INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE

BANGALORE

BYE-LAWS AND SERVICE RULES

CONTENTS
No. PART I 1. 2. Service Rules Financial Regulations APPENDIX I: Statement showing the delegation of powers to the several officers of the Institute for Social and Economic Change, pp. 42-45 APPENDIX II: Rules regulating the use of vehicles maintained by the Institute, p. 46 PART II 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. Rent Rules for ISEC Buildings used as Residences Recruitment Rules (Academic and Technical Posts) Recruitment Rules for positions in the Library Recruitment Rules for Administrative Positions Ph.D. Programme Rules Travel Concession to Employees of ISEC during regular leave Rules relating to surrender of Earned Leave (Extract of KCSRs) Rules Relating to Honorary Visiting Fellows Scheme for a Joint Consultative Committee Student Hostel Rules Internal Promotion Rules for Administrative Staff Employees Provident Fund Trust Rules Gratuity Trust Rules Accounts Manual ISEC Library Rules PART III Bye-Laws on the Appointment of Registrar Bye Laws on the Internal Structure and Working of the ISEC Bye-laws for the conduct of elections to the Board of Governors Bye-laws for the conduct of elections to the Board of Governors (from among Academic Staff) Bye-laws on Election to Provident Fund Trust Bye-laws on Election to Gratuity Trust Bye-laws on Election to Joint Consultative Committee Rules regarding LIC Pension Annuity Scheme Rules and Regulations governing Women Cell at ISEC Miscellaneous Provisions 47-48 49-56 57-61 62-66 67-77 78-82 83-85 86-86 87-89 90-92 93-97 98-110 111-118 119-139 140-143 1-36 37-46 Page

18. 19. 20. 21. 22. 23. 24. 25. 26. 27.

144-147 148-157 158-159 160-161 162-163 164-165 166-167 168-176 177-180 181-184

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE, BANGALORE SERVICE RULES - 1976
(Amended up to 17.03.2011)

PREAMBLE
WHEREAS, it is necessary to define the terms and conditions of appointment and service of the staff of the Institute for Social and Economic Change, and to provide for their duties, conduct and the remuneration payable to them, the Board of Governors of the Institute hereby makes the following rules, namely:

CHAPTER I PRELIMINARY
1. Short-Title: These rules may be called "Institute for Social and Economic Change Service Rules - 1976". 2. Application: (i) They shall come into force with effect from 1st November 1976, and shall apply to all whole-time salaried employees of the Institute. Provided the terms and conditions of service of the Director shall be as decided upon by the Board of Governors from time to time and the service rules of the Institute will apply to the Director only to the extent stipulated in the order of appointment. Provided also that the service rules will apply to any adviser, consultant, officer or other staff appointed on special contracts or to officers and staff deputed from the State or Central Government or other Institutions to the extent laid down in the order of appointment of contract. (ii) The Institute may enter into a special arrangement or agreement with an employee the terms and conditions of which may vary from the provisions of these rules. Provided that any special arrangement or agreement or contract with an employee involving a departure from the pay scales is with the approval of ICSSR if the expenditure arising from the employment is to be met from the grant-in-aid funds from ICSSR. (iii) 3. i) ii) In the application of the rules to the Director, functions vested in him shall be exercisable by the Board of Governors. Definitions: Under these rules, unless the context otherwise requires: Accounts Officer' means Accounts Officer of the Institute. 'Academic Staff' means Professors, Associate Professors and Assistant Professors (Board's approval dated 16th April 1984 - Agenda Item No.10). Actual Travel expenses' means, the actual cost of transporting an employee of the Institute with his personal luggage including charges for ferry, and other tolls, where incurred, and for carriage of camp equipment, where necessary. It does not include
1

iii)

charges for hotels, dakbungalows or refreshments, or for the carriage of stores of conveyance or for presents to drivers and the like, or any allowance for such incidental losses or expenses as the breakage of crockery, the wear and tear of furniture, entertainment, etc. iv) v) 'Authorised Medical Officer' means any Registered Medical Practitioner. 'Board of Governors' means the Committee of persons duly constituted under the Mysore Societies Registration Act of 1960. 'Competent Authority' (in relation to the exercise of any power) means the Board of Governors of the Institute or the Chairman of the Board of Governors when the Board is not in session, or the Director or any person or body of persons to whom that particular power is assigned under these Rules by the Board of Governors, or the Director as the case may be. 'Continuous Service' means the service of an employee from the beginning of his/her service without any break in the service. 'Compensatory Allowance' means an Allowance granted to meet the personal expenditure necessitated by the special circumstances in which duty is performed. 'Day' means a Calendar day, beginning and ending at midnight but an absence from headquarters which does not exceed 24 hours shall be reckoned for all purposes as one day, at whatever hour the absence begins or ends. 'Director' means the Director of the Institute. 'Duty' - Duty includes service on probation provided that such service is followed eventually by confirmation. 'Employee' means a member of the staff who holds a permanent or temporary post or on contract basis in the Institute and includes members on probation or extension of probation. 'Fees' means a recurring or non-recurring payment to an employee from a source other than the funds of the Institute whether made directly to an employee or indirectly through the intermediary of the Institute. 'Honorarium' means a recurring or non-recurring payment granted to an employee from the funds of the Institute as remuneration for work of an occasional or intermittent nature. 'Holiday' means a holiday prescribed or notified by the Institute as such. 'Institute ' means The Institute for Social and Economic Change, Bangalore. 'Leave Salary' means the amount paid by the Institute to an employee on leave according to Rule 96. 'Lien' means the title of an employee to hold substantively, either immediately or on the termination of a period or periods of absence, a permanent post to which he has been appointed substantively.
2

vi)

vii)

viii)

ix)

x) xi) xii)

xiii)

xiv)

xv) xvi) xvii)

xviii)

xix) xx)

'Month' means a calendar month. 'Officiate' means an employee officiates in a post when he performs the duties of a post on which he does not hold a lien. 'Permanent Post' means a post carrying a definite rate of pay sanctioned without any time limit. 'Pay' means the amount drawn monthly by an employee as (a) pay including additional pay which has been sanctioned for a post held by him substantively or in an officiating capacity, special pay or personal pay, and (b) any other emoluments which may be specifically classified as pay by the Institute. Note: The additional pay sanction shall count for pay for regulating payment of leave salary, travel allowance and dearness allowance.

xxi)

xxii)

xxiii)

'Personal Pay' means additional pay granted to an employee to save him from a loss of substantive pay in respect of a permanent post, due to revision of pay or to any reduction of such substantive pay otherwise than as a disciplinary measure, for adopting Small Family Norm, and/or exceptional circumstances on personal consideration. 'Probation' means the period of assessment of an employee's fitness for substantive appointment to a permanent post during the first year of his service prior to confirmation, which may be extended or curtailed at the discretion of the appointing authority. 'Public Conveyance' means a train, bus or other conveyance which plies regularly for the conveyance of passengers. 'Registrar' means the Registrar of the Institute 'Special Pay' means an addition of the nature of pay to the emoluments of the post or of an employee granted in consideration of the particularly arduous nature of the duties, or a specific addition to work or responsibility.

xxiv)

xxv) xxvi) xxvii)

xxviii) 'Substantive Pay' means the pay to which an employee is entitled on account of a post to which he has been appointed substantively or by person of his substantive position in a cadre, other than special pay or personal pay. xxix) xxx) xxxi) 4. 'Subsistence Grant' means a monthly grant made to an employee who is not in receipt of pay or leave salary. 'Travel Allowance' means an allowance granted to an employee to cover the expenses which he incurs in travelling in the interest of the Institute. 'Temporary Post' means a post having sanction for a specific period; posts under projects shall be deemed temporary whatever the duration of the project may be.

Change in Service Rules: The Board of Governors may amend the rules herein laid down from time to time.
3

5.

Power to interpret and implement these rules: The power to interpret these rules vests in the Director, who is also hereby empowered to issue such administrative instructions as may be necessary to give effect to, and to carry out the purposes of the provisions of these rules, or generally to secure effective control of the staff. Provided that if as a result of any decision of the Director as regards the interpretation of any rule or rules, an employee feels aggrieved, he shall have the right to appeal against such decision of the Director to the Board of Governors, whose decision shall be final and binding on all concerned.

6.

Delegation of Powers: The Board of Governors may, by a special resolution, delegate to the Registrar or any other officer of the Institute any of the powers of the Director under these rules, except those under rules 40, 41, 43 and 43(a), subject to such restrictions and for so long as they deem fit.

CHAPTER II APPOINTMENTS, PROBATION AND TERMINATION OF SERVICE Section 1 - Appointments 7. Classification of permanent staff:
(i) (ii) Director The staff of the Institute shall be grouped as follows:

Academic: 1. Professors 2. Associate Professors 3. Assistant Professors Non-Academic: 4. Registrar 5. Assistant Registrar 6. Accounts Officer 7. Deputy Librarian 8. Assistant Librarian 9. Data Bank Manager 10. Research Analyst 11. Publications Officer (Associate Editor) 12. Professional Assistants/Documentalist/Professional Assistant (Systems), (BoG, 21.3.2009) 13. Estate Supervisor 14. Technical Assistants/Field Investigators 15. Technical Assistants (Library) 16. Assistants (Selection Grade) 17. Assistants/Library Assistants 18. Stenographers 19. DTP Operators 20. Steno-Typists 21. Computational Assistants 22. Data Entry Operators (BoG, 17.12.2008) 23. Filing Clerk 24. Library Clerks 25. Mechanics 26. Drivers 27. Attenders 28. Electrician 29. Plumber 30. Carpenter 31. Cooks 32. Messengers 33. Watchmen 34. Sweepers 35. Gardeners
5

36. Cleaners 37. Helpers 2) The Board of Governors shall fix from time to time, the number of posts in each class, the qualification required for each post and the pay- scales. Provided that in respect of posts, whose expenditure is to be met from grant-in-aid funds from the ICSSR, the qualifications and pay scales shall be prescribed with the prior approval of the ICSSR. 7A. (i) All appointments to academic posts shall be made on a contract basis for a period of five years including one year period of probation. Depending on the evaluation, the person concerned shall either be offered a permanent position or the contract will stand terminated (BOG 9.8.2006). (For procedure for evaluation of faculty see Chapter on Miscellaneous Provisions). (ii) All appointments for non-academic staff shall be made on regular basis as per rules in force from time to time. 8. (1) Notwithstanding anything contained in these rules, the Director may create, subject to budget provision, temporary posts for research studies for the duration of those studies, and make appointment thereto whenever circumstances so require. The Director shall report to the Board of Governors all temporary posts created in the academic categories and ad hoc appointments thereto. The terms and conditions of service of the temporary staff shall be determined by the Director but in no case shall the terms and conditions so determined be more favorable than those laid down in these rules for any appointment carrying equivalent status or responsibility.

(2)

(3) The Director shall have power to make ad hoc appointments to vacant permanent posts in categories 10 to 37 in Rule 7 pending recruitment in accordance with the rules. However such appointments shall be for a period not exceeding six months. (4) Notwithstanding anything contained in these Rules, but subject to the Rules regarding reservation, the Board of Governors shall have the power to invite a person who has distinguished himself in the particular discipline and fulfils the requisite qualifications relevant to the post of Professor and appoint him on contract basis for a period not exceeding five years. However, the total number of persons so appointed shall not exceed 3 at any given point of time (BoG 19.9.2002). Power to appoint: All appointments shall be made by the Director in accordance with the rules and procedure approved by the Board of Governors for recruitment and/or promotion (as amended by the Board of Governors on 4-10-88). No person shall be appointed to the service of the Institute unless he has been certified by a qualified medical practitioner approved by the Institute to be of sound condition and medically fit for the purpose of academic and other duties. Grant of initial increments on first appointments: (amended on 11.9.2003) All appointments, other than those covered by (b) and (c) below, shall normally be made on the minimum pay of the grade to which the appointment is made. Under
6

9.

10.

11. (a)

special circumstances, where candidates possess good academic qualifications and / or special experience of value to the Institute, the Board may, after taking into consideration the recommendation of the concerned Selection Committee, authorise grant of not more than four increments in the scale of pay fixed for the grade in which the appointment is made. (b) (i) In case an internal candidate holding a substantive post in the Institute is appointed to a higher post by direct recruitment, whether on contract or otherwise, and the pay drawn by the candidate in that substantive post was more than the minimum in the scale of pay of the new post, then the initial pay of the individual may be fixed at the stage next above the pay drawn in the earlier substantive post. (ii) The pay of the individual may be refixed on the date of the increment drawn in the substantive post by giving notional increment in the lower scale and fixed in the higher scale as in (i) if there is no corresponding stage in the higher post. (iii) In case the individual, though holding a substantive post in the Institute, is working in a non-substantive post at that time and the pay in the non-substantive post is more than the pay fixed under (i) and (ii), the difference will be treated as personal pay absorbable in future increments. (c) The pay of a person appointed on contract, but not covered by (b), may be fixed by the Board at any stage not exceeding the maximum pay of the post, after taking into consideration the recommendation of the Selection Committee. Commencement of Service: (1) Except as otherwise provided by, or under these rules, "Service" of an employee shall be deemed to commence from the working day on which an employee reports for duty in an appointment covered by these rules at the place and time intimated to him by the Director, if he reports before noon and from next day if he reports in the afternoon. All Whole-time Salaried employees appointed on or after 1.11.1989 shall compulsorily join the LIC Group Insurance Scheme.

12.

12A

Section 2: Probation
13. Probation: An employee directly recruited to the Institute's service may be required to be on probation for a period of one year and the probation may be extended at the discretion of the appointing authority provided that such extension shall not be more than the initial period of probation. Discharge during probation: (i) Where a probationary period has been fixed, an employee will be liable to be discharged at one day's notice during the first month and thereafter at one month's notice or by payment of pay for one day or for one month as the case may be, in lieu thereof. This power can be exercised by the competent authority in consultation with the Board of Governors. Such power to discharge an employee during probation will be exercised by the Director subject to prior approval of the Board of Governors in the case of employees in Sl. No.1 to 9 in Rule 7.
7

14.

(ii)

Section 3: Termination of Service

15. Termination of service by notice: (1) An employee shall not leave or discontinue his service in the Institute without first giving notice in writing of his intention to leave or discontinue the service. The period of notice required shall be: i) During probationary period: a) One day during the first month b) One month during the rest of the probationary period. ii) After confirmation: a) Three months in the case of an employee in Sl.No.1 to 9, and b) One month in the case of an employee in any other class. and the notice shall be given to the Director and in the case of breach by an employee of the provisions of this sub-rule, he shall be liable to pay to the Institute as compensation a sum equal to his substantive pay for the period of notice required of him: Provided that the payment of such compensation may be waived by the Director in whole or in part subject to approval by the Board of Governors. NOTE: The payment of the amounts shall be restricted to the period by which the actual period of notice falls short of the prescribed period. (2) The Institute may terminate the service of any employee on giving him: a) Six months notice or pay in lieu of notice thereof; and b) In addition the employee may be allowed to encash the earned leave at his credit. The power to terminate the service of an employee shall be exercisable by the Director only after satisfying the Chairman that it is in the interests of the Institute to do so and with the prior approval of the Board of Governors. (3) Nothing in Sub-rule (2) shall affect the right of the Institute: a) To retire or dismiss an employee without notice or pay in lieu thereof in accordance with the provisions of rules 16 and 40, and b) To terminate the service of an employee on his being certified by a qualified medical practitioner approved by the Institute to be permanently incapacitated for further continuous service in the Institute, provided, he will be paid PF including employer's contribution, proportionate gratuity, six months' pay and encashment of earned leave at his credit. Explanation I: A notice given by an employee under sub-rule (i) shall be deemed to be proper only if he remains on duty during the period of notice and an employee shall not
8

be entitled to set off any leave earned and not availed of by him against the period of such notice. NOTE: An employee giving resignation notice may be permitted by the competent authority to utilise the leave at his credit provided the period of notice is exclusive of the leave applied for. Explanation II: If an employee to whom notice is given by the Institute in pursuance of sub-rule (i) of rule 14, absents himself without permission during the period of notice, he shall not be entitled to receive any pay or allowance for the period of such absence, and shall be liable to such further penalties as the Director may deem fit to impose.

16.

Superannuation and Retirement: Age of retirement of permanent academic staff shall be 62 (sixty two) years* and that of permanent administrative staff 60 (sixty) years**. However, in exceptional cases for special needs of the Institute, a retired employee may be re-employed on contract basis with a consolidated salary for specified period subject to his / her being in sound mind, mental and physical health and continued efficiency not beyond 65 years provided that the proposal for re-employment is initiated only by the Director and is approved by the Board of Governors before being given effect to. Such re-employment shall be for a period of not more than 2 years at a time for academic staff, and one year at a time for non-academic staff. The need for such employment should be clearly recorded.

Notwithstanding anything contained above, the Director may remove or dismiss any employee or may require him/her to retire from services compulsorily on the grounds of misconduct or inefficiency provided that before any such order is issued the procedure laid down under the rules 41, 42 & 43 of the Bye-laws will be followed. __________________________
* Karnataka Government by its Order No. ED 37 UNE 2009 dt. 15.10.2009 enhanced the age of retirement of Academic staff from 60 to 62 years with immediate effect and the same was implemented in the Institute from 01.05.2010 after the approval by BoG in its meeting held on 04.09.2010. Karnataka Government by its Order No. DPAR 44 SRP 2008 dt. 28.07.2008 enhanced the age of retirement of non-academic staff from 58 to 60 years w.e.f. July 17, 2008 and the same was implemented in the Institute vide BoG minutes dated August 21, 2008, Agenda Item No. XV

**

CHAPTER III RECORD OF SERVICE, SENIORITY AND PROMOTION 17. 18. A record of service of each employee shall be maintained by the Registrar. Service book in Form No.1 shall be maintained for an employee from the date of his first appointment in the Institute (whether permanent, temporary or officiating). It shall be kept in the custody of the Registrar. Every step in the employee's official career including temporary and officiating, promotions of all kinds, date on which period of probation is satisfactorily completed, increments, leave of absence etc., should be regularly and concurrently recorded in the service book, each entry being verified duly with reference to relevant orders and payments and leave statements and attested by the Registrar. There should be no erasing or overwriting and all corrections should be neatly made, properly attested in ink. Qualifications and academic distinctions should also be entered in the service book together with reference to relevant orders. 20. 21. Entries in the Registrar's service register shall be attested by the Director. Personal certificates of character should not unless it is so directed by the Director be entered in the Service Book. When penalty is awarded under Rule 40, such award shall be recorded in the Service Book. Copies of relevant orders regarding reduction, removal, suspension or other penalty should be filed with the service book. Entries in the leave account should be attested by the Registrar. Declaration of employees exercising option regarding scales of pay, leave rules or other rules regulating conditions of service should be posted in the service book with dated signature of the Registrar. Date of birth should be verified with reference to birth register, S.S.L.C. register and certificate recorded to that effect stating the nature of document relied on. Finger prints of illiterate employees should be recorded in the column 'Personal Marks of Identification' in the service book. It is the duty of every employee to see that his service book is properly kept up. The Registrar will therefore allow the employee to examine the service book if he so desires once a year. Such scrutiny of service register by the employee concerned must always be made in the presence of a responsible official. As a token of scrutiny and acceptance of entries in the service book, the employee should sign his name in the relevant column of the service book and the official who supervises the scrutiny should also endorse his signature as evidence that no unauthorised changes are made in the service book in the course of such scrutiny. The service book should not be returned to the employee on retirement, resignation or discharge from service. If he asks for certified copy of the service book, on quitting the Institute's service, the same may be supplied to him on payment of a copying fee of Rs.5/-.
10

19.

22.

23.

24.

25.

26.

27.

When the service of an employee is terminated by removal or dismissal, his service book should be retained for a period of five years or until the employee's death whichever is earlier after which it will be destroyed. The same procedure should be followed in the case of an employee whose probation is terminated. Personal file of an employee should be treated as official document and should not be returned to him on his retirement either voluntarily or at his request. The service book should be taken for verification once a year by the Registrar who after satisfying himself that the services of the employee concerned are correctly recorded in his service book, should record in his service book a certificate in the following words over his signature: "Service verified up to date from pay bills, acquittance rolls, and similar records (to be specified by reference to which the verification was made)

28.

29.

30.

Seniority: An employee confirmed in the Institute's Service shall rank for seniority in his grade according to the date of his confirmation in the grade, and employee on probation according to the length of his probationary service. In the case of persons appointed in the same order, their inter-seniority shall be according to the order in which they are placed in the recommendation of the Selection Committee. Promotion: All promotions shall be made on the basis of merit-cum-seniority in accordance with the procedure laid down for the purpose, and no employee shall have a right to be promoted to any particular vacant post. Notwithstanding anything contained in these rules: (1) The cases of Research Analysts and Assistant Professors who have completed five years of their service in the grade may be assessed for promotion to the next higher grade by the Selection Committee constituted for the purpose under the bye-laws of the Institute. In exceptional cases, when the incumbent is likely to leave and his continuance in the Institute is considered to be highly desirable, assessment for promotion may be done even if he has not completed 5 years of service. (2) (3) The pay of the officers in the higher grade shall be fixed according to rules; and The promotion to the next higher grade, in the absence of a vacancy, will be by conversion of the post in the lower grade held by the Officer.

31.

31A). All employees of the Institute are liable to be transferred/posted from one department to another, from one post to another in the same scale of pay, and from one place to another in the interest of the working of the Institute. The employees so transferred or posted shall not be eligible for any additional emoluments or allowances by reason only thereof. 31B). 1. 2. Career Advancement to Assistant Professors/Technical Assistant, Field Investigators etc. All posts of Professors will continue to be filled up by open advertisement. An Assistant Professor may be considered for promotion as Associate Professor subject to the following:
11

i) ii) iii) iv)

He has completed 7 years or more as Assistant Professor; He has acquired the Ph D degree; He has a consistent record of academic work of quality; The suitability of promotion is judged by two outside experts (from within the panels approved by the Board for faculty Selection Committees) to whom the case will be presented for review. The final decision will remain with the Board of Governors.

3.

Research Analyst/Technical Assistant (or equivalents) may be considered for promotion as Assistant Professor subject to the following: i) ii) iii) iv) He has completed 7 years or more as Research Analyst/Technical Assistant; He has acquired the Ph D degree; He has a consistent record of academic work of quality; The suitability of promotion is judged by two outside experts (from within the panels approved by the Board for faculty Selection Committees) to whom the case will be presented for review. The final decision will remain with the Board of Governors (BOG 7.4.2005).

4. Assistant Professor/ Research Analysts/ Technical Assistants/ Field Investigators (or equivalents) who are not selected under the Onetime Career Advancement Scheme, are eligible for an One time Reconsideration after a lapse of three years under a similar review process. The Board of Governors in their meeting held on 11th September 1998 decided that the existing system of promoting the Research Analysts/Technical Assistants/Field Investigators should continue and suggested that the applicant should appear before the Selection Committee constituted for the purpose. The Board also decided that this benefit will be applicable to all those Research Analysts etc., whose registration for Ph D is received at the Institute before 31st December 1998 and who fulfill other specified conditions. 32. (1) Reversion: When an employee is transferred from one post to another or appointed in a grade higher than his substantive grade, he may be reverted without notice any time before his confirmation in that grade or appointment. (2) Nothing in Sub-rule (1) shall affect the provision under rule 40.

12

CHAPTER IV Section 1: Conduct of Discipline

33. Scope of an employee's service: Unless in any case it be otherwise distinctly provided, the whole-time of an employee shall be at the disposal of the Institute unless he is a part-time employee or has been specifically permitted to spend a part of his time on other work under conditions laid down by the Board of Governors in each case. Liability to abide by the rules and orders: Every employee shall conform to and abide by these rules and shall observe all directions in conformity with these rules which may from time to time be given to him by the competent authority or authorities in the Institute. Obligation to maintain secrecy: No employee shall divulge directly or indirectly except in the course of normal office procedure/work, any information of a confidential nature either to the Institute's staff or a member of the public unless compelled, or permitted to do so by a competent authority in the discharge of his duties. No employee shall leave his jurisdiction of work without authorisation from a competent authority. Employees not to seek outside employment: No employee shall accept, solicit or seek any outside employment or office, whether paid or honorary without the previous permission of the Director.

34.

35.

36.

37.

NOTE: Any employee applying for employment outside the Institute should route his application through the Director. 38. (1) Part-time work for outside bodies: No employee shall undertake part-time work for a private or public body or private person or accept fees therefrom without the permission of the Director and the approval of the Board of Governors. The provision of sub-rule (1) does not apply to the staff categorised as "academic", but undertaking of such part-time work or their own project will be governed by such rules or standing orders in force at the time, and always subject to the condition that such outside work shall be without detriment to their duties and responsibilities in the Institute. Acceptance of Fees etc.: Any staff member may accept Royalties for academic work in his individual capacity, and may also accept fees for articles, radio and television talks etc., or correcting examination scripts of any statutory university in India or Union or State Public Service Commission, or for delivering extension or foundation lectures in any statutory university. Any staff member of the Institute taking part in work either undertaken or permitted by the Institute for any private person, or private body or a public body whose funds are not administered by the Government will be entitled to receive a portion of the fees received by the Institute subject to such specific rules as may be laid down by the Board of Governors on this matter.
13

(2)

(3)

(4)

39. (1)

Employees not to be absent from duty without permission or late in attendance: An employee shall not absent himself from his duties without having first obtained the permission of the competent authority nor shall be absent himself in case of sickness or accident without submitting a medical certificate. Provided that in the case of temporary indisposition, the production of medical certificate may be dispensed with at the discretion of the competent authority.

(2)

An employee who absents himself from duty without leave or overstays his leave, except under circumstances beyond his control for which he must tender a satisfactory explanation, shall not be entitled to draw any pay and allowances for the period of such absence or overstay. The period of such absence or overstay, may be treated as period spent on earned, sick, or extraordinary leave, as the Director may determine. Penalties:

40.

40. (1) Without prejudice to the provisions of other rules, an employee who commits a breach of the rules or regulations of the Institute or who displays negligence, inefficiency or indolence or who knowingly does anything detrimental to the interests of the Institute or in conflict with the instructions, commits a breach of discipline or is guilty of any act of misconduct shall be liable to the following penalties: 40. (1) (i) a) b) c) d) e) 40. (1) (ii) a) b) c) Minor Penalties: Censure; withholding of increments; withholding of promotion; recovery from pay of the whole or part of any pecuniary loss caused to the Institute by negligence or breach of orders; reduction to a lower stage in the timescale of pay. Major Penalties: reduction to a lower grade or post; removal from service which shall not be a disqualification for future employment; dismissal from service which shall ordinarily be a disqualification for future employment.

(2) The Board of Governors may impose any of the penalties specified in sub-rule (1) on any employee of the Institute. (3) The Director may impose (a) any of the penalties specified in the sub-rule (1) on any employee belonging to categories 25 to 37 listed in rule 7 (1) of these rules; and (b) any of the minor penalties specified in sub-rule (1) on any employee belonging to categories 1 to 24 listed in rule 7 (1) of these rule. (BOG 24.12.1990).

14

(4) The Director may initiate disciplinary proceedings against any employee of the Institute, notwithstanding the fact that he is not competent to impose any or some of the penalties in respect of such an employee. (5) No penalty shall be imposed except after following the procedure as laid down in the Annexure to these rules. Provided that the requirements of this sub-rule may be dispensed with if the facts on the basis of which action is to be taken have been established in a court of law, or where the employee has absconded, or where for any other reason, it is impracticable to communicate with him or where there is difficulty in observing these rules, these requirements can be dispensed with without causing injustice to the employee. In every case where all or any of the requirements of this sub-rule are dispensed with, the reasons therefor shall be recorded in writing.

SUSPENSION
41. The Director may place a member of the staff under suspension when there is a prima facie case for not permitting him to continue working in his post in the interest of the Institute: a) b) where a disciplinary proceeding against him is contemplated or pending, or where a case against him in respect of any criminal offence is under investigation or trial.

In all such cases of suspension, the Director shall make a report to the Board of Governors. 42. Within a period of one month as from the date of implementation of the suspension order, an enquiry shall be instituted into the charges against the employee, opportunity being given to him to represent his case. During the period of suspension a member of the staff concerned shall be entitled to subsistence allowance at an amount equal to the leave salary which he would have drawn had he been on leave on half-pay. In addition, he may be granted any allowance of which he was in receipt on the date of suspension to such an extent and subject to such conditions as the Director may prescribe.

43.

43.A) When a member of the staff of the Institute has been dismissed, removed or suspended from service on certain charges and if the charges are not proved against him in appeal, the following shall be granted to him for the period of his absence from duty: a) If he is honourably acquitted: The full pay and allowances to which he would have been entitled if he had not been dismissed, removed or suspended from service: or b) If otherwise: Such proportion of such pay and allowance as the Board of Governors may prescribe. In a case falling under clause (a), the period of absence from duty shall be treated as a period spent on duty.
15

43(B) Proper Channel of Correspondence: All correspondence pertaining to the administration will be sent to the Registrar, who, after due examination, will dispose off at his end and the cases pertaining to the Professors where sanction of the Director is required, like leave etc will be forwarded by him duly recommended to the Director for sanction. All academic policy matters may be forwarded to the Director by the faculty. 43(C) Complaints/Representations and Redressal: 1. Forwarding of Complaints/Representations: All employees will send their complaints/representations, if any, through proper channel, on any matter where the employee feels that his interest has been harmed or injustice has been caused to him/her or any misbehaviour/insubordination inflicted on him. The channel of forwarding will be as under: (a) For Academic Staff: Faculty to the Head of the Centre, Head of the Centre to the Director. Those who are dissatisfied by the Directors decision may appeal to the Grievance Redressal Committee/H R Advisory Committee and to the Chairman, Board of Governors and Board of Governors. (b) For Non-academic Staff: Non-academic staff to the Registrar. Registrar to the Director. Director to the Grievance Redressal Committee/H R Advisory Committee and to the Chairman, Board of Governors and Board of Governors (BoG). 2. Redressal: (a) The first addressee i.e., the Head of the Centre/Registrar will examine the complaint/representation and hold discussion with the complainant to reconciliate the matter. If the complainant agrees to reconciliation, then it will be communicated to him/her in writing and his signature obtained. A copy of the reconciliation along with the complaint shall be forwarded to the Director for his perusal. (b) If the complainant is not satisfied with the reconciliation of the Head of the Centre/Registrar, then the complaint will be forwarded with a brief note to the Director by the Head of the Centre/Registrar. (c) The Director, on receipt of the complaint and note from the Head of the Centre/Registrar, shall examine the contents and will give a personal hearing to the complainant. If the complainant is satisfied with the Directors decision/reconciliation, then the same will be communicated to him/her by the Director with a copy to the Head of the Centre/Registrar and the matter will be treated as closed. (d) If the complainant is not happy or satisfied with the decision/reconciliation of the Director, then the Director shall refer the matter either to the Grievance Redressal Committee (GRC) or to the H R Advisory Committee (HRAC) depending upon the nature of the complaint/representation. (e) If need be, the GRC will give a personal hearing to the complainant and will decide on the case. If the complainant is satisfied with the decision of the GRC, the same will be communicated to him/her by the Member-Secretary and his/her
16

acknowledgement obtained and the matter will be closed. If the complainant is not satisfied with the decision of the GRC, then the Director shall refer the matter with a brief note to the HRAC for decision. 3. Time Frame: The following time frame for Redressal of grievances will be strictly adhered to: (a) Head of the Centre/Registrar. Matter will be disposed off within 3 working days after the date of receipt of complaint. (b) The Director shall, on receipt of the complaint, dispose off the case within 7 working days after the date of receipt of the complaint. (c) If the case is referred to the GRC, the GRC shall give decision on the case within 7 days after the date of receipt of reference from the Member-Secretary of GRC. Accordingly the decision of the GRC will be conveyed to the complainant by the Member-Secretary. (d) If the case is referred to the HRAC by the Director, then the suggestion/recommendation of the HRAC will be placed before the Board in its next meeting for decision, or in case of emergency, the matter may be decided by the Board on circular resolution and the decision of the Board will be conveyed to the complainant by the Secretary, BoG. 4. Rejection/ Non-admissibility of Complaint/ Representation: representation will be rejected on the following grounds: A complaint/

(a) If the proper channel of forwarding of complaints is not observed; (b) If the subject matter is not within the jurisdiction of ISEC (c) If the matter does not fall within the purview of the office and is of personal nature. The complainant will be communicated in writing giving reason for rejection of his complaint.

