Manual-3

Procedure followed in decision-making process

[Section 4(1)(b)(iii)]

A. Authorities of University.

There is provision of various University Authorities for taking decisions in the various matters. The Dr B R Ambedkar Vishwavidyalaya Act 2007(Delhi Act 9 of 2007) elaborate the name, constitution, powers and functions of these authorities which are as under:-

Authorities of the University:-

The following shall be the authorities of the University namely:

  1. the Court;
  2. the Board of Management;
  3. the Academic Council ;
  4. the Planning Board ;
  5. the School of Studies ;
  6. the Finance Committee; and

Such other authorities as may be declared by the statues to be the authorities of the University.

The Court :-

  1. As per Section 19(1) of the aforementioned Act, the Court shall be the supreme authority of the University and shall consist of the following persons:-
    1. Chancellor;
    2. Vice-Chancellor,
    3. Five eminent persons in the disciplines of Social Sciences and Humanities, nominated by the Government;
    4. Secretary(Finance) to Government;
    5. Secretary(Higher Education) to Government;
    6. Secretary (Department of Art and Culture) to Government;
    7. A representative of the University Grants Commission;
    8. Registrar of the Guru Gobind Singh Indraprastha University.
  2.  
    1. The term of office of the nominated members of the Court other than the ex-officio members shall be three years.
    2. Where a person becomes the member of the Court by reason of the office or appointment he holds his membership shall terminate when he ceases to hold that office or appointment.
    3. A member of the court shall cease to be a member if he resigns or becomes of unsound mind, or becomes insolvent or is convicted of a criminal offence involving moral turpitude. A member, other than the Vice chancellor or Professor, shall also cease to be member if he accepts a full time appointment in the University; or if he not being an ex-Officio member fails to attend three consecutive meetings of the Count without the leave of the Chancellor.
    4. A member of the Court, other than an ex-officio member, may resign his office by a letter addressed to the Chancellor and such resignation shall take effect as soon as it has been accepted by him.
    5. Any vacancy in the Court shall be filled by nomination by the respective nominating authority and on expiry of the period of the vacancy; such nomination shall cease to be effective.

 

Powers, Functions, and Meetings of the Court:-

  1. Subject to the provisions of the University Act, the Court shall review from time to time, the broad policies and programmes of the University and suggest measures for the improvement and development of the University, the Court shall also have the following other powers and functions, namely:
    1. To consider and pass the annual report, financial statement and the budget estimates prepared by the Board of Management and to adopt them with or without modification;
    2. To make Statutes concerning the administration of the affairs of the University including prescribing the procedures to be followed by the authorities and the officers of the University in the discharge of their functions;
    3. To advice the chancellor in respect of any matter which may be referred to it for advice;
    4. To perform such other functions as may be prescribed;
  2.  
    1. The Court shall meet at least once in a year. An annual meeting of the Court shall be held on a date to be fixed by the Board of Management, unless some other date has been fixed by the Court in respect of any year and meeting of the court shall be presided over by the chancellor when he is present;
    2. A report of the working of the University during the previous year, together with a statement of receipt and expenditure, the balance sheet as audited, and the financial estimates shall be presented by the Vice-Chancellor to the Court at its annual meetings.
  3.  
    1. The meetings of the Court shall be called by the Chancellor or by the Vice-Chancellor either on his own or at the request of not less than half the members of the Court.
    2. For every meeting of the Court, fifteen days’ notice shall be given.
    3. One-half of the members existing on the rolls of the Court shall form the quorum.
    4. Each member shall have one vote and if there be equality of votes on any question to be determined by the Court the person presiding over the meeting shall, in addition, have a casting vote.
    5. In case of difference of opinion among the members, the opinion of the majority shall prevail, and
  4. If urgent action by the Court becomes necessary, the Vice-Chancellor may permit the business to be transacted by circulation of papers to the members of the Court. The action so proposed to be taken shall not be taken unless agreed to by a majority of members of the Court. The action so taken shall be forthwith intimated to all members of the Court. In case the authority concerned fails to take decision, the matter shall be referred to the Chancellor, whose decision shall be final.

