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Transparency Audit

A FRAMEWORK FOR TRANSPARENCY AUDIT

The RTI Act under section 4 provides a comprehensive framework for promoting openness in the functioning of the public authorities.

While Section 4(1) (a) provides a general guideline for record management, so that the information could be easily stored and retained, the sub-sections b, c and d of Section 4 relate to the organizational objects and functions. Sub-sections (b), (c) and (d) of Section 4 of the RTI Act and other related information can be grouped under six categories; namely, 1-organsiation and function, 2- Budget and programmes, 3- Publicity and public interface, 4- E. governance, 5- Information as prescribed and 6. Information disclosed on own initiative.

1.                 Organization and Function

 

S. N

o.

Item

Details of disclosure

Remarks/ Reference Points (Fully

met/partially met/ not met- Not    applicable will be treated as fully

met/partially met)

1.

1

Particul ars     of its organis ation, functio ns    and duties [Section 4(1)(b)

(i)]

(i)

    Name    and

address    of the Organizatio

n

PUSA INSTITUTE OF TECHNOLOGY, PUSA, NEW

DELHI

(ii)

Head of the organizatio

n

Dr. O.P. Singh

(iii)

Vision, Mission and Key

objectives

Annexure-I

(iv)

Function and duties

Annexure-I


 

 

(v)       Organizatio n Chart

Annexure-I

(vi)      Any     other

details-the genesis, inception, formation of                the

department and                the HoDs   from time to time as well as the committees

/ Commission s constituted from     time

to          time

have     been dealt

Annexure-I

1.

2

Power and duties of      its officers and employ ees [Section 4(1)

(b)(ii)]

(i)   Powers            and duties of officers (administrative, financial          and

judicial)

Annexure-II

(ii) Power and duties of                      other

employees

Annexure-II

(iii) Rules/        orders

under          which powers and duty are derived and

Annexure-III

(iv) Exercised

Annexure-III

(v) Work allocation

Annexure-III

1.

3

Proced ure followe d         in

decisio n making process [Section 4(1)(b)

(i)   Process              of decision making Identify            key decision making

points

Annexure-III

(ii)  Final        decision making authority

Annexure-III

(iii) Related provisions,                            acts,

rules etc.

Annexure-III


 

(iii)]

(iv) Time     limit     for taking a decisions, if

any

Annexure-IV

(v)  Channel of

Supervision and accountability

Annexure-III

1.

4

Norms for dischar ge       of functio ns [Section 4(1)(b)

(iv)]

(i)   Nature of functions/   services offered.

 

(ii) Norms/

standards for functions/

service delivery

 

(iii) Process by which these services can

 be accessed

Annexure-III

(iv) Time-limit        for

achieving the targets

Annexure-IV

(v)  Process of

Redress of grievances

Annexure-I

1.

5

Rules, regulati ons, instruct ions manual and records for dischar ging functio ns [Section 4(1)(b)

(v)]

(i) Title and nature

of the record/ manual

/instruction.

Annexure-V

(ii)  List of Rules,

regulations, instructions manuals and records.

Annexure-V

(iii) Acts/Rules

manuals etc.

Annexure-V

(iv) Transfer     policy

And transfer orders

 

1.

6

Categor ies of docume nts held by    the

authorit

(i) Categories         of documents

Annexure-VI

(ii)     Custodian    of documents/categories

Annexure-VI


 

y under its control

 

[Section 4(1)(b)

(vi)]

 

 

1.

7

Boards, Council s, Commit tees and other Bodies constitu ted     as

part    of the Public Authori ty [Section 4(1)(b)

(viii)]

(i)      Name             of Boards, Council,

Committee etc.

Annexure-VII

(ii)     Composition

Annexure-VII

(iii)   Dates         from which

constituted

Annexure-VII

(iv) Term/ Tenure

Annexure-VII

(v)     Powers       and functions

Annexure-VII

(vi) Whether their meetings are open to the public?

Annexure-VII

(vii) Whether the minutes of the meetings are open to the

public?

Annexure-VII

(viii) Place  where the minutes if open to the public are

available?

Annexure-VII

1.

8

Directo ry       of

officers and employ ees [Section 4(1) (b)

(ix)]

(i)      Name          and designation

Annexure-VIII

(ii)     Telephone , fax and email ID

Annexure-VIII

1.

9

Monthl y Remun eration

receive

(i)      List                 of employees with          Gross monthly

remuneration

 


 

d        by

officers & employ ees includin g system of compen sation [Section 4(1) (b)

(x)]

(ii)     System           of compensation as provided in its regulations

 

1.

1

0

Name, designa tion and other particul ars     of public informa tion officers

 

[Section 4(1) (b)

(xvi)]

(i)     Name           and designation    of the           public information officer     (PIO), Assistant Public Information (s) &        Appellate Authority

Sh. Naveen Makhijani, I/C Civil

(ii)    Address,

telephone numbers     and email      ID     of each

designated official.

9810346659,

naveen21667 @gmail.com

1.

1

1

No.     Of employ ees against whom Discipli nary action has been propose d/ taken

 

(Sectio n 4(2))

No. of employees against             whom disciplinary action has been

 

(i) Pending  for Minor penalty or major             penalty proceedings

 

(ii)       Finalised    for

Minor penalty or          major penalty proceedings

 


 

 

 

 


1.

Progra

(i)     Educational

programmes

 


1

mmes


2

to


(ii)    Efforts            to encourage public authority        to participate     in these programmes

 


 

advanc


 

e


 

underst


 

anding


 

of RTI


 

 

(Sectio n 26)


(iii)  Training         of CPIO/APIO

 


 

 

(iv)   Update            & publish guidelines     on RTI      by      the Public Authorities concerned

 


1.