17

Section 2: Appeals
44. Right to Appeal: An employee shall have the right to appeal against any order passed by a superior authority which adversely affects his interests, within three months of the date of such order. Appellate Authorities: An appeal shall lie against any order passed by Registrar or any other Officer in exercise of powers conferred on him or under these rules to the Director and against the orders of the Director, to the Board of Governors. Conditions which an appeal should satisfy: Every appeal shall comply with the following requirements; a) b) c) d) 47. It shall be in polite language and to the point; It shall contain all material statements and grounds relied upon and shall be complete in itself; It shall specify the relief desired; It shall be submitted through proper channel.

45.

46.

When appeals may be withheld: An appeal may be withheld if: a) b) c) d) e) It does not comply with the requirements of rule 46, or it is illegible or is unintelligible; or it deals with matters which do not concern the employee, or it repeats an appeal already rejected and which does not disclose any new points or circumstances which afford grounds for reconsideration, or it is not preferred within three months of the order against which it is made, and no reasonable cause is shown for delay.

In every case of such withholding the grounds for withholding the appeal shall be communicated to the applicant. 48. Appeal shall not be addressed to the members of the Board of Governors personally and any such action shall be deemed to be a breach of discipline.

48(a) Notwithstanding anything contained in these rules, the Board of Governors may, on their own motion or otherwise, after calling for the records of the case, review any order which is made or is applicable under these rules, and a) confirm, modify or set aside the order; b) impose any penalty or set aside, confirm or enhance the penalty imposed by the order; c) remit the case to the Director or to any other authority, directing such further action or enquiry as it considers proper in the circumstances of the case; d) pass any such other orders as they deem fit, provided that an order imposing enhanced penalty shall not be passed unless the person concerned has been given an opportunity of making any representation which he may wish to make against such enhanced penalty.
18

CHAPTER V PAY AND ALLOWANCES Section 1: Pay and Allowances

49. Grades of Employees: Every employee who is confirmed shall have a post in one of the grades referred to in the Appendix I, which will be considered as his substantive grade and of which he shall hold a lien when he is (a) on leave or deputation, or (b) holding a temporary post, (c) under suspension or is officiating in another grade. Adjustment of pay and allowances on change of charges: An employee shall commence to draw the pay and allowance of a post to which he is appointed as from the date on which he assumes the duties of the post if the charge is transferred before noon of that date and from the following day if the charge is transferred in the afternoon of that date. 51. Subject to the provision of the rules, pay and allowances shall accrue from the commencement of the service of the employee and shall become payable on the afternoon of the last working day of the same month in respect of the service performed during the month, except in the month of March. Pay and allowances for March shall become payable on the first working day of April. Pay and allowances shall cease to accrue as soon as an employee ceases to be in service. In the case of an employee dismissed from Institute's service, they shall cease from the date of his dismissal order takes effect. Increments: (1) In an incremental scale, the increments shall accrue on the completion of each specified period of service on each stage of that scale and shall be drawn in the normal course unless it is withheld by a specific order. (2) a) b) The following periods of service count for increments in a timescale: All duty in a post on the time-scale; (i) Service in another post in the Institute on a higher scale, and (ii) all leave including extraordinary leave shall count for increments in the timescale applicable to the post in which the employee was officiating at the time he proceeded on leave, provided his superior authority certifies that he would have continued to officiate in that post but for his proceeding on such leave.

50.

52.

53.

(3) No increment may be withheld except as a disciplinary action and each order withholding an increment shall state the period for which it is withheld and whether postponement shall have the effect of postponing future increments. Provided that where an efficiency bar is prescribed in a time- scale, the increment next above the bar shall be granted only after the Director has satisfied himself that the employee's service has been satisfactory and he deserves to cross the efficiency bar. 54. Officiating Arrangement: An officiating appointment may be made in a post for which there is no holder, of which the holder is absent either on long leave, or another
19

assignment, or under suspension. An employee so appointed to officiate in a higher post shall, so long as he officiates in the post, draw an officiating pay equal to what he would have been entitled to if he had been appointed substantively to the higher post. 55. Charge of Current Duties: An employee may also be appointed to be in charge of the current duties of any vacant post. When so appointed, he shall draw a charge allowance (additional pay) at the rate of five per cent of the minimum pay of that post, provided the period of such charge is not less than one month.

CHAPTER VI TRAVELLING ALLOWANCE

56. For purposes of travelling allowance, employees will be divided into classes based on actual pay (substantive pay, officiating pay, personal pay, special pay, duty allowance and deputation duty allowance and additional pay and charge allowance) and they will be entitled to railway accommodation and rates of allowances admissible for the class they belong. Classification of posts and rates of allowance will be prescribed by the Board of Governors. he rate of daily allowance in cases of special hardship may be enhanced by the Director at his discretion upto a limit of 20 per cent of the rates prescribed. The competent authority, may for reasons, which shall be recorded, order that an employee shall be included in a grade higher or lower than that prescribed in rule 56. For purposes of regulating the grant of travelling allowances to reemployed pensioners, the following rules are laid down: i) Where the pension is held in abeyance during the period of re-employment, the grade of re- employed pensioner shall be determined in accordance with the pay actually received from time to time. ii) Where the pension is allowed to be drawn in addition to pay, the re-employed pensioner should, for purpose of this rule, be deemed to be in receipt of actual pay, equal to his pay on re-employment plus the pension subject to the condition that, if the sum of such pay plus pension exceeds the pay attached to the post, if it is a fixed rate of pay or the maximum pay of the post, if it is on a time- scale, such excess shall be ignored. iii) For the purpose of these rules, the amount of pension to be taken into account will be the amount originally sanctioned, i.e., before commutation, if any and will also include the pensionary equivalent of death retirement gratuity, if any. iv) The term 'pay' used in clauses (i) and (ii) shall be deemed to include also all fixed monthly rates of payments in respect of officers appointed on a contract basis. 59. In case where an employee is promoted or reverted or is granted an increased rate of pay with retrospective effect no revision of claim of travelling allowance is permissible in respect of the period intervening between the date of promotion or reversion or grant of increased rate of pay and the date of which it is notified, unless it is clear that there has been an actual change of duties.
20

57.

58.

NOTE: The provision of this rule shall apply for the regulation of payment of conveyance allowance also. 60(a) For the purpose of calculating travelling allowance, a journey between two stations shall be held to be performed by the shortest of two or more practicable routes, or by the cheapest of such routes as may be equally short; provided that when there are alternative routes and the difference between them in point of time and cost is not more than 20% of the lowest of the costs, T A should be calculated for the route actually used. (b) The shortest route is that by which the traveller can most speedily reach his destination by the ordinary modes of travelling. In case of doubt, the competent authority will declare which shall be regarded as the shortest of two or more routes. (c) If an employee travels by a route which is not the shortest, but which is cheaper than the shortest, his travelling allowance shall be calculated by the route by which he makes the journey. (d) Where it is possible to travel by railway, it would be used as the cheaper route and charged for accordingly except when it is deemed to be in the interest of the Institute to make a road journey for purposes of inspection on route. (e) The Director is authorised to permit his subordinates to perform road journeys between places connected by railway, when such journeys are required to be performed in the interest of the Institute. Mileage Allowance: 61 A mileage allowance is an allowance calculated on the distance travelled which is given to meet the cost of a particular journey. The Director may, for special reasons which should be recorded, permit mileage allowance to be calculated on a route other than the shortest or cheapest provided that the journey is actually performed by such route.

62

Travelling by Railway: 63. The Director, may for special reasons, which should be recorded, declare any particular employee or class of employees to be entitled to accommodation of a higher class than that prescribed in rule 56. The concessional rates allowed by railway should be availed of by employees and the railway fare should be reduced accordingly. An employee who is entitled to travel other than in the second class will record in his T A Bill a certificate of having travelled by the class for which railway fare is claimed therein. When an employee is entitled to, or is allowed, free, transit by rail, whether under a free pass or otherwise, his travelling allowance must be reduced by the amount which, but for such free transit, he would have paid.
21

64.

65.

66.

67.

When an employee is entitled to travel in a higher class at a lower fare, his travelling allowance must be reduced by the amount by which the fare of the class in which he travels exceeds the fare actually paid. If an employee travels by rail in second class and pays the extra charges for sleeping accommodation provided by the railways for second class passengers during night journey, he may be allowed the fare of the accommodation actually used, inclusive of the charges for the sleeping accommodation. Mileage for the actual distance between the duty point or the place of residence to the Railway Station is admissible.

68.

69.

Journeys by Road: 70. Travelling by road includes travelling by river otherwise than in a steamer, and travelling by canal. For rates of mileage allowance admissible for road journeys to several classes of employees, see Rule 56. The Director may, for special reasons to be recorded, allow to a particular employee or class of employees mileage allowance at a higher rate than that prescribed in rule 56. In respect of road travel exceeding 80 kilometers a day, for the distance in excess of the first 80 kilometers the rate of mileage allowance shall be only two-thirds of the normal rate. 73(a) When two or more employees travel on duty by the same conveyance, only the officer provided with the conveyance is allowed to exchange daily allowance for (i) full mileage allowance if the journey is between places not connected by rail; (ii) railway fare if the journey is between places connected by rail. The others accompanying him are entitled only to the daily allowance. (b) In case an employee who is provided with a seat in the conveyance of another employee or in the Institute's conveyance has the necessity to take his conveyance also and takes it, he may exchange the daily allowance as in sub-rule (a) of this Rule provided he gives a certificate in this behalf. 74. In calculating travelling allowance at mileage rates, fraction of a kilometer shall be omitted only in the total of a bill for any one journey and not in the various items which make up the bill. Employees not owning car are expected to travel by public buses between places unconnected by railway. The allowance admissible in such cases are as under: (a) (b) (c) 1 1/2 times bus fare each way and daily allowance for halt as admissible under Rule 56. Mileage for the actual distance between the public office and the bus stand is admissible. For local trips made within a radius of 8 kilometers from the place of halt in connection with the collection of data, the employees may draw the actual fare
22

71.

72.

75.

paid by them subject to rates prescribed from time to time. It should be ensured that such charges are kept at barest minimum. For the conveyance charges claimed for the local trips in the TA bill, full particulars regarding the mode of conveyance used, distance travelled on each occasion, places or offices visited date-wise may be furnished in a statement to be enclosed to the TA Bill. (d) Employees travelling by buses between places connected by railway will be entitled to the allowance under this rule provided a certificate that the travel by bus was necessary in the interests of the Institute and was duly authorised by the Head of the Unit is furnished. Where there is no special sanction for travelling by buses between places connected by railways, only bus fare will be admissible.

NOTE:

76.

When an employee is required by superior authority to travel by special means of conveyance, the cost of which exceeds the daily allowance, when daily allowance only is admissible or the mileage admissible the actual cost of transit may be drawn in lieu of daily allowance or mileage. The bill for the actual cost of transit must be supported by a certificate by the superior authority, stating that the use of the special means of conveyance was absolutely necessary, and specifying the circumstances which rendered it necessary.

77(1) The Director is authorised to travel by air. (2) The Director may authorise travel by air for officers drawing a pay of Rs.3,000/- per month or more, Hon.Professors and Hon.Visiting Professors in case of urgency and where overnight travel in night train travel is not possible. The Director may, in case of special need and urgency authorise any staff member to travel by air subject to the approval by the Chairman. 78. An employee who is provided with and avails himself of means of locomotion at the expense of the Institute and does not pay the expense of its use or propulsion, may draw travelling allowances as follows: If he returns to his headquarters on the same day, daily allowance, if admissible, will be calculated as follows: If the absence from headquarters does not exceed six hours If the absence from headquarters exceeds six hours but does not exceed 12 hours If the absence from headquarters exceeds twelve hours 79.

NIL Half the daily allowance

Full daily allowance

Every employee provided with the Institute's vehicle should make use of it for journeys on Institute's work; when road mileage is drawn by him for journeys in his own car or otherwise, he should specifically note in the TA Bills the reason as to why he could not make use of the Institute's vehicle.
23

80. (a) When an employee is provided with free conveyance for part of the journey or for one way journey only ' (i.e., either for going from or for return to headquarters), and he returns to his headquarters on the same day, the daily allowance if admissible under the rules may be calculated as follows: If the absence from Headquarters does not exceed twelve hours : If the absence from Headquarters exceeds twelve hours : Half Daily Allowance

Full Daily Allowance

(b) He may, at his option, draw in lieu of the aforesaid daily allowance, the mileage allowance admissible for the part of the journey for which the conveyance is not provided free of charge provided the distance so travelled exceeds 32 kilometers. 81. 82. Deleted. An employee, who, while on tour, is provided with free board and lodging may draw only 1/4 of the daily allowance admissible to him. If either only free board or only free lodging is provided, he may draw daily allowance at half the admissible rate. The employee provided with free board and/or free lodging, should indicate the fact in his TA Bill for the information of the countersigning authority and the Audit Officer. Notwithstanding anything contained in these rules, the Director is authorised, in the case of sponsored projects, to allow actuals to be paid on reimbursement basis, if there is adequate provision in the budget of such projects. Recall From Leave: An employee recalled to duty before the expiry of leave in India is entitled, if the return to duty is compulsory, to travelling allowance for the journey from the place at which the order of recall reaches him. A bill for travellling allowance (other than a permanent allowance) for journeys on tour should be paid after countersignature by the controlling authority.

83. 83A

84.

85.

24

CHAPTER VII LEAVE AND JOINING TIME Section 1

86. Kinds of Leave: (1) Subject to the provisions of these rules, the following kinds of leave may be granted to an employee: a) b) c) d) e) f) g) h) 87. Casual Leave Earned Leave Medical Leave Maternity Leave Duty Leave Study Leave Sabbatical Extraordinary Leave

Leave cannot be claimed as a matter of right. When the exigencies of the service so require, the discretion to refuse or revoke leave of any description except medical and maternity leave is vested in the sanctioning authority, and an employee already on leave may be recalled by that authority when considered necessary in the interests of the Institute. Casual Leave: (1) Casual Leave may be granted to an employee up to a maximum of 15 days in each calendar year, provided that not more than six days leave can be taken continuously, and provided that Sundays and other notified holidays may not be combined with such leave in such a way so as to increase the absence at any one time beyond 10 days. Casual Leave may not be granted in combination with any other kind of leave (except maternity leave) or with joining time (2) If the absence of an employee is extended beyond the limits laid down in subrule (1), or if any of the other conditions laid down in that sub-rule is not fulfilled, the employee shall be treated as on any other kind of leave to which he is entitled for the entire period of his absence. (3) Notwithstanding anything contained in sub-rule (1) and (2), the Director may grant special casual leave without being subject to all or any of the conditions laid down in sub-rule (1), where there are exceptional circumstances necessitating the grant of casual leave in excess of the prescribed limit, provided that total period of casual leave granted to an employee including the special casual leave in any one calendar year shall in no case exceed twenty-two days. All such cases shall be reported to the Board of Governors.

88.

89.

Earned Leave: (i) Earned Leave is admissible to an employee at the rate 30 days in a calendar year.

25

(ii)

The leave account of every employee shall be credited with earned leave in advance in two instalments of fifteen days each on the 1st January and 1st July every year. The leave at credit of an employee at the close of the previous half year shall be carried forward to the next half year subject to the conditions that the leave so carried forward plus the credit for the half year does not exceed 240 days. The earned leave shall be credited at the rate of 2 days per month for each completed calendar month of service in the half of the calendar year in which the employee is appointed. The credit for the half year in which an employee is due to retire or resigns from service shall be afforded at the rate of 2 days for each completed calendar month of service up to the date of retirement or resignation. When an employee is removed or dismissed from service or dies while in service, the credit of earned leave shall be allowed at the rate of 2 days for each completed calendar month of service up to the end of the calendar month preceding the calendar month in which he is removed or dismissed from service or dies while in service. If an employee has taken any extra-ordinary leave in a half year, the credit to be afforded to his earned leave account at the commencement of the next half year shall be reduced by one-tenth of such extraordinary leave subject to a maximum of fifteen days. This adjustment of extraordinary leave is not necessary if it is taken during the half year in which the employee retires, is dismissed or resigns or dies while in service

(iii)

(iv)

(v)

(vi)

(vii)

NOTE:

(viii)

The maximum earned leave that can be granted to any one time shall not exceed 120 days. Earned Leave which remains unutilised at the time an employee retires from the Institute shall be commuted into cash equal to full pay for the period involved. The authority competent to sanction leave shall grant lump sum cash equivalent of leave salary admissible for half the number of days of earned leave at the credit of an ISEC staff who held a permanent position in ISEC, but resigned or left service voluntarily after putting in a minimum of five years of qualifying service. Such encashment will be subject to a maximum of 120 days.

(ix)

(x)

Qualifying Service for this purpose will have the same meaning as in KCSRs. Such a facility shall not be extended to temporary employees of ISEC and to Project Staff. 90. (1) (2) Medical Leave: Medical Leave may be granted in cases where the illness of an employee exceeds 7 days up to a maximum of 20 days on full pay during a year. Medical Leave will be subject to the production of certificate from a Registered Medical Practitioner.
26

(3)

Medical leave unutilised during the year may be carried forward and accumulated up to a maximum of 120 days of full pay. Notwithstanding anything contained in sub-rule (1) the Board of Governors may on compassionate ground grant special medical leave on such other terms as they consider necessary.

(4)

91. Maternity Leave:

(1) A married female employee may be granted maternity leave for a period of 135 days from the date of its commencement. During the leave she shall be paid leave salary equal to the pay drawn immediately before proceeding on leave: Provided that a female employee having three or more living children shall not be entitled to maternity leave under this sub-rule. Provided further that a female employee having three or more living children may be granted maternity leave under this sub-rule subject to the condition that she undergoes tubectomy operation during peurperium and produces a certificate to that effect: Provided also that a married female employee having three or more children shall be granted maternity leave as admissible under this sub-rule, subject to the condition that her certificate to that effect is submitted within a period of six weeks from the date of her confinement. (2) Maternity leave may be combined with vacation or any other kind of leave. Such leave upto sixty days may be granted without requiring production of medical certificate but any such leave, exceeding sixty days applied for in continuation of the former may be granted only if the request is supported by a medical certificate from a registered medical practitioner Leave, exceeding sixty days in continuation of maternity leave may also be granted in case of illness of a newly born baby subject to the production of a medical certificate from the registered practitioner to the effect that the condition of the ailing baby warrants mothers personal attention and that her presence by the babys side is absolutely necessary. Maternity leave under sub-rule (1) may also be granted in the case of mis-carriage or abortion including abortion induced under the Medical Termination of Pregnancy Act 1971, subject to the conditions that: a) b) The leave does not exceed six weeks; and The application for such leave is supported by a certificate from the Registered Medical Practitioner.

(3)

(4)

(5)

Maternity leave under sub-rule (4) may be combined with vacation or any other kind of leave, in accordance with provision of sub-rule (2). Maternity leave shall not be debited against the leave account.

(6)

91A. Paternity Leave Paternity leave for a period of 15 days is admissible to a male employee of ISEC during the confinement of his wife from the date of its commencement provided the employee has less than two rd living children. Leave salary is admissible during this period of leave. (Authority: 163 BoGs Meeting dated July 21, 2012)

92.

Deleted
27

93.

Duty Leave: A member of the academic staff shall be granted leave to attend conferences, meetings and seminars within or outside India, which are considered to be relevant to the functioning of the Institute, or meeting of Committees, Councils of such similar bodies, appointed by Central/State Governments or by Statutory Organisations/ Institutions. Such leave shall not exceed 20 days in a year in the case of academic staff in an academic year (June to May). Further in special cases, Director may sanction duty leave in excess of these limits and report such cases to the Board of Governors. Study Leave: Study leave may be granted to a permanent employee belonging to the academic category as defined by the Institute for a period of not exceeding one year to enable the employee to proceed to a place of higher learning outside the Institute, either within the country or abroad for the purpose of improving his academic attainments and making him more serviceable to the Institute. In very exceptional circumstances, the Chairman on the recommendation of the Director may consider granting study leave for one additional year to a deserving faculty after 10 years of service in the Institute, and such cases will be reported in the next meeting of the Board (BOG, 26.09.2009) Study leave can be granted only to those members of the staff who have put in at least three years of service including the period of probation subject to relaxation of this minimum period at the discretion of the Chairman of the Board of Governors. Only those scholars whose professional skill and competence will, in the opinion of the competent authority, increase as a result of study abroad, are eligible for study leave. The decision of the Board of Governors regarding desirability and usefulness of the assignment shall be final and conclusive in the matter. Financial assistance, limited to full pay for one year may be paid in case the stipend received by the employee at the place of higher learning referred to in sub-rule (a) covers only the living expenses of the employee at that place. Where a member of the academic staff is granted leave with financial assistance from the Institute, the staff member will be required to give a bond that he would return to his post in the ISEC on expiry of leave and serve the Institute for a minimum period equal to twice the period of study leave subject to a minimum of two years and maximum of five years; or he shall repay the amount with interest at the prevailing bank rate for the period of default. (BoG, 24.12.1990). Sabbatical Leave Objective: The objective of providing for sabbatical leave is to enable the members of faculty to avail of leave for improving their competence as researchers/teachers. This could be done either at his/her own institute or any other institute/university or even abroad if he/she can get necessary support for such purposes. Eligibility: Sabbatical leave may be granted by the Institute to the members of faculty for the above purpose subject to the following conditions: (a) Permanent member of the Institute faculty who has completed ten years of service of the Institute, may be granted sabbatical leave to undertake study or research or other academic pursuit which would enhance the faculty members capability; it will not be available for undertaking any job or consultancy work. This leave shall not be granted to
28

94. (a)

(b)

(c)

(d)

94A. 1.

2.

faculty member who has less than three years of service in the Institute to retire. In any financial year, only one faculty member from a Unit be granted sabbatical leave. Not more than three faculty members in the Institute shall avail of this benefit in a given financial year (BoG 11.9.2003). (b) The duration of the sabbatical leave shall not exceed one year. Faculty who have actually worked in the Institute for not less than six years since their return from the earlier spell of sabbatical leave are eligible. 3. After the expiry of sabbatical leave, the awardee shall return to his/her post in the ISEC and serve the Institute for a minimum period of two years, failing which he/she shall be liable to refund to the Institute the leave salary, allowances and other expenses, if any, spent on him/her, paid to him/her or on his/her behalf together with interest at the rate of 12 per cent per annum to be calculated from the dates of such payment of leave salary, allowances and/or other expenses. In this regard, the awardee shall, before proceeding on sabbatical leave, and as in the case of study leave, execute a bond with sureties to the satisfaction of the Institute (BoG 11.9.2003). An awardee shall, during the period of sabbatical leave, be paid full pay and allowances (subject to the prescribed conditions being fulfilled) at the rate applicable to him/her immediately prior to his/her proceeding on sabbatical leave. No faculty member shall extend the sabbatical leave beyond the sanctioned period. Any violation of this provision will lead to forfeiture of the benefits of pay and allowances. An awardee on sabbatical leave, shall not take up, during the period of that leave, any other appointment in India or abroad. He/she may, however, be allowed to accept a fellowship, or a research scholarship, or ad-hoc teaching/research assignment with honorarium or any other form of similar assistance in an institution of advanced studies, provided that in such cases the Board may, if so desires, sanction sabbatical leave on reduced pay and allowances. During the period of sabbatical leave, the awardee shall be allowed to draw his/her increment on the due date. The period of leave shall also count as service for purposes of contributory provident fund provided the awardee re-joins the Institute on the expiry of his/her leave. The detailed programme to be followed by the awardee during sabbatical leave, shall be submitted to the Institute for approval at least three months before he/she proposes to proceed on sabbatical leave. Within a month of return from sabbatical leave, the awardee shall report to the Institute, the nature of studies and research work undertaken during the period of leave (Bog 11.9.2003). Extraordinary Leave: (1) Extraordinary leave may be granted for a maximum period of three years during the whole service and not more than one year at a time when no other kind of leave is admissible. During the period of such leave, while no pay or allowance shall be paid, the period will count for increments. Extraordinary leave shall be available only for the following purposes: 1. 2. To work in any other University or Institution of higher learning. To work in Central/State Governments and
29

4.

5.

7.

8.

95.

3. 2 (i)

On medical grounds. Employees who are appointed on a contract basis shall not be entitled for extraordinary leave for reasons other than on medical grounds during the first three years of their service in the Institute. After completion of three years, they may be granted extra-ordinary leave up to the end of their contract period. Employees holding permanent position in the Institute but appointed to higher position on contract basis become eligible for extra-ordinary leave only after the completion of three years of the contract period (BoG, April 07, 2007) Temporary employees engaged on time-scale of pay for a period exceeding o0ne year will be entitled for leave under the same terms and conditions as the permanent staff of the Institute. An employee on extraordinary leave is not entitled to any leave salary.

(ii)

(iii)

(iv) 96.

Leave Salary: (i) An employee who is on earned leave on full pay is entitled to leave salary equal to the pay drawn immediately proceeding on leave. An employee on half pay is entitled to leave salary equal to half the amount specified in sub-rule (i). An employee on commuted leave is entitled to leave salary equal to the amount admissible under sub-rule (i). An employee is entitled to full pay for maternity leave and duty leave. Leave Entitlement for Consolidated Salary Employment Employees engaged on consolidated salary basis exceeding six months will be eligible for leave for 10 days for every half year of completed service.

(ii)

(iii)

(iv) 96B.

Section 2: Joining Time

97. (1) a. b. Joining time may be granted to an employee to enable him to: Join a new post to which he is appointed while on duty in the old post, or Join a new post on return from leave of not more than three months, if the employee has not been given sufficient notice of his appointment to the new post. Joining time shall not be granted when no change in the headquarters of an employee is involved. During the period of joining time, the employee shall be eligible to the leave salary and allowances. Joining time shall not exceed seven days excluding the number of days spent on travelling.

(2)

(3)

(4)

30

CHAPTER VIII DEPUTATION

98. Deputation of Employees to other Services: (1) An employee of the Institute may be deputed to serve under any other Institute to serve under any other institutions of government. No employee can however, be deputed against his will. The competent authority to sanction the deputation and to fix the terms and conditions shall be the Board of Governors in the case of officers and the Director in the case of other categories of staff. Where the service of an employee is placed at the disposal of another employer under sub-rule (1), it shall be a condition that the employer shall during the period of such deputation, bear the entire cost of the employee including travel and other allowances, joining time pay, leave earned during the period of deputation and provident fund and gratuity contributions. (i) Director may grant deputation to an employee to any government or semigovernment agency for a period of 1-2 years at a time. This period might be extended to a maximum period of 3 years based on exceptional requirements of an individual. For any period of deputation beyond 3 years and for a maximum period of another 2 years, the Director would look into the requirements of the case. Director would recommend extension to the Board, by another two years only when he is totally satisfied about the special circumstances that the applicant is facing. Under no circumstances shall the period of deputation exceed five years during the entire service of the staff member. Any such sanction made by the Director, would be placed before the Board at its next meeting for perusal and ratification. (BoG, March 21, 2009)

(2)

(3)

98A.

(ii)

(iii) (iv)

99.

General Rule Regarding Lien: (1) An employee cannot be appointed substantively to a post on which another holds lien. (2) Unless lien is suspended, an employee holding a substantive post retains the lien on that post: (a) While performing the duties of that post; (b) while on deputation or holding a temporary post or officiating in another post; (c) while on leave; (d) while under suspension.

100.

General: Notwithstanding anything contained in these rules, the Board of Governors, in cases of undue hardship and/or special circumstances, may, at their discretion, relax any of these rules, except Rule 2(2) (relating to special appointment etc.) 7(3) (relating to qualifications and pay scales) and Rule 16 (relating to superannuation and retirement).

31

ANNEXURE (See Rule 40)

PROCEDURE FOR DISCIPLINARY PROCEEDINGS 1. Whenever the Director is of the opinion that there are grounds for inquiring into the truth of any imputation of breach of discipline or misconduct against an employee, the Director shall draw up a) the substance of the imputations of breach of discipline or misconduct into definite and distinct articles of charge; a statement of the imputations of breach of discipline or misconduct in support of each article of charge, which shall contain i) ii) a statement of all relevant facts including any admission by the employee; a list of documents by which, and list of witnesses by whom, the articles of charge are proposed to be sustained.

b)

2. The Director shall deliver or cause to be delivered to the employee, a copy of the articles of charge, the statement of imputation of breach of discipline or misconduct and a list of documents and witnesses by which each article of charge is proposed to be sustained and shall require the employee to submit, within such time as may be specified, a written statement of his defence and to state whether he desires to be heard in person. 3. (i) On receipt of the written statement of defence, the Director may himself inquire into such of the articles of charge as are not admitted, or, if he considers it necessary to do so, appoint an Inquiring Authority for this purpose, and where all the articles of charge have been admitted by the employee in his written statement of defence, the Director shall record his findings on each charge and act in the manner laid down in Rules 17 and 18 of this Annexure. (ii) If no written statement of defence is submitted by the employee, the Director may himself inquire into the articles of charge, if any; if he considers it necessary to do so, appoint an Inquiring Authority for the purpose. (iii) Where the Director himself inquires into any articles of charge or appoints an Inquiring Authority for holding an inquiry into such charge, he may, by an order, appoint an employee of the Institute as the Presenting Officer to present on his behalf the case in support of the articles of charge. 4. The Director shall, where he is not the Inquiring Authority, forward to the Inquiring Authority (a) a copy of the articles of charge and the statement of the imputations of breach of discipline or misconduct; a copy of the written statement of defence, if any, submitted by the employee; a copy of the statements of witnesses, if any, referred to in Rule 1; evidence for having delivered to the employee the documents referred to in Rule 1; and

(b) (c) (d)

32

(e)

a copy of the order appointing the Presenting Officer.

