HR Manual 2020
HR Manual 2020
02-2020
HR MANUAL
PMC/ HR MANUAL/V.02 - 2020
LIST OF CONTENTS
2 Recruitment process 9
3 Orientation Program 14
5 Job descriptions 18
8 Exit procedure 39
10 Code of ethics 45
18 Communication Policy 60
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FOREWORD BY CHAIRMAN OF THE INSTITUTION
PMC Group of Institutions commenced in the year 1996. This Group of Institutions, have
progressed well and will continue to do so in the future, with all your support and
cooperation.
The Management understands the need for guidelines to all staff for a systematic and
sustained growth of the Institution taking care of the needs of students, staff and Society at
large.
The HR Manual of the Institution is prepared to make all the staff working in the Institution
aware of the rules and regulations that governs their working in the Institute.
This manual does not supersede the requirements of the statutory/non-statutory bodies
like AICTE, NAAC, NBA, UGC, ISO, Directorate of Technical Education and any other
relevant body. Thisis second issue of Human Resource Manual. A sincere effort has been
made to create a manual anticipating future needs and issues in a manner easy to
understand for most users.
The Management is committed to help in the interpretation of any policy. All staff are expected
to read the Human Resource Policy Manual in order to know the policy updates made from
time to time.
Updates in the manual will also be informed to staff through circulars as and when required
with the permission of the Management of the Institute and based on statutory
requirements.
Any ambiguity / clarifications / doubts that arise out of the interpretation of the text of this
manual shall be ignored out through the rules and regulations laid down by the Directorate
of Technical Education.
In case of conflict of rules laid down by AICTE and Directorate of Technical Education, a
proper decision on a specific matter is left to the sole discretion of the Management.
The policy document is effective from July 2020. Staff members shall strictly adhere to the
rules and regulations spelled out in this document.
The Management reserves the right to change/modify the policies as and when necessary
and apply their discretion in specific cases
Shri Er. P. PERUMAL, Founder Chairman, Er Perumal Manimekalai Telugu Minority Educational and
Charitable Trust, Hosur.
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1 ABOUT THE INSTITUTION
1.1 OVERVIEW
Established in the year 1996 under the dynamic leadership of Shri. Er. Perumal, Founder
Chairman and bannered by “Er. Perumal Manimekalai Telugu Minority Educational and
Charitable Trust”, the institution is a sunrise hub for providing quality education inthe
region.
PMC TECH has been envisioned to be an institute promoting academic and professional
excellence, nurturing and sustaining conducive ambience for sculpting budding talents into
technology and management leaders of tomorrow and inculcating professional ethics,
cultural values, sensitivity and sense of service towards society.
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1.2 VISION & MISSION
VISION
PMC Tech Polytechnic College shall emerge as a premier Institute for value added technical
education coupled with Innovation, Incubation, Ethics and Professional values.
MISSION
To provide innovative environment to learn, innovate and create new ideas for the
betterment of oneself and society.
QUALITY POLICY
PMC TECH is committed to create Quality Professionals to meet the emerging Industrial
and Social needs through:
Innovative teaching
Institution – Industry Interaction
Placing faith in human values
Meeting regulatory requirements and aiming continual improvement in all
activities.
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1.3 ABOUT Er. PERUMAL MANIMEKALAI POLYTECHNIC COLLEGE
Address of the Institution : NH-7, 17th Km, Hosur – Krishnagiri Highways, Koneripalli,
Hosur – 635 117
Er. Perumal Manimekalai Polytechnic College, established in the year 1996 is approved
by All India Council for Technical Education (AICTE) and Directorate of Technical
Education, Chennai. The college “an ISO 9001:2015 certified Institution” has all
advantageous and state-of-art facilities and provide industry ready employability skills
thereby sculpting budding talents into Technology and Management leaders of Tomorrow.
Strategic location of the Institution is not only the Industrial hub of Hosur, Tamilnadu but
also proximity of Silicon Valley Bengaluru, which is engulfed with Aeronautical,
Automobile, Construction, Information Technology and Mechanical Engineering Industries
largely benefiting the student’s prosperity.
Ever since inception, the college is dedicated to the core of “Promotion of quality
education with basic philosophy summed up as to be a centre of learning, excelling in
academics, which imparts knowledge to its students, encourages staff and students to
actively take up research and development activities and to be an emissary of growth
promotion of ethical values and thus serve the society
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1.4 COURSES OFFERED
Students Intake
S. No Diploma Name of the course
1 Diploma Chemical 60
2 Diploma Computer 60
5 Diploma ECE 60
6 Diploma EEE 60
7 Diploma Robotics 60
8 Diploma Civil 60
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1.5 ORGANISATION CHART
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1.6 HIERARCHY OF REPORTING
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2 RECRUITMENT PROCESS
2. 1. RECRUITMENT PROCEDURE
A circular is sent by the Principal to all staff every year in the month of March for their
willingness to continue their services in the next academic year. Based on the willingness
report, the man power requirement for the next academic year is arrived. Subject to
Management’s approval, the vacancy positions will be filled.
