GP Banikhet

S.No.

PROVISION OF SECTION 4(1) (a)

INFORMATION IN RESPECT OF GOVERNMENT POLYTECHNIC, BANIKHET, DISTT. CHAMBA,HP-176303

(i)

The particulars of the  organization, functions and duties;

Govt. Polytechnic Banikhet Distt. Chamba H.P. 176303

Contact No. 01899-254500

Fax No. 01899-254500

Email- gpbanikhet@gmail.com.

Website: www.gpbanikhet.com

This Polytechnic running under the Department of Technical Education, HP. imparts training to the  trainees to help them completing Diploma Courses of three years duration  in different streams.  Five diploma courses viz. (1. )   Civil Engineering    (2.)   Electrical Engineering     (3.)  Automobile Engineering    ( 4.) Electronics & Communication Engineering  ( 5.)Mechanical Engineering were initially proposed to start  in this  institute. As the institute is presently stationed in a temporary rented building,  the Polytechnic  imparts training in two branches only i.e. Electrical & Civil Engineering. The remaining three courses shall be stared as soon as institution’s own building is ready.

 The AICTE vide its letter No. F.No. 47 (Dal H.P)-1- NWRO/939 dated 23-06-2010 has accorded its approval to run these two courses for the period 2010-2013

(ii)

The powers and duties of its officers and employees.

Principal: 

He is the Head of the Institution. He is the Drawing & Disbursement & Controlling officer in respect of the officers & officials working under him. He has the power to take any decision for maintaining congenial academic environment in the institute. For the matters not falling within the scope of his jurisdiction, he seeks the guidance & intervention of Director Technical Education & the Government. He is responsible for the smooth running of institute & is to ensure good academic results & better placement of the students.

 Head of the Department:

 He is the controlling officer of the faculty & staff of his respective Department in terms of allocation of teaching load, arrangement of classes, periodic test i.e. Class Tests, House Test, Model Papers etc. He establishes liaison between the students & faculty & the Principal & the Department. All the procurements of material; Consumable & Non-consumable for setting up of New labs/strengthening of existing labs, is made on his recommendation. He is responsible for exhibiting good academic results & better placement of the students, ensures displaying of monthly & final attendance on the institution Notice Board, sending of progress report cards along with up-to date attendance to the parents, arranging Extension lectures by outside experts,  preparation & finalization of sessional marks etc.  Last, but not the least, to help in maintaining discipline & good working environment in the institute.

Lecturer:

He is to engage the classes as per the time table & the subject (s) allocated to him, cover the syllabus as per guideline and content given in the curriculum. He gives periodic Class/House tests & Model paper as per the schedule given in the Academic Calendar. He is also responsible for maintaining the attendance & sessional record. He is fully responsible for the result of the subject(s) allocated to him during the semester.

Office Superintendent:

He is the head of the ministerial staff. He allots duties to the ministerial staff working under him in consultation with the Principal. The preparation of Treasury Bills - Salary & others, drawing of payments from the Bank, Disbursement to the concerned,  maintenance of Cash Book(s),  examination record. All type of communication internal as well as external is done under his guidance. He is responsible for up-to-date maintenance of above records as per the guidelines/Instruction from the Government/Department &  audit thereof.

Accountant/Bill Clerk:

He is responsible for preparing Treasury Bill in respect of salary & other payments  to the staff , payments to  the outsiders in connection with the payment for purchase of material, contingency expenditure, payment of scholarship to the students strictly as per the budget allocation made by the State/Central Government on year to year basis. After preparation of bills he gets the same signed from the Principal and sent to the Government Treasury for debiting in the respective Head of Expenditure. He is also responsible for maintaining all related records i.e. Budget register, Bill register, Token register original voucher file etc.

Cashier:

Cashier is responsible for the collection of fees & other dues from the students & others, deposit in the bank/ Treasury through challan, draws cash from the bank against the bill passed by the Government Treasury/Cheques signed by the Principal, disburses the payment to the concerned & maintain all the records thereof in the from of Acutance Roll, Cash Book(s) etc.  

Students Clerk:

Deals with all the records relating to the students. He is responsible for maintaining Students ledger, collection of Board examination forms & fee from the student & sending them to the Board office after due processing, record relating to results, attendance,  verification of forms of  Migration & other such forms as presented by the students from time to time, preparation of Appearing, Character & Provisional Certificates, issue of Detail Marks Cards & Diploma Certificate as received from  Himachal Pradesh Takniki Shiksha Board,  Dharmsala to the students, forwarding of record relating to Sessional & Practical Awards to the Board office and all other ministerial works related to the students.