Transfe

 

 


1

r policy


3

and


 

transfer


 

orders


 

[F     No.


 

1/6/20


 

11-     IR


 

dt.


 

15.4.20


 

13]



2.                 Budget and Programme

 

S.

No.

Item

Details of disclosure

Remarks/ Reference Points (Fully met/partially met/ not met- Not applicable will be treated as fully met/partially

met)

2.1

Budget    allocated to    each    agency including            all plans,      proposed expenditure     and reports               on disbursements made etc.

[Section 4(1)(b)(xi)]

(i)     Total Budget for the public authority

 

(ii)    Budget for each agency and plan & programmes

 

(iii) Proposed expenditures

 

(iv)   Revised   budget   for                                        each agency, if any

 

(v)    Report   on disbursements made and place where the

related         reports                     are available

 

2.2

Foreign            and domestic tours

(F. No. 1/8/2012- IR dt. 11.9.2012)

(i)     Budget

 

(ii)                     Foreign and domestic Tours by ministries and officials of the rank of Joint Secretary to the Government and above, as well as the heads of the Department.

a)           Places visited

b)           The period of visit

c)            The number of members in the official delegation

d)           Expenditure on the visit

 

 

 

(iii)             Information      related to procurements

a)                            Notice/tender enquires,         and corrigenda        if any thereon,

b)                            Details of the bids awarded comprising the names of the suppliers of goods/ services being procured,

c)                            The works contracts concluded – in any such combination of the above-and

 


 

 

d) The rate /rates and the total amount at which such procurement or

works contract is to be executed.

 

2.3

Manner               of

execution                             of subsidy programme [Section 4(i)(b)(xii)]

(i)        Name of the programme of activity

 

(ii)       Objective         of                         the programme

 

(iii)      Procedure      to                        avail benefits

 

(iv)      Duration         of         the

programme/ scheme

 

(v)       Physical    and                  financial targets           of                   the

programme

 

(vi)      Nature/ scale of subsidy

/amount allotted

 

(vii)     Eligibility     criteria                     for grant of subsidy

 

(viii)    Details of beneficiaries of subsidy programme

(number, profile etc)

 

2.4

Discretionary and non-discretionary grants [F. No. 1/6/2011-IR dt.

15.04.2013]

(i) Discretionary and non- discretionary grants/ allocations to State Govt./                      NGOs/other

institutions

 

(ii)       Annual accounts of all legal entities who are

provided      grants                     by public authorities

 

2.5

Particulars          of

recipients                           of concessions, permits                               of authorizations granted    by                  the public authority [Section 4(1) (b) (xiii)]

(i) Concessions, permits or authorizations granted by public authority

 

(ii)                                For each concessions, permit or authorization granted

a)    Eligibility criteria

b)    Procedure       for getting the concession/ grant and/ or

permits                    of

authorizations

c)     Name and address of the recipients given concessions/

permits                    or

authorisations

 


 

 

d) Date of award of concessions /permits of authorizations

 

2.6

`CAG & PAC paras [F No. 1/6/2011- IR dt. 15.4.2013]

CAG and PAC paras and the action taken reports (ATRs) after these

have been laid on the table of both houses of the parliament.

 

 

 

3.                 Publicity Band Public interface

 

S. No.

Item

Details of disclosure

Remarks/ Reference Points (Fully met/partially met/ not met- Not applicable will be

treated as fully met/partially met)

3.1

Particulars for any arrangement for consultation with or representation by the members of the public in relation to the formulation of policy                       or

implementation there of

 

[Section 4(1)(b)(vii)]

 

[F No 1/6/2011-IR dt. 15.04.2013]

Arrangement                     for consultations with or representation by the members of the public

(i)        Relevant       Acts, Rules, Forms and other documents which               are normally accessed           by

citizens

 

(ii)              Arrangements

for    consultation with                   or

representation by

a)            Members     of the public in policy formulation/ policy implementati on

b)           Day & time allotted for visitors

c)             Contact

details          of Information & Facilitation Counter  (IFC)

to        provide

 


 

 

publications frequently

sought by RTI applicants

 

Public- private partnerships (PPP)

(i)        Details of Special Purpose    Vehicle

(SPV), if any

 

(ii)

Detailed    project reports (DPRs)

 

(iii)

Concession

agreements.

 

(iv)

Operation       and maintenance

manuals

 

(v)

Other documents generated as part of                      the

implementation

of the PPP

 

(vi)

Information relating to fees, tolls, or the other kinds of revenues that      may      be collected     under authorisation from                 the

government

 

(vii)

Information relating              to

outputs           and outcomes

 

(viii)

The    process    of the selection of the private sector party (concessionaire

etc.)

 

(ix)

All           payment made under the

PPP project

 

3.2

Are   the   details          of policies / decisions, which affect public, informed to them [Section 4(1) (c)]

Publish all relevant facts while                   formulating important policies or announcing decisions which affect public to make the

process more interactive;

 


 

 

(i)

Policy decisions/ legislations taken in the previous one year

 

(ii)

Outline             the Public consultation process

 

(iii)

Outline             the arrangement for consultation before

formulation       of policy

 

3.3

Dissemination of information widely and in such form and manner which is easily accessible to the public

[Section 4(3)]

Use of the most effective means of communication

(i)        Internet (website)

 

3.4

Form of accessibility of                information manual/ handbook [Section 4(1)(b)]

Information manual/handbook available in

(i)        Electronic format

 

(ii)

Printed format

 

3.5

Whether information manual/ handbook available free of cost or not

[Section 4(1)(b)]

List of materials available

(i)        Free of cost

 

(ii)

At a reasonable cost       of       the

medium

 


4.                 E. Governance

 

S .No.

