing between the Regional

***

As amended by Council in its 181 meeting held on June 6-7, 2008 at Pune.

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Council and Chapter after receiving recommendations from the concerned Regional Council.

(iii) Where the Convention is organized in Delhi or at place where no Chapter is involved, the surplus should be shared between the Council and the Regional Council equally.

33. Immediately after the Convention it will be the responsibility of the Executive Officer of the concerned Regional Office (except for Conventions held in Delhi) to finalise the accounts as per accounting guidelines issued in this regard from time to time and submit the same to the Directorate of Accounts within 3 weeks from the concluding date of Convention. Separate bank account will be opened and operated exclusively for Convention purpose. This account will be closed after finalising the accounts.

34. The Secretary should prepare Action Plan for Headquarters, Convention Organising Sub-Committee and for local Reception Committee and circulate the same for necessary action at various levels.

35. It may be considered by the Convention Committee to hold meetings of : 36. (a) Office bearers of Regional Councils & Chapters who attend the Convention (b) Company Secretaries in whole time practice who attend the Convention; (c) Past Presidents of the Institute; and (d) Open session for members of the Institute. 37. All other routine organisational matters and arrangements for the Convention not

specifically dealt with herein or by the Convention Committee or any of the Sub-Committees, shall be dealt with by the Secretary in consultation with the Chairman of the Convention Organising Sub-Committee and as may be directed by the President from time to time.

38. The views and comments received from the delegates after each National Convention may be considered by the Secretary and the Professional Development Committee and these guidelines may be accordingly updated for the use in subsequent National Conventions.

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GUIDELINES FOR HOLDING NATIONAL PROGRAMME

Organising National Programme is the responsibility of the Head Office either in association with Regional Council and Chapter, exclusively or jointly with some other established body. The programmers should be organized effectively and efficiently with the purpose of the overall development of our members.

— Headquarters, Regional Councils and Chapters would organise the National Programmes and make efforts to include relevant national level body as representative and as recognition of the body in that area.

— The calendar of programmes for each year would be finalized by the end of January each year.

— For each national programme, a tentative budget should be prepared in advance indicating the Income and Expenditure. No programme should be oraganised unless before hand the budget is prepared. The budget would include expenses for venue , lunch, inaugural and evening tea , bouquet, gifts for faculty, Chief Guest , local conveyance, printing and stationary, postage, fax, telephone, cost of kit, traveling expenses of faculties etc. The organizing partners should also put in efforts for organising some sponsorship for the programme. Efforts should be made to ensure that no loss is incurred in organising the programme. In case in organising the programme some loss is incurred, the same has to be compensated out of the future profits of the concerned Regional Council/ Chapter/[Satellite Chapter]*.

— The surplus in respect of National Programmes shall be shared in the following manner:****

(a) Where programme is organized by the Regional Council and no Chapter is involved, the surplus be distributed in the ratio of 40:60 between Headquarters and the Regional Council.

(b) Where the programme is organized by the Chapter, the surplus be distributed in the following ratio:

Headquarters 35% Chapter 15% (for making organizational efforts) Remaining 50% be distributed as may be decided by the Committee on the

recommendation of the Regional Council.

— The fee of the programme shall be fixed in accordance with the budgeted expenses.

— The Regional Council/Chapter proposing to organise the National Programme should use their organizational capacity to organise delegates/muster outside and government support / organise corporate sponsorship, in making efforts to ensure participation of delegates from all parts of the country, in motivating involvement of members of their regions.

****

As amended by PDC in its 95 meeting held on June 5, 2009.

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— The theme of the programme should be of national relevance / wide base concern, which cuts across regional relevance. It should cover all appropriate areas of professional interest. The topic of the programme shall attempt to focus on inter-related discipline.

— Normally one National Programme should be organized in one quarter. The timing of the conduct of the programme should be selected with utmost caution. It should not fall on any festival day.

Simultaneously, no other National level programme /event concerning profession should clash with the announcement of the programme. At least, three months time gap should be there in two National Programme in a city.

While fixing the date of the National Programme availability of the President, the ICSI/ Secretary, the ICSI / availability of the Chief Guest / dignitary, availability of the venue / hall, etc. should be taken into account.

Programme Director

Programme Director for the National Programme would be nominated by the President. Programme Director should preferably be the Council Member from the region / city in which programme is being organized.

Programme Director would finalise the faculties, key note speaker and the Chief guest. Secretariat would follow up with them. Programme Director would also finalise the brochure of the National Seminar prepared by the Secretariat/ associating Regional Council/ Chapter/[Satellite chapter]*. Programme Director would also approve the tentative budget.

Programme Coordinator

For assisting the Programme Director, the President would nominate any person from the city in which the National Seminar is being organised as Programme Coordinator. Programme Coordinator should preferably be the Chairman of the Regional Council or Local Chapter or his nominee. He would help the Programme Director in organizing sponsorships, delegates and for extending all support in administrative matters for ensuring that the programme is a great success.

Brochure

Programme brochure shall be drafted and designed by the Headquarters. The Regional Council/Chapter/[Satellite Chapter]* in which the programme is being held will provide the requisite inputs.

Brochures shall be sent to all Regional Councils, Chapters, [Satellite Chapters]* and CCGRT. Five brochures shall be sent to all elected Council Members. Contents of the brochure shall also be placed on the web site of the Institute.Programme brochure shall be posted at least one month in advance and should be sent to all the members and to others as advised by the Programme Director.

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As in the case of Professional Development Programmes, Directorate of Academic and Professional Development of the Institute will provide referencers (actual cost of the referencer shall be charged to the programme) However, Programme Coordinator may prepare additional material including case studies. The material could be considered for distribution amongst the participants as additional study material. Cost of photo copying of additional material shall be charged to the programme. Two sets of additional material developed by the Programme Coordinator shall be provided to the Directorate of Academic and Professional Development for use in future programmes.

Concerned Regional Council/Chapter/[Satellite Chapter]* shall ensure that there is no wastage in the distribution of referencers.

Faculties

Eminent faculty with comprehensive exposure to the practical aspects of the topic of the programme should be selected. Speakers should be from a wider cross section, if possible, from different corners of the country. The speaker should have familiarity and competence with modern techniques of the instruction use of audio-visual reinforcement and experience of case study and discussion method.

Sessions

Each session should normally have at least two speakers and a session chairman. Some local faculties should be involved in the programme. Faculties should be requested to provide a comprehensive note on their session. Same may be included in the referencer.

Delegates

The conduct of the National Programme should enable members located in various geographical locations to participate in the programme. The adequate number of participants should be identified in order to have positive response of the participants. The programme should promise adequate motivation and stimulation for the Institute’s members to participate.

— The venue of the programme should meet the following requirements : (a) comfortable and accessibility (b) quiet, privacy and free from interruptions (c) ample space including parking space for vehicles (d) suitability for sub-group activity (e) availability of space for projection facilities (f) needed illumination and adjustability of illumination during projection (g) adequate electrical control, electrical supply for the projection when room

lights are dimmed/put off (h) fans/air-conditioners are working when lights are dimmed / put off

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(i) hall provides good ventilation (j) furniture can be arranged in such a way to facilitate easy group exercises (k) learners can communicate with faculty

President’s Visit

It shall be the responsibility of the concerned Regional Council/Chapter/[Satellite Chapter]* to organize meetings of the President during his visit for the National Programme, with dignitaries like Governor, Vice-Chancellor, Chief Minister, Leading Industrialists, Presidents of Chamber of Commerce etc.Press Conference of the President should also be organised. Kit for distribution to the Press shall be provided by the Directorate of Public Relations.Arrangement should also be made for recording of President’s interview with the TV.

Accounts

It shall be the responsibility of the concerned Regional Council/Chapter/[Satellite Chapter]* to prepare accounts of the programme held. The accounts including income and expenditure statement of the programme should be prepared and submitted to Head Office as early as possible but not later than two weeks after the conclusion of the programme so as to place it before the concerned Committee of the Council.

The concerned Regional Council/Chapter/[Satellite Chapter]* organising the National Programme should prepare programme report and send it to the Head Office along with the photographs of the programme. Cost of photographs should not exceed Rs. 1,000 per day per programme. The programme report and photographs should be sent timely so that the same could be printed in the Chartered Secretary journal of the current/ensuing month.

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GUIDELINES FOR RECOGNITION AND FUNCTIONING OF STUDY CIRCLE 1. The constitution of a study circle will be permitted only in a city in which office of

the Regional Council, [A1 or]***** A Grade Chapter is located.

2. The Council may approve constitution of study circle in the city in which office of the Regional Council [or A1]***** or A Grade Chapter is located on an application made in this behalf by the members residing/working in a particular geographical area. However, no such permission shall be given to a study circle, which is restricted only to members working in a particular company or for a Corporate Group.

3. Where a study circle is being constituted in a geographical area covered under a city where the Regional Office of the Institute is situated, the application shall be made to the Institute through the Regional Council. However, where the study circle is being constituted in a geographical area covered under [A1 or]***** A Grade Chapter, the application shall be made to the Institute through the respective Chapter of the Institute along with recommendation of the Regional Council.

4. The study circle shall be constituted in a particular geographical area only if not less than 20 members of the Institute reside/work in that particular geographical area and are interested to constitute a Study Circle.

5. The Study Circle so constituted shall be called _____________ (name of the locality) Study Circle of_____________ (Concerned Regional Council/Chapter).

6. Study Circle so constituted shall work under the guidance, supervision and control of the Regional Council / Chapter as the case may be.

7. Study Circle shall not be permitted to use the logo of the Institute on their letterhead or on any other communication.

8. Study Circle shall elect every year a Convener and a Deputy Convener from amongst the members residing/working in the geographical area where the study circle is situated to look after the day-to-day affairs/activities of the Study Circle. The Deputy Convener would be responsible for maintaining the accounts of the Study Circle. No member shall be allowed to occupy the position of Convener/ Deputy Convener for more than one study circle.

9. The Study Circle shall be self-supporting and no grant, financial or otherwise shall be provided by the Institute, Regional Council or Chapter [or Satellite Chapter]*. Study Circle shall not acquire any capital asset of its own.

10. The membership fees, both initial as well as annual, to be charged by individual Study Circle, shall be subject to concurrence of the concerned Regional Council of the Institute under the jurisdiction of which study circle is located.

11. Convener of a Study Circle shall be authorised to collect any sum in the form of voluntary contribution from the members to defray the cost of conducting learning activities and other incidental charges.

*****

Pursuant to the Council decision in its 181 meeting the concept of ‘A1 Chapter’ has been done away with.

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12. Convener of every study circle shall submit half - yearly and annual accounts of receipts and payments to the Regional Council. The half yearly accounts from 1st April - 30th September every year shall be submitted before 15th of October of the relevant year. Half yearly accounts from 1st October - 31st March of the following year along with the Annual Accounts for the period from 1st April to 31st March shall be submitted before the 15th of May every year to the Regional Council.

13. Convener of study circle shall seek prior approval of the Institute (Headquarters) for each Study Circle meeting for grant of Programme Credit Hours.

14. The Convener shall send copies of the Notices convening the meetings and Report of such Meetings to the concerned Regional Council/ Chapters within ten days of such meetings and also send a copy to the Headquarters of the Institute for records.

15. Certificates shall be issued by the Regional Council/Chapter as the case may be on the basis of attendance records submitted by the Study Circle.

16. The Study Circles attended by atleast five members shall be eligible to Programme Credit hours, as provided under the Guidelines for Compulsory Attendance of Professional Development Programmes issued by the Council.

17. No Study Circle shall be allowed to undertake activities, which are against the interest/policies of the Institute or its guidelines.

18. Study Circles shall be allowed to open Bank Accounts in their names to be jointly operated by Convener and Deputy Convener of the respective study circle.

19. The Convener and Deputy Convener shall be jointly liable for proper financial management of the Study Circle, except for production of proper audited accounts, for which the Deputy Convener shall be solely liable.

20. Details of programmes intended to be organized by the Study Circles shall be intimated to the Institute and the concerned Regional Council or Chapter - under whose geographical jurisdiction those Study Circles are functioning in a manner and within such time as to enable Regional Councils/Chapters to publicise such programmes through their Newsletters. The Study Circle shall send a list of forthcoming programmes to the Headquarters for hosting the same on the website of the Institute.

21. Enrolment to the programmes, organized by a particular Study Circle where Programme Credit Hours is desired shall be open to the members of that Study Circle as well as other members of the Institute who are not members of that study circle. Reasonable fee for such enrolment may be charged from non-members of the Study Circle for attending a programme.

22. The responsibility for monitoring, recording of Programme Credit hours, issuance of Certificates for approved programmes conducted by Study Circles shall lie with the concerned Regional Council or Chapter under whose geographical jurisdiction those Study Circles are functioning

23. Every Study Circle willing to organise a joint programme shall obtain a prior approval of the Directorate of Academics and Professional Development. Requests for such joint Programmes shall be recommended by and routed through the concerned Regional Council/Chapter under whose geographical jurisdiction such Study Circles is situated.

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“FORMAT OF APPLICATION FOR SEEKING APPROVAL OF THE INSTITUTE FOR CONSTITUTION OF A STUDY CIRCLE”

Date ___________ The Chairman, _______ India Regional Council of the Institute of Company Secretaries of India, __________________________, __________________________,

Through _________________ Chapter of _________ India Regional Council of the Institute of Company Secretaries of India [if applicable].

Dear Sir,

Ref: Constitution of Study Circle

We, on behalf of the members of the Institute of Company Secretaries of India from_______ (name of the locality) of _______ Regional Council /Chapter of the Institute, whose details are given below, desire to constitute a Study Circle under the name_______.

We have read the Guidelines issued by the Institute for constitution of study circle and shall abide by the same.

Mr. __________and Mr.____________ have expressed their consent to be the Convener and Deputy Convener of the Study Circle.

We shall be pleased if the approval is granted at the earliest.

Thanking you,

Yours Faithfully,

SIGNATURES WITH NAME, MEMBERSHIP NUMBER AND ADDRESS

Not less than twenty members of the proposed Study Circle

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GUIDELINES FOR NEWSLETTER/E-NEWSLETTER OF REGIONAL COUNCILS/CHAPTERS, ETC.

Name

The newsletter should have uniformity in names and no name in vernacular language be used. Prima facie the focus should be for image/ brand building of the Institute through the Newsletter of its Regional Councils and Chapters.

The name can be as under: For Regional Councils — ICSI-NIRC Newsletter/E-Newsletter, ICSI-EIRC Newsletter/E-Newsletter. For Chapters ICSI-NIRC Jaipur Chapter Newsletter/ E-Newsletter, etc. or any similar name.

Periodicity

Monthly (Not more than twelve issues per year)

Financials

Every year the Regional Council/ Chapter should prepare a Budget for the Newsletter/ E- Newsletter within which the Newsletter/e-Newsletter has to be operated during the year. Further, as far as possible, the Newsletter/ E- Newsletter should be self sustaining. Efforts should be made by the Regional Council/ Chapter for revenue generation for the Newsletter/ E-Newsletter by soliciting advertisements.

Number of Pages

The number of pages of each issue of the Newsletter should be around 20 and that the total number of pages per volume of the Newsletter should in no case exceed 300. There shall, however, be no restriction in the length of the E-Newsletter.

Editorial Board

Every Newsletter should have an Editorial Board consisting of not more than 5 elected or other members and having a term of one year only. The Chairman of the Regional Council should be the ex-officio Chairman of the Board. There will be communication from the Chairman only and from none else like the Editor's pen, Editorial, etc. In case the Chairman is not writing the page, the same should be vetted by him before it is sent for printing. While the contents of communication from the Chairman could be under the following broad heads, care must be taken to ensure that the contents of communication from the Chairman are in line with the policy and thinking of the Council of the Institute.

Suggestive Contents of Communication from the Chairman

1. Important programmes both National/Regional level.

2. Major decisions of the Council/ Regional Council.

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3. Meetings with Chambers representatives/trade/commerce etc. for the development of the profession.

4. Highlights of the Bills introduced having relevance to the profession.

5. The development of the profession of company secretaries in other countries.

6. Highlights of Budget/ Economic Policy/ EXIM Policy etc. in general as and when the same are released.

Contents of the Newsletter/E-Newsletter

The contents of the Newsletter/E-Newsletter should be on the following lines:

1. Programme announcements/Council/Regional Council/Chapter announcements.

2. FAQs on different topics having relevance and direct bearing on the profession of Company Secretaries.

3. Articles on topics of current and practical relevance to company secretaries. Articles written for company secretaries in practice dealing with'procedural matters.

4. Advertisements which are selected after screening on the basis of Advertisement Guidelines. (Detailed Guidelines are given hereunder.)

5. Members enrolled as members of the Benevolent Fund of the Institute, Members on the move, elevation, entering the profession, etc.

6. Well written gist of important legal decisions having relevance for the Members in general.

7. Other miscellaneous items of interest to various segments of corporate sector.

8. Gist of important articles from the'foreign journals (subject to copy right).

9. Book reviews (not of text books and review of only those publications where complimentary copies are received for the purpose).

10. Calendar of programmes of the Institute/Regional Councils, etc.

11. Brief Bio-data of President and Vice President soon after their election to the post with photographs. The Bio-data will be the one sent for this purpose by the HQ.

12. Functional Committees of the Regional Council/Chapter immediately after their constitution.

13. Proceedings of seminars/conferences held.

(NOTE: These are only the broad heads which are to be considered and not that every issue should contain all these columns.)

Advertisement

1. Advertisements of Books/CDs etc. being published by the reputed publishing houses.

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2. Programme advertisements by Management Houses/Chambers of Commerce/ other Institutions.

3. Appointment advertisements—Remuneration for positions for which membership of the Institute is required, remuneration, if stated, should not be less than Rs. 10,000/- per month.

4. Advertisements of publications like scanner/help book/etc, for CS exam or other similar professional examinations are not to be published.

5. Advertisement of any institution imparting/conducting company secretaryship course or similar course by a different name should not be published.

6. Advertisement of any degree/diploma/certificate course being conducted by any college/university not of repute and which is not affiliated to any university nor any deemed university should not be considered for publication.

7. In case of doubt the Advertisements matter may be referred to the Editorial Board for its final decision.

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(Constituted under the Company Secretaries Act, 1980)

ICSI Guideline No.1 of November, 2007

[Pursuant to Clause (1) of Part II of the Second Schedule to the Company Secretaries Act, 1980 as amended]

New Delhi, the 27th November, 2007

GUIDELINES FOR ISSUING COMPLIANCE CERTIFICATE AND SIGNING OF ANNUAL RETURN

In exercise of the powers conferred by Clause (1) of Part II of the Second Schedule to the Company Secretaries Act, 1980 (56 of 1980), as amended by the Company Secretaries (Amendment) Act, 2006, the Council of the Institute of Company Secretaries of India hereby issues the following guidelines :-

1. A member of the Institute in practice who is entitled –

(i) to issue compliance certificate pursuant to the proviso to sub-section (1) of Section 383A of the Companies Act, 1956 (1 of 1956); and/or

(ii) to sign an Annual Return pursuant to the proviso to sub-section (1) of Section 161 of the Companies Act, 1956 (1 of 1956),

shall be deemed to be guilty of professional misconduct if he –

– issues compliance certificates; and/or

– signs Annual Return

for more than eighty companies in aggregate, in a calendar year.

Provided, however, that in the case of a firm of Company Secretaries, the ceiling of eighty companies aforesaid would apply to each partner therein who is entitled to (i) sign the compliance certificate in terms of the proviso to Sub-section (1) of Section 383A of the Companies Act, 1956; (ii) sign Annual Return in terms of the proviso to sub-section (1) of Section 161 of the Companies Act, 1956.


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THE INSTITUTE OF COMPANY SECRETARIES OF INDIA (Constituted under the Company Secretaries Act, 1980)

ICSI Guideline No.2 of November, 2007 [Pursuant to clause (1) of Part II of the Second Schedule to the

Company Secretaries Act, 1980 as amended] New Delhi, the 27th November, 2007

GUIDELINES FOR REQUIREMENT OF MAINTENANCE OF A REGISTER OF ATTESTATION[/CERTIFICATION]1 SERVICES RENDERED BY PRACTISING COMPANY SECRETARY/FIRM OF PRACTISING COMPANY SECRETARIES

In exercise of the powers conferred by clause (1) of Part II of the Second Schedule to the Company Secretaries Act, 1980 (56 of 1980), as amended by the Company Secretaries (Amendment) Act, 2006, the Council of the Institute of Company Secretaries of India hereby issues the following guidelines :-

1. For the purpose of maintaining quality of attestation [/certification]1 services provided by Company Secretaries in Practice, every Practicing Company Secretary/Firm of Practicing Company Secretaries shall maintain a register regarding attestation [/certification]1 services provided by him/her/it, which shall be open for inspection by such person as may be authorised.

2. The format of the register to be maintained by a Practising Company Secretary/Firm of Practising Company Secretaries regarding attestation[/certification]1 services is as under :

Sl. No. Name and

Registration No. of the company to which attestation[/ certification]1 services* provided

Services rendered

Date of signing of Certificate/ Return/ Audit Report

Signature of the PCS

Signature of the person authorised for verification

1 2 3 4 5 6

*The various attestation[/certification]1 services mean : (i) Signing of Annual Return pursuant to proviso to subsection (1) of section 161 of

the Companies Act, 1956.

1 Inserted by the Council in its 178th Meeting held on 29th December, 2007.

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(ii) Issue of Compliance Certificate pursuant to proviso to sub-section (1) of section 383A of the Companies Act, 1956.

(iii) Issue of certificate of Securities Transfers in compliance with the Listing Agreement with Stock Exchanges.

(iv) Certificate of reconciliation of capital, updation of Register of Members, etc. as per the Securities & Exchange Board of India’s Circular D&CC/FITTC/Cir-16/2002 dated December 31, 2002.

(v) Conduct of Internal Audit of Operations of the Depository Participants. (vi) [Certification under Clause 49 of the listing agreement.]1


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(Constituted under the Company Secretaries Act, 1980)

ICSI Guideline No. 4 of December, 2007

GUIDELINES FOR ADVERTISEMENT BY COMPANY SECRETARY IN PRACTICE

In exercise of the powers conferred by Clause (1) of Part II of the Second Schedule to the Company Secretaries Act, 1980 (56 of 1980), as amended by the Company Secretaries (Amendment) Act, 2006, the Council of the Institute of Company Secretaries of India hereby issues the following guidelines:-

1. Introduction

1.1 The Institute of Company Secretaries of India, (the Institute) constituted under the Company Secretaries Act, 1980 (the Act) is a statutory body to develop and regulate the profession of company secretaries in India. Members of the Institute who hold the Certificate of Practice issued by it are authorised to practise the profession of Company Secretaries and these members are known as Company Secretaries in Practice.

1.2 The areas in which the Company Secretaries in Practice can and do render their services and the names, addresses and other particulars of Company Secretaries in Practice are displayed on the website of the Institute.

1.3 Members of the Institute are required under the Act to maintain high standards of professional conduct.

1.4 Part I of the First schedule of the Company Secretaries Act, 1980, enumerates professional misconduct in relation to a member in practice and inter-alia includes if such a member :

(6) solicits clients or professional work, either directly or indirectly, by circular, advertisement, personal communication or interview or by any other means :

Provided that nothing herein contained shall be construed as preventing or prohibiting –

(i) any company secretary from applying or requesting for or inviting or securing professional work from another Company Secretary in Practice; or

(ii) a member from responding to tenders or enquiries issued by various users of professional services or organizations from time to time and securing professional work as a consequence;

(7) advertises his professional attainments or services, or uses any designation or expressions other than Company Secretary on professional documents, visiting cards, letterheads or sign boards, unless it be a degree of a University established by law in India or recognized by the Central Government or a title indicating membership of the Institute of Company Secretaries of India or of any other institution that has been recognized by the Central Government or may be recognized by the Council :

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Provided that a member in practice may advertise through a write up setting out

• the services provided by him or his firm and

• particulars of his firm subject to such guidelines as may be issued by the Council;

1.5 The Council of the Institute of Company Secretaries of India at its 178th meeting held on 29th December, 2007 approved the following Guidelines for Advertisement by Company Secretary in Practice.

1.6 The Guidelines herein, as issued by the Central Council of the Institute on 29th December, 2007 deal with the manner in which a Company Secretary in Practice can advertise the services provided by him or his firm and the particulars of his firm through a write-up.

1.7 Any non compliance or violation of these Guidelines as may be in force from time to time in any manner whatsoever shall be deemed to be an act of professional misconduct and the concerned member shall be liable to disciplinary proceedings under the Act.

2. Key Definitions

For the purposes of these Guidelines,

2.1 The “Act” means the Company Secretaries Act, 1980.

2.2 “Institute” means the Institute of Company Secretaries of India.

2.3 “Advertisement or advertising” means advertisement or advertising in any mode including written, recorded, displayed communication through print or electronic mode or otherwise including in newspapers, journals, internet, online, websites, banners, letters, circulars issued, circulated or published in accordance with these guidelines.

2.4 “Company Secretary in Practice” means a member of the Institute who holds a Certificate of Practice issued to him by the Institute.

2.5 “Firm of Company Secretaries” means sole proprietorship concern, the sole proprietor of which is a Company Secretary in Practice or a firm, wherein all partners are Company Secretaries and such firm is approved by the Council.

2.6 “write up” includes any writing or display setting out services rendered by a Company Secretary in Practice or firm of company secretaries and any writing or display of the particulars of the Company Secretary in Practice or of firm of company secretaries issued, circulated or published in accordance with these guidelines.

The terms not defined herein have the same meaning as assigned to them in the Company Secretaries Act, 1980 and the rules and regulations made thereunder.

3. Prohibition to Advertise

3.1 No Company Secretary or a firm of Company Secretaries is permitted to advertise the services as specified in the Act, rules, regulations framed thereunder except through a write-up as defined in Clause 2.6.

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4. The Write-up shall be made in compliance with the following:

4.1 Applicability

These guidelines shall apply to advertisements issued by a Company Secretary in Practice not only in India but would also apply to those circulated, communicated, published, issued or allowed to be issued abroad.