 

The Board of Management:-

  1. The Board of Management shall be the principal executive body of the University and, as such, shall have all powers necessary to administer the University subject to the provisions of this Act and the Statutes made thereunder, and may make regulations for that purpose and also with respect to matters provided hereunder.
  2. The Board of Management shall consist of the following persons, namely:-
    1. The Vice-Chancellor of the University;
    2. Three eminent persons in the discipline of social sciences and humanities, nominated by the Government;
    3. Three Professors of the University nominated by the Chancellor;
    4. Secretary (Finance ) to Government;
    5. Secretary (Higher Education) to Government;
    6. Such other member or members as may be prescribed by the Statutes.
  3. Where a person has become a member of the Board of Management by reason of the office or appointment he holds, his membership shall terminate when he ceases to hold that office or appointment.
  4. The term of office of the nominated members of the Board of Management other than ex-officio members shall be three years.
  5. A member of the Board of Management shall cease to be a member, if he resigns or becomes of unsound mind, or becomes insolvent or is convicted of a criminal offence involving moral turpitude. A member, other than the Vice-Chancellor or Professor, shall also cease to be member if he accepts a full time appointment in the University; or if he not being an ex-officio member fails to attend three consecutive meetings of the Board of management without the leave of the Vice-Chancellor.
  6. A member of the Board of Management other than an ex-officio member may resign his office by a letter addressed to the Vice Chancellor and such resignation shall take effect as soon as it has been accepted by him.
  7. Any vacancy in the Board of Management shall be filled by nomination by the respective nominating authority and on expiry of the period of the vacancy; such nomination shall cease to be effective.

 

Powers, Functions and Meetings of the Board of Management:-

  1. The Board of Management shall be the principal executive authority of the University and, as such, shall have all powers necessary to administer the University subject to the provisions of the University Act and the Statues made there under; and may make regulations for that purpose and also with respect to matters provide hereunder.
  2. The Board of Management shall have the following powers and functions, namely:-
    1. to recommend the names of three persons to the Chancellor for appointment as Registrar of the University on the recommendations of the selection committee constituted for that purpose by it and headed by the Vice-Chancellor;
    2. to prepare and present to the Court at its annual meeting-
    3. A report on the working of the University;
    4. A Statement of accounts;
    5. Budget proposals for the ensuing academic year;
    6. to manage and regulate the finances, accounts, investments, properties, business and all other administrative affairs of the University and for that purpose, constitute committees and delegate the powers to such committees or such officers of the University as it may deem fit;
    7. to invest any money belonging to the University, including any unapplied income, in such stock, funds, shares or securities, as it may, from time to time, think fit, or in the purchase of immovable property in India, with the like power of varying such investments from time to time; except land acquired or building constructed with the assistance of the Government, in which cases the prior approval of the Government shall be required;
    8. to enter into vary, carryout and cancel contracts on behalf of the University and for that purpose to appoint such officers as it may think fit;
    9. to provide the buildings, premises, furniture and apparatus and other means needed for carrying on the work of the University ;
    10. to entertain, adjudicate upon, and if it think fit, to redress any grievances of the officers, teachers, students and employees of the University;
    11. to create teaching, administrative, ministerial and other necessary posts, to determine the number and emoluments of such posts, to specify the minimum qualifications for appointment to such posts on such terms and conditions of service as may be prescribed by the Regulations made in this behalf;
    12. to appoint examiners and moderators, and if necessary to remove them and to fix their fees, emoluments and travelling and other allowances, after consulting the Academic Council ;
    13. to select a common seal for the University;
    14. to exercise such other powers and to perform such other duties as may be considered necessary, or imposed on it by or under the University Act.
  3.  
    1. The Board of Management shall meet, at least, once in three months and not less than fifteen days’ notice shall be given of such meetings.
    2. The meeting of the Executive Council shall be called by the Registrar under instructions of the Vice-Chancellor or at the request of not less than five members of the Board of Management.
    3. One-half of the members of the Board of Management shall form the quorum at any meeting.
    4. In case of difference of opinion among the members the opinion of the majority shall prevail.
    5. Each member of the Board of Management shall have one vote and if there be equality of votes on any question to be determined by the Board of Management, the Chairman of the Board of Management or as the case may be, the member presiding over that meeting shall, in addition, have a casting vote.
    6. Every meeting of the Board of Management shall be presided over by the Vice- Chancellor and in his absence by a member chosen by the members present.
    7. If urgent action by the Board of Management becomes necessary, the Vice-Chancellor may permit the business to be transacted by circulation of papers to the members of the Board of Management. The action so proposed to be taken shall not be taken unless agreed to by a majority of members of the Board of Management. The action so taken shall be forthwith intimated to all the members of the Board of Management. In case the authority concerned fails to take decision, the matter shall be referred to the Chancellor whose decision shall be final.

