Code of Conduct, Duties and Responsibilities of the ...

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Shri Jagdamba Vinkar Shikshan Sanstha,

Achalpur City,

Code of Conduct,

Duties and Responsibilities of the Employees Rules, 2002

1. SHORT TITLE, EXTENT OF APPLICATION AND COMMENCEMENT

(1) These rules shall be called Shri Jagadamba Vinkkar Shikshan Sanstha, Achalpur,

City Code of Conduct, Duties and Responsibilities of the Employee, Rules, 2002

and shall be called as the Code of Conduct in short.

(2) These Rules shall be applicable to all the employee of Shri Jagadamba Vinkar

Shikshan Sanstha, Achalpur City.

(3) These Rules shall come into force from the first day of the next month in which

those are approved by the General Body of Shri Jagadamba Vinkar Shikshan

Sanstha, Achalpur City.

2. DEFINITIONS

(1) “Department” means a separate unit of the institution having separate identity for

operation and execution of duties assigned to it such as the academic department,

gymkhana, laboratory, library, office, section, etc.

(2) “Employee” means a person appointed on any post of office of the Management

on prescribed rate of payment, fees, lump sum, honoraria but does not include the

elected members of the Management.

(3) “Head of Department” means an officer who is assigned the duties and

responsibilities of the Head of Department.

(4) “Head of Institution” means the Head Master or Principal and includes the officer

specifically assigned the duties to assist him and also officer in charge of this post.

(5) “Laboratory Assistant” means an employee who is assigned the duties and

responsibilities of a Laboratory Assistant.

(6) “Management” means Shri Jagadamba Vinkar Shikshan Sanstha, Achalpur City,

registered under the Societies Registration Act, 1860 and the Charitable Institution

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Act, 1950 and includes its authorities such as School Committee, Local

Management Council etc. as prescribed by relevant educational Acts and the

Rules.

(7) “Teacher” means Assistant Teacher, Head Master, Principal, Lecturer, etc. by

whatever name called and who is assigned the duties and responsibilities of

imparting instructions to the students of appropriate level of academic standard

and includes the Instructor/Director of Physical Education, Librarian, teacher

appointed on part time basis, contract basis or hourly basis, by whatever name

called, etc.

(8) “Schedule” means a Schedule appended to these Rules.

3. SCOPE OF THESE RULES

These Rules shall be applicable in addition to the Rules applicable to different

employees who are governed by the Rules made under various School Acts,

University Acts, government general rules etc. as applicable to them and

where these rules are directly in contravention of those Rules, those Rules

shall prevail.

4. GENERL CONDUCT AND DISCIPLINE RULES

(1) An employee shall bear good moral character and good nature.

(2) He shall be punctual in attending his duties

(3) He should wear a clean and tidy attire.

(4) He should conduct himself in a disciplined manner and behave courteously with

his colleagues and visitors.

(5) He should do the work allotted to him sincerely and honestly during office hours

and should not keep the work pending unnecessarily.

(6) He should discourage the persons from seeing while at work.

(7) He should refrain from indulging in unnecessary talk with his colleagues and

chatting in groups.

(8) He should not show any negligence, dereliction and failure in his duties.

(9) He shall discharge his duties and responsibilities faithfully according to his

capacity and ability.

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(10) He should not shirk his responsibilities.

(11) He should not loose his temper or speak in loud and harsh tone however, the

great provocation may be.

(12) He shall try to acquire more knowledge and skills as per the changing

environment, academic and technological development about his job.

(13) He shall acquire higher competency and shall endeavour to make his working

meaningful.

(14) He shall acquire special training whenever provided by the Government etc.

(15) He should co-operate with the colleagues.

(16) He should volunteer to contribute his knowledge and skills in the Management

of the institution and share the responsibilities with proper approval from the

higher officers.

(17) In absence of his immediate superior employee or officer, he shall suo-moto

assume his routine duties for immediate compliance to the superiors.

(18) Every employee is supposed to use the computer and other modern

equipments and tools for his office communication, correspondence, record,

documentation, academic record and such other purposes.

(19) If he has any grievance he should report the same to the competent authority

through proper channel either orally or in writing.

(20) He shall not make any unnecessary communication with the Management.

(21) He shall not create or shall to cause to create any hatred among the employees

and shall not create any unpleasant atmosphere.

(22) He should be satisfied with what is rightly his due and pay and allowances to

which he is entitled under the rules.

(23) He should refrain from resorting to any unfair or corrupt practices to augment

his earnings. He should not accept any gratification.

(24) He shall not make any communication in the form of complaint or

representation with any outside authority or officer for redress of his grievance

unless first exhausting the sources available within the Management.

(25) He shall not directly or indirectly communicate with the press unless

empowered by the Management.

(26) He shall not communicate to any extra departmental authorities or private

bodies or individuals information which he knows in the course of his duties.