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2.1.4. Scrutiny of applications:
All the applications received will be screened and scrutinized initially by HR and forwarded
to Management. Second level scrutiny will be done by the Management in the presence of
HR and the shortlisted candidates will be called for interview.
The shortlisted candidates from the second round of interview assessment will have
personal interview with the Management along with the Principal.
Probation:
Probation period is applicable for HOD, Lecturer, Non- teaching and supporting
staff.
The probation period will be for one year. During the probation period, the
performance of the staff will be monitored closely on various parameters such as
attendance, performance, approach, attitude etc.
Subject to successful completion of probation period and their performance being
satisfactory, the services of the staff will be confirmed.
The probation period may be extended at the discretion of the Management.
Confirmation:
A confirmation will be issued after successful completion of Probation period.
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2.4. POSITIONS AND PAY SCALE:
All the positions, the scale of Pay and qualifications are as per AICTE/Directorate of Technical
Education, Chennai norms and accordance with 6TH CPC for all staff members.
2.4.1 Pay Structure
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2.4.3.10 Employees are provided free hostel accommodation on request. They
should get priorpermission from Management / Principal/Designated Authority.
2.4.3.10 All members of the staff are eligible for travel allowance, when deputed on
official dutyas per the order of the Principal.
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3 ORIENTATION PROGRAM
Every newly inducted staff shall undergo a formal orientation program by the
orientation team on the joining day after completing the joining formalities.
The orientation team comprises of the following members,
Principal, Head of the department, Management Representative, Domain experts and HR.
Orientation session shall provide all necessary information concerning
The history of the Institution
Policies of the Institution
Importance of conformance with the quality policy, quality objectives
Quality management system
Terms of employment
Duties and responsibilities
Leave rules
Benefits
Career growth opportunities etc.
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4 TRAINING AND DEVELOPMENT
4.1. TRAINING
PMC TECH gives a major focus and attention in the Faculty Development and Training with
the main objective of enhancing the skill sets of the staff. Faculty Development
programs encourage faculty members to gain knowledge on the subject areas and provide
innovative approaches to develop the right educational tools for the teaching - learning
process.
In-house Trainings:
Outbound Trainings:
Department wise documents are then centrally compiled for preparation of the entire
training need identification for the whole institute. The training need identification
document is prepared identifying departmental needs, faculty expertise and also need for
soft skill development.
Following are the sources of input for the Training need Identification.
Performance appraisal
Revision in the syllabus
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Audit findings
Feedback from students
Changes in responsibility
Changes in course contents
Competency Skill assessment etc.,
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4.5. Training Feedback:
A training feedback form will be collected from the participants on the effectiveness of training
as well as the trainer and the evaluation of the participants will be done as per the Training
Evaluation report.
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5 JOB DESCRIPTIONS
Each and every staff in the institution has their job responsibilities and they shall carry all the
tasks assigned to him to the fullest of his ability. The detailed job description shall be issued
along with the appointment order.
Any subsequent changes based on the necessity due to statutory requirements will be
communicated when need arises. Job description sheet will be given to new joinee/
promoted staff on assumption of new position.
Job description sheet as per annexure shall be given to the individual and their signature
will be obtained in token of acceptance.
The following are the positions for whom job descriptions are made:
S. No Position / Post / Designation
1 Director
2 Principal
3 Head of the department
4 Lecturer
5 Tutor
6 Class Incharge
7 Training & Placement officer
8 Admission Coordinator
9 Admission / Exam Assistant
10 Scholarship Assistant
11 Human resources coordinator
12 Accounts officer
13 Cashier
14 Office assistant
15 Despatch assistant
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16 Workshop superintendent
17 Lab technician / lab instructor
18 Lab assistant
19 Librarian
20 Library assistant
21 Physical education director
22 System administrator
23 Store in charge
24 Attenders
25 Maintenance officer
26 Electrician/ plumber
27 Transport manager
28 Transport assistant
29 Hostel warden
30 Deputy warden
31 Mess in charge
32 Mess workers
33 Canteen
34 Security officer
35 Workshop superintendent
36 Lab technician / lab instructor
37 Lab assistant
38 Physical education director
39 System administrator
40 Store in charge
41 Attenders
42 Maintenance officer
43 Electrician/ plumber
44 Transport manager
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45 Transport assistant
46 Hostel warden
47 Deputy warden
48 Mess in charge
49 Mess workers
50 Canteen
51 Security officer
1. DIRECTOR
1. To look after all the Administrative activities.
2. To create an environment for industry institute interaction.
3. To maintain discipline among students and staff.
4. To perform any other special activities assigned by the Management from time to
time.
