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Transparency Audit |
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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.
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1/6/20
|
|
|
11- IR
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|
|
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 :
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
|
| | |