4.2 Permitted list of information

4.2.1 Name of Company Secretary, Membership number, Certificate of Practice Number and date of issue (for each partner in case of firm)

4.2.2 Address and website (if any), telephone, mobile, e-mail, fax number of the member

4.2.3 Name of the firm in which the member is a partner

4.2.4 Year of Establishment

4.2.5 Date and place of Issue of Advertisement

4.2.6 Age

4.2.7 Gender

4.2.8 Additional recognized qualifications

4.2.9 Languages spoken by the partner(s)

4.2.10 Honours or awards in the field of teaching, research, authorship etc. conferred by nationally accredited institutions

4.2.11 Current teaching or research appointments at a university or college of advanced education or professional Institute

4.2.12 Name of firm in case of partnership

4.2.13 Details of networking through own office or through formal association in other places within & outside India

4.2.14 Number, name of employees of the firm and their qualifications and other particulars

4.2.15 Business address, telephone numbers (including email, fax and other details) of the firm

4.2.16 Office hours and after office hours availability

4.2.17 Advertisement about setting up of certified filing centers

4.2.18 Frequently Asked Questions (FAQs) in conformity to these guidelines

4.2.19 Declaration indicating

(a) willingness to accept work, either generally or in particular areas of practice;

(b) unwillingness to accept work in particular areas;

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(c) willingness or unwillingness to accept work directly from clients, either generally or in particular areas of practice.

4.2.20 The write-up may display the passport size photograph of the member or partners of the firm of Company Secretaries

4.2.21 Fees:

(a) Willingness to give written estimates of fees;

(b) Methods for determining fees;

(c) Mode of Acceptance of Fees.

4.2.22 Speed of Service

(a) willingness to give written estimates concerning completion of particular work;

(b) maximum time within which specific services will be completed.

4.2.23 Write-up may include the names of clients and services rendered

4.2.24 Particulars of Services

(i) The write-up to be circulated, distributed, published, issued by or on behalf of Company Secretary in Practice shall set out the professional services rendered or to be rendered by the advertiser.

(ii) The write-up may explain the nature and usefulness of the professional services rendered by the Company Secretary in Practice.

(iii) The write-up may include the names of clients and services rendered provided that the Company Secretary in Practice shall maintain record of his having provided such professional services.

4.2.25 In case of advertisement through website :

(a) A Company Secretary or a firm of Company Secretaries may display photograph of the Company Secretary or partners of the firm of Company Secretaries in Practice.

(b) While designing and/or hosting the particulars on the website, certain keywords should be provided so as to enable the search engine/s to locate the website and these keywords will not be visible or displayed on the website. Any one of the following key words may be used for this purpose. Company Secretary/Company Secretary in Whole-time Practice/Company Secretary in Practice/Practising Company Secretary/Indian Chartered Secretary/Indian Certified Corporate Secretary/Indian CS/Indian Company Secretary/Corporate Advisor/ Company Law Consultant/Secretarial Auditor/ Secretarial Consultant/Indian Certified Public Secretary/CS/ACS/FCS/PCS/CSP.

However, the keywords shall not be materially different from the designations used for a Company Secretary.

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(c) The website may provide a hyperlink to the website of ICSI, its Regional Councils and Chapters and other regulatory bodies of the Government, after obtaining necessary permission from the concerned body.

(d) A Company Secretary in Practice may provide online advice to their clients or other members/ firms of Company Secretaries who specifically request for the same.

4.2.26 Changes in any of the above particulars.

4.3 Restrictions

The write-up shall :

(i) not be false or misleading ;

(ii) not claim superiority over any or all other Company Secretaries in Practice;

(iii) not be indecent, sensational or otherwise of such nature as to be likely to bring the profession into disrepute;

(iv) not contain testimonials or endorsements concerning the Company Secretary in Practice.

(v) not refer the Company Secretaries in practice in terms such as “specialists” or “experts”.

(vi) In case of advertisement through website :

(a) A Company Secretary in Practice or a firm of Company Secretaries shall ensure that no information contained in the website is circulated to other websites/e-mail accounts etc. through e-mail or otherwise without the same having been specifically requested for.

(b) A Company Secretary in Practice or a firm of Company Secretaries shall not use logo(s) unless otherwise permitted by the Institute.

4.4 Declaration

The Advertiser shall declare that the contents of the advertisement are true to the best of his knowledge and belief and are in conformity with these Guidelines.

4.5 Disclaimer

The Advertiser shall also include the following Statement of Responsibility and Disclaimer in the Advertisement :

Disclaimer: The contents or claims in the Advertisement issued by the advertiser are the sole and exclusive responsibility of the Advertiser. The Institute of Company Secretaries of India does not own any responsibility whatsoever for such contents or claims by the Advertiser.

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5. Responsibility for the observance of these Guidelines

5.1 The responsibility for the observance of these guidelines lies with members who commission, create, place or publish any advertisement or assist in the creation or publishing of any advertisement covered under these guidelines. Members are expected not to commission, create, place or publish any advertisement which is in contravention of these Guidelines. This is a self-imposed discipline required to be observed by all those involved in the commissioning, creation, placement or publishing of advertisements.

6. Effective Date:

6.1 These guidelines become effective from 1st January, 2008 and consequently the existing Guidelines for Display of Particulars on Website by Company Secretaries in Practice stand repealed.

ANNEXURE

MODEL ADVERTISEMENT (i) Name of Company Secretary (ii) Membership number (iii) Certificate of Practice number and date of issue (iv) Website (if any) (v) Name of the sole proprietary concern under which the member is practicing/

Name of the partnership in which the member is a partner (vi) Age (vii) Gender (viii) Languages spoken (ix) Number, name of employees and their qualifications and other particulars (x) Business address, telephone numbers (including email, fax and other details) (xi) Office hours and after office hours availability (xii) Additional recognized qualifications (xiii) Current teaching or research appointments at a university or college of advanced

education or professional Institute (xiv) Honours or awards conferred (xv) Frequently Asked Questions (FAQs) (xvi) Declaration indicating: • willingness to accept work, either generally or in particular areas of practice; • unwillingness to accept work in particular areas; • willingness or unwillingness to accept work directly from clients, either

generally or in particular areas of practice.

Passport

size photograph

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(xvii) Fees : • Mode of Acceptance of Fees • Methods for determining fees • Willingness to give written estimates of fees (xviii) Speed of Service : • willingness to give written estimates concerning completion of particular work; • maximum time within which specific services will be completed. (xix) Particulars of Services: (xx) Declaration: I …………………. declare that the contents of the advertisement

are true to the best of my knowledge and belief and are in conformity with these Guidelines.

(xxi) Disclaimer: The contents or claims in the Advertisement issued by the advertiser are the sole and exclusive responsibility of the Advertiser. The Institute of Company Secretaries of India does not own any responsibility whatsoever for such contents or claims by the Advertiser.

(xxii) Date and Place of Issue of Advertisement : .........…………..

* * * * * * * * * *

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ICSI LIBRARY GUIDELINES, 2009*

A. LIBRARY POLICY FOR THE INSTITUTE

To extend the library facilities to all the registered students, licentiates and members.

To ensure that all the chapters do have adequate library facilities.

To ensure that all the collaborative centers and institutions under Private Public Partnership are having library facilities.

Every library should have firstly atleast two sets of books recommended for each subject in Company Secretaryship Programme.

It should also keep atleast one set of all study material printed and published by the Institute.

It should contain at least one copy each of Bare Acts included in the syllabus, as amended from time to time.

It should keep at least one set of all publications of the Institute.

It should keep one copy of backgrounder, souvenir, project reports, research monographs and other research papers brought out by the Institute from time to time and the Regional Councils and Chapters.

It should endeavor to subscribe atleast for two economic dailies and journals on topics of relevance to students, e.g. Taxation, Company Law, Economic Laws, Management, Securities Laws, Commerce, Accountancy, etc.

It should maintain Project Reports submitted by members and SMTP participants.

Financial assistance for establishing library including purchase of almirah(s) will be provided by the Institute, when required, subject to the monetary limits specified from time to time.

A set of available publications of the institute and study material will also be provided by the Institute to each library. Whenever new study materials are released a copy/set will be sent to all the established libraries of the Institute.

One copy each of Institute’s journals - Chartered Secretary, Student Company Secretary and CS Foundation Course Bulletin will regularly be sent to each Chapter Library.

To ensure that the Regional Councils/Chapters are maintaining library facilities, they should utilize 25% of annual grant and 25% of yearly Oral Tuition surplus, for updating library facilities, creating items of capital nature and required infrastructural facilities.

* In pursuance of the decision taken by the TEFC in its 62nd meeting held on 30th January 2000 and amended by 94th

Meeting of TEFC held on 4th November 2009

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Each member should endeavour to donate atleast one book per year to the library maintained by the Chapter or to the Regional Council concerned.

Every member of the Council/Regional Council/Managing Committee of the Chapter should endeavour to provide at least 5 books during his term of office for any library of the Institute.

Every Chapter should endeavour to obtain from at least one professional, trust or local organisation, books worth a minimum of Rs. 2,000/- every year.

Every library should endeavour to have a link at least with one other library of college/academic institutions for obtaining books on Law, Commerce or Management discipline on mutual exchange basis.

Every library should endeavour to get complimentary copies of books relevant to CS Course from the publishers/distributors by convincing them that students may purchase those books for their use.

Every library should endeavour to the collection of CDs on various subjects relevant for CS profession for reference and use of members. Further library should endeavour to begin exclusive internet connection for the members to browse.

While purchasing the books, Regional Council / Chapter should endeavour to get the maximum discount possible from the publisher / distributor.

Atleast once in a year every Regional Council and Chapter through its Library Committee should organize a meeting of Library Members exclusively to obtain feed back in regard to functioning of the Library and also services offered.

Every Regional Council/Chapter Library Committee shall adopt the Library Guidelines and other decisions of the Training and Educational Facilities Committee of the Central Council, or any amendment thereto, as communicated to them from time to time.

Every library shall have a Library Committee. The Library Committee will be responsible for proper accounting and maintenance of books acquired for the library, apart from procurement of books for the library. Every book purchased should have the approval of the Library Committee/its Chairman as the case may be.

Every Library Committee shall make provisions in their Library Guidelines for :

– selection, purchase and accounting of library books

– maintenance and inspection of accession register, library index

– regular issue of books to students and members for a fixed minimum period at fixed annual subscription with adequate library deposits

– regular opening of the library at least for two hours for a minimum of three days in a week.

Every library should endeavour to have a Librarian, (preferably with degree in Library Science) on honorary, part-time or whole-time basis as per the functional requirement of the Regional Council / Chapter who shall be responsible for custody, maintenance and accounting of the library books.

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Every Regional Council shall constitute a Regional Library Committee which shall provide assistance and support to the growth and development of the regional office library and all Chapter libraries.

The Headquarters shall provide assistance and support to the development and growth of all Regional and Chapter Libraries.

B. ICSI LIBRARY GUIDELINES

In pursuance of the powers conferred under Regulation 102 of the Company Secretaries Regulations, 1982, the Training and Educational Facilities Committee of the Council has framed the following procedure and guidelines necessary for maintenance of libraries set-up by the Regional Councils and Chapters of the Institute, namely, ‘ICSI Library Guidelines’.

1. Short Title

These Guidelines may be called ‘ICSI LIBRARY GUIDELINES’.

2. Extent and commencement

These guidelines shall come into force from such date as may be specified by a communication to all Regional Councils and Chapters and shall apply to all Libraries-reading as well as lending-set-up by the Regional Councils or Chapters of the Institute and existing on the said date or to be set-up by the Regional Councils or the Chapters.

3. Working days and hours

(i) The library may remain closed for one day in each week as may be specified by the Regional Council/Chapter concerned and on other declared holidays. List of holidays declared shall be put up on the notice board of the library.

(ii) The working hours of the Library both for lending as well as reading/reference purposes shall be specified by the Regional Council/Chapter concerned and put up on the notice board of the Library, provided, that the Library In-charge shall have the right to close the Library on any day or change the working hours of the Library without previous notice if office exigencies so demand.

4. Membership

(i) The membership of the Library shall be open to the members, licentiates and registered students of the Institute, having their residential or professional address within the municipal or corporation limits of the city where the Regional Council is having its office, or the jurisdiction of the Chapter, as the case may be, and whose membership, licentiateship or student registration is current with the Institute. Special membership to organisations on reciprocal basis or to others may be given with the previous approval of the Regional Council/Chapter Managing Committee.

Provided that the library In-charge shall have absolute discretion to refuse membership, if in his/her opinion, the person seeking membership is not a fit and proper person for becoming a member of the library. The Regional Council/

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Chapter may, however, review the decision of the Library In-charge on appeal, and may issue such directions or instructions to the Library In-charge for observance, as it deems necessary.

(ii) The Regional Council/Chapter may, if in its opinion it is necessary to do so, fix the total number of members to be admitted to the Library each year on first come first served basis.

5. Application for membership

(i) Every person who desires to become a member of the Library shall submit an application in the specified form and produce documentary evidence to the satisfaction of the Library In-charge to establish his/her identity viz. Acknowledgement receipt or other document in respect of payment of current annual membership or licentiateship fee in the case of members and licentiates and identity card issued by the Institute in the case of students.

(ii) On his/her application for membership of the Library being accepted each person so admitted shall be issued with one or two borrower’s ticket(s) as may be decided by the Regional Council/Chapter.

6. Security Deposit

(i) Every person applying for membership of the library shall pay an amount not less than Rs.500/- for students and Rs.2, 500 for members towards security deposit.

(ii) No interest shall be payable to any member in respect of the security deposit.

(iii) The security deposit shall be refundable on cessation of membership of library provided there is no book standing in the name of the person, all dues to the library have been cleared and the library ticket(s) are surrendered.

(iv) The security deposit received in the Library shall be credited to Library Security Deposit Account and invested in any government security or in bank as Fixed Deposit or in any other security as decided by the Regional Council/Chapter. The interest earned thereon shall be credited to miscellaneous income from Library.

7. Annual Subscription

(i) Every member of the library while applying for membership and renewal thereof shall pay an annual library subscription as may be specified by the Regional Council /Chapter which shall not be less than Rs.200/-.

Provided that only half the amount of the annual subscription shall be payable for the first year by a person admitted on or after the first day of October of that year.

(ii) The annual library subscription once paid shall not be refunded under any circumstances.

8. Renewal

The library membership shall be valid for the financial year during which a person is admitted as a member and may be renewed on the 1st of April each year on payment of the annual library subscription.

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9. Change of Address of Status

Every member of the library shall intimate to the Library In-charge in writing, change, if any, in his/her professional or residential address or status i.e. a registered student becoming a licentiate or member or a licentiate becoming a member of the Institute within 14 days of such change and get the change properly incorporated in his/her library ticket(s) from the library In-charge.

10. Cessation/Termination of library membership (i) A member, licentiate or student of the Institute, whose name has been removed

from the Register of members, licentiates or students maintained by the Council or who has shifted his residential and professional address outside the municipal or corporation limits of the city where the Regional council is having its office or the jurisdiction of the Chapter, as the case may be, shall ipso facto, cease to be a member of the Library.

(ii) Every person who ceases to be a member of the Library pursuant to clause (i) above, shall return the Library books outstanding against his/her name and surrender his/her library ticket(s) to the Library In-charge for cancellation within fourteen days of his/her ceasing to be a member of the Library.

11. Admission to the Library (i) A member of the library shall be required to establish his/her identity if and when

so required by the Library In-charge or other authorised person of the Library. At the time of entry, he/she shall be required to sign in the register maintained for the purpose.

(ii) Personal belongings including books or study material are strictly not allowed to be taken inside the Library. The belonging deposited/left outside or at the entrance of the Library shall be at the personal risk of the person concerned. The Institute, Regional Council or Chapter shall not accept any responsibility for the contents or loss of any belongings deposited/left outside or at the entrance of the library.

12. Library Discipline (i) Each member of the Library shall observe necessary and due care while

handling books and other material. Members or readers, shall maintain strict discipline inside and around the Library and conduct themselves in a manner conducive to congenial atmosphere for study. In particular and without prejudice to the generality of the foregoing, the acts detailed below are specifically prohibited, namely :

(a) Underlining, marking or disfiguring the books or other material in any manner whatsoever;

(b) Tearing off, cutting, mutilating or creasing pages from the books or other material;

(c) Behaving in a disorderly or unbecoming manner in relation to the Institute, Regional Council or Chapter in or near the library premises or committing breach of the Library guidelines;

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(d) Unauthorisedly taking books or other material out of the Library; (e) Misplacing books or other material; (f) Talking or smoking in the library; (g) Unauthorised use of the library ticket(s) or other facilities including lending of

borrower’s ticket(s) to some other person; (h) Delaying return of books or other material; (i) Applying for membership of the library when he/she is already a member of

the library. (ii) In the event of any misconduct or indiscipline by a member of the Library, the

Institute, Regional Council or Chapter may suspend library membership of the defaulter or debar the person from entering the library premises, cancel his/her membership without prejudice to the rights of the Institute to take any further action under the regulations of the Institute or otherwise as deemed fit and appropriate.

Provided that the person shall be given an opportunity to state his case before his membership is cancelled.

13. Issue of books A. For Library Members

(i) Only one book from the general issue section shall be issued at a time against a borrower’s ticket.

(ii) Library books shall be issued for a period as may be determined by the Regional Council/Chapter not exceeding 14 days at a time.

(iii) Overnight issue of specified book from the reference section, if any, may be allowed on production of the borrower’s ticket/ identity card. Such book shall be issued only within one hour before the closing of the Library and shall be returnable within one hour after the opening of the Library next day.

(iv) A book may be re-issued subject to the following conditions : (a) the book is presented for renewal within the due date; (b) it has not been reserved by any other member; (c) no renewal exceeding 4 times shall be made without the specific approval of

the Regional Council/Chapter. (v) Each member shall satisfy himself/herself while taking the book that it is in good

condition. In case the book is not in a proper condition, the same should be brought to the notice of the Library In-charge at the time of taking the book. The borrower will otherwise be held responsible for any damage caused to the book.

B. Loan to members of the Regional Council/Managing Committee of the Chapter, employees and others

No Loan to any member of the Chapter Managing Committee/Regional Council or any staff employed by the Chapter or Regional Council who is otherwise not a member of the

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Library may be made unless a resolution is passed by the Regional Council/Chapter laying down the procedure and guidelines for issue of books to them.

In respect of members of the Council and staff of the Institute the Secretary to the Council may lay down the procedure and guidelines for issue of books to them.

14. Return of Books/Cancellation of Membership of Library/Re-admission (i) The books borrowed from the library shall be returned within the specified due

date or time. (ii) (a) If the book issued from the general issue section is not returned by the due

date, the library member may be required to pay a fine of Rs.5/- for each day of default and in addition, his/her ticket shall be punched, if the delay in returning the book exceeds seven days, the membership of the member whose ticket has been punched for three times shall stand cancelled. Such a person may be readmitted as a member on giving a written undertaking that he/she shall return the books without delay, provided that if default recurs and the borrower’s ticket is punched three times again, he/she shall not be admitted as a member again. The Regional Council/Chapter may re-admit such a person on special grounds if it is satisfied with the explanation offered by him/her.

(b) If the book issued for overnight is not returned within the specified date and time, a fine of Rs.5/- per day for the first three days and Rs.10/- per day for further period will be charged. If the book is not returned within 7 days, the Library membership may be suspended or cancelled as may be determined by the regional Council/Chapter.

(iii) The fine amount shall be paid against receipt.

15. Recovery of books lost/damaged (i) Where a book is lost or damaged but is known to be in print, current publisher’s

price and a surcharge of not exceeding 25% of the price to meet the cost of acquisition shall be charged.

(ii) When a book is not known to be in print but the imprint date is within the preceding 5 years, cost price and surcharge of not exceeding 50% of the price to meet the cost of acquisition shall be charged.

(iii) When a book is not known to be in print but the imprint date is within the preceding 10 years, cost price and a surcharge not exceeding twice the price paid by the Library for the book or the printed price shall be charged.

(iv) When a book is not known to be in print but the imprint date is more than 10 years old, cost price and a surcharge not exceeding three times the price of the book paid by the Library shall be charged.

(v) Notwithstanding anything contained in clause (i) to (iv) above, the price and surcharge of rare and out-of-print books will be decided by the Regional Council/Chapter whose decision shall be final and binding.

(vi) Replacement copy of a book lost or damaged may be accepted only if it is in hard cover or in Library edition and is of the latest available edition.

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16. Loss of Borrower’s Ticket/Issue of Duplicate Ticket (i) Every member of the library is required to take due care in ensuring the safety of

the borrower’s ticket. In case the borrower’s ticket is lost, it should immediately be reported to the Library In-charge in writing and care will be taken by the Library to prevent misuse of lost tickets. But the library does not accept any responsibility about misuse of lost ticket, and the member concerned shall continue to be responsible for any loss due to the misuse of the lost ticket even after having formally reported the loss and having been issued duplicate ticket.

(ii) A duplicate ticket may be issued after a period of 15 days after the report of loss was made provided the member fills up an indemnity bond and pays Rs. 20/- for issue of a duplicate ticket.

17. Reservation

A member may reserve not more than two books at a time. The books will be kept reserved in the Library only upto 3 days from the date of issue of the intimation letter. The books reserved by more than one reader will be issuable depending upon the demand for the book. The book reserved shall be issuable only against the valid ticket of the person making the reservation.

18. Library Committee

Each Regional Council/Chapter shall constitute a Library Committee for the purpose of selection and purchase of books, journals, etc. for the library in accordance with the directions or guidelines received from the Institute from time to time and to perform such other functions as may be assigned to it by the Regional Council/Chapter. The Regional Council/Chapter shall intimate to the Headquarters the details of members of Library Committee annually.

19. Annual audit and disposal of old library books A. Annual Audit

(i) As on date all the Regional Councils/Chapters are covered under mandatory Internal Audit and therefore, it is the responsibility of the respective Internal Audit to conduct audit of the Library and the scope of such audit would be as under:

─ To physical count of books and tally ─ To identify obsolete/books which are old ─ To comment on general upkeep of the library ─ To report on control, monitoring system in the Library ─ To report in regard to procurement of books with reference to minimum

quantum prscribed by the Institute ─ To report in respect of non-return of books by the members for more than

prescribed period and action taken thereof ─ To comment on classification and codification of books ─ To comment on subscribed periodicals/journals, their regularity and upkeep. ─ To comment any unauthorized drawal of books from the library ─ To ensure the general functioning of the reference section, if any

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─ To ensure that such internal audit of library books to be taken up during third quarter i.e. October to December

─ To report whether any deviation has been noticed with reference to the guidelines issued by the Institute from time to time.

(ii) After review of Internal Audit Report by the Library Committee of the respective Regional Council/Managing Commitee, the same to be forwarded to Directorate of Academics & Professional Development at Headquarters with a copy to Directorate of Finance and Accounts for further action on the matter.

(iii) Directorate of Academics & Professional Development at Headquarters would place the recommendations of the Library Committee before the competent authority (Secretary & CEO/Chairman of TEFC) for approval and intimate the approval to the concerned Region/Chapter with endorsement to Directorate of Finance & Accounts for passing necessary entries in the books of account. Annual write-off of shortage, if any, of library books should not exceed 5% of the total value of the library books relating to the concerned Region/Chapter.

(iv) On receipt of the intimation from Directorate of Academics & Professional Development, the concerned Region/Chapter would pass necessary entries by deleting/ recording entries in the Accession Register mentioning the reference number, etc. of the Headquarter’s approval in this regard.

B. Disposal of Old/Obsolete Books

Those books should be removed from the library which do not have any reference value or are worn out and are found to be of no use to the members and students of the Institute. It may be ensured that a later edition is available while discarding old edition.

The procedure to be followed for disposal of old/obsolete books is as under : (i) The list of books which are found to be obsolete and not of any use, should be

prepared and placed for approval before the Library Committee of the concerned Regional Council/Chapter. The final list as approved may be displayed on the notice board and if any member/student is interested, those books may be sold to him at a discount which could be decided by the Library Committee of the Regional Council/Chapter. Alternatively, those books could be gifted/donated to some charitable institutions or other institutions as a goodwill gesture.

(ii) The remaining books which could not be sold on reduction sale or donated should be disposed off in a manner decided by the Library Committee of Regional Council/Chapter. Any money realised in this regard may be utilised for purchase of new books and purchase procedure in this regard for the Library books should be followed.

(iii) The list of books as finalised and approved by the Library Committee for removal from the library alongwith their accession number, year of purchase and purchase price should be forwarded to the Directorate of Academics & Professional Development with a copy to Directorate of Finance and Accounts, for making necessary adjustments in the records of the Institute after taking necessary approval from the competent authority in the Institute, intimation of which would be sent to the concerned library in due course.

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(iv) Weeding out of old and obsolete books should preferably be done for every calender year before 31st March of the succeeding year.

20. Purchase of Books outside the Recommended List of the Institute

While purchasing books outside the recommended list, the following additional guidelines shall be followed:

(i) Purchase and selection of books is exclusive responsibility of the respective Library Committee. Purchase of books which are not duly approved by the Library Committee tantamount unauthorized purchase

(ii) The Library Committee should ensure that such a title is absolutely necessary or the contents or such a title is substantially useful for the study of subjects prescribed for the Company Secretaryship Course.

(iii) The Library Committee before making any purchase outside the recommended list, shall ensure that atleast two copies of books in the recommended list and one copy of a book on the reference list and adequate number of journals/publications recommended for reading and reference by the Institute are made available in the library. It may be mentioned that in subjects of taxation, economic legislation, corporate laws, etc., changes in the law/rules take place frequently and hence it shall be the endeavour of Regional Councils/Chapters to obtain the latest editions of the books dealing with these subjects.

(iv) In any case only one copy of such a title shall be purchased and where already one copy of such a title is available with the library, no second copy of such a title shall be bought.

(v) The maximum amount of utilisation for the purchase of books outside the reading/reference list shall not ordinarily exceed 25% of the amount to be utilized for updating library facilities. In case the Library Committee recommends that purchase of books from outside the reading/reference list beyond this limit is essential, prior approval of the Directorate. of Academic & Professional Development shall be required.

(vi) The Library Committee shall approve such a purchase and pass a resolution thereto.

(vii) The list of such books purchased shall be forwarded to the Directorate of Academics & Professional Development for information.

21. Subscribing to Journals/Magazines/Economic & Financial Dailies (i) The selection of journals and magazines for subscription shall be made out of the

list of journals/magazines recommended by the Institute and given in the prospectus. In case any journal/magazine, which is not recommended, is to be selected for subscription, the prior approval of the Directorate of Academics & Professional Development, shall be required. While recommending the subscription for a new journal, its usefulness to students of Company Secretaryship Course must be kept in mind.

(ii) The subscription shall be made directly with the publishers or accredited subscription agencies so as to obtain the maximum possible discount/ concession.

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(iii) The maximum extent of utilisation of library grant for the subscription to journals/ magazines/financial and economic dailies shall not exceed 15% of the amount to be utilized for updating library facilities.

