Lingaya’s University · LINGAYA’S UNIVERSITY, FARIDABAD Dear Family Member, We welcome you to our Lingaya’s family and wish that by God’s grace you will prosper with us. In

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“Par Excellence with Human Touch” www.lingayasgroup.org

Lingaya’s University

STAFF COMPENDIUM

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LINGAYA’S UNIVERSITY, FARIDABAD

Dear Family Member,

We welcome you to our Lingaya’s family and wish that by God’s grace you will

prosper with us. In Indian culture every one will give due place for the family.

Any family can maintain reputation only if all the members keep up dignity,

tradition and moral values.

In any institution, the critical force is the intellectual or knowledge workers. Our

entire family works for the turning out of professionals. The human resource

management can be effective done by proper job analysis, job description, good

selection and motivation of all the personnel.

For the job description, it is necessary to make the job analysis and each one has

to be aware of the tasks of other also. This will help in co-ordination and co-

operation in their jobs and will avoid treading on other’s toes.

We do hope that this compendium of job analysis will be useful to all the

employees and will pave way to systematic performance appraisal of individuals.

With this compendium, each one will know what one is expected of and on what

basis their activities are assessed.

Sincerely yours,

Dr. Picheswar Gadde

CEO, Lingaya’s University.

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LIST OF STAFF DUTIES AND RESPONSIBILITIES

TEACHING FACULTY

REPORTS TO: ADMINISTRATOR FOR STAFF IN SECTION

i. Developing learning resource materials and teaching aids.

ii. Setting up the experiments/jobs/labs

iii. Prepare lesson plans, teaching schedules and diaries.

iv. Teaching/conducting, theory, tutorial and practical classes.

v. Conducting of exams/tests, invigilation and evaluation

vi. Maintain records: Students attendance, progress, lab/section.

vii. Test, install and maintain tools & equipment.

viii. Participate in co & extra curricular activities.

ix. Arranging tours and industrial visits.- Per Semester

x. Organize & supervise industrial training.

xi. Participate in institutional development.

xii. Participate in consultancy research & development programmes/ Publications

xiii. Undergo orientation/staff development programs.( per year must)

xiv. Conduct continuing/informal education activities.

xv. Maintain students discipline inside and outside.

xvi. Students counseling, mentoring and interaction.

xvii. Invigilation & Paper Checking.

xviii. Undertake lab. Development work.

xix. Assist in departmental administration.

xx. Physical verification of stores etc.

xxi. Any other duty assigned by superiors.

ADMINISTRATOR

REPORT TO: PVC/VC

i. Plan all physical resources.

ii. Procure, install, handle and maintain all equipments.

iii. Development and maintenance of infrastructure eg. Furniture, electrical

fittings, cleanliness, water supply etc

iv. Curriculum development and developing resource materials

v. Innovation in teaching, laboratory work and instructional materials.

vi. Academic and administrative planning and development work at department

level/institutional level.

vii. Student guidance

viii. Assisting in conducting home/university examinations

ix. Recommending the leaves of faculties and staff of their respective sections.

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THE ROLE OF A DEAN AT THE LINGAYAS UNIVERSITY

REPORT TO: PVC/VC

Academic Departments dealing with allied subjects may be grouped as given below

and each group may be called “SCHOOL”. Each School may have a Dean.

NAME OF THE SCHOOL NAME OF ALLIED DEPARTMENT

UNDER THE SCHOOL

School of Electrical Sc & Tech

Dept of Electrical & Electronics Engineering

Dept of Electronics & Communication Engineering

School of Mechanical Sc & Tech.

Dept of Mechanical & Automobile Engineering.

School of Civil Engg & Tech

Dept of Civil Engineering

Dept of Environmental Science & Technology

School of Computer Sc & Tech

Dept of Computer Sc, MCA, IT & Engineering

ERP and IT Service Group

School of Management Sc Dept of Management

PDP Section

School of Basic Sc, Humanities and Allied Branches

Dept of Basic Sc & Humanities

School of Education Dept of Education

School of Journalism & Mass Communication

Dept of Journalism & Mass Communication

School of Architecture Dept of Architecture

All R&D activities and Ph.D. Programmes shall be handled in decentralized manner

by a Dean of each School in his/her area of activity.