5. The employee shall appear in person before the Inquiring Authority on such date and time as the Inquiring Authority may, by a notice in writing, specify in this regard, or within such further time as the Inquiring Authority may allow. 6. The employee may take the assistance of any other employee to present the case on his behalf. 7. (a) If the employee who has not admitted any of the articles of charge in his written statement of defence, or has not submitted any written statement of defence, appears before the Inquiring Authority, such authority shall ask him, whether he is guilty to any of the articles of charge, the Inquiring Authority shall record the plea, sign the record and obtain the signature of the employee thereon. (b) The Inquiring Authority shall report his findings of guilt in respect of those articles of charge to which the employee pleads guilty. 8. The Inquiring Authority shall, if the employee fails to appear within the specified time or refuses or omits to plead, require the Presenting Officer to produce the evidence by which he proposes to prove the articles of charge and shall adjourn the case to a later date not exceeding thirty days, after recording an order that the employee may, for the purpose of preparing his defence; (a) inspect within five days of the order or within such further time the Inquiring Authority may allow, the documents specified in the list referred to in Rule 1 of this annexure; submit a list of witnesses to be examined on his behalf; give a notice within 10 days of the order or within such further time that the Inquiring Authority may allow for the production of any documents which are in the possession of the Institute, but not mentioned in the list referred to in Rule 1;

(b) (c)

Provided that the employee shall indicate the relevance of the documents required by him to be produced by the Institute. 9. (1) The Inquiring Authority shall, on receipt of the notice for the production of documents, forward the same or copy thereof to the Director. Provided that the Inquiring Authority may, for reasons to be recorded in writing, refuse to requisition such of the documents as are, in its opinion, not relevant to the case. (2) On receipt of the requisition referred to in sub-rule 1, the Director shall produce or cause to be produced the same before the Inquiring Authority. Provided that, the Director may, for reasons to be recorded in writing, decline to furnish all or any of the requisitioned documents. 10. (a) On the date fixed for the inquiry, the oral and documentary evidence by which the articles of charge are proposed to be proved, shall be produced by or on behalf of the Disciplinary Authority. The witnesses shall be examined by or on behalf of the 33

Presenting Officer. The witnesses may be cross-examined by or on behalf of the employee. The Presenting Officer shall be entitled to reexamine the witnesses on any points on which they have been cross-examined, but not on any new matter, without the leave of the Inquiring Authority. The Inquiring Authority may also put such questions to the witnesses as it thinks fit. (b) The Inquiring Authority may, in its discretion, allow the Presenting Officer to produce evidence not included in the list given to the employee or may itself call for new evidence or recall or reexamine any witness and in such case, the employee shall be entitled to have a copy of the list of further evidence proposed to be produced and an adjournment of the inquiry for three clear days before the production of such new evidence. The Inquiring Authority shall give the employee an opportunity of inspecting such documents before they are taken on record. 11. (a) When the case for the Disciplinary Authority is closed, the employee shall be required to state his defence, orally or in writing as he may prefer. If the defence is made orally, it shall be recorded and the employee shall be required to sign the record. A copy of the record shall be made over the employee. In either case, a copy of the statement of defence shall be given to the Presenting Officer, if any, appointed. (b) The evidence on behalf of the employee shall then be produced. The employee himself may, if he so prefers, examine the evidence produced on his own behalf. The witnesses produced by the employee shall be liable for crossexamination by the Inquiring Authority. 12. The Inquiring Authority may, after the employee closes his case, and shall, if the employee has not examined himself, generally question him on the circumstances appearing against him in the evidence for the purpose of enabling the employee to explain any circumstances appearing in the evidence against him. 13. The Inquiring Authority may, after the completion of the production of evidence, hear the Presenting Officer, if any, appointed, and the employee, or permit them to file written briefs of their respective case, if they so desire. 14. If the employee to whom a copy of the articles of charge has been delivered, does not submit the written statement of defence on or before the date specified for the purpose or does not appear in person before the Inquiring Authority or otherwise fails or refuses to comply with the provisions of these rules at any stage of the inquiry, the Inquiring Authority may hold the Inquiry ex-parte. 15. Where an Inquiring Authority, after having heard and recorded the whole or any part of the inquiry, ceases to exercise jurisdiction therein and is succeeded by another Inquiring Authority, the Inquiring Authority so succeeding, may act on the evidence so recorded by its predecessor and partly recorded by itself. 16. After the conclusion of the inquiry, a report shall be prepared and it shall contain (a) the articles of charge and the statement of the imputations of breach of discipline or misconduct; the defence of the employee in respect of each articles of charge; an assessment of the evidence in respect of each articles of charge; and

(b) (c)

34

(d)

the findings on each article of charge and the reasons therefore.

17. The Inquiring Authority, where the Director is not himself the Inquiring Authority, shall forward to the Director the record of inquiry which shall include (a) (b) (c) (d) the report prepared by it; the written statement of defence if any, submitted by the employee; the oral and documentary evidence produced in the course of the inquiry; written briefs, if any, filed by the employee during the course of the inquiry; and the orders, if any, made by the Inquiring Authority, in regard to the inquiry.

(e) 18.

(1) In cases where the Director is competent to impose penalty, he shall pass an order which shall (a) if he disagrees with the findings of the Inquiring Authority on any articles of charge, record his reasons for such disagreement and record his own findings on such charge; where he is in agreement with the findings of the Inquiring Authority on all or any of the articles of charge, he shall record his agreement; and

(b)

(2) If the Director, having regard to the findings in (a) and (b) of sub-rule 1 above, is of the opinion that one or more of the penalties should be imposed on the employee, he shall make an order imposing such penalty. 19. (1) Where the Board of Governors is the Disciplinary Authority, the Director shall forward the records of the Inquiry to the Board. The Board shall (a) if it disagrees with the findings of the Inquiring Authority on any articles of charge, record its reasons for such disagreement and record its own findings on such charge; (b) where the Board is in agreement with the findings of the Inquiring Authority on all or any of the articles of charge, it shall record its agreement. (2) If the Board having regard to the findings in (a) and (b) of sub-rule 1 above, is of the opinion that one or more of the penalties, should be imposed on the employee, it shall make an order imposing such penalty. 20. Orders passed by the Disciplinary Authority shall be communicated to the employee who shall also be supplied with a copy of the report of the Inquiring Authority and the statement of the findings of the Disciplinary Authority together with brief reasons for its disagreement if any, with the findings of the Inquiring Authority, provided that it shall not be necessary to supply copies of the said documents where the Disciplinary Authority exonerates the employee or where such documents have already been supplied to the employee. 21. Where two or more employees are concerned in any case, the Director may make an order that disciplinary action against all of them may be taken in a common proceeding.

35

22.

(1) Where an order of suspension is made or a disciplinary proceeding is taken against an employee whose services have been borrowed from the Central Government, any State Government, or other authority, the authority lending his/her services shall forthwith be notified of the circumstances leading to the order of his suspension or commencement of the disciplinary proceeding as the case may be. (2) In the light of the findings of the disciplinary proceedings taken against the employee, if the disciplinary authority is of the opinion that any of the minor penalties should be imposed ton him, it may, after consultation with the lending authority, pass such orders on the case as it deems necessary. Provided that in the event of a difference of opinion between the Institute and the lending authority, the services of the employee shall be replaced at the disposal of the lending authority. (3) If the Disciplinary Authority is of the opinion that any of the major penalties should be imposed on the employee, it shall replace his services at the disposal of the lending authority and transmit to it the proceedings of the inquiry for such action as it deems necessary. (AMENDED BY THE BOARD OF GOVERNORS ON 4-10-1988)

36

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE, BANGALORE 670072 FINANCIAL REGULATIONS

Preamble

Whereas it is necessary to prescribe the authorities who may incur expenditure on behalf of the ISEC, the conditions subject to which such expenditure may be incurred, and to generally provide for the proper management of finances of the Institute, the Board of Governors of the ISEC hereby make the following regulations: 1. Short Title: 1) These regulations shall be called the ISEC Financial Regulations,1976. 2) These Regulations shall come into force with effect from 15.10.1976.

2. Nothing in these Regulations shall limit or derogate from any powers conferred on, or delegated to the Director by or under other rules or regulations. The powers exercisable under these regulations by the Director, may, in his absence, and with the approval of the Chairman, be exercised by the Registrar or any other officer as may be authorized in this behalf by the Director. 3. The properties and funds of the Institute shall vest in and be administered by the Board of Governors. 4. The Director is authorized to incur all expenditure necessary, for the administration of the Institute, provided that such expenditure is in accordance with the budget estimates of the Institute approved by the Board of Governors. 5. 5.1 Budget: Budget estimates of the Institute for the succeeding year shall be prepared in a realistic manner by the end of the preceding October each year and put up to the Finance Committee for scrutiny and review and then placed before the Board of Governors for approval before the end of December. Revised Estimates based on actuals for the previous months and anticipated expenditure for the rest of the months of the financial year shall also be prepared and placed before the Board for approval after review by the Finance Committee. Re-appropriation of funds from one head of budget to another shall be made only with the approval of the Board, but the Director may order re-appropriation from one head to another to the extent of power delegated to him. The Director may order re-appropriation from one detailed head to another within the same head of account.

5.2

5.3.

5.4.

37

6.

Finance Committee:

The Finance Committee shall exercise such powers and perform such functions as prescribed in the bye-laws of the Institute on the internal structure and working of the Institute. 7. 7.1 Receipts: All receipts pertaining to the Institute shall be credited promptly to a general fund called Institute Fund. The Institute Fund shall be kept in any scheduled bank as defined in the Reserve Bank of India Act, 1934, or may be invested in securities authorized by the Indian Trusts Act, 1882, as may be decided by the Board of Governors from time to time. The funds received for specific purposes/projects from State and Central Governments and from other Institutions shall be kept and accounted for separately. The Accounts Officer is authorized to receive money on behalf of the Institute and issue proper receipts. Expenditure: While incurring expenditure out of the Institute funds, the generally accepted canons of financial property should be observed by all officers. Proper accounts of receipts and expenditure of the Institute shall be maintained in the Accounts Branch under the direct supervision of the Accounts Officer. Amounts required for meeting the expenditure may be drawn from banks on cheques signed either by the Director or by any two of the following officers, i.e., a) Registrar b) Accounts Officer 8.4. A bill or other voucher presented as a claim for payment shall contain full particulars such as (a) nature of the claim: (b) amount: (c) period to which it relates: (d) orders of the competent authority who sanctioned it: and (e) the head of account to which it is debitable etc. (a) (b) (c) (d) 9. 9.1. All vouchers must be filled in and signed in ink. They must contain the enfacement of Pay order and paid by cheque no, duly signed by the officers authorized in this behalf. All vouchers should be numbered serially and filed chronologically in a guard file All sub-vouchers should be cancelled.

7.2.

7.3.

8. 8.1.

8.2.

8.3.

8.5.

Personal Claims: Pay and allowances: (a) Pay and allowances of the staff of the Institute for a particular month shall be drawn in the prescribed pay bill form by the Accounts branch based on the rates specified in the Service Regulations and disbursed by means of cheque on the first working day of the following month. The Registrar shall be the drawing officer.

38

(b) When the first day of the month is a Sunday or a notified holiday, the payment of the establishment bills shall be made on the last working day before the said holiday. However, the establishment bill for the month of March shall be payable only on the first working day of April. (c) A last pay certificate in the prescribed form shall be issued to an employee of the Institute on his transfer or deputation to another establishment. 9.2. Travelling Allowance: Travelling allowance bills should be drawn in the prescribed form setting forth inter-alia details of the journey, purposes etc. All such bills shall be countersigned by the head of the Centre or such officers as may be designated. The travelling allowance bill of the Director does not require countersignature. The rates shall be those specified in the Service Regulations of the Institute. Travelling allowance admissible to non-officials, i.e., to those other than employees of the Institute shall be at the rates admissible to the senior most officer of the Institute. 10. Advances: 10.1. The following kinds of advances may be sanctioned to the Institute employees: a) Leave salary advance: b) Tour travelling allowance advance; c) Festival advance a) ISEC employees (including temporary employees) proceeding on leave for a period of not less than 30 days at a stretch may be granted one months leave salary in advance subject to the following conditions: i) The advance should be restricted to the net amount of leave salary for the first month of leave after deductions on account of provident fund, insurance, repayment of advances, house rent, income-tax etc. The deductions may be effected from the leave salary or duty pay which the Institute employee will draw during the major portion of the month. ii) The advance should be adjusted in full in the pay bill in which the leave salary for the period in question is claimed. In cases where the advances cannot be so adjusted in full, the balance will be recovered from the next payment of pay or/and leave salary. iii) Employees drawing leave salary advance who resume duty before expiry of leave period for which the leave salary advance has been drawn, should refund the entire leave salary advance before they are permitted to resume duty. b) Tour travelling allowance advance is granted to an employee who proceeds on tour of an amount equal to 90% of the probable travelling expenses. This shall be adjusted from his final T.A. bill which he should submit immediately on return to headquarters from tour failing which the advance shall be recovered from his pay bill. The Director can sanction tour travelling advance for himself. c) Advances may be sanctioned to defray the expenses of important festivals to all employees subject to the following conditions:

39

1. The amount of advance will be Rs.2000/- or one months basic pay, whichever is less. 2. The advance will be recovered in 10(ten) monthly instalments, the first instalment commencing from the next months pay. 3. The advance may be granted to temporary employees subject to their furnishing surety from permanent employees. 4. The advance will be admissible only to those who are on duty or on leave on full pay or on maternity leave at the time of drawl of advance. 5. The advance will be admissible only for one festival in a financial year.

6. No festival advance shall be granted unless the earlier advance granted for the purpose has been repaid in full. 7. The advance should be drawn with previous sanction and disbursed not earlier than a fortnight and not later than the day (the first day) of the festival. 8. The recovery of advances made will be watched by maintaining separate registers. 11 11.1. Stores This consists of machinery, equipment, furniture, stationery and other miscellaneous and contingent articles. Purchase of stores have to be made in most economical manner only after obtaining sanction of competent authority as per the delegation of powers and taken to stock immediately. Purchases shall be made after calling for quantitative quotations wherever the cost of articles exceeds Rs. 1,000/- The calling of quotations for purchase of articles costing more than Rs. 1,000/- may be waived in exceptional cases of emergent nature with the approval/ratification by the competent authority, for reasons to be recorded in writing. Stock verification of all store articles as at the end of 31st March shall be arranged for every year before end of June of that year. Works: The rules and regulations contained in the Karnataka Public Works Accounts Code, Karnataka Public Works Departmental Code, etc., shall be followed in respect of taking up original works (including maintenance) calling for quotations, execution, maintenance of accounts, payments to contractor, etc., with such modifications as may be found necessary with the approval of the Board of Governors. 13. Indemnity Bond: Every cashier, store keeper and any other employee of the Institute who is entrusted with Institute cash, stores, etc., should be required to execute an Indemnity Bond in the prescribed form.

11.2.

11.3

11.4

12.

40

14.

Motor Vehicles: The rules regulating the use and maintenance of vehicles of the Institute are detailed in Appendix II.

15.

Imprest: To meet emergent expenditure which has to be incurred before money could be obtained from the Accounts Branch, an imprest may be sanctioned by the Director to persons who have to incur such expenditure on behalf of the Institute. The holder of the imprest is responsible for the safe custody of the amount and shall be at all times be ready to produce the total amount of imprest either in the form of vouchers or in the form of cash or both.

16. 16.1

Audit of Accounts of the Institute: The annual accounts of the Institute shall be audited by Chartered Accountants appointed for the purpose. The audited accounts together with the Auditors report shall be reviewed by the Finance Committee and placed before the Board of Governors and the Annual General Meeting. The accounts of the Institute are also subject to audit annually by the Accountant General. Delegation of powers: The delegation of powers of the several officers of the Institute is detailed in Appendix I.

16.2.

16.3.

17.

41

APPENDIX I
Statement showing the delegation of powers to the several officers of the Institute for Social and Economic Change

Sl. No I 1

Nature of powers delegated Appointments : Appointment of Professors, Registrar, Accounts Officer Appointment of all other staff under category A (Officers) Appointment of staff under categories A and C To make ad-hoc appointments against vacant posts. Creation of temporary posts

Director

Registrar

Head of Unit

Full powers subject to the condition that the appointment shall be made after the recommendations of the Selection Committee have been approved by the Board of Governors Full powers subject to the condition that the appointment shall be made in accordance with the recommendations of the Selection Committee constituted for the purpose. --

--

--

--

--

--

--

Full powers for period not exceeding eleven months pending recruitment in accordance with the rules in respect of staff under category :A. Such appointments should be reported to the Board of Governors. Full powers subject to budget provision for a period not exceeding eleven months. Such creation of temporary posts should be reported to the Board of Governors.

--

--

--

--

42

Sl. No 6

Nature of powers delegated Appointment of staff on casual temporary basis Promotions & Confirmations : To promote and/or confirm staff belonging to A & B categories to higher posts To promote and/or confirm staff belonging to C category

Director --

Registrar --

Head of Unit --

II 7

Full powers in accordance with the procedures laid down for the purpose by the Board of governors.

--

--

--

--

--

III 9

Travelling Allowances : Full powers To permit staff to proceed on tour within and outside the State Countersignature of TA bills of staff and other officials and non-officials Advances : To sanction advances such as leave salary advance, TA advance, festival advance, etc. -----

10

--

To countersign the TA bills of employees working under them.

IV 11

43

Sl. No V 12

Nature of powers delegated Purchases : Purchase of equipment, furniture, typewriters, tyres and tubes and the deadstock articles Purchase of stationary and printing articles locally Purchase of library books and subscription to journals and periodicals Purchase of books, Acts, Manuals etc., for Administration Repairs : Repairs to vehicles, machinery and typewriters, etc. Full powers

Director

Registrar

Head of Unit

Full powers subject to observance of general Upto Rs. 5000/rules of purchase

--

13

Full powers

Upto Rs. 500/- in each case

14

--

--

--

15

--

--

--

VI 16

Upto Rs. 200/- in each case

--

17

Repairs and maintenance of buildings

Full powers

--

--

44

Sl. No VII 18

Nature of powers delegated Miscellaneous Expenditure : To incur expenditure on refreshments, reimbursements of conveyance charges incurred by staff in connection with official duties, petty contingent expenditure, etc. Full powers

Director

Registrar

Head of Unit

Upto Rs. 100/- in each case

--

VIII 19 IX 20

Contracts and Agreements : To sign agreements on behalf of the Institute Miscellaneous : Disposal of surplus and obsolete stores and articles Write-off of losses and irrecoverable dues Re-appropriation : From one budget head Full powers to another budget head --Full powers Upto Rs. 5,000/- in each case ---Full powers --

21 X 22

Full powers

Note: Director will exercise all the powers.

45

APPENDIX II Rules regulating the use of vehicles maintained by the Institute 1. The vehicles of the Institute are meant primarily for use in connection with the work of the Institute. They may, however, be made available for private use of the staff of the Institute on such terms and conditions as are prescribed from time to time. 2. The vehicles shall be under the general control of the Registrar and any staff using the vehicle should obtain his permission. 3. The movements of each vehicle should be recorded in a log book and the correctness of the entries made therein checked by the Registrar or by any other duly authorized officer daily and attested. 4. At the end of each month an abstract should be drawn showing the total distance run, petrol and oil consumed and the mileage given per litre of petrol. Reasons for low mileages should be investigated immediately and remedial action taken. 5. A history sheet should be maintained for each vehicle showing mileage covered, spare parts purchased, major and minor overhauls done to the vehicle, etc. 6. All vehicles should be insured and premium paid well in advance. 7. When vehicles are under major repairs, the driver and cleaner should be given some other duty. 8. The vehicle tax levied should be paid in advance for a quarter/half-year/year as may be fixed. For the period when the vehicle is not in use and for periods for which rebate of tax is permissible, the benefit should be availed of promptly.

46

RENT RULES FOR ISEC BUILDINGS USED AS RESIDENCES The following rules shall govern the occupation of ISEC buildings for residential purposes. 1. Residential quarters are of the following types: a) Directors quarters b) Professors quarters c) Associate Professors quarters d) Assistant Professors quarters e) Research Analysts quarters f) Clerical quarters (including technical Assistants, Drivers etc) g) Messengers Quarters 2. 1 7 10 11 4 30 14

The quarters are meant for allotment to the employees of the Institute only and shall normally be allotted to the category of staff for which they are intended. Application for allotment of quarters shall be submitted to the Registrar in the prescribed form. The Director shall make the allotments. The allotment is strictly on license basis. No lease is created in favour of the allottee. This allotment and license is revocable at any time at the discretion of the Director and upon such revocation, the allottee shall forthwith vacate the quarters. On receipt of allotment order the allottee shall enter into an agreement with the Institute in the form prescribed and thereafter rent will be charged from the date of entering into agreement or from the date of taking over possession of the house by the allottee whichever is earlier except in cases in which a specific date has been mentioned for the occupation of the quarters. When the allottee ceases to be an employee of the Institute, he should vacate the quarters within one months time from the date of his relief. For any stay beyond this grace period, 3 times the usual rent shall be recovered for the period exceeding one month. If the occupant does not vacate within the period of 3 months, the quarters shall be got vacated by taking appropriate steps. For periods of occupation exceeding 3 months, 5 times the usual rent will be charged and deducted from the amounts payable to the occupant. In any case, until the quarters is vacated the payment of salary for the last month and other dues such as P F etc., of the occupant shall be withheld. Rent shall be charged at the rate of 10% of the gross salary of the employee. Payment of electricity and water charges shall be the responsibility of the allottee. If disconnection is occasioned by failure to make payment promptly, reconnection charges shall be borne by the allottee. The allottee shall be responsible for the safety of the fixtures and cost of damages, if any, shall be recovered from him. Allottee shall facilitate execution of annual and occasional repairs being carried out by the Institute. 47

3.

4.

5.

6.

7.

8.

9.

10.

11.

12. 13.

No alterations shall be made in the quarters under any circumstances. The quarters allotted to the employees shall be occupied by the family of the employees only including minor brothers and unmarried sisters and parents entirely dependent upon the employees. Subletting or sharing of quarters is strictly forbidden. The allottees should keep the quarters and the premises clean and should not maintain animals or birds except pet dogs and cats. The quarters allotted shall continue to be in the possession of the allottees even during leave period unless they are vacated with prior intimation for being allotted to other applicants on the waiting list. The allottees shall not be entitled to the usufruct of the trees and plants reared by the Institute. Allottees themselves should make their own arrangements for supply of electric bulbs and locks. Any point of dispute regarding allotment of quarters, rent payable etc., shall be decided by the Director, whose orders shall be final and binding. Every allottee and the members of his/her family occupying a quarters shall so conduct himself/herself as not to be a cause of nuisance or annoyance or disturbance to the other residents in the campus or the employees of the Institute or visitors thereto. If the Director is of opinion that any allottee or member of his/her family has contravened this rule, he may without prejudice to any other action, order removal of the allottee and his family guilty of the objectionable conduct, from the campus forthwith. The decision of the Director in this behalf shall be final and conclusive. No occupant of a first floor quarters shall be entitled to any garden space. The occupant of the ground floor quarters will be permitted the use of garden space as demarcated by the Director. The decision of the Director in this regard shall be binding on all allottees and shall not be liable to be questioned in any court of law. Any departure from the above rules in exceptional circumstances may be made by the Director.

14. 15.

16.

17.

18.

19.

20.

21.

22.

48

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE, BANGALORE RECRUITMENT RULES

(Academic and Technical Posts) (Amended up to 17.03.2011) Announcement of vacancies: 1.1. Vacancies of posts shall be advertised as and when they arise. Vacancies of academic posts shall be advertised on an all-India basis and vacancies of the posts of Technical Assistant, Field Investigator and Computational Assistant shall be advertised in two newspapers, one an English newspaper and the other a Kannada newspaper. Copies of the full advertisements shall be sent to: a) b) c) d) e) f) g) h) i) j) Directorate of Social Welfare, Government of Karnataka, Bangalore. Professional and Executive Employment Exchange, Bangalore. Mysore University, Mysore Karnatak University, Dharwar Bangalore University, Bangalore University of Agricultural Sciences, Bangalore Indian Institute of Science, Bangalore Indian Institute of Management, Bangalore Indian Statistical Institute, Bangalore Organisations/Institutions suggested by the Head of the Centre /Project Director.

The advertisement shall also be put on the Institute Notice Board. Form of Advertisement: 2.1. A brief advertisement may be released through the newspapers and a full advertisement supplied to applicants along with the blank application forms. The brief advertisement shall contain: name of the vacant post, number of vacancies including reservations, duration of the post, essential qualifications, scale of pay in brief, age limit and last date for receipt of completed applications. A period of 30 days from the date of release of the brief advertisement shall be given for the receipt of completed applications The advertisement may also mention that candidates not fulfilling the age criterion may also apply subject to their applications being open to be considered only in the event of no suitable candidate from among those who fulfil the age criterion being available. (BOG 19.9.2002).

2.2. 2.3.

Application Fee: 3.1 and 3.2 Deleted Qualification 4.1 The qualifications prescribed for the various posts are given below:

49

Academic posts: Professor a) Essential: Masters Degree with 55% marks in the aggregate

b) An eminent scholar with Ph.D. qualification and published work of high quality, actively engaged in research with evidence of published work with a minimum of 10 publications as books and/or/research/policy papers in indexed/ISBN/ISSN numbered journals and as ISBN/ISSN numbered books. c) A minimum of 12 years of teaching experience in university/college, and/or experience in research in a regular faculty position not less than 7 years as Associate Professor at the University/National level institutions, including experience of guiding candidates for research at doctoral level. d) Contribution to educational innovation, design of new curricula and courses, and technology dedicated teaching learning process. e) A satisfactory score as stipulated in the Academic Performance Indicator (API) system developed by UGC in its notification. (BOG, 26.9.2009 Item No.XI)

Associate Professor Essential: a) 55% of the marks, or equivalent grade wherever grading system is followed at the Masters Degree level. b) Good academic record with a Ph. D degree in the concerned or allied disciplines. c) A minimum of eight years of experience of teaching and/or of research in a regular position equivalent to that of Assistant Professor in a University/College or Accredited Research Institution with evidence of published work with a minimum of 5 publications as books and/or research/policy papers in indexed/ISBN/ISSN numbered journals and as ISBN/ISSN numbered books. d) Contribution to educational innovation, design of new curricula and courses, and technology dedicated teaching learning process with evidence of having guided doctoral candidates and research students. e) A satisfactory score as stipulated in the Academic Performance Indicator (API) system developed by UGC in its notification. (BOG, 26.9.2009 Item No.XI) Assistant Professor Essential: a) b) c) d) Masters Degree with 50% marks in the aggregate. Ph.D. or published work of equivalent standard in the subject; 3 years teaching and/or research experience in the subject; Publications in the subject.

50

Research Analyst Essential: a) b) 4.2.

Masters Degree in the subject with 50% marks in the aggregate. 2 years teaching and/or research experience in the subject;

Applications to the academic positions should provide documentary evidence of the research work claimed to have been done (viz., copies of research reports, publications, etc.) Discipline/subject, desirable qualifications and additions to essential qualifications, if any, as recommended by the Head of the Unit/Project Director shall be specified in each case. The 50% marks in the aggregate shall be in the qualifying examination and if it is meant otherwise it shall be clearly spelt out.1 The screening committee is competent to assess the quality of publications and the relevance of experience of the candidate.

4.3.

4.4.

4.5.

Technical Posts: Technical Assistant Essential: Field Investigator Essential: Computational Assistant Essential: Masters Degree in the subject with 50% marks in the aggregate. Masters Degree in the subject with 50% marks in the aggregate. Graduation with at least 50% marks in the aggregate.

4.6.

In cases of Technical Assistant, Field Investigator and Computational Assistant, the 50% marks in the post-graduation or graduation, as the case may be, may be relaxed if the candidates have the required experience. The subject in which post-graduation is required, as also desirable qualification and additions to essential qualifications, if any, as recommended by the Head of the Unit/Project Director shall be specified in each case.

4.7.

Age Limit 5.1. Normally below 50 years for Professor, below 40 years for Associate Professor, below 35 years for Assistant Professor and below 30 years for Technical Assistant, Field Investigator and Computational Assistant. Age should be calculated as on the last date prescribed for receipt of completed applications. Proof of age is SSLC/Transfer Certificate. The age limit may be relaxed without any limit in case of employees of the Institute (including project staff).

5.2. 5.3. 5.4.

For example, for the post of Assistant Professor in the PRC Unit, the requirement of 50% marks could be either in post-graduation in any social science subject, or Demography, or Statistics, or in the Certificate/Diplomas in Demography (Population Studies)

51

5.5.

In case of Scheduled Castes/Scheduled Tribes, Backward Tribes and Backward Classes candidates, the age limit is relaxable up to 5 years.

Knowledge of Kannada 6.1 Wherever knowledge of Kannada is prescribed as a qualification (essential or desirable) the proof of this requirement would be; (a) Kannada as a subject in SSLC, or (b) Kannada as mother tongue, or (c) ability to read, write and speak Kannada, to be demonstrated at the time of interview. Knowledge of Kannada should not be considered essential in the case of appointments of Assistant Professors, Associate Professors and Professors in view of the all-India character of the Institute. However, for such posts where a knowledge is considered essential or desirable, the advertisements for them may carry the required stipulations.

6.2.

Ratio in which candidates are to be called for interview: 7.1. 7.2. A ratio of 1:6 shall be followed, viz., for every vacant post a maximum of six candidates may be called for interview. This ratio may be increased to accommodate candidates who are employees in the Institute provided they satisfy the essential qualifications.

Reservation for Scheduled Castes, Scheduled Tribes and Other Backward Classes 8.1. Academic Posts: (a) (b) No reservation shall apply above the level of Associate Professors or equivalent posts. As nearly as may be eighteen per cent (18%) of the vacancies shall be reserved for Scheduled Caste and Scheduled Tribe candidates and thirty two per cent (32%) for Other Backward Classes candidates at and below the level of Associate Professors or equivalent posts. (BOG 20.8.2002). In the case of Professors, no caste or income certificate will be required. Candidates for posts of Associate Professors are required to produce caste certificate or an affidavit filed before a Magistrate to establish the caste to which he belongs. In the case of Assistant Professors, candidates should furnish certificate establishing their caste affiliation and the fact that they do not belong to an excluded category as per Government of India order. Government of India orders should be an annex to the application form for Assistant Professors.

(c) (d) (e)

8.2. Non-Academic Staff As nearly as may be eighteen per cent (18%) of the vacancies shall be reserved for Scheduled Caste and Scheduled Tribe candidates and thirty two per cent (32%) for Other Backward Classes candidates for all other non-academic posts (other than the posts specifically covered under other Recruitment Rules). These candidates should produce attested copy of caste certificate and in the case of Other Backward Classes the income certificate also.

52

8.3. Notwithstanding anything contained in rules 8.1(b) and 8.2 above, reservations shall not apply to: (a) posts in projects; and (b) posts filled by transfer or deputation. (BOG 20.8.2002). Composition of the Screening Committee 9.1 The composition of the screening committee for the various posts are as follows: Position Professor Screening Committee Director (Chairperson) Head of the Unit, if he is a Professor OR If he is not a Professor, then any other Professor in ISEC nominated by the Director; A Professor from any other Unit nominated by the Director Registrar (Convenor) Director (Chairperson) Head of the Unit A member of the Unit not below the rank of an Associate Professor nominated by the Head; A member of any other Unit not below the rank of an Associate Professor nominated by the Director; Registrar (Convenor). Director (Chairperson) Head of the Unit A member of the Unit not below the rank of an Assistant Professor nominated by the Head; A member of any other Unit not below the rank of an Assistant Professor nominated by the Director; Registrar (Convenor). Head of the Unit (Chairperson) A nominee of the Head of the Unit from within the Unit A nominee of the Director from outside the Unit Registrar (Convenor). Head of the Unit (Chairperson) A nominee of the Head of the Unit from within the Unit A nominee of the Director from outside the Unit Registrar (Convenor). The composition of the Screening Committee shall be the same as above. In addition, the Project Director shall be a member.

