Roles & Responsibilities of Department Committees & Coordinators

Department Anti Ragging Committee

When the first year students arrive the coordinator should help central committee in preparing anti-ragging duties

For every month to generate attendance report.
Conduct CRC meeting twice in a semester.
Track student attendance and counsel them if anyone is having less than 75%.
Keep a record of students who are attending workshops/technical fests/seminars etc and send the report to Principal for attendance addition at the end of the month.
Keep track of all applications/requests of students in a file and submit to the next class teacher
Update Student Performance Track Register (SPTR) when the results are out
If you have counseled any student or had conversation with parent the details to mentioned in the SPTR with date and time. Take the student/parent signature for authentication
While distributing the marks list to students take the signature of the student in SPTR
Prepare number of backlogs list at the start of the semester and counsel them in clearing their subjects. Same document should be forwarded to faculty going for the same class for information
Plan remedial classes for important subjects in the current semester for the students having backlogs
Be in touch with CR (class representatives) and get information about the current subjects and classes
Any information regarding the class should be informed to concerned faculty of the same class
Maintain daily absentee sheet and file it.

For every semester committee has to take feedback for twice and send the reports to Principal
Confidentiality should be maintained in taking the feedback
Once the feedback forms are received from the Principal make sure that the file should be updated

Plan and conduct seminars/guest lectures/workshops etc for every semester
Enroll students/faculty as CSI members
Prepare a press note after the each event happened and send it to CSI communications and College News letter
Prepare list of events conducted in a year and make sure that the information to be updated in the college website
Inform the CSI Faculty/Student members regarding the events to be conducted under CSI state or national level

Maintenance of list of books, old question papers, project books etc
Prepare final list of selected books after receiving any book/catalogue for every year and submit to HOD
Maintain a track record containing information about issues
Before the committee comes for stock verification make sure that all the data is updated

Maintenance of softwares, AC, furniture, neatness etc
Make sure that the lab manuals are available in the labs.
If any problem occurs then bring it to the notice of the HOD and make sure that it get rectified
Update the list of experiments details board in the lab
Details about the equipment, WiFi etc should be properly maintained
Make sure that the programmers maintain the log register and cross check for every fornight
If there is any committee visit lab in-charges should be present in the lab

Update magazine with various articles related to technology, puzzles, art forms, questions etc once in a month
File the previous data displayed
Encourage students to display their articles in the magazine

Coordinator should plan academic calendar basing on the academic calendar released by AU at start of the year with senior members, committee members, CSI coordinators etc
If executed maintain a record about the status of events planned

Maintenance of furniture , cub boards, intercoms and faculty name plates
Maintenance of classrooms, furniture, faculty name board, room numbers etc
At the end of the academic year collect the information from all the faculty regarding any issues and submit the consolidated list to principal through HOD and verify that the issues are rectified or not

Analyze the results once they are out
Compare our results with other affiliated colleges of AU submit it to Principal through HOD
Prepare chart about the pass out result and compare them with previous year results

Before the start of the semester send faculty requisition to the other departments HOD for the inter departmental subjects
Plan the time tables for every semester and distribute the individual time tables to the concerned faculty before the start of the semester
Allocate invigilation’s for both mid and university exams
In case of any changes done in the time table intimate to the concerned faculty and hand over the new individual time tables to them

Assign the proctor files of 2/4 3/4 & 4/4 students to the faculty at the start of the semester
Proctoring should be done at least twice in a semester
Generate a report once the proctoring is done and take necessary steps depending on the issues raised

Keep track of the incoming circulars
If any information needed from the department to the office make sure that it will sent on time
At the start of the semester place an application about registers etc and distribute to the concerned faculty
Keep track of all academic matters
At the beginning of the semester place letter regarding stationary
At the end of the every year prepare IQAC report
Send circulars to the faculty regarding last submission dates of any report/registers/ mid marks sessional marks etc

Prepare the report as per the committee visit / format given
Monitor the updation of files and map the content of files with the report
If any new file need to be created, create the file and name it as per the requirement
On the inspection day be ready with all the relate files and summary report

At the start of the semester coordinator should allot the late coming duties to the faculty depending on the time table
Ensure that at least 2 faculty members should be on the duty for a day and they will enter the details about the late comers in the software as well as maintain manual copy
Generate report for every fortnight for verification in the department
Generate report at the end of the month and submit to the office
If any student is reporting late to the college more than 10 times in a month submit the details to the parents, HOD and Office for information

Collect information about achievements of faculty and students, events conducted in the department and submit it to central editorial board for publishing in news letter
Maintain a file about submitted data
Collect articles from students and faculty for annual magazine

In the 4th year 1st semester itself categorize the students into 4 sections based on their CGPA (till 3-2 result) and batches are formed
Allot the guides to the batches based on the area match
Conduct reviews as per the requirement and form a committee (faculty) to analyze the performance of the batches
The performance report of each batch should be filed for evaluating the internal marks
At the end of the project submission collect the guide evaluation report so that they can be added in internal marks
In each review collect the documentation from the batches and file it which includes base paper, abstract etc