 

The Academic Council:-

  1. The Academic Council shall be the principal academic body Council. of the University and shall, subject to the provisions of this Act, the Statues and the Ordinances, have the control and regulation of, and be responsible for, the maintenance of standards of instruction, education and examination within the University and shall exercise such other powers and perform such other duties as may be conferred or imposed upon it by the Statutes.
  2. The Academic Council shall have the right to advise the Board of Management on all academic matters.
  3. The Academic Council shall consist of the following persons, namely:-
    1. the Vice-Chancellor who shall be the Chairman ;
    2. five persons from amongst educationists of repute or men of letters or eminent public men , who are not in the service of the University, and nominated by the Government;
    3. a nominee of the University Grants Commission or its successor;
    4. five professors nominated by the Vice-Chancellor with the prior approval of the Chancellor;
    5. all Heads of the schools;
    6. two members of the teaching staff, one each respectively representing the associate and assistant professors nominated by the Vice-Chancellor, with the prior approval of the Chancellor;
    7. Such other member as may be prescribed by the Statutes.
    8. The term of the members of the Academic Council, other than ex-officio members, shall be three years.

 

Powers, Functions and Meetings of the Academic Council:-

  1.  
    1. Subject to the provisions of this Act, Statutes and Regulations and overall supervision of the Board of Management, the Academic Council shall manage the academic affairs and matters in the University and in particular shall have the following powers and functions, namely:
    2. to report on any matter referred or delegated to it by the Governing Body or the Board of Management;
    3. to make recommendations to the Board of Management with regard to the creation, abolition or classification of teaching posts in the University and the emoluments payable and the duties attached thereto;
    4. to formulate and modify or revise schemes for the organization of the faculties, and to assign to such faculties their respective subjects and also to report to the Board of Management as to the expediency of the abolition or sub-division of any faculty or the combination of one faculty with another;
    5. to recommend arrangements for the instruction and examination of persons other than those enrolled in the University;
    6. to promote research within the University and to require from time to time, reports on such research;
    7. to consider proposals submitted by the faculties;
    8. to lay down policies for admissions to the University;
    9. to recommend recognized diplomas and degrees of other Universities and institutions and to determine their equivalence in relation to the certificates, diplomas and degrees of the Universities;
    10. to fix, subject to any conditions accepted by the Court, the time, mode and conditions of the competition for Fellowships, Scholarships and other prizes and to recommend for award of the same;
    11. to make recommendations to the Board of Management with regard to the appointment of examiners and, if necessary, their removal and fixation of their fees, emoluments and traveling and other expenses;
    12. to recommend arrangements for the conduct of examinations and the dates for holding them;
    13. to declare or review the result of the various examinations or to appoint committees or officers to do so, and to make recommendations regarding the conferment or grant of degrees, honours, diplomas, licences, titles and marks of honour;
    14. to recommend stipends, scholarships, medals and prizes and to make other awards in accordance with the regulations and such other conditions as may be attached to the awards;
    15. to approve the syllabus for the prescribed courses of study and to approve or revise lists of prescribed or recommended text books and to publish the same.
    16. to approve such forms and registers as are, from time to time, required by the regulations;
    17. to formulate, from time to time, the desired standards or education to be adhered in drawing up the curriculum and syllabi for being taught in the University;
    18. to perform, in relation to academic matters, all such duties and to do all such acts as may be necessary for the proper carrying out of the provisions of this Act and the regulations made there under.
  2.  
    1. The Academic. Council shall meet as often as may be necessary, but not less than three times, during an academic year.
    2. One half of the existing members of the Academic Council shall form the quorum for a meeting of the Academic Council.
    3. In case of difference of opinion among the members, the opinion of the majority shall prevail.
    4. Each member of the Academic Council, including the Chairman of the Academic Council, shall have one vote and if there be an equality of votes on any question to be determined by the Academic Council, the Chairman of the Academic Council, or, as the case may be, the member presiding over that meeting, shall in addition, have a casting vote.
    5. Every meeting of the Academic Council shall be presided over by the Vice-Chancellor and in his absence by a member chosen in the meeting to preside on the occasion.
    6. If urgent action by the Academic Council becomes necessary, the Chairman of the Academic Council may permit the business to be transacted by circulation of the papers to the members of the Academic Council. The action proposed to be taken shall not be taken unless agreed to, by a majority of the members of the Academic Council. The action so taken shall forthwith be intimated to all the members of the Academic Council. In case the authority concerned fails to take a decision, the matter shall be referred to the Chancellor, whose decision shall be final.