(iv) The Regional Council/Chapter shall send an annual statement of journals/ magazines/economic and financial dailies subscribed and received by it duly certified by the Executive Officer/Library In-charge/authorized person to the Directorate of Academics & Professional Development at the Headquarters. The non-receipt of any issue shall be properly accounted for with the reasons therefor.

(v) Where there is already a provision for receiving complimentary copy of a journal/ magazine/economic and financial daily under inter-institutional exchange arrangement or otherwise, no subscription of such journals/magazines/economic and financial dailies shall generally be made.

(vi) List of journals selected for subscription must have the approval of the Library Committee of the Regional Council.

22. Power to make rules

In respect of matters which are not specifically covered under these guidelines, the Regional Councils/Chapter concerned may make its own rules in consultation with the Secretary & CEO of the Institute.

23. Power to modify guidelines

(i) If any difficulty arises in the application or interpretation of any provisions contained in these guidelines, the decision of the Training and Educational Facilities Committee of the Council shall be final.

(ii) Notwithstanding anything contained herein, the Training and Educational Facilities Committee shall always have the power to amend or substitute or revoke any or all provisions of these Guidelines or give directions to any or all Regional Councils/Chapters or modify the application of these Guidelines in respect of the Library of any Regional Council/Chapter.

24. Suggestions

Construction suggestions on the working of library and inclusion of books useful for the profession of company secretaries may be made by any reader in a suggestion book kept/to be kept for the purpose in the library.

C. ESTABLISHMENT OF LIBRARY NETWORK Guidelines for establishing Institute’s libraries at collaborative oral tuition centres and other schools/colleges/universities and allowing use of the available library facilities to the students of the collaborating institutions on reciprocal arrangement basis

With a view to making available library facilities to student of ICSI within their easy reach and also to the students community at large, the TEFC had decided that libraries be opened at each collaborative oral tuition centre of the Institute and also in collaboration with colleges in remote areas where Institute’s libraries do not exist and the facilities be

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allowed to be used by the regular students of the Institution in whose collaboration the oral classes/library has been set-up. For the purpose, the following guidelines may be observed:

1. Applicability

These guidelines shall be applicable to the libraries of the institute established at the collaborative oral tuition centres of the Institute and other schools/colleges/universities where Institute’s library may be established. These libraries may be established at the collaborative oral tuition centres of the Institute and at the recognised schools/colleges/ universities, in areas where no other library of the Institute exists.

2. Provision of funds for the library

All books (including almirahs for storing/displaying) have been proposed to be supplied by the Headquarters. Initially, the Headquarters will provide books prescribed for the Foundation, Executive and Professional Programme of Company Secretaryship, subject to the monetary limits specified from time to time including the cost of steel almirah for keeping the books. Subsequently, books as per need may be made available for the purpose of updation/addition to each of the library from time to time subject to the report of satisfactory functioning of the library.

3. Membership

The membership of the library shall be open to – the members, licentiates and registered students of the Institute, having their residential or professional address within the municipal or corporation limits of the city where the library is located; and the bona-fide students of the Institute/college in whose collaboration the library is being run.

However, condition for giving membership to such students would be that in return, the concerned college/institution will permit the Institute’s students to avail the facility of membership in their library.

Special membership to organisations on reciprocal basis or to others may be given with the previous approval of the nearest Regional Council/Chapter Managing Committee. Provided that the students/members of the Institute shall be given preference over other students in borrowing of books in case at any time any book is in more demand.

Further provided that the library In-charge shall have discretion to refuse membership if, in his/her opinion, the person seeking membership is not a fit and proper person for becoming a member of the library. The Regional Council/Chapter may, however, review the decision of the Library In-charge on appeal, and may issue such directions or instructions to the library In-charge for observance, as it deems necessary.

4. Security Deposit

Every person applying for membership of the library shall pay an amount not less than Rs. 500/- for students and Rs.2,500 for members towards refundable security deposit, which shall be deposited in a fixed deposit account with the sponsoring / collaborating Regional/Chapter Office.

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5. Annual Subscription

Every member of the library while applying for membership and the renewal thereof shall pay an annual library subscription not less than Rs.200/-. Provided that only half the amount of the annual subscription shall be payable for the first year by a person admitted on or after the first day of October of that year. The library membership shall be valid for the financial year during which a person is admitted and may be renewed on the 1st April each year on payment of the annual library subscription.

6. Payment of Honorarium and other expenses

Honorarium to the library In-charge, which shall not be more than Rs. 2,500 p.m. and the day-to-day expenses on stationary items/library records etc. required for such library and any other expenses shall be payable by the concerned Regional Council/Chapter of the ICSI as may be mutually agreed between the sponsoring /collaborating Centre and the concerned Regional Council / Chapter of ICSI.

7. Working days and hours

The working days and hours of the library both for lending as well as reading/reference purposes may be fixed as mutually agreed between the sponsoring/collaborating Regional Council/Chapter and the library In-charge/Principal of the college and put up on the notice board of the library provided, however, the Library In-charge shall have the right to close the Library on any day or change the working hours of the library without previous notice if office exigencies so demand.

8. Cessation/Termination of Library membership

(i) A member, licentiate or student of the Institute, whose name has been removed from the Register of members, licentiaties or students maintained by the Council or who has shifted his residential and professional address outside the municipal or corporation limits of the city where the Regional Council is having its office or the jurisdiction of Chapter, as the case may be, shall ipso facto, cease to be a member of the Library with immediate effect.

(ii) Every person who ceases to be a member of the library pursuant to clause (i) above, shall return the Library books outstanding against his/her name and surrender his/her Library ticket(s) to the Library In-charge for cancellation immediately on his/her ceasing to be member of the Library.

9. Admission to the Library and discipline

(i) A member of the Library shall be required to abide by all the rules and regulations prescribed for the purpose by the library In-charge specifically in this regard and also those otherwise required to be followed in general by students of that college for using the library facilities.

(ii) Each member of the library shall observe necessary and due care while handling books and other material. Members or readers, shall maintain strict discipline inside and around the library and conduct themselves in a manner conductive to congenial atmosphere for study. In particular and without prejudice to the

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generality of the foregoing, the acts detailed below are specifically prohibited, namely :

─ Underlining, marking or disfiguring the books or other material in any manner whatsoever ;

─ Tearing off, cutting, mutilating or creasing pages from the books or other material;

─ Behaving in a disorderly or unbecoming manner in relation to the Institute, Regional Council or Chapter in or near the Library premises or committing breach of the Library byelaws;

─ Unauthorisedly taking books or other material out of the Library; ─ Talking or smoking in the Library; ─ Misplacing books or other material; ─ Unauthorised use of the library ticket(s) or other facilities including lending of

borrower’s ticket(s) to some other person; ─ Delaying return of books or other material; ─ Applying for membership of the library when he/she is already a member of

the Library. (iii) In the event of any misconduct or indiscipline by a member of the Library, the

library In-charge under information to the concerned Regional Council/Chapter may suspend library membership of the defaulter or debar the person from entering the library premises, cancel his/her membership without prejudice to the rights of the Institute to take any further action under the regulation of the Institute or otherwise as deemed fit and appropriate, as far as students/members of the Institute are concerned. Provided that the person shall be given an opportunity to state his case before his membership is cancelled.

10. Issue of Books ─ Only one book from the general issue section shall be issued at a time against a

borrower’s ticket. ─ Library books shall be issued for a period as may be determined by the Library

In-charge but not exceeding 14 days at a time. ─ Overnight issue of specified book from the reference section, if any, may be

allowed on production of the borrower’s ticket/identity card. Such book shall be issued only within one hour before the closing of the Library and shall be returnable within one hour after the opening of the Library next day.

─ A book may be re-issued subject to the following conditions: ─ the book is presented for renewal within the due date; ─ it has not been reserved by any other member; ─ no renewal exceeding 2 times shall be made without the specific approval of the

library In-charge.

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Each member shall satisfy himself/herself while taking the book that it is in good condition. In case the book is not in a proper condition, the same should be brought to the notice of the Library In-charge at the time of taking the book. The borrower will otherwise be held responsible for any damage caused to the book.

11. Return of Books

The books borrowed from the library shall be returned within the specified due date and time, and in case of failure to do so, such penalty may be imposed as is the rule in that college/institution.

12. Recovery of books/damage (i) Where a book is lost or damaged but is known to be in print, current publisher’s

price and a surcharge of not exceeding 25% of the price to meet the cost of acquisition shall be charged.

(ii) When a book is not known to be in print but that imprint date is within the preceding 5 years, cost price and surcharge of not exceeding 50% of the price to meet the cost of acquisition shall be charged.

(iii) When a book is not known to be in print but the imprint date is within the preceding 10 years, cost price and a surcharge not exceeding twice the price paid by the Library for the book or the printed price shall be charged.

(iv) When a book is not known to be in print but the imprint date is more than 10 years old, cost price and a surcharge of not exceeding three times the price of the book paid by the Library shall be charged.

(v) Notwithstanding anything contained in clauses(i) to (iv) above, the price and surcharge of rare and out of print books will be decided by the library In-charge in consultation with the concerned Regional Council/Chapter whose decision shall be final and binding.

(vi) Replacement copy of a book lost or damaged may be accepted only if it is in hard cover or in library edition and is of the latest available edition.

13. Loss of Borrower’s Ticket

The loss of borrower’s ticket should immediately be reported to the Library In-charge in writing and care will be taken by the Library to prevent misuse of lost tickets. But the library does not accept any responsibility against misuse of lost ticket. The member concerned shall continue to be responsible for any loss due to the misuse of the lost ticket even after having formally reported the loss and having been issued duplicate ticket.

A duplicate ticket may be issued after a period of 15 days after the report of loss was made provided the member fills up an indemnity bond and pays Rs. 20/- for issue of a duplicate ticket.

14. Reservation

A member may reserve not more than one book at time. The book will be kept reserved in the Library only upto 3 days from the date of issue of the intimation letter. The books

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reserved by more than one reader will be issuable for a shorter duration depending upon the demand for the book. The book reserved shall be issuable only against the valid ticket of the person making the reservation.

15. Safety/Responsibility of Library Books

The collaborating institution/college shall endeavour to provide adequate space and support services, with proper safety precautions/measures viz. fitting grills in the windows etc. for keeping the books and reading/reference room facilities. The space could preferably be provided in the library of the collaborating institution itself. But books of ICSI library should be kept in separate almirahs and should not mixed with other books of the library of the collaborating institution.

Generally the library In-charge shall be held accountable for any books/property of the ICSI library which is found to be missing and cannot be properly accounted for.

16. Library records/maintenance, etc.

The Library Committee shall make provision for keeping and maintaining separate records of the ICSI Library and the same should be available for inspection to the officials of the collaborating Regional Council/Chapter or officials of ICSI.

17. Disposal of old/out dated library books

It may become imperative, particularly due to shortage of space, that some old books where new editions are available need to be disposed off. Thus, books which do not have any reference value and are found to be of no use to the members and students of the Institute may be removed from the library in the following manner:

The list of books which are found to be obsolete and not of any use, should be prepared and placed for approval before the Library Committee, a copy of which should be sent to the collaborating Regional Council/Chapter and the headquarter for final approval. The final list as approved may be displayed on the notice board and if any member/student is interested, those books may be sold to him/her at a discount which could be decided by the collaborating Regional Council/Chapter. Alternatively, those books could be gifted/donated to some charitable institutions or other institutions as a good-will gesture.

The remaining books which could be sold on reduction sale, or donated, should be disposed of in the manner decided by the Library Committee and approved by the collaborating Regional Council/Chapter. Any money realized in this regard should be transferred to the headquarters of ICSI to be utilized for purchase of new books.

The list of books as finalized and approved by the Library Committee for removal from the library alongwith their accession numbers, year of purchase and purchase prices should be forwarded to the Dte. of Academics & Professional Development and Dte. of Finance and Accounts for making necessary adjustments in the records of the Institute.

Weeding out of old and obsolete books should preferably be done for every calendar year before 31st March of the succeeding year.

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18. Library Committee

Each library may constitute a Library Committee consisting of library In-charge, principal of the Institution and atleast two representatives of the concerned Regional Council/Chapter, to manage the arrangements and to perform such other functions as may be assigned to it by the concerned Regional Council/Chapter.

19. Power to make rules

In respect of matters which are not specifically covered under these guidelines, the Regional Council/Chapter concerned may make its own rules in consultation with the library In-charge of the collaborative centre.

20. Suggestions

Constructive suggestions on the working of library and inclusion of books useful for the profession of Company Secretaries may be made by any reader in a suggestion book kept/to be kept for the purpose in the Library.

* * * * * * * * * *

ANNEXURE-F PERFORMANCE REPORT

Name of the Coaching Centre Stage Foundation / Executive / Professional Syllabus New

(Separate proforma should be submitted for each Stage)

Total Number of Classes held for each subject : Module – I/II/II/IV Subject 1 Subject 2 Subject 3 Subject -4 No. of Classes conducted Session Batch NO. Date of Commencement

*Abbreviated Name of the Subject-1




S. No.

Regn. No.(in

chronological

order) Classe

s attend

ed

%age of

classes

attended

** Marks obtained

Classes attende

d

%age of

classes

attended

** Marks obtained

Classes

attended

%age of

classes

attended

** Marks obtained

Classes

attended

%age of

clas-ses

attended

** Marks obtained

Eligi-bility for

Coa-ching

Comp-letion

Certifi-cate*** (E/NE)

Re-marks

T1

T2

T3

T4

T1

T2

T3

T4

T1

T2

T3

T4

T1

T2

T3

T4

* Abbreviated subject – For example in the case of Executive Module-1 under new syllabus;(GCL, CA&CMA, TL). In case of Foundation Programme 4 subjects and in the case of Professional Programme 2 subjects in each Module should be given in separate columns/ forms.

** T1 Stands for Test-1, T2 stands for Test-2, T3 Stands for Test-3, etc.

*** E/ NE denotes Eligible / Not Eligible

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269

STUDENT SERVICES GUIDELINES

GUIDELINE NO. 1 GUIDELINES FOR ACCEPTANCE AND FORWARDING OF REGISTRATION

APPLICATIONS AND ISSUE OF STUDY MATERIAL BY THE REGIONAL/CHAPTER OFFICES

FOUNDATION / EXECUTIVE PROGRAM

1. Regional/Chapter office should keep adequate stock of study material and should send requisitions before the stock reaches minimum level.

2. Minimum level and maximum level of stock of study material may be determined by each Regional/Chapter office keeping in view the consumption, space available and obsolescence of the study material.

3. Applications for registration received by the Regional/Chapter office should be forwarded on daily basis by registered post with a list, in duplicate. Applications received on the last working day of the month, must be forwarded on the next working day.

4. While forwarding the last batch of the registration applications on the first working day of the following month, a letter should be sent separately to the Head Office confirming that applications received by the Regional/Chapter office during the previous month have been posted to the Head Office. Total number of the applications received during the previous month and the last serial number allotted should also be mentioned in that letter.

5. Applications should be consecutively numbered and the same number as given to an application should appear in the list sent therewith. Every month number should start from 1 and indication of the month in which application is received by the Regional / Chapter office should be given on the application. For example, applications received by the Regional Office in the month of February should be numbered as 1/ 2, 2/2, 3/2, 4/2……….. 15/2 and so on.

6. Study material for the subject(s) in which the candidate concerned claims and is prima facie eligible for exemption, should not be supplied by the Regional/Chapter office. In case, there is any doubt with regard to exemption in any subject(s) , study material for the particular subject(s) may be supplied by the Regional / Chapter office and exemption fee @ Rs. 100/- per subject charged over and above the registration fees payable initially.

7. Acknowledgement of receipt of study material given by the applicant should be countersigned by the officer of the Regional/Chapter office and subject(s) for which study material is not supplied should be scored out and should also be filled up appropriately in Col. No. X & XI of the Application form ‘REG’.

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8. Test paper series of study material of different subjects supplied to a candidate must be indicated in DS Form 1 (acknowledgement of study material) to facilitate supply of suggested answers of the same series later when the candidate completes coaching in the particular subject(s).

9. In case study material for any subject(s) is not supplied by the Regional/Chapter office for being out of stock, necessary remarks may be given in the acknowledgement. To avoid confusion and to maintain uniformity the deficient study material will be supplied from the Head Office or by the Regional/Chapter office concerned and also at Col. No. X & XI of the registration for ’REG’ to avoid confusion in this regard. This may also be made clear to the students to avoid un-necessary correspondence.

10. Postal tuition fee and supply of study material for the subjects of Foundation examination in the case of non-commerce candidates:

Study material for the subjects of FOUNDATION PROGRAM in the case of non-commerce candidates may be supplied based on the internal guidelines. The subject(s) in which the candidate is eligible for exemption from undergoing coaching as per the internal guidelines may not be supplied and postal tuition fee @ 188 per subject may be charged depending upon number of subjects of the Foundation examination for which the candidate is required to undergo coaching and for which study material is supplied.

If there is doubt about the eligibility of the candidate for exemption from undergoing coaching in any subject(s) of the Foundation examination, study material for those subject(s) may be supplied and postal tuition fee @ Rs. 188 per subject be charged for that/those subject(s).

11. For seeking registration as a student, the applicant is required to remit minimum of Rs. 7000 consisting of registration fee of Rs. 1500, exemption from Foundation Examination fee Rs. 500 and postal tuition fee of Rs. 5000 for the EXECUTIVE PROGRAM. The non-commerce graduates are required to remit, in addition, Rs. 188 per subject, for undergoing coaching in the subject(s) of Foundation examination which they had not studied at the graduate/post graduate level. No application for registration as a student should be entertained unless it is accompanied with a payment of Rs. 7000 except those who have passed the Foundation examination, Foundation passed students are required to remit Rs. 6500 consisting of Rs. 1500 as registration fee and Postal Tuition Fee of Rs. 5000 for the EXECUTIVE PROGRAM.

For seeking admission for the FOUNDATION PROGRAM, a candidate is required to remit Rs. 3,600 along with application consisting of Admission Fee of Rs. 1,200 and Postal Tuition Fee of Rs. 2,400.

All fees mentioned above are subject to revision from time to time. Please check from Institute’s website www.icsi.edu

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12. Concession in Registration Fee/Examination Fee for Physically Handicapped Students

As a social welfare measure, the Council of The Institute has decided to grant further concession in Registration Fee / Examination Fee to physically handicapped students with effect from 1st July 2010, as per details given below :

Registration Fee for Physically Handicapped Students

Stage Existing Registration Fee Revised Registration Fee w.e.f 01.07.2010

Foundation Programme 50% of Fee applicable to General Category Candidates

Only Registration Fee will be charged (At present, Registration Fee is Rs.1200)

Executive Programme 50% of Fee applicable to General Category Candidates

Only Registration Fee will be charged (At present, Registration Fee is Rs.1500)

Professional Programme

50% of Fee applicable to General Category Candidates

Only Registration Fee will be charged (At present, Registration Fee is NIL)

Examination Fee for Physically Handicapped Students

Stage Existing Examination Fee Revised Examination Fee

w.e.f. 01.07.2010

Foundation Programme 50% of the fee applicable to general candidates.

25% of the fee applicable to general candidates.

Executive Programme 50% of the fee applicable to general candidates per module.

25% of the fee applicable to general candidates per module.

Professional Programme 50% of the fee applicable to general candidates per module.

25% of the fee applicable to general candidates per module.

The above concession would be granted subject to the following guidelines : - (i) The concerned students should submit a certificate issued by a Physician /

Surgeon/ Oculist working in a State/ Central Government to the effect of permanent physical disability (including blindness).

(ii) The following shall be regarded as permanent physical disability :- (a) permanent physical disability of more than 50% in one limb; or (b) permanent physical disability of more than 60% in two or more limbs; or

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(c) permanent deafness with hearing impairment of 70 decibels and above; or (d) permanent and total loss of voice.

(iii) Blindness shall be regarded as permanent physical disability, if it is incurable and

falls in any of the categories specified namely : - ─ 6/60 to 1/60 or field of vision 110-2 ─ 3/60 to 1/60 or field of vision 100 ─ FC at 1 foot to Nil or field of vision 100 ─ Total absence of sight It is clarified that all other services shall be available on full payment basis as applicable to general category students.

13. Provisional registration is not allowed to a candidate who has appeared in the final year of the Degree Examination.

14. Supply of Study Material for PROFESSIONAL PROGRAM I. A candidate who has passed/completed both modules of the Executive

Program is eligible for compulsory enrolment for undergoing coaching for the PROFESSIONAL PROGRAM on payment of Rs.7500

NOTE: Please note that the provisional enrolment for undergoing coaching for the PROFESSIONAL PROGRAM has been discontinued due to omission of proviso to Regulation ‘43’ as per the Amended Regulations, 2001.

II. Procedure for forwarding of application and supply of study material for PROFESSIONAL PROGRAM by the Regional/Chapter office will be the same as in the case of candidates registering for the EXECUTIVE PROGRAM and paras 1 to 9 will apply mutatis mutandis for supply of study material and forwarding of applications for enrolment for PROFESSIONAL PROGRAM.

15. The Regional/Chapter office will accept applications for Registration/Enrolment for PROFESSIONAL PROGRAM only after being satisfied on scrutiny as per the check-list already with them that the candidates concerned are eligible for registration as students or enrolment for PROFESSIONAL PROGRAM, as the case may be.

16. All requirements of stock of study material, guideline answers, etc. may be addressed to Director (A & PD).

17. All queries pertaining to Company Secretaryship Course/Examinations may be addressed to Director of Student Services by designation. However, matters requiring personal attention may be addressed to Director (Student Services) by name.

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EXEMPTION FROM UNDERGOING COACHING IN THE SUBJECTS OF THE FOUNDATION PROGRAM

The following guidelines are recommended for grant of exemption from undergoing coaching in the subjects of the FOUNDATION PROGRAM to the Non-Commerce graduates under Regulation 38(iii) of the Company Secretaries Regulations, 1982 as amended:

(A) ALL SUBJECTS OF FOUNDATION PROGRAM

C.A.(Inter), ICWA(Inter), CAIIB(Part I & II), MMS/MBA/MBM/BBM/BBS/BBA, Master in Finance & Control/Master in Financial Management/B.Sc. (Applied Commerce) Degree/Diploma of the various Institutions specified in Appendix-IV as equivalent to MBA/Post Graduate Diploma in Business Management/Administration from the recognized University/Institute/Bachelor of Banking & Commerce/B.A.(Vocational) OM & SP Diploma in Corporate Laws & Secretarial Practice of Indian Law Institute.

(B) INDIVIDUAL SUBJECTS

(i) ENGLISH AND BUSINESS COMMUNICATION (FPEBC)

M.A. (English)/B.A. (English) Hons.(B.A. with English as one of the subjects and has secured 50% or more marks in the subject concerned.

(ii) ECONOMICS AND STATISTICS (FPES)

M.A.(Eco.) / B.A. (Eco) Hons. / B.A. with Economics as one of the subjects and has secured 50% or more marks in the subject concerned.

(iii) FINANCIAL ACCOUNTING (FPFA)

B.A. with Commerce as one of the subjects and has secured 50% or more marks in the subject concerned.

(iv) ELEMENTS OF BUSINESS LAWS AND MANAGEMENT(FPEBLM)

All Law Graduates

All other cases which do not fall under the above categories shall be sent to Director, Students Services for determining the grant of exemption from the paper(s) of the FOUNDATION PROGRAM for the purposes of proviso to the Regulation 38 of the Company Secretaries Regulations, 1982 as amended.

274

Ack. No. _______ Date : _______

NAME OF THE CHAPTER ____________________________________ CHECK-LIST

REGISTRATION FOR COMPANY SECRETARYSHIP COURSE 1 Name of the Applicant

(as per Sr.Sec.)

2 (a) Whether he has completed the age of 17 years (b) Date of Birth

YES / NO

3 Whether he has passed/is eligible for exemption from Foundation Examination

YES / NO

4 Educational Qualification(s) of the Candidate 5 Are the attested copies of the date of birth and

qualification certificates enclosed(even photocopies need to be attested)

YES / NO

6 Details of fee paid (a) Registration fee (b) Exemption from Foundation fee (c) Postal Tuition Fee (Inter) (d) *Postal Tuition fee for FOUNDATION PROGRAM (e) Paperwise Exemption fee (f) ** Subscription for “Chartered Secretary” journal

Rs. Rs. Rs. Rs. Rs. Rs. Total__________

7 Particulars of Demand Draft (a) Number _____________ (b) Amount _____________ (c) Date _____________ (d) Name of the Bank ___________________ and its branch ______________________

* To be charged from Non-commerce candidates @ 188 per subject for those subjects of the Foundation Examination which they had not studied at the Graduate/Post Graduate level and for which they are required to undergo coaching before becoming eligible to undergo coaching for the EXECUTIVE PROGRAM ** The Registered students of the Institute can subscribe for the monthly journal “Chartered Secretary” on concessional rate of Rs. 300 per year

8 Is he eligible for paperwise exemption and has made application therefor, if so, indicate the following particulars:- (a) Name of the subject(s) (b) Qualification on the basis of which exemption is applied for (c) If attested copies of the Mark Sheets/ Certificates of above qualification(s) are enclosed

275

9 Whether the applicant has enclosed Identity card / Proforma duly completed and attested along with his application for registration

YES / NO

10 Whether the applicant belongs to Scheduled Caste/Tribe. If yes, whether he has been issued with a certificate to this effect by the competent authority and an attested copy of the same is enclosed with the application for registration (50% concession in payment of various fees is allowed to SC/ST candidates)

YES / NO

11 Remarks, if any. ________________________

DS FORM – 1

(STUDY MATERIAL RECEIPT) Received study material for the following subjects:- Executive Program Foundation

Program EGCL ECL FPEBC ECA & CMA EELL FPES ETL ESLC FPFA FPEBLM

REMARKS Study Material not supplied due to (1) Out of stock (2) Paperwise exemption In case, I receive another set of study material from Head Office, New Delhi also, I hereby undertake to return one set to you Signature of the Student _______________ Name & Address of the Student (in block letters) ___________________

Scrutineering Assistant

Office-in-Charge

276

GUIDELINE NO. 2 AMENDED GUIDELINES OF INCENTIVE SCHEME FOR THE REGIONAL

COUNCILS/CHAPTERS BASED ON THE REGISTRATION OF STUDENTS EFFECTIVE FROM 01.01.2009

These guidelines as implemented effective from 01.01.2007 provides for grant of incentives to the Regional Councils & Chapters based on the student registrations facilitated by them for each Calendar Year.