Associate Professor

` Assistant Professor

Research Analyst

Technical Assistant Field Investigator Computational Assistant

Positions in Projects

53

Procedure for screening applications 10.1 The Screening Committee shall adopt the following procedure for screening the applications and shortlisting the candidates for being called for interview: i) ii) Incomplete applications, applications not supported by the required documents2 and applications received after the prescribed last date shall be rejected. From out of the remaining applications those applicants who have the prescribed qualifications (age, educational qualifications including percentage of marks, work experience, knowledge of language, etc.) should be compiled (List No.1). If the number of applications in List No.1 is more than the number required by the ratio of 1:6, all the candidates in List No.1 shall be ranked on the basis of the percentage of aggregate marks in the qualifying examination and other essential/desirable qualification. The required number of candidates shall be ranked and included in a list (List No.2). Only the candidates included in List No.2 shall be called for interview. The Committee shall in this regard keep in mind the provisions in rule 7.2 and 8.1. If the number of applicants who satisfy the prescribed qualifications falls short of the required number to meet the 1 : 6 ratio, the Committee may, (a) either relax the desirable qualifications, or (b) the percentage of marks in the qualifying examination. The Committee cannot relax more than one component of the essential qualifications. The Committee shall in this regard keep in mind the provisions in rule 4.5. The Committee cannot in any case relax the essential educational qualification itself. The Screening Committee shall record the reasons in every case of relaxation; any relaxation without recorded reason shall be invalid. If two or more candidates have secured equal percentage/or aggregate marks in the qualifying examination and/or have put in the same duration of experience the order of merit in respect of such candidates shall be fixed on the basis of their age; the person(s) elder in age shall be placed higher in the order.

iii)

iv)

v)

10.2 The Screening Committee shall not preclude any applicant from being called for interview merely on the ground that the applicant is abroad. In case the list of candidates to be called for interview includes applicants applying from abroad, the Selection Committee shall consider those applications in absentia. However, the applicant shall be a citizen of India. 10.3 In respect of all applications received from persons belonging to SC and ST, the reasons for rejecting their applications, if any, should be brought to the notice of the Board of Governors when appointments are reported. 10.4 A candidate working for a research degree like M Phil/Ph.D. and who has still to obtain the degree may enclose along with his application a certificate from his research supervisor indicating (a) the date since when the candidate is working, (b) the extent of completion of work and the likely date of submission of thesis and (c) the suitability of the work as research experience for the position for which the candidate has applied. Based on this certificate, the Screening Committee shall count such period, subject to an upper limit of
2

(For example, documents in support of proof of age, educational qualifications, percentage of marks, experience, publications, caste (in case of Scheduled Castes/Scheduled Tribe and Other Backward Classes candidates etc.)

54

three years, towards research experience. Ordinarily, this rule would apply to positions of Assistant Professor and below. 10.5 All recommendations of the Screening Committee shall be final when they are approved by the Chairperson of the Board of Governors in the case of academic posts and by the Director in the case of other posts. Payment of Travel 11. Outstation candidates who are called for interview for the post of Professor shall be paid first class rail fare (or bus fare where there is no train connection) and for all other posts second class rail fare (or bus fare where there is no train connection) from place of residence to Bangalore and return by the shortest route. Composition of the Selection Committee: 12.1. The composition of the Selection Committee for various posts are as follows:

For Selection of Professors: 1. 2. 3. 4. 5. 6. Chairperson of the Board of Governors Director or Acting Director or in case the Chairperson himself is Director Three experts nominated by the Board of of Governors of whom at least two will have to be present for any selection Head of the Unit concerned where he is a Professor One member of the Board of Governors, who is not a member of the staff of the Institute, nominated by the Board of Governors The Registrar shall be the Secretary of the Committee. : : : : : : Chairperson Member Members Member Member

For Selection of other members of the Academic Staff: 1. 2. 3. 4. 5. Chairperson of the Board of Governors Director or Acting Director or in case the Chairman himself is Director Two experts nominated by the Board of of Governors, of whom at least one will have to be present for any selection Head of the Unit concerned One member of the Board of Governors, who is not a member of the Academic Staff, nominated by the Board of Governors The Registrar shall be the Secretary of the Committee. : : : : : Chairperson Member Members Member Member

6.

For Selection of other members of the Academic Staff: 1. 2. 3. 4. 5. 6. Chairperson of the Board of Governors Director or Acting Director or in case the Chairperson himself is Director Head of the Unit concerned Two nominees nominated by the Board of Governors One member of the Board of Governors, who is not a member of the Academic Staff, nominated by the Board of Governors The Registrar shall be the Secretary of the Committee. : : : : : Chairperson Member Member Member Member

55

Selection Committee for the post of Technical Assistants, Field Investigators and Computational Assistants: 1. 2. 3. 4. 5. 12.2 Director or Acting Director, or in case the Chairperson himself is Director Head of the Unit concerned A Professor from any other Unit nominated by the Director Two outside experts to be nominated with the approval of the Chairperson Registrar Deleted

: : : : :

Chairman Member Member Members Member-Secretary

12.3 The Selection Committee may consider suitable candidates from outside the list of applicants. They may recommend a higher basic pay up to a maximum of four increments in deserving cases.3 12.4 (i) All selection for appointments made by the Selection Committee for academic posts shall be placed before the Board of Governors for their consideration. Orders for appointment shall issue in accordance with the decision of the Board of Governors on the recommendations of the Selection Committees.4 (ii) All selection for appointments made by the Selection Committee for technical posts shall be placed before the Director for consideration. Orders for appointment shall issue accordance with the decision of the Director. 12.5. The outside experts in the Selection Committee are eligible for reimbursement of actual expenses incurred by them towards travel. The Institute shall arrange for their board, lodge and transport in Bangalore.5 In the event no suitable candidate to fill up the post advertised for is available from among the candidates in List 2 (under Rule 10.1(ii), then the age limit may be relaxed subject to the approval of the Board of Governors and the selection to the post may be made from among the other candidates who become eligible to be considered by virtue of relaxation of the age limit. However, such relaxed age limit shall not exceed the age of retirement applicable to the post. (BOG 19.9.2002).

12.6.

Waiting List

13.

When a Selection Committee places a candidate on the waiting list, he/she is eligible for appointment only if the candidate above his/her rank did not join. In respect of project posts, persons in the waiting list may be appointed whenever vacancy arises during the period of the project. The validity of the waiting list shall be six months.

3 4

Please see rule 11 of the Service Rules Please see bye-law 5 of the Bye-Laws on the Internal Structure and Working of the Institute. 5 As far as practicable, experts from Bangalore or nearby place may be invited.

56

RECRUITMENT RULES FOR POSITIONS IN THE LIBRARY

(Amended up to 17.03.2011) Announcement of vacancies: 1.1. Vacancies of posts shall be advertised as and when they arise. Vacancies of Deputy Librarian and Assistant Librarian posts shall be advertised on an all-India basis and vacancies of other posts shall be advertised in two newspapers, one an English newspaper and the other a Kannada newspaper. Copies of the full advertisements shall be sent to: a) b) c) d) e) f) g) h) i) j) Directorate of Social Welfare, Government of Karnataka, Bangalore. Professional and Executive Employment Exchange, Bangalore. Mysore University, Mysore Karnatak University, Dharwar Bangalore University, Bangalore University of Agricultural Sciences, Bangalore Indian Institute of Science, Bangalore Indian Institute of Management, Bangalore Indian Statistical Institute, Bangalore Organisations/Institutions suggested by the Head of the Unit/Project Director.

The advertisement shall also be put on the Institute Notice Board. Form of Advertisement: 2.1. A brief advertisement may be released through the newspapers and a full advertisement supplied to applicants along with the blank application forms. The brief advertisement shall contain: name of the vacant post, number of vacancies including reservations, duration of the post, essential qualifications, scale of pay in brief, age limit and last date for receipt of completed applications. A period of 30 days from the date of release of the brief advertisement shall be given for the receipt of completed applications The advertisement may also mention that candidates not fulfilling the age criterion may also apply subject to their applications being open to be considered only in the event of no suitable candidate from among those who fulfil the age criterion being available.

2.2 2.3.

Application Fee: 3.1 and 3.2 Deleted Qualification 4.1 The qualifications prescribed for the various posts are given below:

Deputy Librarian Essential: a) Bachelors Degree in Social Sciences with I or II Class and M.Lib Sc. I or II Class OR Masters Degree in Social Sciences with I or II Class and M.Lib Sc. I or II Class 57

b) Assistant Librarian Essential:

7 years teaching and/or research experience in the subject;

a) Bachelors Degree in Social Sciences with I or II Class and M.Lib Sc. I or II Class OR Masters Degree in Social Sciences with I or II Class and M.Lib Sc. I or II Class b) 5 years teaching and/or research experience in the subject;

Professional Assistant/Documentalist Essential: a) Bachelors Degree in Social Sciences with I or II Class and M.Lib Sc. I or II Class OR Masters Degree in Social Sciences with I or II Class and M.Lib Sc. I or II Class b) 3 years teaching and/or research experience in the subject;

Professional Assistant (Systems) (BoG, March 21, 2009 Item No. XI) Essential: a) Graduate from a recognized university in any discipline (Science / Computer Science/Commerce/Arts/Social Sciences/Business Management) with minimum High Second Class; b) Sound knowledge of Computers Windows applications including MS Office (MSWord,Excel,Power Point) and expertise in working in computerized digitization and data processing. c) More than 10 years experience in handling large computer systems and system management in a reputed educational institute. d) Knowledge of Library Management Systems like LIBSYS and CDSISIS, and knowledge of one or more statistical packages. Technical Assistant Essential: a) Bachelors Degree (desirable in Social Sciences) with I or high II Class and Degree/Diploma in Library Science

b) 2 years teaching and/or research experience in the subject; Library Assistant Essential: Bachelors Degree (desirable in Social Sciences) with 50% marks in the aggregate and Diploma in Library Science with 50% marks in the aggregate.

58

Library Clerk Essential: Age Limit 5.1. 5.2. 5.3. 5.4. 5.5. Normally below 45 years for Deputy Librarian, below 40 years for Assistant Librarian and below 30 years for all other posts in the Library. Age should be calculated as on the last date prescribed for receipt of completed applications. Proof of age is SSLC/Transfer Certificate The age limit may be relaxed without any limit in case of employees of the Institute (including project staff). In case of Scheduled Castes/Scheduled Tribes, Backward Tribes and Backward Classes candidates, the age limit is relaxable up to 5 years. S.S.L.C. with Certificate Course in Library Science

Ratio in which candidates are to be called for interview: 6.1. 6.2. A ratio of 1:6 shall be followed, viz., for every vacant post a maximum of six candidates may be called for interview. This ratio may be increased to accommodate candidates who are employees in the Institute provided they satisfy the essential qualifications.

Reservation for Scheduled Castes, Scheduled Tribes and Other Backward Classes 7.1 As nearly as may be eighteen per cent (18%) of the vacancies shall be reserved for Scheduled Caste and Scheduled Tribe candidates and thirty two per cent (32%) for Other Backward Classes candidates for all posts (other than the posts specifically covered under other Recruitment Rules). These candidates should produce attested copy of caste certificate and in the case of Other Backward Classes the income certificate also. Notwithstanding anything contained in rules 7.1 above, reservations shall not apply to: (a) posts in projects; and (b) posts filled by transfer or deputation.(BoG, 20.8.2002) Composition of the Screening Committee 8. The composition of the screening committee for the various posts are as follows: Position Deputy Librarian Screening Committee Director (Chairperson) Three members of faculty of ISEC, of whom two shall be Professors and one shall be an Associate Professor nominated by the Director. Registrar (Convenor) 59

7.2.

Assistant Librarian

Director (Chairperson) Deputy Librarian Two members of faculty of ISEC, one of whom shall be a Professor nominated by the Director. Registrar (Convenor)

Professional Assistant/ Documentalist Technical Assistant Library Assistant/Clerks etc. Procedure for screening applications 9.1 9.2

Deputy Librarian (Chairperson) Assistant Librarian A nominee of the Director from outside the Library Registrar (Convenor)

The procedure to be followed by the Screening Committee shall be the same as that laid down for academic and technical posts. All recommendations of the Screening Committee shall be final when they are approved by the Chairperson of the Board of Governors in the case of Deputy Librarian and Assistant Librarian posts and by the Director in the case of other posts.

Payment of Travel 10.1 Outstation candidates who are called for interview shall be paid second class rail fare (or bus fare where there is no train connection) from place of residence to Bangalore and return by the shortest route.

Composition of the Selection Committee: 11.1 The composition of the Selection Committee for various posts are as follows:

For Selection of Deputy Librarian and Assistant Librarian: 1. 2. 3. 4. Chairperson of the Board of Governors Director or Acting Director or in case the Chairperson himself is Director Two experts nominated by the Board of of Governors, of whom at least one will have to be present for any selection One member of the Board of Governors, who is not a member of the Academic Staff, nominated by the Board of Governors Registrar : : : : : Chairperson Member Members Member Secretary

5.

For positions other than Deputy Librarian and Assistant Librarian: 1. 2. 3. 4. Director or Acting Director, or in case the Chairperson himself is Director : Chairperson Deputy Librarian : Member Two outside experts to be nominated with the approval of the Chairperson : Members Registrar : Member-Secretary

60

11.2 11.3

Deleted. The Selection Committee may consider suitable candidates from outside the list of applicants. They may recommend a higher basic pay up to a maximum of four increments in deserving cases.1 (i) All selection for appointments made by the Selection Committee for Deputy Librarian and Assistant Librarian posts shall be placed before the Board of Governors for their consideration. Orders for appointment shall issue in accordance with the decision of the Board of Governors on the recommendations of the Selection Committees.2 (ii) All selection for appointments made by the Selection Committee other than two posts mentioned in (i) above shall be placed before the Director for consideration. Orders for appointment shall issue accordance with the decision of the Director.

11.4

11.5.

The outside experts in the Selection Committee are eligible for reimbursement of actual expenses incurred by them towards travel. The Institute shall arrange for their board, lodge and transport in Bangalore.3 In the event no suitable candidate to fill up the post advertised for is available from among the candidates in List 2 (under Rule 10.1(ii), then the age limit may be relaxed subject to the approval of the Board of Governors and the selection to the post may be made from among the other candidates who become eligible to be considered by virtue of relaxation of the age limit. However, such relaxed age limit shall not exceed the age of retirement applicable to the post. (BOG 19.9.2002).

11.6.

Waiting List 12.1 When a Selection Committee places a candidate on the waiting list, he/she is eligible for appointment only if the candidate above his/her rank did not join. In respect of project posts, persons in the waiting list may be appointed whenever vacancy arises during the period of the project. The validity of the waiting list shall be six months.

1 2

Please see rule 11 of the Service Rules Please see bye-law 5 of the Bye-Laws on the Internal Structure and Working of the Institute. 3 As far as practicable, experts from Bangalore or nearby place may be invited.

61

RECRUITMENT RULES FOR ADMINISTRATIVE POSITIONS

(Amended up to 17.03.2011) 1. Announcement of vacancies:

1.1. Vacancies of posts shall be advertised as and when they arise. Vacancies of Estate Supervisor, Selection Grade Assistants, Assistants, Stenographers, Steno-typists, Filing Clerk, Typists, Mechanics, Electrician, Carpenter, Plumber and Drivers shall be advertised in two newspapers, one an English newspaper and the other a Kannada newspaper. A copy of the advertisement shall be sent to Employment Exchange requesting them to send the list of qualified candidates. The advertisement shall also be put on the Institute Notice Board. 1.2. In the case of vacancies of Attenders, Messengers, Sweepers, Watchmen, Gardeners, Cleaners, Helper and Cooks, a copy of the advertisement shall be placed on the Institute Notice Board and also copies shall be sent to: (a) (b) 2. Directorate of Social Welfare, Government of Karnataka, Bangalore, and Employment Exchange, Bangalore requesting them to send the list of qualified candidates. Form of Advertisement:

2.1. A brief advertisement may be released through the newspapers and a full advertisement supplied to applicants along with the blank application forms. The brief advertisement shall contain: name of the vacant post, number of vacancies including reservations, duration of the post, essential qualifications, scale of pay in brief, age limit and last date for receipt of completed applications. 2.2. A period of 30 days from the date of release of the brief advertisement shall be given for the receipt of completed applications 2.3. The advertisement may also mention that candidates not fulfilling the age criterion may also apply subject to their applications being open to be considered only in the event of no suitable candidate from among those who fulfil the age criterion being available. 3. Application Fee: 3.1 and 3.2 Deleted 4. 4.1. 4.2. 4.3 4.4 4.5 Age Limit Normally below 30 years. Age should be calculated as on the last date prescribed for receipt of completed applications. Proof of age is SSLC/Transfer Certificate The age limit may be relaxed without any limit in case of employees of the Institute. In case of Scheduled Castes/Scheduled Tribes, Backward Tribes and Backward Classes candidates, the age limit is relaxable up to 5 years.

62

5.

Ratio in which candidates are to be called for interview:

5.1. A ratio of 1:8 shall be followed, viz., for every vacant post a maximum of eight candidates may be called for interview. 5.2. This ratio may be increased to accommodate candidates who are employees in the Institute provided they satisfy the essential qualifications. 6. Reservation for Scheduled Castes, Scheduled Tribes and Other Backward Classes

6.1. As nearly as may be eighteen per cent (18%) of the vacancies shall be reserved for Scheduled Caste and Scheduled Tribe candidates and thirty two per cent (32%) for Other Backward Classes candidates for all posts (other than the posts specifically covered under other Recruitment Rules). These candidates should produce attested copy of caste certificate and in the case of Other Backward Classes the income certificate also. 6.2. Notwithstanding anything contained in rules 6.1 above, reservations shall not apply to: (a) posts in projects; and (b) posts filled by transfer or deputation. 7. 7.1. Composition of the Screening Committee The composition of the screening committee for all the Administrative Posts will be: Registrar Accounts Officer One member of the academic faculty nominated by the Director 8. Procedure for screening applications

8.1 The Screening Committee shall adopt the following procedure for screening the applications and shortlisting the candidates for being called for interview: i) ii) Incomplete applications, applications not supported by the required documents1 and applications received after the prescribed last date shall be rejected. From out of the remaining applications those applicants who have the prescribed qualifications (age, educational qualifications including percentage of marks, work experience, knowledge of language, etc.) should be compiled (List No.1). If the number of applications in List No.1 is more than the number required by the ratio of 1:8, all the candidates in List No.1 shall be ranked on the basis of the percentage of aggregate marks in the qualifying examination and other essential/desirable qualification. The required number of candidates shall be ranked and included in a list (List No.2). Only the candidates included in List No.2 shall be called for interview. The Committee shall in this regard keep in mind the provisions in rule 5.2. If the number of applicants who satisfy the prescribed qualifications falls short of the required number to meet the 1 : 6 ratio, the Committee may, (a) either relax the desirable qualifications, or (b) the percentage of marks in the qualifying examination. The

iii)

iv)

(For example, documents in support of proof of age, educational qualifications, percentage of marks, experience, publications, caste (in case of Scheduled Castes/Scheduled Tribe and Other Backward Classes candidates etc. and also income certificate in case of OBCs)

63

Committee cannot relax more than one component of the essential qualifications. The Committee cannot in any case relax the essential educational qualification itself. The Screening Committee shall record the reasons in every case of relaxation; any relaxation without recorded reason shall be invalid. v) If two or more candidates have secured equal percentage/or aggregate marks in the qualifying examination and/or have put in the same duration of experience the order of merit in respect of such candidates shall be fixed on the basis of their age; the person(s) elder in age shall be placed higher in the order.

8.2 The Screening Committee shall not preclude any applicant from being called for interview merely on the ground that the applicant is abroad. In case the list of candidates to be called for interview includes applicants applying from abroad, the Selection Committee shall consider those applications in absentia. However, the applicant shall be a citizen of India. 8.3 In respect of all applications received from persons belonging to SC and ST, the reasons for rejecting their applications, if any, should be brought to the notice of the Board of Governors when appointments are reported. 8.4 All recommendations of the Screening Committee shall be final when they are approved by the Director. 9. Payment of Travel

9.1 Outstation candidates who are called for interview shall be paid second class rail fare (or bus fare where there is no train connection) from place of residence to Bangalore and return by the shortest route. 10. Test/Interview for various posts (1) Estate Supervisor: A test in simple English, Mathematics and Civil Engineering. (2) Selection Grade Assistants/Assistants: A test in simple English and Mathematics. (3) Stenographers and Steno-typists: A test in English Stenography (100 wpm and 80 wpm respectively), English Typewriting (40 wpm) and test in simple English. (4) Filing Clerk: A test in simple English and Arithmetic. (5) Data Entry Operator (BoG, December 17, 2008) A test in English Typewriting (40 wpm) and a test in simple English. (6) Drivers: Driving tests Candidates successful in the test will be called for interview.

64

11.

Composition of the Selection Committee: The composition of the Selection Committee for various posts will be as follows: Estate Supervisor: Director A Civil Engineer nominated by the Director An academic staff nominee of the Director Registrar (2) Sel. Grade Assistant/Assistants/Filing Clerk: Director An academic staff nominee of the Director Accounts Officer Registrar (3) Stenographer/Steno-typists/Typists: Director Head of the Unit/Project An academic staff nominee of the Director Registrar (4) Mechanic/Electrician/Driver/Plumber: Director A member from Transport Department/KEB/BWSSB An academic staff nominee of the Director Registrar (5) Chairperson Chairperson Chairperson Chairperson

11.1 (1)

Member-Convenor

Member-Convenor

Member-Convenor

Member-Convenor

Attenders/Messengers/Carpenter/Sweepers/Watchmen/Gardeners/Cleaners/ Cooks/Helper: Director An academic staff nominee of the Director Accounts Officer Registrar Chairperson

Member-Convenor

11.2 In case the selected candidate is already in the service of the Institute, the Selection Committee may recommend protection of existing emoluments. 11.3 The recommendations of the Selection Committee shall be subject to the approval of the Director. He will also be the appointing authority for the categories of posts covered under these rules. Orders for appointments shall be issued in accordance with the decision of the Director. 11.4. In the event no suitable candidate to fill up the post advertised for is available from among the candidates in List 2 (under Rule 10.1(ii), then the age limit may be relaxed subject to the approval of the Board of Governors and the selection to the post may be made from among the other candidates who become eligible to be considered by virtue of relaxation of the age limit. However, such relaxed age limit shall not exceed the age of retirement applicable to the post (BOG 19.9.2002).

65

12.

Waiting List

12.1 When a Selection Committee places a candidate on the waiting list, he/she is eligible for appointment only if the candidate above his/her rank did not join. In respect of project posts, persons in the waiting list may be appointed whenever vacancy arises during the period of the project. The validity of the waiting list shall be six months.

66

Ph D PROGRAMME RULES, 2000

(Amended up to 17.03.2011) 1. PART A: ACADEMIC 1.1 Eligibility

1.1.1 For ISEC Fellowships and Teacher Fellowships there is no age limit. For Indian Council of Social Science Research or Reserve Bank of India or any other sponsored fellowship the applicants must normally be below 28 years of age (33 years for SC/ST categories). For ICSSR Fellowships the applicants must have qualified the National Entrance Test. The applicants should have obtained a masters degree of a University with a first or a high second class, preferably with one or two years teaching/research experience and satisfy any other eligibility criteria as stipulated by the Academic Committee of Institute from time to time. The Fellowships are awarded in social sciences disciplines. The number of fellowships awarded and the subjects in which they are awarded are determined after taking into account the suitability of candidates, availability of finance and supervisors and other relevant considerations. 1.2 Conditions of Award

1.2.1 The Ph. D Fellowship is awarded only for the first three years. With formal approval of the Academic Committee the Ph D Fellow may be on rolls for six years from the date of joining the Ph. D Programme or till submission of the thesis, whichever is earlier. However, during the last two years (i.e. after completion of 4 years) the Ph D Fellows will be without fellowship. At the end of six years, if the fellow has not submitted the thesis, he/she shall be removed from the Ph D rolls of the Institute and the concerned University where he/she has been registered shall be informed accordingly. In such cases, the accumulated contingency grant and fellowship, if any, withheld shall not be paid. 1.2.2 The Ph D Programme is full time and Ph D Fellows should normally be in residence at the Institute hostel, throughout the period of the receipt of fellowship, except when they are on field work or on leave under the rules applicable to them.

1.2.3 A Ph D Fellow shall not join any other course by any University or public body, or accept full-time/part-time appointment in any organisation during the period of fellowship. Conversion of fellowship to part-time studentship without fellowship may be permitted only if the Ph D Supervisor of concerned fellow, the Vice-Chairman of Academic Committee and the Director are satisfied that the fellow has successfully completed three years in the programme and has done substantial work and are convinced that the fellow would complete the thesis before six years period from date of joining the Ph D Programme. No application for conversion to part time shall be entertained if the fellow has not completed three years. 1.2.4 In case a Ph D Fellow wishes to discontinue from the Ph D programme in the middle without completing it, he/she shall: (a) Submit a report of the work done by him/her during his/her stay in the programme (b) Obtain prior permission of the Director (in case he/she discontinues). (c) Not be eligible for re-admission to the Ph D programme. 1.2.5 The Institute facilitates registration process, conduct viva-voce and other requirements, as required by the respective university, subject to the fellow and the supervisor fulfilling necessary requirements.

67

1.3

Periodical Reports, Seminars and Meetings

1.3.1 There shall be regular meetings of the Ph D Fellows with their respective supervisors. The Ph D Fellows should take initiative in fixing such meetings at least once in a month. 1.3.2 Every Ph D Fellow should present Seminars as follows:

(a) The first year fellows should present the first seminar (a comprehensive research proposal) towards the end of 9th month or in the Biannual Seminar of the year; (b) Subsequently, until the presentation of the pre-submission seminar, fellows should present Biannual Seminar in June and December every year. (c) The pre-submission (final) seminar shall be presented before the completion of three and half years covering substantive findings of the study. The pre-submission seminars shall be presented only after the draft synopsis of the thesis to be submitted to the university is finalised. (d) The Assessment Panel of two experts for the Biannual or Pre-submission Seminar consists of a nominee of (i) the Director and (ii) the concerned Ph D Supervisor. The Panel members comments/suggestions shall be made available to the concerned fellow and the Supervisor (e) The fellow should have at least one publication in refereed journal or in edited book based on the thesis chapters, before submission of the thesis to the University. Alternatively, the fellow should possess a letter from the publisher, indicating acceptance of the paper for publication. This shall come into force from August 2001 batch. (f) The fellow should submit the thesis to the University before six months period from date of presentation of the pre-submission seminar. Any delay thereafter the guide should submit an explanation. Based on the guides explanation the Director will take final decision regarding extension of time, failing which, the candidate will be discharged from the Ph.D. programme (Agenda Item No.8, AC meeting 7.7.2001). (g) The Institute shall not forward the synopsis/thesis to the University until the fellows take permission from the Director after satisfying that the final thesis has been finalised in the light of the comments/suggestions of the Panel Report. This shall be effective from January 2001. (h) Candidates on the rolls of the Institute either as part time fellows or as affiliated fellows (including the Teacher Fellows under Faculty Improvement Programme (FIP) or as external/private fellows, should comply with the Biannual and Pre-submission Seminars requirements. The synopsis/thesis shall be forwarded to the University concerned only after these are duly complied with. 1.3.3 Ph D Fellows shall submit six-monthly progress report of the work done by them to the Institute through proper channel. The report should contain: (a) a self-assessment by the Ph D Fellow himself/herself in the form prescribed (Format II). (b) a separate report by the concerned supervisor including general remarks on the work habits, attendance, behaviour and discipline of his/her fellow in the form prescribed (Format I). Such reports should be presented to the Committee consisting of all the Ph D Supervisors presided over by the Chairperson of the ARPC. Registrar shall act as Secretary of this Committee. The proceedings of the Committee will be reported to the ARPC. (c) If there are differences between the self assessment of the candidate and the assessment of 68

progress of work by the supervisor, such cases may be referred to a the sub-committee, consisting of VC of ARPC, supervisor and a nominee of the Chairperson of ARPC from among the Ph.D. Supervisors of the Institute. This sub-committee shall examine the fellows research progress in the light of the differences mentioned above and the findings of this sub-committee shall be placed before the ARPC through the Chairperson for a final decision. (d) After considering the report of the sub-committee, the ARPC may decide any of the following: i. Change of research topic of the fellow, subject to the approval by the concerned university, or ii. Change of supervisor subject to the approval of the concerned university; iii. Discontinuation of the fellowship iv. Discontinuation from the Ph D programme The decision of the ARPC on the above shall be final. (e) A Ph D fellow may be permitted `field work leave for a maximum of 6 months in the entire duration of the Programme. Fellows who may need more than 6 months for completing the field work have to obtain prior special approval of the Director through the Vice-Chairman of the ARPC. The concerned Supervisor must duly recommend all such requests. 1.3.4 Ph D Fellows who are engaged in field work should send a fortnightly report of the progress of their work to their respective supervisors. Duration of the Course Duration of the Pre-Ph D Course shall be 9 months as follows: Part A 3 months Part B 3 months Part C 3 months

1.4 1.4.1 (a) (b) (c)

Part A and B consists of papers which are designed separately for every discipline. Part C consists of preparation of the comprehensive research proposal and presentation in the biannual seminar. 1.5 Lecture/Discussion Sessions

1.5.1. Lectures/discussion sessions shall be held on all working days continuously for, as many days as there are number of sessions. The time schedule of lectures shall be announced and made available to the Ph D Fellows at the commencement of Parts A and B. A Ph D Fellow who has not attended at least three-fourths of total number of sessions shall not be allowed to take the examinations. 1.6 Examinations

1.6.1. The performance of Fellows in all the papers in Part A and B shall be evaluated by internal assignments and end-semester examinations. 1.6.2. After the first seminar on the research proposal, the comprehensive research proposal shall be evaluated under Part C with viva-voce by two faculty members, one of which shall be the Supervisor himself/herself. (The other faculty member will be from outside the discipline and as nominated by the Director on the recommendation of the Supervisor).

69

1.6.3. Minimum for pass in the examinations in all papers including in Part C is 50%, 1.6.4. If a Ph D Fellow fails or absents in any examination, for whatever reasons, he/she shall be given a second and final examination not later than one month from the declaration of the result of the first examination. A Ph D Fellow who fails, or absents himself in the second and final test for whatever reasons, shall be discontinued from the programme from the date of declaration of the result of the second and final examination. 1.6.5. A Ph. D. Fellow who fails in Part A may be allowed to proceed to Part B but the declaration of the result of Part B shall be withheld till he/she passes the second and final test in Part A. However, a Ph D Fellow who fails in Part B may be allowed to proceed with the preparation of the comprehensive research proposal under Part C only after he/she passes the second and final examination in Part B. 1.7 Ph. D Programme for Part-Time Fellows (including those on FIP) and affiliated Post Doctoral Fellows

1.7.1. Ph D Fellows belonging to the above categories must undertake to comply with the Biannual/Pre-submission seminars as applicable to the regular Ph D Fellows. 1.7.2. Until the seminar requirements are duly complied with the synopsis/thesis shall not be forwarded to the University. 1.7.3. The Supervisor should periodically report to the Academic Committee the progress of the fellow in the prescribed formats as are applicable to the regular fellows. 1.7.4. Those not submitting the thesis within 6 years period would be removed from the rolls of the Institute. 1.7.5. Post-Doctoral Fellows should present a seminar based on the findings of their study as the affiliated post-doctoral fellow. 1.7.6 In addition to the above requirements, foreign scholars belonging to any of the above categories have to pay the Institute a sum of Rs. 5,000 for every half-yearly period as affiliation fee. Fellows belonging to the above categories should deposit the prescribed refundable amount for the library reference/borrowing facilities. For all Indian doctoral/post-doctoral affiliations Rs. 2500/- per year shall be charged as institutional fee to the Institute.