 

The Planning Board:-

The Planning Board consists of the following:

  1. Vice Chancellor - Chairperson
  2. All Pro Vice Chancellors - Ex-officio Members
  3. Dean Planning - Ex-officio Member
  4. Three persons from amongst the academic staff of the University to be nominated by the Vice Chancellor:
    1. One or two Deans or Directors
    2. One or two Professor or Associate Professor
  5. Five persons, who are not employees of the University, representing the following, and to be nominated by the respective bodies on the recommendation of the Vice Chancellor:
    1. One member of the Court
    2. One member of the Board of Management
    3. One Member of the Academic Council
    4. Two eminent persons in the field of Higher Education / Industry / Voluntary Sector (to be nominated by the Vice Chancellor)
  6. Registrar - Secretary

All the members of the Planning Board, other than the ex-officio members, shall ordinarily hold office for a term of three years.

The Planning Board shall be the principal planning body of the University and shall have the following powers and functions:

  1. to prepare and recommend short-term and long-term plans of the University;
  2. to conduct periodic impact assessment of the educational programmes offered by the University;
  3. to recommend new structures to be created in the University such as Schools / Division / Centres;
  4. to frame structures, rules, norms and processes to facilitate smooth functioning and quality enhancement;
  5. to identify and recommend to the Academic Council / Board of Management on new areas of study keeping in view the vision and mission of the University;
  6. to identify relevant programmes and focus areas for each campus of the University keeping in view the character of University as an institution for the city of Delhi and the geographical and socio-economic location of each campus;
  7. to develop financial models and recommend ideas for resource mobilization, funding initiatives and fund management;
  8. to recommend the principles and policy framework for financial and human resource planning and norms for allocation for various activities of the University;
  9. to develop and recommend modes, designs and strategies of instruction, and structures required for these;
  10. to plan and review the infrastructure development of the University;
  11. to plan and recommend the design framework of comprehensive information system covering all aspects of the functioning of the University;
  12. any other work that the Planning Board can take for itself, or which other statutory bodies assign the Planning Board.