In addition to Deans of above Schools, LU may have the following Deans:

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Dean (Academics)

Dean (Students and Staff Welfare)

Dean Admission & Foundation (Ist yr B.Tech & Int. B.Tech + Admission Cell)

Dean Corporate Affairs (Department of Training & Placement, Industrial

relations, Alumni, Marketing & Collaborations.

All Deans shall be members of Deans’ Council.

At the University, as members of the Deans’ Council, Deans play a central role

individually and as a group, in the University’s academic activities and

administration. Deans must be involved centrally in issues including strategic

planning, budget, curriculum, placement, facilities, and research. Moreover, they are

key participants in external relations of the university, including fund raising, alumni

relations, industries relation and public relations.

Deans are expected to support and promote the highest quality educational programs,

research, public service, and economic development activities of their respective

Departments. Each dean must be an effective advocate for his/her department both

within the University and externally. Deans have ultimate accountability for their

departments for sound management of resources: fiscal, facilities, and human. They

are responsible for School planning, including alignment of plans for educational,

research, and other activities in their departments. The Deans have direct

responsibility for:

Departmental R&D (at least 2 projects per year)

Departmental placement and the arrangement for the seventh semester

internship of the students of their respective departments.

Vision

Departmental web site

Seminar and conferences ( at least 1 per semester)

Ph. D admission

Research activities and research guidance

Leading consultancy projects and extension services

Engaging faculty, staff, and students in discussions of all important School

issues and assuring a positive, high-quality working environment; convening

strategic intellectual discussions about future academic directions of the

department.

Advocating for the School, especially by joining the university-wide processes

in strategic planning, budget, facilities’ planning. To position the School

favorably in the University’s broader planning.

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Raising private funds for scholarships, professorships, programs, facilities

{projects} and other Department needs, normally spending 40% of his/her

time on such activities with at least 10 hours of teaching load per week.

Playing a key oversight role in accreditation, program review, and other

processes that are important for continuous improvement of the Department

activities.

Engaging with the Deans’ Council in key discussions of institutional planning,

policy and other key activities, in so doing representing the Department

interests effectively.

Assuring coordination of all components of the departments, centers,

academic programs (including undergraduate, graduate, Ph.d and

professional), economic development activities, public service, and other

activities of the unit.

As a participant in a broad range of institutional discussions and decision

making, Deans must maintain perspective on the entire range of the

University’s activities, including different kinds of service, different academic

programs, externally and internally supported research: the entire range of

education and research on a world-class diverse campus.

In most of the Departments/ Functional areas where the load is more or Dean is

not available, the same functions shall be carried out by the Associate Dean.

b) DEAN (ACADEMICS)

Academic Policy

Co-ordination of BOS ( Board of Studies)

Finalization of syllabus

Academic Rules & Regulation

Finalization of Detention List at least a week before conduct of the

Examination in consultation with the Administrators)

Co-ordination for examinations & results.

Overall Academic Monitoring.

Advise and make recommendations for academic policy and planning.

c) DEAN (STUDENT & STAFF WELFARE)

Duties related to Students

Grievances of the students.

Scholarships

Student Counseling & Guidance.

Involving student in Non Academic Activities/Community Events (NCC,

NSS, Sports and Extra-Curricular Activities etc.)

Interaction with the Parents.

Monitoring the Proctorial Committee.

Monitoring the Women Cell

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Publication of Student’s magazines, bulletins and newsletters.

d) Duties related to staff members

Training programmes for Faculties.

Supervision over Faculty discipline, integrity and commitment.

Involving and motivating Faculty for academic development.

Counseling and sorting out the personal problems of the faculties.

Involving and motivating Faculty to participate in Conferences, Seminars and

workshops etc and paper presentation and publications.

Getting financial help from Funding from External Agencies from the schemes

for Faculty Development.

Dept of HRD & Training (for faculties) shall function under the guidance of Dean

(Student & Staff Welfare)

e) DEAN (ADMISSION & FOUNDATION)

REPORT TO: PVC/VC

Planning for Advertisement and notification for admission

Scrutiny of applications and preparation of admission list

Public relation and all co-ordination work related to admission

Arrangement for admission of selected students and enrolment

Initiating all anti ragging measures and prevention of ragging

Providing information to website on admission matters.