Item

Details of disclosure

Remarks/ Reference Points (Fully met/partially met/ not met- Not applicable will be treated as fully met/partially

met)

4.1

Language in which Information Manual/Handbook Available

[F No. 1/6/2011-IR dt. 15.4.2013]

(i) English

 

(ii) Vernacular/    Local Language

 

4.2

When      was      the information Manual/Handbook last updated?

[F No. 1/6/2011-IR dt 15.4.2013]

Last     date     of     Annual updation

 

4.3

Information available                in electronic form [Section 4(1)(b)(xiv)]

(i)  Details                   of information available                               in

electronic form

 

(ii) Name/ title of the

document/record/ other information

 

(iii)Location         where

available

 

4.4

Particulars of facilities available to citizen for obtaining information [Section 4(1)(b)(xv)]

(i) Name & location of the faculty

 

(ii) Details                   of information made available

 

(iii)Working hours of

the facility

 

(iv) Contact person & contact          details (Phone, fax email)

 

4.5

Such                 other information as may be            prescribed under section 4(i) (b)(xvii)

(i)        Grievance redressal mechanism

 

(ii)       Details             of applications received under RTI                      and

information

 


 

 

provided

 

(iii)      List                   of completed schemes/ projects/

Programmes

 

(iv)      List                   of schemes/ projects/ programme

underway

 

(v)       Details     of    all contracts entered        into including name of                   the

contractor, amount            of

contract        and

period             of completion      of

contract

 

(vi)      Annual Report

 

(vii)     Frequently

Asked Question (FAQs)

 

(viii)        Any            other information such as

a)  Citizen’s Charter

 

b) Result Framework Document

(RFD)

 

c) Six monthly reports on the

 

d) Performanc e    against    the benchmarks set in the Citizen’s

Charter

 

4.6

Receipt & Disposal of RTI applications & appeals [F.No 1/6/2011-IR dt.

15.04.2013]

(i)        Details             of applications received       and

disposed

 

(ii)       Details             of appeals

 


 

 

received       and orders issued

 

4.7

Replies                  to

questions asked in the parliament [Section

4(1)(d)(2)]

Details of questions asked and replies given

 


5.                 Information as may be prescribed

 

S. No.

Item

Details of disclosure

Remarks/ Reference Points (Fully met/partially met/ not met- Not applicable will be treated as fully met/partially

met)

5.1

Such              other information as may be prescribed [F.No. 1/2/2016- IR dt. 17.8.2016, F No. 1/6/2011-IR dt. 15.4.2013]

(i)

Name & details of

(a)  Current CPIOs & FAAs

(b)  Earlier CPIO & FAAs from 1.1.2015

 

(ii)

Details of third party audit of voluntary disclosure

 

 

 

 

(a)  Dates     of audit carried out

(b)  Report     of the audit carried out

 

 

(iii)

Appointment                   of Nodal Officers not below the rank of Joint                   Secretary/ Additional HoD

 

 

 

 

(a)  Date                    of

appointment

(b)  Name                   &

Designation of the officers

 

 

(iv)

Consultancy committee     of               key stake               holders                   for advice on suo-motu disclosure

 

 

 

 

(a)  Dates from which constituted

(b)  Name                   &

Designation of the officers

 

 

(v)

Committee                                  of PIOs/FAAs with rich experience in RTI to identify frequently

 


 

 

sought     information under RTI

 

(a)  Dates from which constituted

(b)  Name                   &

Designation of the Officers

 


6.                 Information      Disclosed       on       own Initiative

 

S. No.

Item

Details of disclosure

Remarks/ Reference Points (Fully met/partially met/ not met- Not applicable will be treated as fully met/partially

met)

6.1

Item / information disclosed so that public have minimum

resort to use of RTI Act to obtain information

 

 

6.2

Guidelines          for                            Indian Government Websites (GIGW) is followed (released in February, 2009 and included in the Central Secretariat Manual of Office Procedures (CSMOP) by Department of Administrative Reforms and Public Grievances, Ministry of Personnel, Public Grievance and Pensions, Govt. Of India)

(i)                Whether STQC certification obtained and its validity.

(ii)              Does       the website show the certificate on           the

Website?

 


 

 

 

 

 

 

Annexure-I

 

Particulars of organization, functions and duties ( Section 4(1) (b) (i) )

Aims & Objectives of the Organisation

 

·         To provide technically trained professionals suited to the varied need of the industry.

·         To impart technical education and develop technical skills through various courses of studies at diploma level i.e. Automobile, Civil, Civil Engg. with specification in Construction Engg., Electrical, Electronics & Communication, Mechanical Engg., Printing Technology, Sc. & Hum.

 

Our vision and Mission

 

·         To develop interaction with the industry to generate and provide trained technical manpower for the technological up- gradation of Industrial production, services, productivity and innovation contributing to the planned growth of country’s economy.

·         Upgrade the faculty and Students with the latest technology by sharing the resources of industry and institute.

·         To provide suitable placement to all the students of the Polytechnic.

