LOVELY PROFESSIONAL UNIVERSITY

PHAGWARA (DISTT. KAPURTHALA), PUNJAB

Student Employment Services Manual

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INDEX

Chapter No. Topic Page no.

I Objective 4

IIEligibility

4

IIITenure of these jobs

4

IV Nature and Description of Jobs 4 to 7

VJob Notifications

7

VISelection Process

7&8

VII Work Place 8

VIII Working Hours 8

IXSalary Structure

8

X Responsibilities of Reporting official 8&9

XIMarking Attendance and payment

9

XIILeave Policy

9&10

XIIIAppraisal & Feedback

10

XIVExit Policy

10&11

XVFilling Vacancies arising due to Exit of student

11

XVIResponsibility of student as an employee

11

Annexure

I Proposal for the availability of Part Time Jobs 12 to 14

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II Application for Part time Jobs 15

III Student Assessment Sheet 16

IV Proposed List of selected Student Employees 17&18

V Proposed List of selected Student Employees 19

VI Student Employee Weekly Job Roster 20

VII Student Employee Attendance Sheet 21

VIII Salary Sheet for Student Employees 22&23

IX Pre Dated & Post Dated Leave Form 24

X Appraisal & Feedback Form 25

XI Exit Form 26

XII No due Certificate 27

XIII Experience Certificate 28

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The Student Employment Services in Lovely Professional University

This manual shall be called ‘Student Employment Services Manual’.

1.0 Objective

Lovely Professional University provides part time job opportunities to its students to exploit their immense potential and expose them to the world of work before actual employment. This would also help the students to participate in the management and development of the University, inculcating among them social values like dignity of labor, sense of belongingness, self dependence and hard work.

The students would be paid for these jobs and after satisfactory completion of the assigned job, the students will be issued appreciation Letters.

2.0 Eligibility:2.1 All the regular students of Lovely Professional University who are registered in the

current term and are not admitted in a programme/course with duration of less than six months are eligible to apply.

2.2 Certain CGPA could be applied as an eligibility criterion as per the requirement of job.

3.0 Tenure of these jobs:3.1 The recruitment for these jobs will be done for a term or for the complete project

whichever is earlier.3.2 The recruitment shall be done as and when the requirement arises in any department/

cell of the university.

4.0 Nature and Description of Jobs:

Jobs which are offered by the University are divided into two categories.

4.1 Category I: The jobs in category I require formal education in the particular discipline, work experience and/or a minimum standard of achievement.

4.2 Category II: The jobs in category II do not require formal education in the particular discipline, work experience and/or a minimum standard of achievement.

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Jobs in Category I

Sr. No

Nature of Job Description of Jobs

1 Peer Tutor Seniors and/bright students to teach and guide juniors and/ weak students in the subjects of their specialization.

2 Assistant Physiotherapists To assist in all kinds of physiotherapist activities.

(Students from Physiotherapy Department)

3 Assistant Pharmacist a) To distribute medicines (Students from Department of Pharmacy)

b) To maintain a record of drugs/store inventory

4 Medical Lab Technician To assist in the work of Medical Lab.

(Students who have degree/diploma at graduate level and pursuing M.Sc Clinical Microbiology, MLT)

5 Dietician To guide the students about the healthy habits & diet chart.

(Students from Hotel Management)

6 Contents Assistants or

Content Developers

a) To assist Resource Persons /Research Scholars in finding the contents from different websites, books and allied references there upon.

b) To assist Department of Communication in the development of content for prospectus or website or for any other promotional material.

7 Assistant Technicians a) Welding work

b) Motor winding

c) Repairing of broken furniture items

d) Assembling of products through off campus intakes , in specially formed workshops of the department concerned

8 Assistant Coaches/Trainers

To coach and monitor different sports and athletics activities, as per the needs and interest of the students.