5. To monitor admission Process.
6. To take care of infrastructure establishments
7. To take care of all students development activities.
2. PRINCIPAL
1. To look after all the Academic activities falling in line with the AICTE, Directorate of
Technical Education (DOTE), Chennai and the Government of Tamil Nadu norms, in
all aspects.
2. To conduct all the Diploma programmes according to the Directorate of Technical
Education, Chennai guidelines.
3. To appoint Faculty Member according to the norms of the AICTE and Directorate of
Technical Education, Chennai.
4. To act as Warden for Gents and Ladies Hostel.
5. To monitor admission and conduct regular class works.
6. To organize placement activities in coordination with Placement officer.
7. To monitor smooth conduct of Quality Management System in accordance with
NAAC, NBA & ISO.
8. To perform any other special activities assigned by the Management from time to
time.
4. LECTURER
1. To co-ordinate with the head of the department in all academic and non-
academic activities
2. To undertake specific and special tasks assigned by the head of the department.
3. To Complete the Syllabus including practical.
4. To closely monitor absenteeism of students and take necessary steps to curtail
absenteeism.
5. To valuate answer script and submit mark statement as per the defined
procedure.
6. To act as invigilators and examiners during the conduct of examinations
7. To shoulder the responsibilities of the head of the department in his / her absence.
8. To guide students on specific task like educational tour, industrial visit, etc.
9. To maintain ethical standards both in and outside the campus on their part and
students.
10. To take additional responsibilities like warden ship, timetable in-charge, Purchase
11. In-charge, maintaining student record, sending progress report, getting student
feedback, Student Counselor / Class in-charges and project guide etc.
12. To attend Faculty Development Program/Refresher courses and Seminar etc. to
upgrade and update their knowledge level continuously.
13. To keep abreast of the state-of-art technologies in their field by utilizing journals
in College library.
14. To grant leave for the students within his/her ambit.
15. To grade individual performance and award internal marks to students objectively.
16. To maintain the course file with lesson plan; ensures that syllabus of each unit is
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covered in time; get the summary of class work and assessment and “Attendance
record” certified by the HOD.
17. To ensure that all Laboratory programs/projects are planned and completed well in
time.
18. To ensure that any arrears in the laboratory programs by any student for any reason,
are taken care of and the students are helped to complete the program immediately.
19. To ensure that all the periodical tests and model examinations for theory and
practical are held as per the calendar.
20. To ensure that the students maintain their notebooks records etc. for the subjects
systematically by making periodical random checks.
21. To ensure that the course delivery is carried out efficiently and effectively preferably
with the support of teaching aids and course files.
22. To ensure that maximum possible references to various board questions are made
possible by widening the scope of question banks in advance to board examination
23. To ensure that students are encouraged and guided properly to participate in
seminars, competitions, projects and visits.
24. To ensure wherever necessary special classes are arranged and make himself /
herself available for the students seeking clarifications and to clear doubts.
25. To assist HOD in getting the exam result analysis, progress report, maintaining
student record and feedback from students etc.
26. To assist HOD in association meetings and assigned committees.
27. To perform any other special activities assigned by the Management from time to
time.
5. CLASS INCHARGE
1. Class in-charge takes the responsibility of the class.
2. Class in-charge advises the student in all matters and helps them in curricular, extra-
curricular, career development and personality related areas by analyzing their
aptitudes, attitudes, talents, problems and offers suitable remedial action. Class in-
charge works as a person between the student and parent on matters pertaining to
them with particular emphasis on studies, attendance, performance and matters of
discipline.
3. Class in-charge keep constant touch with the members of faculty regarding discipline
and academic program of the students.
4. Class in-charge ensures that the results of the periodical tests, model examination
and board examination are collected with analysis and acts on that by conveying to
HODs, Principal and parents.
5. To perform any other special activities assigned by the Management from time to
time.
6. TUTOR
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1. Each Student facilitator takes the responsibility of maximum no. of 20-30 students.
2. Student facilitator advises the student in all matters and helps them in curricular,
extra-curricular, career development and personality related areas by analyzing
their aptitudes, attitudes, talents, problems and offers suitable remedial action.
3. Student facilitator carries out the counseling process the student facilitator
establishes a system of consultation with the HOD and other connected faculty
members and update the relevant information and requirements of his / her
students
4. Student facilitator keeps constant touch with the members of faculty regarding
discipline and academic program of the students.
5. Student facilitator counsels the students in respect of board examination and guide
them for successful performance.
6. Student facilitator helps in spotting of talents among students, direct them to various
activities and monitor their performance and progress.
7. To conduct class committee meeting involving student representatives
8. To identify and organize counseling programs for the students through the Student
Facilitators/ Class in-charges
9. To monitor the remittance of fees by students
10. To perform any other special activities assigned by the Management from time to
time
7. PLACEMENT OFFICER
1. To take responsibility for entire activities related to the students
placement.