The matters related to any new developments, including those listed above shall be first taken up in the Planning Board before being placed in the Academic Council and/or the Board of Management

 

The Schools:-

  1. There shall be such number of Schools as the University may Determine from time to time.

  2. The constitutions, powers and functions of a School shall be such as may be prescribed.

 

Finance Committee:-

  1. There shall be a Finance Committee constituted by the Board of Management consisting of the following, namely:-

    1. the Vice-Chancellor ;
    2. The Secretary(Higher Education) to Government or his representative;
    3. The Secretary(Finance) to Government or his representative;
    4. Two other members nominated by the Board of Management from amongst its members of whom one shall be a Professor;
    5. Such other members as may be prescribed by the Statutes.
  2. The members of the Finance Committee, other than the Vice-Chancellor and Professor, shall hold office so long as they continue as members of the Executive Council.
  3. The functions and duties of the Finance Committee shall be as follows:-
    1. to examine and scrutinize the annual budget of the University and to make recommendations on financial matters to the Board of Management;
    2. to consider all proposals for new expenditure and to make recommendations to the Board of Management;
    3. To consider the periodical statements of accounts and to review the finances of the University from time to time and to consider re-appropriation statements and audit reports and to make recommendations to the Board of Management;
    4. To give its views and to make recommendations to the Executive Council on any financial question affecting the University either on its own initiative or on reference from the Board of Management or the Vice-Chancellor.
  4. The Finance Committee shall meet at least, thrice in every year. Three members of the Finance Committee shall form the quorum.
  5. The Vice- Chancellor shall preside over the meetings of the Finance Committee, and in his absence, a member elected at the meeting shall preside. In case of deference of opinion among the members, the opinion of the majority of the members present shall prevail.

The constitution, powers and functions of the other authorities which may be declared by the Statutes to be the authorities of the University, shall be such as may be prescribed.

B. For Routine letters / applications

Sr. NoActivityLevel Of Officer For Action
1.Receipt of applications/lettersDiary/Dispatch Official
2.Dispatch of applications/lettersDiary/Dispatch Official
3.Forwarding of    the application / letter to the  concerned  officer  of  the  branch/ section     Diary/Dispatch Official
4.

Marking of the application / letter by the concerned officer to the dealing assistant. In  a  department  with  officers  of  higher levels, the letter is down-marked by Dy. Registrar  /Asst.    Registrar/Other    Officer who down-marks it to Section Officer and then to dealing assistant.

Registrar/Deputy Registrar/Asstt. Registrar/Other Officer/ Officer
5.Examination    of    case/submission    of proposals by the dealing assistant / Officer  to  Branch  Officer  (usually  Asstt. Registrars/ Dy. Registrars)   Dealing Assistant/ Officer
6.Examination of cases by    Asstt. Registrar/Deputy    Registrar/ Other designated Officer and submission to the Registrar.   Asstt. Registrar/Deputy Registrar / Other Designated Officer
7.The cases submitted by the Branch Officers, which are within the competency of the Registrar are disposed off at the level of Registrar.Registrar
8.The cases submitted by the Branch Officers, which are not in the competency of the Registrar  are  submitted  to  the  Vice- Chancellor for approval.   Registrar
9.The case submitted by the Registrar are considered  by  the  Vice-Chancellor  and appropriate decision is taken keeping in view the rules and regulations.Vice-Chancellor
10.Students discipline matters are examined by the Proctorial committees and submitted to the Vice-Chancellor for orders.   Proctorial committees
11.The matters submitted by the Proctorial committees are considered by Vice-Chancellor and decision keeping in view the Rules and Regulations.Vice-Chancellor
12The letter signed by the Registrar/ Branch Officer is sent to the respective person / organization by the Dispatch OfficialDispatch Official

C. For applications received for seeking information under RTI Act, the following activities are undertaken:-

Once the applications are received along with the requisite fees, the matter is looked into by the Public Information Officer (PIO). If the applicants seeks information pertaining to any particular department, it is routed to the concerned department for collecting requisite information. Once the information is received from other departments, reply is compiled by the PIO after which the information is provided to the applicant. The entire process is monitored ensuring the time frame under the provisions of Right to Information Act.

 

Last Updated Date : 25-09-2019