9 Dress Menders To make minor mending in the dresses, etc; especially for hostellers.

10 Lab Assistants a) To handle various service related issues in the department like

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formatting system, loading of software etc

b) To handle all networking related problems and monitor the smooth functioning of computers

Jobs in Category II

Sr. No

Nature of Job Description of Jobs

1 Library Assistants a) To arrange books in shelves or Restoring

b) Maintaining gate entry register

c) Assisting students in the library

d)Overall supervision to maintain discipline in the library

2 Office Assistant To perform office management in various departments like hostels ,clinic where 24 hours services are provided

3 Assistant Counselors a)To be engaged in in-campus counseling during admission days

b) Off- campus counseling, in places of their living, during admission days

4 Data entry Operators To enter and store data without affecting the secrecy of the department concerned

5 Assistant Surveyors To engage in different kinds of surveys conducted within the campus by different departments.

6 Assistant (Quality control – Transportation)

a) To check the proxy/wrong travelers

b) Time checking: Arrival and Departure

c) Log book checking

7 Receptionist/ Campus Guide

To answer queries in person, being at the main gate of the campus.

8 Tele-Support / Call Centre Assistant

To answer all the queries on phone/e-mail as per University guidelines.

9 Promoters To be participants in organizing exhibitions to promote in house products prepared by students of different programmes.

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10 Security Personnel To assist guards in maintaining discipline.

11 Main Gate Reception To making Visitor Passes etc.

12 Crèche To assist in taking care of children.

The above job descriptions are only illustrative and not exhaustive. Other jobs/areas could be added subsequently based on the feedback from the students and requirements from Departments/ Cells.

5.0 Job Notifications5.1 The department who wants to offer such jobs to the students will first draft a proposal

to be submitted to DSA. The proposal will contain the Job Description, Job Specification, Terms and Conditions, Selection criteria, Selection panel and Selection process for the job. The format of the proposal is attached at Annexure I. The soliciting department is requested to add content as per its specific requirement.

5.2 The department shall ensure that employment of the student does not compromise confidentiality or internal secrecy of the department & the University as a whole.

5.3 The drafted proposal shall be forwarded to the Office of DSA at least 2 Week before the start of the job

5.4 DSA will study the feasibility of jobs mentioned in the proposal and within one week seek approval from the Office of the Pro Chancellor.

5.5 The job will be given a job ID No.5.6 After approval, the DSA will notify on the UMS details of the student jobs for timely

selection of the students and offering their services to the concerned Department.

6.0 Selection Process:6.1 Interested students need to apply online on the prescribed application form. It must be

noted that student may apply if they want to serve a certain slot time equal to or less than but inclusive in the asked time slot. For example, if the asked time slot is 2 PM to 5 PM, the student may apply if he is available for 3 PM to 4 PM (Annexure II)

6.2 The selection process shall be proposed by the solicitor department. Division of Student Affairs will finalize the process, date, time and venue (preferably the Division of Student Affairs premises) for the selection process. A nominee of Pro-Chancellor office shall be appointed by Pro-Chancellor as a member of the selection panel. DSA may appoint a representative to oversee the matters from administrative and procedural perspective.

6.3 As per the selection process designed by the Solicitor department, candidates may be short listed by the Selection committee on the basis of their application forms and CVs and the shortlisted students shall be called to attend the selection process. The notification inviting the shortlisted candidates must contain an Instructions sheet containing the expectations from candidates during the process. The Instruction sheet may contain Rules during selection process, Items and testimonials to be presented during the process, Timings of the process etc as applicable for the particular process.

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6.4 The Solicitor Department should consider requirement of keeping additional candidates on reserve panel to meet any future requirement that may arise due to a student leaving a job.

6.5 Selection Committee will then conduct the selection process and fill the Student Assessment Sheet.(Annexure III)

6.6 Student Assessment sheets of all the experts will be sent to DSA. The list will be finalized by the DSA after taking the security clearance of the candidates from the department of security and discipline.

6.7 The list of selected candidates along with the applicable terms and conditions shall be presented for approval to Pro-Chancellor by DSA. (Annexure IV and V)

6.8 The copy of the approval, list of selected students and Terms and conditions shall be forwarded to AO of solicitor department and Department of Accounts for salary disbursement matters.

6.9 The selected candidates will be inducted into the job after taking an undertaking of understanding and acceptance of the nature of job, working hours, no. of days and all other terms and conditions.