 

 

 

Name of the Institute                                    :       PUSA                                                                                INSTITUTE OF TECHNOLOGY

 

Govt. or Pvt. Institute                                     :     Government

 

 

Name of the Principal / PIO                      :     Dr. O.P.Singh


Address                                                        : Pusa Institute ofTechnology, Pusa, New Delhi-110 012

 

 

Phone Nos.                                                         :       25847822,

 

25843070

 

 

Fax No.                                                                 :       25847822

 

 

e-m  ail                                                                   :

 

pusapoly.delhi@nic.in

 

Organization Chart

 

This Institute has seven departments, Workshop and a Training & Placement cell and is headed by the Principal.Organizational chart is given below:

Principal

 

 

 

HOD        HOD          HOD        HOD       HOD     HOD ITLO

WS   HOD       Office

 

Mech       Elect          Auto       Civil       Elex       Hum. PTG

Lect          Lect         Lect           Lect         Lect                  Lect         AVA W.Staff                          OS AO

 

Staff

O.Staff

 

Lab Staff LabAsstt. Lab.Attendant

Activities of each department i.e. Mechanical, Electrical, Civil , Automobile, Electronics, Printing Technology, Humanities, Workshop and Training & Placement Cell are controlled by the respective HOD / Officer – in – Charges and monitored by the Principal.

 

Duties to be performed to achieve the mission


As above.

 

Details of services rendered

 

 

 

Teaching & Training of the students.

 

Providing technically trained manpower to the Industry. Citizen interaction

As above.

 

 

 

Postal address of the main Office:

 

Principal,

 

Pusa Institute of Technology, Pusa, New Delh-110012

Tele – Fax -25847822 Phone :- 25847822, 25853070

 

Map of the location

 

Located in I.A.R.I. Campus, East Patel Nagar, Behind Institute of Hotel Management.

 

Public Interaction if any

 

Teaching & Training of the students. Providing technically trained manpower to the industry.

Grievance Redress Mechanism

 

Problems of Faculty members are redressed by the respective HOD, or Principal with the help of Office staff members. Problems of the students are redressed by the respective Proctor/ Faculty member/ Officer –Incharge , HOD and the Principal.

 

Annexure-II

Powers and Duties of Officers and staff

 

Sn o

Designa tion of the post

Administr ative

Finan cial

statut ory

Oth ers

Duties attached


1.

Principa l

Yes

Yes

Yes

-

Teaching & training and administr ative

2.

HOD

-

-

-

-

Teaching & Academic Admn.

3.

Teachin g staff Lecture rs

-

-

-

-

Teaching & allied duties

4.

ITLO

-

-

-

-

Teaching and Liaison for training & placemen t

5.

W/S

-

-

-

-

Teaching and Training and allied duties

6.

Ministri al staff

-

-

-

-

Office work

7.

Account s functio nary

-

Yes

-

-

Accounts work

8.

Support ing staff

-

-

 

Yes

Helping the teaching staff

 

 

Annexure-III


All departmental decisions are taken by the Hods and Incharges in evaluation with their staff and put up to Principal for approval and forwarded to the directorate, whenever required/ forward necessary.

 

Procedure followed in decision making process through flow process chart for staff.

Submission of Application in office

 

Marking of

application

 

Submission of Application to the Principal

 

Scrutinizing the Application

Approval of Action Taken by the Principal

 

Action Taken

Report

 

Student related activities

 

Students are admitted to the Polytechnics through a competitive examination by the Deptt. Of Training and technical education. The examination is conducted every year in the month of may/June. The notification may be expected in the month of February every year. The competition is held for the following Govt. institutions.

 

1.                   Ambedkar Polytechnic

2.                   Arya Bhatt Polytechnic

3.                   Gobind Ballabh Polytechnic

4.                   Guru Nanak Dev Polytechnic

5.                   Kasturba Polytechnic for women

6.                   Meera Bai Polytechnic for women

7.                   Pusa Polytechnic

8.                   Bhai Parmanand Institute of Business Studies


Procedure followed in decision making process through flow process chart for student.

 

 

 

Giving

Application

 

|

 

Marketing

Application Proctor

 

|

 

Scruitinizing

Application Proctor/HOD

 

|

 

Marking

Application to the Principal

 

|

 

Action Taken

to be approved by the

 

Principal

 

|

 

Application returned to HOD/Proctor

 

Annexure-IV

 

NORMS SET FOR THE DISCHARGE OF FUNCTIONS

 

Library Newspapers and magazines and journals are displayed in the library for the reference of students and staff. The time schedule of the library activities are given below:

 

S.NO.   ACTIVITY                                                             TIME

REMARKS

 

1.            Issue of reference book                10 Minutes per


student

 

 

 

 

2.

Preparation and issue card

15 Minutes

per

 

 

for library books

 

 

student

 

 

 

Academic Cell :- The work relating to examination/issue of mark sheets, issue of provision/ original certificates, issuing admit cards to the students and students record keeping is done under the supervision of officer incharge academic.

 

1.  Provisional certificate                              - One week

 

2.  Diploma certificate                                    - Same day

 

3.  I/Card ( New I/Sem)                                  - Two days

 

Duplicate I- Card                                              - Same day

 

4.  Appearing & Bonafide certificate        – Same day

 

5.  Admit card                                                     - same day

 

6.  Issue of warning letter for                      - Three days Short attendance

7.  No due certificate                            - Same day

 

8.  All certificate inquiry                      - Two day

 

9.  Important order :- NSO, Detained, tutition fee exam fee, merit certificate from DTte , Scholarship from External agency

, Unfair means case Roll Lists etc.Academic data and statastics as requested by DTTE etc. and two day to six day and miscellaneous work.

 

ACCOUNTS BRANCH

 

The work relating to preparation of bills, Medical bills, GPF advance bills/ withdrawal , TA bills / LTC bills , salary bills,, Contingency bills, preparation of monthly expenditure statements , quarterly expenditure, statement, preparation of budgets estimate, maintenance of PBR completion of GPF pass book, maintenance of cash book, Receipts of fees from student. Receipts of cheques from PAO and disbursement of


same to concerned officers /officials , work relating to Govt. accommodation and deduction of Licence fee etc. is done under the supervision of AAO & DDO with Staff attached with them.

