11.1 Appointment of Deans

The Dean of a Faculty is appointed for a term of three years per the MoA/Bye-laws.
The Dean gets a separate office room with secretarial assistance.

11.2 Powers and Functions of Deans

Coordinate/supervise teaching, research and consultancy across departments via HoDs and Centres.
Maintain classroom/lab discipline through HoDs and Centres.
Keep records of sessional evaluation and attendance.
Recommend HoD/Centre leave applications per leave rules.
Perform other academic duties assigned by the Academic Council, BoM or Vice-Chancellor.

11.3 Powers and Functions of Director, Student Affairs

11.3.1 Appointment

The University has a Director, Student Affairs, appointed from among Professors by the BoM on VC's recommendation.
Rank equal to Director of Faculties, but not an ex-officio authority member.

11.3.2 Powers and Functions

Oversee general student welfare; coordinate with Deans on student matters; monitor discipline; guide/advise students on:
- Student body organization/functioning
- Counselling and guidance facilities
- Co-curricular/social participation promotion
- Financial aid (scholarships, fellowships)
- Student-teacher/administration relationships
- Health and medical services
- Residential life
- Educational tours/excursions arrangements
- Foreign/NRI student admissions
- Special arrangements for women students
- Student information services
- Other student problems
Maintain essential student particulars from enrollment.
Communicate with parents/guardians when needed.
Chair the Disciplinary Committee; report problem cases to the Vice-Chancellor.
Coordinate morning prayers and Friday evening community meets with HoDs.
Head the Health Centre and Day Scholars.
Enforce the student code of conduct.
Coordinate international student admission/stay/departure with HoDs.
Perform other duties assigned by the Vice-Chancellor.

11.4 Appointment of Head of the Department/Centre

Each Department/Centre has a Head, appointed by the Vice-Chancellor by rotation per seniority, for three years.
If no Professor exists, an Associate Professor (by seniority rotation) is appointed for three years.
If the Head cannot perform duties, the next Professor/Associate Professor officiates.
On relinquishing office, the Head must hand over goods/materials/equipment/cash to the successor.
A signed statement of handover items is prepared, retained by both, and a copy submitted to the Registrar.

11.5 Powers and Functions of the Head of the Department/Centre

Be the academic Head; convene/preside over department meetings and the Board of Studies.
Maintain classroom/lab discipline through department faculty.
Assign teacher duties for proper department functioning.
Coordinate/supervise teaching and research.
Recommend leave applications for department staff.
Be responsible for records, equipment, furniture, and departmental library books.
Operate the department budget.
Perform other functions assigned by the Academic Council, Dean, or Vice-Chancellor.

11.6 Appointment of Vice-Chancellor

(a) Appointed by the Chancellor per Bye-laws. (b) Selected by a three-member Search-cum-Selection Committee. (c) Vacancy notified via routine procedures. (d) Committee members are eminent, unconnected with the University. (e) Weightage given to academic excellence, exposure to higher education systems, and administrative governance experience. (f) Panelists need minimum 10 years as Professor (or equivalent), or other UGC/MHRD-prescribed qualifications. (g) Panel of three names (in merit order) submitted to the Chancellor. (h) Chancellor appoints from the panel. (i) VC should have high competence, integrity, morals and institutional commitment. (j) VC's term counts as service period for future benefits. (k) Term: 5 years, eligible for a second term, not beyond age 70.

11.7 Powers and Functions of the Vice-Chancellor

Principal Executive Officer; general supervision/control over University affairs; responsible for implementing authority decisions.
Ex-Officio Chairman of BoM, Academic Council, Finance Committee, Planning & Monitoring Board, Selection Committees.
May attend/address any authority/body/committee meeting.
Aggrieved persons may appeal VC's decisions to the BoM within 30 days.
Ensures Regulations/Rules are observed/implemented.
Holds all powers for proper maintenance and discipline.
May re-delegate powers to subordinates with BoM concurrence.
May constitute Committees at discretion.
In VC's absence, senior-most Dean/Professor exercises only administrative/financial (not statutory) powers.

11.8 Pro Vice-Chancellor

Appointed by BoM on VC's recommendation; accountable to VC.
Term: 5 years.
Responsibilities include: developing/delivering University strategy; leading delegated areas; promoting teaching/research/innovation; recruiting high-caliber staff; encouraging staff development; interdisciplinary collaboration; chairing committees/ceremonial roles; rewarding research excellence; assisting VC with strategic goals; managing reputation risk; crisis management planning; promoting staff/student well-being; promoting international collaboration.

