Norms set for the discharge of functions
[Section 4(1)(b)(iv)]

Details of norms and standards set out can be given in respect of various activities.

Sr.No Activity Time Frame/ Norm Remarks
1 To receive application/letter and put a diary number   Approx.5 Minutes Open the cover, make entry in the relevant register and sort in the dak pad for different authorities.
2 Despatch/Diary a letter/ order Approx. 5 minutes Registered Dak including entry in messenger book/ put the diary no. on the letter/ order as the case may be.
3 Typing work Approx. 30 pages per day This includes typing of notesheet proposals/ orders/ letters/ record of information & data entry/etc.
4 Examination of cases by collecting relevant information/ clarification, documents/ papers in terms of rules, regulations and instructions 5-6 cases per day depending upon nature of case.   Where cases are complex, the time frame/ norm may take more time and accordingly the cases per day may be less than 5 and where the cases are of routine matter it may take less time and accordingly the cases per day may be more than 6 .
5 Make Entries in the Service Books regarding leave, increments, other service matters   Approx. 5 minutes While leave records updated day-to-day, the entry of increments and service matters are made once in a month/ or as the case may be.
6 Make Entries in the relevant registers of LTC/ OTA/Telephone/ Conveyance/ movement/ etc Approx. 5 minutes each --

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

Details of norms and standards set out can be given in respect of various activities.

Sr.No Activity Time frame/Norm Remarks
1 Diary of letter 3 minutes per letter   --
2 Dispatch of letter 5 minutes per letter Registered-dak including entry in messenger book
3 Typing job 30 pages per day   --
4 Preparation of Contingent Bills and ACB (Adv. Bills)   approx. 20 minutes per bill With relevant entries in Bill Register  
5 Long Term/Short Term Advance, LTC/HT, TA/DA, GPF/CPF Adv. & withdrawal   approx. 20 minutes/ bill With relevant updation in Adv. register/Broad sheets etc
6 Updation of GPF/CPF Pass books   approx. 15 minutes per person per year   --
7 Preparation of GPF/CPF ledgers approx. 25 minutes per person per year   Entries, updation, Adv./withdrawals, calculation of interest etc.  
8 Files for sanction/adjustment, LTC/HT, TA/DA, Contingent Adv., LT/ST advances, GPF/ CPF, Part-time, OTA, Scholarships etc.   approx. 20 minutes (may increase or decrease depending upon case to case)   Proposal to be moved w.r.t. relevant rules for concurrence of Competent Authority  
9 Preparation of Budget/Revised estimates of the Institute approx. 15 days Compilation of Budget proposals in the requisite form alongwith annexures etc.  
10 I-Tax calculation & Assessment approx. 30 minutes per employee   Calculation of I-Tax alongwith salary income, other income, savings exemption etc. as applicable
11 Preparation/issue of Form-16 approx. 20 minutes for one Form-16   -- --
12 Finalisation of Quarterly I-Tax Return (salary) 3 working days Quarterly salary statement, I-Tax statement, Form-24 alongwith entries updated in Floppy Disc  
13 Finalisation of Quarterly TDS returns (contractual) 2 working days TDS statement, Form-26 alongwith enteries in Floppy disc
14 Preparation of cheques & delivery 10 minutes per cheque With relevant entries in Cheque Register & Expenditure Control Register
15 TDS Register updation 5 minutes per entry   --
16 Preparation of monthly salary bills 7 days With relevant entries in PBR & Computer