In view of the Core Group Report on strengthening the Regional Councils & Chapters and subsequent changes in the classification of Chapters, the direct (or monetary incentives) would be paid to the Regional Councils/ Chapters as under : -

I. REGIONAL COUNCILS

SL.No. Particulars Incentive (Rs.)

1. Any Regional Office receives the Registration Application and Issue Study Materials locally

50/- per application

2. Any Regional Office receives the Registration Application and forward the same to the Headquarters for issuing the Study Materials


II. CHAPTERS

SL.No. Particulars Incentive (Rs.)

for Grade ‘A’ & ‘B’ Chapters

Incentive (Rs.) for Grade ‘C’ Chapters

Incentive for Grade ‘D’ Chapters

1. Any Chapter receives the Registration Application and Issue Study Materials locally




2. Any Chapter receives the Registration Application and forward the same to the Headquarters for issuing the Study Materials




The Incentive amount received by the Regional Councils/ Chapters would be spent on development of the infrastructure facility i.e. Reception/ Registration Counter or other student related facilities and also distributed among the staff members as per the following ratio : -

277

Proportion for Distribution of Incentive Grade of the Chapter

Among Staff Members For development of infrastructure

Regional Councils 10% 90%

‘A’ & ‘B’ 20% 80%

‘C’ 40% 60%

‘D’ 60% 40%

Under these guidelines, it would be the discretion of the Chairman/ Managing Committee to decide on the proportion in which the incentive to be distributed among the concerned staff members, the illustration given below may be considered in case of any difficulty in arriving at the proportions.

ILLUSTRATION -1 ASSUMPTIONS (A). Chapter ‘A’ Having Four Staff Members

(B). Total Incentive Amount to be distributed : Rs.50,000

Salary Drawn by the Staff1




TOTAL

15000 5000 4000 3000 27000

Salary of Staff1 as Percentage of total salary




55.56 18.52 14.81 11.11 100

Percentage of Salary of Staff1 rounded off & redistributed as per Explanatory Note No. 3




2.04

50 19.35 15.65 15 100

Incentive to be paid to Staff1




25000 9675 7825 7500 50000

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ILLUSTRATION - 2 ASSUMPTIONS (A). Chapter ‘B’ Having Three Staff Members

(B). Total Incentive Amount to be distributed : Rs.25,000




TOTAL

8000 7000 5000 20000




40 35 25 100




40 35 25 100




10000 8750 6250 25000 EXPLANATORY NOTES

1. For Regular Employees, the salary would be taken as Basic Pay ( including Dearness Pay & Grade Pay) on 31st December of the relevant calendar year. In respect of Casual Staff Members, the salary would be taken as the Average Monthly Gross Pay drawn during the relevant Calendar Year.

2. To become eligible for the Incentive, the employee should have atleast worked for a minimum period of six months during the relevant calendar year.

3. The distribution of incentive would be subject to the condition that the senior most official in the Chapter would be paid a maximum of 50% of the total incentive amount and the junior most employee would be paid a minimum of 15% of the total incentive amount. In case the ratio worked out in respect of the junior most employee is less than 15%, the same would be stepped up to 15% by proportionately reducing the ratio in respect of employees who are already getting more than 15%.

4. The indirect incentives as envisaged earlier under the Scheme has been discontinued, in view of the Best Regional Council/ Chapter Award constituted by the Institute.

279

ANNEXURE FORMAT FOR CLAIMING MONETARY INCENTIVES UNDER THE INCENTIVE

SCHEME BASED ON THE REGISTRATION OF STUDENTS AT THE REGIONAL COUNCILS & CHAPTERS

(See attached instructions and guidelines) PART-1

We are forwarding herewith _______ student registration applications received at this Regional Council/ Chapter during the month of _________________ as per the details given below.

Sl.No. *****

Application No.

Name of the

Student

Date of Birth

DD No. Ack. No. if fee

received by Cash

Number of study materials issued

FOUNDATION PROGRAMME

F1

F2

……and so on

EXECUTIVE PROGRAMME

R1

R2

…….and so on

PROFESSIONAL PROGRAMME

L1

L2

……and so on

(*****No. of rows may be increased according to the number of registration applications received)

PART-2 Based on the details of registration applications as stated above, an amount of Rs.________ is payable to our Regional Council/ Chapter, as per the following details, which may be taken into consideration while releasing the Incentive at the end of the financial year.

280

S.No. Particulars Quantity

(Nos.) Total Incentive

(Rs.)

1. Incentive payable @Rs._____ in respect of students from whom applications received and study material issued on the spot

3. Incentive payable @ Rs.____ in respect of Students from whom applications received and forwarded to HQ for issue of study material

GRAND TOTAL For ____________________ Regional Council/ Chapter of the ICSI

CHAIRMAN / AUTHORISED OFFICIAL : ________________________ (SIGNATURE WITH NAME) (Please note that while PART-1 may be sent to the Headquarters regularly along with the registration applications, PART-2 may only be sent at the end of the Calendar Year along with the consolidated list of all applications forwarded as per format given at PART-1 above)

=================================================================

GENERAL INSTRUCTIONS & GUIDELINES FORMING PART OF THE CLAIM FORM RELATING TO INCENTIVE SCHEME

1. A copy of the Claim Form forwarded to the Headquarters may be retained at the end of Regional Council/Chapter and a consolidated Claim Form incorporating the details of all the applications sent during the Calendar Year may be sent to the Headquarters latest by 15th January of the subsequent year for processing the same for payment of Monetary Incentive and also for selecting the best Regional Council/ Chapter.

2. The claims relating to a particular Calendar Year would be processed in the month of January/ February of subsequent year and monetary incentives would be released at the end of Financial Year i.e. in the month of March/ April. For example, the claims under Incentive Scheme relating to the Calendar Year 2009 would be processed in the month of January/ February, 2010 and the payment thereof would be released in the month of March/ April, 2010.

3. No incentives would be payable to the Regional Councils/ Chapters in respect of applications sent to the Headquarters without the prescribed claim form and/or applications sent by the students directly to the Headquarters.

4. Registration applications received by the Regional / Chapter Office should be forwarded to the Headquarters on 10th, 20th and 30th (or the last working day) of every month. The above dates are only indicative and whenever a minimum of 50 applications are received at the Regional / Chapter office, the same may be forwarded to the Headquarters immediately.

281

GUIDELINE NO. 3

GUIDELINES FOR FORWARDING EXAMINATION FORMS

Applications for Examination/Enrollment received by the Regional/Chapter Offices should be forwarded to the Dte. of Student Services, at C-37, Sector – 62, Noida – 201 309 on daily basis by SPEED POST or through COURIER.

While accepting the Examination/Enrollment applications from the students, please make sure that the same are complete in all respects i.e. no column is left blank. The incomplete examination/enrollment forms and forms without signature of the students will not be accepted.

Following points in particular may please be scrutinized before accepting\forwarding the Examination/ Enrollment applications to the Institute:

(a) All Examination/Enrolment applications accepted by the Regional / Chapter offices must be duly stamped with date of its receipt by the Regional/Chapter office concerned. While accepting the Examination/ Enrollment applications, it may please be specifically advised to the students that they should hold valid Identity Cards. In case they are not possessing their identity Cards, they must be advised to hold the same and produce along with their Admission Certificates without which they cannot appear in the examination. No excuse would be entertained in this regard.

(b) Please ensure that the student has filled in the New Examination/Enrollment form completely and has mentioned his/her (i) Name (ii) Registration Number (iii) Stage of examination (iv) Syllabus (v) Module(s) opted (vi) Examination centre (vii) Medium opted (viii) paper wise exemption(s), corresponding exemptions,(ix) option for Switch over duly mentioned in the relevant column along with signature of the student in support of the claim for switchover at the appropriate place , (ix) whether requisite examination/ enrollment fee has been paid for the respective group(s) and (x) particulars of Coaching Completion Certificates and Computer Training Certificates in appropriate column and boxes.

(c) Examination fee payable are as under :-

Course General Category Students

SC/ST Students (50% conces-sion of fees applicable to General Cate-gory students)

Physically handi-capped students ( 75% concession of fees applicable to General Cate-gory students)

Foundation Program Rs. 875/- lump sum

Rs. 438/- lump sum

Rs. 219/- lump sum

Executive Program Rs. 900/- per Module

Rs. 450/- per Module


282

Final Course/ Professional Program

Rs. 750/- per Group / Module



* For appearing from overseas Dubai Centre : Surcharge of US $ 100 in addition to the applicable examination fees.

Please ensure that no other letter / query / remittance should be clubbed with the examination fee / application for enrolment .

(d) where a candidate, on his/her registration De-novo has been granted/is eligible for exemption in the corresponding paper(s) under the existing syllabus on the basis of having passed any individual group(s) and/or secured exemption in any individual subject(s) under the old syllabus, should indicate the basis of exemption as “APO” (ALREADY PASSED UNDER OLD SYLLABUS) and paper code ‘01’ and also enclose a photocopy of the marks sheet/letter issued by the Institute with the examination form.

(e) where a candidate has applied for paper wise exemption on the basis of his professional/academic qualification(s), the attested photocopies of the marks-sheets for all parts including pass certificates are also to be forwarded along with exemption fee @ Rs. 100/- per subject separately.

In order to expedite the processing and issuing the Admission Certificates sufficiently well in advance, all the candidates appearing in the above exa may be advised to enclose the photocopies of the following documents with their enrollment application forms:

1. De-novo Registration/Extension of Registration letter issued by the Institute (as the case may be).

2. Letter granting the paper wise exemption (wherever paper wise exemption has been granted on the basis of qualification)

3. Marks-sheet for availing paper wise exemption on the basis of securing 60% or more marks in the earlier examinations of the Institute.

4. Letter (in original) showing the credit balance, if any, for adjustment towards the examination fee.

5. A copy of the Certificate issued (by the competent computer agency authorized in this regard by ICSI) in support of successful completion of the Computer Training Program. A student, however, can be exempted from undergoing the computer training on the basis of the following criteria:

(i) He/she has the requisite knowledge of the areas/topics covered in the computer training and

(ii) He/she enrolls himself/herself for an online exemption test (to be conducted by computer agency authorized by ICSI in this regard) at any of its center on all India basis and successfully clears the test.

283

6. A copy of the Coaching Completion Certificate issued by the Institute.

The following may also please be kept in mind before sending the performance report:

1. List of students undergoing oral tuition must precede the last date of receipt of performance report , i.e., 15th April / 15th October.

2. A nil report may please be sent to the Institute, in case oral coaching has not been conducted by the coaching center by 15th April / 15th October.

3. Please note that the performance report submitted after the due date, i.e, 15th April / 15th October will not be considered for issue of Coaching Completion Certificates for June/December examination respectively.

4. No incomplete Oral Tuition Report will be entertained. Student Registration Nos. with names should be written invariably in chronological order. Whenever the students have sought paper wise exemption, the same may be marked in the performance report. Proper verification of the letters granting exemption from the Institute may be done before marking such exemptions in the performance report which should be thoroughly checked up before the report is forwarded to the Institute. Each page of the above report is to be initialed by the competent authority with date and seal of the Regional/Chapter office.

5. Students may be informed about the oral coaching criteria including attendance before the commencement of coaching. They must attend at least 75% of the classes conducted by the coaching center for becoming eligible for issue of coaching completion certificate in a particular group/module, subject to his/her securing a minimum of 40% marks in two out of the three tests to be conducted in each subject for obtaining the oral coaching completion certificate. They may also be clarified that clubbing of oral and postal coaching is not allowed. Such clubbing will not be given any credit as regards the issue of coaching completion certificate.

6. In case the coaching center is not in a position to forward the performance report before the stipulated last date due to circumstances beyond their control, the same may be informed to the Institute, specifying the reasons within the stipulated period. The center should try to avoid such a situation.

7. To enable the Institute to issue the Oral Coaching Completion Certificates to all the eligible students willing to enroll their names for the June/December examination, you are requested to send the performance report by 15th April / 15th October, so that the Oral Coaching Completion Certificates and suggested answers for respective groups/module may be issued to the students concerned, well before the actual date of commencement of June/December examination.

8. The Institute has authorized its Regional Councils and some of the Chapters to issue the Oral Coaching Completion Certificates as per the guidelines laid down in this regard. The suggested answers can also be supplied to such students by the Regional Councils and Chapters concerned. The details of such students to

284

whom the Coaching Completion Certificates and suggested answers are issued, is to be sent to the Institute’s Headquarters by 15th April / 15th October at the latest on floppies as per the computerized programme / structures already provided by the Headquarters.

9. The ‘Student Company Secretary’ bulletin also covers all relevant information. You are requested to advise the students to read the bulletin carefully before writing to the Institute for any query. Please write to us in case you require any further information or clarification.

All fees mentioned above are subject to revision from time to time. Please check from our website www.icsi.edu

285

GUIDELINE NO. 4 GUIDELINES FOR RECOGNITION/CONDUCT OF ORAL COACHING CLASSES BY

REGIONAL COUNCILS/ CHAPTERS (INCLUDING COLLABORATIVE CENTRES) FOR ADMISSION TO THE FOUNDATION/ EXECUTIVE/ PROFESSIONAL

PROGRAMME EXAMINATIONS OF THE CS COURSE OF THE ICSI (UPDATED UPTO MARCH, 2009)

In pursuance of the provisions contained in the C.S. Regulations, 1982 (as amended from time to time) and other general powers conferred on the Council under the Company Secretaries Act and the Regulations framed there under the Council.

I. Title These guidelines shall be called and known as Guidelines for recognition of Oral Coaching Centers for conducting Oral Tuition Classes for admission to the Foundation, Executive and Professional Programme of the CS course.

II. Extent and Commencement These guidelines shall be applicable to all Oral Coaching Centres of Regional Councils/ Chapters, including the collaborative Oral Tuition Centers, already recognized by the Council and all those to be recognized in future. These guidelines shall come into force from the date of implementation of the various guidelines/ notifications of the Council and also CS Regulations, 1982(as amended from time to time).

III. Eligibility Requirements 1. The Regional Councils and Chapters of the Institute having necessary facilities

may be permitted to conduct oral tuition classes. In case, the Regional Council/Chapter intends to conduct classes in collaboration with some other Agency (i.e., university, college, local government etc.) prior approval of the Institute shall be required for entering into any such collaboration.

2. The Regional Council/Chapter intending to start oral tuition classes must assure itself of availability of requisite faculty and sufficient infrastructural and organisational support required for the conduct of oral coaching classes.

3. The Regional Council/Chapter applying for recognition for the Professional Programme should have been recognised for providing oral coaching for Executive Programme or should have conducted refresher classes for at least one session for Professional Programme in the Module concerned.

4. Application for recognition in the specified Form (Annexure 'A') giving details of fee proposed, faculty available and venue fixed should be made at least one month before commencement of any oral coaching classes.

IV. Recognition The recognition to start oral classes for any of the Modules would initially be given for a period of two years. The Regional Council/Chapter should apply for renewal thereof at least three months before the expiry of the said period of two years. Renewal of recognition could be given for every three years or permanent basis as deemed fit, upon the satisfaction of the headquarters of the Institute.

286

V. (i) Qualifications and Appointment of Faculty Members Every faculty member appointed to take oral tuition classes in respect of every

subject should possess at least one of the qualifications given in Annexure 'B'. A member of the Institute other than an office bearer of the Regional Council/Chapter Oral Tuition Centre or the Oral Coaching Committee having current exposure or experience in the relevant subject should generally be preferred. Apart from the qualifications, the current exposure, experience and specialisation of the faculty member should be given due consideration. However, in case for non-availability of a suitable faculty an office-bearer as referred above may act as a faculty, with the approval of the Managing Committee of the concerned Regional Council/Chapter.

(ii) Regional Councils/Chapters/Collaborative OT Centres are required to furnish regularly the details of the faculty appointed by them for the oral coaching classes in the prescribed Performa (Annexure ‘C’) to the Headquarters/Dte. Of Academics.

(iii) Persons who also give private tuition or one running their own coaching classes for C.S. Students or one in any way associated with or canvassing for such private tuition classes should not be engaged as faculty In the ICSI oral coaching centres.

VI. Fees to be charged per Module The fees to be charged from a student should not ordinarily exceed Foundation Programme: Rs. 7,500/- Executive Programme: Rs. 7,500 (per Module) Professional Programme: Rs. 10,000 (per Module)

In case the oral tuition centre finds it necessary to charge a higher fee to meet the direct and indirect cost of oral tuition classes, prior approval of the Managing Committee of the concerned Oral Tuition Centre and Secretary of the Institute (after giving the justification and budgeted income and expenditure) should be obtained.

VII. Honorarium to Faculty Members The honorarium payable to a lecturer shall not ordinarily be more than Rs. 500, Rs.600 and Rs.700 for Foundation Programmeme, Executive Programmeme and Professional Programmeme classes respectively, for a lecture of two hours duration. For a lecture of one hour duration the honorarium may be paid at rates reduced proportionately or at slightly higher (say 60%) rates. Higher honorarium, if necessary, may be paid subject to approval by the concerned Regional Council/Managing Committee, under intimation to the Secretary, ICSI.

VIII. Admission of students to the oral coaching classes for the Foundation/ Executive/Professional Programme examination. Attending of Oral Coaching Classes is in lieu of submission of response sheets under postal tuition scheme and is not in substitution of postal coaching itself. As such, only those students who have been compulsorily enrolled with the Institute for undergoing postal tuition of the Foundation/Executive/Professional Programme examination shall be admitted to the oral tuition classes for the said courses/Programs.

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Students directly enrolled for the Foundation Programme and those of the students entitled to register directly for the Executive Programme and who fulfill the criteria laid down in regulation 33 should normally be admitted for joining these Oral Tuition Classes.

Students who have passed/completed both Modules of the Executive Programme are required to seek compulsory enrolment with the Institute for undergoing postal tuition for the Professional Programme on payment of the postal tuition fee.

All candidates joining the oral tuition classes are to be communicated in writing that mere completion of coaching classes shall not entitle them for appearing in the examination unless they pass in the Eligibility Tests conducted in the said classes or clear the Tests under the postal tuition scheme/Computerized CC Test and are issued with coaching completion certificate for the said course from the Institute and fill up the prescribed enrolment form and pay the requisite fees by the closing date.

IX. Number of lectures, attendance and tests 1. There shall be a minimum of 60 (Foundation), 40 (Executive) & 40 (Professional

Programme) lectures of not less than one hour duration for each of the paper of the Foundation/ Executive/ Professional Programme. The scheme of lectures prepared in the Directorate of Academics is also enclosed as Annexure ‘D’ for guidance of the faculty. The lecture scheme specifies the minimum number of lectures only for each subject, but the Oral Tuition Centre is free to organize more number of lectures in a subject if felt necessary.

2. At least 75 percent attendance shall ordinarily be necessary in each paper. No student shall ordinarily be admitted to oral tuition classes for any Program/ Module after the commencement of the classes of that Program/ Module. Attendance be retained for at least six months after the holding of such classes and shall be kept available for inspection by any officer of the Institute. Any deviation in this regard should be approved by the Managing Committee and reported to the Institute.

3. Two tests shall be held in each subject of Foundation / Executive / Professional Programme at regular interval and out of which a student must pass at least one test per subject in Foundation/ Executive / Professional Programme respectively. The qualifying marks for passing each test are 40 percent. The duration of the test shall be a minimum of two hours. Re-test or supplementary test may be permitted to those students only who have attended the requisite number of classes and have passed at least one out of two regular tests, as applicable. Answer books given by students in class tests for evaluation may be returned to them on the compliance of the following requirements:

(a) The evaluated answer scripts may be returned to the students after the records relating to marks awarded by the examiner thereon maintained by the Regional Council/Chapter concerned, are verified by an independent person so as to ensure that the administrative responsibility of recording marks etc. has been properly discharged.

(b) The independent person who will act as a verifier/scrutineer will be appointed by Director of Student Services out of panel of 3 to 5 competent persons suggested by every Regional Council/Chapter conducting Oral Tuition

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Classes. Preferably, the panel shall be drawn from among senior members of the Institute who are not taking any classes in the Oral Tuition Centre and must be residing within the city.

(c) The verifier/scrutinizer appointed for the purpose by the Headquarters shall be required to furnish a certificate to the effect (Annexure ‘E’) that he has verified/scrutinized the answer scripts and other records maintained for award of marks, and found everything in order. The certificate given by him will be sent by the Oral Tuition Centre to the Institution along with the Performance Report and thereafter the answer scripts can be given to individual students.

5. Alternatively, a student undergoing oral tuition coaching may take tests under the Computer Based Coaching Completion Test Scheme as per the terms and conditions prescribed separately under the said scheme.

6. No relaxation as regards attendance and tests shall be given without the approval of the Regional Council/Managing Committee of the Chapter. If a student fails to get 75 percent of the attendance, he may be required to complete the attendance in the paper where the attendance is short in the next session for becoming eligible for completion certificate. However, a student who fails to complete oral coaching will have an option to complete his study through postal tuition / Computer Based Coaching Completion Test in the next session.

X. Performance Report Every oral tuition centre shall send a Performance Report in specified Form (in Annexure ‘F’) to the Director of Students Services of the Institute on or before 15th April and 15th October for June and December examinations respectively. While sending the Performance Report it may be ensured that it is (i) in the specified Form; (ii) complete .in all respects; and (iii) contains the registration number of the students and percentage of classes attended; and (iv) sent so as to reach the Institute latest by the specified dates. Bill for honorarium payable to the faculty members must be sent along with Performance Report.

XI. Oral Coaching Committee (i) Every Regional Council/Chapter conducting oral coaching classes shall

constitute an Oral Coaching Committee which shall inter alia be entrusted with the task of (i) strictly adhering to the oral tuition guidelines of the Institute; {ii) gearing up the monitoring and control of the conduct of oral coaching classes; (iii) obtaining a feed back in specified Form of assessment given in Annexure ‘G’ on lectures from the students undergoing oral coaching in each session with a view to improve coaching facilities; (iv) forwarding the feed back report or gist thereof with the comments of the Committee for consideration by the Directorate of Academics; and (v) send a copy each of the question paper of all the eligibility tests administered to students in these classes immediately on completion of the Tests, to the Directorate of Academics.

(ii) The Oral Coaching Committee should have Director of Academics, the ICSI or his nominee as a co-opted member of the committee who would oversee the running of classes by visits, wherever necessary.

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XII. Withdrawal of Recognition Recognition may be withdrawn if the Oral Tuition Centres do not observe the Guidelines governing the conduct of Oral Tuition Scheme after giving the centre concerned an opportunity to explain its case.

XIII. General The Regional Council/Chapter should ensure that the oral tuition scheme is economically viable before commencement of the oral coaching centre. The surplus, if any, on oral tuition classes may be utilized by the Regional Council/Chapter towards promotion of services to the students and as far as possible at least 25% of it should be utilized for updating of library facilitates at the centre. The Institute would reimburse the evaluation charges incurred on evaluation of answer books of test papers as per the approved rates.

XIV. A student will be allowed to complete tuition (i.e. Eligibility Test) either under (i) Oral Tuition Scheme; or (ii) Postal Tuition Scheme or (iii) Computer Based Coaching Completion Test Scheme, at his option. However, combination of these schemes for a particular module will not be permitted. Since oral tuition scheme is optional and additional and in lieu of submission of response sheets under postal tuition scheme, the students undertaking oral coaching will not be allowed any reduction in Postal Tuition fee which is compulsorily payable by the entire student.

XV. Any deviation from these Guidelines would require the prior approval of the Secretary of the Institute. Any approval granted in respect of paras III and VI above should be reported by the Secretary to the Training and Educational Facilitates Committee at its next meeting.

AGREEMENT TO BE ENTERED INTO BETWEEN THE ICSI REGIONAL COUNCIL / CHAPTER AND THE OUTSIDE ACADEMIC INSTITUTION FOR CONDUCTING OF COLLABORATIVE ORAL TUITION CENTRE Whereas the Institute of Company Secretaries of India, constituted under the Company Secretaries Act, 1980, to develop and regulate the profession of Company Secretaries in India being solely authorised to conduct coaching and examinations for the award of Company Secretaries qualification and possesses requisite expertise in rendering assistance, to the outside Institutions in the said area of its specialisations, including the conduct of oral coaching classes for its students. And whereas the ……………………… is a Govt. recognised/affiliated (Name of the outside Collaborating Institution) Educational Society/School/College/University rendering services for the propogaters of education in Commerce/Management/law in the area/region.

Whereas it was appreciated that sufficient number of competent and qualified company secretaries need to be made available to meet the demand of the trade and industry and also to bring about professionalisation in the management of corporate sector and for this purpose it is important that all students are provided better educational and training facilities.

With the above objective in view and to encourage the students of Foundation, Executive and Professional Programmemes of the Institute the (Name of the

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collaborating Regional Council/Chapter of the Institute of Company Secretaries of India (hereinafter referred to as 'ICSI') and the (Name of the collaborating Institute) (hereinafter referred to as the School/College/University) hereby agree to set up a collaborative centre for conducting oral coaching classes for the Foundation/Executive/Professional Program of ICSI on the following terms and conditions:

1. The name of the coaching centre shall be ICSI (Name of the collaborating .Institute) School/College/University Coaching Centre.

2. This arrangement aims to provide good oral coaching facilities to the students of ICSI in the city/region of …………………..

3. The Coaching centre is set up to provide oral coaching facilities to students appearing for the Foundation/Executive/Professional Program examination of the ICSI initially for a period of one year renewable from time to time depending upon the satisfaction of ICSI.

4. The Coaching centre will be managed by a Managing Committee consisting of minimum of four representatives from ICSI and three representatives from the collaborating University/College/School.

5. The head/representative of the Collaborating University/College/School will be the Director of the Centre and one of the representatives of ICSI will be the Joint Director.

6. All important issues relating to administration of the Coaching Centre including fees to be charged will be decided by the Managing Committee, with prior approval/intimation to the Headquarters, of ICSI wherever required.

7. The accounts of the Coaching Centre will be maintained separately. The surplus and deficit arising out of coaching will be accruing to the said account which would be appropriated as per the guidelines issued by the Headquarters from time to time.

8. The Coaching will be provided on the lines prescribed by ICSI and as agreed to by the Managing Committee.

The ICSI would broadly extend its expertise on the following : (a) suggesting ways and means for effective conduct of the coaching classes by

the accrediting centre. (b) suggest/prescribe course which can be taken up for such classes. (c) depute faculty on specialised subjects as and when required and for the

period mutually agreed to. (d) Providing assistance in establishing and maintenance of a separate library for

consultation/reference by the students in the area. The collaborating School/College/university/Society on its part would undertake

to : (a) suitably advertise and attract at least 50 students for enrolment from amongst

10+2 Pass/Graduates/post-Graduates (excluding Fine Arts) of the School/ College/Universities located in the State of …………………

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(b) provide requisite space for the conduct of classes/library/office (c) provide intensified coaching with the best faculty so that goods results could

be obtained. 9. The above process will be renewed on year to year basis after the completion of

one year. 10. This arrangement will come into force from date/month/year.