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(27) He should discuss freely his difficulties and give suggestions for development

in the departmental meetings.

(28) He try to become an asset to the Management.

(29) It shall be duty of the Head of Department to see that employees under him are

discharging their duties properly and shall verify their integrity occasionally.

5. DUTY OF THE MANGEMENT

(1) The management should see, within its ways and means, that adequate facilities

are provided to the employees for efficiently discharging their duties and

responsibilities.

(2) The Management should be considerate about the personal genuine difficulties of

the employees and shall not make any discrimination among the employees.

(3) The Management should through its officer, assess the performance of the

employees periodically and encourage them to rise to higher echelon.

6. CODE OF CONDUCT, PROFESSIONAL ETHICS, DUTIES AND

RESPONSIBILITES OF A TEACHER

The teaching is a respectable profession. A teacher is expected to observe

certain code of conduct and to follow certain professional ethics of high

esteem, integrity, honesty and morality. His certain duties must also be

specified for discharging his responsibilities efficiently. Therefore, these

items are compiled from the guide lines given by the national level bodies

such as University Grants Commission, National Council for Research and

Training etc. the CODE OF CONDUCT OF A TEACHER shall be as given in

SCHEDULE –A, the PROFESSIONAL ETHICS OF A TEACHER shall be as

given SCHEDULE-B and the DUTIES AND RESPONSIBILITIES OF A

TEACHER shall be as given in SCHEDULE –C.

7. DUTIES AND RESPONSIBILITIES OF OTHER EMPLOYEES

The DUTIES AND RESPONSIBILITIES OF OTHER EMPLOYEES shall be

as given in SCHEDULE- D.

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8. DUTIES IN GENERAL EMERGENCY OR NEEDS

Whatever may be prescribed by the government in various rules, standard

codes and in these Rules etc. the Management including its Heads of

Institutions and the Heads of Departments shall have the powers to assign or

allot some other jobs and duties as and when felt necessary in discharging the

responsibilities of the Management and/or of the Institution and the employees

shall comply with the same faithfully.

9. PROCEDURE FOR AVAILING LEAVE IN GENERAL

(1) As a rule, no leave is a right of any employee. It is the facility available to meet

the personal difficulties and exigency.

(2) Any application for leave, in general, should be submitted to the Head of

Institution personally well in time so as to enable to make alternative arrangement

for doing the scheduled time bound work.

(3) The leave application should give the specific reason for availing the leave. Only

mentioning private work etc. may not be sufficient to appreciate the exigency of

the need of availing the leave and the Head of Institution may, at his sole

discretion, refuses the same.

(4) If the leave application could not be submitted well in time, the employee should

submit his oral or written explanation to the Head of Institution about the

emergency and/or unavoidable circumstances.

(5) Every employee is supposed to stay at the head quarters. If he has to leave the

head quarters for more than two days, he should provide the detailed address,

phone number etc. at the place where he has to go.

(6) After coming back to duty after availing the leave, except the casual,

compensatory and optional leave, the employee shall submit a joining report along

with necessary medical fitness certificate, duty certificate etc. in absence of such

certificate, the Head of Institution may not allow the employee to join the duties

or may refuse the leave or may sanction the extra ordinary leave at his sole

discretion.

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(7) An employee taking frequent leaves may be treated as irresponsible or

incompetent to hold the concerned post.

10. DUTY LEAVE

(1) There is no “Duty Leave” as such. It is a duty outside the institution.

(2) Wherever an employee has to go on duty elsewhere under the orders of another

authority, it shall be his duty to inform in writing to the Head of Institution all the

necessary details, except the confidential details, and to cooperate with him to

make alternative arrangement for his work in the institution during his absence

and to obtain due permission for the same. It must be borne in mind that an

employee is an employee of the institution.

(3) If the Head of Institution feels that the services of the employee are essential at the

institution he shall be competent to refuse the duty leave.

(4) After coming back from the duty leave the employee shall submit the duty

certificate issued by the relevant competent authority.

(5) If it is observed that the employee is misusing the so called duty leave, or he is not

giving justice to the duties and responsibilities assigned to him for the reason of

his so called duty leave, he may be entitled for disciplinary action.

11. MEDICAL LEAVE

(1) In case of medical leave a legible medical certificate from the registered medical

practitioner shall be essential. The Head of Institution shall have the right to

refuse the ineligible medical certificate.

(2) Before joining duty after availing the medical leave a medical fitness certificate

issued by the competent registered practitioner in the prescribed form must be

submitted along with the joining report. Unless such a certificate is submitted, the

employee shall not be treated as allowed to join the duty.

(3) If it is observed that an employee is misusing medical leave, he shall be entitled

for disciplinary action.

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12. EXPENDITURE BY TEMPORARY ADVANCES

(1) The Head of Institution may sanction temporary advance for expenditure for the

cause of the institution for the items of urgent needs.