( III )

The procedure followed in the decision making process, including channels of supervision and accountability;

Principal is the Head of Institution who has to look after all the activities in the institute. He is assisted by the Head of Department who are to take decision & monitor the activities of their respective department. The main office is headed by office superintendent who control all the ministerial activities. Though the respective incharges are individually responsible for the activities under their control, yet, at times they are to work together in group in the form of a committee to take collective decision on matter of common interest. The committees are formed by the Principal keeping in view the requirement in each case. A few of the committee which are generally made during the year are:

1        Purchase committee

2        Anti-Ragging committee

3        Anti-Ragging squad

4        Interview committee

5        Inspection of material committee

6        Disciplinary committee

7        Specific purpose committee e.g. celebration of annual function, organization of sports & cultural activities & other occasional celebrations.

(iv)

The  norms set by it for the discharge of its functions;

In pursuance to the norms set by the All India Council of Technical Education on various aspects of imparting effective training, the Broad Policies are framed by the Govt. of Himachal Pradesh and Director, Technical Education, HP. These policies are followed by the institutes for the performance of its routine activities. However, the institute forms sub-policies/plans to achieve the desired objectives.

Though the institutes are directly accountable to the All India Council of Technical Education, yet, the interference, guidelines and support from the government at various levels is necessary.

(v)

The rules, regulations, instructions, manuals and records, held by it or under its control or used by its employees for discharging its functions:

The Central Govt. Rules as adopted by the State Govt. for its employees are followed in Toto. The institute maintains the following records relating to different activities:

a)      Cash Books:

(i)                 Government Accounts

(ii)               Students Fund Accounts

(iii)             Internal Revenue Generation Accounts

(iv)             Pay bill ledger

(v)               Direct Central Assistance Accounts.

b)      Treasury related Records:

(i)                 Budget register

(ii)               Bill register

(iii)             Token register

(iv)             Acutance Roll

c)      Students related record:

(i)                 Students ledger

(ii)               Students Security Fund register

(iii)             Sessional & Practical Awards

(iv)             Disciplinary proceedings against students

d)     Files:

(i)                 Voucher files

(ii)               Building Files

(iii)             Personal Files of faculty & staff

(iv)             Service Books of faculty & staff

(v)               Appointment of Hourly base faculty & staff

(vi)             Board matters

(vii)           AICTE files

(viii)         Attendance registers of various categories of faculty & staff

(ix)             Misc. Correspondence

e)      Central Store Record:

(i)                 Main Stock Register

(ii)               Sub-stock Register

(iii)             Temporary/ invoice Register

f)       Library Record:

(i) Accession Register- Main library & Book-Bank

(ii) Issue and Receipt register

g)      Records maintained by the faculty:

(i)                 Attendance registers of the students

(ii)               Sessional and Practicals related record

(iii)             Indent Books

(iv)             Sub-stock registers, separately for Consumable & non-consumable items of material.

(v)               Misc. correspondence and office order file.

(vi)

A statement of the categories of documents that are held by it or under its control:

                                                             Same as at point ‘V’ above.

(vii)

The particulars of any arrangement that exists for consultation with, or representation by, the members of the public in relation to formulation of its policy or implementation thereof;

As  per the directions from the Hon’ble Supreme Court of India dated: 8/05/2009  the representation of the following segments of society is ensured in the Anti-ragging committee in order to help the institution administration in tackling the menace of ragging effectively:

I)                   The representative of Local Civil Administration

II)                The representative of Local Police

III)             The Local Guardians/ Parents

                                          IV)       Representative from Press

(viii)

A statement of a board, councils, committees and other bodies consisting  of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meetings are accessible for public;

Principal is the Head of Institution who has to look after all the activities in the institute. He is assisted by the Head of Department who are to take decision & monitor the activities of their respective department. The main office is headed by office superintendent who control all the ministerial activities. Through the respective incharges are individually responsible for the activities under their control, yet, at times they are to work together in group in the form of a committee to take collective discussion on matter of common interest. The committees are formed by the Principal keeping in view the requirement in each case . A few of the committee which are generally made during the year as a matter of routine are:

1.Purchase committee

2.Anti-Ragging committee

3.Anti-Ragging squad

4.Interview committee

5.Inspection of material committee

6.Disciplinary committee

7.Specifal Purpose Committee e.g. Celebration of Annual function, organization of Sports & Cultural activities  & other  

   occasional celebrations.

(ix)

Directory of its officers and employees.