11.9 Registrar — Emoluments, Terms and Conditions

Whole-time salaried officer appointed by BoM on Selection Committee recommendation: VC (Chair), one Chancellor nominee, one BoM nominee, one external expert.
Terms/emoluments per university rules.
In vacancy/absence, VC directs/appoints a substitute.
Ex-officio Secretary of BoM, Academic Council, PMB (not a member).
Directly responsible to and works under the VC.

11.10 Duties of the Registrar

Custodian of records, funds, and property.
Conducts official correspondence for University authorities.
Issues meeting notices for authorities/committees/sub-committees.
Maintains minutes of all authority/committee meetings.
Arranges/supervises University examinations.
Represents the University in suits/proceedings; signs power of attorney.
Enters agreements, signs documents, authenticates records.
Safeguards/maintains buildings, gardens, office, canteen, vehicles, labs, libraries, equipment.
Performs other duties as assigned.
Resignation requires three months' notice to BoM via VC (waivable by BoM); may be withdrawn within the notice period.
BoM may discharge the Registrar without notice/compensation for misconduct/breach of trust after due enquiry.
Registrar needs VC's prior permission for leave.

11.11 Finance Officer — Emoluments, Terms and Conditions

Whole-time salaried officer appointed by BoM.
Works under VC's direction, responsible to BoM through VC.
Responsible for annual budget, estimates, and account statements for the Finance Committee/BoM.
Manages University funds/investments subject to BoM control.
May be discharged without notice/compensation for misconduct after due enquiry.
Superannuation age: 60.
Works with the Registrar under VC's supervision, accountable to BoM through VC.
Carries out functions prescribed by BoM/Finance Committee.

11.12 Controller of Examinations

Appointed by the BoM; paid per UGC/MHRD/University prescribed salary.
Ensures compliance with BoM/Academic Council/VC directions on examination/evaluation.
Permanent invitee to the BoM.
Resignation: three months' notice to BoM via VC (waivable).
May be discharged without notice/compensation for misconduct after due enquiry.
Retirement age: 60 (extendable by BoM order on valid grounds).

11.13 Formulating Regulations of the University

Regulations may be made/amended/repealed by the BoM.
No regulation affecting residence, health, discipline, admission/enrolment without consulting the Academic Council.
No regulation on appointment conditions, examiner duties, exam conduct/standards, or courses of study without consulting the Academic Council.
BoM cannot amend Academic Council drafts but may reject (with recorded reasons) or return for reconsideration with suggested amendments.

11.14 Delegation of Powers

Any officer/authority may delegate powers to another officer/authority/person under their control, with overall responsibility remaining with the delegating officer.

11.15 Constitution of Any Other Body

Constitution, powers, and functions of other authorities decided by the University under MoA/Bye-laws with UGC approval.

11.16 Procedure for Convening Academic Council Meetings

VC fixes meeting dates.
Notice sent by Registrar ≥15 days before the meeting.
Agenda proposals to Registrar ≥14 days in advance.
Agenda/notes communicated ≥7 days in advance.
Supplementary agenda circulated as decided by Chairman.
VC may authorize emergency meetings at short notice, or on requisition by ≥15 members.
Council meets ≥3 times per academic year.
Minutes placed before Chairman within 7 days; circulated to members; formally confirmed at next meeting (first agenda item); action-taken report is the second item.
Non-ex-officio members may resign in writing to the Registrar; term is two years.
Vacancies don't invalidate proceedings; filled per MoA/Bye-laws.
Teacher-members expected to attend; official duties need VC approval.

11.17 Procedure for Convening BoM Meetings

Notice sent by Registrar ≥15 days before the meeting (date, venue, time).
VC may authorize emergency meetings.
BoM meets ≥4 times per year.
Agenda items sent ≥7 days prior; motions to reach Chairman ≥14 days before.
Minutes placed before Chairman within 7 days; members respond within 10 days (silence = acceptance); formal confirmation at next meeting.
Non-ex-officio members may resign in writing to the Registrar.
Vacancies don't invalidate proceedings.
Business may be carried out by circulation.
Proceedings copy forwarded to the Chancellor.
Quorum: more than half of total members.
In VC's absence, Pro-VC presides (or a member-chosen chair).
Power to interpret/amend/repeal bye-laws vests in the BoM.