17 Preparation of monthly Pension Bill   1 day With relevant entries in Pension Register & Computer
18 Preparation of Salary Arrear Bills 1 day (may increase or decrease from case to case)   Including Due-Drawn statement & entries in PBR  
19 Bonus/DA Arrear Bills 1 to 2 days each With relevant entries in PBR & preparation of Due-Drawn statement & entry in computer  
20 Disposing off correspondence received from various govt. departments   2-5 days (may increase or decrease from case to case)   Preparation of suitable reply with reference to rules, verifying facts and forwarding the case to Competent Authority for approval before issue
21 Scrutinising Medical bills for expenditure sanction approx. 4 hours for a proposal containing 10 bills Scrutinising/finalising as per medical attendance & other rules
22 Finalisation of TA/DA claim involving foreign journey 1 day Calculation of admissible TA/DA etc. as per the provision in TA rules
23 Scrutinising purchase, administration & project proposals 2 hours to 1 day (may increase or decrease depending upon case to case) Depending upon the magnitude & the complexity involved in each case and with reference to set rules and regulations  
24 Scholarship/fellowship payment bills 1 day With relevant entries in the register concern
25 Part-time honorarium/ conveyance bill 1 day With relevant entries in the register concern
26 Writing Cash/Bank Books 10 minutes per entry With relevant entries in ledger
27 Bank Reconciliation 1 day (for one account for one month) Verifying and compiling w.r.t. Bank Statement & Cash Book Entries
28 Fee Reconciliation with bank 4 hrs. (per month) Reconciliation w.r.t. Fees directly deposited into bank by students
29 Cash payments 5 minutes per payment With requisite acquaintance in bill/register
30 Cash Receipts 5 to 10 per minutes Along with issue of receipts, counting of currency etc.
31 Pre-conditioning of vouchers sent for payment 15 minutes to 1 hr. depending on case to case By exercising established norms for pre-auditing s in govt. departments
32 Handling Internal correspondence 1 hr. to 1 day depending --
Sr.No Activity Time Frame/ Norms Remarks
1 Diary of letter 3 minutes/ letter --
2 Despatch of letter 5 minutes/ letter --
3 Opening of Files Same day After receipt of indent along with complete information  
4 Process for Administrative approval   Next same day   --
5 Invite for Limited/Open Tender   In case of Limited Tender 3-4 weeks In case of Open Tender 4-6 weeks --
6 Opening of Technical bids In due period --
7 Entry of EMD’s in EMD Register   2-3 days --
8 For Technical Recommendation   Same day By Technical Committee
9 Suitable date & time for opening of financial bids   Same day   --
10 Opening of Financial bids Same day By Financial Committee
11 Preparation of Comparative Statement   One week   --
12 Purchase Committee Recommendation   1-2 weeks   --
13 Issue of Purchase Order 1-2 days for limited tender   --
14 In case of Imported Items: Issue of Purchase Order   1-2 weeks   --
15 Opening of L/C’s 2-3 week   --
16 Insurance of Items 1-2 weeks   --
17 Custom Duty Payment along with related documents   1-2 weeks   --
18 Issue of Bill of Entry to the Bank   1-2 weeks   --
19 Payment of Custom Clearance Charges   2-3 weeks   --
20 Stock entry of the items in Sub-Ledger   2-3 weeks   --
21 Stock entry of the items in Main Stock Register   1-2 weeks   --
22 Issue of Sanction order for payment (In case of Indian order)   One week   --
23 L/C’s Advance adjustment 2-3 weeks   --
24 Refund of EMD 3-4 days   --
25 Refund of Bank Guarantee One weeks --