6.10 The Department of work will complete the Student Employee weekly Job Roster as per Annexure VI and submit one copy to the DSA for records.

7.0 Work Place: 7.1 Job sites available within LPU campus or any place decided by LPU from time to

time.

8.0 Working Hours:8.1 During the term when the academic session is going on, a student is recommended to

opt a maximum of 4 hrs a day subject to the maximum of 20 hrs in a week. However, if the student employee is available for time more than recommended time limits he may be allowed by Reporting Official by taking written approval from Head, Division of Student Affairs. In any case a student cannot opt for more than 8 hrs a day.

8.2 In case the Department wishes to change the mode of work as defined in Annexure I the same could be done by submitting and Application to the DSA and on approval can implement the change.

8.3 The time recorded in the attendance register shall be a multiple of 10 minutes. Total time devoted by a student employee in a month will be calculated by adding up each single entry without rounding off and the sum will be rounded off to the floor multiple of 1 hour to find the devoted time in terms of hours only.

9.0 Salary Structure:9.1 Students working in jobs of Category I: Rs 35/- per Hour.9.2 Students working in jobs of Category II: Rs 25/- per Hour.

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10.0 Responsibilities of Reporting official

10.1 To take for record CV of the student employee mentioning Name, Registration number and contact no. and containing details about Academic achievement, Co-curricular achievements, projects etc.

10.2 To take in hard and soft copy the Time-Table of student to know the available free slots in which student can make himself/ herself available.

10.3 To take Account no. of the account of Student Employee for disbursement of salary.

10.4 To design the Student Employment Job Roster.

10.5 To note attendance of student employee in the provided format.

10.6 To take over the work done by student employee at the end of each shift.

11.0 Marking Attendance and payment:11.1 The Reporting Officer will record the attendance of the students.11.2 An attendance Register shall be maintained by reporting official for the record of

attendance. A new page shall be opened for each new student employee according to format provided in Annexure VII.

11.3 The record of the attendance shall be handed over to concerned AO of the department.

11.4 The AO of the concerned Department will compile the Salary Sheet (as per Annexure VIII) of the students at the end of every month or at the time of relieving of student employee, whichever comes earlier and will forward the compiled attendance, Attendance record along with the approved terms and conditions to Department of Audit for auditing.

11.5 The audited sheet of student employees’ attendance record shall be forwarded to Pro-Chancellor for approval. The approved copy shall be forwarded to Department of Accounts for crediting the emoluments in the account of the student employees.

11.6 The salary will be disbursed within first 15 days of every month in case of continued service or within 15 days of relieving of student employee, whichever applicable.

11.7

12.0 Leave Policy:12.1 A student should be very careful in choosing the time slot according to his/her

own schedule.12.2 A student should not commit the time slots at the cost of his/her classes as no

compensation in the form of attendance or any other component of continuous assessment will be provided.

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12.3 If a student has already committed for the availability for a time slot and later on is unable to come ,then he must take leave at least one day prior to the date of leave by filling the leave form(Annexure IX)

12.4 Post dated leaves are strictly discouraged among the students.12.5 If a student is unable to reach at the specified place and at the specified time, then

he must intimate his/her unavailability to the Reporting Official telephonically and must fill the Post Dated leave format within 48 hrs. of the leave.(Annexure IX)

12.6 All the Pre & Post dated leaves will be sanctioned by the DSA only and DSA will keep record of all Post dated leaves of the students employed on such Jobs.

12.7 In case a student is on leave without intimation, then he would be treated as ABSENT WITHOUT INFORMATION and such conduct may lead to the termination of the services. Reporting Official shall be responsible to intimate DSA about such cases within 24 Hrs of the incident and DSA will keep track of all such cases and may debar the student from appearing in subsequent recruitment processes for Part-Time jobs.

13.0 Appraisal & Feedback13.1 At the time of completion of job or term whichever is earlier, Reporting Officer is

required to fill the Appraisal & Feedback form of all the students (Annexure X).13.2 This form must be filled within the seven working days of relieving of the

student.13.3 DSA will be responsible for keeping track of appraisal of students and will use the

information in case the student is recruited again.13.4 DSA shall, time to time, confirm upon the optimum utilization of student

employees by cross-checking the workload and related documentation and by physically visiting the job site.