 

S.no.                 Activity                                                                 Time

Remarks

1.            Preparation of Medical bills and                              15

days

Submission to PAO for reimbursement

 

2.          Submission of file to HQ for approval                    3 days Of competent Authority HQ ( DTTE)

 

3.       Preparation of GPF advance/TA bills                        3 days LTC bills/ Contingency bills& other bills and

 

Submission to PAO

 

4.       Preparation of salary bills of all officials of this        12

days

Institute and submission to PAO

 

5.   Disbursement of cheque to concerned officers/ officials 1 day

6.  Disbursement of cash to concerned officers / Officials 2 to 3 days

 

ADMINISTRATION BRANCH:-

 

The work relating to all officials / officers of this Institute relating to maintenance of service book , grant of periodical increment, preparation of ACP cases, service verification , sanction of GPF temporary and withdrawal, preparation of pension cases, review of pension cases, addition of qualification, permission of study, permission of passport , preparation of medical cards, I. Cards, issue of pay fixation orders, festival advance order, diary and dispatch letters, is done with the help of DA’s under the supervision of OS ( Administration ).

 

SNO

ACTIVITY

TIME

1.

letter

Diary of letter

3 minute per

2.

letter

Despatch of letter

5 minute per


3.

case

Preparation of pension cases

7 days per

4.

card

Preparation of Medical cards

30 minutes per

5.

per card

Preparation of I. Card

15 minutes

6.

Issue of sanction order

1 day

 

 

 

Annexure-V

 

RULES REGULATIONS, INSTRUCTIONS, MANUALS & RECORDS FOR DISCHARGING FUNCTIONS

 

 

Sl.           Name of the                       Brief list of the                  Reference           Price in case of Priced

No.         Act, Rules                            Contents                                             No.      If      any Publications

 

 

1.       Service Rules                      CCS Rules Service Rules Nil

Swamy Publishers (P) Ltd. or

or the staff of                     FR & SR LTC Rules any other authorized dealer of

The Institution                   Conduct Rules General Government Published and

 

Financial Rules House

Priced and sold by them

 

Building Rules and other Reference books as Applicable for Central Government Employees

2.                   Rules Regulation              Annual Prospectus is                       Nil Published and sold by the


& Reference for                Issued by the Directorate Directorate of Training and

The Students of                of Training and Technical Technical Education as per

 

The Institution                   Education containing all the notification Published in

Relevant matter regarding leading Newspapers in the

Students Admission, Fees month of May-June every

 

Structure Rules for year

 

Admission, Examination

 


 

Annexure-VI


Scholarship etc.


 

STATEMENT OF THE CATEGORIES OF DUCUMENTS HELD

 

 

 

S.NO.

NATURE OF RECORD

DETAIL OF AVAILABLE INFORMATION

UNIT/SECTION WHERE AVAILABE

RETENTION PERIOD WHERE AVAILABLE

1.

Examination form

Regular/P.T./Ex. Student, year wise

Academic Cell

01 year

2.

Personnel File of students

All related information of student.

-Do-

As per DTTE Rules.

3.

Record of Results/Markshet

Declaration of Results and Distribution of Markshes. (Pass/Failed)

-Do-

-Do-


4.

Record of Provisional/Original Certificate Issued

Distribution to students

-Do-

-Do-

5.

Record of Detention/NSO.

Reason for Detention/NSO.

-Do-

05 years.

6.

Record of Tution Fee/Exam. Fee.

Date of submission and Amount.

-Do-

05 years

7.

Record of Scholar- ship/Award

Name of the students received the scholarship/Award Department and year wise.

-Do-

05 years

8.

Record of Identity card

Date of Issue year wise also the record of Issuing duplicate I-card

-Do-

05 years

 

Record of Bonafied and appearing Certificate

Date of Issue

-Do-

-Do-

10.

Admit Card

Issuing/Keeping Duplicate Admit card under custody.

Examination Cell

Minimum 011 year.

11.

Record for the conducting the B.T.E. Exams/Sessional Tests.

Details of followings (a) Examination schedule

(b) Sitting Plan (c) List of Invigilators (d)

Record of Unfair means. (e) Condutin Practical exams. (f) Remuneration/TA Bills transmission to BTE (g) Record of Stationary for all the exams.

Examination CEll

Minimum one yhear or Till the Natification from  DTTE/B.T.E.

12.

Proctors Registers

Record of sessional marks branch and semester wise

-Do-

-Do-

13.

Consumable Stock

Record of Issue and

-Do-

-Do-


 

Register

balance of Consumable Items.

 

 

14.

Formulation of Student Union

Following informatioins available. (a) All records of conduting s.

Union Election (b) Students Welfare

Student Advisor

As per DTTE Rule.

15.

Industrial Training and Visits

As per curriculam arranging the Industrial Training for all the students of Different branches and keeping their update Record.

(b) Arranging the Industrial visits for all sem./branch Students.

ITLO

05 years

16.

PLACEMENTS

(a) Lisoning with Different Employers

(firms)/record of various datas. (b) Arranging to conduct compus interview by various company

-Do-

-Do-

17.

Audio Visual

(a) Record of all equipments, Films Charts, models etc. (b) Arrannging Film

Show on Technical

Education. (c) Arranging Seminars.

-Do-

Till Condeminationo

18.

Students Attendance

Absentism/Clan attendance

Auto Engg. Department

Yearly

19.

Consumable Stock Register

Items required for practicals In

-do-

As per DTTEE


 

 

different labs

 

 

20.