2. To coordinate with the industries for providing the vocational training courses to
students.
3. To arrange guest lectures, workshops, seminars, industrial visits & educational
tours for students.
4. To coordinate with the different industries for on-campus and off-campus
interviews of the meritorious students for providing suitable jobs in their
organizations.
5. To interact with different industries for placement opportunities, MOUs, tie ups etc.
6. To interact with different industries for placement opportunities, MOUs, tie ups etc.
7. To organize and conducting On/Off campus interviews and maintaining records for
the placement of students.
8. To perform any other special activities assigned by the Management from time to
time.
8. ADMISSION COORDINATOR
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1. To take care of all admission approval procedure and communicating with
universities in person.
2. To take care of student scholarships like first graduate, SC, ST and MBC scholarships
9. ADMISSION /EXAM ASSISTANT
1. To keep safe custody of all original certificates
2. To close monitor daily attendance.
3. To write Application form register.
14. LIBRARIAN
1. To take responsibility of all the activities pertaining to the college library.
2. To maintain documentation of books, journals, magazines, newspapers, CD’s &
library materials.
3. To prepare a periodical requirement of books and journals to students and Faculty
Member.
4. To maintain and update e-journals and all teaching aids.
5. To keep record of library materials and report to the Principal for any discrepancy.
6. To arrange periodic inventory of library materials.
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1. To takes care of HR policies of the institution inside and outside the college.
2. To conduct Interview as per HODs requirement with college constituted selection
committee support.
3. To take care of staff joining and relieving procedures.
4. To support in NAAC, AICTE official requirements.
5. To maintains the Faculty Member leave records like casual leave, vacation, on duty
& permission.
23. CASHIER
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1. To collection all types of fees.
2. To prepare the challan and remittance in bank
26. ATTENDERS
1. To extend assistance to HODs in the departmental activities as per their superior’s
instruction.
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7. To look into the grievances/complaints of the students if found genuine.
8. To arrange for First-Aid in case of any emergency and arrange for
hospitalization of student/staff.
33. DEPUTY WARDEN
1. To assist the Warden in discharging his duties and to act as warden during his
absence.
2. To supervise the discipline of students during study hour, silence hour and in
dining hall.
3. To admit students and allocate living rooms through lot system.
4. To create homely atmosphere inside the hostel.
5. To coordinate the activities of the sub-wardens.
6. To ensure prompt housekeeping.
7. To ensure Health Care and Welfare activities for the inmates.
8. To enforce the rules and regulations of hostel without any bias.
9. To Conduct Hostel Representative meeting and discuss the issues every month
second Wednesday.
10. To grant permission, leave to stay inside or to go outside the hostel campus.
11. To ensure approved remedial measures for defaulting students.
34. MESS INCHARGE
1. To take in-charge of the kitchen store-room.
2. To maintain hostel account and records.
3. To purchase quality food materials at competitive prices.
4. To distribute the cooking materials to mess workers.
5. To prepare bills and passing them for payment.
6. To verify carpentry, plumbing, electrical related work and related issues in the
hostel.
7. To supervise water facilities.
8. To supervise the dining hall during breakfast, lunch and dinner.
9. To control and minimize food wastage and to ensure safe disposal of food waste
10. To prepare the mess bill.
11. To supervise the mess workers and sweepers.
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12. To supervise the cleanliness in and around the hostel.
35. MESS WORKERS
1. To prepare and serve food for the student and staff in the hostel as per plan.
2. To take up preventive maintenance of kitchen equipment
3. To maintain housekeeping of the dining hall
36. SECURITY OFFICER
1. To take responsibility of all security related activities of the College premises.
2. To ensure Gate Entry of students, teaching & non-teaching members and any other
contract workers inside the campus.
3. To monitor Material movement in and out of the premises. To monitor the persons
inside the campus.
4. To verify the ID Cards of students.
5. To ensure visitors enter their details in the Visitors register and issue the Visitor ID.
6. To ensure the Contract laborers wear Contract badge during working hours.
7. To ensure safety & security of the inmates of hostel.
8. To prevent entry of unauthorized persons at any point of time.
9. To have contacts with local police station / fire station.
10. To act fast in any kind of emergency situation.
11. To execute any special activities related to Security assigned by Management
from time to time.
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6 ATTENDANCE AND LEAVE POLICY
Leave is a privilege and not a right: It may be refused or revoked by the authority
empowered to grant it. It would, however, generally be granted unless the exigencies of
service so demand.
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Staff can avail one day casual leave for every completed month.
Staff availing maternity leave shall intimate at least three months in advance or in a
manner such that it does not affect the regular.
The Principal/Designated Authority shall have the right to cancel the leave
sanctioned earlier, for any emergency work in the college.