Section 4(1)(b)(iv)

Details of norms and standards set out can be given in respect of various activities. Some of the norms are indicated below as an illustration:

Sr.No Activity Time frame/Norm Remarks
1 Issue of Provisional Certificate to BFA/MFA students   15 minutes per student Including entry in file  
2  Marksheets issue to BFA/MFA  students   12 minutes per student   --
3 Prepare and issue of various type of certificates   15 minutes per certificate Approx. 900 certificates prepare in a year
4 Verification of Examination fee forms   15 minutes per student --
5 Preparation of Confidential List of BFA and MFA for End Sem. Exam   1 times in a year approx. 20 days one time   --
6 Preparation/Issuance of Admission Tickets for End Sem. Examination for 1800 students   1 times in a year approx. 15 minutes per admission ticket   --
7 Preparation of Attendance Sheets, seating plan and other proformas for FINAL EXAM  of BFA  & MFA 15 working days in one time 1 times in a year  
8 Preparation of Academic Calendar   1 Day   --
9 Prepare Examination duty chart   One working day 3 times in a year  
10 Preparation of Date sheet 2 working days 1 times in a year  
11 Typing work for examination 10 pages per day --
12 Preparation of any other work related to examination   Time-to-time --
13 Verification Of the Concession D.T.C. Bus passes & BFA/MFA Students   Two minutes per Form Routine work
14 Preparation of Transcripts (as per DU guidelines) for BFA/MFA Students   Two hours Routine work
15 Diary of Letters BFA &MFA   Five minute per Letter -do-
16 Dispatch of BFA &MFA   Five Minute per Letter -do-
17 File movement BFA &MFA   Ten minute per file -do-
18 Original Certificate given to student   Ten minute per student -do-
19 Part time (Invited faculty bills) 30 Minutes per bill (Routine work)   Including entry in register  
20 Convocation work Collection of information before one month and preparation of draft brochures.   Entry of names in convocation register for all branches  
21 Preparation of Bonafide certificate   15 Minutes per students (Routine work)   --
22 Inventory work 0-1times in a year   All Furniture & consumable & Non consumable items  
23 Preparation of duplicate I. Card to the students   10 minutes per I. Card Including entry in the I. Card register  
24 Attestation of scholarship forms received from various departments   20 minutes per form   --
25 Issue of sanction orders of Deptt. of Physical Education   25 minutes   --
26 Correspondence to Delhi Univ.   Depends on the letters recd.   --
27 Work related to Faculty Training Programme   Depends on the work   --
28 Correspondence to AICTE Whenever orders etc. recd.   Depends on the work   --
29 Work related to Meeting of Council for Academic Affairs   About two months Once in a year
30 Work related to Audit Party . Depends on receiving audit paras Whenever audit visits
31 Work related to Short of Attendance of 35 students   About 5 days Twice in a year
32 Issue of letters to the parents of the students who are short of attendance Depends on receiving complaints from various HODs --
33 Work related to Election Executive Council/Academic Council of GGSIP Univ. Depends on the work Whenever DUTA Election held
34 Information related to Delhi Govt./AICTE and other departments Depends on the information asked by the deptt. Whenever letters recd. from deptts.
35 Work related to Recognition of Teachers   As per rules Whenever application forms recrd. from teachers for recognition
36 Correspondence to Planning Deptt. AIT     Depends on the information asked   --
37 Work related to GGSIP Univ. Welcome fund   Depends on receiving of letters from Delhi Univ.   --
38 Work related in connection with C S I Chapter   As and when letter recd.   --
39 Correspondence to Institutions As and when letters recd. from different Institutions   --
40 Work related to change in the title of departments   As and when letters recrd.   --
41 Conducting of out-side examinations As and when letters recd. from various deptt. to conduct exam. --
42 Preparation of Provisional marksheet to the students 10 minutes per Prov. Marksheet Per day
43 Issue of Scholarship certificate to the students 10 minutes per cerificate Per day
44 Work related to BFA Admission Depend on schedule approx 20th days Once in a year
45 Work related to M.Tech Admission Depend on schedule approx 30th days Once in a year
46 Preparation of Admission slip, Verification slip 5 minutes per slip Once in a year
47 Preparation of roll list of M.Tech. Full Time/P.T/Ph.D students Half an hour Once in a year
48 M.Tech Scholarship Half an hour Twice in a year
49 Receiving awards list (BFA, & M.Tech transmission to FOT   Four months (continous) Twice in a year
50 Receiving Examiners bills of BFA& M.Tech. transmission to GGSIPU   2 minutes per entry Twice in a year

[Section 4(1)(b)(iv)

Illustration

Sr.No Activity Time Frame Norm Remarks
1 Typing Job 15 pages per day Along with different Entries in the Register (s), Stock Register, Moment Register, Dispatch Register, Sanction Register and Voucher Register etc.
2 Different games like Arm Wrestling Basketball, Cricket, Chess, Carom, Football, Lawn Tennis, Power Lifting, Table Tennis Volley ball Through out the academic year   Games are organized to motivate student for mass and maximum participation  
3 Delhi University Intercollegiate Tournament   3-4 Months Regular feature of Delhi university sports calendar  
4 Invitational / Professional Intercollegiate Tournament 4-5 days As per the Invitation  
5 Annual Sports and Athletic Meet And prize distribution ceremony   2 days Regular feature of college curriculum  
6 Gymnasium activity Through out the academic year   To motivate students for health and Physical fitness  

Norms set for the discharge of functions
[Section 4(1)(b)(iv)]

Details of norms and standards set out can be given in respect of various activities.