1.7.7

1.7.8

1.8. Ph D Selection Process It consists of three stages: 1.8.1. Short listing of candidates after the unit level screening of the application and the research proposal. 1.8.2. Entrance test to be conducted during the forenoon, and after valuation declaration of results in the same evening. 1.8.3. Interview (following day of the entrance exam) for the short listed candidates, and declaration of results of selection on the same day.

70

1.9. Ph D Selection Committee The Ph D Selection Committee consists of: (a) (b) (c) (d) (e) (f) Director ICSSR Representative RBI Representative All Professor/Heads of Units Ph D Programme Coordinator (a Special Invitee of the Director) Registrar

1.10. Ph D Supervisors Committee The Ph D Supervisors Committee meets twice a year to review various aspects relating to the Ph D Programme. The progress/status report on the Ph D Programme would be presented before the Committee. The allotment of Guides to fellows shall be finalised by the Committee. The ViceChairman of ARPC, all the faculty recognised as Ph D Guides by the University of Mysore/Bangalore/Mangalore/Osmania and those allotted with the fellows are members of the Committee. It shall meet at least twice in every calendar year. The Director will be the Chairperson and the Registrar its Member-Secretary. 1.11. Doctoral Committee The Doctoral Committee consisting of the Ph D Supervisor (as Chairperson of the Doctoral Committee) and two advisors shall be constituted for every fellow. This takes effect from 2000 batch. The Committee would meet on a quarterly basis, and monitors the progress of the fellow. Besides, the Doctoral Committee is expected to ensure good quality presentation in the biannual seminars, incorporating Assessment Panels comments and overall quality of write-up of the thesis. 1.12. D M Nanjundappa Endowment Prize In honour of Dr D M Nanjundappa, an eminent economist, ISEC has instituted an Endowment Prize with a view to encourage fellows perform better and reward fellows of excellence. There will be two Prizes one in Economics and another in non-economics disciplines. The prizes shall be awarded to the highest scoring fellow in the first attempt in the aggregate marks of Part A (Agenda Item No.4 Ph.D. Supervisors Committee meeting, July 7, 2001). Those scoring less than 60% or not passing in first attempt will be ineligible for the prizes. A committee consisting of the Director, Vice-Chairman of ARPC, Registrar and the Ph D Programme Coordinator shall decide the awardees. Each award shall carry a plaque and prize worth Rs.1,200/-. In case more than one fellows scoring equal marks the prize money would be divided among them equally. The prize/s will be awarded on the occasion of Institutes Founders Day Celebration. 1.13. Ph D Programme Co-ordinator

1.13.1 The Ph D Programme Co-ordinator shall attend to both the academic and non-academic problems of the Doctoral Fellows. 1.13.2 He shall co-ordinate various activities such as: (a) (b) (c) (d) Ph D Admission process Ph D Course work Biannual Seminars Pre-submission Seminars

71

(e) Ph D Registration and Faculty recognition process in affiliated universities 1.13.2 For the successful running of the Ph D Programme, the Co-ordinator shall interact closely with: a) Director, Vice-Chairman of ARPC, Registrar and Accounts Officer b) Paper Co-ordinators of Part A and B 1.13.4 S/he shall be a member of a) Ph D Selection Committee b) Ph D Supervisors Committee c) Ph D Syllabus Committee 1.13.5 S/he shall have frequent interaction with the Ph D Fellows. He shall meet all senior Ph D Fellows (except freshers) on the first Monday of every month, and freshers on every Monday afternoon to discuss students' grievances, problems, difficulties etc. 1.13.6 He shall deal with all disciplinary matters relating to Ph D Fellows 1.13.7 He shall act as a bridge between students and various players involved for the smooth running of the Ph D Programme. 1.13.8 The term of the Co-ordinator shall be for a period of 2 years. 1.14 Computer Facility

The Institute has created adequate computer facility for the exclusive use of the fellows. The Internet facility is also available. There shall be a nominal charge of Rs 500/- per year per fellow which shall be deducted in the fellowship in two instalments in January and July (or any other month). Those not drawing fellowship shall have to pay the charge in cash for every half-yearly completed period. 2. PART B: ADMINISTRATION 2.1. Attendance 2.1.1 An attendance register shall be maintained in the office of the Registrar, and all Ph D Fellows undergoing the Part-A and Part-B course work should sign the register every working day. The register will be kept open between 10 -11am.

2.1.2. From Part-C onwards the supervisor has to satisfy himself/herself regarding the fellows attendance while recommending release of monthly fellowship in the format approved for the purpose. 2.2. Leave 2.2.1. The Ph D Fellows are not eligible for vacations. They are eligible for general holidays and in addition, leave up to 30 days in a year subject to the approval of the Registrar. 2.2.2. All requests for leave of absence should be sent to the Registrar through the Ph D Coordinator (until allotment of guides) and through the Supervisors thereafter. 2.2.3. A Ph D Fellow, who is a married woman, is eligible for maternity leave at full rates for a period not exceeding 3 months, once during the entire period of fellowship.

72

2.3.

Registration

2.3.1. All eligible Ph D Fellows shall submit to the office their application for registration duly filled in with supporting documents on or before prescribed date. 2.3.2. All Ph D Fellows should satisfy all the requirements of the University where they are going to be registered. All correspondence of Ph D course with the University should be through Institute only. 2.4. Release of monthly fellowship

2.4.1. The fellowship shall be released every month by the Registrar on obtaining clearance from the Ph D Co-ordinator until allotment of guide is made and by the concerned Supervisor after allotment of guides. The fellowship shall be disbursed on the last day of the month to which it pertains. The fellowship shall be withheld only when: 2.4.2. Unauthorised absence is noticed; 2.4.3. Biannual Seminars are not presented in time; 2.4.4. The research proposal is not submitted for registration in time; 2.4.5. Six-monthly progress reports are not submitted/sent in time; 2.4.6. Two consecutive fortnightly reports are not sent during field work; 2.4.7. The supervisor recommends with specific reasons; 2.4.8. Dues to the Institute are not settled; 2.4.9. If performance, as evaluated by the Biannual/Pre-submission Seminar Assessment Panel, is unsatisfactory, the monthly fellowship/s could be withheld until next seminar is presented up to the satisfaction of the Assessment Panel. 2.4.10. If any other condition for grant of fellowship is not fulfilled. 2.5. Each Ph D Fellow will be assigned to a Doctoral Committee within six months from the date of joining. If the Supervisor assigned goes on long leave, or leaves the services of the Institute, the certificate of release of fellowship shall be signed by any member of the concerned Doctoral Committee. The Supervisor should write to the Registrar clearly suggesting such an arrangement, before he/she going on long leave/leaving the services. However, up to the time of allotment of guides, the fellowship release forms shall be cleared by the Ph D Programme Co-ordinator. The Doctoral Committee shall make an alternative arrangement for monitoring/supervising the fellows work. All such changes shall be reported to the Academic Committee. 3. PART-C: FINANCIAL 3.1. Fellowship and contingency grant

3.1.1. The value of fellowship shall be decided by the Institute from time to time. The existing rates are Rs. 5000/- per month for non-NET qualified students and Rs.6000 for NETqualified students (at the time of admission) for three years. 3.1.2. The fellowship granted under salary protection scheme shall vary depending on the salary that the fellow selected under the scheme would get in the parent organisation. 3.1.3. The Ph D fellows are also eligible for contingency grant as decided by the Institute from time to time, and is Rs. 12000 per year at present, and to be utilised only for the following items with the approval of the Supervisor and the Registrar: a) Books, journals, photostat copies, duplicating, micro-films and cassette tapes needed for the approved research topic. 73

Typing (including thesis typing), stationery and postage Field work/travel Computational expenses One pocket calculator (with adapter/battery eliminator) Attending conferences, seminars, etc. Charges for use of computers for Ph D fellows are as per the rules of the Institute amended from time to time. The existing rates are Rs. 500/- per year to be recovered @ Rs 250/- in two instalments from the Fellowship for January/July or from the fellowship of other suitable months. h) Secretarial assistance in the case of handicapped Ph D Fellows i) Voice tape recorder. j) Purchase of computers, floppies, Compact Discs, Printer cartridges, printer ribbons. 3.1.4 Extension of fellowship to the fourth year is subject to review of the progress made by fellow during the first three years, by a Committee consisting of Director, Vice-Chairman of ARPC and Guide of the Ph D Fellow. Applications for extension of fellowship into fourth year shall be submitted by the concerned student recommended by the concerned Ph D Supervisor, three months before the expiry of the third year. Ph D Fellows going on field work are entitled to TA and DA as per the rules of the Institute as amended from time to time. The existing entitlements are as given below: TA and DA Rules for Ph D Fellows

b) c) d) e) f) g)

3.1.5

3.2

3.2.1. Travelling allowance (a) Journey by rail

Eligibility to Railway Accommodation Shatabdi Express Rajdhani Express Other Trains AC Chair Class AC Chair Class Second Class Sleeper Note: Travel by AC Three-tier sleeper is permissible in trains where AC Chair class accommodation is not provided. (b) Journey by `Road

Bus: Ordinary/Express Auto rickshaw Motor cycle/scooter Cycle rickshaw/man driven rickshaw/tonga Bicycle/foot 3.2.2 Local Journey

Rs 4.40 per km Re 2.20 per km Re 1.70 per km Re 0.40 per km

Auto rickshaw will be allowed only one way of the journey if it is very urgent. Duty point Starts from office of duty. At outstation the duty point is the place/office visited by the fellow and if there are more than one place/office the farthest point from the railway station/bus stand, etc. Incidentals : No incidentals will be allowed

74

3.2.3

Daily Allowance Other places outside the state In Ahmedabad, Bangalore, Mumbai, Kolkata, Delhi, Ghaziabad, Hyderabad, Chenn Shimla, Srinagar, Masoori, Kanpur, Lucknow, Nagpur, Pune, Goa/Diu & Daman Rs.115 (if stayed in a 100 350 (if stayed in a 75 200 (if stayed in a lodge) lodge lodge)

Within the State other than Bangalore

Rs.60

3.2.4 (i) (ii) (iii)

Daily allowance for stay Not applicable for occasional visits to collect data Exceeding 6 hours but less than 12 hours 50% of the DA rate stated above. 12 hours and above full DA The period for purpose of calculation of DA shall be reckoned with from the time of departure of HQs outstation till arrival in outstation/HQs; The rates applicable to the last category of IEC staff, from time to time, shall be extended to Ph D Fellows also.)

(Note: 1.

2.

3.3 3.4

Ph D Fellows are not eligible for advance against contingency grant during the first half of first year or second half of last year of fellowship (third or fourth as the case may be). Advance not exceeding 50% of the annual contingency grant could be granted before submission of thesis, advance of 60% from the contingency grant could be released on supervisors recommendation and after ascertaining the definite possibilities of the fellow submitting thesis in the next six months. Contingency grant meant for subsequent years cannot be drawn during the current year. Any amount left unutilised in the first or second year can however be utilised for contingency purpose in the third/fourth year. All expenditure out of contingency grant should be supported by bills/vouchers duly countersigned by the Supervisor. The expenditure incurred must be in furtherance of the approved research work of the fellow. Advances for purchase of books and other required materials shall be granted only after the list of such books and materials are scrutinised and approved by the Supervisor concerned. Advance, other than the amount released for submission of thesis, shall be settled within a month of its receipt by rendering accounts supported by vouchers, for the amount utilised and by returning the unutilised amount; failing which disbursement of further fellowship shall be withheld. A Ph D Fellow who has proceeded on field work after taking the advance may submit the voucher for the amount utilised and return the unutilised amount, as the case may be, within 15 days of his/her return to the Institute failing which disbursement of further fellowships shall be withheld. In the case of advance for submission of thesis, if it is not settled within six months, action to recover the advance shall be initiated. The expenditure items on which contingency grant has been spent are subject to verification by Registrar/Accounts Officer.

3.5

3.6

3.7

3.8

75

4. PART-D: OTHERS 4.1 Power to relax or to amend the Rules

The Director shall have powers to relax these rules on merits of individual case. The powers to amend the Rules shall vest in the Academic Committee which shall report the same to the Board for ratification. 4.2 Overriding Effect:

The provisions of these Rules do not have any overriding effect on the basic rules of the Institute. In case of contradictions, provision of the basic rules of the Institute shall prevail. External Ph.D. Programme recommended by Dr.Hemlata Rao Committee, modified and recommended by the Ph.D. Supervisors Committee held on 25.11.2006, and accepted by the ARPC held on 29.12.2006* It was decided to allow faculty to guide private or external candidates subject to the following conditions: 1. ISEC faculty will be permitted to supervise one external doctoral candidate, after taking Directors permission, in a block period of 3 years or submission of the thesis by the external candidate, whichever is earlier. 2. There will be no financial obligation of any kind on the part of the Institute on account of the external candidates. 3. The External candidates shall adhere to all conditions and regulations stipulated by the University where s/he seeks registration. 4. ISEC may charge a nominal fee on an annual basis, the fee to be determined by the ARPC, from time to time. 5. External candidates will be permitted to use the library facilities on payment of a library fee applicable to Part-time Ph.D Felllows. 6. External candidates are not eligible to use computer facilities, office or hostel accommodation in the Institute. 7. External candidates should first identify a faculty to be his/her guide and submit an application to the Director along with the prospective guides consent, a research proposal and a detailed bio-data. The external candidates should make a seminar presentation of their research proposal before the Institute faculty and a panel of four experts to be constituted by the Director. Based on the recommendations of the Experts the candidates will be permitted by the Director to register as a private or external candidate. The external candidates should present the findings of their research in the pre-submission seminar before the Institute faculty and the panel of four experts to be constituted by the Director for the purpose. The thesis shall be forwarded only after the panel of experts certification about its quality in keeping with the ISEC standards.
*

Ratified by the Board of Governors in its meeting on 7th July, 2007.

76

The external candidates should acknowledge the ISEC and the research supervisor in all publications arising out of the doctoral research. The external candidates are exempt from the admission test and the bi-annual seminars (except the proposal and pre-submission seminars)

77

TRAVEL CONCESSION TO EMPLOYEES OF ISEC DURING REGULAR LEAVE

Assistance to the extent laid down below may be granted to employees of ISEC during regular leave: 1) The concession will be admissible to employees of ISEC of all grades serving in ISEC, once in a period of two calendar years for visiting their homes. It will cover all employees of ISEC and their families as defined in clause 4 below. The families need not necessarily accompany the employees of ISEC but may precede or follow them during the same calendar year. For purposes of deciding the number of occasions, the qualifying journeys made by an employee of ISEC and his family will be viewed as one. Explanatory Note 1: The term once in a period of two calendar years means once in each block of two calendar years commencing from the year 1980. Thus the blocks will be 1980-81, 1982-83, 1984-85 and so on. Explanatory Note 2: The leave travel assistance is admissible to the members of the family of an employee of ISEC with reference to the facts existing at the time of forward and return journeys independently. The following types of cases are given by way of illustration. I. Entitled to reimbursement in respect of the outward journey only: i) Dependent son/daughter getting employment after going to home town or remaining there for prosecution of studies. The family having performed the journey to home town but have no intention of completing the return journey from home town provided the employee of ISEC foregoes in writing the L.T.C. assistance in respect of the return journey if performed by the family members at subsequent date.

ii)

II.

Entitled to re-imbursement in respect of the return journey only: i) A newly married wife coming from home town to headquarters or a wife who has been living at home town and did not avail herself of the leave travel concession in respect of the outward journey. A dependent son/daughter returning with parents or coming alone from home town where he/she has been prosecuting studies or living with grand parents, etc. A child who was previously below three/twelve years of age but has completed three/twelve years of age only at the time of return journey. A child legally adopted by the employee of ISEC while staying in the home town.

ii)

iii)

iv)

78

2) ISEC shall meet the cost of actual fares as specified in sub-rule 9 for each of the outward and return journeys from the headquarters of an employee of ISEC to his home town by the shortest route. In every case the journey should be to the HOME and back, but it need not necessarily commence from or end at the headquarters of the employee of ISEC either in his own case or in the case of the family. But the assistance admissible will be the amount admissible for the actual distance travelled, limited to the amount that would have been admissible had the journey been performed between the headquarters and the home of the employee of ISEC. 3) The term Home referred to in this rule shall be the permanent home town or village as entered in the Service Book or other appropriate official record of the employee of ISEC concerned, or such other place as has been declared by him/her duly supported by reasons such as ownership of immovable property, permanent residence of near relatives, for example, parents, brothers, etc., as the place where he/she would normally reside but for his absence from such a station for service in ISEC. Persons displaced from territories now part of Pakistan or those who have recently acquired an Indian domicile or those who have not so far declared their homes for any purpose in correspondence with ISEC, for example, service records, etc., should now make a formal declaration. In every case the declaration should be made to the Director of ISEC. It should reach that authority not later than 30th June 1980 or on a date prior to the availing of the concession under this rule whichever is earlier. Persons who enter ISEC service after 31st March 1980 should make such a declaration before the expiry of six months from the date of entry into service. The declaration will be subject in each case to the acceptance of the Director who shall satisfy himself about the correctness thereof after calling such evidence as he may consider necessary. The declaration will be kept on the service book or other appropriate service record of the employee of ISEC. A declaration of HOME once made shall ordinarily be treated as final, but in exceptional circumstances the Director of ISEC may authorize a change in such declaration provided that such a change shall not be made more than once during the service of an employee of ISEC. Explanatory Note: 1: In the absence of a specific declaration of any place as Home under this sub-rule, the Home Town or Village as entered in the service book or any other appropriate official record of the employee of ISEC concerned may be treated as HOME for purposes of this rule. 4) The term family means an employee of ISEC, his wife residing with him and legitimate children and step-children residing with and wholly dependent on him. Not more than one wife is included in a family for the purpose of these rules. Where the wife is also an employee of ISEC, the Leave travel concession will be admissible to the family on the scale admissible to the husband or the wife and not both.

79

5) The Leave travel concession is not admissible to an employee of ISEC who has not completed one year of continuous service on the date of journey performed by him or his family as the case may be. 6) The concession will be admissible only in the case of journeys performed by the employees of ISEC during regular leave including medical leave, leave on average pay, earned leave, leave on half average pay or extraordinary leave and also to the case of journeys performed during casual leave. In the case of an employee of ISEC serving in a vacation department, vacation will be treated as regular leave for the purpose of this concession. 7) In the event of the return journey falling in the succeeding calendar year, the concession should be counted against the year in which the outward journey commenced. 8) If the leave applied for by an employee of ISEC is refused in writing by the authority competent to sanction the same in the interest of service of the ISEC, and if it is also certified by that authority that leave cannot be granted at any time during that calendar year, the concession may be granted in respect of the family of the employee of ISEC during that year. In that case the concession will be deemed to have lapsed for that occasion so far as the employee of ISEC himself is concerned. Exception: The concession may, however, be allowed for journeys performed by the family in the event of refusal of regular leave applied for by the employee of ISEC, even though such employee of ISEC is likely to proceed on leave, preparatory to retirement during that year.

9) (i) An employee of ISEC and/or his family may undertake journeys to and from the home town either by rail or by bus. The liability of ISEC for bearing the expenses incurred on the journeys shall be determined with reference to the shortest route or the cheapest route and restricted to:a) single fare of the class of accommodation to which the employee of ISEC is entitled under rule 56 of ISEC Service Regulations for himself and each member of his family or the class of railway accommodation in which the journey has been actually performed, whichever is less, or b) a single bus fare for himself and each member of his family. (ii) An employee of ISEC may undertake journeys to and from the home town partly by rail and partly by bus or use any other mode of conveyance during the journey. In such cases he shall be entitled to reimbursement of travel expenses as follows: a) If between places connected by railway, journeys to visit his home town are performed by an employee of ISEC and/or his family by taxi or owned conveyance or private conveyance, the liability of ISEC for bearing the expenses incurred on the journeys shall be restricted to:(1) Railway fare as determined with reference to the shortest route, of the class of accommodation, to which the

80

employee of ISEC is entitled under rule 56 of ISEC Service Regulations, for himself and the members of his family, or (2) Single mileage as determined with reference to the shortest route, at the rate admissible for a journey on tour under rule 56, read with rule 72 of ISEC Service Regulations irrespective of the number of members of the family,

b) If between places not connected by railway, journeys to visit the Home town are performed by an employee of ISEC and/or his family by taxi or owned conveyance or private conveyance, the liability of ISEC for bearing the expenses incurred on the journeys is restricted to:1) Single mileage as determined with reference to the shortest route at the rate admissible to the employee of ISEC for journey on tour under Rule 56 read with rule 72 of ISEC Service Regulations irrespective of the number of members of the family. c) If between places connected partly by rail and partly by road, journeys to visit his home town are performed by an employee of ISEC and/or his family by taxi or owned conveyance or private conveyance, the liability of ISEC for bearing the expenses incurred on the journeys are limited to: 1) What is indicated at (a) above between places connected by rail, and 2) What is indicated at (b) above between places not connected by rail. Note 1: In cases where mileage allowance is claimed under sub-rule (9) vouchers for the purchase of petrol and oil or vouchers for the payment of the taxi fare shall be produced in evidence of their having actually performed the journeys, but the claims need not be limited to petrol and oil charges only. III. The concessional rates, if any allowed by the railways in such cases should be availed of. The employees of ISEC will be reimbursed the actual railway fare they have paid for themselves and their families on presentation of claims in T.A. bill forms on the usual certificate that they actually performed such journeys and travelled by the class of accommodation not lower than that for which reimbursement of fare is claimed. The employees of ISEC should inform the Director before the journeys for which assistance under this scheme will be claimed are undertaken. They should also produce evidence of their having actually performed the journey, for example, serial numbers of railway tickets, bus tickets, cash receipts etc. Travel concession will be available only on reimbursement basis. Hence, no advance will be given by the ISEC under these rules. After completing the journey, an employee can claim reimbursement by producing vouchers, tickets or money receipts. Failure to produce money receipts issued by railways, bus tickets and other vouchers will result in loss of his entitlement to L.T.C. No relaxation is allowed. 81

IV.

A record of all assistance granted under these orders shall be suitably maintained. The record will be maintained by the Accounts Officer. The record should be in the form of entries in service book or other appropriate service records and should indicate the date or dates on which the journey or journeys to the home commenced. The authority responsible for the maintenance of the service record shall ensure that on every occasion an employee of ISEC proceeds on leave which is entered in the record, the fact whether or not he availed of the travel assistance under these orders is indicated. These orders will not apply to persons who are: i) ii) iii) iv) not in the whole-time employment of ISEC and temporary staff of projects/Centres. Paid on daily wage basis; Borne on work-charged establishment; Eligible for any other form of leave travel concession.

V.

VI.

These rules shall take effect from 1st April 1980 and will cover journeys commenced on or after that date. i) when an employee of ISEC proceeding with proper prior permission to home town on regular leave from a tour station, returns to headquarters direct from home town, T.A. as on tour may be allowed for the journey from the headquarters to the tour station from which the employee of ISEC proceeds to home town and leave travel concession for the journey from tour station to home town and back to headquarters deeming the tour station as the starting point for the onward journey. ii) When an employee of ISEC proceeding to a tour station from home town with proper prior permission, returns to headquarters therefrom, leave travel concession as admissible under the rules may be allowed from headquarters to home town and travelling allowance as on tour for the journey from home town to tour station and back to headquarters.

VII.

Recall from leave: VIII.An employee of ISEC recalled to duty before the expiry of leave in India is entitled, if the return to duty is compulsory and if the leave is curtailed by one month or more, to travelling allowance for the journey from the place at which the order of recall reaches him. If the amount of leave curtailed is less than one month, the foregoing privilege may be given or withheld at the direction of the authority recalling the employee of ISEC. Note: Cases of recall from leave out of India will be dealt with by ISEC individually on their merits.

82

Extracts from the Mysore Civil Services Rules, Vol. I (Third edition, corrected upto 31st March 1972).

ANNEXURE C
Rules regulating the surrender of Earned Leave and payment of leave salary therefor: (Government Order No. FD 59 SRS 70, Dated, Bangalore, the 29th January, 1971). The question of sanctioning a scheme under which a Government employee may be allowed to surrender Earned leave and receive leave salary in lieu thereof has been under consideration of Government. On a careful examination of the Recommendations made by the Mysore Pay Commission as also suggestions made in this behalf by the Official (pay) Committee, the Governor of Mysore, in exercise of the powers conferred by the proviso to Article 309 of the Constitute of India, is pleased to direct that with effect from 1st January 1971, a Government employee shall be allowed to encash a portion of his earned leave subject to the extent and conditions specified in paragraph 3 below. 2. For the purpose of these orders Earned Leave means the earned leave admissible under Rules 112 and 115 of the Mysore Civil Services Rules and the privilege leave or the leave on average pay admissible under the corresponding rules of the leave rules applicable to the Government employee. (i) A Government employee (Gazetted or Non-Gazetted) who avails earned leave for a period of not less than thirty days, shall, at his option, be allowed to surrender the balance of the earned leave or any portion thereof to his credit on the date of commencement of the leave, subject to maximum of 30 days and he shall be granted leave salary and allowance for the period of the leave so surrendered. (ii) When a Government employee applies for earned leave of not less than thirty days signifying his intention to surrender the balance of earned leave, subject to a maximum of 30 days or any portion thereof to his credit and the leave applied for is refused in public interest and where such refusal of leave totally deprives him of the benefit of encashment of leave within the block period of two years, specified in para 3(vi), the competent authority may accept the surrender and encashment of earned leave upto a maximum of 30 days. This may be done even in cases where the original intention of the Government employee was to surrender less than 30 days of leave for encashment. Government may accept surrender of leave if the total earned leave at the credit of the employee is 30 days or less in case where it is satisfied that the insistence of the condition that a Government employee should apply for earned leave of not less than 30 days for availment, causes undue hardship to the officer concerned. Note 1:- The acceptance of surrender of leave under this para is not admissible if only a portion of leave applied for is refused. Note 2:- For the purposes of this paragraph, the refusal of leave may be deemed to have totally deprived the employee of the benefit of encashment of leave it the competent authority refuses the leave in public interest, in writing and certifies

3.

83

that the employee cannot be granted any leave during the remaining period of the relevant block period of two years. If however, leave is required by the employee for reason beyond his control such as illness or urgent private affairs during the remaining part of the block period of two years, leave may be sanctioned with the approval of the Head of himself, by Government. (iii) The authorities who are empowered to sanction Earned leave will be competent to accept the surrender of leave, provided in the case of Non-Gazetted Government employees prior approval of the Head of the Department is obtained for refusal of leave under paragraph 3(ii). Application for surrender of Earned leave shall be made along with the application for grant of leave. The number of days of Earned leave surrendered under these orders shall be reckoned as surrendered on the date of actual availment of leave or the date on which the leave would have commenced but for refusal of leave as the case may be, and shall be deducted from the leave account of the Government employee on that date. The Concession of encashment of earned leave shall be allowed once in a block period of two years, commencing from the calendar year 1971. Thus the blocks will be January 1st 1971 to December 1972 January 1st 1973 to December 31st 1974, and so on. The total of Earned Leave actually availed of and, the Earned leave surrendered shall not exceed the maximum leave that may be granted to a Government employee at a time under sub-rule (2) of rule 112 of the Mysore Civil Services Rules or the Corresponding rules of the leave rules applicable to the Government employee. In the case of a Government employee who is on the verge of retirement, the period of leave surrendered shall not exceed the period of duty between the date of expiry of Earned leave actually availed of and the date of compulsory retirement. The leave salary and allowances admissible for the leave surrendered shall be equivalent to that which the Government employee would have received had he actually availed of the leave so surrendered. The leave salary for the period of surrendered leave shall be paid in full immediately after the date of commencement of leave or the date on which the leave would have commenced but for refusal of leave. It is not liable to any deductions on account of Provident Fund subscriptions, Insurance premia, House Rent and repayment of any advances, etc., due to Government and repayment of any dues to Co-operative Societies, etc. The benefits of these rules shall be admissible to a Government employee who is in foreign service or on deputation to the Government of India or to any other State Government. The benefit of surrender of leave shall not be allowed in respect of leave sanctioned either as leave preparatory to retirement or as refused leave under Rule 110 of the Mysore Civil Services Rules or the corresponding provisions in the leave rules applicable to the Government employee. 84

(iv)

(v)

(vi)

(vii)

(viii)

(ix)

(x)

(xi)

(xii)

(xiii)

A Government employee who is permitted to surrender his leave after availment of leave shall in no case be permitted to rejoin duty before the expiry of the leave sanctioned to him. Where a Government employee is compulsorily recalled to duty he may be allowed to enjoy the unexpired portion of the sanctioned leave as soon as his services can be spared. In order to guard against any omission in posting a debit of the leave surrendered in the leave account of a Non-Gazetted Government employee details of the surrendered leave shall be noted in his service book and in the leave account at the time the leave salary is drawn. A certificate to the effect that necessary entries have been made in the Service Book and the leave account shall be recorded by the drawing officer in the bill in which the leave salary for the surrendered leave is drawn and that the Official has not availed this concession previously during the block period ( ) in respect of which this concession is claimed. Any Government employee who is on earned leave other than the leave preparatory to retirement or refused leave referred to in sub para (xii) above, on the date of commencement of these order shall be entitled to apply for surrender of earned leave, provided he avails himself of a minimum of thirty days earned leave.

(xiv)

(xv)

4.

Clarification 1:- The period of earned leave surrendered for purpose of encashment should not be taken into account for calculating earned leave. Clarification 2:- The scheme of encashment of earned Leave is not applicable to the local candidates and probationers unless the former become regular candidates and the latter are declared to have satisfactorily completed the period of probation. Clarification 3:- As in the cases of establishment pay bills the leave salary bills in respect of surrendered leave may be preferred week earlier to the date on which the employee has to proceed on leave which shall be passed for payment by the concerned treasuries.

85

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE Dr. V.K.R.V. RAO ROAD, NAGARABHAVI, BANGALORE 560 072

RULES RELATING TO HONORARY VISITING PROFESSORS**

The system of Honorary Visiting Professors serves two purposes. It provides an opportunity for the Institute to honour persons with outstanding record of work as academics, policy makers or administrators. More important, it enables the Institutes faculty to benefit from the knowledge and experience of the distinguished persons. The Honorary Visiting Professors are expected to initiate research projects, help the faculty in the on-going projects, contribute to the seminars and also help in enriching the library.

The Institute is unable to provide them financial assistance in any form. Facilities will be provided to them to work in the library. Other facilities will be made available subject to availability.

The Honorary Visiting Professors are welcome to attend Academic/Research Programme Committee and other meetings and important Seminars** at the invitation of the Director.

The Head of the Unit/Director in consultation with academic colleagues may propose the names of distinguished persons to serve as Honorary Visiting Professors. Such Proposal has to be cleared by the Academic Committee and approved by the Board. Their initial association with the Institute will normally be for a period of three years. The age factor need not be the decisive factor while inviting the outstanding persons as Honorary Visiting Professors (BOG, February 03, 2010).

____________ ** The nomenclature of Honorary Visiting Fellows amended as Honorary Visiting Professors, vide BoG minutes December 17, 2008.