National & Festival Holidays are applicable as notified by Govt. of Tamilnadu.
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6.3.3 Leave sanction procedure:
All staffs are required to make alternate arrangements in advance before availing leave.
Teaching faculty shall take authentication from the reporting authority in the Leave form
(PMC /HR/LA/05) and submit the same to the Principal for approval.
In case of non-teaching staff, the leave approval shall be obtained from the HOD.
i. Duty leave (DL):
An activity of a staff which can bring recognition to the Institute may be considered for
grant of this leave.
Duty leave may be granted for one or more of the following purposes:
To deliver academic lecture
To work on behalf of the College or to attend technical workshops/symposium of
National/International level.
To read/present a research paper in a Conference/ Symposium of
National/International level.
To attend selection committee or other such like committee meetings provide they
are convened by a statutory body/board recognized by the Government.
To inspect academic institutions attached to a statutory body or a
boardrecognized by the Government.
Any activity related to brand building.
The duty leave will be subject to the following conditions:
A written request from the competent authority.
Request has been accepted for presentation and a communication to this effect
received in writing/mail.
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When staff members go for examination work for Universities other than allotted by
DOTE, OD will not be granted.
Staff members are permitted to go on ‘On Duty’ for academic works of the colleges
such as Board of Studies, Academic Council, Staff selection Committee, Accreditation
committee, Resource person for other colleges and other committee/Council formed
related to the works of AICTE/ other prescribed bodies etc., after obtaining prior
written permission from the HOD and the Principal.
Staff members availing OD are entitled to draw the salary in full for the entire period
of OD.
The faculty availing OD is permitted to enjoy the remuneration given by the board or
any other academic bodies.
In all the cases, prior written permission has to be obtained from the Principal through
HOD.
iii. On duty sanction procedure:
All staffs are required to make alternate arrangements in advance before availing
On duty. Teaching faculty shall take authentication from the reporting authority and
submit the same to the Principal for approval.
In case of non-teaching staff, the leave approval shall be obtained from the HOD.
iv. Maternity Leave:
Female staff members are entitled to avail Six months of maternity leave.
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7
EMPLOYEE PERFORMANCE APPRAISALS, PROMOTIONS &
TRANSFER
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7.3. Promotion Process:
A promotion is the shift of a staff from one position to another with more
responsible duties or requiring more skills.
All promotions shall be considered on the basis of merit- cum –seniority basis or as
decided by the management from time to time,
Those who are promoted shall be fitted in the Scale of Pay applicable to that
category.
All decisions on promotions shall be taken up from the month of June every year
All cases of promotions satisfying the above norms and those prescribed by the
AICTE will be considered, subject to the requirement of the department and
discretion of the Management.
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8 EXIT PROCEDURE
8.1.3 Retirement
The retirement age for Teaching faculty and non-teaching staff is 58 years.
8.1.4 Abandonment of services
Continuous absence for more than ten days to duty without prior permission or
sanction of leave is deemed as abandonment of service on their own decision.
8.1.5 Termination
Any Staff who violates the code of conduct of the institution will be subjected to
disciplinary action procedure and if found guilty of charges, will be subject to
termination.
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8.2. HANDING OVER PROCESS
After acceptance of resignation letter by the Management, the resigned staff shall
hand over charge to the appropriate person on consulting the Head of the
department.
HR is responsible for initiating necessary action to ensure that all institute property
and equipment’s are returned safely and a ‘No Dues Certificate’ is obtained from all
concerned departments.
After proper handing over, the relieving order and service certificate will be issued
for the staff, except in case of termination.
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9 CODE OF CONDUCT AND DISCIPLINARY PROCEDURE
The Code of Conduct offers guidance to its staff on standards of integrity and good conduct.
All members shall follow the rules and regulations and standards of courtesy, conduct,
cooperation, ethics and etiquettes as expected by the institute.
Every member of the Institute
1. Shall foster an environment which reflects the college values of Caring, Learning,
Integrity and Respect, adhering to high ethical standards while performing their
duties.
2. Shall be familiar with the college policies relevant to their responsibilities and conduct
themselves in a manner consistent with those policies.
3. Shall promote and support a respectful, inclusive and safe work environment where
everyone is treated with respect and dignity.
4. Shall act with transparency and impartiality.
5. Shall act in a professional manner which includes meeting obligations, being
truthful, being cooperative and maintaining integrity in their work and politeness in
their conduct and communications.
6. Shall present them in a professional manner including appropriate dress and
personal appearance in keeping with the nature of the work they perform and the
public image of the college they represent.
7. Shall contribute to a healthy and safe workplace by complying with all safetynorms
by taking all reasonable precautions to ensure their own safety and that of others.
Breaches of College policies, including the Code of Conduct, may result in disciplinary
action up to and including termination as defined in the Disciplinary policy and
procedures.