Daily Work

Sr.No Activity Time Frame Norm Remarks
1 To receive application/letter and put a diary number 1 Approx. 3 Minutes Open the cover, make entry in the relevant register and sort in the dak pad for different authorities.  
2 Dispatch/Diary a letter/ order Approx. 5 minutes Registered Dak including entry in messenger book/ put the diary no. on the letter/ order as the case may be.  
3 Typing work Approx. 15 pages per day   This includes typing of note sheet proposals/ orders/ letters/ record of information & data entry / etc.  
a) SCP/CEP
1 Make a proposal for short duration courses time to time under SCP like Computer literacy & English Speaking, Computer Hardware, Personality Development Make a proposal short duration courses time to time under CEP like Computer literacy & English Speaking, Computer Hardware, MS-Office for college staff, C & C++, Faculty Orientation Program   Approx. 5 page per day This includes typing of note sheet proposals/ orders/ letters/ record of information & data entry / etc.
2 To forward the proposal to the concerned officer of the branch/section   Approx. 5 minutes --
3 Submission of application/ representation / letters by the dealing assistant in the concerned file to the Dealing Assistant   Approx. 5 minutes each --
4 If the request is in order and does not does not involve any financial implications, the same is submitted to the Principal, AIT for approval/orders   Approx. One day --
5 If the request involves financial implications, the proposal is sent to A/cs branch for examination/ advice/vetting. Approx. one day --
6 The A/cs branch duly examines the proposal in terms of rules, regulations and instructions on the matter and advices/ vetts the proposal in terms of financial implications/ budget provisions and the same is submitted to the Administrative Officer, AIT for seeking approval/orders of the Principal, AIT. Approx. one day --
7 The file is then down-marked to the AO who down marks the file to Dean IRD. Dean IRD down marks the file to the dealing assistant.   Approx. one day --
8 The file is then down-marked to the AO who down marks the file to Dean IRD. Dean IRD down marks the file to the dealing assistant.   Approx. one day --
9 In accordance with the orders of the Principal, COA advertisement for Course in New Paper Approx. one day --
10 Registration for Student Approx. one day --
11 Received the request from students and then short list by marks. List prepared for students who has short listed   Approx. 5 days --
12 Prepared the Scheduled/time table for course and display the list of students Approx. 1 day  /td> -- 
13 Last day of course make arrangement for test paper and after the paper declared the result   Same day --
14 Distribution of certificate Same day --
15 Reply all the queries from ministry related to SCP/CEP/IRD   Same day --
16 Reply all the audit questions related to SCP/CEP/IRD Same day --
b) Sponsored Projects like AICTE/DST/DRDO
1 To receive proposal from PI and put a into diary One day --
2 To forward the proposal to the concerned department like AICTE/DST/DRDO   Approx. 5 minutes --
3 Any objection from AICTE/DRDO/DST Reply by Dean IRD One day --
4 If the proposal sanctioned then make a file for other work through PI   5 day --
5 If the project period are expired than make a request to extend the project period through Dean IRD -- --
c) Repair & Maintenance For computer and allied item
1 To receive request/letter and put a diary number   Same day --
2 Marking of the Application/ letter by the concerned officer to the dealing assistant Same day --
3 Submission of application/ representation / letters by the dealing assistant in the concerned file to the Dealing Assistant   Same day --
4 If the request involves financial implications, the proposal is sent to Principal for examination and approval.   Same day --
5 The A/cs branch duly examines the proposal in terms of rules, regulations and instructions on the matter and advices/ vetts the proposal in terms of financial implications/ budget provisions and the same is submitted to the Administarive Officer, AIT for seeking approval/orders of the Principal, AIT.   Second day --
6 The file is then down-marked to the Registrar who down marks the file to Dean IRD. Dean IRD down marks the file to the dealing assistant. Same day --
7 In accordance with the orders of the Principa, AIT, necessary draft orders/ replies are prepared for issuance. Same day --
8 The orders/ replies are issued to the concerned person/ authority   Same day --

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

Details of norms and standards set out can be given in respect of various activities.

Sr.No Activity Time Frame/Norm Remarks
A. Daily Work
1 Daily Work To receive application/letter and put a diary number   1 Approx. 3 Minutes Open the cover, make entry in the relevant register and sort in the dak pad for different authorities.  
2 Dispatch/Diary a letter/ order Approx. 5 minutes Registered Dak including entry in messenger book/ put the diary no. on the letter/ order as the case may be.
3 Typing work Approx. 15 pages per day   This includes typing of note sheet proposals/ orders/ letters/ record of information & data entry / etc.
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