(2) He shall recoup the amount of advance within a reasonable period of say 4-5 days

after its utilization.

(3) If the bills and the statement of expenditure of the advance is not received within

the reasonable period he may recover the entire amount of the advance from the

concerned employee.

SCHEDULE – A

CODE OF CONDUCT OF A TEACHER

(See Rule 6)

A. 1. WHILE DEALING WITH STUDENTS

A teacher shall:

(1) be punctual and regular in teaching work, correspondence with others and keeping

appointments with other person:

(2) deal justly and impartially with the students regardless of their social, economic

and religious background;

(3) recognize the intellectual differences among students and try to meet their

individual needs;

(4) encourage students to exert for higher individual goals;

(5) aid the students to develop an understanding and appreciation not only of

opportunities and benefits but also of the responsibilities;

(6) inculcate in the students love towards fellow students and loyalty to institution,

community and the state.

(7) Acquaint the students with civic responsibilities and environmental protection;

(8) Never use students to solve his personal problems;

(9) Refrain from tutoring except in accordance with approved policies of the

Government or of the institution.

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A. 2. WHILE DEALING WITH COMMUNITY

A teacher should:

(1) adhere to a reasonable pattern of behavior accepted by the community for professional

persons;

(2) respect the community in which employed and be loyal to the system of the

institution, community, the State and the Nation;

(3) render possible assistance in proper manner, to the development of the community;

(4) maintain good moral and respectful image in the society;

A. 3. WHILE DEALING WITH THE EMPLOYER

A teacher shall:

(1) Conduct professional business through proper channel;

(2) Refrain from discussing confidential and official information with unauthorized

persons;

(3) Maintain the dignity and interest of the profession by maintaining high standard of

professional and personal conduct;

(4) Accept no compensation what so ever either in cash or kind from equipment suppliers

and other agencies;

(5) Not engage in any gainful employment or profession outside the institution where

such an engagement affects adversely the professional status or standing with

students, associates and the society;

(6) Co-operate whole heartedly in the development of institutional policies;

(7) Accept one’s obligation to the institution for maintaining a professional level of

service.

A. 4. IN GENERAL BEHAVIOR

A teacher will:

(1) never engage in personal advertisement nor canvass for an appointment or

assignment;

(2) speak constructively of other teachers but report honestly to responsible persons in

matters involving the welfare of students, institution system and the profession;

(3) maintain active membership in professional organizations and strive, through

participation, to attain the objectives that justify such organizations;

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(4) seek to make professional growth continuous by such procedures as study, research,

attending conferences and processional meetings and continuing education programs;

(5) make the teaching profession so attractive in ideals and practices that sincere and able

young men and women should desire to enter it;

(6) not seek self-enhancement through expressing evaluations or comparisons damaging

to other professional workers;

(7) refrain from social evils and will not cultivate any bad habits;

(8) see that his fellow teachers also maintain proper ethical behavior.

SCHEDULE – B

PROFESSIONAL ETHICS OF A TEACHER

(see Rule 6)

B. 1. WHILE DEALING WITH STUDENTS

A teacher shall:

(1) be punctual and regular in teaching work, correspondence with others and keeping

appointments with other persons;

(2) deal justly and impartially with the students regardless of their social, economic and

religious background;

(3) recognize the intellectual differences among students and try to meet their individual

needs;

(4) encourage students to exert for higher individual goals;

(5) aid the students to develop an understanding and appreciation not only of

opportunities and benefits but also of the responsibilities;

(6) inculcate in the students love towards fellow students and loyalty to institution,

community, the State and the Nation;

(7) acquaint the students with civic responsibilities and environmental protection;

(8) never use students to solve his personal problems;

(9) refrain from tutoring except in accordance with approved policies of the Government

or of the institution.

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B. 2. WHILE DEALING WITH COMMUNITY

A teacher should:

(1) adhere to a reasonable pattern of behavior accepted by the community for professional

persons;

(2) respect the community in which employed and be loyal to the system of the

institution, community, the State and the Nation;

(3) render possible assistance in proper manner, to the development of the community;

(4) maintain good moral and respectful image in the society;

B. 3 WHILE DEALING WITH THE EMPLOYER

A teacher shall:

(1) conduct professional business through proper channel;

(2) refrain from discussing confidential and official information with unauthorized

persons;

(3) maintain the dignity and interest of the profession by maintaining high standard of

professional and personal conduct;

(4) accept no compensation what so ever either in cash or kind from equipment suppliers

and other agencies;

(5) not engage in any gainful employment or profession outside the institution where such

an engagement affects adversely the professional status or standing with students,

associates and the society;

(6) co-operate whole heartedly in the development of institutional policies;

(7) accept one’s obligation to the institution for maintaining a professional level of

service.