11.18 Procedure for Convening Planning & Monitoring Board (PMB) Meetings

Notice ≥15 days before the meeting.
Agenda subjects to Registrar (Member Secretary) ≥14 days in advance.
VC (Chairman) determines agenda admissibility.
Agenda + notes circulated ≥7 days in advance.
Board meets at least once a year, plus as needed.
Emergency meetings possible; short notice on requisition by ≥5 members.
Minutes placed before the BoM.

11.19 Procedure Observed at Academic Council Meetings

VC presides; in absence, Council nominates a member to chair.
Quorum: one-third (rounded up).
Right to include/withdraw agenda items vests with VC/Chairman; reasons given if an item isn't admitted.
Order of business: change-of-order motions; confirmation of previous minutes; action-taken report; VC's business; Faculty/Department/Centre business; Board of Studies business; RAC business; member business.
Adjourned meetings don't require quorum, restricted to circulated agenda.
Members must observe decorum; may raise points of order for Chairman's ruling.
Chairman may admonish/reprimand/suspend a member for misconduct.
Decisions ordinarily by consensus; Chairman may call a vote.
All members (except non-member Secretary) may vote; Chairman has a casting vote.
Matters aren't re-opened without VC's prior permission (recorded reasons).
Chairman's procedural rulings are final.

11.20 Procedure Observed at BoM Meetings

Quorum: half of members.
Agenda admission/withdrawal rights vest with VC/Chairperson.
Adjourned meetings restricted to circulated agenda (unless Chairman permits otherwise).
Decorum required; points of order to Chairman.
Chairman may admonish/reprimand/suspend for misconduct.
Matters not re-opened without VC's prior permission.
Decisions ordinarily by consensus; Chairman may call a vote.
All members (except Secretary) vote; Chairman has casting vote.
Teacher-members expected to attend; tours/duties need VC approval.
Chairman's procedural rulings final.

11.21 Procedure Observed at PMB Meetings

VC presides; in absence, PMB nominates a chair.
Supplementary agenda circulated per Chairman's decision.
Chairman may permit late-notice items on merit.
Quorum: 50% of members.
No unnoticed business except: adjourn debate/meeting; dissolve meeting; change order of business; refer matters; pass to next item; appoint a committee; propose a vote.
No quorum → Chairman adjourns to another time/date.
Chairman may bring urgent business with shorter/no notice.
Business order: confirmation of previous minutes; action-taken report; working report/receipts/expenditure/balance-sheet/estimates.
Order-of-business changes must not affect hierarchy/merit order for noticed business.
Chairman's procedural rulings final.

11.22 Constitution, Functions and Powers of the Academic Council

Members:

Vice-Chancellor — Chairperson
Pro Vice-Chancellor — Member
Deans of Faculties — Member
Heads of Departments — Member
Ten Professors (non-HoD) by intake seniority
Two Professors (non-HoD) by seniority rotation — Member
Two Assistant Professors by seniority rotation
Three educationists/other-field persons (non-University) nominated by VC — Member
Three non-teaching-staff co-opted for specialized knowledge — Member
Registrar — Secretary

Three ordinary meetings per year.
Powers/functions per UGC Regulations.
VC may call/postpone meetings at discretion.
Registrar gives ≥15 days notice under VC's direction.
VC may call a special meeting on requisition of ≥15 members (written, signed, with resolutions).
Quorum: one-third (rounded up).
Resolution notices to reach Registrar ≥4 days before; withdrawal notice ≥2 days before.
Registrar includes undisputed noticed resolutions in the agenda.
Agenda issued ≥15 days before the meeting.
Non-receipt of agenda doesn't invalidate proceedings; VC may bring urgent business with shorter notice.
Amendment notices to reach Registrar ≥2 working days before.
Registrar prepares amended agenda under VC's direction.
Members sign an attendance register.
Special Invitees (no vote): Controller of Examinations; Director of Physical Education; teaching staff required by the VC.

11.23 Constitution, Powers and Functions of the Board of Management

The BoM is the highest governing body, headed by the VC, with 10–15 members.

11.24 BoM Independence

Independent of the sponsoring body with full autonomy in academic/administrative matters.

11.25 Composition of BoM

i. Vice-Chancellor — Chairperson ii. Pro Vice-Chancellor (where applicable) iii. Two Deans (rotation by seniority) iv. Three eminent academics (Professor rank), unconnected with the University/sponsoring body, appointed by the Chancellor v. One Central/State Government representative (Professor rank or above) where applicable, or a UGC-nominated representative for other institutions vi. Two teachers (one Professor, one Associate Professor) by seniority rotation vii. Up to four nominees of the Sponsoring body viii. The Registrar — ex-officio Secretary

11.26 Tenure and Powers of BoM

Non-ex-officio, non-teacher members: 3-year term, eligible for reappointment.
Teacher-members: 2 years or until ceasing to be a teacher, whichever earlier.
BoM is the principal management organ and apex executive body, with rule-making power.
BoM is the final decision-making body on academic, administrative, personnel, financial, developmental matters.
BoM doesn't infringe on other authorities' powers; obtains advice/recommendations where those authorities have advisory roles.