SIGNED AND EXECUTED BY : SIGNED AND EXECUTED BY Signature Signature Name Name Designation Designation Name of the Collaborative Centre Name of the Regional Council/ Chapter

(on behalf of the ICSI)

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GUIDELINE NO. 5 GUIDELINES FOR RECOGNITION / CONDUCT OF ORAL COACHING CLASSES BY ACCREDITED CENTRES FOR ADMISSION TO THE FOUNDATION PROGRAMME

EXAMINATION OF THE CS COURSE (UPDATED UPTO MARCH, 2009) I. TITLE These guidelines shall be called and known as ‘Guidelines for Accredited Centres of the ICSI’ implemented w.e.f. 01.04.2004.

(a) No Accredited Oral Coaching Centre should be set up within a radius of 5 Kms. In the vicinity of the Regional Council and Chapters Offices;

(b) Accredited Centres must be set up for Foundation Programme only; (c) These Centres should be set up with the reputed / leading schools and colleges; (d) Such Accredited Centres would be beneficial for the students at 10+2 level and

those pursuing the degree courses in Commerce discipline at undergraduate level;

(e) The Institute would charge royalty of 10% in the prescribed oral tuition fee for Foundation Programme from all the Accredited Centres. This would be shared with the respective Regional Councils/ Chapters concerned in 50:50 ratio.

(f) The Accredited arrangements would be made only with the recognized institutions having proper recommendations of the concerned Regional Council/ Chapter;

(g) There will be one Accredited Centre within a radius of 10 Kms; (h) Such Centres would be monitored and coordinated by a Managing Committee

consisting of representatives from the Regional Councils/ Chapters and the Accredited Centres;

(i) There shall be atleast two representatives from the Institute’s side in the Managing Committee of the Accredited Centres;

(j) The Managing Committee members of the respective Regional Councils/ Chapters may be nominated for respective Accredited Centres;

(k) They would be on the Managing Committee of the centres during their tenure; (l) All the Regional Councils and Chapters would simultaneously give thrust for

imparting coaching directly by themselves as well; (m) The Accredited Centre would charge Oral Tuition fees of not more than Rs.4000

per student. They would conduct Career Counselling, disseminate information regarding Company Secretaryship Course as well as sale of Prospectus and acceptance of applications for onward transmission to the Headquarters through the respective Regional Councils/ Chapters. Fees is necessarily to be accepted only by crossed demand draft drawn in favour of the Institute of Company Secretaries of India, payable at New Delhi.

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NOTE :The following annexures may also be referred to.

Prescribed Qualification for Faculty Members Annexure – B Details of Faculty Members appointed Annexure – C Scheme of Lectures Annexure – D Form of Certificate by the Verifier/ Scrutinizer Annexure – E Oral Coaching Performance Report Annexure - F Student Feedback Sheet Annexure - G

AGREEMENT TO BE ENTERED INTO BETWEEN THE ICSI REGIONAL COUNCIL/ CHAPTER AND THE ACCREDITED CENTRE Whereas the Institute of Company Secretaries of India, constituted under the Company Secretaries Act, 1980, to develop and regulate the profession of Company Secretaries in India being solely authorized to conduct coaching and examinations for the award of Company Secretaries qualification and possesses requisite expertise in rendering assistance, to the outside institutions in the said area of its specializations, including the conduct of oral coaching classes for its students. And whereas the ………………………………………………..(Name of the Accredited Centre) rendering services for the propagators of education in Commerce/ Management/ Law in the area/ region.

Whereas it was appreciated that sufficient number of competent and qualified company secretaries need to be made available to meet the demand of trade and industry and also to bring out professionalization in the management of corporate sector and for this purpose it is important that al students are provided better educational and training facilities.

With the above objective in view and to encourage the students of Foundation Programme of the…………………………………….(Name of the Regional Council/ Chapter of the Institute of Company Secretaries of India hereinafter referred to as ‘ICSI’) and ………………………… (Name of the Accredited Centre) (hereinafter referred to as School /College/ University) hereby agree to set up an Accredited Centre for conducting Oral Coaching Classes for the Foundation Programme Students of CS Course on the following terms and conditions ;

1. The name of the Coaching Centre shall be ICSI- ………………………….. (Name of the Accredite Centre).

2. This arrangement aims to provide good oral coaching facilities to the students of ICSI in the city/ region of ……………….

3. The Coaching Centre is set up to provide Oral Coaching facilities to students appearing for the Foundation Programme Examination of the ICSI initially for a period of one year renewable from time to time depending upon the satisfaction of ICSI;

4. The Coaching Centre will be managed by a Managing committee consisting of minimum of four representatives from ICSI and three representatives from the School/ College/ University.

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5. The head/ representative of the School/ College/ University will be the Director of the centre and one of the representatives will be the Joint Director.

6. All important issues relating to administration of the Coaching Centre including fees to be charged will be decided by the Managing Committee, with prior approval / intimation to the Headquarters of the ICSI wherever required;

7. The coaching will be provided on the lines prescribed by ICSI and as agreed to by the Managing Committee.

The ICSI would broadly extent its expertise on the following : - (a) Suggesting ways and means for effective conduct of the coaching classes by the

Accredited Centre. (b) Suggest / prescribe course, which can be taken up for such classes; (c) Depute faculty on specialized subjects as and when required and for the period

mutually agreed to ; (d) Providing assistance in establishing and maintenance of separate library for

consultation/ reference by the students in the area.

The Accredited Centre (School/ College/ University) on its part would undertake to : (a) Suitably advertise and attract atleast 50 students for enrolment from amongst

10+2 Pass candidates located in the State of ………………… (b) Provide requisite space for the conduct of classes/ library/ office; (c) Provide intensified coaching with the best faculty so that good results could be

obtained. (d) The above process will be renewed on year to year basis.

This arrangement will come into force from …………………….. SIGNED AND EXECUTED BY : SIGNED AND EXECUTED BY Signature Signature Name Name Designation Designation Name of the School/ College/ University (On behalf of the Accredited Centre)

Name of the Regional Council/ Chapter (on behalf of the ICSI)

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GUIDELINE NO. 6 GUIDELINES FOR CONDUCTING ORAL COACHING CLASSES THROUGH

PUBLIC-PRIVATE PARNTERSHIP (AMENDED UPTO MARCH, 2009) Registration The Institute may register any Private Coaching Centre, subject to preliminary assessment by the Institute about its suitability, infrastructure, etc., for conducting the Oral Coaching Classes on receipt of the prescribed Registration Fee. The following is the fee structure for Registration :- Sl.No. Cities Registration

Fees (Rs.) 1. Chennai, Kolkata, Mumbai, New Delhi, Noida, Gurgaon,

Jaipur, Ghaziabad, Faridabad, Lucknow, Kanpur, Chandigarh, Hyderbad, Bangalore Kochi, Coimbatore, Pune, Ahmedabad, Navi Mumbai, thane, Indore, Vadodara (Criteria : Cities where Regional Councils/ A & B Grade Chapters are located)

20,000

2. Patna, Bhubaneswar, Guwahati (North East), Hoogly, Jodhpur, Bhilwara, Agra, Ludhiana, Udaipur, Meerut, Mysore, Visakhapatnam, Madurai, Thiruvananthapuram, Tiruchirapalli, Thrissur, Surat, Rajkot, Aurangabad, Nashik, Goa, Nagpur, Bhopal, Raipur (Criteria : Cities where C Grade Chapters are located)

10,000

3. Jamshedpur, Dhanbad, Ranchi, Sonepat, Alwar, Ajmer, Jammu, Allahabad, Modinagar, Rohtak, Amritsar, Jalandhar, Bareilly, Varanasi, Dehradun, Srinagar, Karnal-Panipat, Kota, Shimla, Yamuna Nagar, Mangalore, Palakkad, Salem, Calicut, Puducherry, Kolhapur, Dombivli (Criteria : Cities where D Grade Chapters are located)

5,000

4. In rest of the Cities 3,000

The Institute can review the registration fees to be charged on yearly basis.

2. Cut-off Dates for Registration The cut-off dates for registration with the Institute for the respective session of examinations are as under : -

Session of examination

Last date for submission of

proposal

Date by which the Institute would send

reply

Validity Period of Registration

June 15th November 1st December January to December

December 15th April 1st May June to May

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3. Security Deposit Every Private Coaching Centre intending to seek registration for imparting Oral Coaching to the CS Students registered with the Institute, shall pay a Security Deposit of Rs.25,000 (refundable on expiry of the registration period or on the cancellation/ termination of the contract.). The Security Deposit will be forfeited and utilized for refunding the fees remitted by students which have not been so refunded by the Coaching Centre after discontinuing the classes in the midst of the session.

Rebate of 50 (fifty) per cent on the Security Deposit on empanelment from fifth centre onwards will be given to the Coaching Centres subject to the condition that these centres will be established within the jurisdiction of a single city. Further, such centres would not be allowed to give sub-franchise and centres should be managed under their own name.

No Coaching Centre empanelled under the Scheme will have exclusive authority for running Oral Coaching Classes in a specified area, say a State or District, etc. and the Institute would be at liberty to emanel any number of centres in the same locality / area without seeking the consent of existing Coaching Centres.

4. Validity of Registration and Renewal thereof The registration would be valid for one year and can be extended further on year to year basis if the Institute is convinced about the performance of the Coaching Centre provided such Coaching Centres pay the prescribed Renewal Fee. The following is the fee structure for such renewal. Sl.No. Cities Renewal Fees

(Rs.)

1. Chennai, Kolkata, Mumbai, New Delhi, Noida, Gurgaon, Jaipur, Ghaziabad, Faridabad, Lucknow, Kanpur, Chandigarh, Hyderbad, Bangalore Kochi, Coimbatore, Pune, Ahmedabad, Navi Mumbai, thane, Indore, Vadodara (Criteria : Cities where Regional Councils/ A & B Grade Chapters are located)

10,000

2. Patna, Bhubaneswar, Guwahati (North East), Hoogly, Jodhpur, Bhilwara, Agra, Ludhiana, Udaipur, Meerut, Mysore, Visakhapatnam, Madurai, Thiruvananthapuram, Tiruchirapalli, Thrissur, Surat, Rajkot, Aurangabad, Nashik, Goa, Nagpur, Bhopal, Raipur (Criteria : Cities where C Grade Chapters are located)

5,000

3. Jamshedpur, Dhanbad, Ranchi, Sonepat, Alwar, Ajmer, Jammu, Allahabad, Modinagar, Rohtak, Amritsar, Jalandhar, Bareilly, Varanasi, Dehradun, Srinagar, Karnal-Panipat, Kota, Shimla, Yamuna Nagar, Mangalore, Palakkad, Salem, Calicut, Puducherry, Kolhapur, Dombivli (Criteria : Cities where D Grade Chapters are located)

3,000

4. In rest of the Cities 1,500

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The Institute can review the renewal fees to be charged on yearly basis.

5. Agreement The Private Coaching Centres whose proposals are accepted by the Institute for conducting the Oral Coaching Classes for CS Students would be required to sign an agreement as per Institute’s format. 6. Functions of Coaching Centres and issue of Coaching Completion Certificates

and Fees thereof Every Coaching Centre should inform the Name, Registration No., etc. of the students to the Institute immediately in prescribed format on commencement of the Oral Coaching Classes. The Coaching Centres shall send a performance report to the Institute indicating the details of the tests conducted and the marks obtained by the students on or before 15th April and 15th November for June and December Examinations respectively for the purpose of issuing Coaching Completion Certificates, etc. Private Oral Coaching Centres shall maintain proper records about the attendance. Oral Coaching Classes conducted by the Private Coaching Centres shall be monitored/ inspected/ evaluated by the verifier / scrutinizer or other appropriate authorities or representatives of the Institute through the respective Regional Council/ Chapter to which the Private Coaching Centre is attached.

Further, the Coaching Centres would be required pay the following fees for issue of Coaching Completion Certificates.

1. For Foundation Programme Students

15 percent of the Tuition Fee charged by the Centre subject to a minimum of Rs.750 per student per module.

2. For Executive and Professional Programme Students

15 percent of the Tuition Fee charged by the Centre subject to a minimum of Rs.1050 per student per module.

7. Quality of Coaching and Infrastructure Faculty : The faculty engaged for the purpose, as far as possible, shall be in accordance with the qualifications and experience as detailed in the Oral Coaching Guidelines and the statement thereof should be provided at the time of registration as Coaching Centre. Any additions/ deletions in the said statement containing faculty members shall be intimated to the Institute from time to time.

Infrastructure : It would be the responsibility of the Coaching Centre to ensure quality coaching and also make available the necessary infrastructure like drinking water, well ventilated class rooms, proper sanitation, parking facility, etc. to the students and the size of the class rooms vis-à-vis Student-Teacher ratio should be 40:1 i.e. a maximum of 40 students per teacher.

Display : The Coaching Centre should prominently display the name of the Coaching Centre indicating the tie-up with the Institute on a 8’ X 3’ board.

Library : The Coaching Centre should have a self-contained Library for the general/ reference use of students.

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While skeleton complaints/grievances from the students regarding the quality of coaching imparted to them would be ignored, collective complaints would be viewed seriously.

At any stage, if it is found that the quality of Coaching and infrastructure is not upto the satisfaction of the Institute, it reserves the right to cancel / terminate the registration without assigning any reason thereof.

8. Number of Lectures, Attendance and Tests Stage No. of lectures & duration No. of Tests

Foundation Program

Minimum 30 lectures of 2 hours in each subject

Foundation Program Students will be required to pass One out of Two Tests per subject by securing minimum 40% marks.

Executive Program

Minimum 20 lectures of 2 hours in each subject per Group/Module

Executive Program students will be required to pass One out of Two Tests per subject by securing minimum 40% marks.

Professional Program.

Minimum 20 lectures of 2 hours in each subject per Group/Module

Professional Program students will be required to pass One out of Two Tests per subject by securing minimum 40% marks.

Atleast 75 percent attendance shall ordinarily be necessary in each paper. Attendance be retained for atleast six months after the holding of such classes and shall be kept available for inspection by any officer of the Institute or through representatives of its Regional Councils/ Chapters.

The classes will only be allowed to be conducted on Module basis and NOT for individual subjects.

9. Autonomy in Charging Fee and Financial Support / Compensation The Private Coaching Centres would have full autonomy in deciding the fees to be charged from the students. But the Institute would NOT provide any financial support/ compensation to the Coaching Centres on any account.

10. Status of Oral Coaching Classes conducted by Regional Councils & Chapters The status of Oral Coaching Classes being conducted by the Regional Councils & Chapters would remain the same and they may continue to conduct the classes as per the present set up.

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11. Sharing of Revenue with the Regional Councils/ Chapters 50 percent of the net revenue generated from the above activity would be shared with the concerned Regional Council/Chapter on receipt of specific request made in this regard by the concerned Regional Council/Chapter. It is clarified that the revenue generated from cities where there is no Regional Council/Chapter is in existence would be retained by the Headquarters. 12. Right of Members of Regional Councils and Managing Committees of

Chapters The Members of the Regional Councils and Managing Committees of the Chapters and their relatives viz. the Spouse and Dependent Children of the members may not ordinarily be permitted to manage and own Oral Coaching Centres and/ or act as faculty at such Centres.

However, in exceptional circumstances, the members of the Regional Councils and Managing Committees of the Chapters and their relatives may be allowed to act as faculty subject to the condition that the concerned member seek prior permission from the respective Regional Council/ Chapter which in turn would disclose the relevant details in their Annual Reports.

13. Applicability of Oral Coaching Guidelines Apart from the specific guidelines given above, general guidelines relating to the conduct of Oral Coaching Classes are applicable for empanelled coaching centres under this Scheme.

NOTE :The following annexures may also be referred to. Prescribed Qualification for Faculty Members Annexure – B

Details of Faculty Members appointed Annexure – C

Scheme of Lectures Annexure – D

Form of Certificate by the Verifier/ Scrutinizer Annexure – E

Oral Coaching Performance Report Annexure - F

Student Feedback Sheet Annexure - G

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APPLICATION FOR EMPANELLMENT AS RECOGNISED PRIVATE COACHING CENTRE FOR IMPARTING ORAL COACHING CLASSES TO STUDENTS UNDERGOING COMPANY SECRETARYSHIP COURSE

PART-I :

1. Name of the institution

2. Date of Establishment

3. Legal Status of the Institution – Whether Society/ Autonomous College/ Trust - with Registration No., etc. (attach documentary evidence)

4. Address

5. Mobile : Telephone/ Fax Nos. E-Mail

6. Working Hours

7. A brief write-up on the Infrastructure available likes built-up area, number of classrooms available, seating capacity, drinking water/ sanitation facilities, location advantages, whether own/ rented premises, etc.

8. Name, Qualification of the Director(s)/ Partner(s)

9. Name, Qualifications of the each: - Permanent Faculty member Part-time Faculty Member

10. Teaching Experience of each: - Permanent Faculty Member Part-time Faculty member

11. A brief write-up about the suitability the institution for imparting the Oral Coaching Classes for CS Students

12. Whether the institution has been granted ISO 9000 or any other international accreditation (if yes, please attach documentary proof)

( signature of authorized signatory )

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PART-II : Payment Details We are enclosing herewith a demand draft No. ___________ dated __________ drawn on ________________ for Rs._____________ ______________________________) towards the following: - Sl.No. Particulars Amount (Rs.)

1. Registration Fee

2. Security Deposit (Refundable)

3. Others

T O T A L

PART-III : Undertaking/Declaration

We hereby certify/undertake that the particulars given above are true and correct to the best of our knowledge and belief. Further, no material information has been withheld and/or misrepresented which could affect guidelines of the Institute on this application. We understand that the empanelment as a Coaching Center under the Public Private Partnership Scheme is not automatic and the Institute would grant the same based on the merits of each proposal after careful scrutiny/ examination and / or inspection of the infrastructure to the utmost satisfaction of the Institute. ( Signature ) Name & Designation of the Authorized Official(s) with

Rubber Stamp Place: _________________ Date: _________________

RECOMMENDATIONS

CHAIRMAN, ________________ REGIONAL COUNCIL / CHAPTER ( Signature with stamp )

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(AGREEMENT IS TO BE EXECUTED ON A NON-JUDICIAL STAMP PAPER OF Rs.50/-)

THIS AGREEMENT IS MADE ON THIS DAY ________________OF ___________ BETWEEN THE INSTITUTE OF COMPANY SECRETARIES OF INDIA HAVING ITS HEADQUARTERS AT ICSI HOUSE, 22, INSTITUTIONAL AREA, NEW DELHI – 110 003 (HEREINAFTER REFERRED TO AS “ICSI”) AND INCLUDES ITS LEGAL REPRESENTATIVES AND ASSIGNS ON THE ONE PART

AND

(NAME OF THE COACHING CENTRE) HAVING ITS ADDRESS AT ________ _____________________________ (HEREINAFTER REFERRED TO AS “COACHING CENTRE”) AND INCLUDES ITS LEGAL REPRESENTATIVES AND ASSIGNS ON THE OTHER PART

IN THE MATTER OF CONDUCTING THE ORAL COACHING CLASSES FOR STUDENTS UNDERGOING COMPANY SECRETARYSHIP COURSE

WHEREAS the Institute of Company Secretaries of India, has been constituted under the Company Secretaries Act, 1980 to develop and regulate the profession of Company Secretaries in India and is solely authorized to conduct coaching and examinations for the award of Company Secretaries qualification and possesses requisite expertise in rendering assistance, to the outside institutions in the said area of its specializations, including the conduct of oral coaching classes for its students.

AND WHEREAS the _____________________________(Name of the Coaching Centre) is rendering services for the propagation of education in Commerce/ Management/ Law in the area/ region, namely ___________________ __________.

AND WHEREAS the ICSI desires to set up a Coaching Centre under Public-Private Partnership for conducting the Oral Coaching Classes for the Foundation/ Executive / Professional Programme of ICSI.

AND WHEREAS the Coaching Centre has agreed to set up the said Coaching Centre under the advice and guidance of ICSI.

NOW THIS AGREEMENT WITNESSTH AS UNDER : -

1. That the name of the Coaching Centre shall be _____________________ (Name of the Coaching Centre) (Empanelled with The Institute of Company Secretaries of India).

2. That the Coaching shall provided by the Coachig Centre from its premises situated at __________________________________

3. That the coaching facilities to students shall be provided by the Coaching Centre as per the guidelines of ICSI. The copy of the said guidelines is annexed to this agreement as “Annexure-I”.

4. That this agreement shall be valid for a period of one year with effect from_________ to _______________. The agreement may be renewed by ICSI for a further period

303

on mutually agreed terms and conditions. In the event of agreement renewed, the Coaching Centre shall pay the renewal fee and other fees as prevalent at the time of renewal of agreement according to the guidelines of ICSI.

5. That the Coaching Centre shall pay the Institute an amount of Rs.________ (Rupees__________________) towards security deposit and the said security deposit would not carry any interest and is refundable on expiry of this agreement after settlement of all dues/ claims between the parties.

6. That the Coaching Centre shall also pay a lumpsum amount of Rs.________ towards registration fees for the registration done by the Coaching Centres during the agreement period. The said fees is subject to change as per the guidelines of ICSI issued from time to time.

7. That the renewal of the agreement shall be at the sole discretion of ICSI and incase of renewal, ______________________ (Name of the Coaching Centre) shall pay the prescribed fee as per the guidelines framed and as amended from time to time.

8. That the Coaching Centre shall send the Performance Reports by the prescribed cut-off dates as per the ICSI guidelines.

9. That the Coaching Centre shall pay the prescribed fee to the ICSI for issue of Coaching Completion Certificates as per the ICSI guidelines. Further, the said fee shall be met out of the lumpsum fee charged by the Coaching Centre from the students for imparting Oral Coaching Classes and shall NOT be charged separately.

10. That the Coaching Centre understands that if the quality of Coaching and infrastructure is not upto the satisfaction of the ICSI, it reserves the right to cancel / terminate the agreement without assigning any reason thereof.

11. That the cancellation/ termination shall not affect the contractual obligations in respect of completion of the course in respect of any batches of class that have been commenced and are in progress and fees for which have been collected from the participants by the Coaching Centre.

12. That the Coaching Centre understands that ICSI would NOT provide any financial support/compensation to the Coaching Centres on any account.

13. That the Coaching Centre shall conduct the requisite number of lectures and tests and also keep proper attendance records as per the ICSI guidelines framed and as amended from time to time.

14. That the ICSI would broadly extend its expertise on the following :-

(a) suggesting ways and means for effective conduct of the coaching classes by the Coaching Centre.

(b) suggest/ prescribe course which can be taken up for such classes.

15. That the Coaching Centre on its part would undertake to :-

(a) To abide by the ICSI guidelines framed and as amended from time to time.

304

(b) Provide the library facilities.

(c) Provide intensified coaching with the best faculty so that good results could be obtained.

16. That the Coaching Centre shall obtain feedback from the students with regard to quality and content of training and the teaching staff and shall provide the feedback in summary form alongwith a copy of the feedback proforma so obtained from the students to the ICSI for its perusal and suggestions/ comments. However, ICSI shall have the right to depute its own representative for obtaining the feedback at the Coaching Centre.

17. That the Coaching Centres can advertise/ publicise regarding conduct of Oral Coaching Classes in the Institute’s Bulletins namely Student Company Secretary Bulletin and Foundation Course Bulletin. 25% discount on the prescribed advertisement rates would be offered on such advertisements.

18. That notwithstanding anything contained herein before, nothing in this agreement shall be construed to constitute Coaching Centre as an agent or a partner or a representative of ICSI except for the limited purpose of conducting Oral Coaching Classes for the CS Students in terms of the agreement and/ or guidelines framed and as amended from time to time.

19. That the Coaching Centre represents and warrants to ICSI that

(a) Coaching Centre has full power, authority and legal right to execute and deliver, and to perform all its obligations under this Agreement. The execution, delivery and performance of this Agreement by Coaching Centre does not and will not, constitute violation of any laws.

(b) Coaching Centre shall perform all services and its other obligations under this agreement with due diligence and with the best level of care and judgment, which it adopts in its regular course of business of providing quality coaching.

20. That it is clearly understood and agreed to by and between the parties that ICSI shall not incur or suffer any kind of liability –legal, financial or otherwise – with regard to its obligations under this agreement. ICSI shall keep a possible ordinary control to ensure quality of education through supervision by deputing its own personnel in the classes and by having confidential and independent feedback from the students.

21. That the Coaching Centre hereby further covenants and agrees to indemnify and keep at all times indemnified the ICSI against any loss or damage that the ICSI may sustain as a result of the failure or neglect of the Coaching Centre to faithfully carry out its obligations under this agreement and further to pay for all loses, damages, costs, charges and expenses which the ICSI may reasonably incur or suffer and to indemnify and keep indemnified the ICSI in all respects.

22. That the Agreement shall cease to operate and either party shall not be liable for any penalties under any laws, if a breach of obligation under the contract is the result of unavoidable circumstances beyond the control of the parties like war, earth-quake, natural calamities etc.

305

23. That the taxes as applicable from time to time has to be borne by the Coaching Centre.

24. Governing Law

(a) The agreement shall be subject to the jurisdiction of courts at Delhi.

(b) Any dispute or differences arising out of or related to this Agreement shall be referred to the Arbitrator to be appointed by the Secretary & Chief Executive Officer, ICSI at its sole discretion. The arbitration proceedings shall be conducted in accordance with the Arbitration and Conciliation Act, 1996 as amended and the decision of the arbitrator shall be final and binding on the parties. The arbitration proceedings shall be conducted in Delhi. The cost of arbitration including the fees of the arbitrator shall be borne by both the parties equally.

25. That notwithstanding anything contained in this Agreement, the parties agree that any terms or the clause may be varied by way of supplementary deed/agreement.

IN WITNESS WHEREOF the parties hereto have set their respective hands to the Agreement and a duplicate thereof the day, month and year mentioned hereinabove.

SIGNED AND EXECUTED BY : - Signature : Signature : Name : Name : Position : Position : On behalf of the Coaching Centre

On behalf of the Institute

WITNESS : 1. 2.