B. 4. IN GENERAL BEHAVIOUR

A teacher will;

(1) never engage in personal advertisement nor canvass for an appointment or

assignment;

(2) speak constructively of other teachers but report honestly to responsible persons in

matters involving the welfare of students, institution system and the professional;

(3) maintain active membership in professional organizations and strive, through

participation, to attain the objectives that justify such organizations;

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(4) seek to make professional growth continuous by such procedures as study, research,

attending conferences and professional meetings and continuing education programs;

(5) make the teaching profession so attractive in ideals and practices that sincere and able

young men and women should desire to enter it;

(6) not seek self-enhancement through expressing evaluations or comparisons damaging

to other professional workers;

(7) refrain from social evils and will not cultivate any bad habits;

(8) see that his fellow teachers also maintain proper ethical behavior.

SCHEDULE – C

DUTIES AND RESPONSIBILITIES OF A TEACHER

(see Rule -6)

C. 1. HEAD OF INSTITUTION

(1) To supervise, regulate and control the staff working in the institution;

(2) To plan and to execute academic, financial and administrative activities of the

institution;

(3) To plan for developmental activities of the institution and to co-operate and co-

ordinate with the Management, other offices and public institutions;

(4) To plan and process the purchases, maintenance and up keep of the machinery,

equipment, material and to do the needful for security and safety of the property

of the institution;

(5) To carry out all administrative activities and to discharge the responsibilities as

Head of Institution as per the orders from competent authorities;

(6) To exercise supervision over the receipts, expenditure and maintenance of

accounts of the institution;

(7) To prepare the annual budgetary statement and to submit the same to the

governing body;

(8) To get the financial accounts audited and to submit the same to the governing

body and to comply with the objections if any;

(9) To act as the secretary of the governing body of the institution;

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(10) To arrange for additional technical and administrative activities for the

teachers, employees and public by way of lectures, seminars, workshops,

exhibitions, short term courses etc.

(11) To monitor and to evaluate the performance of the teachers and other

employees;

(12) To conduct admissions as per the rules and to maintain the record of the

students as per requirement;

(13) To conduct classes regularly and to impart instructions, lessons, guidance;

(14) To assess the assimilation and to evaluate so as to cultivate studies and to

strengthen academic standard and excellence;

(15) To conduct and to manage examinations;

(16) To maintain library, hostels, gymkhana and other associated curricular, co-

curricular, extracurricular and extra-mural activities of the institution;

(17) To provide leadership in education;

(18) To undertake research and research guidance;

(19) To undertake consultancy services, testing and such other jobs as feasible;

(20) To make efforts for resource generation and securing funds;

(21) To maintain public liaison, particularly with the industry;

(22) To assist and to contribute to the administration in policy formulation,

planning, monitoring, evaluation and promotional activities both at Regional and

State levels for development of technician education and its application;

(23) To encourage development of curricular and resource materials;

(24) To assist, to design and to develop new academic and training programs at

Regional as well as State levels;

(25) To encourage continuing education activities;

(26) To establish liaison with industry and to interact with the industry and society;

(27) To promote student counseling and extra-curricular, cultural and gymkhana

activities so as to interact and promote all-round development of the students;

(28) To carry out any other jobs and responsibilities assigned by Management and

the higher officers.

(29) To observe the ethics and to perform the general duties as a teacher.

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C. 2. HEAD OF DEPARTMENT

(1) To supervise, regulate and control the staff working in the department;

(2) To plan for academic as well as administrative activities of the department and to

manage the same;

(3) To process the purchases for the department

(4) To arrange for maintenance and upkeep of the laboratories, stores, teaching aids and

library of the department;

(5) To arrange for additional technical and academic activities for the students, teachers,

teacher supporting staff by way of lectures, demonstrations, short courses, etc.

(6) To co-ordinate with other departments in the institution;

(7) To conduct classes regularly; to impart instructions, lessons, guidance; to assess the

assimilation; to encourage the habit of self study and to strengthen academic standards

and excellence;


(9) To observe the ethics as a teacher and to make other teachers to observe the same;

(10) To exercise administrative powers and to discharge the relevant duties of the department

(11) To provide leadership in both diploma as well as post diploma courses in relevant field

of specialization;

(12) To undertake research and research guidance and assist the Head of Institution for

resource generation;

(13) To undertake consultancy services, testing and such other jobs with the permission of the

competent authority;

(14) To participate and to contribute in administration, policy formulation, planning,

monitoring, evaluation and promotional activities both at departmental and institutional

level;

(15) To participate in development of curriculum and resource materials;

(16) To design and to develop new academic and training programs;


(18) To interact and to establish liaison with industry and the society;

(19) To participate in student counseling and to encourage extra-curricular, cultural and

gymkhana and other student centered activities and to promote all-round development of

the students;

(20) To observe the ethics and code of practice of a teacher;

(21) To carry out any other jobs and responsibilities assigned by the higher officers.

