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Standing Instruction::

Guide lines for Teachers, Heads of the Department, Officer in-charge of departmental Time-Table, attendance, college tabulators and Officers in-charge of Time Table for the College and other activities.

1. Proctorial Works :

Guide lines for Teachers.

a) The steps taken by the proctor to correct deliquent students (those failing short of attendance, avoiding examination having bad performance in the examination, creating disturbance in the college hostel or outside must be mentioned, in detail giving roll numbers names and the number of times the erring student has been warned verbally or in writing and the number of times parents or guardians informed about the matter.)

b) Dates of meeting and the steps taken to correct the student must be noted on the proctorial form by each proctor.

c) Each warning for bad performance in examination or irregularity in attendance must be recorded on the body of the proctorial form with dates along with the signature of the students.

d) Date on which letters were addressed to parents and guardians must also be recorded on the Body of the proctorial form along with the number of such letter.

2. For the guidance of Officers & Proctors :

Officers, Assistants and counter clerks in charge of proctorial to note : -

i) Printed forms must be made available by the 1st week of July.

ii) Proctorial forms of the Student admitted after the last date of admission to be filled up at the counter and sent to respective teacher.

iii) Proctorial forms of 2nd year and 3rd year to be rechecked with in 15 days from the date or re opening of the College (Head of the Department to send a report of compliance)

iv) Proctorial form of 1 st year, to be filled up within fifteen days from the last date of admission (Head of the Department to send a report of compliance)


Lesson notes of individual teachers will be inspected by the principal and the Director of Higher education, Orissa during inspections. They are to be maintained in the prescribed form.

4. Departmental progress Register :

The departmental progress register must be submitted to the principal through academic bursar every month for counter signature. The heads of the departments will be held personally responsible and hence their special attention is drawn to this matter.

5. Notification of Monthly Attendance :

It is the responsibility of the teacher of the department who is in-charge. A report of compliance is to be sent by the Head of


6. Submission of marks of Annual and Test Examination :

It is the responsibility of the teacher of the department who is in charge. Head of Department is to follow up the matter.

7. Answer scripts of college Examination :

The answer scripts of the College Examinations are to be kept in safe custody and are to be sent to the college office by 31st. of March for onward transmission to the university if required detailed instruction in this regard may be obtained from the administrative bursar.

8. Tabulators :

They are to see that:

1) Marks are received from the examiners within five days from the Annual and Test Examinations and 10 days from the 1st terminal and pretest examinations .It is their responsibility to, contact the principal to follow up the matter and write to Departmental Heads to expedite it

2) Publication of the all withheld cases is to be made within 15 days from the date of reopening of the college.

9. College Examination :

a.The Heads of the Departments and Tabulators must acquaint themselves with the relevant rules.

b.The Chief Coordinator of Examination cell must convene a meeting at the beginning of the session among all the members of Prof.Incharge of Examination Cell members examination committee under the chairmanship principal to approve the budget to discuss matter regarding exam. cell and to fix dates of the house examinations to incorporate in Academic Calender of the college for the current session.

c.Chief Coordinator Exam cell shall also convene another meeting of the Administrative, Academic and Account bursars and Vice- Principal with principal in chair to approve the academic calender and discuss the problems of Examination cell if any

10. Administrative Bursar : -

He is to see that the dates of commencement of 1st year and +3 part-1 classes are notified to the students on the dates of

admission. He is also to arrange for the distribution of Calendar, to (+2) 1 st. year and( +3) part - 1 students.

11. Officers-in-charge: Time Table and Academic bursar for the Current session.

It is their responsibility to see that the general/ tutorial/remedial/ and practical classes are held as early as possible and arrangements be made for the same at the earliest

12. Calendar & Time-Table :

The officers in charge are to see that the draft copies with corrections approved by the principal are made available to the printer by the 30th. April every year.

13. College Magazine :

The chief Editor is to see that Order for printing is placed by the end of October 31 st by latest and the magazines are made available to students by the 15th December.

14. Submission of Maintenance Register for Hostel Common-Room,Class-Room & Gardens :

The Hostel superintendent and the Officers in-charge of Garden are to see that the maintenance register with regard to the hostel and the gardens are submitted to the principal every alternate day for counter signature even during holidays and vacation. With regard to class-rooms, common-rooms etc., the responsibility for such submission must lie with the Administrative Bursar and academic Bursar who will instruct the supervisor accordingly. The reports from the Hostels will mention about the condition of latrines (sanitary pans, cistern, chain) urinals, wash basins and taps in the bath rooms, lights in the latrines and in the corridors, and conditions of fans, lights etc. in the common-room.

The report about Common-room must mention also about drinking water, newspaper etc.

15. Duties of supervisor : (Technical)

He has to report immediately to the principal in case of any disfigurement of the walls, breakage of glass or asbestos sheets

fixed on windows. The supervisor in his daily report in the maintenance register must mention about the condition of latrines and urinals in the Arts science blocks besides mentioning about the class-rooms, common room, black boards, and availability of desks and benches inside rooms. 