306

ANNEXURE ‘A’ PROPOSAL FOR START OF ORAL COACHING CLASSES FOR

FOUNDATION/EXECUTIVE/PROFESSIONAL PROGRAM (QUANTITATIVE/QUALITATIVE INFORMATION)

1. Courses for which classes already held. ___________________________

2. Number of students already undergoing the classes at the centre _______

3. Number of students expected to join the classes to be started __________

4. Total number of lectures (of -----------Hrs.) proposed in each paper of the Module/ Course to be commenced ____________

5. Fee to be charged from each student per Module/course _______________

6. Details of Faculty.

NAME QUALIFICATIONS EXPERIENCE SUBJECT

Honorarium to be paid to lecturers (per lecture of ______Hrs.) ___________

Whether Library facilities are available ______________________________

Official Co-ordinating the Oral Tuition classes _________________________

Full address of the venue of classes _________________________________

______________________________________________________________

______________________________________________________________

307

ANNEXURE ‘B’ QUALIFICATIONS PRESCRIBED FOR TUTORS (FOR PAPERS UNDER THE NEW SYLLABUS)

FOUNDATION PROGRAM

1. English and Business Communication

M.A(English), CS, M.Com., MBE or MBA having relevant Teaching/work experience in the subject.

2. Economics and Statistics M.A(Eco), M.Com., MBE or MBA (with Economics and statistics as a subject of study at graduate or post graduate level) having teaching/ academic experience in the subject.

3. Financial Accounting M.Com.(with Accountancy as main subject at Graduate or Post Graduate Level); CA or CWA having teaching/ work experience in the subject.

4. Elements of Business Laws and Management

M.Com;, CS, MBA, CA or CWA, having teaching / work experience in the subject. Degree in Law will be preferred.

EXECUTIVE PROGRAM

Module I

1. General and Commercial Laws CS or M.Com(with LL.B) having teaching or work experience or Law Teachers (LL.M) or Practising Advocates in respective fields.

2. Company Accounts, Cost and Management Accounting

M.Com. With Advance Accountancy/ Management Accounting, CWA or CA with teaching/ work experience in the subject.

3. Tax Laws M. Com. With Taxation, CS, CWA or CA having teaching or work experience in the subject. Degree in Law will be preferred.

Module II

4. Company Law CS or M.Com. (with specialization in Company Law), Advocates practicing in Company Law or Law Teachers with LL.M. and having teaching experience in Company Law.

5. Economic and Labour Laws CS, LL.B. or M.Com. with specialization in Economic & Labour Laws, with relevant professional or academic experience.

308

6. Securities Laws and Compliances CS, CA, CWA, M.Com., MFC or MBA with relevant academic, professionals or work experience.

PROFESSIONAL PROGRAM

Module I

1. Company Secretarial Practice CS or M.Com. with specialization in Company Law, Advocates practicing in Company Law or Law Teachers with LL.M. and having teaching experience in Company Law.

2. Drafting, Appearances and Pleadings

CS, M.Com. with LL.B. or LL.M with specialization in legislative drafting, Law Teachers, Practising Advocates in the relevant laws.

Module II

3. Financial, Treasury and Forex Management

CS, CA, CWA, M.Com., MBA, MFC, CFA with relevant professional or academic experience.

4. Corporate Restructuring and Insolvency

CS, CA, CWA, M.Com./ MBA with LL.B. having relevant professional or academic experience or Law Teachers with LL.M. or Advocates practicing in the area.

Module III

5. Strategic Management, Alliances and International Trade

M.Com/MBA wit specialization in relevant area, CS, CA or CWA with relevant professional or academic experience.

6. Advanced Tax Laws and Practice CS, CA, CWA, LL.M. or M.Com. with specialization in Direct and Indirect Taxation, or Consultants/ Practising Advocates in relevant area.

Module IV

7. Due Diligence and Corporate Compliance Management

CS, CA, CWA, LL.M. or MCom/ MBA (with LL.B) having professional or teaching experience in the subject.

8. Governance, Business Ethics and Sustainability

CS, CA, CWA, M.Com. or MBA with specialization in the subject. Degree in Law will be preferred.

309

ANNEXURE ‘C’

……………………………….. ORAL TUITION CENTRE OF ICSI

DETAILS OF FACULTY APPOINTED FOR TEACHING FOR THE EXAMINATION SESSION JUNE / DECEMBER ……. (YEAR)

EXPERIENCE

ACADEMIC

NAME & ADDRESS

OF THE FACULTY

(INCLUDING E-MAIL /

TEL./FAX, ETC. IF

AVAILABLE

ACADEMIC/ PROFES-SIONAL

QUALIFI-CATIONS

(1ST DEGREE

ONWARDS)

Teach-ing

Re-search Publi-cations

PROFES-SIONAL

ANY OTHER RELE-VANT

ACHIE-VE-

MENTS

SUB-JECT ALLO-TTED

1.

2.

3.

4.

310

ANNEXURE ‘D’ SCHEME OF LECTURES

(SYLLABUS w.e.f. NOVEMBER 2007) (Coverage required in Oral Classes and Number of Lectures)

COURSE CONTENTS OF FOUNDATION PROGRAMME PAPER 1 : ENGLISH AND BUSINESS COMMUNICATION

No. of Lectures Details of course contents to be covered in lectures

Under 30 Lectures (2

Hours) scheme

Under 34 lectures (2

Hours) scheme

1. Essentials of good English Grammar and usage; enriching vocabulary, words - multiple meaning, single word for a MODULE of words - choice of words - words frequently mis-spelt; punctuations, prefix and suffix; parts of speech; articles; synonyms and antonyms; tenses; idioms and phrases; foreign words and phrases commonly used; abbreviations and numerals; pronunciation. Latin, French and Roman words which are used in abbreviated from like “e.g., RSVP, viz. etc.”.

5 6

2. Essay writing Essays on matters of current interest on trade, commerce, industry and profession.

2 2

3. Precis writing Preparation of summary of office notes; summary of matters appearing in economic and commercial dailies and journals for use in committee meetings in the office; summary of decisions taken in meetings and conferences.

2 2

4. Business communication Meaning and significance of good communication; principles of business communication; means of communication - oral, written, visual, audio-visual; essentials of a good business letter, etc.

3 4

311

5. Business correspondence

Personnel : drafting of interview letters, call letters and offer of appointment; provisional appointment orders; final orders of appointment.

2 2

Purchase: requests for quotations, tenders, samples and drawings; test order; complaints and follow-up.

2 2

Sales : drafting of sales letters, circular letters, preparation of sale notes with conditions of sale; status inquiries; reports to sales manager such as sales promotion matters.

2

2

Accounts : correspondence with various agencies : customers - regarding dues, follow up letters; banks - regarding over-drafts, cash credits and account current, insurance companies - regarding payment, renewal of insurance premium, claims and their settlement.

2 2

Secretarial : correspondence with shareholders and debenture-holders pertaining to dividend and interest, transfer and transmission, Stock Exchanges, Registrar of Companies and various authorities like Reserve Bank of India, SEBI.

2 2

Miscellaneous : Resume, letter of application, goodwill messages, condolence letters.

1 1

6. Administration and miscellaneous Drafting of telegraphic and facsimile messages, messages through electronic media; public notices and invitations; representations to Trade Associations, Chambers of Commerce and public authorities.

3 4

7. Inter-departmental communication Internal memos; office circulars; office orders; office notes; representation to chief executive and replies thereto; communication with regional/branch offices.

3 4

Preparation of press releases. 1 1

30 34

312

PAPER 2: ECONOMICS AND STATISTICS


Under 30 Lectures(2

Hours) scheme

Under 34 Lectures(2

Hours) scheme

1. Nature and scope of economics Definition, nature and scope of economics; micro and macro economics; positive and normative economics; working of economic systems with special reference to the capitalistic, socialistic and the mixed economies.

1 1

2. Demand analysis Utility analysis - total utility and marginal utility; law of diminishing marginal utility; law of equi-marginal utility; consumers’ equilibrium; law of demand; elasticity of demand; law of supply, elasticity of supply; demand and supply equilibrium.

2 3

3. Production, Costs and Revenue Analysis Factors of production, meaning of production, laws of returns; returns to scale; cost concepts and cost curves; revenue concepts and revenue curves.

2 2

4. Market Forms and Equilibrium of the Firm and Industry Market forms - meaning and characteristics; price and output determination and equilibrium of firm and industry under perfect competition, monopoly and monopolistic competition.

3 3

5. Basic characteristics of Indian Economy Role of Agriculture, Industry & Service Sectors in the development of the Indian Economy; National income of India – Concept, significance, trends and measurement of national income.

2 3

6. Select areas of Indian Economy Population – size and growth and impact of population on economic development; unemployment –nature, various measures to reduce it; foreign trade and India’s balance of payments. Five Year Plans and economic development; fiscal policy and national budget.

2 3

313

7. Money and Banking Concept of money – its functions; Commercial Banks – role and functions; quantity theory of money; credit creation; Reserve Bank of India and its functions and monetary policy.

2 2

8. Economic Reforms and Liberalisation Major economic reforms since 1991; Globalisation and its impact on Indian Economy; concept of WTO- an overview.

1 2

9. Descriptive Statistics Definition and functions of statistics, statistical techniques commonly used in business activities, law of statistics, limitations of statistics

1 1

10. Collection and Presentation of Statistical Data Primary and secondary data; Classification and, tabulation of data; frequency distribution of data; diagrams and graphs.

3 3

11. Measures of Central Tendency Mean, median and mode, geometric mean and harmonic mean.

3 3

12. Measures of Dispersion Range, quartile déviation, mean déviation, standard déviation.

3 3

13. Correlation Analysis Meaning, significance, nature and types of correlation; Karl Pearson coefficient of correlation; rank correlation.

2 2

14. Index numbers and Time Series Analysis Familiarisation with the concepts relating to index numbers and time series (Simple Numerical Problems).

3 3

30 34

314

PAPER 3 : FINANCIAL ACCOUNTING No. of Lectures Details of course contents to be covered in lectures

Under 30 lectures(2

hours) scheme

Under 34 lectures(2

hours) scheme

1. Introduction to Accounting 2 3

2. Recording of transactions 3 4

3. Preparation of bank reconciliation statement. 2 2

4. Rectification of errors. 2 2

5. Preparation of final accounts (non-corporate entities) 4 5

6. Accounting for depreciation 2 2

7. Accounting for bills of exchange 2 2

8. Accounts of non-profit organizations 2 2

9. Single entry accounts - preparation of accounts from incomplete records.

2 2

10. Accounting for consignments and joint ventures 2 2

11. Partnership accounts – simple problems. 5 6

12. Insurance claims 2 2

30 34

315

PAPER 4 : ELEMENTS OF BUSINESS LAWS AND MANAGEMENT


Under 30 lectures(2

hours) scheme

Under 34 lectures(2

hours) scheme

1. Law Meaning of law, its significance and relevance to modern civilized society; sources of law.

1 1

2. Law relating to contract – an overview Contract - meaning; essentials of a valid contract; nature of contract; performance of contract; termination and discharge of contract; indemnity and guarantee; bailment and pledge; law of agency.

4 4

3. Law relating to sale of goods – an overview Essentials of a contract of sales; sale distinguished from agreement to sell, bailment, contract for work and labour and hire-purchase; conditions and warranties; transfer of title by non-owners; doctrine of caveat emptor; performance of the contract of sale; unpaid seller - his rights against the goods and the buyer.

3 3

4. Law relating to negotiable instruments – an overview Definition of a negotiable instrument; instruments negotiable by law and by custom; types of negotiable instruments; parties to a negotiable instrument - duties, rights, liabilities and discharge; material alteration; crossing of cheques; payment and collection of cheques and demand drafts; presumption of law as to negotiable instruments.

2 3

5. Law relating to partnership – an overview Nature of partnership and certain similar organizations-co-ownership, Joint Hindu Family; partnership deed; rights and liabilities of partners including those of newly admitted partners, retiring and deceased partners; implied authority of partners and its scope; registration of firms; dissolution of firms and of the partnership.

2 2

316

6. Elements of company law Meaning and nature of company; promotion and incorporation of a company; familiarization with the concept of Board of directors, shareholders and company meetings; Company Secretary.

3 4

7. Nature of management and its process Meaning, nature of management and its process; planning, organizing, directing, coordination and controlling.

2 2

8. Planning Policies and procedures; methods of planning; decision-making.

2 2

9. Organizing Structure; principles and theories of organisation; span of management; centralisation and de-centralisation; line and staff functions; delegation; functional organisation; formal and informal organisation; growth in organisation.

3 4

10. Staffing Meaning, nature and functions of personnel management; selection, training and development; performance appraisal.

2 2

11. Direction and co-ordination Communication, motivation, morale and leadership; internal and external co-ordination; committees in management; management of change; organisation development (O.D.).

3 3

12. Controlling Concepts and basic control process; essential of a good control system; traditional and non-traditional control devices.

2 3

13. Social Responsibility of Business 1 1

30 34

317

COURSE CONTENTS OF EXECUTIVE PROGRAMME MODULE I

PAPER 1 - GENERAL AND COMMERCIAL LAWS


Under 20 lectures scheme


1. Constitution of India Broad framework of the Constitution of India : fundamental rights, directive principles of State policy; ordinance making powers of the President and the Governors; legislative powers of the Union and the States; freedom of trade, commerce and intercourse; constitutional provisions relating to State monopoly; judiciary; writ jurisdiction of High Courts and the Supreme Court; different types of writs – habeas corpus, mandamus, prohibition, quo warranto and certiorari; Concept of delegated legislation.

3 4

2. Interpretation of statutes Need for interpretation of a statute; general principles of interpretation - internal and external aids to interpretation, primary and other rules.

1 1

3. An Overview of Law relating to Specific Relief; Arbitration and Conciliation; Torts; Limitation and Evidence.

3 4

4. Law relating to Transfer of Property Important definitions; movable and immovable property; properties which cannot be transferred; rule against perpetuities; lis pendens; provisions relating to sale, mortgage, charge, lease, gift and actionable claim.

2

3

5. Law relating to Stamps Methods of stamping; consequences of non-stamping and under-stamping; impounding of instruments; construction of instruments for determination of stamp duty payable; adjudication; allowance and refund; penal provisions.

2

2

318

6. Law relating to Registration of Documents Registrable documents – compulsory and optional; time and place of registration; consequences of non-registration; description of property; miscellaneous provisions.

1

2

7. Information Technology Law – An Overview Important terms under Information technology legislation; digital signatures; electronic records; certifying authority; digital signature certificate; Cyber Regulation Appellate Tribunal; offences and penalties.

2

2

8. Code of Civil Procedure Elementary knowledge of the structure of civil courts, their jurisdiction, basic understanding of certain terms – order, judgement and decree, stay of suits, res judicata, suits by companies, minors, basic understanding of summary proceedings, appeals, reference, review and revision.

2

2

9. Criminal Procedure Code Offences; mens rea, cognizable and non-cognizable offences, bail, continuing offences, searches, limitation for taking cognizance of certain offences.

2

2

10. Law relating to Right to Information Salient features of the Right to Information (RTI) Act, 2005; Objective; Public Authorities & their obligations ; Designation of Public Information Officers (PIO) and their Duties; Request for obtaining information; Exemption from disclosure; Who is excluded; Information Commissions (Central & State) and their powers; appellate authorities; penalties; jurisdiction of Courts; Role of Central/State Governments.

2

2

20 24

319

PAPER 2 : COMPANY ACCOUNTS, COST AND MANAGEMENT ACCOUNTING




1. Accounting standards – relevance and significance; national and international accounting standards.

1 1

2. Accounting for share capital transactions – issue of shares at par, at premium and at discount; forfeiture and re-issue of shares; buy-back of shares; redemption of preference rights issue.

2 2

3. Issue of debentures – accounting treatment and procedures; redemption of debentures; conversion of debentures into shares.

1 2

4. Underwriting of issues; acquisition of business; profits prior to incorporation; treatment of preliminary expenses.

1 1

5. Preparation and presentation of final accounts of joint stock companies as per company law requirements; bonus shares.

2 2

6. Holding and subsidiary companies – accounting treatment and disclosures; consolidation of accounts.

2 2

7. Valuation of shares and intangible assets. 1 2

8. Cost accounting – objectives of costing system; cost concepts and cost classification; management accounting – nature and scope; role of management accountant, tools and techniques of management accounting; distinction between financial accounting, cost accounting and management accounting.

1 1

9. Elements of cost :

(i) Material cost – purchase procedures, store keeping and inventory control, fixing of minimum, maximum and re-order levels, ABC analysis, pricing of receipts and issue of material and accounting thereof; accounting and control of wastage, spoilage and defectives.

1 1

320

(ii) Labour cost – classification of labour costs, payroll procedures, monetary and non-monetary incentive schemes; labour turnover and remedial measures; treatment of idle time and overtime.

1 1

(iii) Direct expenses – nature, collection and classification of direct expenses and its treatment.

(iv) Overheads – nature, classification, collection, allocation, apportionment, absorption and control of overheads.

1 2

10. Methods of costing – unit costing, contract costing. 1 1

11. Budgetary control – preparation of various types of budgets, advantages and limitations; budgetary control reports to management.

1 1

12. Marginal costing – application of marginal costing; cost-volume-profit relationship; break-even analysis, preparation of break-even charts; profit – volume graph; practical application of profit volume ratio.

1 2

13. Analysis and interpretation of financial statements – nature, objectives; latest trends in presenting financial data; importance and limitations; accounting ratios – classification, advantages and limitations.

2 2

14. Cash flow statements – classification of cash flows, preparation and usefulness.

1 1

20 24

321

PAPER 3 : TAX LAWS




The Income-tax Act

1. Definitions, concept of income, previous year, assessment year, residential status.

2. Distinction between capital and revenue receipts and expenditure.

1 1

3. Basis of charge and scope of total income (Income deemed to accrue or arise in India and deemed to be received in India)

4. Incomes which do not form part of total income.

1 1

5. Computation of total income under various heads, such as - salaries, income from house property, profit and gains of business or profession, capital gains, income from other sources.

4 5

6. Income of other persons included in assessee’s total income; aggregation of income and set off or carry forward of losses; various deductions to be made in computing total income, rebates and reliefs in respect of income-tax; rates of applicable taxes and tax liability.

1 2

7. Taxation of every person excluding companies, viz., individuals including non-residents, Hindu Undivided Family, firms, association of persons, cooperative societies, trusts and charitable and religious institutions, etc.

1 1

8. Provisions concerning procedure for filing returns, signatures, e-filing, assessment and reassessment.

1 1

9. Tax deducted at source, collection, recovery and refund of tax; provisions of advance tax.

1 1

322

10. Charge of banking cash transaction tax, taxable banking transaction, value of taxable banking transaction, collection, recovery, return, assessment, rectification, interest on delayed payments, penalty, appeal, power to make rules.

11. Charge of fringe benefit tax, fringe benefits and deemed fringe benefits, valuation, payment and return of fringe benefits, assessment, issue of notice, advance tax in respect of fringe benefits

1 2

Wealth-tax Act

12. Charge of wealth tax; assets, deemed assets and assets exempt from tax; valuation of assets; computation of net wealth, return of wealth and provisions concerning assessment.

1 1

Service Tax

13. Background, Statutory provisions, taxable services, valuation, administrative mechanism and procedural aspects, rate and computation of tax.

1 1

14. Assessment, levy, collection and payment of service tax, exemptions, CENVAT credit for service tax, returns, appeals, revisions, advance rulings, role of Practising Company Secretaries

2 2

Value Added Tax

15. Legislative background, concept of VAT- white paper on VAT, Report of Empowered Committee of State Finance Ministers, constitutional provisions, relationship of VAT with inter-state commerce and works contract tax, liability under VAT; withdrawal of Central Sales Tax; Goods and Service Tax.

2 3

16. Computation, procedural aspects including registration, filling of returns, rates of tax, assessment, credit and set-off, returns, refunds, audit, appeals, revision and appearances.

17. Appointment, jurisdiction and powers of authorities, certifications for professionals.

2 2

18. Concept of VAT on services, VAT in other countries, scope for Company Secretaries.

1 1

20 24

323

MODULE II PAPER 4 : COMPANY LAW




1. Introduction Nature and form of business enterprise; types of business enterprises; company – definition and nature.

Historical development of corporate concepts; emergence of principles of limited liability and development of Company Law in England and India.

Concept of corporate personality; corporate veil and its lifting.

Working and administration of Company Law.

1 1

2. Incorporation and its consequences Types of companies and their incorporation; memorandum and articles of association and their alteration; registered office; publication of name; commencement of business; contracts; deeds; common seal; effect of incorporation.

Re-registration and registration of unregistered joint-stock companies.

The doctrine of ultra-vires, constructive notice and indoor management.

Promoters - meaning and importance; position, duties and liabilities.

2 3

3. Financial Structure Concept of capital and financing of companies, sources of capital; classes and types of shares; equity with differential rights; issue of shares at par, premium and discount; forfeiture and surrender of shares; bonus issues; rights issues; issue of sweat equity shares; employees stock option scheme; private placement.

Alteration of share capital; reduction of capital; buy-back of shares.

2 3

324

Debt capital - debentures, debenture stock, bonds; new developments in corporate debt financing; debenture trust deed and trustees; conversion of and redemption of debentures.

Securing of debts – creation, modification and satisfaction of charges.

Prospectus – definition; abridged prospectus; red-herring prospectus; shelf prospectus; information memorandum; contents, registration, misrepresentations and penalties.

Allotment and certificates - contracts to subscribe for shares, debentures and other securities; calls; share certificates and share warrants.

4. Membership, Depositories and Transfer/Transmission

Membership - modes of acquiring membership; rights and privileges of members, register of members; dematerialisation and rematerialisation of securities; transfer and transmission of securities in physical and depository modes; nomination.

1 1

5. Management and Control of Companies Directors – appointment/re-appointment, qualifications, disqualifications, remuneration, vacation of office, retirement, resignation and removal; loans to directors; powers and duties; office or place of profit; role of directors; contracts in which directors are interested.

Managing and whole-time directors and manager.

Company secretary – appointment, role and responsibilities; company secretary as a principal officer.

Meetings of directors and committees - frequency, convening, and proceedings of Board/Committee meetings; tele and video-conferencing of Board/ Committee(s); resolution by circulation; minutes and evidence.

General meetings - kinds of meetings; law, practice and procedure relating to convening and proceedings at general and other meetings – notice, quorum, proxy, voting including voting through electronic means, resolutions, circulation of members’ resolution, etc.; postal ballot; recording, signing and inspection of minutes; role of Chairman.

2 3

325

Distribution of powers of a company - division of powers between Board and general meetings; acts by directors in excess of authority; monitoring and management.

Sole Selling and Buying Agents - Meaning, appointment and reappointment, removal; powers of Central Government and rules framed for the purpose.

6. Dividend Profit and ascertainment of divisible profits; declaration and payment of dividend; treatment of unpaid and unclaimed dividend; transfer of unpaid and unclaimed dividend to Investor Education and Protection Fund.

1 1

7. Investments, Loans and Deposits Law relating to making investments in and granting loans to other bodies corporate and giving guarantees and providing security.

Invitation, acceptance, renewal, repayment, default and remedies.

1 1

8. Accounts and Audit Books of account; financial statements; audit and auditor’s report; powers of the Central Government to direct special audit; cost audit.

Auditors - appointment, resignation and removal; qualification and disqualification; rights, duties and liabilities.

1 1

9. Board’s Report and Disclosures Preparation; disclosures; directors’ responsibility statement.

Compliance certificate – need and purpose; issue and signing by practising company secretary; disclosure and filing.

1

1

10. Registers and Returns – maintenance, authentication, presentation and inspection of statutory books/registers prescribed under various provisions of the company law and filing of various forms/returns to Registrar of Companies; procedure and penalties for delayed filing, etc.

1 1

326

Annual Return - Nature and significance; contents; filling – preparation and disclosures; signing, certification and filing; maintenance, place of keeping and its inspection.

11. Inspection and Investigation Inspection of documents, books of account, registers etc; powers of the inspector, seizure of books and documents, inspector’s report; power of the Registrar of Companies, investigation into affairs of the company.

1 1

12. Majority Rule and Minority Rights Law relating to majority powers and minority rights.

Shareholder remedies - actions by shareholders; statutory remedies; personal actions; prevention of oppression and mis-management.

1 1

13. Compromises and Arrangements – an overview. 14. Societies, Co-operative Societies, Trusts,

Producer Companies and Limited Liability Partnerships

Concept, formation, membership, functioning and dissolution.

1 2

15. Application of Company Law to Different Sectors such as Banking, Insurance, etc.

1

1

16. Offences and Penalties – an overview. 17. Striking off Name of Companies. Concept.

1 1

18. Winding up of Companies Concept and modes.

1 1

19. An Introduction to E-governance 1 1

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PAPER 5 : ECONOMIC AND LABOUR LAWS




1. Industries Development and Regulation Objects and definitions - an overview of current Industrial Policy; regulatory mechanism under IDRA. The Micro, Small and Medium Enterprises Development Act, 2006.

1 1

2. Foreign Trade Policy and Procedures Main features; served from India scheme; export promotion council; vishesh krishi and gram udyog yojana; focus market scheme; duty exemption and remission schemes; advance authorisation scheme and DFRC, DEPB, EPCG, etc; EOUs, EHTPs, STPs, BPTs and SEZs.

1 2

3. Trade, Competition and Consumer Protection Concept of competition, development of competition law, overview of MRTP Act; Competition Act, 2002 - anti competitive agreements, abuse of dominant position, combination, regulation of combinations, Competition Commission of India; Appearance before Commission, compliance of Competition Law.

Consumer protection in India, genesis of the law; objects; rights of consumers; nature and scope of remedies; appearance before Consumer Dispute Redressal Forums.

2 3

4. Essential Commodities and Standards of Weights and Measures Objects; powers of Central Government, seizure and confiscation of essential commodities; summary trial; Standards of Weights and Measures Act, 1976.

1 1

5. Management of Foreign Exchange Transactions Objectives and definitions under FEMA. Current account transactions, Capital account transactions, foreign direct investment in India and abroad, acquisition and transfer of immovable property; Establishment in India of branch, office etc; Export of goods and services; Realisation and

2 2

328

repatriation of foreign exchange, authorised person, penalties and enforcement.

Foreign contributions and hospitality; Exemptions, powers of Central Government, adjudication and appeal; offences and penalties.

6. Pollution Control and Environmental Protection Concept of sustainable development, Government policy regarding environment, law relating to Prevention and Control of Air Pollution and Water pollution, Environment (Protection) Law; Appearance before Environment Tribunal/Authority.

1 2

7. Management of Intellectual Property Rights Concept and development of intellectual property law in India. Law and procedure relating to patents, trade marks and copyrights; Overview of laws relating to other related intellectual property rights.