11.27 Meetings of the BoM

i. At least 4 times a year, ≥15 days' notice. ii. Quorum: more than half of total members. iii. In VC's absence, Pro-VC presides (or a member-chosen chair). iv. Each member (including Chairperson) has one vote; simple majority; Chairperson has casting vote on ties. v. Business may be carried out by circulation. vi. Proceedings copy sent to the Chancellor promptly.

11.28 Termination of Membership

A member (other than VC/teacher representatives) accepting full-time University appointment, or missing three consecutive meetings without leave, ceases to be a member. BoM may delegate powers to the VC/officer/faculty/Committee, subject to reporting at the next meeting.

11.29 Finance Committee

Composition: i. Vice Chancellor — Chairperson ii. Pro Vice-Chancellor (where applicable) iii. One Society/Trust/Company nominee iv. Two BoM nominees (one a BoM member) v. One Central Government representative (Joint Secretary+) where applicable, or UGC-nominated vi. One State Government representative where applicable vii. Finance Officer — Secretary ex officio

Tenure: Non-ex-officio members: 3 years.

Powers and Functions: i. Consider annual accounts/financial estimates, submit to BoM for approval. ii. Recommend annual budget/revised estimates to BoM. iii. Fix recurring/non-recurring expenditure limits; no non-budgeted expenditure without Finance Committee approval.

Meetings: At least twice a year; quorum: four members.

11.30 Constitution, Powers and Functions of the PMB

S.No	Composition	Status
1	Vice-Chancellor	Chairman
2	Seven internal members	Members
3	UGC nominee	Member
4	Three eminent outside experts nominated by VC	Member
5	Registrar	Secretary

Meets at least once a year, on VC's chosen date; ≥15 days notice.
Quorum: 50% of members.
Majority opinion prevails on disagreements.
Each member (incl. Chairperson) has one vote; Chairperson has casting vote on ties.
Internal members unpaid; external members get TA/DA and sitting fees.
Special meeting on written requisition by ≥5 members.
PMB approves academic/development plans; reviews education/research/extension standards; reviews committee/centre/chair performance; advises BoM and Academic Council.

11.31 Constitution of Board of Studies (BOS)

Members:

Dean of Faculty/HoD — Chairperson
All Professors of the Faculty/Department — Members
Two Associate Professors by seniority rotation — Members
Two Assistant Professors by seniority rotation — Members
Up to two co-opted experts (incl. from profession/industry)
One Assistant Professor (from #4) as Member Secretary

Powers and Functions:

Separate BOS for UG/PG branches as recommended by the Academic Council/approved by BoM.
If no Professor, VC nominates senior-most faculty as Chairman.
Frames syllabus and examination scheme.
Reports on matters referred by BoM/Academic Council/Faculty/Dean.
Recommends examiners, text books; consults specialists; recommends courses/examinations.
Recommends subject-expert panels (University Depts/National Labs) with full details for recruitment/selection/promotion.
Meetings convened by Secretary on Chairperson's recommendation, or on written request of ≥1/3 members; 7 days' notice.
In Chairperson's absence, Registrar acts as Convener for urgent business.
Quorum: three members.

11.32 Establishment of New Courses/Programmes/Departments/Centres/Off-Campus and Offshore Campuses

Operated per UGC-laid conditions.

11.33 Creation of Other Committees/Bodies

The VC or a University authority may appoint standing/Special/Advisory Committees, including non-authority-member persons.

11.34 Procedure for Budget Estimates

The budget specifies expenditure objects/limits for a financial year, converting objectives into action plans and serving as financial control.

11.35 Form of the Budget

Prepared per Government of India/UGC forms: Part I (Non-Plan — normal functioning/auxiliary services), Part II (Plan — developmental activities).
Includes abstract and summary in addition to detailed budget; consolidated "Budget at a glance."
Department-wise consolidated provision statements; columns for Heads of Accounts, previous actuals, current BE, actuals to date, Revised Estimates, and ensuing-year BE.
Budget Note/Explanatory Memorandum explains salient features/variations, covering prior-year review, current financial position, and ensuing estimates.
Explanatory Memorandum correlates physical achievement with financial outlay.
Heads of Accounts align with ledgers/Receipts-Payments/Income-Expenditure accounts.