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C. 3. GENERAL DUTIES OF A TEACHER

(1) To conduct theory as well as practical classes with full devotion and capability;

(2) To maintain the attendance of the students regularly and to submit the same

periodically to the Head of Department and as and when required;

(3) To maintain systematically the record of the student performance and evaluation of

the same and to submit the same to the Head of Department periodically and as and

when required;

(4) To take stock of the equipment, apparatus, tools, raw material etc. required for the

laboratories and teaching purposes;

(5) To supervise the laboratory staff and to guide them for the performance of special

assignments;

(6) To take active and voluntary part in the academic, curricular, co-curricular, extra-

curricular, cultural and social activities of the institution;

(7) To do all other efforts to develop the all-round character and personality of the

students;

(8) To acquire, if the teaching post needs, any additional qualification(s) or training as per

the instructions and approval from the competent authorities;

(9) To continue learning to keep him abreast with the development of knowledge and

skills in the relevant fields of technology and science;

(10) To carry out any other jobs and responsibilities commensurate to their

qualifications and experience entrusted or assigned as per the instructions given to

them from time to time by the superior authorities;

C. 4. NORMAL JOB RESPONSIBILITIES OF A TEACHER

In addition to the general duties of a teacher, he shall perform the following jobs and

responsibilities;

(1) To plan for teaching and to engage classes regularly;

(2) To plan for developmental activities of the laboratories and maintain the same;

(3) To impart instructions, lessons, guidance;

(4) To assess the assimilation and to evaluate the students so as to cultivate studies and to

strengthen academic standard and excellence;


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(6) To provide leadership in development of the courses in relevant field of specialization

and to develop laboratories;

(7) To assist in research and research guidance;

(8) To assist in consultancy services, testing and such other jobs;

(9) To participate and to contribute in administration and planning of the department for

development of laboratories, etc;


(11) To assist to design and to develop new academic and training programs;


(13) To participate with the co-curricular, extra-curricular and extra –mural

activities of the institutions;

(14) To assist to establish liaison with industry; to interact with the industry and the

society with permission of the higher officers;

(15) To participate and to encourage student counseling and extra-curricular,

cultural and gymkhana activities so as to interact and promote all-round development

of the students;

C. 5. NORMAL JOB RESPONSIBILITIES OF A TEACHER IN SENIOR

SCALE

In addition to the normal jobs and responsibilities of the lecturers, the lecturers in

senior scale shall perform the following jobs and responsibilities;

(1) To undertake innovation in teaching aids and material;



(4) To assist and to contribute to the administration in policy formulation, planning,

monitoring, evaluation and promotional activities at departmental level;

(5) To assist in development of curriculum and resource materials;

(6) To assist to design and to develop new academic and training program;

(7) To establish liaison with industry and to interact with the industry and the society with

the permission of the higher officer.

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C. 6. NORMAL JOB RESPONSIBILITIES OF A TEACHER IN SELECTION

GRADE

In addition to the normal jobs and responsibilities of lectures in senior scale,

the lecturers in selection grade shall perform the following jobs and responsibilities;



(3) To participate and to contribute to the administration in policy formulation,

planning, monitoring, evaluation and promotional activities at departmental level;


(5) To design and to develop new academic and training programs.

C. 7. LIBRARIAN

The library is most essential co-curricular activity both for the students and the staff

and also for the interested public. He shall perform the following jobs and the

responsibilities:

(1) To scientifically maintain the record of the books, text books, reference books, hand

books, rare books, magazines, periodicals, journals, electronics media, retrievals,

project reports, theses, etc.

(2) To arrange for periodic verification and to account for the same, to estimate the cost

and depreciation of the cost of the library.

(3) To maintain systematically the cup-boards, stacks and reading tables, cubicles etc. and

to provide efficient library services.

(4) To maintain the catalogues, issue and receipt registers, readers’ cards, accounts of

loss, damage, etc. to the books, recovery of fine etc. inventory about utilization of the

library, space and time;

(5) To maintain the retrievals and to preserve rare books;

(6) To maintain liaison with other libraries by way of inter-library services by way of

physical connections and/or internet etc.

(7) To provide special services to the students and staff;

(8) To plan for development and upkeep of the libraries keeping in view the modern

trends in library science.

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(9) To regulate and control the issuance and receipt of the books and journals etc. to the

teachers, students and other needy persons;

(10) To supervise and control the library staff;

(11) To do any other jobs as assigned by the superiors from time to time.

C. 8. PHYSICAL TRAINING INSTRUCTOR/DIRECTOR

The physical training is the most essential extra-curricular activity for all round

development of the students. He shall perform the following jobs and the responsibilities:

(1) To arrange and provide for various in-door/out-door games, sports, gymkhana

activities, yoga, athletics etc. for the students.