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Following are examples of MISCONDUCTS, which are unacceptable to the institute and will
result in disciplinary action or termination of employment
1. Insubordination
2. Theft
3. Conviction of a offence involving moral turpitude
4. Bringing discredit to the institute
5. Falsifying, grafting or forging of any record, report or information
6. Discourteous behavior
7. Any other misconduct interfering with performance of job tasks
8. Unauthorized absence
9. Sleeping on duty
10. Negligence of duty
11. Favoritism
12. Misusing college properties
13. Willful damage to equipment or property of the institute
14. Continued failure to perform assigned duties
15. Habitual absence or tardiness
16. Job abandonment
17. Disclosing confidential information about the institution
18. Extending Unauthorized support to other institutions
19. committing sexual harassment
The concerned staff will be informed about the nature of complaint / charges
alleged against him, either orally or in writing (depending upon the situation).
The concerned staff has required to give explanation to the complaint /charges,
either orally or in writing (depending upon the situation).
Statement of witnesses (from the side of concerned staff and also from Institution)
to be recorded either orally or in writing.
A thorough investigation will be done by the disciplinary committee.
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Finally, after examination of both sides, the disciplinary committee will give afinding
in writing stating whether the charges against the concerned staff areproved or not
proved.
The Management will review the enquiry investigation, statements and findings, andother
related documents and finally come to conclusion about the punishment to beawarded to
the concerned staff.
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10 CODE OF ETHICS
10.1. Objectivity:
Strive to avoid bias in experimental design, data analysis, data interpretation, peer
review, personnel decisions, and other aspects of research where objectivity is expected or
required. Avoid or minimize bias or self-deception. Social conventions play an important
role in establishing the reliability of scientific knowledge
Honor patents, copyrights, and other forms of intellectual property. Do not use
unpublished data, methods, or results without permission. Give proper acknowledgement
or credit for all contributions to research. Never plagiarize.
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Papers that are well organized and well written, with clear statements regarding
how the findings relate to and advance the understanding/development of the
subject
Papers that are concise and yet complete in their presentation of the findings
Papers that are routine extensions of previous reports and that do not appreciably
advance fundamental understanding or knowledge in the area
Incremental / fragmentary reports of research results
Verbose, poorly organized, papers cluttered with unnecessary or poor quality
illustrations
Research misconduct means Fabrication, Falsification, or Plagiarism (FFP) in
proposing, performing, or reviewing research, or in reporting research results
Plagiarism is the appropriation of another person's ideas, processes, results, or
words without giving appropriate credit
Misrepresentation of research findings - use of selective or fraudulent data to
support a hypothesis or claim
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11 DRESS CODE POLICY
Institution expects its staff to follow a dress code which helps them to work comfortably at
the workplace and at the same time project a professional image for students, staff and the
community.
Hence, it is essential that all staff take pride in her/his appearance and maintain proper dress
code and general appearance during office hours. Staff members are expected to dress neatly
and, in a manner, consistent with the nature of the work performed.
General code:
All staff members shall wear ID cards during working hours.
All staff should cut and keep their nails clean.
All staff should wear minimum ornaments.
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12 FINANCIAL ASSISTANCE POLICY
12. 1. Guidelines
i. These guidelines will be applicable to all the employee of the Institute, when they
are deputed for attending Conference/ workshop/ FDP/ STTP.
ii. Daily allowance (DA) shall be paid if the absence from the institute is 8 Hours or
more, inclusive of journey time.
iii. If the absence is less than hours, DA is not permissible. If the absence is more than
8n hours but less than 12 hours only 50% DA will be paid. For absence more than 12
hours full DA will be paid.
iv. In case the boarding and lodging is provided by the Institute an employee will be
eligible for 25% DA.
v. If the boarding and lodging is provided by organizer of an event, seminar, workshop,
conference etc. No TA/DA will be provided. If only part of expenses is reimbursed by the
organizer, an employee is eligible for reimbursement after deducting the expenses
reimbursed by organizers, as per his/ her entitlement. The Registration fees as per the
clause will be permissible.
Clause Region Percentage
I Inside District 50%
II Outside District 100%
vi. Travelling allowance /DA/Conveyance allowance shall not be allowed for person joining
the institute on their appointment or for return journey on their retirement/
resignation.
vii. Travelling expenses, DA, Conveyance and lodging expenses may or may not be
approved by management when the candidate is called for an interview. It shall be
decided on case to case basis.
viii. All official journeys shall be authorized by competent authority with justification for
the same.
