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Manual 4

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.

 

 

 

 

 

 

 

 

SNO

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

----

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

.

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.

S. 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

Alongwith 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 preauditing

s in govt. departments

 

32.

Handling Internal

correspondence

 

1 hr. to 1 day depending

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Norms Set for the discharge of functions

 

Sr.No

Activity

Time Frame/

Norms

 

Remarks

 

01.

Diary of letter

3 minutes/ letter

 

 

02.

Despatch of letter

5 minutes/ letter

 

 

03.

Opening of Files

Same day

After receipt of indent alongwith complete

information

 

03.

Process for Administrative

approval

 

Next same day

 

 

04.

Invite for Limited/Open

Tender

 

Incase of Limited

Tender

3-4 weeks

Incase of Open

Tender 4-6 weeks

 

05.

Opening of Technical bids

In due period

 

 

06.

Entry of EMD’s in EMD

Register

 

2-3 days

 

 

07.

For Technical

Recommendation

 

Same day

By Technical Committee

 

08.

Suitable date & time for

opening of financial bids

 

Same day

 

 

09.

Opening of Financial bids

Same day

By Financial Committee

 

10.

Preparation of Comparative

Statement

 

One week

 

 

11.

Purchase Committee

Recommendation

 

1-2 weeks

 

 

12.

Issue of Purchase Order

1-2 days for

limited tender

 

 

13.

In case of Imported Items:

Issue of Purchase Order

 

1-2 weeks

 

 

14.

Opening of L/C’s

2-3 week

 

 

15.

Insurance of Items

1-2 weeks

 

 

16.

Custom Duty Payment

alongwith related documents

 

1-2 weeks

 

 

17.

Issue of Bill of Entry to the

Bank

 

1-2 weeks

 

 

18.

Payment of Custom

Clearance Charges

 

2-3 weeks

 

 

19.

Stock entry of the items in

Sub-Ledger

 

2-3 weeks

 

 

20.

Stock entry of the items in

Main Stock Register

 

1-2 weeks

 

 

21.

Issue of Sanction order for

payment

(In case of Indian order)

 

One week

 

 

22.

L/C’s Advance adjustment

2-3 weeks

 

 

23.

Refund of EMD

3-4 days

 

 

24.

Refund of Bank Guarantee

One weeks

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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. Some of the norms are indicated below as an illustration:

 

 

S.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 BFAand 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

 

10.

Preparation of Academic

Calendar

 

1 DAY

 

 

11

Prepare Examination duty

chart

 

One working day

3 times in a year

 

12

Preparation of Date sheet

2 working days

1 times in a year

 

13

. Typing work for examination

10 pages per day

 

14

. Preparation of any other work

related to examination

 

Time-to-time

 

 

15

Verification Of the Concession

D.T.C. Bus passes & BFA/MFA

Students

 

Two minutes per Form

Routine work

 

16

Preparation of Transcripts (as

per DU guidelines) for

BFA/MFA Students

 

Two hours

 

Routine work

17

Diary of Letters BFA

&MFA

 

Five minute per Letter

-do-

 

18

Dispatch of BFA

&MFA

 

Five Minute per Letter

-do-

 

19

File movement BFA

&MFA

 

Ten minute per file

-do-

 

20

Original Certificate given to

student

 

Ten minute per student

-do-

 

21

Part time (Invited faculty bills)

30 Minutes per bill

(Routine work)

 

Including entry in register

 

22

Convocation work

Collection of information

before one month and

preparation of draft

brochures.

 

Entry of names in convocation register

for all branches

 

23

Preparation of Bonafide

certificate

 

15 Minutes per students

(Routine work)

 

 

24

Inventory work

0-1times

in a year

 

All Furniture & consumable & Non

consumable items

 

25

Preparation of duplicate I. Card

to the students

 

10 minutes per I. Card

Including entry in the I. Card register

 

26

Attestation of scholarship

forms received from various

departments

 

20 minutes per form

 

 

27

Issue of sanction orders of

Deptt. of Physical Education

 

25 minutes

 

 

28

Correspondence to Delhi

Univ.

 

Depends on the letters

recd.

 

 

29

Work related to Faculty

Training Programme

 

Depends on the work

 

 

30

Correspondence to AICTE

Whenever orders etc. recd.

