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Meeting Minutes: Institutional Policies & Actions

Its a MOM of Meeting

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a.dharkar
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9 views4 pages

Meeting Minutes: Institutional Policies & Actions

Its a MOM of Meeting

Uploaded by

a.dharkar
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Minutes of Meeting

Date: Thursday, 28 August 2025


Time: 11:00 AM
Venue: Dean Planning’s Office.
Recorder- Prof. A. Dharkar
Attendees:
 IT Departmental In‐charge
 Departmental Co-ordinator (CSE, ME, EC)
 Research Committee Members
 HR Committee Members
 Representatives of Criteria in-charges

Discussion

 Establish a comprehensive, centrally stored list of all beneficiaries, with top-priority


supporting documents.
 Ensure any data flexibility (“flex”) strictly adheres to institutional norms.
 Standardize data submissions in PDF format via e-mail.
 Compile a detailed scholarship register covering policy details, beneficiary names,
eligibility criteria, claim process and proof requirements.
 Launch or upgrade a student web portal to display tuition-fee details and scholarship
claim instructions.
 Define criteria for the Internal Complaint Committee (ICC) and Nayi Manas program;
plan gender-sensitive awareness sessions.
 Finalize the formation and operating procedures of the Internal Complaint Committee.
 Collect alumni information: names, designations, year of joining, current company or
business.
 Officially appoint S. as Chair of the Alumni Committee.
 Prepare a comprehensive presentation for the principal’s approval.
 Increase student awareness of college policies through targeted sessions.
 Require all teaching staff to read and acknowledge SAAR findings.
 Empower the medical cell to act on recommendations from the SAAR report.
 Plan a campus-wide briefing on SAAR results for faculty.
 Explore official certification of SAAR processes by higher authorities.
 Define and document Undergraduate criteria under the Educational Society.
 Display chapter breakdown in the DPR and clearly reflect faculty count.
 Develop a matrix correlating courses, outcomes and assessment tools.
 Identify the primary target audience for each section of the DPR.
 Create a professional subject-wise table to highlight specializations.
 Document levels of teaching involvement for accreditation purposes.
 Assign Dr. Priyanka Doodheto lead the academic content delivery module.
 Showcase RTMNU achievements and affiliations.
 Compile a Best Practices booklet using data from council reviews.
 Prepare a final PPT that mirrors the curriculum’s SAR matrix citations.
 Clarify resource-allocation methodology.
 Include non-NBA departments with clearly defined scope and limitations.

ICT Committee & Infrastructure Requirements

 It was confirmed that the ICT Committee must include at least one girl student from the
Mechanical Engineering (ME) department, since there is no female faculty in ME.
 Principal to issue formal appointment letters for all ICT Committee members.
 IT In‐charge to submit a detailed inventory of all ICT assets (camera, router, computers,
access points).
 Ensure compliance with AICTE norms for ICT setup and documentation.
 Collect and compile 23 vendor bills; verify availability of 300 Mbps bandwidth.
 Map infrastructure elements to criteria in the accreditation framework:
1. Criterion 10 – Library
2. Criterion 12 – Related facilities
3. Criterion 10– Infrastructure and laboratories
 Print and distribute the access point installation guide as per clause 11.2.
 Schedule a photo‐documentation session led by the Principal.

Administrative & Departmental Procedures

1. Accounts department to allocate lump‐sum funds for EPP publications and printing, with
bifurcation of amount.
2. Departmental Co-ordinator to consolidate data from all departments; synchronize it with
the Principal sir’s records.
3. Research & Admission Committee composition: designate 2 external members.
4. Formalize the Research Committee charter and member list.
5. Establish a standardized marking rubric for departmental assessments.
6. Enforce eligibility checks based strictly on submitted documents; no score‐based
document bifurcation.
7. Update HR Policy to align with SAAR guidelines and the HR Manual.
8. Confirm that each department is creating and maintaining required records consistently.

HRD & Academic Administration

11. Update Faculty Information databases for all departments (CSE, ME, EC, etc.).
12. Collect and verify publication data for Assistant & Associate Professors in CSE & ECE:
o First‐author lists and serial numbering
o Conference, SCI, Scopus, and EOA indexing for years 2019–2026
o Citation metrics (Google Scholar records reviewed by HODs)
o Reduction in overlap between conference and journal entries; assign additional
marks where applicable
13. Align citation requirements to standards of 2021 to 2026; cross‐verify via Google
Scholar and departmental HOD reports.
14. Maintain “stack‐wise” (category‐wise) research output data.(Year and Department wise)
15. Prepare a detailed distribution list for Faculty Development Programs (FDPs) in modules
2 and 3; use only completed FDPs for credit.
16. Identify PhD scholars who have contributed to patents or research; propose an incentive
scheme for these beneficiaries.
17. Central beneficiary list, documentation and scholarship processes
18. SAAR findings, alumni committee setup and policy awareness
19. NBA preparation, PPT requirements and curriculum alignment

Alumni Committee
1. [Alumni Office] to build and verify the alumni database by 08 April 2023.
2. S. to convene first Alumni Committee meeting by 05 April 2023.
3. [Principal’s Office] to finalize and circulate the SAAR presentation by 10 April 2023.
4. [Dean of Students] to schedule policy awareness workshops for students by 15 April
2023.
5. All teaching staff to complete SAAR reading and sign acknowledgement forms by 12
April 2023.
6. [Medical Cell] to review SAAR health recommendations and initiate action plan by 18
April 2023.
7. [HR Dept.] to organize a SAAR briefing for faculty by 14 April 2023.
8. [Registrar] to liaise with governing bodies for SAAR certification by 25 April 2023.
9. [Society Secretary] to draft and approve U.G. criteria by 20 April 2023.