Correspondence and communication on all admission matters.

Advise and make recommendations for policy planning related to admissions.

In-charge of B. Tech & Ist year Integrated B.Tech.

Processing of Admission Cancellation Application.

Co-ordination with Consultant for Admission.

Organizing Orientation & Functions.

f) DEAN (CORPORATE AFFAIRS)

REPORT TO: PVC/VC

RESPONSIBE FOR STAFF IN SECTION

i. Whole sole In-charge of Institute Corporate Affairs.

ii. Foreign Collaborations

iii. Tour Programmes of Staff & Students.

iv. Management Development Programmes (MDP)

v. Mock Interviews

vi. Social Events

vii. HR Meet ( Twice per annum)

g) DEAN (CORP. AFFAIRS ALONGWITH WITH ADMINISTRATOR)

REPORT TO: PVC/VC

i. Whole sole In-charge of Institute Corporate Affairs.

ii. Foreign Collaborations

iii. Tour Programmes of Staff & Students.

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iv. FDP related to industry

v. Mock Interviews

vi. Social Events

vii. HR Meet ( Twice per annum)

REGISTRAR (ADMN)

REPORTS TO: PVC/VC

RESPONSIBLE FOR STAFF UNDER HIM

i. Policy implementation and providing executive leadership.

ii. Approvals & accreditation in consultation with PVC/ VC.

iii. General administrative work.

iv. Coordination / consultation with other departments as a team.

v. To organize BOM /Finance /Planning Committees meeting etc.

vi. Framing of recruitment rules.

vii. Processing / assisting in recruitment of employees, advertising for

applications, organize interviews, selection and appointments.

viii. Monitoring personal files, service books and all other service records of the

employees regularly.

ix. Processing leave applications of all employees/Prof & above with final

approval from VC.

x. Processing disciplinary cases of employees.

xi. Processing the relieving of employees and finalise dues.

xii. Process data for pay bills, provident-fund account; advances all dues/arrears

xiii. Handle court cases related to administration.

xiv. Correspond with Govt./other offices on administrative matters.

xv. Control the office records and registers.

xvi. Maintain all documents in accordance with the regulations.

xvii. Monitor & control the work of subordinate office staff.

xviii. Submission of all reports & returns to PVC/VC

xix. Monitor support services, drinking water, transport, etc.

xx. Court Cases /RTI

xxi. Taking out all notices regarding administration.

xxii. Economical functioning of the University.

xxiii. Any other function assigned in the interest of the institute/management.

In case of non availability of Registrar, his functions may be assigned to the

Joint Registrar (Admn). In case Registrar or Joint Registrar (Admn) are not

available, his functions will be carried out by the Registrar (Academic) or Joint

Registrar (Academic).

REGISTRAR (ACADEMIC)

REPORTS TO: Dean(Academic)/PVC/VC


i. Policy Implementation and providing executive leadership.

ii. Approvals & accreditation from Academic Agencies in consultation with

Registrar (Admin)/Dean (Academic)/PVC/ VC.

iii. General academic work.

iv. Coordination / Consultation with other departments as a team.

v. To organize Academic Committee’s meeting etc.

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vi. Framing of academic rules in consultation with Dean (Academic)/PVC/ VC.

vii. Handle Court Cases /RTI related to academics.

viii. Correspond with Govt./other offices on academic matters.

ix. Control the academic records and registers.

x. Maintain all documents in accordance with the regulations.

xi. Monitor & control the work of subordinate office staff.

xii. Submission of all reports to PVC/VC.

xiii. Monitor support services regarding to academics.

xiv. Taking out all notices regarding academics.

xv. Any other function assigned in the interest of the institute/management.

In case of non availability of Registrar, his functions may be assigned to the Joint

Registrar (Academic). In case Registrar or Joint Registrar (Academic) are not

available, his functions will be carried out by the Registrar (Admn.) or Joint

Registrar (Admn).

CONTROLLER OF EXAMINATION

REPORT TO: PVC/VC


i. Preparation of question papers and conduct of all Examination.

ii. Preparation of all DMC’s & uploading online.

iii. Paper Checking & Marking

iv. Online updating of Results

v. Degrees & Certification

vi. Convocation

vii. Arranging the Experts.

viii. Conduct of Examination for Outside Agencies.

ix. Information Regarding Qualifying/ Competitive Exams.