 

Depends on the work

 

 

31

Work related to Meeting of

Council for Academic Affairs

 

About two months

Once in a year

 

32

Work related to Audit Party

. Depends on receiving

audit paras

 

Whenever audit visits

33

Work related to Short of Attendance of stu35dents

 

About 5 days

Twice in a year

34

Issue of letters to the parents of

the students who are short of

attendance

 

Depends on receiving

complaints from various

HODs

 

 

35

Work related to Election

Executive Council/Academic

Council of GGSIP Univ.

 

Depends on the work

Whenever DUTA Election held

 

36

Information related to Delhi

Govt./AICTE and other

departments

 

Depends on the

information asked by the

deptt.

 

Whenever letters recd. from deptts.

 

37

Work related to Recognition of

Teachers

 

As per rules

Whenever application forms recrd. from

teachers for recognition

 

38

Correspondence to Planning

Deptt. AIT

 

 

Depends on the

information asked

 

 

39

Work related to GGSIP Univ.

Welcome fund

 

Depends on receiving of

letters from Delhi Univ.

 

 

40

Work related in connection

with C S I Chapter

 

As and when letter recd.

 

 

41

Correspondence to Institutions

As and when letters

recd. from different

Institutions

 

 

42

Work related to change in the

title of departments

 

As and when letters

recrd.

 

 

43

Conducting of out-side

examinations

 

As and when letters

recd. from various deptt.

to conduct exam.

 

 

44

Preparation of Provisional

marksheet to the students

 

10 minutes per Prov.

Marksheet

 

Per day

 

45

Issue of Scholarship certificate

to the students

 

10 minutes per cerificate

Per day

 

46

Work related to BFA

Admission

 

Depend on schedule

approx 20th days

 

Once in a year

 

47

Work related to M.Tech

Admission

 

Depend on schedule

approx 30th days

 

Once in a year

 

48

Preparation of Admission slip,

Verification slip

 

5 minutes per slip

Once in a year

 

49

Preparation of roll list of

M.Tech. Full Time/P.T/Ph.D

students

 

Half an hour

Once in a year

 

40

M.Tech Scholarship

Half an hour

Twice in a year

41

Receiving awards list (BFA,

& M.Tech transmission to FOT

 

Four months (continous)

Twice in a year

 

42

Receiving Examiners bills of

BFA& M.Tech. transmission

to GGSIPU

 

2 minutes per entry

Twice in a year

 

43

 

 

 

 

 

 

 

Norms set for the discharge of functions

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

Illustration

 

S. No

. Activity

Time Frame

/ Norm Remarks

 

01

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.

02

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

 

2

Delhi University Intercollegiate

Tournament

 

3-4 Months

Regular feature of Delhi university sports calendar

 

3

Invitational / Professional

Intercollegiate Tournament

4-5 days

As per the Invitation

 

4

 

Annual Sports and Athletic Meet

And prize distribution ceremony

 

2 days

Regular feature of college curriculum

 

5

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

 

SNO

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.

 

 

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.

 

3.

To forward the proposal to the

concerned officer of the branch/section

 

Approx. 5 minutes

 

4

Submission of application/

representation / letters by the dealing

assistant in the concerned file to the

Dealing Assistant

 

Approx. 5 minutes

each

----

 

 

5.

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 ---

 

 

6

. If the request involves financial

implications, the proposal is sent to

A/cs branch for examination/

advice/vetting.

 

Approx. one day ---

 

 

7.

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

 

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.

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

---

 

10

In accordance with the orders of the

Principal, COA advertisement for Course in New Paper

Approx. one day ---

---

11

. Registration for Student 

 

Approx. one day -

`--

12

 

. Received the request from students and

then short list by marks. List prepared

for students who has short listed

 

Approx. 5 days

 

13

Prepared the Scheduled/time table for

course and display the list of students

Approx. 1 day --

 

 

14

. Last day of course make arrangement

for test paper and after the paper

declared the result

 

Same day ---

 

15

Distribution of certificate

. Same day ---

 

 

16

. Reply all the queries from ministry

related to SCP/CEP/IRD

 

Same day ---

 

 

17

Reply all the audit questions related to

SCP/CEP/IRD

Same day ---

 

 

 

 

 

 

C

 

 

1

Sponsored Projects like AICTE/DST/DRDO

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

 

 

 

 

 

 

D

 

 

 

1.

 

. Repair & Maintenance

For computer and allied item

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 ---

 

 

 

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.

 

SNO

ACTIVITY

TIME FRAME/ NORM

REMARKS

 

A.

 

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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Last Updated : 28 Jan,2016