16. Vacancies of seats :

Vacancies of seats must be notified by the Administrative Bursar /Secretary admission committee immediately and action be taken to fill up the seats.

17. Functions: (Cultural week)

The officers in-charge of different societies and Advisors are to see that the petromaxes, battery-operated mikes and other materials are readily available in every function.

18. Completion of Courses:

After the information received from all teachers the reports are to be sent by the Academic Bursar through principal to the Director, Higher Education once in September and once in January, Heads of Departments are to note that the course in (+2) 2nd year before 5th December and +21 st year and (+3) part-I, II & III must be completed before 15th February

19. Disfigurement of walls, parking of Cycles in corridors, going across the lawn, jumping over Barbed wire are forbidden.

It is the responsibility of each teacher to prevent such activities. Greater alertness with regard to disfigurement of walls is needed during election.

20. Holding of Elections and Function :

It is the joint and combined responsibility of the Election Officers and Advisor and all other officers in charge of college union and cultural Association and various societies for the smooth conduct of all the functions and elections.

21. Library Work:

The importance for maintaining the library in condition of near perfection need not be emphasized. The principal/vice-principal must visit the library atleast once every day (two or three times on some days). The responsibilities of the Officers-in-charge of college library are given below

A. Text-Book Section :

1. Stock-taking of books every month, even during vacations.

2. Visit to the section every day.

B. Journal section :

Work supervisory

1) Payment of subscription in time.

2) Arrival of journals in time and reminders in case of delay.

3) Binding of old journals and of new journals with considerable promptness.

4) Stock taking every year in April.

5) Visit to the journal Section on every alternate day.

C. General Section :Work - Supervisory.

1) Stock - taking of books as per schedule.

2) Arrangement of books according to catalogue number.

3) Cataloguing of books within seven days of the receipt of the books.

4) Binding of torn Books. -

5) Cleanliness of the racks. , ~

It is the responsibility to the teachers of the department who are in-charge of the library to inform the principal in the event of non co-operation of the library staff.

The Head of the Department is to follow up the matter. D. It is the duty of the Prof. I/C of seminar library of the respected

departments to complete the stocktaking of all seminar books just before the end of the session, before the 1st May.

22. Award of S.S.G. help :

Applications should be invited immediately after the notification of the award of Free-studentships and the award must be finalised by the end of November.

23. Stock-taking of Furniture:

It is the responsibility of the Administrative bursar & Account bursar to see that this is done and report be submitted to the principal before the college closes for the summer Vacation.

24. Publication of University Examination Result & C.H.S.E. Result :

The Bursars, Prof, I/C Examination and the head Clerk should ascertain the dates on which the results will be published.

a) preparation of several typed copies of the result and their notifications in the College Notice board be done immediately after result is published.

b) Issue of Mark sheets, Conduct Certificates etc. within two days of the publication of the result be distributed.

25. Roster Duties :

a) Roster duty for vacation should be prepared by the Officer I/c examination in such a manner that (i) there will be no difficulty about issue of C.L.C, concession, Scholarship, Admit cards and Admission forms and issue of Mark-sheet during the vacation. (ii) the class rooms and the college corridors are to be cleaned at least a day before the college reopens.

b) Roster duty should be prepared by the Heads of Science Departments in such a way that conduct of practical Examination

stocktaking of chemical and apparatus in the Dept. and repair work in each laboratory, painting of tables can be done without any difficulty. The certificate of the Departments that the work of the assistants and attendants during the vacation has been satisfactory is necessary before the pay for the vacation period is released.

c) Leave taken joining the vacation will be causal leave or earned leave as per rules.

d) The Accounts Bursar will be in charge on the accounting of all fixed deposits.

26. Duties of Hostel Superintendents :

a) The Hostel Superintendent is to see that the following reports are submitted before the college closes for the summer vacation.

i) Stock taking reports of furniture and utensils etc. along with the previous year's statement. '

b) The Hostel superintendents and / or the Assistant Superintendent are expected to go round the Hostel at least once everyday.

c) All entries to the Hostel from 6 P.M. to 6 A.M. in morning must be mentioned in the Gate Register. A peon must be at the Gate from 6

P.M. to 6 A.M.


27. The librarian is to submit a report every month on the following points

(a) Cataloguing of books newly arrived (b) Pending of Journals & magazines (c) Binding of Journals & torn books (d) Annual stocking of books in phases in different subjects (e) Updating & conditions of catalogues (f) Monthly stock taking of text books.

28. Library cards & Identity Cards :

Library Cards must be supplied within ten days at the latest from the date of admission.

Identity Cards will be given at the time of admission

29. Instruction to office Head Clerk :

A copy of the Calendar containing the guide lines is to be supplied to each member of staff at the beginning of the session or any staff when he/she newly joins the college.

30. Self Assessment / Appraisal Register

The departmental Self Assessment / Appraisal register in respect of all the members of the teaching staff must be submitted to the Principal through the respective HOD daily for counter signature and in respect of the all members of the non-teaching staff it must be submitted through the Administrative Bursar.



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