TRAINING AND PLACEMENT OFFICER

REPORTS TO: DEAN COROIRATE AFFAIRS/PVC/ VC

RESPONSIBLE FOR STAFF IN SECTION

i. Teaching formal/informal courses

ii. Planning and organizing physical resources.

iii. Student’s assessment, evaluation, their record maintenance and progress

reporting with respect to Training & Placement.

iv. Innovation in instruction to develop resource materials and teaching aids.

v. Assisting in curriculum development.

vi. Students’ counseling/guidance and student interaction.

vii. Undergo orientation and other faculty development programmes.

viii. Maintain liaison with the industry.

ix. To conduct an annual survey of job requirements in the industries, research

and service organizations.

x. To arrange campus interviews for students and assist for suitable placement.

xi. To arrange in-plant training for students and to get industries sponsored

projects for both staff and students.

xii. To arrange for training to staff members in industries/research/service

organization.

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xiii. To create data bank of the Alumni who are placed in reputed

industries/research service organization.

xiv. To organize effective industrial and field visit for staff and students.

xv. Evaluation of performance of the subordinate staff.

xvi. Maintenance of equipment and other resource materials.

xvii. Alumni co-ordinator.

xviii. Any other duty (academic/administrative/extra-curricular) assigned by the

superior officer (Principal/HOD/Prof. I/C.)

T& P OFFICER ALONG WITH ADMINISTRATOR

REPORTS TO PVC/VC


i. To create a data bank of personnel, who are experts in their respective field

from industries/research/service organizations and invite them to deliver

lecture for the benefit of students and staff.

ii. To arrange MOU between institute & industry to facilitate I.I.I.

iii. To arrange students projects in industry with joint supervision of faculty and

industry.

iv. To arrange expert lectures of faculty in industry for their in-house staff on

relevant topics.

v. To arrange short term courses for industry staff to update their knowledge &

skill.

vi. To organize industrial tour of the students covering several industries across

the country.

PROJECT MANAGER / BUILDING MAINTENANCE

REPORTS TO PVC/VC


i. Assess the requirements of the land & buildings.

ii. Prepare the programme of construction for the architect.

iii. Assist in finalizing the bill of materials, tenders & contractors.

iv. Secure the custody of structural, plumbing, electrical and working

drawings.

v. Give the layout for buildings, landscaping roads etc.

vi. Control & supervision of the entire maintenance work, electrical, sanitary,

plumbing and all other works related to land & building.

vii. Coordinate the construction activities.

viii. Verify the bills of suppliers/contractors to process payment.

ix. Maintain & control the related stores.

x. Liaison with local authorities, wherever necessary.

xi. Attend to the complaints for the building maintenance work.

xii. Inspect and assess the requirement of maintenance work for land &

buildings

xiii. Estimate the cost of maintenance/suggest a schedule for it.

xiv. Process & execute the regular and special maintenance works.

xv. Any other function assigned in the interest of the institute/management.

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ACADEMIC DEPARTMENT

REPORTS TO: REGISTRAR ACADEMICS


i. Court cases regarding students.

ii. Correspondence with outside authorities Govt. & other agencies on

academic and administrative matters.

iii. Maintaining receipt/dispatch register.

iv. Maintaining fees, security deposit registers.

v. Maintaining student master roll register.

vi. Maintaining student personal files.

vii. Correspondence with parents regarding progress/other matters.

viii. Handle student concession for transportation.

ix. Check/submission of exam application forms along with fees.

x. Process distribution of admit cards, processing dues to be collected from

the students through emails.

xi. Correspondence with the examination authorities for exams and

curriculum.

xii. Giving information to students on exams & other items.

xiii. Handling student applications, certification etc.

xiv. Any other duty assigned by superiors.