NON-Consumable Stock Register Record of M/Cs

M/C. Tools equipments required for different labs

-do-

Till Condemation

21.

History Sheet

M/C Tools of equipment.

-do-

Till Condemationtio

22.

Leag Book (vehicles only)

Use of vebiles

-do-

Till Condemation

23.

Casual Leave Record

Stall Leaves

-do-

Yearly

24.

Sessional Record Semester wise (confidential)

Sessional Marks

Instituation Head

-

24.

Student attendance Register

Absentism/class attendent

Science &Huminities Department

Yearly

25.

Consumable Stock Register

M/CTools equipments required for different labs.

-do-

As per DTTEE Rule

26.

Non- Consumable Stock Register

M/C tools equipments required for different labs

-do

Till condemnation.

27.

Casual Leave Record

Stall Leave

-do-

Yearly

28.

Sessional record semester wise (confidential)

Session marks

Institution head

--

29.

Student attendance Register

Absentism/class attendent

Electronics & Comm. Engg. Department

Yearly

30.

Consumable Stock Registers

Items required for practicals in different

-do-

Yearly.


 

 

labs.

 

 

31.

Non-Consumable stock Register

M/C Tools, equipments required for different labs.

-do-

Till Condemationnti

32.

Casual leave Record

Stall leave

-do-

Yearly

33.

Sessional record semester wise (confidential)

Sessional marks

Institution head

--

34.

Student Attendence Register

Absentism/Clan attendant

Civil Engg. Department

--

35.

Consumable Stock Register

Items, required for practicals in different labs

-do-

Yearly

36.

Non-Consumable Stock Register

M/C Tools equipments required for different labs

-do-

Till Condemnation

37.

Casual lleave Record

Stall leave

-do-

Yearly

38.

Sessional record Semester wise (confidential)

Session Marks

Institution Head

---

39.

Student Attendance Register

Absentism/Clan attendances

Printing Tech. Department

Yearly

40.

Consumable Stock Register

Items required for practicls in different labs

-do-

Yearly

41.

Non-Consumable Stock Register

M/c, Tools equipment required for different labs

-do-

Till Condemnation

42.

History Sheet Record

M/C Tools of equipments -

-do-

-do-

43.

Casual Leave Record

Stall leaves

-do-

Yealy

44.

Session record Semester wise (confidential)

Sessional Marks

Institution Head

--


45.

Student Attendence Register

Absentism/Class attendances

Mech. Engg. Department

Yearly

46.

Consumable Stock Register

Items required for practicals in different labs

-do-

Yearly

47.

Non-Consumable Stock Register

M/C, Tools equipments required for different labs

-do-

Till

Condemnat- Ion

48.

Casual leave Record

Stall leaves

-do-

Yearly

49.

Session record wise (confidential)

Sessional Marks

Institution Head

---

50.

Student Attendence Register

Absentism/Class Attended

Construct Engg. Department

Yearly

51.

Consumable Stock Register

Items requiredc for practicals in different labs

-do-

Yearly

52.

Non-Consumable Stock Register

M/C Tools equipments required for different labs

-do-

Till condemat

 

-ion

53.

Casual leave Record

Stall leaves

-do-

Yearly

54.

Sessional record Semester

Sessional Marks

Institution Head

---

55.

Pay Bill Register

Name, Designation, Scale, G.P.F, A/C Number. Govt.

Accommodation, Address.

Accounts Branch

Permanent

56.

G.P.F. Ledger of c lass IV

Name, Designation, Closing Balance of

G.P.F. Account

-do-

-do-

57.

Expenditure control

Register Plan/Non Plan

Head-wise Budget

allocation under the

-do-

-do-


 

Section

new plan, non Plan expenditure

 

 

58.

Cash Book Government

Opening and closing balance of cash in hand.

-do-

-do-

59.

Cash Boook Public Flow

-do-

-do-

-do-

60.

Bill Register

Bill Number, Amount Date

-do-

-do-

61.

Acquitance

Bill Number, Amt. Signature of official

-do-

-do-

62.

Service Book of Staff

Name, Designation Qualification, Date of Birth, Date of Joining, Present Post held, Pay Scale, Present Pay after increment, Date of increment,Pay fixation, ACP, Service Verification, pension order

Adm.

Permanent

63.

Personnel Life of Staff

Name, Designation, Qualification, Address, Present Pay, P.I.C. , Grant of periodical increment, G.P.F. advances or widrawl Addition of Qualification Pension order

-do-

-do-

64.

Register of Issue of Medical card

Name, Address Designation, Pay of the holder alongwith family member

-do-

-do-

65.

Register of Issue of

Name, Address,

-do-

 


 

Identity car.

Designation

 

 

66.

Attendance Register

Name of the Staff. Designation

-do-

---

67.

Diary & Dispatch Register

Name of Staff, Designation

-do

---

68.

Attendance Register (Chawkidars)

Attendance record and leave of chawkidars.

Security Section.

 

69.

-do- Sweepers

Attendance and leave record of sweepers

-do-

 

70.

Duty Register Chawkidars.

Handing/Taking over of the duties.

-do-

 

71.

Maintainance File (PWD)

Civil Maintainance correspondance Record

-do-

 

72.

Sanction File

Sanction taken for procurement of material Expenditure sanction

-do-

 

73.

Security File

Corrospondance regarding security arrangements.

-do-

 

74.

CIRCULAR/OFFICE ORDER FILE.

Circular/office orders issued from Time to time

-do-

 

75.

Liveries file

Issue and due period for issue of dress to Sweepers & chawkidars

-do-

 

76.

Over time file chawkidard.

Overtime claim record of the chawkidars

-do-

 

77.