Intellectual Property Appellate Board

1 2

8. Prevention of Money Laundering Genesis, concept and definitions, various transactions, etc. obligations of banks and financial institutions, RBI Guidelines on KYC.

1 1

9. Minimum Wages Act, 1948 Object and scope; Minimum Wages Act, Advisory Board, Central Advisory Board; Authority and claims, compliances, offences and penalties.

1 1

10. Payment of Bonus Act, 1965 Object, application and major provisions; Exemption; compliances, offences and penalties.

1 1

11. Payment of Gratuity Act, 1972 Application and major provisions; Controlling Authority and the Appellate Authority, obligations and rights of employers and employees and compliances.

1 1

12. Employees’ Provident Funds and Miscellaneous Provisions Act, 1952 Application and major provisions; Exemption and compliances.

1 1

329

13. Employees’ State Insurance Act, 1948 Application and major provisions; Employees’ State Insurance, Employees’ State Insurance Corporation, Employees’ Insurance Court; Exemptions and compliances.

1 1

14. Workmen’s Compensation Act, 1923 Object, scope and major provisions including proceedings before the Commissioner, appeals, compliances, penalties, special provisions.

1 1

15. Contract Labour (Regulation and Abolition) Act, 1970 Application, scope and major provisions including Advisory boards, registration of establishments, appointment of licensing officer; Welfare and health; compliances; penalties and procedure and inspectors.

1 1

16. Industrial Disputes Act, 1947 Concept, objective, and significance, Authorities; procedure and powers; unfair labour practices, penalties.

1 1

17. Industrial Employment (Standing Orders) Act, 1946 Object, scope and major provisions of the Act and compliances.

1 1

18. Factories Act, 1948 Object, scope and major provisions; Authorities, compliances and penalties.

1 1

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PAPER 6 – SECURITIES LAWS AND COMPLIANCES No. of Lectures Details of course contents to be covered in lectures



1. An Overview of Legal and Regulatory Framework Capital market regulatory framework – Securities Contracts (Regulation) Act, 1956; SEBI Act, 1992; Depositories Act, 1996; authorities governing capital markets; objective, power and functions of SEBI; Securities Appellate Tribunal, appearance before SAT. Profile of securities market; securities market reforms and regulatory measures to promote investor confidence; growth of money market in India – structure and institutional mechanism.

2 2

2. Capital Market Instruments and Rating Capital market instruments – equity, debentures, preference shares, sweat equity, non-voting shares; new instruments of capital market – pure, hybrid and derivatives; money market instruments – treasury bills, commercial bills, commercial paper, participatory notes; rating and grading of instruments; concept, scope and significance; regulatory framework; rating agencies in India, rating methodologies.

2 3

3. Capital Market Intermediaries Primary market and secondary market intermediaries – role and functions, merchant bankers, stock brokers, registrars to an issue, underwriters, bankers to issue, portfolio managers, debenture- trustees, foreign Institutional investors etc., self regulatory organsiaitons guidelines on anti money laundering; surveillance; holding of enquiry.

2 3

4. Secondary Market Institutions Functions and significance of stock exchanges; regulatory framework; operations and trading mechanism of stock exchanges; Settlement of securities, surveillance mechanism at stock exchanges, straight through processing, demutulisation of stock exchanges.

2 2

5. Mutual Funds Introduction, definitions, types, risks involved, setting up of mutual fund; concept of Trustee and Asset Management Company; regulatory framework.

1 1

331

6. Venture Capital Concept of venture capital, regulatory framework, registration, investment conditions and restrictions, foreign venture capital investors, private capital funds.

1 1

7. Collective Investment Schemes Regulatory framework governing collective investment schemes, restrictions on business activities, submission of information and documents, trustees and their obligations.

1 1

8. Buy-Back of Securities Objectives of buy-back; available sources for buy-back of securities; conditions to be fulfilled and obligations for buy-back of securities of both listed and unlisted companies; pricing for buy back; modes of buy-back.

1 1

9. Depository System Overview of depository system in India; Depositories Act; definitions, setting up of depository; role and functions of depository; depository participants; inspection and penalties; internal audit and concurrent audit of depository participants.

2 2

10. Issue of Capital Listing of securities; SEBI Guidelines for Disclosure and Investor Protection (DIP), procedure for issue of various types of shares and debentures employee stock option scheme; and employee stock purchase scheme, delising of securities.

2 3

11. Resource Mobilisation in International Capital Market Listing of securities issued outside India – Foreign Currency Convertible Bonds, Global Depository Receipts, American Depository Receipts; External Commercial Borrowings, procedure for issue of various instruments.

2 3

12. Indian Depository Receipts Indian Depository Receipts, procedure for making an issue of IDRs; conditions for issue of IDRs; listing of IDRs.

2 2

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COURSE CONTENTS OF PROFESSIONAL PROGRAMME MODULE I

PAPER 1 : COMPANY SECRETARIAL PRACTICE




1. E-governance (MCA – 21) Important Features of MCA-21 – CIN, DIN, DSC, CFC, SRN, etc; E-forms and on-line filing and inspection of documents.

1 1

2. Company Formation and Conversion Choice of form of business entity; conversion/ re-conversion of one form of business entity into another.

Procedure for incorporation of private/public companies, companies limited by guarantee and unlimited companies and their conversions/re-conversion/re-registration; obtaining certificate of commencement of business; obtaining certification of re-registration; commencement of new business and certification; filing of agreements with managerial personnel;

Formation of associations not for profit and non profit companies; procedure relating to foreign companies carrying on business in India.

2 3

3. Alteration of Memorandum and Articles Procedure for alteration of various clauses of memorandum: name clause, situation of registered office clause, objects clause, capital clause and liability clause; procedure for alteration of articles; effect of alteration.

1 1

4. Issue and Allotment of Securities Procedure for public issue, rights issue and bonus shares; procedure for issue of securities at par/premium/discount; procedure for calls on shares; Issue of sweat equity shares, employees stock option scheme, shares with differential voting rights; issue and redemption of preference shares; issue of shares on preferential basis/ private placement.

2 3

333

Return of allotment and effect of irregular allotment; issue of certificates; alteration of share capital; procedure for forfeiture of shares and re-issue of forfeited shares; cancellation of shares; surrender of shares; conversion and re-conversion of shares into stock.

Procedure for issue of debentures including creation of security and debenture redemption reserve; drafting of debenture trust deed; conversion of and redemption of debentures.

5. Membership and Transfer/Transmission Procedure for induction of members; nomination of shares; variation of shareholders’ rights; cessation of membership including dispute resolution.

Transfer/transmission/transposition; dematerialization / rematerialisation of securities.

1 1

6. Directors and Managerial Personnel Procedure for appointment, reappointment, resignation, removal and varying terms of appointment/ re-appointment of directors and managerial personnel.

Procedure for payment of remuneration to directors and managerial personnel and disclosures thereof; compensation for loss of office; waiver of recovery of remuneration; directors and officers liability insurance.

Procedure for making loans to directors, disclosure of interest by a director, holding of office or place of profit by a director/relative, etc. of a director.

Company Secretary – Appointment, resignation and removal of Company Secretary; role of the Company Secretary; functions and duties; relationship with chairman and directors; secretary as advisor to the chairman and the board.

Company Secretary in Practice – Functions; procedure for appointment, resignation and removal of company secretary in practice.

Auditors

Procedure for appointment/reappointment, resignation and removal of statutory auditors and branch auditors; appointment of cost auditors; special auditors; CAG audit.

2 3

334

7. Decision-making Forums and Meetings Collective decision making forums- authority, accountability, delegation and responsibility.

Board Meetings : Convening and management of Board and Committee Meetings.

General Meetings : convening and management of statutory meeting, annual and extra-ordinary general meetings, class meetings; preparation of notices and agenda papers.

Procedure for passing of resolutions by postal ballot, conducting a poll and adjournment of a meeting.

Post-meeting formalities including preparation of minutes and dissemination of information and decisions including filing thereof.

2 3

8. Preparation & Presentation of Reports Preparation of financial statements, auditors’ report, directors’ report and report on corporate governance.

1 1

9. Distribution of Profit Procedure for ascertainment of divisible profits and declaration of dividend; payment of dividend; claiming of unclaimed/unpaid dividend; transfer of unpaid/unclaimed dividend to Investor Education and Protection Fund.

1 1

10. Charges Procedure for creation/modification/satisfaction of charges and registration thereof; register of charges; inspection of charges.

1 1

11. Inter-corporate Loans, Investments, Guarantees and Security Procedure for making inter-corporate loans, investments, giving of guarantees and providing of security.

1 1

12. Filling and Filing of Returns and Documents, etc. Procedure for filling and filing of returns and documents :

(a) Annual filing, i.e., annual accounts, compliance certificate, annual return, etc.

(b) Event based filing.

1 1

13. Striking off Names of Companies – Law and Procedure.

1 1

335

14. Best Practices – Secretarial Standards Concept, scope and advantages; Secretarial Standards issued by the ICSI; Compliance of secretarial standards for good governance.

1 1

15. Insider Trading Concept and rationale behind prohibition of insider trading; SEBI’s Insider Trading Regulations; major actions taken by SEBI so far; Role of Company Secretary in compliance requirements.

1 1

16. Global Developments in Company Law Contemporary developments, distinguishing and evolving features of company law in other jurisdictions.

1 1

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PAPER 2 : DRAFTING, APPEARANCES AND PLEADINGS




1. General Principles of Drafting General principles and rules of drafting of deeds and conveyance, basic components of deeds, endorsement and supplemental deeds, aids to clarity and accuracy, legal requirements and implications.

3 3

2. Drafting of Agreements Drafting of various Agreements including collaboration agreements, arbitration; guarantees, counter guarantees; bank guarantee, hypothecation agreement, outsourcing agreements, service agreements, leave and license, etc.

4 5

3. Drafting of Various Deeds Deed of sale of land, building, mortgage, licence, lease, assignment, trust, partnership, Power of Attorney, etc.

3 4

4. Drafting of Agreements under the Companies Act Pre incorporation contracts; Memorandum and Articles of Association and other agreements.

3 3

5. Appearances and Pleadings Appearance before tribunals/quasi judicial bodies such as CLB, SAT, NCLT, CCI TRAI, etc. and appellate authorities.

Drafting of petitions/applications; drafting of written statement, counter affidavit, reply and rejoinder.

Drafting of Affidavit in evidence; arguments on preliminary submissions, arguments on merits; legal pleadings and written submissions.

Drafting and filing of Appeals, writ petitions, special leave petition, revision and review applications, affidavits.

Dress code, etiquettes and court craft.

5 6

6. Compounding of Offences Compounding of offences under the Companies Act, SEBI Act, FEMA etc. Consent Orders.

2 3

20 24

337

MODULE II PAPER 3 : FINANCIAL, TREASURY AND FOREX MANAGEMENT




1. Nature and Scope of Financial Management Nature, significance, objectives and scope of financial management; risk-return and value of the firm; financial distress and insolvency; financial sector reforms and their impact on financial management; functions of finance executive in an organization financial management – recent developments.

1

1

2. Capital Budgeting Decisions Planning and control of capital expenditure; capital budgeting process; techniques of capital budgeting- discounted and non-discounted cash flow methods, choice of methods; capital rationing; risk evaluation and sensitivity analysis, simulation for risk evaluation; linear programming and capital budgeting decisions

2 2

3. Capital Structure Decisions Meaning and significance of capital structure; capital structure vis-a-vis financial structure; capital structure planning and designing; optimal capital structure; determinants of capital structure; capital structure and valuation – theoretical analysis; EBIT – EPS analysis; cost of capital; factors affecting cost of capital, measurement of cost of capital, weighted average cost of capital, marginal cost of capital; risk and leverage; measures of leverage, leverage effects on shareholders returns.

2 3

4. Sources of Finance Equity, non-voting preference shares; debentures and bonds; company deposits; term loans from financial institutions and banks; international finance and syndication of loans; euro-issues and external commercial borrowings; FCCB; internal funds as a source of finance; dividend policy and retention of profits; bonus shares; deferred payment arrangements; corporate taxation and its impact on corporate financing; financing cost escalation.

1 1

338

5. Dividend Policy Introduction; types, determinants and constraints of dividend policy; different dividend theories — Walter’s Model, Gordon’s Model and Modigliani-Miller Hypothesis of dividend irrelevance; forms of dividend; dividend policy – practical considerations and legal constraints; corporate dividend practices in India; statutory framework.

1 1

6. Working Capital Management and Control Working capital – meaning, types, determinants; assessment of working capital requirements – operating cycle concept and applications of quantitative techniques; management of working capital – cash, receivables, inventories; financing of working capital; banking norms and macro aspects of working capital management.

1 1

7. Security Analysis and Portfolio Management Security analysis – fundamental approach, technical approach and efficient capital market theory; portfolio management – meaning, objectives; portfolio theory – traditional approach; modern approach – CAPM model.

2 2

8. Financial Services Meaning, significance and scope of financial services; types of financial services – merchant banking, leasing and hire purchase, venture capital, mutual funds, factoring and forfeiting, securitisation of debt, loan syndication, custodial and corporate advisory services, credit rating.

2 2

9. Project Planning and Control Project Planning and preparation of project report; project appraisal under normal, inflationary and deflationary conditions; project appraisal by financial institutions – lending policies and appraisal norms by financial institutions and banks; loan documentation and loan syndication, project review and control; social cost and benefit analysis of project.

1 1

10. Derivatives and Commodity Exchanges Concept of derivatives; financial derivatives and commodity derivatives; types of derivatives – forward contracts, futures contracts, options; participants in futures and options market, Index based derivatives and security based derivatives; derivatives and exposure management, currency forwards, currency futures, currency options and currency swaps and interest rate risk management; derivative markets in India; commodity exchanges in India.

2 3

339

11. Treasury Management Meaning, objectives, significance, functions and scope of treasury management; relationship between treasury management and financial management; role and responsibilities of chief finance executive; tools of treasury management; internal treasury controls; environment for treasury management; role of information technology in treasury management; liquidity management, regulation, supervision and control of treasury operations, implications of treasury on international banking.

2 3

12. Forex Management Nature, significance and scope of forex management; foreign exchange market and its structure; foreign exchange rates and its determination; exchange rate quotes; types of exchange rates; forex trading; currency futures and options; foreign exchange risk exposures and their management; exchange rate forecasting; risk in foreign exchange business.

2 3

13. Recent Developments in Financial, Treasury and Forex Management 14. Practical Problems and Case Studies.

1 1

20 24

340

PAPER 4 : CORPORATE RESTRUCTURING AND INSOLVENCY




1. Introduction Meaning of corporate restructuring, need, scope and modes of restructuring, historical background, global scenario, national scenario.

1 1

2. Strategies Planning, formulation and execution of various corporate restructuring strategies - mergers, acquisitions, takeovers, disinvestments and strategic alliances, demergers and hiving off.

1

1

3. Mergers and amalgamations Meaning and concept; legal, procedural, economic, accounting, taxation and financial aspects of mergers and amalgamations including stamp duty and allied matters; interest of small investors; merger aspects under competition law; jurisdiction of courts; filing of various forms; Amalgamation of banking companies and procedure related to Government companies; Cross border mergers.

2 3

4. Takeovers Meaning and concept; types of takeovers; legal aspects - SEBI takeover regulations; procedural, economic, financial, accounting and taxation aspects; stamp duty and allied matters; payment of consideration; bail out takeovers and takeover of sick units; takeover defences; cross border takeovers.

1 2

5. Funding of mergers and takeovers Financial alternatives; merits and demerits; funding through various types of financial instruments including equity and preference shares, options and securities with differential rights, swaps, stock options; ECBs, funding through financial institutions and banks; rehabilitation finance; management buyouts/leveraged buyouts.

2 2

341

6. Valuation of shares and business Introduction, need and purpose; factors influencing valuation; methods of valuation of shares; corporate and business valuation.

1 1

7. Corporate Demergers and Reverse Mergers Concept of demerger; modes of demerger - by agreement, under scheme of arrangement; demerger and voluntary winding up; legal and procedural aspects; tax aspects and reliefs; reverse mergers – procedural aspects and tax implications.

2 2

8. Post Merger Re-organisation Factors in post merger reorganization: integration of businesses and operations, financial accounting, taxation, post merger valuation, human and cultural aspects; assessing accomplishment of post merger objectives; measuring post merger efficiency.

1 2

9. Financial Restructuring Reduction of capital; reorganisation of share capital

Buy-back of shares – concept and necessity; procedure for buy-back of shares by listed and unlisted companies.

1 1

10. Legal Documentation. 11. Case Studies.

1 1

12. Revival, Rehabilitation and Restructuring of Sick Companies Sick companies and their revival with special reference to the law and procedure relating to sick companies.

1 1

13. Securitisation and Debt Recovery Securitisation Act Overview of the Securitisation and Reconstruction of Financial Assets and Enforcement of Security Interest Act, 2002; process; participants; Special Purpose Vehicle (SPV), Asset Reconstruction Companies (ARCs), Qualified Institutional Buyers (QIB).

Debt Recovery Act Overview of the Recovery of Debts Due to Banks and Financial Institutions Act, 1993; Tribunal, Procedure; compromises and arrangements with banks and creditors.

2

1

2

1

342

14. Winding up Concept; modes of winding up; administrative machinery for winding up.

Winding up process and procedure; managing stakeholders and parties in liquidation; conducting meetings of shareholders/creditors etc.; dealing with contracts; managing estate; outsourcing responsibilities to professionals/service providers such as valuers, security agencies, etc; best practices in performing liquidation/administrator functions; accountability and liabilities; Role of liquidators and insolvency practitioners.

Consequences of winding up; winding up of unregistered companies; dissolution.

2

3

15. Cross Border Insolvency 1 1

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343

MODULE III PAPER 5:STRATEGIC MANAGEMENT, ALLIANCES AND INTERNATIONAL TRADE




1. Nature and Scope of Strategic Management Concept; role, functions and processes of strategic management in globally, competitive and knowledge-based environment.

1 1

2. Environmental Scanning and Internal Appraisal Analysis (a) Identification of external variables - economic,

technological, legal, political, socio-cultural and, global; industry appraisal analysis and forecasting; synthesis of external factors;

(b) Internal scanning of the firm;

(c) Tools and techniques of strategic management –SWOT analysis, situational analysis; Gap analysis, impact analysis, value chain analysis; business process re-engineering.

2 3

3. Planning and Formulation Formulation of Corporate vision, mission, goals and objectives; developing strategic alternatives, evaluations of alternatives, selection of best alternative; strategic planning vis-à-vis tactical planning; Strategic models for optimal decision–making.

2 3

4. Implementation and Control Strategy implementation; developing programs, budgets and procedures; strategic control; managing strategic changes.

1 1

5. Review Performance Evaluation - criteria and challenges

1 1

6. Risk Management Meaning, objectives and significance; types of risks; measuring the trade off between risk and return; control and management of business risks.

2 2

344

7. Management Information Systems Concept, elements and structure; approaches of MIS development; pre-requisites of an effective MIS, Enterprise Resource Planning (ERP).

2 2

8. Internal Control Systems Meaning, definition, objectives, classification, scope and limitation of internal control; steps and techniques of internal control systems.

1 1

9. Nature and Scope Meaning, types and stages; integrating alliances into corporate strategy; cross cultural alliances; implementation and management of strategic alliances.

1 1

10. Foreign Collaborations and Joint Ventures Industrial Policy; Foreign Investment Policy; kinds and negotiation of collaboration and joint ventures, drafting of agreement, restrictive clauses; Indian joint ventures abroad – Indian experiences.

2 3

11. International Trade and Treaties Concept and Theories of International Trade, Institutionalisation of international trade, establishment of World Trade Organisation; Economic Blocks and Trade Agreements such as ASEAN, EU, SAPTA, NAFTA etc.; India’s Free Trade, Economic Cooperation and Partnership Agreements.

2 3

12. Anti-dumping, Subsidies and Countervailing Duties WTO agreements on anti-dumping; safeguard measures; subsidies & countervailing duties; Regulatory Framework and procedure in India.

2 2

13. Settlement of Disputes under WTO Rules, regulations and procedures relating to settlement of disputes under WTO.

1 1

20 24

345

PAPER 6 : ADVANCED TAX LAWS AND PRACTICE




1. General framework of direct taxation in India Different direct tax laws and their inter-relationship, importance of Income-tax Act and annual Finance Act and related Constitutional provisions, harmonization of tax regime.

1 1

2. Companies under Income-tax laws Classification and tax incidence; corporation tax as per Article 366; computation of taxable income and assessment of tax liability considering special provisions relating to companies.

2 2

3. Tax planning Concept of tax planning; Tax planning with reference to setting up a new business; locational aspects; nature of business; tax holiday, etc.

Tax planning with regard to specific management decisions such as mergers and takeovers; location of undertaking; introduction of voluntary retirement; tax planning with reference to financial management decisions such as borrowing or investment decisions; reorganisation or restructuring of capital decisions.

Tax planning with respect to corporate reorganization; tax planning with reference to employees’ remuneration.

Tax planning vis-à-vis important provisions of wealth-tax including court rulings and legislative amendments.

2 3

4. Tax Management Return and procedure for assessment; special procedure for assessment of search cases, e-commerce transactions, liability in special cases; collection and recovery of tax; refunds, appeals and revisions; penalties imposable, offences and prosecution.

1 1

346

5. Indirect Taxation - Introduction Special features of indirect tax levies—all pervasive nature, contribution to Government revenues; constitutional provisions authorizing the levy and collection of duties of central excise, customs, service tax, central sales tax and VAT.

1 1

6. Central Excise Laws Basis of chargeability of duties of central excise - goods, manufacture, classification and valuation of excisable goods, CENVAT; assessment procedure, exemption, payment, recovery and refunds of duties.

Clearance of excisable goods; Central Excise Bonds; maintenance of accounts and records and filing of returns.

Duties payable by small scale units. set-off of duties – concept, meaning and scheme; Central Excise Concessions on exports; search, seizure and investigation; offences and penalty.

Adjudication, Appeal and Revision, including appearance before CEGAT by Company Secretary as authorised representative; settlement of cases.

3 4

7. Customs Laws Levy of and exemption from, customs duties – specific issues and case studies; assessment and payment duties; recovery and refund of customs duties.

Procedure for clearance of imported and exported goods; drawback of duties.

Transportation and warehousing

Confiscation of goods and conveyances and imposition of penalties; search, seizure and arrest, offences and prosecution provisions.

Adjudication, Appeal and Revision; Settlement of Cases.

3 4

8. Promissory Estoppel in Fiscal Laws – principles and applicability with reference to indirect taxes.

1 1

9. Tax Planning and Management Scope and management in customs, with specific reference to important issues in the respective areas.

1 1

347

10. Basic Concepts of International Taxation Residency issues; source of income; tax havens; unilateral relief and Double Tax Avoidance; transfer pricing; international merger and acquisitions; impact of tax on GATT 94, WTO, anti dumping processing; the subpart F Regime : definition of CFC, Subpart F Income and Operating Rules.

1 2

11. Advance Ruling and Tax Planning Authority for advance rulings, its power and procedure; applicability of advance ruling; application for advance ruling and procedure on receipt of application.

Tax planning and special provisions relating to certain incomes of non-resident corporate assessee.

Double taxation avoidance agreements; general principles; provisions and tax implications thereof.

2 2

12. Taxation of Inbound Transactions Taxation of passive investments; capital gains & losses; income taxation; property taxation; branch profit taxation

1 1

13. Taxation of Outbound Transactions Foreign tax credit; foreign income exclusions; indirect foreign tax credit (deemed paid system vs. current pooling system); Controlled Foreign Corporations; PFIC’s (Passive Foreign Investment Companies); cross border merger, acquisitions and transfers.

1 1

20 24

348

MODULE IV PAPER 7 : DUE DILIGENCE AND CORPORATE COMPLIANCE MANAGEMENT

No. of Lectures Details of course contents to be covered in lectures Under 20 lectures scheme


1. Due Diligence Nature, objectives, significance and scope of due diligence; steps in the process of due diligence.

2 2

Areas of Due Diligence — Initial Public Offer (IPO), Follow-on Public Offer

(FPO), Rights issue, Employees Stock Option Plans (ESOPs), Preferential Allotment

— Issue of debt (both long term & short term) such as debentures, bonds, warrants etc.

— Takeovers and acquisitions — Setting up of business units in India and abroad — Setting up joint ventures — Compliance of Listing Agreement — Internal Audit of Depository Participants — Issue of Global Depository Receipts — Issue of Indian Depository Receipts — Legal Due Diligence

8 10

2. Compliance Management Concept and significance; systems approach to compliance management; process of establishment of compliance management system; compliance in letter and spirit.

2 2

3. Secretarial Audit Need, objectives and scope; process; periodicity and format for secretarial audit report; check-list under various corporate laws; share transfer audit; compliance certificate.

3 4

4. Search / Status Reports Importance, scope; verification of documents relating to charges; requirements of financial institutions and corporate lenders; preparation of report.

3 3

5. Securities Management and Compliances Meaning, need and scope; mechanism for self-regulation; advantages to company, regulator and investors.

2 3

20 24

349

PAPER 8 : GOVERNANCE, BUSINESS ETHICS AND SUSTAINABILITY




1. Evolution, concept, principles and development. 1 1

2. Management structure for corporate governance; Board structure; building responsive boards - issue and challenges; effectiveness of Board, board committees and their functioning in particular audit committee, legal compliance committee and Stakeholders’ relationship committee; appraisal of Board performance, transparency and disclosure; internal control system and risk management

2 3

3. An analysis of legislative framework of corporate governance in various countries – such as UK, USA, India.

1 2

4. Corporate communication; art and craft of investors relations; shareholders activism, investor protection and changing role of Institutional Investors.

1 1

5. Corporate Social Responsibility and good corporate citizenship.

1 1

6. Various corporate governance forums - Common Wealth Association for Corporate Governance (CACG), Organization for Economic Cooperation Development (OECD), International Corporate Governance Network (ICGN), National Foundation for Corporate Governance (NFCG), etc.

2 3

7. Genesis, significance and scope; organization perspectives.

1 1

8. Ethical principles in business – codes and innovations.

1 1

9. Concept of the stakeholders’ organization. 1 1

10. Activity analysis, business dilemma versus decision, characteristics of ethical dilemmas; the dilemma resolution process; business ethics as a strategic management tool; stakeholders’ protection.

1 2

11. Challenges of business ethics and corporate leadership.

1 1

350

12. Genesis, meaning, nature, objectives, significance and scope of corporate sustainability.

2 2

13. Sustainability reporting – frameworks and guidance; trends and drivers; business benefits of corporate sustainability reporting; leadership programmes and stakeholder engagement; corporate sustainability management systems.