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ix. Tour advance shall be paid to the employee who shall fill the tour advance format
and on approval by the Head of the Institution.
x. Tour advance will not be paid to an employee who has not settled earlier tour
advance.
xi. The employee shall submit his/her tour report and tour bills in an approved format.
xii. Tour bills should be submitted and settled within 6 days of completing the official
tour and report back to work. In case the tour bill is not settled within the stipulated
time, the amount paid as tour advance will be recovered from the immediate month
salary. Subsequently, when the employee submit claim along with justification for
nor doing so within stipulated time and if the HOI is satisfied with the explanation,
they shall recommend the case for the accounts department to settle the claim as
per the entitlement.
xiii. Late submission of tour bill will be considered as misconduct.
Expenses incurred to carry out official work in case employee use their own vehicle will be
reimbursed as under:
Four Wheeler: Rs. 6.00 per KM
Two-Wheeler: Rs. 2.50 per KM
Note:
The work assigned should be approved by the HOD with justification and
approved by the Principal.
The employee should fill the local conveyance form and obtain signature of HOD
for reimbursement of such expenses. The bill shall be approved by Accounts.
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12.4. Food expenses
An employee is entitled for food expenses while on duty outside the campus during lunch
hours or at late night (Beyond 8.00pm) as under:
Grade I: As actual Grade II: Rs. 120/- Grade III: Rs. 90/- Grade IV: Rs. 65/-
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13 IT POLCIY AND GUIDELINES
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The staff may use approved PMC TECH links to other computing facilities which they
are authorized to use. When using external facilities, the staff must also abide by
their rules or code of conduct.
Staff who break this code of conduct may find themselves subject to PMC TECH's
disciplinary action.
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14 PROHIBITION OF ALCOHOL, TOBACCO, AND
DRUG
The PMC Tech aims to be an environment free of alcohol, tobacco use and drugs.
The Management considers a violation of this policy as a very serious matter.
Any who violates this policy may be subject to disciplinary action, including
termination
For purpose of this policy, the workplaces and facilities mean the institution
premises, Classrooms, laboratories, workshops, grounds, administrative building
and offices, athletic facilities, auditoriums, hostels, canteen, vehicles (including
vehicles used to transport students and staff)
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15 SEXUAL HARASSMENT POLICY
Commits to protect women a safe environment at their workplace i.e., PMC TECH
institution by creating and maintaining the educational, working and living
environment free from sexual harassment, free of gender based discrimination.
Ensures equal access of all facilities and participation in activities of the college
Ensures the implementation of the anti-sexual harassment policy in letter and spirit
through proper reporting of the complaints and their follow-up procedures.
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15.3 Duties of management:
The Internal committee shall consist of a minimum of four members in which fifty
percentage shall be women.
The Presiding officer shall be a woman at senior level staff.
Any aggrieved woman can file a complaint of sexual harassment to internal committee.
Before initiating the enquiry, Committee can council between the parties.
If conciliation is not possible, the committee shall enquire the complaint and give
both parties a chance of hearing and completion of enquiry. Lawyer is not allowed.
After enquiry, the committee shall prepare their report to employer and the
concerned parties.
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The employer will act on the report. If the victim is dissatisfied with the findings of
the committee, she can appeal to a Court.
Committee is responsible to submit an annual report on the no. of cases that arose
and got settled during the year to the employer and the employer is mandated to
include such information in its Annual report.
Transfer to the victim or respondent to any other workplace or Grant of leave to victim
during the pendency of enquiry or Restraining respondent from attending the workplace.
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16 GRIEVANCE REDRESSAL POLICY
STAGE ACTION
Stage I: Students can report their grievance to the Class Coordinator or Class
Representative.
Stage II: If the grievance is not redressed at Stage I, the student shall refer the
matter to the to the Class Teacher
Stage III: Further the grievance which could not be resolved at Stage II shall be
resolved by the respective HOD.
Stage IV: The grievance which could not be redressed at Stage III shall be
addressed to Grievance Redressal Committee of the College.
Stage V: If the grievance couldn’t be solved at Stage IV, the final decision
regarding the grievance is vested in the hands of the Principal of the
College.
Stage VI: The matter which could not be resolved at Stage V shall be referred to
Management for further procedure.
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FLOW CHART OF GRIEVANCE REDRESSAL PROCESS OF STUDENTS
Class Teacher
Grievance Committee
Principal
Management
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17 ENVIRONMENT, HEALTH AND SAFETY POLICY
Design, manage and operate our facilities to maximize safety, promote energy
efficiency and protect the environment.
Provide and maintain a Safe and Healthy environment to all our staff, students,
visitors and our neighborhood.
Ensure that all the applicable statutes, local rules, acts and regulations are compiled
with.
Train all the staff and students periodically and inform about the hazards to which
they are exposed and Safety measures to be taken.
Give high priority for the required resources to protect Environment, Health and
Safety.
Reduce waste, conserve energy and promote recycling of materials wherever
possible.
Investigate all accidents/near misses thoroughly for its root cause to avoid
recurrence.