NBA Preparation & Presentation Materials


1. Dept Co-ordinator to outline chapters and compile faculty statistics by a week.
2. [Quality Assurance] to draft the outcome-assessment matrix by a week..
3. [Academic Affairs] to define target audiences and professional subject tables by a week
4. Dept. Co ordinator is to prepare and deliver academic module outline by a week.
[RTMNU Liaison] to gather and submit university showcase materials by a week.
5. [Council Coordinator] to draft the Best Practices booklet by a week..
6. [Presentation Team] to design PPT slides aligned with SAR matrix by a week.
7. [Finance Office] to prepare a resource allocation breakdown by week
8. [NBA Coordinator] to integrate non-NBA department details with scope notes by a week.

Action Items
1. Submit ICT asset inventory and network details
2. Print and circulate access point setup guide
3. Release lump‐sum EPP/printing fund.
4. Collate departmental data and sync with Principal sir’s Presentation
5. Finalize external/internal member list
6. Draft and circulate Research Committee charter
7. Update HR Policy per SAAR & HR Manual
8. Compile faculty publication and citation data
9. (Recorder) to draft the central beneficiary database template and circulate by a
week.
10. [IT Team] to configure PDF-only upload in the portal and confirm by a week..
11. [Scholarship Office] to map existing scholarship policies, compile beneficiary list
and proof requirements by a week.
12. [Web Admin] to deploy the updated student portal with tuition-fee and claim
guide by a week
13. [Student Affairs] to develop ICC charter and schedule gender awareness sessions
by a week
14. [Compliance Officer] to draft ICC formation process and submit for legal review
by a week

Recommendation-

 Plan a half-day workshop on effective policy communication to reinforce student and


staff engagement with new procedures.

Common questions

Powered by AI

To improve transparency and accountability, official appointment of S as Chair of the Alumni Committee was recommended. Additionally, the committee aims to build and verify the alumni database by a specified deadline, ensuring transparency. Scheduled meetings and official documentation processes form a part of this strategy, aiding in more structured and accountable alumni committee operations .

The document recommends updating the HR policy to align with SAAR guidelines and the current HR Manual. This alignment involves standardizing eligibility checks based on submitted documents and ensuring consistent record-keeping across departments, which will help maintain compliance and enhance operational efficiency .

Student involvement is emphasized by the requirement for the ICT committee to include at least one girl student from the Mechanical Engineering department, ensuring representation where female faculty are lacking. This is important as it fosters diverse perspectives, encourages a more inclusive decision-making process, and enhances the relevancy and effectiveness of ICT operations by aligning them more closely with student needs .

The meeting highlighted the role of technology by emphasizing the need for a centralized and secure data repository for beneficiary records with a focus on supporting documents and compliance with data flexibility norms. It also stressed the standardization of data submissions in PDF format via email to ensure uniformity. The introduction of a student web portal to disseminate fee and scholarship claim information further integrates technology into the system, enhancing accessibility and data management .

Resource allocation for educational publications is addressed by directing the accounts department to allocate lump-sum funds for EPP publications and printing, with specific bifurcation of amounts. This approach is expected to ensure sufficient funding for these activities, thereby supporting broader dissemination and accessibility of educational materials, ultimately enhancing educational delivery and institutional accountability .

The document outlines a strategy to establish a comprehensive and centrally stored list of all scholarship beneficiaries with top-priority supporting documents to enhance management. Additionally, it mandates the development of a detailed scholarship register covering policy details, beneficiary names, eligibility criteria, claim processes, and proof requirements. A student web portal is to be launched or upgraded for displaying tuition-fee details and scholarship claim instructions, ensuring transparency and accessibility .

Defining a target audience for curriculum dissemination materials is crucial for ensuring that the content is relevant, accessible, and effectively communicated to stakeholders. The meeting's recommendation to create professional subject-wise tables and a matrix correlating courses, outcomes, and assessment tools reflects an understanding that tailored information delivery can enhance engagement, promote better understanding of educational outcomes, and meet stakeholder expectations .

The measures planned include defining criteria for the Internal Complaint Committee (ICC) and the Nayi Manas program, as well as planning gender-sensitive awareness sessions. The formation and operating procedures of the Internal Complaint Committee are also to be finalized. These actions aim to create a more inclusive and supportive environment for addressing gender issues, thereby fostering a more equitable institutional culture .

To standardize academic assessments, the meeting emphasizes the creation of a standardized marking rubric for departmental assessments. This rubric will enforce eligibility checks based strictly on submitted documents, avoiding score-based document bifurcation to maintain uniformity across departments .

The planned initiatives include preparing a detailed distribution list for Faculty Development Programs (FDPs) in modules 2 and 3, with credits only for completed FDPs, and centralizing faculty publication and citation data. These measures are likely intended to promote professional growth among faculty members, leading to improved teaching outcomes and higher educational quality .

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