2 2

14. Legal framework; conventions and treaties on environmental, health and safety and social security issues.

1 1

15. Principle of Absolute Liability - Case studies. 1 1

16. Contemporary developments. 1 1

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ANNEXURE ‘E’ FORM OF CERTIFICATE BY THE VERIFIER / SCRUTINEER

[UNDER CLAUSE IX.3(c) ]

This is to certify that I have verified the marks awarded by the examiner(s) to the answer scripts in class tests and I have also checked other related records maintained by the Oral Tuition Centre in this regard and found the same in order. Date __________________ (Signature)______________________ Name _________________________ Address ________________________ ________________________ _________________________

352

LANDSCAPE PAGE

353

ANNEXURE ‘G’ _______________________ORAL TUITION CENTRE OF THE ICSI

(ORAL TUITION CLASSES FEEDBACK SHEET) Please give your frank suggestions and comments to enable us to evaluate the performance for possible improvement for the future.

Name of the Faculty Member : ______________________________

Subject ________________________________________________

1. Rate the faculty on the following : Please tick accordingly. Excellent Very

Good Good Fair Poor

(a) Practical approach to subject matter including dealing reference to work situation/problem

(b) Keeping the class alive and interesting

(c) Maintaining a friendly and helpful manner

Illustrating and clarifying points

(e) Interaction and level of participation

2. What is your overall rating of the faculty (Please tick at the appropriate place)

Excellent Very Good

Good Fair Poor

3. What would have made the class more effective and useful.

SIGNATURE

Name (Optional) __________________________

354

GUIDELINE NO. 7 GUIDELINES FOR PROVIDING FINANCIAL ASSISTANCE FROM

‘ICSI STUDENTS EDUCATION FUND TRUST’ The Council of the Institute in its 182nd meeting held on 31.08.2008 has approved creation of ‘ICSI Students Education Fund Trust’ with the following objectives : - OBJECTIVES

(a) To financially assist the economically backward students as part of its social responsibility.

(b) To promote/encourage academically bright students to attract the best available talent to the profession.

CRITERIA FOR FINANCIAL ASSISTANCE All Registered Students of the Institute fulfilling the relevant criteria given below are eligible to apply for financial assistance under the Scheme. The applications are required to be lodged in the prescribed form placed at Annexure. 1. ECONOMICALLY BACKWARD STUDENTS WITH GOOD ACADEMIC RECORD

(i) Students seeking financial grant/assistance, should have obtained atleast 75% Marks in aggregate or equivalent grade in their Matriculation(10th) and Senior Secondary(12th) Stage (For Foundation Students) and atleast 60% Marks in their Bachelor’s Degree Examinations in the aggregate (For Students of Regular Stage) to get eligible for consideration of such financial grant. The percentage of marks are to be achieved in each and every qualifying stage separately.

(ii) Provided further that the annual income from all sources of the student on his/ her own/ Parents/ Spouse/ Guardian of the Student of the students should not exceed Rupees One Lac.

(iii) Provided further that the Income Certificate issued by the competent authority of the State / Central Government should be submitted.

The benefits under Criteria-1 would be as under : - (a) Eligible Students shall be fully exempted from paying the Registration/ Admission

Fee, Postal Tuition Fee, Exemption Fee and other fees normally required to be paid by the students at the time of admission.

(b) Eligible Students shall also be exempted from payment of Examination Fees only for the first attempt. Such exemption would be further subject to the condition that the student should seek enrollment to the Examination at the first available opportunity vis-à-vis their admission date.

(c) Out of the eligible students under the guidelines of this Scheme, the Foundation Programme students passing the CS Examinations at their first attempt and first available opportunity would be further exempted from payment of Registration Fee, Postal Tuition Fee, Exemption Fee and other fees required for admission to the Executive Programme.

(d) Similar criteria would be followed for students passing the Executive Programme at the first attempt and first available opportunity and would be further exempted from payment of Registration Fee, Postal Tuition Fee, Exemption Fee and other fees required for registration to the Professional Programme.

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2. ACADEMICALLY BRIGHT STUDENTS The Institute would promote the best talents available by recognizing the academic achievements of the students so that the profession is further strengthened by attracting very bright students.

(i) Students seeking financial grant/ assistance, should have obtained atleast 90% Marks in aggregate or equivalent grade in their Senior Secondary(12th) Stage (For Foundation Students) and atleast 85% Marks in their Bachelor’s Degree Examinations in the aggregate (For Students of Regular Stage) to get eligible for consideration of such financial grant. The percentage of marks are to be achieved in each and every qualifying stage separately.

(ii) Under this Criteria, there would not be any income limit for the Parent/ Guardian of the students and the applications would be considered purely on academic merit.

The benefits under Criteria-2 would be as under :- (i) Eligible Students shall be fully exempted from paying the Postal Tuition Fee,

Exemption Fee, and other fees except Registration/ Admission Fee normally required to be paid by the students at the time of admission.

(ii) Eligible Students shall also be exempted from payment of Examination Fees only for the first attempt. Such exemption would be further subject to the condition that the student should seek enrollment to the Examination at the first available opportunity vis-à-vis their admission date.

(iii) Out of the eligible students under the guidelines of this Scheme, the Foundation Programme students passing the CS Examinations at their first attempt and first available opportunity would be further exempted from payment of Registration Fee, Postal Coaching Fee, Exemption Fee and other fees required for admission to the Executive Programme.

(iv) Similar criteria would be followed for students passing the Executive Programme at the first attempt and first available opportunity and would be further exempted from payment of Registration Fee, Postal Tuition Fee, Exemption Fee and other fees required for admission to the Professional Programme.

EXCLUSIONS/ DISCRETION OF THE INSTITUTE (i) The eligibility of financial assistance/ grant to any student would be subject to the

absolute discretion of the Institute subject to availability of funds and other various factors and fulfilling the criteria laid down under these guidelines do not give the students any automatic right to get such assistance.

(ii) The students who have been granted any other Scholarship / Assistance by the Institute through other Schemes of the Institute like Merit Scholarship, Merit-cum-Means Assistance Scheme or any other Scheme, would only be eligible for the shortfall in the total financial assistance, if any, under this Scheme.

(iii) Any conditions contained under these guidelines may be relaxed by the Executive Committee of the Council of the Institute, if needed.

(iv) The financial assistance/ grant will be considered on receiving specific request from the concerned students and the students will have to pay the full fees pending consideration of their eligibility under the Scheme.

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Application form for availing Financial Assistance under the ICSI Students Education Fund Trust

Name of the Student

Admission No./Registration No.

Stage of Program Foundation / Executive / Professional

Father’s Name

Address for Correspondence

Telephone No. /Mobile No.

E-Mail ID

Date of Birth

Married / Un-married

No. of Dependants Educational Qualification* (From Matriculation onwards)

Marks Obtained Maximum Marks

% of Marks obtained

Year of Passing

Board/ University

Matriculation (10th Standard)

Senior Secondary Stage (10+2 Stage)

Graduation

Post Graduation

Others (specify)

Religion & Caste Occupation /Nature of employment Self : Father : Mother: Annual Income ** Self : Father : Mother:

Particulars of the Bank : (a) Name of the Account Holder:

(Payment of Financial assistance will be sent

(b) Name of the Bank :

to student’s bank account by transfer of funds through Banking Channel ) (c) Name of Branch :

(d) Branch Code :

(e) Address of the branch:

Student may furnish the details of his/her Saving Bank Account with any bank located in India.

(f) 9-Digit code number of the bank and branch :( Appearing on the MICR Cheque issued by the Bank )

(g) Type of the account ( SB , Current or Cash Credit ) :

(h) Account Number :

(i) Whether Branch is RTGS / Internet Enabled : Yes/No If Yes, then Bank’s IFSC Code No. :

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Bank Certification Certified that particulars furnished above are correct as per our records. Bank’s Stamp Place : …………………. Date :…………………… Signature of authorized official of the bank

Whether availing Financial Assistance from any other sources, if yes *

Whether availing Merit Scholarship from ICSI. If yes, specify

Whether availing Merit-cum-Means Assistance from ICSI. If yes, specify

Any other information

* Enclose copies of all relevant documents / certificates / marks sheets, duly attested by a Gazetted Officer/ or Member of ICSI along with application.

** Enclose Income Certificate (in original) issued by the competent authority of State / Central Government Department as confirmation for total annual family income. Attested photocopy is not acceptable. Affidavit issued by Notary is also not acceptable.

Declaration : I herewith declare that the above given information is correct and true to the best of my knowledge. Date : ……………… ( Name and Signature of Student )

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GUIDELINE NO. 8 MODERATION POLICY FOR CS EXAMINATION RESULTS

The CS examination results are declared after due deliberations and approval at the meeting of the Examination Committee. While considering the results, the Examination Committee generally reviews and takes into account result details of each subject/ module of examination with reference to the following:

1. Current examination’s subject-wise marks awarded statistics and pass percentage position vis-à-vis similar statistics of the immediate previous 3-4 sessions of examinations.

2. Difficulties, if any, experienced by candidates in solving any question/s due to seeming ambiguity in language or mis-interpretation of question/s, printing error/s, possibility of alternative answers, or such like matters, which could have caused time constraints to candidates in attempting remaining questions.

3. Comparative disparity in making standard of any examiner/s vis-à-vis valuation standard of all other examiners in the same subject of examination.

To bring about acceptable parity on account of element of subjectivity involved in the evaluation standard, to compensate for the difficulties experienced by candidates, to bring uniformity in the evaluation process and to maintain uniform acceptable standard of parity in marking and pass percentage of the candidates vis-à-vis the immediate preceding examinations, the examination committee fixes suitable mark(s) as general moderation or special moderation, as the case be.

The moderation policy and criterion, as decided by the examination committee, is thus applied uniformly across the board in finalization and declaration of examination results.

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GUIDELINE NO. 9 COMPULSORY COMPUTER TRAINING OF STUDENTS THROUGH APTECH

Executive students are required to undergo 70 hours computer training course from APTECH as per the MOU of ICSI with APTECH to make them eligible to enroll for CS examination.

The students who have not undergone computer training earlier may pursue the ICSI-APTECH course from selected APTECH centers. The list of APTECH centers is available on website.

The students who have already undergone any computer training course need not undergo the course and can directly take online examination.

ICSI eLearning Program E-learning portal for Foundation Programme has been launched by the Institute on 30th October, 2007.

The portal can be accessed through http://elearning.icsi.edu

The ROs/Chapters shall propagate the E-learning portal among the students of their region. Further support is expected for success of E-learning programme. All offices may provide the bio-data & details of minimum 5 faculties on Executive Programme/ Professional Programme of ICSI. At least 200 questions (Objective type) along with 4 options and highlight the answer of the question on each subject of ICSI Programmes (courses) are also expected from the offices.

The posters on E-learning have been provided at each of the offices of ICSI and must be placed at the suitable location in the premises of the office.

For Students’ Registration The ICSI Chapters and Regional Councils will send all the e-learning admission forms along with the Demand Draft (DD) received from the students along with a list of the students and financial instrument details to GOLS at their address twice every month i.e. on every 2nd and 4th Monday of the month. If the scheduled Monday is a holiday, the ICSI office will send these details on the very next working day. The respective ICSI office will keep the copy of such a list being sent to GOLS with them.

GOLS after processing the admission forms will send list of students registered, Region-wise/Chapter-wise to ICSI HO. In case of the discrepancy in enrollments, the Chapter/ Regional Councils need to send monthly statement of enrollments to Directorate of Student Services (DSS) at the ICSI. DSS will verify the claims against list send by the GOLS. Decision taken by the DSS will be final and binding for all the Chapter/Regional Councils.

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INFORMATION TECHNOLOGY GUIDELINES

POLICY ON DATA SHARING FOR SERVICES LIKE SMS AND BULK MAIL

The Institute maintains and regularly updates data of its members & students at its Headquarters at New Delhi/Noida. The data is regularly used by Headquarters, Regional Offices and Chapters strictly for rendering efficient services to the members such as dissemination of information pertaining to profession, developments in the Institute, organisation of Professional Development Programmes and other value added services. The data is received from members & students in confidence by the Institute. In view of this, the Institute has followed a practice since August, 2001 of maintaining confidentiality of data.

The Institute headquarters has been receiving requests from external / internal entities for sharing of data of the members & students. The committee, therefore, felt it appropriate to document the above practice in the form of policy for knowledge and information of all stakeholders.

It is in this context and with a view to establish a structured mechanism for use of data, the Institute adopts the following policy in respect of sharing of data for services like SMS & Bulk mail to the members & students by Headquarters, Regional Offices & its Chapters :

(i) The data received from the members & students shall be maintained and updated on regular basis.

(ii) Since data is received from the members & students in confidence, it shall be ensured that the information contained in the data and the data itself so received is kept confidential.

(iii) The information contained in the data or data itself shall not be shared, at any time, with any external/internal entity or any third party including members, elected representatives on the Council of the Institute, Managing Committee of Regional Councils and Chapters (including co-opted office bearers).

(iv) The Headquarter, Regional Offices & Chapters of the Institute shall use data only for services like email and SMS facility as provided by the Institute.

(v) The Institute shall take all measures to ensure the security of information contained in the data or the data itself.

(vi) The Institute shall not be liable for misuse of data or the information contained therein, if such misuse occurs due to hacking or any other unlawful means. However, the Institute shall be free to initiate legal proceedings in the case of hacking or unlawful use of the information contained in the data or data itself.

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(vii) The request for the services like SMS and Bulk Mail must be made through the COSMIC portal only and the request must be made at least three days before the programme.

(viii) The running cost of the SMS facility will have to be borne by the respective Regional Offices / Chapters.

This policy on data sharing for services like SMS and Bulk Mail to members & students shall come into force with immediate effect.

MODALITIES OF USE

BULK MAILING

The Communication must be sent through COSMIC portal for approval to Secretary & CEO’s before it is sent as bulk mail to members and students and the request should therefore reach to the secretariat at least 3 working days before the programme.

On request basis bulk mailing may be sent to Members /Students of the respective RO/Chapters free of charges.

To avail this service send a request through workflow of COSMIC portal

This facility is only available for Professional Programmes

SMS FACILITY

BULK SMS

The Communication must be sent through COSMIC portal for approval to Secretary & CEO’s before it is sent as bulk SMS to members and students and the request should therefore reach to the secretariat at least 3 working days before the programme.

On request basis bulk SMS would be sent to Members / Students of the respective RO/Chapters

To avail this service send a request through workflow of COSMIC portal. The text message of SMS not more than 160 characters. Kindly note that your office will have to reimburse the running charges on actual. The rate at present is maximum 5 paisa + applicable taxes per SMS.

This facility is only available for Professional Programmes.

IT Policy for providing of Computer Hardware to Chapters

A, B and C Grade Chapters would be provided with Computers, Printers and UPS, provided they have their own offices and/or operating from rented premises. The Annual Maintenance Contract (AMC) with regard to the maintenance of Computers, Printers and UPS is to be borne by the respective Chapters.

The LCD Projector would be provided to all A Grade Chapters provided they have their own offices and/or operating from rented premises with full time staff working therein.

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The Chapters may get their computers replaced under buy back scheme if the computer is more than 5 years old and has been provided from the funds of the Head Office.

In case any of the computer is more than 5 years old, the chapter is entitled for new computer and the concerned office may send its request to the headquarter for taking approval from Secretary & CEO, The ICSI. Dte. of IT evaluates the feasibility of the requirements/ requisitions of ROs/Chapters and gives its recommendations.

RO/Chapters have to arrange the system software such as Anti virus, Microsoft Office etc. and services such as internet connectivity on their own. It is suggested that as per the norms of the Institute no office should keep any software without license

ICSI Purchase policy is as follows:

PURCHASE POLICY FOR COMPUTER AND RELATED PERIPHERARLS

Computers and Related Peripherals

Computer – Branded and Operating system should be Professional

Laser Printer – HP 1022 or equivalent

UPS – 0.625 KVA –APC make or equivalent

It is advised to purchase the branded products namely HP, Compaq, IBM, Wipro, HCL

The following procedure is to be followed for purchase of computers :

1. Minimum three sealed quotations are required to be obtained from the leading manufacturers/reputed distributors

2. The sealed quotations are to be invited by the Chairman by name superscribing thereon in bold “Quotation for supply of __________________”

3. All the three quotations are to be opened and signed by at least two office bearers on each page

4. All cuttings/corrections/over writings are to be initialed by the authorized office bearers at the time of the opening of the quotation

5. All the quotations are to be tabulated and a consensus be arrived for purchasing the product on the basis of the lowest rate as far as possible.

6. The Chapter may directly place the order for the supply of the above with the leading manufacturer/reputed distributor in the area.

7. Minimum 3 years comprehensive on site warranty be included while calling for the quotations

8. List of the satisfied customers must be included by the vendors/supplier while sending their offers.

9. It is obligatory on the part of the vendors to assure to attend to the break down of the equipment within 24 hours of the receipt of the complaint.

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10. The vendors are also required to make written commitment to replace the defective equipment if it is beyond repair. In other words, stand by computers, printer, UPS, Modem is to be made available by the supplier in the event that the break down cannot be attended to within 24 hours.

11. The overall limit for the expenditure to be incurred for the procurement of the above is Rs. 60,000/-.

12. It is obligatory on the part of the vendors to configure e-mail services on the computer.

13. Preference should be given to vendors which can configure software on these computers

14. RO/Chapter must take approval in principle from Secretary, ICSI before initiating the procurement process.

15. A copy of the comparative statement (including specifications) with the identified short-listed vendor should be sent to the Head Office for technical and financial evaluation before placing the order.

It is clarified that the RO/Chapter would be making direct purchases of the above and seek the requisite reimbursement from the Institute’s Headquarters by sending the following:

(a) All the bills in original

(b) All the delivery challans in original

(c) Satisfactory installation reports and working of the equipment

(d) Brand name, specification, serial number of all the products is to be communicated to the Institute’s headquarters.

Besides above, the chapter would make a stock entry in the assets register (if not already being maintained) to be maintained by them containing the particulars of the Computer, Printer, UPS & Modem purchased along with the serial number of the page, date of purchase, date of entry and the value of the purchase.

All the aforesaid is to be accompanied with a certificate to the effect that the requisite purchases has been made as per the purchase procedure detailed above and the equipment is in working order. All purchases may be made with a payment terms of 30 days and the requisite reimbursement may be sought by the RO/Chapter within the stipulated period.

It is clarified that the RO/Chapter will have to bear the cost of AMC, Internet Connection, consumables, etc. and shall not seek reimbursement from the Headquarters.

Should there be need for any information/clarification/assistance, the same can be had from Senior Director, Information Technology ([email protected]) at the Institute’s Headquarters address.

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UTILIZATION OF EMAIL AND CONFIGURATION

User Name = [email protected] (for example)

Password = password@123

How to operate the emails: Click on the following link

https://webmail.icsi.edu/owa

then type the user name and password – click on on login.

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After successful login one shall see the following screen – click on OK

Then one shall see the following screen

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Now one can use emails operations through this domain.

Steps of configuration of Email account on Microsoft Outlook

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Child Portals on Website for Regional Offices and Chapters Customised web space (child portal) has been created for all RO/ Chapter offices on the www.icsi.edu (website).

All offices are expected to monitor their child portal. The same can be accessed through links such as for NIRO-www.icsi.edu/niro and for kanpur- www.icsi.edu/kanpur

The portals can be accessed from the Home page of the website.

RO/Chapters are expected to update their child portals themselves by using the user name and password as provided. The office can add announcements, news and events etc. and must also take steps to make the child portal popular.

Requisite online training through Dbabble chat to update the announcements in the portals along with the user name and password may be provided by Dte. of IT.

Steps for maintaining Child Portal is as follows:

Following are the steps for updation under child portal of the website:

1.Go to the Respected Child Portal - for e.g. www.icsi.edu/ahmedabad.

2. Login the site by the user name and password as provided by Dte of Information Technology.

Login button is at the right hand corner of the website.

Screen shot of the same is as follows:

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3. After login, if one wish to add any announcement then click on to news and events which is at the left panel.

4. Then click on to Add New Announcement as is shown under the screen shot.

5.The following screen will appear.

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Add the title of the Programme under Title Text Box, Brief details of the programme under Description Box if there is any Attachment then click on file under Link Type as shown with the line mark.

After completion of all the data , type expiry date of the programme such that it will be automatically deleted from the website.The format is as Month/Date/Year.

And then click on update button.

In case of any further support required, one may please contact the helpdesk at the Institute at 0120-4522040.

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Enterprise Resource Planning (ERP)

The Institute has initiated the activities for implementing Enterprise Resource Planning System (ERP), Document Management System (DMS) and Office Automation System (OA) in the Head Quarter and other branches of the Institute. The expectation of the Institute in brief through this project is as under:

1. To implement an ERP system to integrate the HR, Purchase, Store and Accounts activities of the Institute and its branches.

2. To implement a Document Management System to digitize the membership records and prepare a system of archival and retrieval of the same.

3. To implement a Correspondence Management System.

4. To implement an Agenda Management System.

5. To implement a workflow based Office Automation System.

Formation of IT Committee and guidelines

GUIDELINES

Policy for Information Technology Committees at the Regional Offices, Chapters and Satellite Chapters.

1. The IT Committee will comprise of office bearers of ROs/Chapters. Outside experts may also be taken in the Committee as advisory members. Number of members in the IT Committee is to be at least 3 and not more than 5. The IT Committee in R.O may be formed by the Regional Council whereas in the Chapter by the Managing Committee.

2. The IT Committee must meet at least once in every quarter. Special meetings may be convened, if required with the permission of the Chairman of the Committee.

3. Recommendations of the IT Committee of RO/Chapters should be sent to the IT Committee of the central Council after the same is considered and approved by the Regional Council / Managing Committee.

4. The Committee will explore the areas/applications where computerization is feasible and provide suggestions with sufficient justifications.

5. The IT Committee will identify the resources in terms of hardware, software, manpower and other infrastructure requirements for the proposed computerization as per the areas mentioned in serial no. (4).

6. The IT Committee will recommend for the purchase of hardware and software required for the computerization of that RO/Chapter, which will be forwarded to the IT Committee of the Central Council after the same is approved by the Regional Council / Managing Committee.

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7. The IT Committee will monitor the complete computerization process of the respective RO/Chapter including the implementation of software provided by head quarter such as -

(a) COSMIC Portal (b) ERP (Oral Coaching Module) etc.

8. The IT Committee will monitor the updations and management of the child portal of the RO/Chapter (Eg; for WIRC it is www.icsi.edu/wirc). The user name and password for updation through this interface may be made available on request at [email protected] with a copy to [email protected] The head office will provide support through DBabble chat in case any problem comes on this account. Information like how to reach the RO, bus routes and maps are recommended on this child portal. The photographs of various seminars at the Regional / Chapter Level may also be placed on this child portal.

9. The IT Committee will ensure that the networking / chat & email facilities have been implemented at RO / Chapter and monitor the same on monthly basis.

10. The IT Committee will take initiative to get more and more data of the members such as email and phone numbers, which can be utilized for sending bulk email and SMS respectively.

11. The IT Committee will ensure that the utilizations of services offered by the Head office are being properly utilized by the RO / Chapter such as :

(a) SMS message to members of that region / chapter: To avail this service, RO / Chapter may send the request through cosmic

portal.The message to be sent should be forwarded with this email, which can be of maximum 160 characters. It may be noted that RO/Chapter will have to reimburse the running charges to head quarter for availing this service @ 5 paisa plus taxes as applicable per SMS being sent.

(b) Advice on Hardware and Software and legal implications of software: To avail this service, RO/Chapter may send their queries by email at

[email protected] with a copy to [email protected] regards to configuration, market rates and purchase policy of hardware & software and legal implications of software well in advance before the procurement.

(c) Maintenance of web site: Customised web space has been created for all RO/Chapter offices on the

web site www.icsi.edu. All offices are expected to monitor their respective web space. The same can be accessed as under for example:

For NIRO www.icsi.edu/niro ; For Kanpur Chapter www.icsi.edu/kanpur

(d) E-mail facility on icsi.edu: All offices are expected to maintain their email on the domain icsi.edu. The

username and password for the same can be taken by sending a request to [email protected] with a copy to [email protected] .

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(e) Bulk Email: Bulk email facility of the head quarter can be utilised for propagation of

seminars and programmes at the Regional / Chapter Level. To avail this service request can be sent through COSMIC portal.

12. The IT Committee will take initiatives to propagate the ICSI-APTECH course and resolve all problems pertaining to students on this issue in coordination with local APTECH centres. The IT Committee will ensure that the necessary information regarding the course being compulsory has been made available to each and every student studying under the jurisdiction of the respective RO/Chapter

13. The IT Committee will ensure the following for the respective RO / Chapter: (a) The hardware is under proper AMC and is being upgraded from time to time. (b) All the computers are protected from virus attack. (c) Only licensed software being utilized. (d) The software licenses are kept in safe custody and can be made available at

all times. (e) A proper internet connection is available in the RO/Chapter for effective

communication. 14. The IT Committee will monitor the ensuing timely entry of credit hours and

facilitate the online services to students like online registration, online admit cards, online result etc.

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MIS Report MIS report for feedback of the activities that is expected from Regional Councils and Chapter Offices towards Computerization of the Institute by 7th of every month.

Sl. No. Activity Head Work done by the RO / Chapter

1. List of Hardware procured during this month

Nil

2. List of Software procured during this month

Nil

3. List of activities employee wise in computerization

Activities Name of the employee

1.Financial Package

2.Inventory

3.Oral Coaching

4.Website updation

5. E-mail

6. Others Website & Email

4. How many events and announcements updated on RO/Chapter portal in previous month.

5. Any Changes in office bearers address in previous month.

6. Use of uniform email facility for Regional Councils and Chapters. List out the problems, if any. [email protected]

7. Are you using OCS facility with Head office for your training & problems. (If not please send the reasons)

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Taking input on data students from APTECH centres to draw a list of student who may suffer due to lack of awareness regarding the scheme. (Mention dates)

Specific problems being faced be the students in any of the APTECH Centre please specify the complaint with Registration No., APTECH Enrolment No., APTECH Centre Details. (Please also lodge these complaints to [email protected], for students already enrolled in APTECH and to [email protected] for students yet to take admission in APTECH)

16 Propagate by all the electronic medium like child portal and mails to the students (Mention details)

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ADMINISTRATIVE - ICSI · Laser Typesetting by Delhi Computer Services, and Printed at Samrat Offset...

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