86

SCHEME FOR A JOINT CONSULTATIVE COMMITTEE IN ISEC

1.

ISEC has decided to establish a forum for Joint Consultation with the object of promoting the welfare of its employees, of increasing the efficiency of the work of the Institute, and of securing a greater measure of cooperation between the Institute (in its capacity as Employer) and the employees, in matters of common concern. There will be a Joint Consultative Committee for the purpose. The function of the Committee will be wholly advisory in nature. The object of the Joint Consultative Committee will be: a) To consider suggestions for improving the standards of work; b) To provide to members of the staff a machinery for communication of their views to the Institute on matters affecting their conditions of service; c) To provide means of personal contact between officers and the staff for development of cordial relations between them. Any other matter relating to: a) b) c) d) conditions under which the members of the staff are required to work; general principles regulating conditions of service; welfare of the members of the staff; and improvement of efficiency and standards of work

2.

may be brought before the Committee for discussion. Questions relating to conditions of service shall be discussed only with reference to general principles underlying them. There shall be no discussion of individual cases except when all other official avenues are exhausted. 3. Constitution a) The Joint Consultative Committee shall consist of Ex-officio Chairperson, the Ex-officio Secretary plus 9 members, 3 of whom shall represent the Institute and the other 6 shall represent the staff; b) Representation of the 6 members of the staff shall be staff-categorywise and shall be as follows: 1. Professors, Associate Professors & Assistant Professors (Category 1), 2. Research Analysts, Technical Assistants, Field Investigators and Computational Assistants (Category 2), 3. Temporary Project/Institute Staff (Category 3), 4. Library Staff (Category 4), 5. Publications in-charge, Estate Supervisor, Assistants (Selection Grade), Assistants, Stenographers, StenoTypists, Typists, Clerks and Receptionist (Category 5), and Carpenter, Sweepers, Cooks, Malis, Helpers etc. (Category 6) The member representing each category shall be elected by the members of the same category as mentioned above, at a meeting to be held for the purpose. In case there are no applications for a given category members, the Director shall request the members of such staff category to suggest a name

87

from among them for being nominated by him to represent their category. If this recourse also fails, the Chairperson is empowered to nominate a person to represent that category. These elections will be conducted by the Registrar. c) The three members representing the Institute shall be nominated by the Chairperson. 4. The Director/Acting Director shall be the Ex-officio Chairman of the Joint Consultative Committee. In the absence of the Director, the Director shall nominate a person to chair the meeting. Secretary: The Registrar shall be the Ex-officio Secretary of the Joint Consultative Committee. 6. Terms of Membership: a) The nominees of the Institute will continue for two years. They may be renominated by the Institute. b) i) The terms of office of the representatives of the staff shall be two years; however, representatives shall be eligible for reelection. If an elected staff member is promoted (demoted) in a manner that he/she moves out of the staff category listed in Section 3(b), goes on long leave (for six months nor more, resigned/dismissed, suspended, he/she ceases to be a member of the Committee. If a member is suspended for a short period and after enquiry was exonerated, he/she should not be debarred from continuing to be a member except during the period of his/her suspension. Elections should be held immediately after the elected staff member ceases to be the member of the Committee under circumstances listed in section 6(b)(ii). The member elected to the Committee in the mid-term to fill the vacancy shall continue to be a member of the Committee for the unexpired portion of the term of the member of the Committee.

5.

ii)

iii)

7.

Meeting of the Committee: The Joint Consultative Committee shall meet at least once in 3 months at the Institute, provided that they may meet more often when required at the discretion of the Chairperson. Urgent meetings may be called for when majority of the members wished to call such meetings. The minimum number of members should be 5 urging for such meeting in writing.

8.

The agenda for the meeting shall be prepared by the Secretary on the basis of written representations received from the Institute and staff representatives and approved by the Chairperson. It shall be circulated to the members of the Committee normally at least three days in advance of the meeting.

88

9. 10.

At least three members representing the staff shall be present to form a quorum. Nothing shall be regarded as a recommendation of the Committee unless it has been agreed to by the majority of the representatives of the Institute and a majority of the representatives of the staff on the other. The minutes of the meeting shall be recorded regularly by the Secretary and approved by the Chairperson before they are circulated within two weeks (2 weeks) from the date of the meeting of the Joint Consultative Committee. The Secretary shall take all necessary action on its recommendations. The corrections, if any, in regard to the circulated minutes shall be communicated to the Chairperson within one week from the date of receipt of the minutes. The Secretary shall place the recommendations of the Committee before the Chairperson who shall take such action thereon as he thinks proper or refer them to the appropriate bodies including the Board of Governors for orders. The final decision of the competent authority on the recommendations will be communicated to Joint Consultative Committee. If there is any delay in follow up action on the recommendations, the same shall be reported to the Committee with reasons thereof and the matter shall be recorded in the minutes for further action by the Secretary.

11.

12.

13.

14.

89

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE, BANGALORE Student Hostel Rules
General: 1. There is a separate wing for ladies. 2. Only bona fide students of the Institute and such other as may be permitted by the Director will be given accommodation in the hostel. 3. Applications for admission will be issued by the office of the Registrar 4 weeks before the scheduled opening of the session after summer vacation. They should be completed in all respects. 4. On approval of admission by the Hon. Warden applicant should pay an initial deposit of Rs._________ before joining the hostel. This amount will be kept in reserve and will be adjusted only against the mess bill of the last month of stay of the applicant. 5. Admission will become effective from the date of allotment of a room. 6. All those admitted to the hostel shall occupy the rooms allotted to them by the Hon. Warden and shall give an acknowledgement of the furniture and fittings handed over to their charge. When they leave the Institute finally, they will be required to handover the furniture and fittings to the Hon. Warden and will be chargeable for all damages thereto. 7. Each member will be supplied with a cot, a chair and a table and such other articles as are supplied by the Institute for the safety of which he/she will be responsible. Students must provide electric bulbs for their rooms on their own. No student should use a bulb of more than 100 watts power in his/her room. No extra electrical fittings are allowed in the rooms without the permission of the Hon. Warden. 8. Members are required to bring their own mattresses, mosquito nets and such other requirements. 9. Though security arrangements are provided, the Institute shall not be responsible for any loss or damage to property belonging to the resident of the hostel. 10. The members will provide their own padlock and key for locking their rooms. 11. Members should exercise all possible economy in the use of water and electricity. Heaters or similar electrical appliances should not be used. Any violation in this behalf will be subject to disciplinary action. Members should not meddle with the fittings already in their room or take extra connections. 12. Use of electrical gadgets, radios, transistors or any other instrument that would cause disturbance is prohibited. 13. Members who expect to be away from the hostel for short periods exceeding 24 hours shall inform the Hon. Warden of their absence, indicating the probable time of their return. Absence from the hostel without permission from the Hon. Warden will subject the member to disciplinary action and absence for more than a month may entail cancellation of the allotment and the adjustment of the deposit towards dues.

90

14. Notice of intimation to vacate a room must be given in writing at least seven days before the vacation of the room, Change of room except according to the allotment made by the Hon. Warden is not permitted. Discipline: 15. Members are expected to obey all the rules of discipline which the Director may require them to, from time to time. They are also required to conduct themselves in such a way, both inside and outside the Institute that they uphold the good name and reputation of the Institute. Failure to observe the rules of discipline and good conduct will entail the offender to punishment varying from fine to expulsion. 16. They should keep their rooms and corridors clean. They should not throw paper, litter or garbage in the corridors or through the windows. 17. Display of obscene and vulgar pictures, and writing or painting on the walls/doors of their rooms and places such as lavatories is forbidden. 18. Boarders should avoid causing disturbance to other residents in any manner whatsoever. It is important that complete quiet should be maintained from 10 p.m. to 6 a.m. 19. Ladies are not allowed in the mens wing of the hostel and vice-versa. 20. Boarders should not allow or encourage any non-boarders to stay in their rooms. Serious notice will be taken if such cases are detected/repeated, and heavy fines will be imposed on violators of this rule. Bona fide guests are permitted to stay in the guest room on payment of the prescribed daily charge and with the previous permission of the Warden. It is the duty of all boarders to report to the Warden promptly cases of unauthorized stay by outsiders. 21. Gambling of any kind or the consumption of liquor is forbidden. 22. Cycles, motor cycles, scooters should be parked in the stand meant for the purpose and not in the verandah/corridor. 23. The staff of the hostel shall be under the control of the Hon. Warden. Shortcomings, delays etc., in service should be brought promptly to his notice. Mess Rules: 24. Mess and other general charges which are expected to be around Rs. -------- per month (all inclusive) will be notified by about the 5th of the following month. Boarders should pay their dues in full on or before the 10th of the following month. Boarding will, however, be continued upto the 15th with a fine of 50 paise per day from the 10th to 15th, after which boarding will be stopped and will be resumed only from the date of payment of the dues. If the member fails to clear his/her dues for the month before the end of the following month, his/her admission will be cancelled and render him/her liable for expulsion from the hostel under intimation to the Institute. 25. Mess charges may be based either on dividing system or fixed rate system to be decided by the hostel authority. Notwithstanding the above provisions, the mode of management of the mess will ultimately rest with the warden.

91

26. Reduction in the monthly mess charges may be allowed to a boarder if for valid reasons he/she does not eat in the mess for not less than seven (7) consecutive days in a calendar month and provided also he/she applies for such reduction to the warden and has given intimation at least two days in advance of his/her discontinuance of eating. Full reduction of the mess charges is admissible only when a boarder is absent on account of official vacations or official tours provided the boarder applies well in advance. Allowance for reduction will be at the discretion of the warden and cannot be claimed as a matter of right. 27. Food shall not be served in the hostel rooms but in the dining hall which is common to all students. However, on the advice of the ISEC Medical Officer, sick members may be provided with diet in their rooms. 28. In case of any dispute, the decision of the Warden shall be final and binding. 29. The mess will remain open normally during the following hours: Working Days Breakfast: Sundays/ Holidays

Lunch:

Tea:

Dinner:

92

Cadre strength of the various Administrative supporting positions in the Institute (including those in the ADRT, PRC, CAS, SSM, Library, Administration and Accounts) Category No. of Administrati Accounts Library ADRT PRC CASU posts on. Assistant Registrar 3 3 Estate Supervisor 1 Sel.Gr. Assistants 3 1 2 Tech. Assistants 2 2 Assistants 11 2 5 2 1 1 Stenographers 8 5* 1 1 1 Steno-typists 4 2* 1 DTP Operator 1 1 Clerk 4 1 3 Typists 10 6* 1 2 Mechanics 1 1 Electrician 1 Carpenter 1 Plumber 1 Drivers 7 7 Attenders 4 2 2 Messengers 11 4 2 2 1 1 Sweepers 4 Watchmen 6 Gardeners 3 -Cleaner 1 1 Cooks 2 2 * Administration plus Academic Units in ISEC main

SSM 1 -

Estate 1 1 1 1 1 3 4 6 3 -

93

Internal Promotion Rules of the Institute as approved by the Board of Governors in their meeting Held on 26th July 1979 Category of post Scale of Minimum qualification Period of Method of Recruitment pay probation Assistant Registrar Graduate of a University 1 year established by law in India or its equivalent Estate Supervisor 500-1120 Diploma in Civil Engineering 1 year Direct Recruitment with 3 years experience in the line Sel. Gr. Assistants 500-1120 Graduate of a University 1 year 50% by promotion of Assistants working in (Administration) established by law in India or administration and who have put in 3 years its equivalent of service in the Institute Sel. Gr. Assistants 500-1120 Graduate of a University 1 year 50% by promotion of assistants working in (Accounts) established by law in India or accounts and who have put in 3 years of its equivalent; preferably service in the Institute. B.Com. Assistants (Admn.) 460-1000 Graduate of a University 1 year 50% of the vacancies by direct recruitment established by law in India or on the result of the prescribed test. its equivalent 50% of the vacancies by promotion of typists, clerks and steno-typists who have the qualifications mentioned in column (3) and have put in a minimum of 3 years service in the Institute and should have passed the prescribed test. Assistants 460-1000 Graduate of a University 1 year 50% of the vacancies by direct recruitment (Accounts) established by law in India or on the result of the prescribed test. its equivalent; preferably 50% of the vacancies by promotion of B.Com. typists, clerks and steno-typists who have the qualifications mentioned in column (3) and have put in a minimum of 3 years service in the Institute and should have passed the prescribed test.

94

Library Assts.

460-1000

Graduate of a University established by law in India or its equivalent, plus Diploma in Library Science awarded by a recognized Polytechnic.

1 year

Technical Assistants (Library)

400-1120

Stenographer

460-1000 + Spl. Pay Rs. 50

Graduate of a University established by law in India or its equivalent, Ist class or High II class, Degree/Diploma in Lib. Science; 2 years experience in an academic/technical library SSLC, Sr. Typewriting and Sr. Shorthand (conducted by Government)

1 year

50% of the vacancies by direct recruitment on the result of the prescribed test. 50% of the vacancies by promotion of Library Clerks, who have the qualification mentioned in column (3) and have put in a minimum of 3 years service in the Institute and should have passed the prescribed test. 50% of the vacancies by promotion of Library Assistants, who have the qualification mentioned in column (3) and who have put in a minimum of 3 years of service in ISEC.

1 year

50% of the vacancies by promotion of Steno-typists who have the qualification mentioned in column (3) and should have passed the prescribed test and who have put in 2 years service in the Institute. 50% of the vacancies by direct recruitment on the result of the prescribed test. 50% of the vacancies by promotion of typists and clerks who have the qualification mentioned in column (3) and have put in 2 years service in the Institute. By selection from among Attenders/Messengers who have the qualification mentioned in column (3) and who have put in 3 years service in case of attenders and 5 years in case of Messengers, in the Institute.

DTP Operator Steno-typist

400-500 + SSLC, Sr. Typewriting and Sr. Spl. Pay Shorthand (conducted by Rs. 50 Government)

1 year

Filing Clerk

300-700

SSLC

1 year

95

Library Clerk

300-700

1. SSLC 2. Certificate in Lib. Science

1 year

Typists

300-700 + Spl. Pay Rs. 30

SSLC, Sr. Typewriting (conducted by Government)

1 year

50% by promotion of attenders, working in Library and who have the qualifications mentioned in column (3) and who have put in 3 years service in the Institute. 50% of the vacancies by direct recruitment on the result of the prescribed test. 50% of the vacancies by promotion of attenders and messengers who have the qualification mentioned in column (3) and who have put in minimum of 2 years of service in the case of attenders and 5 years in the case of messengers, in the Institute, and should have passed the prescribed test. Direct Recruitment

Mechanics

30-700

Electrician

280-500

Carpenter

280-500

Plumber

280-500

Capacity to read and write English; at least 5 years experience in repair, servicing and maintenance of Matador Standard minibus/cars independently, valid driving licence; knowledge of spare parts. SSLC, Certificate in Electrical Engineering with 2 years experience in the line SSLC, Certificate in Carpentry with 2 years experience in the line SSLC, Certificate in Sanitary Engineering with 2 years experience in the line VIII Std. Must possess a

1 year

1 year

Direct recruitment

1 year

Direct recruitment

1 year

Direct recruitment

Driver

280-500 +

1 year

Direct recruitment

96

Spl. Pay Rs. 30/Attender 280-500

current driving licence for a light vehicle and a recognized first aid training certificate VIII Standard

1 year

Attender (Library)

280-500

VIII Standard

1 year

Messenger Sweeper Watchmen Gardener Cleaner

250-400 250-400 250-400 250-400 250-400

VIII Standard Literate Literate, Ex-servicemen preferred Literate with experience in Gardening Literate

1 year 1 year 1 year 1 year 1 year

By selection from among messengers who have the qualification mentioned in Column (3) and who have put in a minimum 3 years service in the Institute. By selection from among Messengers who have the qualification mentioned in column (3) and who have put in minimum 3 years service in the Institute Direct recruitment Direct recruitment Direct recruitment Direct recruitment Direct recruitment

Note: 1. Direct recruitment means appointments other than by promotion. 2. All appointments, whether by direct recruitment or by promotion, shall be made on the recommendation of the Selection Committee. 3. In respect of the categories of posts specified in column 1 of the table, the minimum qualifications, period of probation and method of recruitment shall be as specified in the corresponding entries in column 3,4 & 5. 4. Where the post is required to be filled up by direct recruitment, the post should be advertised. 5. If the post is required to be filled up by promotion, the appointment shall be made by selection of a person on the basis of merit, with due regard to seniority from among the persons eligible for promotion. If suitable candidates are not found for appointment by promotion, the post will be filled up by direct recruitment. 6. While considering candidates in the direct recruitment quota, there should be preference to internal candidates, other things being equal.

97

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE EMPLOYEES PROVIDENT FUND TRUST
This Trust made on this . Day of .. One thousand nine hundred seventy six between the Institute for Social and Economic Change, Bangalore, represented by its Director hereinafter called the Institute, which term shall mean and include if the context so requires or which term shall mean and include if the context so requires or admits, its permissible successors and assignees on the one part, Name Designation .. .. .. .. .. .. ..

1) 2) 3) 4) 5) 6) 7)

hereinafter collectively called Trustees on the other part. Whereas the Institute desires to establish and constitute with effect from 20.01.1972 for the benefit of its whole-time employees a Provident Fund in conformity with the Provident Fund Rules of the Institute which have been drawn up separately; And whereas it is necessary to vest the administration of the said Provident Fund in a Board of Trustees upon a Trust not revocable, save with the consent of all the beneficiaries. 1. In these presents, unless there is anything repugnant in the subject or context; i) ii) iii) iv) v) 2. Board of Trustees means the Trustees thereof for time being; Institute means the Institute for Social and Economic Change; The Fund means the Institute for Social and Economic Change Provident Fund; Member means a member of the Fund; Rules means the Rules hereinafter mentioned.

The Trust hereby declared and constituted shall be called the Institute for Social and Economic Change Employees Provident Fund Trust. (a) The Trust shall be deemed to have been constituted as from .

3.

The Institute hereby declares that the Institute has transferred and assured into the trustee hereof and all singular the cash and property described hereinafter in clause 9 hereof all rights, title thereto or interest therein to hold the same into the Trustees for ever upon an irrevocable Trust with and subject to the terms, powers, provisions and declarations hereinafter mentioned; The Fund shall consist of subscriptions made by the employees admitted to the Fund and contributions by the institute and the rules framed thereunder, and shall vest and be administered by the present Board of Trustees and their successors in the Trust. The Trust property described in clause 9 hereof shall vest and be deemed to have vested in the present Board of Trustees and their successors who shall apply and employ the Trust property if any for the execution, advancement and furtherance of the objects of the Trust in accordance with the Provident Fund Rules of the Institute, and subject to the modifications therein from time to time.

4.

98

5. 6. 7.

The present Trustees who have undertaken to execute the duties of the Trust are the Trustees hereof for the time being. The Board of Trustees shall not be less than three or more than nine at any time. The power of appointment of any all the Trustees shall be vested in there Institute. The place of a Trustee shall become vacant, if a Trustees (I) dies, (ii) resigns his office, (iii)is adjudged as insolvent, or (iv) becomes of unsound mind, or (v) in case of a Trustee nominated by the Board of Governors ceases to be a nominee of the Board of Governors, (vi) leaves India permanently. The Trustees may meet together for the conduct of business, adjourn or otherwise regulate their meetings as they think fit. Questions arising at any meeting shall be decided by a majority of votes. The Chairman of the board of Trustees shall be entitled to vote and in respect of matters on which opinion is equally divided, he shall have a casting vote. The Trust property shall consist of the following: a) b) c) d) Subscription of the members and contributions from the Institute. Any accumulation or accretions to the Fund by way of interest or otherwise; Any transfers from other recognised Provident Fund or Provident Funds under Employees Provident Fund Act, 1952; Any securities or other assets purchased with the accumulations or accretions.

8.

9.

10.

All moneys contributed to the Fund (whether by the employer or by the employees) after the 31st day of October 1974 or transferred after that date from the individual account of an employee in any recognised Provident Fund maintained by his former employer or accruing after that date by way of interest or otherwise to the Fund may be deposited in a Post Office Savings Bank account in India or in a current account with any scheduled bank; and to the extent such moneys as are not so deposited (such moneys as are not so deposited being hereafter in Rule 67 of Income Tax Rules, 1962 referred to as investible moneys) shall be invested in the manner specified in sub-rule (2) or Rule 67 of Income Tax Rules of 1962. The Board of Trustees shall be authorised to delegate any of their duties, powers, rights and discretion to such one or more of the trustees jointly or severally as they may from time to time think fit, and they may, with such concurrence, vary, alter, withdraw, modify or cancel such delegation as they may from time to time think fit. The Board of Trustees shall not expend any moneys belonging to the Fund for any purpose other than for the payment of sums as per rules of the Provident Fund of the Institute to the individual members of the Fund or to their nominees or heirs or legal representatives in accordance with the rules of the Fund. The accounts of the Provident Fund Trust shall be made up to the 31st day of March every year and shall be duly audited at the end of the year by a Chartered Accountant appointed by the Board of Trustees. The meeting of the Trustees taking place next before the annual general meeting of the Board of Trustees at which the audited accounts of the previous accounting year of the Trust shall be presented and passed.

11.

12.

13.

The common seal of the Institute for Social and Economic Change is hereto affixed in the presence of two of the members of the Board of Governors of the Institute, and the said members of the Board of Governors have signed this Dead in exercise of the authority conferrer

99

upon them by the resolutions of the Board of Governors of the Institute passed on for Institute for Social and Economic Change

Director 1. Member, Board of Governors Institute for Social and Economic Change 2. Member, Board of Governors Institute for Social and Economic Change

Trustees : 1 2 3 4 5 6 7

Witness: 1.

2.

Bangalore Dated:

100

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE EMPLOYEES PROVIDENT FUND RULES The Regulations contained in Part XII of the Income Tax Rules, 1962 framed under the Income-Tax Act, 1961 so far as the same may be applicable to this Fund shall apply in the same manner as if all such Regulations are specifically contained in these Rules subject to the modifications herein contained. Whereas it is necessary to establish and maintain a Provident Fund for the benefit of the employees of the Institute for Social and Economic Change, Bangalore, the Board of Governors of the Institute hereby make the following Rules:I. Short Title : The Rules shall be called the Institute for Social and Economic Change Employees Provident Fund Rules. Definition : In these rules unless there is anything repugnant in the subject or context:

II

A) B) C)

Institute shall mean the Institute for Social and Economic Change, Bangalore. Board shall mean the Board of Governors. Director shall mean the Director of Institute and include the Additional or Joint Director, if any, and any person doing his duties. Registrar shall mean the Registrar of the Institute, and any person discharging his duties. Year means the financial year of the Institute. Employee means a member of the staff (whether academic or non-academic) of the Institute. Notwithstanding anything contained in the preceding sub-clause, a person appointed on contract, a part-time or honorary employee, a retired Pensioner, Deputationist and daily wages staff shall not be entitled to the benefits of the Contributory Provident Fund Scheme, except to the extent provided for in the contract of his employment.

D)

E) F)

G)

Retirement The age of retirement of academic staff shall be 60 years and that of administrative staff shall be 60 years* as specified in the Service Rules of the Institute. The effective date in relation to the Fund shall mean the 20.01.1972 the date as from which the scheme takes effect.

H)

___________________
* Karnataka Government by its Order No. DPAR 44 SRP 2008 dt.28.07.2008 enhanced the age of retirement of non-academic staff from 58 to 60 years w.e.f July 17, 2008 and the same was implemented in the st Institute, vide BoG minutes dated 21 August 2008, Agenda Item No.XV.

101

I)

Fund means the Institute for Social and Economic change Employees Provident Fund and the Fund shall consist of subscriptions by the members, the contributions by the Institute received by the Trustees, of accumulation thereof and of interest credited in respect of such contributions and accumulations, and of securities purchased therewith and of any capital gains arising out of transfer of capital assets of the Fund and of no other sums. Family for the purpose of Provident Fund includes : i) ii) iii) iv) v) Wife or husband as the case may be; Legitimate children; Step children; Dependent parents; Sisters and minor brothers.

J)

K)

Emoluments shall mean basic pay, additional basic pay, if any, and personal and/or special pay, if any, which a person was receiving immediately before the date of his retirement or relinquishment of services. Pay means the amount drawn monthly by a person as pay which has been sanctioned for the post held by him substantively or in an officiating capacity and includes special pay, personal pay, additional basic pay, if any. Personal pay means additional pay granted to a person. i) to save him from a loss of substantive pay in respect of a permanent post owing to a revision of pay or to any reduction of such substantive pay otherwise than as a disciplinary measures; or in exceptional circumstances or on such considerations, as may be determined by the Director.

L)

M)

ii)

N)

Special pay means an addition of the nature of pay to emoluments of a post or of a person granted in consideration of the specially arduous nature of his duties or of a specific addition to his work or responsibility. Leave means any kind of leave recognised by the Institute. Qualifying service means rendered by a member in a substantive capacity for a period of at least 1 year including period spent on probation. All services rendered to the Institute on a full time basis for a period of at least 1 year in a temporary or officiating capacity without interruption, shall also count as qualifying service. Qualifying service will include: (i) All periods of leave with pay or leave on medical grounds sanctioned during the period, (ii) interruption caused by reasons beyond the control of the employees concerned provided this does not exceed one year and the concession is limited to persons whose service preceding the interruption is not less than 3 years and including the interruption is not less than 5 years. The following periods in the service of a person shall not count as qualifying services: 102

O) P)

(a) Period of suspension pending enquiry unless otherwise ordered by the Director; (b) Extraordinary leave without allowances, beyond a period of one year; (c) Unauthorised absence, not condoned by the Director. III. The sanction and payment of retirement benefits admissible under this scheme shall be regulated by such procedural instructions as may be determined by the Board of Governors. If any question arises, relating to the interpretation of this scheme, it shall be referred to the Trustees whose decision thereon shall be final and conclusive. Admission to the Institute for Social and Economic Change Employees Provident Fund:a) Every whole-time employee of the Institute shall become a member of the above Fund. Those whose services are lent to the Institute by Government or other bodies or those who are already holding pensionable posts are eligible to the Provident Fund benefits of the Institute on condition that the Institute will not be liable for payment of any pensionory or Provident Fund contribution to the parent Institution. No member shall, however, be entitled to the Institutes accumulated contribution and interest thereon, unless he has put in the qualifying service as defined in Rule II(P) or be eligible under Rule VI. Any whole time employee of the Institute though appointed against a temporary post may be admitted to the Fund, if he is likely to be continued for at least 1 year. (i) Persons appointed on probation to the Institutes service may also be permitted by the Director to subscribe to the Fund, subject to the payment of the Institutes contribution being made only after satisfactory completion of the probationary period. The arrears of contribution is payable from the date of commencement of subscription of the members. If an employee holding a permanent post is appointed to officiate in a higher post he may subscribe to the Fund at the approved rate on the basis of pay he actually draws in the higher post.

IV.

V.

b)

c)

(ii)

d)

The Director may permit the employees of the Institute whose services are lent to the foreign employers to continue to subscribe to the Fund while on foreign service, provided the foreign employers or the employee whose services are lent agree to pay the contribution to the Institute on the basis of the emoluments last drawn by the employee in the Institute.

VI. Persons who are in receipt of any pension from Government if re-employed in the Institute may be permitted to subscribe to the Provident Fund, provided that where the term of re-employment is initially for a year or less but is later extended so as to exceed one year the contribution with interest will be credited only after the completion of one years re-employed service. The contribution with interest shall be payable for the entire period for which the reemployed pensioner is allowed to subscribe to the Provident Fund if such period exceeds one year.

103

VII (i) No employee of the Institute who has been appointed by the Institute on a consolidated salary on special terms or on a part time or daily wages basis, shall be entitled to the benefit of the Provident Fund. However, an employee appointed on a consolidated salary on special terms may be admitted to the Fund but he shall not be entitled to any contribution from Institute. (ii) The Trustees may in the case of a person appointed to a substantive post permit the transfer to the Provident Fund of any money standing to his credit in any recognised Provident Fund to which he was a subscriber immediately before his appointment in the Institute, and may, with his consent, make such arrangements with the authorities of that other Provident Fund for the purpose of the transfer, whether in the form of cash or of securities or of both, as may be convenient. VIII. (a) Subscription and Contribution on to Provident Fund : The word Subscription wherever it occurs in these rules means the amount paid by the member and the word Contribution wherever it occurs means the amount contributed by the Institute. Subscription to the Fund shall be at the minimum of 12% (w.e.f 1.4.2004) (vide Resolution dated 7.9.2004) of the monthly pay of the member and not more than 24% of such pay. However, the member may enhance the subscription above the minimum only once during a year. In calculating the subscription, any fraction of a rupee will be omitted. Subscription shall be deducted from the salary of the member every month and the amount so deducted shall be paid into the Institutes Provident Fund account to the credit of the member provided the arrears of subscription, if any, will be deducted in easy instalments not exceeding 24 months as may be fixed by the Director. The Institute shall contribute monthly an amount equal to 12% (w.e.f 1.4.2004) (vide Resolution dated 7.9.2004) of the monthly pay of the member and such contribution shall be credited to the individual account of each member along with his monthly subscription. In calculating the contribution, fraction of a rupee will be omitted. Any employee on leave shall continue to pay his subscription on the pay he receives while on leave. Management of the Fund :

(b)

(c)

(d)

(e)

IX.

The Fund shall be held by and managed by Trustees consisting of the Director or Additional Director or Joint Director as may be named by the Board of Governors who shall be Chairperson, the Accounts Officer and six members, two of who shall be nominated by the Board of Governors. The other four members shall be elected every three years from among the staff of the Institute, of whom two shall be from the academic staff and the other two from other staff. The Registrar of the Institute will make necessary arrangements for the election of these four Trustees. Casual Vacancy, if any, will be filled-up by nomination by the Director for the balance of the term of the elected Trustees. The Registrar shall be ex-officio Trustee and be the Secretary of the Board of Trustees. X. Investment of Fund Moneys: All moneys contributes to the Fund (whether by the employer or by the employees) after the 31st day of October 1974 or transferred after that date from the individual account of an employee in any recognised Provident Fund maintained by his former employer or accruing after that date by way of interest or otherwise to the Fund may be deposited in a Post Office Savings Bank account in India or in a current account with any 104

scheduled bank; and to the extent such moneys as are not so deposited (such moneys as are not so deposited being hereafter in Rule 67 of Income Tax rules referred to as investible moneys) shall be invested in the manner specified in sub-rule (2) of Rule 67 of the said rules. XI. Meeting of the Trustees: At every meeting of the Trustees, the Director or in his absence another Trustee nominated by him in writing shall preside. In the absence of any such nomination, the Trustees present may elect one among themselves to be the Chairperson. The presence of at least three Trustees shall be necessary to form a quorum for the transaction of business. XII. Nomination and Declaration

1) Every employee of the Institute entitled to the benefits of the Provident Fund shall be required to sign a written declaration in the prescribed form (Form A) that he has read the scheme and agree to abide by it. 2) A member may be allowed by the Trustees of the Provident Fund to make a nomination conferring in one or more persons the right to receive the amount that may stand to his credit in the Provident Fund in the event of his death, before that amount becomes payable, or having become payable, has not been paid. Such a nomination shall be made in Form No.40A of the Income Tax Rules, 1962. 3) If a member nominates more than one person under sub-rule (2) above, he shall, in his nomination, specify the amount or share payable to each of the nominees in such manner as to cover the whole of the amount that may stand to his credit in the Provident Fund. 4) Where a member has a family at the time of making a nomination, the nomination shall be in favour of one or more persons belonging to his family. Any nomination by a member in favour of a person not belonging to his family shall be invalid. 5) If at the time of making a nomination the member has no family, the nomination may be in favour of any person or persons, but if the member subsequently acquires a family such nomination shall forthwith be deemed to be invalid and the member may be allowed to make a fresh nomination in favour of one or more persons belonging to his family. 6) A nomination made by a member may, at any time, be modified by him after giving a written notice to the trustees of his intention of doing so in Form No.40-B of the Income Tax Rules, 1962. If the nominee predeceases the member, the interest of the nominee shall revert to the member, who may thereupon make a fresh nomination in respect of such interest. 7) A nomination or its modification shall take effect to the extent that it is valid on the date on which it is received by the trustees. Explanation: For the purpose of this rule,Family shall have the same meaning as in rule II (J). 8) A register of such nomination shall be kept in the Institutes office. XIII. Maintenance of Accounts : An account shall be opened in the name of each member to which shall be credited : i) ii) iii) iv) The members subscription; Contribution made by the Institute; Interest on subscription, and Interest on contribution.

