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
	(iii)]	(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
1. 6	Categor ies of docume nts held by the authorit	(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
1. 8		(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

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

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
2	to	(ii) Efforts to encourage public authority to participate in these programmes
	advanc
	e
	underst
	anding
	of RTI
	(Sectio n 26)
	(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
2.2		(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
2.4		(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
2.5		(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
4.1		(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
4.5		(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
4.6		(ii) Details of appeals

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
5.1		(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

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

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

letter

Diary of letter

3 minute per

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

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

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

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

e m a rk s

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

As & when required

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

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