(2) To develop and maintain various play grounds, tracks, swimming pool, and other

items of gymkhana/gymnastics, games, sports, etc.

(3) To maintain the stock books of the items of the sports, games etc. and to arrange for

their annual verification.

(4) To provide for various games, sports etc. and to arrange for special training and

coaching to the deserving students.

(5) To develop the teams for various games, sports etc. and to provide proper guidance to

the students for their participation in individual or in teams in various tournaments,

sports festivals etc.

(6) To arrange activities about the games, sports, tournaments, matches, etc. in the

institution and to co-operate with other institutions.

(7) To maintain the discipline among the students particularly on the grounds and during

the functions of the institutions.

(8) To assist the teachers in other extra-curricular, co-curricular activities such as

elocution completions, cultural programs, seminars, academic or administrative

conferences etc.

(9) To prepare the budget and to exercise the budgetary control over the funds.


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SCHEDULE – D

DUTIES AND RESPONSIBILITIES OF OTHER EMPLOYEES

(See Rule – 7)

D. 1. REGISTRAR

The Registrar is the head of the administrative section i.e. the office and controlling

officer of all the group C and group D employees. He shall perform the following jobs and

the responsibilities:

(1) He shall be the custodian of the record of the office, accounts books, stock books

of all the departments and care taker of the land, buildings, furniture and general

machinery equipment which do not belong to any particular department or section.

(2) He shall supervise the finance and accounts matters, receipts of fees and other

money, and supervise whether the expenditure is being made as per the rules and

within the budgetary provisions.

(3) In case of the tapal concerning to the office matters he shall propose the action to

be taken and submit the same to the Head of Institution.

(4) It shall be his duty to submit before the Head of Institution and/or before the local

Managing Council the legal and procedural position for the items coming before

them for consideration, discussion and decision.

(5) He shall be responsible for keeping track of all court matters and submitting, after

approval, the replies and counter replies on the issues raised at different stages.

(6) He shall keep and maintain the service record of all the employees and their

personal files, annual confidential records, disciplinary matters etc.

(7) He shall be responsible for the proper communication of the institution with the

Government, University, and other outside authorities.

(8) He shall be responsible for providing adequate facilities for conduct of all types of

examinations.

(9) He shall keep and preserve the record of performance of all the students and of all

the examinations.

(10) It shall be his duty to apprise the Head of Institution and other officers about

the rules and regulations about the budget, accounts and general administrative

procedural rules etc.

(11) He shall verify the cash book daily and submit the same to the Head of

Institution as and when he demands.

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(12) He shall be responsible for personal correspondence of the Head of Institution,

his program schedules, confidential files and other record.

(13) He shall maintain the minutes book of the local management counsel, school

committee and such other authorities of the institution and shall prepare the notes

for their meetings and compliance of the orders, instructions etc.

(14) He shall arrange every year for audit of accounts and physical verification of

the property of the institution all movable, immovable, dead stock, consumable

etc.

(15) He shall be chief adviser to the Head of Institution about the financial and

administrative matters.

(16) He shall shoulder any special responsibilities as and when assigned to him.

D. 2. OFFICE SUPERITENDENT

He is the supervisory officer over the affairs of the office. He shall perform the

following jobs and the responsibilities:

(1) To receive the tapal, notes, orders etc. coming to him, except the confidential

and personal letters; and to initial with date every document, record his

instruction wherever necessary for guidance of the staff under him and to mark

the same for the concerned clerks, teachers etc. to maintain the inward-

outward registers.

(2) To deal with the matters and submit the drafts of the replies or actions to be

taken on the same.

(3) To sort out the letters received from different authorities according to priority

and submit the same to the superiors for advice.

(4) To scrutinize the drafts prepared by other dealing assistants and to supervise

the prompt dispatch of the letters.

(5) To arrange for proper filing of papers and to arrange the files in proper order.

(6) To periodically inspect and supervise the work of subordinate staff.

(7) To check the admissions, free ships, scholarships, examination details etc. of

the students.

(8) To maintain the record room and to sort out the same for periodic weeding.


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D. 3. HEAD CLERK

(1) To exercise, to check and to take follow up actions on the incoming letters as per the

instructions of the superiors.

(2) To check the bills and vouchers as per the orders and propose for passing the same.

(3) To advice the employees and the teachers about the procedural matters.

(4) To conduct the inventory of the office stores and record and to arrange for periodical

inspection and verification of the same.

(5) To maintain the admission registers, enrollment registers and the school/college

leaving registers.

(6) To maintain the list of files and registers with him.


D. 4. ACCOUNTANT

(1) To maintain the accounts registers, cash book, tenders, quotations and petty

purchases files, vouchers etc.

(2) To see that the expenditure is made prudently and as per the guide lines laid down by

the Government and within the budgetary provisions.