105

The Accounts shall be maintained in Form B and contain such particulars as prescribed under rule 74 of the Income-tax Rules, 1962. XIV. Management Expenses: The Institute shall bear all expenses of management and all other costs, charges and expenses to which the Trustees will be put to in connection with the management of the Fund. XV. Interest: The Trustees shall, from year to year, credit the amount standing to the credit of a subscriber as on 31st March each year, interest at a rate to be fixed by them having regard to the net yield on the invested balance of Fund. The rate of interest shall be calculated in complete multiple of 0.10 per cent (one tenth of one per cent) and the balance, if any, out of the net yield shall be carried forward. Interest on a members account shall be payable up to the end of the month preceding the date on which the final payment is authorised. XVI. Audit: The Accounts of the Fund shall be audited once a year and a statement of the total amount at the credit of each member shall be furnished to him/her every year. XVII. Loans to subscribers and recoveries: Loans from the Provident Fund may be granted to a subscriber by the Trustees, subject, however, to the following conditions, provided that the loan to the Director shall be sanctioned by the Board of Governors of the Institute. i) No loan shall be granted unless the trustees are satisfied that it will be expended on any or all of the following objects and not otherwise: a) to pay expenses in connection with illness of the member of any person actually dependent on him; b) to pay obligatory expenses on a scale appropriate to the members status in connection with marriage, funeral or ceremonies which by his religion it is incumbent on him to perform; c) to meet expenditure on building or purchasing a house site or a house; d) to pay the expenses of education in a University or other Institution of higher learning of the member of any person actually dependent on him. ii) Loans shall not, except for special reasons to be recorded, be granted until all the previous loans sanctioned to the member have been repaid in full. The amount of loan shall not exceed an amount equivalent to 90 per cent of the amount of the subscription and interest thereon standing to the credit of the member or 6 months basic pay of the subscriber whichever is less. iii) Loans shall be recovered from the members in such number of equal monthly instalments not exceeding twenty-four as the Trustees may fix. But such number shall not less than twelve unless the subscriber so elects. Each instalment shall be in whole rupees, the amount of advance being raised or reduced, if necessary to admit the fixation of such instalment. iv) Recovery of the loans shall commence after one full month from the date on which the loan is drawn. No recovery shall be effected from the subsistence allowance given to an employee under suspension.

106

NEW RULES INSERTED BY 1ST DEED OF VARIATION DATED 20.02.1986 AND FURTHER AMENDED BY 2ND DEED OF VARIATION DATED 09.11.1989 XVII (A) Rules for withdrawals from Provident Fund for House Building: 1. Withdrawals by employees may be allowed by the Trustees of the Provident Fund to meet the expenditure on building a house, or purchasing a site or a house and site and, in the case of an employee whose pay does not exceed rupees.. per month also on additions, substantial alterations or improvements necessary to a house: Provided that the employee furnishes an undertaking to the Trustees not to encumber or alienate such house or site or house and site, as the case may be. 2. The withdrawals for the purpose by any employee where pay exceeds Rs.5,000 p.m. shall be subject to the following conditions: i) the amount of withdrawal shall not exceed one-half of the amount standing to the employees credit or the actual cost of the house and/or of site, whichever is less; ii) the employee shall have completed 10 (ten) years of service or is due to retire within the next ten years; the construction of the house should be commenced within six months of the withdrawal and should be completed with in one year from the date of commencement of the construction; if the withdrawal is made for the purchase of a house and/or a site for a house, the purchase should be made within six months of the withdrawal; if the withdrawal is made for the repayment of loan previously raised for the purpose of construction or purchase of a house, the repayment of the loan should be made within three months of the withdrawal;

iii)

iv)

v)

vi) where the withdrawal is for the construction of a house, it shall be permitted in two or more instalments (not exceeding four) a later instalment being permitted only after verification by the trustees about the actual utilisation of the earlier withdrawal; vii) the withdrawal shall be permitted only if the house and/or site is free from encumbrances and no withdrawal shall be permitted for purchasing a share in a joint property or building or house or land whose ownership is divided; viii) if the amount withdrawn exceeds the actual cost of the purchase or construction of the house and/or site, or if the amount is not utilised for the purpose for which it is withdrawn, the excess or the whole amount, as the case may be, shall be refunded to the trustees forthwith in one lump sum together with interest from the month of such withdrawal at the rate prescribed in sub-rule (4) of rule 71. The amount refunded shall be credited to the employees account in the Provident Fund. 3. The withdrawal for this purpose by any employee whose pay does not exceed rupees Five thousand (Rs.5,000/-) per month, shall be subject to the following conditions, namely: the amount of withdrawal shall not exceed one half of the amount standing to the employees credit in the Fund; or the employees basic wages and dearness allowance for twenty-four months; or

i) a) b)

107

c)

the employees contribution to the Fund together with the specified percentage of the employers contributions to that Fund, with interest thereon, whichever is more: Provided that the amount of such withdrawal shall in no case exceed the actual cost of the house and/or site. Explanation:- For the purposes of sub-clause (c) Specified percentage means :-

1)

75% of the employers contribution forming part of the accumulations as on the date of the authorisation of payment, if the period of membership of the employee in the Fund is five years or more, but less than ten years; and 85% of such contribution, if the period of membership of the employee in the Fund is ten years or more, but less than fifteen years; The employee shall have completed five years of service or is due to retire within the next ten years; The withdrawal shall be permitted only if the house and/or site is free from encumbrances; No withdrawal shall be permitted for purchasing a share in a joint property or a building or a house or land whose ownership is divided except where a site is owned jointly with the house; Where the withdrawal is for construction of a house, the payment of the withdrawal may be sanctioned in such number of instalments (not exceeding four) as the trustees of the Fund think fit; Where the withdrawal is for the construction of a house, the construction of the house should be commenced within six months of the withdrawal and should be completed within twelve months of the withdrawal of final instalment. If the withdrawal is made for the purchase of a house and/or a site for a house, the purchase should be made within six months of the withdrawal; If the amount withdrawn exceeds the actual cost of the purchase or construction of the house and/or if the amount is not utilised for the purpose for which it is withdrawn, the excess or the whole amount, as the case may be, shall be refunded to the Trustees forthwith in one lump sum together with interest from the month of such withdrawal at the rate of 4% and the amount so refunded shall be credited to the employees account in the Fund.

2)

ii)

iii)

iv)

v)

vi)

vii)

viii)

4) A withdrawal for additions, substantial alterations or improvements necessary to the house owned by the employee or jointly owned by the employee and the spouse may be granted once and in the instalment only to an employee whose pay does not exceed rupees two thousand and five hundred per month, up to six months basic wages and dearness allowances or the employees own share of construction with interest there-on or the amount standing to his credit in the Fund whichever is less; Provided that the said withdrawal shall be admissible only after a period of five years from the date of purchase or completion of the house;

108

Provided further that where the amount withdrawn is not utilised in whole or in part of the purpose for which it was withdrawn, the excess or the whole amount, as the case may be, shall be refunded to the Trustees forthwith in one lump sum together with interest from the amount of such withdrawal at the rate of 4% and the amount so refunded shall be credited to the employees account in the Fund. 5) Second withdrawal for construction of a house limited to the difference between the amount of withdrawal admissible on the date of application and the amount actually withdrawn earlier will be permitted to the employees whose pay does not exceed Rs.5,000/- per month subject to the following conditions:

i) The employee had availed of the 1st withdrawal for purchase of a site and now proposes to
construct a house on the site so purchased; or

ii) The employee had availed of the first withdrawal for making initial payment towards the
allotment or purchase of a house through Government Agencies or Co-operative Societies and now proposes to withdraw the amount for completing the transaction; or iii) The employee had availed of the first withdrawal for construction of a house, but the said construction of a house, but the said construction could not be completed due to shortage of funds. xviii) Final payment and Deduction, if any therefrom:

Rule XVIII. 1: Subject to the provision of sub-Clause 2 of this Rule the accumulated balance due to a member shall be payable on the day he ceases to be a member of the Institute provided he has fulfilled the period of qualifying service in the Institute as per Rule II (P). 2) (a) The Institute shall not be entitled to recover any sum whatsoever from the Fund, provided, however that in case the employee is dismissed from service the contribution of the Institute with interest thereon credited under Rule VIII (d) shall not be payable to the employee. Provided that in such cases the recoveries made by the Institute shall be limited to the contributions made by them to the individual account of the member and to the interest credited in respect of such contributions in accordance with the regulations of the Fund and the accumulations thereof. (b) No employee who has been appointed on a contract basis shall be entitled to receive the Institutes contribution and interest thereon unless he completes the full term of appointment except in the case of death. Provisions of this Rule shall be applicable only to appointments made by a written contract duly specifying the non-payment of Institutes contribution and interest thereon in the event of the contracted employee not completing the full term of the contract. However, nothing in this clause is applicable to other types of appointments.

XIX.

On the members death the amount at the credit of the member shall be paid to the person or persons duly nominated by him or when no valid nominations is made or subsists to his legal heir or heirs in accordance with his personal law. No final withdrawal shall be allowed until the member ceases to be the employee of the Institute or his death which ever is earlier. The Trustees shall in cases where sub-rule (1) of Rule 9 of part of schedule IV of Income-Tax Act, 1961 applies, at the accumulated balance due to a member is paid, deduct the taxes payable under the said Rules. 109

XX.

XXI.

XXII. Payment towards Insurance premia: (1) on a written application from a member of the
Provident Fund and with the approval of the Trustees, the Institute may allow premia on the Life Insurance Policy of the member to be said out of his subscription to his Provident Fund. In all such cases, the Life Insurance Policy for which the premia are so paid shall be assigned in favour of the Institute. On the retirement of the member from the service of the Institute the policy shall be reassigned to him by the Institute. (2) In the case of maturity of the policy during service of the member in the Institute the full amount of the policy shall be credited to the Provident Fund of the member. In case death of the member, during the service of the Institute or before payment of the Provident Fund, the full amount of the policy shall be paid to the nominee or in the absence of nomination to the legal heirs of the deceased entitled to receive the Provident Fund under these rules. XXIII. Powers to amend the rules: The Trustees may, at any time, by a resolution in writing, signed by not less than 3 of them and with the consent in writing of the Board of Governors alter, vary or amend any of the provisions of this Deed and the rules provided that no such alteration, variation or amendment shall be in consistent with the main objects of the Trust hereby created and provided further that no such alteration, variation, or amendment shall be made without the prior consent of the Commissioner of Income-Tax. XXIV Arrangements for winding up of the Fund: Any arrangements for winding up of the Fund or not its amalgamation with another Fund shall be subject to the prior approval or, and in such conditions as may be imposed by the commissioner of Income Tax. XXV. The accounts of the Fund shall be open to inspection at all reasonable times by the Income-tax authorities and Trustees shall furnish to the said authorities abstracts thereof or any information sought for as may be prescribed by the said authorities. XXVI. In all matters not specifically covered in the above Rules, the provisions of Schedule IV of the Income-tax Act, 1961, and rules 67 to 75 of the Income Tax Rules framed under the Income-Tax Act, 1961 apply. for Institute for Social and Economic Change Director 1. Member, Board of Governors Institute for Social and Economic Change 2. Member, Board of Governors Institute for Social and Economic Change Trustees :

Bangalore Dated

1 2 3 4 5 6 7

110

THE INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE GRATUITY TRUST

This Trust made on this day of .. one thousand nine hundred and seventy seven between the Institute for Social and Economic Change, Bangalore, represented by its Director (hereinafter called the Institute, which term shall mean and include if the context so requires or admits, its permissible successors and assignees) on the one part, AND Name Designation 1. . 2. . 3. . 4. . 5. . 6. . 7. (hereinafter collectively called Trustees) on the other part. Whereas the Institute desires to establish and constitute with effect from 20.1.1972 for the benefit of its whole time employees a Gratuity Fund in conformity with the Gratuity Fund Rules of the Institute which have been drawn up separately; And whereas it is necessary to vest the administration of the said Gratuity Fund in a Board of Trustees upon a Trust not revocable save with the consent of all the beneficiaries. 1. i) ii) iii) iv) 2. In these presents, unless there is anything repugnant in the subject or context: Board of Trustees means the Trustees thereof for the time being; Institute means the Institute for Social and Economic Change; The Fund means the Institute for Social and Economic Change Gratuity Fund; Rules means the rules hereinafter mentioned. The Trust hereby declared and constituted shall be called The Institute for Social and Economic Change, Gratuity Trust.

2. (a) The Trust shall be declared to have been constituted as from 3. The Institute hereby declares that the Institute has transferred and assured into the Trustees hereof all and singular the cash property described hereinafter in clause 9 hereof all rights, title thereto or interest therein to hold the same into the Trustees for ever upon an irrevocable Trust with and subject to the terms, powers, provisions and declarations hereinafter mentioned; 4. The Fund shall consist of contributions by the Institute in accordance with the provisions of these presents and the rules framed thereunder, and shall vest in and are administered by the present Board of Trustees and their successors in the Trust. The Trust property described in clause 9 hereof shall vest and be deemed to have vested in the present Board of Trustees and their successors who shall apply and employ the Trust property, if any, for the execution, advancement and furtherance of the objects of the Trust in accordance with the Gratuity Fund Rules of the Institute, and subject to the modifications therein from time to time.

111

5. The present Trustees who have undertaken to execute the duties of the Trust are the Trustees hereof for the time being; 6. The Board of Trustees shall not be less than 3 or more than 9 at any time. The power of appointment of any or all the Trustees shall be vested in the Institute. 7. The place of a Trustee shall become vacant, if a Trustee (i) dies, (ii) resigns his office, (iii) is adjudged insolvent or (iv) becomes of unsound mind or (v) in case of a Trustee nominated by the Board of Governors ceases to be a nominee of the Board of Governors, (vi) leaves India permanently. 8. The Trustees may meet together for the conduct of the business, adjourn or otherwise regulate their meetings as they thing fit. Questions arising at any meeting shall be decided by a majority of votes. The Chairperson of the Board of Trustees shall be entitled to vote and in respect of matters, on which option is equally divided, he shall have a casting vote. 9. The Trust property shall consist of the following: a) b) c) d) Contributions by the Institute; Any accumulations or accretions to the Fund by way of interest or otherwise; Any transfers from other Gratuity fund; Any securities or other assets purchased with the accumulations or accretions.

10. All moneys contributed to the Fund after the 31st day of October 1974 or received or accruing after that date by way of interest or otherwise to the Fund may be deposited in a Post Office Savings Bank account in India or in a Current Account with any Scheduled Bank or utilized for the purpose of making contributions under Group Gratuity Scheme entered into with the Life Insurance Corporation of India established under the Life Insurance Corporation Act, 1956 (31 of 1956), and to the extent such moneys as are not so deposited or utilized shall be invested in the manner specified in sub-rule (2) of Rule 67 and for this purpose, the expression investible moneys in that sub-rule shall mean the moneys of the Fund as are not deposited or utilized as aforesaid. 11. The Board of Trustee shall be authorized to delegate any of their duties, powers, rights and discretions to such one or more of the Trustees jointly or severally as they may from time to time think fit, and they may, with such concurrence vary, alter, withdraw, modify or cancel such delegations they may from time to time think fit. 12. The Board of Trustees shall not expend any moneys belonging to the Fund for any purpose other than for the payment of sums as per rules of the Gratuity Fund of the Institute to the employees or to their nominees or heirs or legal representatives in accordance with the rules of the Fund. 13. The accounts of the Gratuity Fund Trust shall be made up to the 31st day of March every year and shall be duly audited at the end of the year by a Chartered Accountant appointed by the Board of Trustees. The meeting of the Trustees taking place next before the annual general meeting of the Institute shall be deemed to be the annual meeting of the Board of Trustees at which the audited accounts of the previous accounting year of the Trust shall be presented and passed. The common seal of the Institute for Social and Economic Change is hereto affixed in the presence of two of the members of the Board of Governors of the Institute, and the

112

said members of the Board of Governors have signed this Deed in exercise of the authority conferred upon them by the resolution of the Board of Governors of the Institute passed on . . for The Institute for Social and Economic Change,

Director 1. Member, Board of Governors of Institute for Social and Economic Change. 2. Member, Board of Governors of Institute for Social and Economic Change

Witnesses: 1. 2. 1. 2. 3. 4. 5. 6. 7.

Trustees

TRUSTEES

113

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE GRATUITY FUND RULES The Regulations contained in Part XIV of the Income-tax rules framed under the Income-tax Act 1961, so far as the same may be applicable to this fund shall apply in the same manner as if all such Regulations are specifically contained in these Rules subject to the modifications herein contained. Whereas it is necessary to establish and maintain a Gratuity Fund for the benefit of the employees of the Institute for Social and Economic Change, Bangalore, the Board of Governors of the Institute hereby make the following rules:I. II. Short Title: The Rules shall be called The Institute for Social and Economic Change, Gratuity Fund Rules. Definition: In these rules unless there is anything repugnant in the subject or context: A) Institute shall mean the Institute for Social and Economic Change, Bangalore; B) Board shall mean the Board of Governors; C) Director shall mean the Director of the Institute and include the Additional or Joint Director, if any, and any person doing his duties; D) Registrar shall mean the Registrar of the Institute, and any person discharging his duties; E) Year means the financial year of the Institute; F) Employee means a member of the staff (whether academic or non-academic) of the Institute. Notwithstanding anything contained in the preceding sub-clause, a person appointed on contract, or on a consolidated salary or temporary employee, retired pensioner, deputationist and daily wages or part-time staff shall not to be entitled to the benefits of the Gratuity Fund scheme, except, to the extent provided for in the contract of his employment. G) Retirement The age of retirement of academic staff shall be 60 years and that of administrative staff shall be 60 years* as specified in the service rules of the Institute. H) The effective date in relation to the Fund shall mean the 20.1.1972 the date as from which the schemes take effects. I) Fund means the Institute for Social and Economic Change Gratuity Fund and the Fund shall consist of contributions by the Institute received by the Trustees, of accumulations thereof and of interest credited in respect of such contributions and accumulations, and of securities purchased therewith and of any capital gains arising out of transfer of capital assets of the fund and of no other sums.

_______________
* Karnataka Government by its Order No. DPAR 44 SRP 2008 dt.28.07.2008 enhanced the age of retirement of non-academic staff from 58 to 60 years w.e.f July 17, 2008 and the same was implemented in the Institute, vide BoG minutes dated 21st August 2008, Agenda Item No.XV.

114

J) Family for Gratuity fund includes: i) ii) iii) iv) v) Wife or husband as the case may be; Legitimate children Step children Dependent parents Sisters and minor brothers

K) Emoluments shall mean basic pay, additional basic pay, if any, and personal and/or special pay, if any, which an employee was receiving immediately before the date of his retirement or relinquishment of service or death. L) Personal Pay means additional pay granted to an employee:i) to save him from a loss of substantive pay in respect of a permanent post owing to a revision of pay or to any reduction of such substantive pay otherwise than as a disciplinary measure; or ii) in exceptional circumstances on such considerations, as may be determined by the Director. M) Special pay means an addition of the nature of pay to emoluments of a post or of an employee granted in consideration of the specially arduous nature of his duties or of a specific addition to his work or responsibility. N) Leave means any kind of leave recognized by the Institute. O) Qualifying service means service rendered by an employee in a substantive capacity for a period of at least 5 years including periods spent on probation. All services rendered to the Institute on a full time basis for a period of atleast 5 years in a temporary or officiating capacity without interruption, shall also count as qualifying service. Qualifying service will include: i) ii) All periods of leave with pay or leave on medical ground sanctioned during the period; Interruption caused by reasons beyond the control of the employees concerned provided this does not exceed one year and the concession is limited to persons whose service preceding the interruption is not less than 3 years and including the interruption is not less than 5 years.

The following period in the service of an employee shall not count as qualifying service:a) b) c) period of suspension pending enquiry unless otherwise ordered by the Director Extraordinary leave without allowances, beyond a period of 1 year. Unauthorised absence not condoned by the Director.

III. The sanction and payment or retirement benefits admissible under this scheme shall be regulated by such procedural instructions as may be determined by the Board of Governors. IV. If any question arises, relating to the interpretation of this scheme, it shall be referred to the Trustees whose decision thereon shall be final and conclusive.

115

The annual contribution by the employer to the Fund V. Annual contributions:- (1) shall be made on a reasonable basis as may be approved by the Commissioner of Incometax having regard to the length of service of each employee concerned so, however, that such contributions shall not exceed 8-1/3% of the emoluments of each employee during each year. (2) The Institute may contribute monthly on account basis as per the existing policy to the Gratuity Fund and during the fourth quarter balance payable as per the premium demanded by LIC less on account payment, may be contributed, ensuring the contribution to Gratuity Fund is 100% of the yearly premium demanded by LIC (BoG, December 17, 2008). VI. Investment of fund moneys: All moneys contributed to the Fund after the 31st day of October 1974 or received or accruing after that date by way of interest or otherwise to the fund may be deposited in a Post Office savings bank account in India or in a current account with any scheduled bank or utilized for the purpose of making contributions under Group gratuity scheme entered into with the Life Insurance Corporation of India established under the Life Insurance Corporation Act 1956 (31 of 1956) and to the extent such moneys as are not so deposited or utilized shall be invested in the manner specified in sub-rule (2) of Rule 67 of Income Tax rules 1962 and for this purpose the expression Investible moneys in that sub-rule shall mean the moneys of the fund as are not deposited or utilized as aforesaid. VII. Employer not to have interest in Fund Money:

No money belonging to the Fund shall be receivable by the Employer under any circumstances nor shall the employer have any lien or charge on the Fund. VIII. Management of the Fund

The fund shall be held by and managed by Trustees consisting of the Director or Additional Director or Joint Director as may be named by the Board of Governors who shall be Chairperson, the Accounts Officer an six members, two of whom shall be nominated by the Board of Governors. The other four members shall be elected every three years from among the staff of the Institute, of whom two shall be from the academic staff and the other two from other staff. The Registrar of the Institute will make necessary arrangements for the election of these four Trustees. Casual Vacancy, if any, will be filled-up by nomination by the Director for the balance of the term of the elected Trustees. The Registrar shall be exofficio Trustee and be the Secretary of the Board of Trustees. IX. Meetings of the Trustees;

At every meeting of the Trustees, the Director or in his absence another Trustee nominated by him in writing shall preside. In the absence of any such nomination the Trustees present may elect one among themselves to be the Chairperson. The presence of at least three Trustees shall be necessary to form a quorum for the transaction of business. X. Management Expenses:

The Institute shall bear all expenses of management and all other costs, charges and expenses to which the Trustees will be put to in connection with the management of the Fund. XI). Amount Admissible, to whom payable, where etc:
1.

An employee who has completed minimum qualifying service of 5 years shall be granted Gratuity at the rate of of the emoluments for each completed six monthly

116

period of qualifying service. termination of service/death.

The Gratuity shall be payable on his retirement /

2. The amount of gratuity payable to an employee after retirement / resignation shall be the amount as received from LIC of India for that employee and shall be paid to the employee through the Institute. The ceiling limit shall apply as per the Government of India Rules on Gratuity (BoG, 18th December 2009). 3. If an employee who has completed a minimum qualifying service of 5 years dies while in service, his family will be eligible for a minimum gratuity equal to 12 times the emoluments of the employee at the time of his death, provided that in no case shall it exceed Rs.24,000/-. 4. If an employee dies before completing qualifying service of 5 years his family will be eligible for a gratuity equal to 6 times his emolument sat the time of his death, except in cases where death occurs in the first year of service, when the gratuity admissible shall be equal to two months emoluments. 5. The gratuity shall be payable within 40 days of the occurrence of the event, i.e., retirement, termination of service or death. 6. The gratuity amount shall be payable only in India. 7. On the death of the employee, the gratuity amount admissible shall be paid to the person or persons duly nominated by him or when no valid nomination is made or subsists to his legal heir or heirs in accordance with his personal law. A register of such nominees shall be kept in the Institutes office. XII. Nomination: (1) An employee may be allowed by the Trustees of the Gratuity fund to make a nomination conferring on one or more persons the right to receive the amount of gratuity in the event of his death, before the amount becomes payable or having become payable, has not been paid. Such a nomination shall be made in From NO.40-A, of the Income Tax Rule, 1962. (2) If an employee nominates more than one person under sub-rule (1) he shall in his nomination, specify the amount to share payable to each of the nominees in such manner as to cover the whole of the amount of gratuity that may be payable in the event of his death. (3) Where an employee has a family at the time of making a nomination, the nomination shall be in favour of one or more persons belonging to his family. Any nomination made by such employee in favour of a person not belonging to his family shall be invalid. (4) If at the time of making a nomination the employee has no family, the nomination may be in favour of any person or persons, but if the employee subsequently acquires a family, such nomination shall forthwith be deemed to be invalid and the employee may be allowed to make a fresh nomination in favour of one or more persons belonging to his family. (5) A nomination made by an employee may, at any time, be modified by him after giving a written notice to the trustees of his intention of doing so in form No.40-B of the Income-Tax Rules, 1962. If the nominee predeceases the employee, the interest of the nominee shall revert to the employee who may thereupon make a fresh nomination in respect of such interest.

117

(6) A nomination or its modification shall take effect to the extent it is valid on the date on which it is received by the Trustees. Explanation: For the purpose of this rule, Family shall have the same meaning as in rule II (J).

XIII. Powers to amend the rules:The Trustees may, at any time, by a resolution in writing signed by not less than 3 of them and with the consent in writing of the Board of Governors alter, vary or amend any of the provisions of this Deed and the rules, provided, that no such alteration, variation or amendment shall be inconsistent with the main objects of the Trust hereby created and provided further that no such alternation, variation or amendment shall be made without the prior consent of the Commissioner of Income-tax. XIV. Arrangements for winding up of the Fund: Any arrangements for winding up of the fund or for its amalgamation with another fund shall be subject to the prior approval of, and to such conditions as may be imposed by the Commissioner of Income-tax. Director Bangalore Date: 1. 2. 3. 4. 5. 6. 7. Trustees

118

ACCOUNTS MANUAL CHAPTER ONE INTRODUCTION

1.1.

Establishment and Status:

1.1.1. The Institute for Social and Economic Change was established during 1972, as an all India institute of excellence for interdisciplinary research and training in the social sciences. It is a society registered under the Karnataka Societies Registration Act, 1960. 1.2 Objectives:

1.2.1. The objectives of the Institute, in brief, are to conduct, sponsor and aid research in the social sciences, to assist the State Government by undertaking systematic studies for assessment of natural resources, mobilization of financial resources and identification of factors retarding growth and suggesting measures for overcoming them, to conduct various training programmes for improving skills, to organize, sponsor and aid seminars, workshops, etc. for promoting research or utilization of social sciences research, to conduct doctoral programme in collaboration with the universities and to perform such other academic functions and activities as may be approved by the Board of Governors of the Institute. 1.3 Organisational set-up:

1.3.1. The Governor of Karnataka is the ex-officio President of the Society. The regular superintendence, control and direction are vested in the Board of Governors, headed by the Chairman, who is also the Vice-President of the society. The Director of the Institute is the principal executive and the academic officer of the Institute. He is assisted by the Heads of Units, the Registrar and the Accounts Officer in the day-to-day affairs of the Institute in respect of academic, administrative and financial matters. 1.4 Accounts manual:

1.4.1. The Accounts Officer is the head of the accounts office and will be working in association with the Registrar in carrying out his accounting and financial responsibilities. Though the accounts office is functioning well within the framework of the financial regulations of the Institute, the need has been felt to prepare an accounts manual which can lay down, by and large, the duties and responsibilities of the Accounts Officer and his staff. The Indian Council of Social Science Research (ICSSR) Review Committee, which visited the Institute in January 1997, also recommended that the Institute make efforts to formulate and adopt an accounts manual that clearly sets out norms and rules of functioning of the accounts office. 1.5 Internal Control:

1.5.1. The accounts office has an in-built system of internal control under which the work is distributed properly among the staff, the work of each member is defined precisely and responsibility for the same is fixed on the individual official. The work done by each individual is test checked by the Accounts Officer, and checks are prescribed for compilation of accounts to ensure the correctness of accounting. As a result, defects and errors committed by any official are not only detected promptly and rectified, but also minimized.

119

1.6

Accounting Policy:

1.6.1. The general principles of accounting will be in terms of the instructions laid down by the Central Government or State Government depending on the requirements of grantee organizations. The accounts are generally maintained on cash basis, but at times while finalizing the accounts the grants due and other incomes due are accounted on accrual basis. Provision for discharge of liabilities is made whenever the situation demands it. 1.7 Source of funding:

1.7.1. The major sources of receipts of the Institute are block grants/grant-in-aid from Ministry of Human Resources Development through the ICSSR and Government of Karnataka. Financial aid is also provided by Union Ministries of Agriculture and Health and Family Welfare for two units, which exclusively take up projects of special interest to these ministries. There are also two Chairs funded by the Reserve Bank of India and the Commercial Taxes Department of Government of Karnataka. Further, the Institute receives funds from various agencies within and outside the country for carrying out special studies/projects 1.8 Standards of financial propriety

1.8.1. While ensuring that the relevant rules and orders of competent authority have been observed and that there is no irregularity in respect of an item of expenditure, it is important to see that broad principles of orthodox finances are borne in mind by the officers sanctioning and/or incurring expenditure. 1.8.2. The following general principles that have been universally accepted as standards of financial propriety or standards of official conduct of financial administration should be applied in the course of sanctioning and/or incurring expenditure. The expenditure should not be prima facie more than the occasion demands. Every officer is expected to exercise the same vigilance in respect of expenditure incurred from the Institute as a person of ordinary prudence would exercise in respect of expenditure of his own money. No authority should exercise its power of sanctioning expenditure to pass an order which will be directly or indirectly to its own advantage. Institute money should not be utilized for the benefit of a particular person or a group of persons unless the amount of expenditure involved is insignificant or a claim for the amount could be enforced in a court of law or the expenditure is in pursuance of a recognized policy or custom. No authority should sanction any expenditure that is likely to involve at a later date, expenditure beyond its own power of sanction. The amount of allowances such as travelling allowances granted to meet expenditure of a particular type should be so regulated that the allowances are not a source of profit to the recipients

120

1.9 1.9.1.