SENIOR FINANCE OFFICER

REPORTS TO: CEO/VC/PVC


i. Budget proposals, approvals and control.

ii. Pass all the bills and vouchers to pay by account assistant.

iii. Check-day book with cash receipts, vouchers and submit to PVC/VC for

verification.

iv. Check the bank book with bank deposit slips/cheques issued.

v. Reconciliation of monthly bank statements.

vi. Processing purchases, purchase orders & scrutiny of bills.

vii. Processing issue of cheques for payments after pre-audit.

viii. Control of fee and security deposit registers.

ix. Grant-in-aid accounting.

x. FDRs, renewal and encashment.

xi. Store and stock registers checking.

xii. Certification of annual physical verification

xiii. Verifying entries in tally and getting quarterly statements of A/c.

xiv. Preparing and getting auditing done.

xv. Submission of returns and reports to various authorities.

xvi. Affecting economy in expenditure.

xvii. Any other duty assigned by superiors.

xviii. Supervision of Student Ledgers.

IT SERVICES

REPORTS TO: INCHARGE/PVC


i. Planning and execution of effective computer centers.

ii. Optimum utilization of the computer hardware & software.

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iii. Upkeep and maintenance of all equipment in computer lab.

iv. Maintain store and activity records.

v. Wi-Fi System & ERP system management of Campus.

vi. Any other duty assigned by the superiors.

IT SERVICES ALONGWITH ADMINISTRATOR

i. Teaching/conducting theory/tutorial/remedial/practical classes.

ii. Online Conduct of exams/tests evaluation/progress registers & reports etc.

iii. Maintenance of student record.

COMPUTER PROGRAMMER

REPORTS TO: LAB INCHARGE/SYSTEM ANALYST/SYSTEM

MANAGER

i. Assist the system manager / system analyst, staff and students in writing

computer programmes.

ii. Debugging source programs.

iii. Executing the computer programs/obtaining computer outputs.

iv. Maintain the hardware, software, networking and internet etc.

v. Maintain records and documentation of computer lab/center

vi. Any other duty assigned by the superiors.

COMPUTER OPERATOR/TYPIST

REPORTS TO: SECTION I/C

i. To assist the programmer, students and staff in execution of the computer

programs and obtaining the computer output.

ii. Use of computers, all peripherals, printer and plotter etc.

iii. Maintain the computer hardware, soft-ware and net working

iv. Maintain store and other records of computer lab.

v. Make data entry and bring out the print-out.

vi. Use of different software packages.

vii. Any other duty assigned by the superiors.

WORKSHOP SUPERINTENDENT

REPORTS TO: ADMINISTRATOR (MECH-AUTO)

RESPONSIBLE FOR STAFF IN WORKSHOP

i. Planning, scheduling, organizing, coordinating and monitoring workshop

training, and tasks of the Institute.

ii. Plan, deliver and evaluate theoretical and w/s instructions.

iii. Design, develop & test instructions/tasks for skill training.

iv. Plan and organize staff development programs for workshop.

v. Procurement, erection/installation and commissioning of plant and

equipment in the workshops.

vi. Procurement, storage, accounting of materials, tools & eqpt.

vii. Guide students in the performance of practical tasks and skill exercises and

evaluate their performance.

viii. Advise / assist students / faculty members in the fabrication of jobs.

ix. Repair & Fabrication of Campus Infrastructure.

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x. Preventive and breakdown maintenance.

xi. Organise and execute all fabrication and production jobs.

xii. Lay down and implement the safety procedures.

xiii. Participate in professional development activities.

xiv. Financial, personnel, security, production and commercial, functions as

assigned.

xv. Maintain all records and documents related to workshop.

xvi. Participate in consultancy and research & development activities.

xvii. Assist in the administration of deptt.

xviii. Participate in co-curricular and extra-curricular activities.

xix. Student guidance & counseling

xx. Maintenance of students’ records.

xxi. Managing tasks as entrusted by the superior officers.

xxii. Any other duty assigned by superiors.

INSTRUCTOR/ ASST. INSTRUCTOR/ LAB. TECHNICIAN

REPORTS TO: PROF./PROF. I/C/WS/ FOREMAN-INST.


i. Installation, commissioning & operation of tools & equipment.

ii. Procurement, storage, accounting of materials tools & eqpt.

iii. Issue of materials, tools and equipment for shop jobs.

iv. Plan & deliver shop instructions.

v. Guide the students in the performance of practical tasks/skill exercises and

assist in evaluation of their performance.

vi. Arrange for preventive and breakdown maintenance.

vii. Inculcate safety procedures and practices among students.

viii. Assist students & faculty in the fabrication of the projects.

ix. Operation and Maintenance of tools and equipment including preventive

and breakdown maintenance.

x. Participate in all productive activities as a skilled worker.

xi. Participate in co-curricular and extra-curricular activities.

xii. Any other duty assigned by the superiors.