14.0 Exit Policy14.1 A student should book the job slots according to his/her availability but if due to

some unforeseen circumstances he is not able to continue the job then he/she must request DSA to cancel further slots.

14.2 In such case, an exit form (Annexure XI) must be submitted in the office of DSA after obtaining remarks of Reporting authority giving a notice period of One Week.

14.3 A student will be relieved from the job at the end of the term or the completion of the project whichever is earlier.

14.4 Student employee shall have to obtain the No dues certificate and submit it in the office of DSA on his/her last working day. (Annexure XII)

14.5 Students are strictly advised to complete all the formalities at the time of relieving, failing which shall debar them from obtaining appreciation letter and the same will be considered as an act of indiscipline and shall be dealt accordingly.

14.6 An Employment experience certificate shall be provided to the Student Employee at the time of relieving from the job, if the student employee has devoted at least 100 man hours on the job from the time of appointment.

14.7 A student employee shall not be provided certificate in the following cases,14.7.1 If the tenure of the job is less than 100 man hours.

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14.7.2 If the Student Employee is suspended from the job due to low level of performance or due to deviant workplace behavior.

14.7.3 If the Student Employee is under disciplinary probation.14.8 Student Employee may ask a provisional certificate during the tenure of job, if

required. The Student Employee shall have to submit a written application to the Reporting Officer.

14.9 The Reporting Officer shall forward all the related requests to Division of Student Affairs, who then shall issue the certificates.

15.0 Filling Vacancies arising due to Exit of student15.1 Vacancy arising due to exit of a student employee can be filled in by the DSA

along with the consent of concerned department by following ways:15.1.1 Appointing students who are already working and meeting the

requirements of the job.15.1.2 Notifying the job on the UMS and following the complete process

of recruitment all over again.

16.0 Responsibility of student as an employee16.1 The student employee is required to be punctual and regular.16.2 The student employee should always work with the aim of improving work

efficiency and organizational development.16.3 The student employee should be a good team member.16.4 The student employee should judiciously utilize the resources of the organization.16.5 The student employee should be loyal to his/her work and maintain

confidentiality of the work assigned to him.16.6 The student employee should maintain proper decorum at his/her work place.

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Annexure I

(Refer to Para 5.1)

Proposal for the availability of Part Time Jobs

Job Title-

Number of Vacancies:

Nature of job-

Division/ Department-

Beginning Date & End Date (Please write REGULAR if the job is of continuous nature):___________________

Mode of Job (Hourly wages; or monthly salary when employment is 8 hrs. a day):_______________

Working Hours (Average hours per day):_____________________

Preferable Time Slots and days (could be presented in a weekly time-table form):____________________

(Time slots for different weekdays could be different as per the convenience)

Estimated No. of Days in a week: ____________________

Whether Job could be done in varying time slots each day: Yes/ No

Whether Job can be accomplished by deploying different personnel at different time-slots: Yes/ No

Location-

Purpose of the position- < Includes goals of the function>

Key Performance Indicators- < Results expected to be achieved and task completed in given time frame>

Responsibilities and duties- < enlist all the responsibilities and duties to be performed in the job>

Academic Qualifications required (if any) - <Mention Essential ones>

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Work Experience required-< If any>

Personal Qualities - < Minimum 3>

Selection Criterion- <e.g. Minimum CGPA, Any interest, Knowledge, Personality Traits, Competencies, abilities >

Selection process with instructions -< Mention all the steps and required instructions for candidates>

Any other remarks-

*Interviews Required :( YES/NO) ________________________

If yes: - Suggested Interview Panel: (At least two members having designation not below the rank of lecturer/ Project officer, one of which must be from the solicitor department and none from outside the university. One member to be filled at the end shall be a nominee of Pro-Chancellor office and will be appointed by Pro-Chancellor.)