(3) To maintain the record of free studentships, scholarships, prizes, endowments,

gymkhana etc.

(4) To see that the receipts and expenditures are properly recorded in appropriate heads

and to ensure the accuracy of the same.

(5) To attend to all the matters pertaining to taxes, insurance premiums etc. and to

maintain their proper record and to comply the things as required.

(6) To prepare the bill for payments, various returns etc.

(7) To do any other jobs as assigned to him by the superiors from time to time.

D. 5. SENIOR CLERK

(1) To enter the tapal, letters and inter-departmental communication of all types.

(2) To maintain the admission registers, record of academic progress of the students,

examination forms and such other matters.

(3) To maintain the record of the gymkhana activities, students council etc.


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D. 6. CASHIER

(1) To handle the cash, cheques, drafts etc. and to maintain the proper record.

(2) To disburse the salary and to make other payments to the parties for purchases, bills,

taxes, advances, scholarships etc. as per the orders from the Head of Institution.

(3) To maintain the daily fee register, receipts register and the cash book.

(4) To present the cash book at the close of the day to the Registrar and to the head of

institution for surprise verification of the cash and the cash book.


D. 7. JUNIOR CLERK

(1) To prepare the drafts of the letters.

(2) To maintain the files and registers kept at his custody.

(3) To maintain the inward-outward registers.

(4) To maintain the account of postage stamps, telegrams etc.

(5) To maintain the stock registers of the office.

(6) To attend to the superior officers as per the instructions of the Head of Institutions.

(7) To do any other jobs as assigned to him by the superior from time to time.

D. 8. LABORATORY ASSISTANT

(1) To supervise and regulate the working of the shop, section or laboratories of the

departments.

(2) To plan and execute the training programs of the students as per the instructions of the

concerned teachers.

(3) To hold and to maintain the charge of the tools, machinery, equipment, plants,

material etc. required for the laboratory or the section and to maintain the log book of

their use;

(4) To keep the tools, machinery, equipment, plants, material etc. required in the

laboratory or section in good working condition;

(5) To take necessary steps for timely repairs and maintenance of the same;

(6) To keep the record of issue and receipt of the tools etc. to the students and to the staff;

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(7) To estimate the requirement of the machinery, equipment, raw material and prepare

the preliminary specifications of the same;

(8) To assist the teachers and the students to conduct the practicals or the jobs;

(9) To maintain the discipline in the shop, section, laboratory etc; and to follow the work

ethics;

(10) To maintain the workshop and laboratories and the surrounding area clean and

pleasant.

(11) To co-operate with other laboratories and sections for furtherance of

instructions and doing innovation or research’

(12) To undertake, make, prepare, repairs, assemble, arrange and to do the needful

for such jobs, fixtures, processes, gadgets, working, fabricating such machines, plants,

packages, prototypes, etc. for doing innovation, research or as part of instructions etc.

as and when required and in the way desired;

(13) To do the needful for testing and commissioning of the machinery and

equipment.

(14) To develop inquisitiveness and self doing habits among the students;

(15) To do all other efforts for development of all-around character and personality

of the students;

(16) To carry out any other jobs and assignments commensurate to their

qualifications and experience as per the instructions from the higher officers;

(17) To acquire, if the post needs, any additional qualification(s) or training, as per

the instructions from the competent authorities;

(18) To continue learning to keep him abreast with the development of knowledge

and skills in the relevant fields of technology and science;

(19) To co-ordinate with other departments, shops, sections and laboratories for

completing the projects works and such other jobs assigned to him by controlling

officer.

(20) To do any other jobs and assignments satisfactorily as entrusted to him from

time to time by the superior authorities.

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D. 9. LABORATORY ATTENDANT

(1) To maintain the stores of the laboratory;

(2) To maintain and to keep in proper working condition the tools, machinery, plant and

equipment in the laboratory;

(3) To maintain the attendance of the students and to maintain discipline in the

laboratory;

(4) To maintain the record of issue and receipt of the tools and equipment given to the

students and staff;

(5) To maintain the record of journals, registers and all laboratory performance of the

students and testing;

(6) To assist the staff and the students to conduct the practicals and project work etc.;

(7) To provide all the necessary help and assistance to the staff and the students as

required during the testing and examinations etc.;


D. 10 LIBRARY ATTENDANT

(1) To open library;

(2) To open the doors and windows and to keep the library well ventilated;

(3) To clean the tables, cub-boards, racks and library equipment and machinery;

(4) To switch on/off the fans, lights and other appliances;

(5) To keep the lights, fans and other appliances clean;

(6) To arrange for drinking water and other provisions;

(7) To take tapal and to convey messages to other sections and the office;

(8) To keep watch on the movement of the visitors to the library from safety and security

point of view of the library property;

(9) To do the needful for safety, security, display and maintenance of the books, journals,

magazines and news papers in proper order including binding, filing and covering of

the same;

