Document Folder System
I. TRUST & ASSET OWNERSHIP
Trust Details: Registration, members, philosophy, policy, etc.,
Land Details: Ownership, map, layout, approved building plan, space details (Classrooms, labs, libraries, meeting rooms, auditorium, canteen, rest rooms, recreation rooms, workshops, canteen, hostel, playground, tutorial rooms, staff room, office area, examination cell, other administration areas, first year common rooms, research labs, office rooms, principal room, seminar halls etc.) etc.
2. STATUTORY BODIES
Government: Correspondence, rules, approvals, notifications etc.
University: Correspondence, rules, approvals, notifications etc.
AICTE: Correspondence, rules, pay commissions details, workload, contact hours, equivalences, approvals, etc.
UGC: Correspondence, rules, approvals, notifications etc.
Accreditation: Correspondence, rules, approvals, notifications etc.
Other agencies:
3. GOVERNANCE
Formats and Templates: Personal file, service book, leave application, memo, feedback, attainment of outcomes, exit survey, indirect assessment, minutes of meeting, QP, quality assessment, result analysis, batch wise progress, course level attainment of outcomes, budget, Strategic plan, syllabus, academic calendar, course file, rubrics for seminar, projects and other qualitative measures, etc..
Vision, Mission & Quality Policy: Call for meeting, minutes of the meeting, approvals, notification, training, performance/ progress report etc.
Rules, policies, and procedures: Published by the institution/ dept, including service book and academic regulations and others. Along with the proof that the employees/ students are aware of the rules and procedures.
Admission: Eligibility & fee structure, policy and government rulings.
Governing Council: Members, call for the meeting, minutes of meeting/ resolutions
Academic Council: Members, call for the meeting, minutes of meeting/ resolutions
Strategic plan:
Budget: Request, approvals, spending and audit reports
Purchase: request, call for the meeting, approvals, implementations.
Academic Audit- IQAC: Members, minutes of meeting / resolutions
General Audit-: Members, minutes of meeting / resolutions
Web site: notifications and publications
Safety checks and critical installations:
Medical: records and usages of ambulance etc.
Feedback: received from the stake-holders (e.g., Industries, Parents, alumni, financiers etc.) of the Institution
Others: anything not covered above….
4. ACADEMICS
Admissions: - Seats filled and ranks – first Semester
Academic Calendar:
Admitted/ Registered Students List: Semester wise
Faculty/ staff list and Recruitment: Details of faculty student ratio, faculty details with their service books, salary details, sample appointment letters, promotion and award letters / certificates, faculty list with designation, qualification, joining date, publication, R & D, interaction details.
List of faculties: who teaches first year courses along with their qualifications
List of faculties: who teaches 2nd, 3rd year courses along with their qualifications.
UGC: call for the meeting, minutes of the meeting / resolutions
Board of Studies: Members, minutes of the meeting / resolutions
Syllabus
Changes in the Syllabus: Year wise: continuous improvements
Time Table and Subject Allotment: Schedule of tutorial and makeup classes
New program specific facility created and overall program specific improvements, if any.
Best Practices.
Lab Manuals
List of Experiments
Paper Publications - Students and faculty
Projects: List, Bet Projects etc.
Workshops / training programs: List of short - term courses, workshop arranged and course - modules developed. Conferences
Professional society activities, events: Organized and participated. FDPs.
Consultancy work: List R & D and consultancy projects along with approvals and project completion reports, faculty interaction with outside world. Sponsored/ funded projects, faculty & students
Extra - curricular activities Certifications
Achievements - staff
Achievements – students: Certification, awards etc.
Competitive Exams: GATE/GRE/TOFEL etc.
Result Analysis: Batch wise reports, attainment of outcomes and action plan summary. List/number of students who clear the program in 3 years without any backlog and with backing. Continuous improvements
Result Analysis: Result for the first year students and attainment of outcomes and action plan summary, continuous improvements
Exit Surveys and Indirect Assessment of Pos.
Feedback: Feedback form, analysis of feedback and corrective actions.
Grievance:
Mentor-ship Program:
Parents Meet:
Laboratory Details: Title, Space, Facilities etc.
Library: Department level, requisition to main library, library resources - books and journal holdings, etc.
Placement Details: Records of T & P and career and guidance cells
Higher Studies Data
Academic audit- IQAC- Dept level: Members, minutes of meeting / resolutions
Correspondence to other sections: COE, Dean Academic Office, Principal Offices etc.
Others: Anything not covered above.
5. EXAMINATIONS
Time Table
Board of Examination: Members, minutes of meeting, resolutions
Question Papers: Set of question papers, assignments, evaluation schemes etc.
Publication of Results: Semester wise from CoE office and result analysis.
Graduation List
Souvenir - Graduation Day
Others: Anything not covered above
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