LIBRARIAN

REPORTS TO: I/C/PVC/VC


i. General administration of Library

ii. Preparing estimate and budgets.

iii. Preparing and developing the Library

iv. Processing, selection and acquisition of books/periodicals, learning

resource materials.( Along with the Administrator)

v. Cataloguing, classification and Indexing.

vi. Arranging for repairs of books etc.

vii. Orienting the users towards effective utilization of library services.

viii. Physical verification of resources.

ix. Participate in co-curricular & extra-curricular activities.

x. Any other duty assigned by the supervisors.

xi. Online access of Journals & Journal Budgets.

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ASSISTANT LIBRARIAN / LIBRARY ASSISTANT

REPORTS TO: LIBRARIAN

i. Assisting the Librarian in above work.

ii. Cataloguing and classification of learning resource material

iii. Issuing and receiving of books

iv. Restoring of books and periodicals.

v. Arrangement of print and non-print materials

vi. Any other duty assigned by the supervisors.

LAB INCHARGE

REPORTS TO: Asst. PROF/PROF.


i. Listing out tools equipment and consumables required in sem.

ii. Preparation of instruction sheets for practicals.

iii. Collection of brochures manuals and specifications of equipment

iv. Process the purchase of requirements for lab.

v. Installation and commissioning of equipment.

vi. Periodical and preventive maintenance of tools & equipment.

vii. Lab administration.

viii. Display of charts and models

ix. Lab administration.

x. Cleanliness, orderliness and safety.

xi. Organise the conduct of lab class.

xii. Be the custodian of the lab and maintain the store records for all items in

the lab.

xiii. Innovation, design, fabrication & development of eqpt. in lab.

xiv. Guide the students in the lab for project work.

xv. Physical verification of assets.

xvi. Any other duty assigned by the superiors

INSTRUCTOR PHYSICAL TRAINING

REPORTS TO: SECTION INCHARGE/PVC/VC


i. Organize games and sports

ii. Preparing of sports and games requirement.

iii. Conduct activities in gymnasium.

iv. Prepare grounds for playing and sports.

v. Maintain store and store records.

vi. Organise and manage participation of students in sports/competitions

vii. Assist in the conduct of co-curricular activities.

viii. Student counseling & guidance.

ix. Maintain students’ discipline.

x. Maintenance of Gym & Grounds.

xi. Any other duty assigned by the superiors.

STORE KEEPER / ASSISTANT

REPORTS TO: IC


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i. Maintain all store accounts, records and registers.

ii. Maintain and keep-in-safe custody the stores.

iii. Process inspection, issue and receipt of stores.

iv. Prepare demand note of stores.

v. Prepare and dispatch all relevant documents, forms etc.

vi. Physical verification of consumables, stationery and eqpt.

vii. Prepare inventory/ All Purchase orders.

viii. Process condemnation and disposal of stores.

ix. Any other duty assigned by the superiors.

SECTION / ACTIVITY INCHARGE

REPORTS TO: OFFICER I/C.


i. Organise the meetings and interaction of the committee.

ii. Assist in framing policy and making decisions.

iii. Assist in selection of student representatives.

iv. Counsel the students.

v. Prepare the budget and process expenditure.

vi. Maintain the record of minutes and other documents.

vii. Prepare the relevant reports on the activities entrusted.

viii. Any other duty assigned by the superiors.

The channel of reporting mentioned above shall be followed as indicated

against each item. For example, if the channel indicated against an item is

Dean (Academics)/PVC/VC, the file shall be first submitted to the Dean

(Academics) who in turn will send it with his recommendation(s) to the PVC

and finally the PVC will submit the same with his recommendation(s) to the

Vice-Chancellor.

Documents

Lingaya’s University · LINGAYA’S UNIVERSITY, FARIDABAD Dear Family Member, We welcome you to our Lingaya’s family and wish that by God’s grace you will prosper with us. In