(10) To put numbers and stamps on the books, magazines, journals and news

papers and to prepare various reference cards of the same;

(11) To maintain the record of issue and receipt of the books, magazines and

journals etc.;

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(12) To assist the visitors to the library to search the required books, magazines,

journals etc.;

(13) To maintain the zerox machine and provide the zerox and other repro graphic

help to the users of the library;


D. 11. CHAUKIDAR/WATCHMAN

The chaukidar shall be always in the uniform and equipped with the boots, whistle

and wooden stick. His duty hours shall round the clock and may be as (1) 6.00 to 14.00 (2)

14.00 to 22.00 (3) 22.00 to 6.00 or as per the convenience of the local situation. The

choukidar shall be male only and robust in constitution. He should be free from addiction

and ever alert. His sense of duty should be very high. His jobs and responsibilities shall be:

(1) To be always standing and moving over the area prescribed for watch and ward;

(2) To keep alert eye on the movements of any suspicious persons and to do the needful

to check any untoward incidence;

(3) To strike the bell at the interval of an hour;

(4) To keep watch on the fencing, gardens, trees, buildings, and other property of the

institution or in the charge of the institution;

(5) To restrict the movement of cattle, external students, bad elements and trespassers;

(6) To provide safety and security to the officers;

(7) During the off hours of the office to receive phone calls, telegrams and other

messages and to convey the same to the officers;

(8) To suggest the means and the methods for safety and security of the persons and the

property of the institution;

(9) To maintain the discipline among the students during the open air programmes and

tournaments etc.;

(10) To offer guard of honour to the national flag or the institution flag on the

festive occasions;

(11) In case of theft, fire, loss, accident, quarrel, any such event to take necessary

steps to avert the same and to inform the same immediately to the higher officers or

concerned persons;

(12) To maintain the log book of all important events;

(13) To maintain the duty register and charge transfer register;

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(14) To do any other jobs and responsibilities assigned to him by the controlling

officer so that their basic duty of watch and ward is not hampered.

D.12 PEON/SEPOY

(1) To open the office;

(2) To open the doors and windows and to keep the rooms well ventilated;

(3) To clean the tables, cut-boards, racks and office machinery;

(4) To switch on/off the fans, lights and other appliances;

(5) To keep the lights, fans and other appliances clean;

(6) To arrange for drinking water and other items as per requirement;

(7) To carry the messages and tapal to different sections and to other offices;

(8) To move the tables, chairs, benches, stools, cub boards, racks, and other furniture,

office machinery and other items and equipment as to arrange the same as required;

(9) To arrange the office, files, record and other items as required;

(10) To maintain the office equipment and machinery in good working condition;


D. 13. MALI

The duty hours for the Mali may be from 8.00 to 12.00 in the morning and from 14.00

to 18.00 in the after noon. The Head of Institution may change these hours according to the

season. The Mali shall not be permitted to remain absent for more than two days

consecutively during February and July.

(1) To regularly water the garden and remove the grass and weeds;

(2) To maintain the land, fencing, gates, water pipes, motor pumps, gardening tools,

seeds, graftings, saplings and all other items connected with gardening;

(3) To undertake grass cutting and weeding as frequently as required and to trim the trees

before the rainy season, as per requirement;

(4) To undertake tree plantation early in the rainy season and to take care of the saplings

so that the trees grow;

(5) To select the trees such that they are green in the summer and have longer life; the

bushes and flowering plants etc. should also be selected such that they are ecology

friendly;

(6) To guard the garden and the land from stray cattle.

(7) To protect the trees, bushes, saplings, lawn etc; from the damage and theft.

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(8) To provide the flower pots, bouquets and garlands on all the occasions of functions of

the institution or the office;

(9) To maintain the nursery and garden of the institution or office;

(10) To take care of all the trees, bushes and saplings, lawns, flower pots and all

such items and maintain the same always in pleasant looking condition;

(11) To apply adequate and proper quantity of manure and pesticides etc. to the

trees, bushes etc.;


D. 14. SWEEPER

The sweeper is a non-technical post. It is non-vacational. Generally the working hours

of a sweeper should be from 6.00 to 10.00 in the morning and 14.00 to 18.00 in the evening.

However, the Head of Institution may change these hours as deemed convenient and

necessary so that the institution and/or the office is kept always in good neat and clean and

hygienic condition;

(1) To clean the floor of the rooms, verandas, laboratories, libraries, store rooms, sections

of the workshop, roofs and terraces etc.;

(2) To keep clean the play grounds, roads and passages, staircases and all the open or

closed work places and to keep them pleasant;

(3) To keep clean the latrines, toilet rooms, bath rooms and water points and all other

places needing general cleanliness and good hygienic condition;

Code of Conduct, Duties and Responsibilities of the ...

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