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Abhinav Vidyalay & Jr. College

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This department is to arrange for all the facilities and infrastructure required to conduct a learning program under a certain course. Such facilities include human and physical resources. Hence resolving staff problems and monitoring their work as well as resolving technical problems and maintaining / upgrading / repairing of such resources. Thus allocation, scheduling and usage monitoring of various resources is their main responsibility. For further details of the departments working lookup the policy. This department is also responsible for maintaining the information about all courses managed by the organization. It is responsible for obtaining the necessary permissions / sanctions from the Govt./Semi - Govt. departments. It will also provide information to govt., parents, students, prospective candidates, etc. DoS will enroll students for all courses and competitive exams. This department also maintains the various tools either prepared by the Systems personnel or off-the-shelf technologies adapted to our needs.

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Records

Functions

• Maintaining the following records (Click to expand)

  • Students & Courses

  • Courses curriculum for all units (as set by DoL) with booklist & list of reference books.

  • Lists of learning supports, books and teaching aids.

  • Fee records .(payment & dues )

  • Admission & Withdrawals in accordance with administrative polices

  • Student profile

  • LC records of all units

  • GR for all Units

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  • Staff Monitoring

    • Human resources – Work profiles and work allocation of all personnel

    • Performance record of each with the conduct details training the professional developments.

    • Record of the staff conduct in premises.

    • Class-wise enlisted arrangements for off periods

    • Leave account of the staff.

    • Type of staff and leave rules and pay scales.

    • Service terms and conditions chart.

    • Set up of norms and goals to be achieved.

    • List of working days / holidays / vacations

    • Muster

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  • Physical Resources

    • Stock lists and inventory tracking charts (fixed and consumables) along with usage details.

    • Gantt charts of utilization of facilities

    • Maintenance record

    • Resource usage logs

    • Breakages/damages recovery rules.

    • Lunch time arrangements and schedules.

    • Facilities provided to staff for better performance.

    • Bus routes, schedules & driver arrangements

  • Visitor & Parent Interactions

    • Record of parents meetings

    • Visitors book with given format

• Processing the admission and withdrawal applications as per defined policy and Education Authority (EA) norms

• Assessing the eligibility of the candidates

• Attending govt. officials on inspection visits

• Submitting all documents as required by the EA after due approval from the AO

• Monitoring fee collections.

• Recording the different class-wise timetables and monitoring them

• Informing the students / parents of changes in their academic / activity schedules.

• Do inventory checks every month / quarter and place purchase order with the follow up actions

• Plan repairs and renewals with due sanctions and follow-up actions

• Monitor the requisites

• Ensure proper utilization of resources (electrical, water, computer, stationery, etc.)

• Arranging for the food, water, accommodation (if needed), audio-visual systems, transportation, etc. for any event / function held in the premises – academic or non-academic – such as a lecture, an exhibition, the annual day, the independence day, etc.

Method of Work

1. Should monitor the correspondence daily and take necessary actions – i.e. responding, filing, reporting to superiors, passing further to other departments, etc.

2. Should ensure that the filing is up-to-date and that the same is recorded into the computers for easy access.

3. Should periodically check students fee defaulters and report to DoV for action.

4. Should periodically check catalogs of various classes and ensure proper maintenance

5. Should periodically record absentee and report to DoV for action. Also take actions such as communicating to student guardians.

6. Drafting circulars regarding schedules, changes, activities, holidays, etc. for students. If the same information is also to be circulated to the teachers then passing the circular for approval and further distribution (for staff only) to the DoS

7. Should monitor the duty roster daily and take necessary actions – i.e. arrangements, leave-w/o-pay, load-balancing, etc.

8. Should ensure that the filing is up-to-date and that the same is recorded into the computers for easy access.

9. Drafting circulars regarding schedules, changes, activities, holidays, etc. for staff. If the same information is also to be circulated to the students then passing the circular for approval and further distribution (for staff only) to the DoS

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