Measure Environment, Health and Safety performance constantly through
periodical audits of each facility for continuous improvements.
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18 COMMUNICATION POLICY
PMC Tech recognizes that “effective communication” is essential in order to provide good
service and to fulfill the standards of service set by the Institution.
This communication policy aims to outline our commitment to effective communication
by documenting the ways in which we communicate with our internal and external
stakeholders on our communication objectives and our on-going endeavor to listen to and
respond to our stakeholders through active consultation and feedback.
i. Internal communication
Print media: newspaper articles and supplements, fliers’ web-based
communication, Magazines, College periodicals, Circulars and notifications
ii. External communication
E-mail and website, Public lectures,
Meetings - Meetings with collaborating institutions and organizations,
staff meetings and management meetings, Corporate Advertising
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19 DEPARTMENT PURCHASE AND MAINTENANCE POLICY
A. Consumables:
Soon after the last day of classes of an academic year, the staff in – charge of each lab should
assess the requirement of lab consumables for the next academic year taking in to account
the consumption in the previous semester. The HOD of the department concernedhas to
give a list of consumables required for the next academic year to the Management though
Principal
B. Non consumables:
The HOD as soon as realizing the need for the equipment’s (including furniture) for the
next year has to initiate a proposal to the management for procurement of the same,
through the Principal.
After the approval, the purchase committee will call for quotations.
On receipt of quotations the HOD has to prepare a comparative statement.
If required, vendors may be called for negotiations by the management.
The purchase order will then be issued to the selected vendor by the management
on the recommendation of purchase committee.
A copy of the purchase order will be sent to the Principal / HOD of the concerned
department.
After purchase are over and the items are received by the department, the HOD has
to certify that the items have been received in good / working condition.
Enter the details into the consumables / non – consumables stock register as the
case may be and pass the bill for payment within a week of the receipt of the
consumables / non - consumables.
Bill may be sent to management through the Principal.
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C. Stationery
Soon after the last day of classes of an academic year the HOD should assess the
requirement of stationery needed for the administration of their department.
After the consolidation of the requirement and approval, the management will take
action for the bulk purchase of the stationery needed for the entire institution.
After procurement, the stationery required for each department will be distributed
from the office.
Special indent for stationery in bulk for specific purpose such as conduct of workshops
/ conferences / seminar etc., has to be given by the HOD to the office well in advance
(at least 10 days before the proposed date)
While preparing the special indent the actual use of stationery during last similar
occasion should be taken into account as a basis.
As soon as the purpose for which the stationery has been obtained is over, the
unutilized portion has to be returned to the office by the HOD concerned. The
stationery obtained for a specific purpose shall not be used for normal work of the
department.
The staff in-charge is nominated among the members of the department. He/she will
be in-charge of the concerned lab of the department. At times it is seen that
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technical assistant is taking final decision about receipt of stock. It should be avoided.
Whenever a new staff member takes over the staff in-charge of a lab, he/she should
take charge of the lab from his/her predecessor after verifying the entries of the
stock registers. If there is any discrepancy, the fact should be reported immediately
through the HOD to the Principal.
If a staff member who is in-charge of the particular lab is on a long leave, the HOD should
make the alternative arrangements immediately to entrust the stock to another staff
member. The newly entrusted staff member shall take possession of all the stocks
immediately and the HOD has to report the fact to the Principal.
Any breakage (or) damage of an item during its use should be immediately recorded
in the stock register against that item in the remarks column. This should include the
reasons for the damage and any breakages fees to be collected from the staff
member/student whoever is responsible for the damage. In case of expensive items,
the matter should be reported to the principal immediately for the recovery of the
breakage fees. For expensive items the breakage fees should be collected after the
practical classes are over for the concerned semester.
Similarly, loss of any item should also be entered in the register and reported to the
principal for recovery of the cost from person responsible for the loss.
After the recovery of the costs and on the specific orders from the principal the item
lost / damaged item has to be removed from the stock register.
If any old item is beyond repair and cannot be put into use, the same also can be
condemned after obtaining approval from the principal. This has to be entered in
the stock register.
Non transfer of an equipment / material from one lab to another lab (even within
the same department) should take place without prior permission of the principal.
As and when such a transfer is made, a note should be made in the respective stock
registers of the lab against the item regarding the date of issue, date of receipt and
other relevant particulars.
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If any equipment is not functioning within the guarantee period, the company may
be pulled up for rectification, and it must set right at the earliest possible.
Periodic service and maintenance / calibration of the equipment’s / machineries is
amust.
Surprise stock checks have to be carried out to by HOD in his / her department at
least once in a year, the principal (or) any member of the management may also
conduct surprise checks.
Apart from surprise checks annual verification has to be carried out by the staff
members deputed from other department by the principal before the end of the
academic year.
Discrepancy if any noticed during stock verification should be reported to the
principal immediately for further action.
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