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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