Duty Register file

Duty Roasters of The security staff.

-do-

 

78.

Gate pass file.

Gate Pass for the items

taken out from

-do-

 


 

 

Polytechnic

 

 

79.

Shortage of chaowkidars (file)

Regarding the man power position in security staff.

-do-

 

80.

Shortage of Sweepers (file)

Regarding man power position in quitation activities

-do-

 

81.

Stock Register

For the purchased consumables.

-do-

 

82.

Non-consumable Stock Register

Tools,equipment furniture, machine etc of various trades.

Store of the Community Polytechnic Cell

Retained w.e.f. 10.10.1994 to

till date as per

 

DTTE order

83.

Consumable Stock Register

Training raw material and office contingency

-do-

----

84.

Indent book

Issue of training raw material & office contingency

-do-

-do-

85.

Register for Passed out trainees

Record of certificates issued with S. No.

Com. Poly. Cell

-do-

86.

Ledger Register (Non Consumable Items)

Name of instructors Who hold the charge, date of issue, quantity etc

Store of Com.Polytechnic Cell

-do-

87.

Admission file

Record of students enrolled for short term courses with their details etc.

C.P. Cell

-do-

88.

Establishment file

Engagement letters of staff & other est. related office orders

C.P. Cell

-do-

89.

Purchase file

Details of Purchase of

C.P. Cell

-do-


 

 

various trades com.statements, supply orders, sanction & Approval of the Purchase

 

 

90.

Personnel file

Record of instructor engaged for training on contract & O. order

C.P. Cell

-do-

91.

Diary & dispatch Register

Record of letters received /sent to other office/Deptt.

Com. Polytechnnic Cell

Retained w.e.f.

 

10.10.94 to till

date as per DTTE order

92.

Audit file

Audit report of Community Polytechnic Scheme since/reception i.e.10.10.94 alongwith sanction letters of MHRD, GOI,

--

 

93.

Attendance Register Staff

Record of attendance of Staff i.e. clerk & Attendant & Instructors engaged for various trade

Com. Poly. Cell (attendance Record of two staff clerk & Attendant) & other Instructor attendance record at Ext, Centres of Pusa Polytechnic Com. Polytechnic at Various place

Retained since

 

Inception to till date

93.

Register for enrolment of

beneficiaries registered

Record of benefic iories

registered at Stree

Com. Polytechnic

Since the starti


 

at Stree Shakti camp

Shakti camp organized in differedn area with social welfare Deptt. Under C.M. Pohagidan Scheme

Cell

-ng of the S. Shakti camt to Till date

94.

File of Service stamp utilized

Record of Postage charged for UPC/Registered/Speed Post

Com. Poly. Cell

Since inception

 

-n to till date

95.

Correspondence file

Record of correspondence from MHRD, DTTE, NITTR,&

vice versa

Com. Poly. Cell

Since inception

 

-n to till date

96.

Petrol file

Record of Petrol Purchase for Maruti Gypsy & Purchase record of Maruti Gypsy

-do-

-do-

97.

Log book

Record of Journey by Govt. Vehicle with K.M. for official purpose

C.P. Cell & DTTE

Since the Purchase of Govt. vehicle

to till date

98.

Guideline of C.P.

Norms & Guidelines & direction of MHRD, GOI to implement C.P. scheme at Polytechnic level

C.P. Cell

Since Inception

99.

File of Passed out trainees

Result of Passed out by concerned Instruct ors for issue of certificate

-do-

-do-

100.

Attendance Register (Students)

Re cord contains attendance of each student

Ext.Centres od C. Polytechnic Pusa

-do-

101.

Bill files

 

 

Regarding bill of

C.P. Cell

Since inception


 

 

Purchase conveyance of official claimed & raw material bills & other related activities of C.P. Cell

 

-n to till date

102.

Monthly report file

Record of monthly Progress of C.P. (expenditure& Physical achievement)

-do-

The order of

C.M. Office to Till date

103.

Cheque Book Cash book & Pass Book

Record of transaction of expenditure & cheque Issued

Maintained by cashier & with cashier of Pusa Polytechnic (main centre)

Since Inception to till Date

104.

Advisory Committee file

Record of meeting hld in order to review the

C.P. Scheme

C.P. Cell

Since 16.7.04 To till date

105.

Purchase File for consumable Items

Record of purchase of consumable items for sports

Sports Section

Foreven

106.

Purchase file for Non- Cosumable Items

Record of purchase of sports equipments

-do-

-do-

107.

Purchase file of : Athletic meet

Purchase of Track Suit, Momentoes & Medals

-do-

-do-

108.

Issue Register

Record of Issuing consumable & Non- consumable stores.

-do-

-do-

109.

Condemination File

Record of condemination for sports Items/equipments

-do-

-do-

110.

First Aid File

Record of Firstaid items.

-do-

-do-

111.

Stock Register for

Record of stock with

-do-

-do-


 

Consumable sports Items

the section

 

 

112.

Stock Register for Non- consumable sports Items.

-do-

-do-

-do-

113.

Annual Athletic meet Record.

All the records pertaining to Athletic meet.

-do-

-do-

114.

Record of Student Concession/Pass

(a)  Bus Pass concession

(b)  Railway concession

-do-

-do-

115.

Issue Register for students common rooms.

Record of all items issued to common rooms for girls/boys students

-‘’--

-do-

116.

Consumable Stores stock Registers

Record of (a) Stationary Items (b) Raw materials

(c)  Examination Items.

(d)  Non-Govt. Fund Items (e) Issue to each deptt, cell, etc.

Central Store

Foreven

117.

Non-consumable Stores Stock Registers for All the departments, Section, cell, including Hostel.