S. No. Name UId Designation Department Email-id Mobile no.12

Any other Terms and Conditions: < For example Hosteller etc.>

Any Special Benefits to Selected candidates on monthly salary basis< For example relaxation in transportation charges, hostel charges and so on.>

To be notified on UMS: - < Mention date of notification>

Last Date of application: - <Mention last date of application>

Remarks:

Authorized By (Only HD/HoD/CoD):________________________

Name & ID: ______________ Designation: _______________________

Dept: __________________ Contact No.:_______________________

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Date: Sign:

For Use of Office of Division of Student Affairs Only

Job-Id:

Date of Selection process:

Time of selection process:

Venue:

Remarks:

Recommended by:

_________________________

Name & ID: ______________ Designation: _________________

For Use of Office of Pro-Chancellor Only

Nominee of Pro-Chancellor

Name & ID: ______________ Designation: _________________

Dept: __________________ Contact No.:______________________

Approved By:

Pro-Chancellor

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Date: Sign:

Annexure II

(Refer to Para 6.1)

Application for Part time Jobs

Name: ________ Registration No.________________

Programme Name: _________________________Current CGPA: ___________________

Class of :__________________________( Year of Passing)

E-Mail ID: ________________ Mob. No.______________________

Hosteller: (Yes/ No)

Current Address: _______________________________________________________________

Permanent Address: _____________________________________________________________

Scholarship availed: Yes/ No If yes amount: ______________________

Annual Family Income: _______________________

Job ID No.:____________________________

Preferable Time slots and Days: __________________________

(Student may choose different time slots for different weekdays as per their convenience)

Any Previous Experience: (Outside LPU & Inside LPU)

(Nature of Job, Tenure, Name of Employee)_______________________

Interest/Hobbies: 1) ________________

2) ________________

3) ________________

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Annexure III

(Refer to Para 6.5)

Student Assessment Sheet

Brief Guidelines for Interviewer

1. It should be ensured that the judgment of the expert is independent and is not made after consultation with each other.

2. Interviewer must give subjective comments for each parameter in the specified place.

3. Interviewer must maintain the secrecy of this assessment sheet and should not disclose it to anyone including the student.

Name:________ Registration No.________________

(Giving rating on 10 Point scale with “10” being the best and “0” being the poorest)

Parameters Rating Credits Actual Marks Obtained

Interviewers Comments

Personality 3Attitude 3Communication 2Knowledge of Work/Experience

2

Total 10

For Experts:

Do you know the candidate earlier? (Please Tick) YES____NO___If Yes, Since When_________

Overall Comments______________________________________________________________

Name & Unique ID of expert: ___________ Signature with Date: _________

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Annexure IV

(Refer to Para 6.7)

Proposed List of selected Student Employees

Job-Id:

Job Title-

Nature of job-

Division/ Department-

Reporting Official:

Name & ID: ______________ Designation: _________________

Dept: __________________ Contact No.:_______________________

List of Selected Students:

S. No.

Name Registration no. Program and yr. Contact no.

Authorized By:

(Only HD/HoD/CoD)

Name & ID: ______________ Designation: _________________

Dept: __________________ Contact No.:_______________________

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For Use of Office of Division of Student Affairs Only

Remarks:

Recommended by:

_________________________

Name & ID: ______________ Designation: _________________

For Use of Office of Pro-Chancellor Only

Approved By:

Pro-Chancellor

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Date: Sign:

Annexure V

(Refer to Para 6.7)

Terms and Conditions

Authorized By:

(Only HD/HoD/CoD)

Name & ID:______________ Designation:________________________

Dept:__________________ Contact No.:________________________

Recommended by:

Name & ID:______________ Designation:________________________

Dept:__________________ Contact No.:________________________

Approved By:

Pro-Chancellor

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Annexure VI

(Refer to Para 6.10)

Student Employee Weekly Job RosterName of Student Employee: Reg. No.:

Name of Department: Name of Division:

  Shift 1 Shift 2 Shift 3 Sign. Reporting Official

Time in1 Time out 1

Time in 2 Time out 2

Time in 3 Time out 3

Monday              Tuesday              

Wednesday              Thursday              

Friday              Saturday              Sunday              

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Annexure VII

(Refer to Para 11.2)

Student Employee Attendance Sheet

(To be recorded manually in hard copy register)

Student Employee Attendance SheetName of St. Employee: Registration no.:

 Time slots Time

in1 Time out 1

Time in2

Time out 2

Time in 3

Time out 3

Sign. St. Employee

Sign. Reporting

OfficialDate

1-Aug-11 900 Hrs 1030 Hrs 1230 Hrs 1430 Hrs 1600 Hrs 1800 Hrs    2-Aug-11                3-Aug-11                4-Aug-11                5-Aug-11                6-Aug-11                7-Aug-11                8-Aug-11                9-Aug-11                

10-Aug-11                

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Annexure VIII

(Refer to Para 11.4)

Salary Sheet for Student Employees

Salary Sheet for Student EmployeesDepartment:  Division:  Reporting Official:  

S. No. Name Registration No. Bank

Bank Acc. No. Man hours

                                                                                                                                                                                

Signature of Concerned A.O

Signature of Head of Division

Signature of Auditor

Approved by Pro Chancellor

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Annexure IX

(Refer to Para 12.3, 12.5)

Pre Dated & Post Dated Leave Form

Name: ____________________________ Regd. No.__________________

Department Name: __________________________________

Date: From__________________________To_______________________

Leave Type :_______________( Pre Dated/Post Dated/Long Leave)

Day Span :_________________( Full Day/Half Day/2hr Slot)

Leave Applied for_________Day(s)

Date & Time of Applying Leave: ____________________________________

Recommended /Not Recommended: _________________________________

Date:___________________________ Sign:______________________________

(To be recommended by Reporting Officer)

Sanctioned /Not Sanctioned: _________________________________

Date: ___________________________ Sign: ______________________________

(To be sanctioned by Head of Reporting Officer)

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Annexure X

(Refer to Para 13.1)

Appraisal & Feedback Form

To be filled by reporting Officer

Department of Work: ___________________________________

Name: __________________________ Registration No.________________________________

Time period of Appraisal:

From ____________________To__________________________________________________

Project/Assignment handled: (a) ___________________________________________________

(b) _______________________________________________

Attributes assessed (Out of a score of 10)

a) Sincerity ________________________________________________________b) Dependability ________________________________________________________c) Adaptability ________________________________________________________d) Discipline ________________________________________________________ e) Innovativeness ________________________________________________________f) Team Work ________________________________________________________

Strong Point: __________________________________________________________________

Trait meriting improvement: ______________________________________________________

Counseling Offered (If any): ______________________________________________________

____________________________ _______________________

Name & UID of Reporting Officer Sign with date

_______________________________________ _______________________

Name & UID of Head of Reporting Officer Sign with date

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Annexure XI

(Refer to Para 14.2)

Exit Form

Name:_________________ Registration No.:_____________

Department: ___________________________

ToDivision of student Affairs

Lovely Professional University

Phagwara, Punjab

Date: ___________________ (write date on which resignation submitted)

Subject: Resignation

Respected Sir/Madam,

I wish to inform that due to_______________________ <give reason> I will not be able to

Continue my services.

<If you are serving the notice period of One Week, then include the following>

I will be serving the notice period of One Week and wish to be relieved on ______________.

<If you are not serving the notice period of One Week, then include the following>

I will not be serving the notice period of One Week and wish to be relieved immediately.

Write anything you want to convey.

Yours sincerely

NameRegistration No.Contact NumberSignature with dateRemarks of Reporting Officer (Recommended/Not Recommended) ____________________

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Annexure XII

(Refer to Para 14.4)

No due Certificate

Date: ____________________

Name: ___________________________ Registration No.:________________

Department: ______________________

Date of Joining: ____________________

Date of Relieving: ___________________

Status of issued items: _______________

I have handed over my complete charge to Mr./Ms._______________ and nothing is pending from my side.

Signature with date

____________________________ ____________________

Name & UID of Reporting Officer Sign with date

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Annexure XIIIRef: (refer to para 14.6)

To whomsoever it may concern

This is to certify that Mr. / Ms. _________________ worked as Student Employee in the Department of _____________ under the Division/ Faculty of __________________ from _______ to ____________.

During his stay his work and conduct was found satisfactory.

__________________________ ___________________________

(Reporting Official) Authorized Signatory

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