11.36 Budget Exercise

Starts with a Registrar-issued budget circular to HoDs for revised/ensuing estimates, drawing attention to:
- Optimal grant utilization review
- Emerging research/extension requirements
- Critical examination of older areas for reduced outlay/abolition
- New areas/activities for the ensuing year
Current year expenditure restricted to sanctioned budget; Revised Estimates handle exigencies, prepared carefully using actuals-to-date and anticipated factors.

11.37 Budget Calendar

Event	Due Date
Issue of Budget circular to HoDs	Early July
Receipt of budget proposals from departments	Early August
Preliminary discussions (VC, HoDs, Finance Officer)	Late August
Budget formulation + Revised Estimates by Finance Officer	Early September
Submission to Finance Committee	Late Sept / Early Oct
Placement before BoM	Nov / Dec
Submission of finalized budget (Non-plan & Plan) to PMB	March following

11.38 Preparation of Budget Estimates

Per UGC instructions. Key guidelines:

11.38.1 Estimates for Receipts: based on last year's actuals, current trends, next year's expectations; explore enhancing rates/new revenue sources.

11.38.2 Estimates for Expenditure:

Revised Estimates precede ensuing-year estimation, framed carefully using actuals and relevant factors.
Ensuing-year BE based on expected payments including arrears; economy emphasized; new-expenditure order of preference:
1. UGC/GoI-funded development (no University burden)
2. Productive expenditure balanced by generated fees
3. Low-priority schemes at convenient intermediate stage
New Maintenance-Grant expenditure items compiled separately for Finance Committee approval.
New major works/schemes/posts placed before the Building/Finance Committee.
New-post proposals need existing-strength details and justification, including present cost, pay/post numbers, and extra-cost estimate.
Budget proposals aren't an occasion for pay-scale/allowance changes (handled separately).
Estimates based on expected actual receipts/payments (gross, not net) including arrears and liabilities.
Avoid omitting inevitable charges or overestimating unlikely receipts.
Estimates based on 3-year actuals comparison with adjustments.
No lump-sum provision except under definite orders.
No government-grant amount shown unless probability confirmed.
Fixed charges critically reviewed periodically (supplies, services, contingencies, establishment).
Detailed-head estimates rounded to nearest hundred rupees.
Framed with utmost (but justified) foresight — absolute minimum necessary.
Accuracy essential; estimates submitted on fixed dates with due care.

11.39 Scrutiny of Estimates

Finance Officer scrutinizes to ensure:

Correct previous-year actuals and progressive current-year expenditure.
Correctly estimated staff provisions.
No omitted sanctioned items.
No unsanctioned items included.
Discussed with HoDs, Deans, VC before finalizing.

11.40 Approval of Budget

11.40.1 Presentation to Finance Committee: Considers budget; fixes recurring/non-recurring expenditure limits; no excess expenditure permitted.

11.40.2 Presentation to BoM: Budget readjusted after final UGC grant sanction; new approved items highlighted; BoM approves within Finance Committee limits.

11.40.3 Communication and Distribution: Registrar communicates budget provisions to HoDs post-approval.

11.40.4 Budgetary Control:

Need and quantum of expenditure verified as commensurate.
Approved procedures/norms followed.
Sanctioning authority's approval obtained.
Transactions recorded promptly; HoDs maintain a Budget Control Register per Head of Account; ultimately responsible for expenditure control; Registrar conducts quarterly reviews reported to the VC.

11.40.5 Cash Budget/Cash Flow Analysis: Monthly cash budget based on 3–4 years' experience, aiming for adequate but not excessive cash balances; a further budgetary control tool.

11.40.6 Surrender of Savings: Anticipated savings surrendered promptly (not held in reserve); no rush of expenditure near year-end.

11.40.7 Re-appropriation:

Allowed for Maintenance Grant subject to BoM restrictions.
Sanctioned by VC before financial year-end.
Source units shouldn't show resulting excess expenditure.
Not permitted to: create future-year outlay obligations; convert non-recurring to recurring expenditure; use savings on sanctioned-post pay/allowances; fund new specific-item expenditure from another's provision; meet non-budgeted/non-sanctioned expenditure.

11.40.8 Budget Provision Is No Authority for Spending: Provision alone doesn't authorize expenditure; competent authority sanction is required.

11.40.9 Unspent Balance Lapses: Unspent year-end balances automatically lapse, except externally funded activities.