Records of (a) Tools and equipments (b) Furnitures issued to each deptt. , Labs, cells or sections. (c) Dead stock furniture. (d) Made of charts of AVA centre.

-do-

-do-

118.

Accession Register 11 NOS.

Full information of Book like :- Author, Title publisher, cost,year or publication, pages etc.

Library

 

119.

Physical verification Registers 06 NOS.

Available & Non- available information of Book

Library

It is forever Kept in library


120.

Student Membership Register 12 NOS.

Inf. Regarding the membership of Students

Library

 

121.

Staff Issue Registers 07 NOS.

Inf. Regarding books issued/returned to staff

Library

 

122.

Newspaper Register 01 No.

Inf. Regarding receiving/disposing of Newspaper in the Library.

Library

 

123.

Magazine Register 01 No.

Inf. Regarding receiving/disposed off of Magazines

Library

 

124.

Cost Record Registers 02 NOS.

Inf. Regarding Cost record of Books Students/Staff

Library

 

125.

One file of Canteen

File contents date of grant of tender & its validity terms and conditioning tender Menu Items & Price List

Canteen Chairman/Members

One year Chairman

/Members

126.

Allotment file

This file contain full detail about student’s admission in hostel, dated about Room occupany, students record as permanent address, about Educatioin, Parents add. Tel. No. & all details.

Hostel Office

5 years.

127.

Dues Register

This register contain about Hostel fees, dues of students and all kind dues related to students.

‘’

5 years


128.

Attendance Register

Daily Attendance of Hostler’s, Attendance record of all Hostlers.

‘’

5 years

129.

Co-operative Men file

All informalies, about smooth running of mass which running by students itself,

‘’

2 years

130.

Students Personal files

These files contain all original documents (if not received) Permanent add, & full details of students. Like Biodata of Students

Part time office

10 years

131.

Biodata Register

This contain complete Biodat with his photographs, Telephone No. if available and all details of students

‘’

5 years

132.

Attendance Register

Attendance Register for all faculty & Subordinate staff, & other staff.

‘’

2 years

133.

Resulf file

All result available from academic cell available if a file

‘’

2 years

134.

Marksheet file

All Marksheet received from A/cell distributed to the students time to time

‘’

-----

135.

Remunarable Bill file

Rem. Bill file, contain all bills which are submitted by part time faculty & regular staff which collected & submitted it to the

account office time to

‘’

----


 

 

time

 

 

136.

Student provisional certificate

As soon as final result of final year come the concrete file of provisional certificate kept in record

‘’

1 year

137.

Student fee record

Record of fee paid by students.

---

1 year

138.

Marksheet received Register

All record of Marksheet received by student

--

1 year

139.

Incoming letter file

All letter received by department.

‘’

6 Months.

 

 

 

 

 

Annexure-VII

 

A statement of Board, Council, Committee and other bodies Constituted

( Section 4(1)(b) ( viii)

 

List of Boards Councils etc

 

.

 

SNo

Name & Address of the body

Main functio n of the body

Constituti on of the body

Date of constitutio n

Date upto which valid

Whether meeting accessible to public

Whethe r minutes accessib le to public

Fre que ncy of me etin gs

Remarks

1.

Purchase

All

Principal

As decided

Till

No

No

As

 

 

Committee

types

& Senior

by

further

 

 

&

 

 

of

faculty

competent

order

 

 

Wh

 

 

purcha

member

body

 

 

 

en

 

 

se

e.g HOD/

 

 

 

 

req

 

 

 

WSS Lect.

 

 

 

 

uir

 

 

 

( S.G), A/C

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

2.

 

 

 

 

 

 

 

 

 

Sports Committee

 

 

 

 

 

 

 

 

 

To arrang e sport materi als, playgr ound to the studen ts, to perfor m activiti es and to arrang e stadiu m for sports day

functiona ry

 

 

Principal, Chairman, O/ Incharge sports Senior member PTI

 

 

 

 

 

 

 

 

 

Do

 

 

 

 

 

 

 

 

 

do

 

 

 

 

 

 

 

 

 

 

 

do

 

 

 

 

 

 

 

 

 

 

 

do

ed

 

 

 

 

 

 

 

 

 

 

 

 

 

 

do

 

 

 

SNo

Name & Address of the body

Main function of the body

Constitution of the body

Date of constitution

Date upto which valid

Whether meeting accessible to public

Whether minutes accessible to public

Frequency of meetings

R

e m a rk s

3.

Proctorial board

To maintain discipline

Decide eligibility of

Senior most faculty member one each

from all

As decided by competent authority

from time

Till further order

No

No

As & when required

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Library Committee

the students for BTE Sem Exam..& Academic activity of the students

 

To issue & return books, Newspapers, Magazines, reference books at the Institute & for home for consultations from time to time

Academic deptt.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Principal – Chairman and at least two senior faculty members, O/Incharge Library, Librarian

to time

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

do

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

do

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

do

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

do

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

do

 

 

 

Annexure-VIII

 

Electronics & Communication Engineering Department:

 

S.No.

Name of

Official

Designation

Mobile No.

E-mail ID

Work

Allocation

1.

Ms. SUSHMA CHAWLA

I/C/ HOD LECTURER (SEL.Gr.)

9910367566

Csushma57@gmail.com

Looking ECE & CA Deptt Administrative

works.

2.

Ms. RENU

GAKHAR

LECTURER

(SEL.Gr.)

9911282885

Renu.gakhar@gmail.com

Teaching &

Allied duties.

3.

Ms. SHIVANI

NEB

LECTURER

(SEL.Gr.)

9868935980

Shivanineb2004@yahoo.co.in