Definitions Under these paragraphs unless the context otherwise provides, Accounts Officer means Accounts Officer of the Institute Academic Staff means Professors, Associate Professors and Assistant Professors. Compensatory Allowance means an allowance granted to meet the personal expenditure necessitated by the special circumstances in which the duty is performed. Director means the Director of the Institute Employee means a member of the staff who holds a permanent or temporary post in the Institute and includes the members on probation or extension of probation. Honorarium means a recurring or non-recurring payment granted to an employee from the funds of the Institute as remuneration for the work of an occasional or intermittent nature. Institute means Institute for Social and Economic Change, Bangalore. Leave Salary means the amount paid by the Institute to an employee on leave according to Rule 96 of ISEC Service Rules. Lien means the title of an employee to hold substantively, either immediately or on the termination of a period or period of absence, a permanent post to which he has been appointed substantively. Pay means the amount drawn monthly by an individual employee as (a) pay including additional pay that has been sanctioned for the post held by him substantively or in an officiating capacity, special pay or personal pay, and (b) any other emoluments that may be specifically classified as pay by the Institute.

Note: The additional pay sanctioned shall count for pay for regulating payment of leave salary, travel allowance and dearness allowance. Personal pay means the additional pay granted to an employee to save him from a loss of substantive pay in respect of a permanent post due to revision of pay or to any reduction of such substantive pay otherwise than as a disciplinary measure, for adopting small family norm and/or exceptional circumstances on personal consideration. Probation means the period of assessment of an employees fitness for substantive appointment to a permanent post during the first year of his service prior to confirmation, which may be extended or curtailed at the discretion of the appointing authority. Public conveyance means a train, bus or other conveyance which plies regularly for the conveyance of the passengers. Registrar means the Registrar of the Institute.

121

Special Pay means an addition of the nature of pay to the emoluments of the post or of an employee granted in consideration of the particular arduous nature of the duties, or a specific addition to work or responsibility. Substantive Pay means the pay to which an employee is entitled on account of a post to which he has been appointed substantively or by reason of his substantive position in the cadre other than special pay or personal pay. Subsistence Grant means a monthly grant made to an employee who is not in receipt of pay or leave salary. Travelling Allowance means an allowance granted to an employee to cover the expenses that he incurs in travelling in the interest of the Institute.

CHAPTER TWO ACCOUNTS OFFICE 2.1 Staff strength:

2.1.1. The present sanctioned and posted strength of Accounts Office is one Accounts Officer (on deputation from the Accountant Generals office), two Selection Grade Assistants, five Assistants, a Typist and a Messenger. According to the provisions in the budget, pay and allowances of one Assistant are debited to Agricultural Development and Rural Transformation Unit account and another to Population Research Centre account. 2.2 Functions and responsibilities of accounts office and others:

2.2.1. The main functions of the Accounts Office are as under a) Accounting of all receipts from various authorities like State Government, Indian Council of Social Science Research, Central Government, Reserve Bank of India, World Bank, and other grantee organizations, and watching the proper utilization of the funds so received. b) Upkeep of detailed accounts in respect of permanent units as well as long and shortterm projects. c) Payment of salaries to the academic and other staff of the Institute. d) Maintenance of accounts relating to pay, provident fund, income tax and other deductions. e) Payment of various advances such as pay advance, travelling allowance advance, festival advance, etc., to the staff and watching the demands and recovery of these advances. f) Maintenance of Founder Members and Institutional Members Contribution Fund Account and other special fund accounts.

g) Preparation of trial balance and annual accounts with the help of statutory auditors.

122

h) Maintenance of detailed accounts in respect of fellowships awarded by ICSSR, the Institute and other agencies. i) Preparation of budget estimates for Plan and Non-Plan under Institutes main accounts for approval by the Finance Committee. Maintenance of royalties account and periodical distribution of accrued amount in terms of the rules.

j)

2.2.2. The responsibilities of the Accounts Officer of the Institute are threefold as under: (A) As Financial Advisor - to assist and advise the Institute in matters relating to financial policy, accounts and budget estimates and also the operation of the financial and accounting rules, regulations and orders generally. As Accountant to compute the accounts monthly and annually and prepare related statements and reports of the Institute in accordance with the prescribed rules and procedures from the data furnished to him and available in his office. As Internal Auditor - to apply certain preliminary checks to the initial accounts, bills, vouchers, etc. received by him and to check locally the initial documents maintained in the units/project cells.

(B)

(C)

The Accounts Officer is also responsible for monitoring and clearing of audit comments and objections raised by the statutory auditors, viz., Chartered Accountants as well as the Accountant General (Audit) and others who are specifically authorized to check the accounts. For this purpose, he shall seek the cooperation and assistance from other staff of the Institute. 2.2.3. The Accounts Officer is also responsible for: 1. determining the financial resources required to meet the needs of the Institute; 2. forecasting how much of these requirements will be met by block grants, internal generation and projects; 3. establishing and maintaining a system of financial control governing allocation and use of funds; 4. keeping constant watch on the state of cash flow, bank balances and investments; 5. ensuring maximum yields on the investments of Provident Fund and Gratuity Fund consistent with policy and orders to be followed and keeping proper accounts of these funds. 6. ensuring that Register of Assets is maintained up to date and discrepancies brought out during the annual stock taking are reconciled/regularized. 2.2.4 Duties and responsibilities of others:

The Selection Grade Assistants/Assistants to whom functions of accounts office and of the Accounts Officer are entrusted shall be responsible for carrying out the duties as required, with accuracy and speed, in accordance with the various rules and the provisions of this Manual. The typist attached to accounts office shall provide assistance in typing out general correspondence and offer such other forms of assistance as are specifically assigned to the post by the Accounts Officer/Registrar/Director.

123

The messenger posted to accounts office shall perform the duties assigned to him by the Accounts Officer/Registrar/Director. 2.3 Sanctions to expenditure

2.3.1. The following guidelines shall govern the initial check of sanctions to expenditure received in the Accounts Office. If the sanctioning authority is vested with full powers in respect of a certain class of expenditure, a sanction issued by it can be objected to only on grounds of propriety. If conditions are attached to the powers delegated to any authority, sanction accorded under these powers can be objected to if it is found that such conditions have not been fulfilled. It has to be ascertained that orders defining the powers of any authority in precise terms are obeyed exactly in every sentence. It has to be seen/ensured that expenditures sanctions are not split up to avoid the necessity of obtaining sanction of higher authority. Sanction of long periods of currency and sanctions of permanent nature require periodical review if for any reason it is felt desirable that the sanctioning authority review them in the changed circumstances. It should be seen that standards of financial propriety have been observed in letter and spirit by the sanctioning authority.

CHAPTER THREE RECEIPTS AND PAYMENTS - GENERAL 3.1 Nature of receipts:

3.1.1. The receipts of the Institute are generally received by cheques/demand drafts. However, certain types of receipts are received in cash. Receipts received by cheques/demand drafts are: Quarterly/other instalments of block grants from Government of Karnataka. Quarterly/other instalments of block grants from the Indian Council of Social Science Research Periodical grants from the Ministry of Agriculture, Government of India. Periodical grants from the Ministry of Health & Family Planning, Government of India. Periodical grants from the Reserve Bank of India. Project grants from various funding authorities. Founder Members contributions Earnest money caution deposit, fixed deposits, etc. from contractors. Any other receipts.

Receipts received in cash are: Cost of tender documents, application forms, etc Refunds of travelling allowance advance, leave travel advance, contingent advances, etc. Charges for Xerox, telephone calls and miscellaneous receipts. Estate receipts. Fine for late return of Library books.

124

Any other receipt authorized by competent authority.

3.2

Accounting of receipts:

3.2.1. All institute receipts whether received in cash or by cheque shall at once be brought into account and a stamped receipt shall invariably be issued without delay, to the payer. 3.2.2. Though the receipt can be signed by the cashier on behalf of the Accounts Officer/Registrar, the acknowledgement letters issued to the payer shall invariably be signed by the Registrar or the Accounts Officer only. The receipts shall be made out only on the preprinted receipt books available in the Accounts Office. The receipt shall be made in duplicate, the duplicate copy being retained in the book for accounting purpose. The original is to be issued to the remitter. In the case of cheques, Demand Drafts, etc. the receipts should indicate that it is subject to realization. 3.2.3. All receipts pertaining to the Institute shall be credited to the respective accounts. These accounts are to be kept in any scheduled bank as defined in the Reserve Bank of India Act, 1934 or may be invested in securities authorized by the Indian Trusts Act, 1982 as may be decided by the Board of Governors from time to time. Funds received for specific projects / studies shall be kept and accounted for separately. 3.2.4. The receipts shall be accounted in the cash book on a day-to-day basis, quoting reference to the receipt number. The cheques and demand drafts shall be credited to the bank on a day-to-day basis. The counterfoils of the challans for remittances into the bank shall be linked to the receipts and filed. 3.2.5. A stock register showing receipts, issues and stock balance of the receipt books shall be maintained. 3.3 Security:

3.3.1. A Register of securities shall be maintained wherein the securities received from cashier, estate in-charge, etc. are recorded. This register shall be verified periodically by the Accounts Officer and necessary action shall be taken to keep the securities revalidated whenever necessary. 3.3.2. In the case of bank guarantees, appropriate action should be initiated at least one month before their expiry. 3.4 Custody of cash:

3.4.1. The cash shall be kept in a safe, preferably with double locks. The inner key of the lock of the safe should be kept with the official who is entrusted with the responsibility of handling cash, and the other key (outer) shall be kept with the accounts Officer. The duplicate keys of the safe shall be kept duly sealed with the Registrar. The duplicate keys should be called back yearly for verification, resealed and sent back again for safe custody. A register of duplicate keys should be maintained for this purpose. The person entrusted with the custody of cash shall furnish security or be covered by fidelity guarantee policy. 3.5 Payments:

3.5.1. All payments are generally made through cheques with the exception of petty expenditure and, in a few cases, where payment by cash is specifically requested provided that the amount involved is small.

125

3.5.2. Disbursement of regular salary to faculty and staff is made generally through bank. For this, a consolidated statement is prepared account-wise and individual-wise and forwarded to bankers for adjustment by them, in cases where the staff members have a bank account. In other cases, individual cheques shall be issued. 3.5.3. All payments whether by cash or cheque are made on the basis of authorised payment vouchers. The payment voucher should be accompanied by supporting vouchers and should clearly indicate the name of the payee, the amount of payment (both in figures and words) and the classification of expenditure. All sub-vouchers should be cancelled before writing the cheque. The cheque shall be legibly written, indicating the payee and the amount payable. The cheque shall be crossed for account payee payments unless specifically authorized by the competent authority to the contrary. The authorized officer(s) before signing the cheque will ensure that the cheque has been correctly drawn and sign the cheque and initial the counterfoil. They shall also initial the payment voucher as a precaution against double payment on a single payment voucher. Letters for forwarding the cheques to the address indicated on the payment vouchers shall be marked for dispatch by registered post. Ordinarily no outsider cheque shall be handed over personally. However, if any cheques are handed over personally, it shall be after obtaining a proper receipt and after identification of the recipient. 3.5.4. Under no circumstances payment shall be made on duplicate/Xerox copy of the bills. Payment shall be based on original bills only. All vouchers shall be serially numbered and filed chronologically. All cheques are to be signed either by the Registrar and Accounts Officer jointly or by the Director. 3.6 Cheques:

3.6.1. When any cheque issued remains uncashed till its currency has expired and has thus become time-barred, it will not be paid by the bank. When a cheque issued by the Institute is time-barred, a new cheque may be issued but only after cancelling the old one. The fact of cancellation and the date of the new cheque should be recorded on the counterfoil of the old cheque and the number and date of the old cheque that has been cancelled should be entered on the counterfoil of the new one. The fact of a new cheque having been issued should be entered in red ink on the date of its issue in the Cash Book, but not in the column for payment, a note being made at the same time against the original entry in the Cash Book under the dated initial of the Assistant and the Accounts Officer. 3.6.2 Cancellation of cheques

When the cheque is in the possession of the Institute, the record of cancellation shall be made across the cheque under the dated initials of the Accounts Officer, and the cancelled cheque should be retained in the cheque book. If a fresh cheque is issued in lieu of the one cancelled, the number and date of the fresh cheque should be noted on the date of its issue in the Cash Book (without recording the amount in the bank column), under the dated initial of the Accounts Officer. When the cheque is not in the possession of the Institute, prompt intimation should first be given to the bank on whom the cheque has been drawn, to stop payment thereon. After ascertaining from the bank in writing that the payment has been stopped, the transaction relating to the cheque to be cancelled shall be written back, and entries in the cash book shall be made. 3.6.3 Lost cheques:

When a cheque issued by the Institute is reported lost, immediate intimation shall be given to the bank on which the cheque had been drawn, that payment thereon should be

126

stopped as the cheque had been reported lost. A confirmation from the bank that the instruction to stop payment had been noted shall also be obtained. In case the payee requests for the issue of a duplicate cheque in lieu of the lost one, a fresh cheque shall be issued only on obtaining a certificate from the bank that the cheque reported lost had not been paid. Before issuing a duplicate cheque, a guarantee in the following form should be obtained from the person to whom the duplicate cheque is to be issued: I do hereby guarantee to make good to the Institute the sum of Rsbeing the amount of the cheque bearing numberdated.on..(Name of the bank) drawn in my favour, in case any double payment is made in consequence of the loss of the original cheque, a duplicate thereof being issued at my request. A note shall be made on the counterfoil of the lost cheque that the cheque was reported lost and that a fresh cheque has been issued, with the number and date of the fresh cheque. In the counterfoil of the fresh cheque issued, an entry relating to the lost cheque shall be made. A corresponding entry shall be made in the cash book, noting against the entry relating to the lost cheque the number of the fresh cheque issued, giving the reasons therefor. 3.7 Imprest cash(Petty cash):

3.7.1. The Accounts Officer, in consultation with the Registrar, will decide about the quantum of petty cash required in the Accounts Section for meeting of the day-to-day expenditure on petty items under main accounts as well as in the case of certain projects. The approval of the Director shall be obtained for keeping the petty cash up to the above limits. Imprest cash shall be invariably under the custody of the cashier, who will be responsible for its safe custody and for accounting all expenditure out of the money. Reimbursement of contingent expenditure, whether petty cash or otherwise, shall be claimed on Form ISEC A. The details of the transactions shall be recorded in the imprest cash book maintained accountwise. 3.7.2. This cash book will show the amount of imprest sanctioned, amounts received in recoupment, the description of charges incurred analysed under subheads. Whenever the imprest cash runs short, the amount shall be recouped on a contingent bill. Indent for recoupment of imprest will be prepared on form ISEC B for obtaining the sanction of Registrar / Director. At the end of every month the expenditure incurred through petty cash shall be posted to the ledgers concerned through the journal. The cash balance shall be verified by the Accounts Officer once a month. 3.7.3. Before making payment on petty vouchers the cashier shall stamp the vouchers paid and cancelled. Petty cash vouchers shall be serially numbered, accounted and recorded in respective files. In addition to the monthly verification by the Accounts Officer, surprise verification of cash balance may also be done periodically by an official nominated by the Director.

CHAPTER FOUR PAY ROLL ACCOUNTS 4.1 Salary account:

4.1.1. The salary / payroll accounts shall deal with the salaries and wages of all employees of the Institute, including the fellowships to the students of the doctoral programme. The pay accounts will be maintained unitwise in the form of pay registers. The entitlements portion

127

shall be compiled with reference to the conditions of appointments and other orders in force taking into account increments and other items that have a bearing on pay and allowances. The recoveries shall be posted from various demand statements received from the estate officer (for licence fee, electricity charges, estate dues, etc.), provident fund unit (for subscription, loan recovery), receptionist (for private telephone calls) library (overdue charges, photocopying charges, etc) xeroxing unit and others. The deduction file maintained in the Accounts Section shall also be consulted for recoveries due from the employees. 4.1.2. Remittances to the parties concerned shall be made in the case of the following deduction from the salaries. Employees and Institutes contributions to the Contributory Provident Fund. Life Insurance premium and the Group Insurance Scheme premium. Post office recurring deposits, if any. Court attachments. Income tax and profession tax recoveries. Any other recoveries.

4.1.3. All remittances shall be made after ensuring that the recoveries have been posted in the ledger and that the remittance is not in excess of recovery, by the dates prescribed for the purpose. All payments shall be made by cheque for which purpose a payment voucher shall be prepared, supported by a schedule of recoveries made. 4.1.4. Final settlement of dues to the employees may arise on account of resignation, termination, death and retirement. In the event of any of these causalities, the Registrars office will circulate a No Dues Certificate and only after the receipt of a consolidated no dues certificate signed by all sections and the head of unit, the accounts section will prepare a final settlement bill. All outstanding advances against the employee shall be taken into account before passing the bill. 4.1.5. In the case of deputationists, the gross earnings shall be calculated in accordance with the terms of deputation. As regards recoveries, deductions shall be made from the pay in accordance with the advice received from the parent department in addition to the routine dues of the Institute. The recoveries shall normally comprise those on account of provident fund and other recoveries such as motor car/cycle advance, house building advance, etc. The amounts so recovered will have to be remitted to the departments concerned. Besides pay and allowances paid to the deputationists, the Institute may also be called upon to pay every month leave salary and pension contributions to the parent department. The remittance of the contributions on the due dates shall be ensured. Leave salary due in respect of a deputationist shall be paid in accordance with the terms of the deputation and the arrangement of payment of leave salary contribution. Where the leave salary is advanced to the deputationist, subject to reimbursement of the amount by the parent department, the adjustment shall be watched by the Accounts section. 4.1.6. The salary shall be prepared and pay disbursed in terms of provisions of ISEC Service Rules. 4.2 Fellowships:

4.2.1. In the doctoral programme there are fellowships, offered by the Indian Council of Social Sciences Research, the Institute and other agencies. The doctoral scholars are eligible for monthly fellowship as well as contingent expenditure during the period of fellowship. Individual accounts are maintained for each fellowship. In the case of ICSSR fellowships, accounts office shall watch the periodical receipt of fellowship amounts from the

128

ICSSR. Periodical advances from contingency grant in respect of fellowships shall be processed in ISEC C. 4.2.2. The payment of fellowship and contingency grant shall be governed by ISEC Ph.D. Fellowship Rules (1991). CHAPTER FIVE TRAVEL CLAIMS 5.1. General:

5.1.1. The Institute follows the general rules and regulations in force from time to time in respect of State Government employees for drawal of travelling allowance. However special provisions in respect of the Institute are laid down in Chapter VI Travelling Allowance in the ISEC Service Rules 1976 (as amended). 5.1.2. All travel claims including Home Travel Concession, shall be submitted on form ISEC D. Sanctions of field work and advances of travel allowances shall be submitted on Form ISEC E. 5.1.3. The travelling allowance claims of academic and non-academic staff of the Institute are scrutinized by the Accounts Office before payment is made. It is the duty of the countersigning officer concerned to see that the tours have been properly sanctioned by the competent authority and are in accordance with the advance tour programme already approved. 5.2. Scrutiny and travel claims:

5.2.1. The following fundamental requirements are required to be satisfied before passing the claims: The journey was actually performed The journey was necessary and authorized by general or special orders The journey was performed as expeditiously as possible No bill has been submitted and / or paid for the same journey before. The amount claimed is correct with reference to the prescribed rates and general conditions. Particulars under all the columns in the bill have been clearly furnished. The purpose of the journey is indicated clearly. When hotel rates of daily allowances are claimed, the claim should conform to the Institute rules and all other required vouchers and certificates are furnished. All prescribed certificates and declarations applicable to the claims included in the bill have been given in a correct and complete manner by the claimant and countersigning officer. Advances drawn have been adjusted promptly an properly.

5.2.2. In all cases, the countersignature of the travelling allowance claim by the controlling officer is necessary. It is the primary responsibility of the controlling officer to ensure before counter-signing that the requirements mentioned above have been compiled with. However, a test check of the travelling allowance claim shall be conducted by the accounts staff occasionally to ensure double check. 5.2.3. Before finally passing a travelling allowance claim, accounts staff shall also ensure that the pay noted in the bill tallies with the relevant establishment pay bill, and that daily

129

allowance, mileage allowance, etc. are in accordance with the rates prescribed, and that rail, bus and airfare claimed are correct. 5.3 Home travel concession:

5.3.1. A register called Home Travel Concession Register shall be maintained in Accounts Office wherein all details of Home Travel Concession are noted so that eligibility of Home Travel can be ensured and double payment avoided. While checking home travel concession claims, in addition to the normal checks exercised on travelling allowance claims, it shall be ensured that the claims are in accordance with ISEC HTC Rules, the individual was eligible for the concession and that sufficient proof is available for the individual having touched the home town. As soon as the claim is passed for payment, necessary entries have to be made in the service record/Home Travel Concession Register. 5.4. Medical reimbursement:

5.4.1. Claims for reimbursement of medical expenses shall be submitted on Form ISEC F. 5.4.2. While checking the medical reimbursement claims, it shall be seen in Accounts Office that they conform to the rules and orders issued by the Government of Karnataka as well as the Institute and are supported by proper certificates, receipts and vouchers, and that inadmissible medicines have been excluded from the claim. 5.4.3. Irregularities, if any, noticed during the check of medical claims shall be brought to the notice of the Head of the unit concerned. 5.5. Contingent expenditure:

5.5.1. It is the primary responsibility of the Heads of Units / Project Directors to exercise effective control on contingent expenditure. 5.5.2. During the preliminary check of contingent expenditure vouchers in the accounts office, it shall be seen that: The bill is in proper from and the classification is correctly recorded. All the particulars are clearly recorded in the voucher, and necessary certificates have been given. The expenditure has proper sanction, and is a proper charge against the relevant budget grant noted on the voucher. The rates claimed are not extravagant and the standards of financial propriety have been observed. If the expenditure during the month of March is unusually large, it has not led to any irregularity. Expenditure requiring countersignature by head of unit/project director has been countersigned by the designated official. Supply of stores:

5.6.

5.6.1. The following checks shall be exercised in respect of vouchers for provision of stores against contracts, supply orders and agreements, etc. Funds are available, duly authorized by the competent authority. The purchase is covered by proper sanction. The purchase has been made economically and in accordance with the prescribed rules

130

Rates mentioned in the bills agree with those shown in the purchase order, quotations, etc. Certificates of quality and quantity are furnished. Certificate of having taken to stock register is furnished. When sales tax and other statutory duties are claimed in the bill, it shall be seen that the contract/purchase order provides specifically for payment of the same.

5.6.2. The primary responsibility for ensuring that the above requisites are fulfilled shall be with the Administrative Officer (S&P). Accounts Office shall supplement these checks. 5.7 Contractors bill for work done:

5.7.2. During the check of contractors bill for work done, it shall be seen that The name of the contractor and reference to the agreement or work order are given in the bill. Number and the page of the measurement book and the date on which the measurement was recorded are indicated in the bill. Full particulars of quantities of work done are clearly furnished. In the case of piece work contracts, the rates claimed are in accordance with the contract agreement. Acknowledgement of the payee is given for gross amount (i.e.) amount paid through cheque plus recoveries made, if any, and not the net amount of the bill. When payments are made for dismantling old works or for renewal / replacements, a certificate is recorded by the Estate-in-charge that serviceable materials have been accounted for and taken on charge for eventual utilization / disposal. There are no deviations from the terms of the contract. Arithmetical calculations in respect of individual items and totals are correct and deductions towards further security deposit, cost of materials supplied by the Institute, hire charges of vehicles, Income-tax, etc. have been made from the gross amount of the bill. It shall be ensured that payments are made strictly according to the terms of the agreement.

5.7.2. The primary responsibility for ensuring correctness of contractors bills indicated in paragraph 5.7.1 shall rest with the Estate-in-charge. The Accounts Officer shall also ensure that the requirements are fulfilled before payment is made. 5.8 Advances:

5.8.1. All advances given shall be entered in a separate advance register and their adjustments watched. It shall be the endeavour to ensure that no advance is generally outstanding at the end of the financial year.

CHAPTER SIX BUDGET AND ACCOUNTS 6.1 Definition:

6.1.1. Budget may be defined as a statement of estimated receipts and payments for a specified period, which is usually a year. The budget year is the financial year commencing on the 1st April and ending on the following 31st March.

131

6.1.2 Revised Budget is an estimate of the probable receipts and payments for a year, framed in the course of the year, taking due note of the transactions already recorded. 6.1.3 A Balanced Budget is one in which the total receipts for the year, together with the opening balance, if any, are equal to the total payments during the corresponding period. Since the receipts and payments are equal, the budget is said to be balanced. 6.1.4 A Surplus Budget contemplates a situation where the total anticipated receipts together with the opening balance for a year are more than the total anticipated payments during the corresponding period. The excess of receipts over payments renders the budget a surplus one. 6.1.5 A Deficit Budget arises in a situation where the total anticipated payments for a financial year are more than the total anticipated receipts plus the opening balance for the corresponding period. 6.1.6 A Supplementary Budget is one which adds to the existing budget estimates (original or revised) certain other items of receipts and payments. In other words, it supplements or adds to an already existing budget. 6.2 Submission of Budget:

6.2.1 The annual budget under Plan and Non-Plan (Income and Expenditure) is due for submission to the Government of Karnataka and the Indian Council of Social Science Research for eventual release of grants. Similarly, budget estimates are to be prepared in respect of the Agricultural Development and Rural Transformation Unit, Population Research Centre, RBI Unit and Commercial Taxes Unit for onward transmission to the respective Ministries of the Government of India, RBI and Commercial Taxes Department of Government of Karnataka. This exercise will cover the revised budget estimates in respect of the current financial year and budget outlay for the following year. This involves collection of detailed information from various units and sections, their scrutiny and compilation. 6.3 Composition of Budget

6.3.1 The budget is to indicate the following against each item under each of the budget heads: 6.4 Estimated costs as in the sanctioned estimates and the amount committed against these estimates. Actual expenditure up to the beginning of the year Budget outlay as approved for the financial year Revised budget as proposed for the current financial year Actual expenditure during the current financial year up to the month available Anticipated expenditure for the rest of the financial year. Preparation of Budget

6.4.1 In order that the budget is compiled in a realistic manner in accordance with the approved programme of activities and the plan for implementation of other new programmes, the heads of units shall also be consulted if found necessary. While preparing the budget under each head, amounts due for commitments already made, payments made so far and likely payments during the year are to be taken into account. Likewise, new commitments that are likely to be entered into during the year are to be enumerated and payments thereon need to be forecast. The information gathered from various sources is to be scrutinized and edited before final compilation.

132

6.5

Approval of Budget

6.5.1 The budget proposals prepared for ISEC Main for being placed fore the Finance Committee contain a great amount of detailed information and in particular, the following: (a) (b) (c) (d) For the previous year: Original estimates, revised estimates and actuals. For the current year: Original estimates, actuals for the part of the year that has elapsed, anticipated requirements for the rest of the year and the revised estimates. For the ensuing year: Estimates proposed and brief notes thereon. The schedule of establishment adopted for each unit/section

6.5.2 The Budget proposals for ISEC Main is to be passed by the Finance Committee and approved by the Board of Governors. In the case of other units, the ministries or funding agencies concerned approve the budget. 6.6. Budgetary Control

6.6.1 At a primary level, budgetary control, in general, coexists with the operation on the budgetary provisions in as much as at each point at which any expenditure from any budget provision is either incurred or planned, an element of budgetary control also operates by seeing that There is need for that expenditure and its quantum is commensurate with the need. Such expenditure is incurred by following approved expenditure procedures and adopting norms laid down. Approval of authority empowered to sanction expenditure is sought. The transaction is brought into the relevant books of accounts immediately thereafter.

6.6.2 As all the transactions are liable for post audit by the Statutory Auditors/Accountant General (Audit), the Registrar and the Accounts Officer shall have a close watch on the expenditure by properly exercising budgetary control. 6.7 Books of Accounts

6.7.1 Separate accounts of receipts and expenditure shall be maintained grantee-wise and fellowship accounts are maintained individual-wise. The books of accounts maintained in the Accounts Office fall into the following three broad categories: (a) (b) (c) 6.7.2 Books of primary entry, also referred to as Primary Books of Account. Secondary books of entry, also referred to simply as Secondary Books. Other books of account. Primary Books of Accounts

The following are the primary books of accounts: (a) (b) The Cash Book The Journal

Cash Book The cash book is of two types-one for recording bank transactions and the other for recording petty cash transactions. These are column ledgers, for recording the cash and bank transactions that take place every day. The cash books should have columns for

133

recording cash receipts and cash payments and also amounts received/paid through cheques, bank drafts or postal orders. There are columns for the classification of the transactions that take place under broad categories like grants, advances, overheads, equipment, books etc. As and when amounts are received they are to be recorded in the cash book continuously, giving reference to the receipt numbers, names of the parties and their addresses, particulars of the receipts and the amounts received. Cash receipts are entered in the cash column and the amounts received through cheques/drafts are entered in the bank column. Similarly, on the payment side transactions recorded through cheques/drafts are entered in the bank column. Similarly, on the payment side transactions are recorded continuously, giving voucher numbers indicating the details of the payments made and the amounts paid. Periodically, the totals of the figures in the cash and the bank columns are arrived at and the closing cash balance is worked out, taking into account the opening balance of cash held at the commencement of the day and the cash receipts and payments during the day. Journal There are certain transactions that take place not involving payment or receipt of cash as these are taken into account through adjustment entries. For example, transfer to various heads, deductions made from salaries shall be accounted for through journal entries. Stores issues to the various departments / sections from the central stores are accounted through a journal entry by crediting the stock account and debiting the departmental budget provision. Adjustment entries are also passed for the rectification of errors of misclassification in the book of accounts. The adjustment entries are recorded in a register called Journal as and when adjustments are passed. These entries are recorded chronologically and a serial number Is given to each of them for easy reference at a later date. The Journal is closed periodically and an abstract of all debits and credits is prepared and tallied. One common Journal is maintained for all accounts in the Institute, and the entries in respect of each account are posted to the General Ledger of that account. The journal entries shall have the authority of the Accounts Officer. 6.7.3. Secondary books of entry: The general ledger and the trial balances come under this category. General Ledger The General Ledger is the main ledger wherein the transactions are recorded headwise from the cash books. In the general ledger, the receipts and payments only under major heads of accounts are recorded. No details are available in this ledger. From the general ledger, the figures are taken to the trail balance every month. From the details available in the ledger, a statement of expenditure under various subheads of recurring grants is prepared whenever there is a request from the Director/Project Director. Trial balance The trial balance shall be prepared every month with the balances under each major head of account as maintained in the general ledger. This shall be closed once a month. The debits and credits posted shall be totalled at the end of the month and tallied. This ensures that all the balances from the General Ledger have been taken correctly to the trial balance. Monthly trial balances under each account are filed in guard files, and at the end of each financial year the final balances are taken to the receipts and payments or income and

134

expenditure account and the balance sheet. At the end of each month, a bank reconciliation statement shall also be prepared. From the trial balance, receipt and payment account wherever it is required eg. FCRA a/cs, ISEC Main a/cs and/or income and expenditure account shall be prepared. The accounts that received grants from or through foreign agencies shall be sent to the Home Ministry, as required in the Foreign Contribution (Regulation) Act, within the time frame stipulated therefor. Balance Sheet The balance sheet gives a total picture of the financial position of the Institute. The liabilities and the funds built up shall be listed on the left hand side and the assets and properties shall be listed on the right hand side of the balance sheet. The figures for the balances sheet shall be taken from the trial balance and other accounts as indicated above. As no depreciation is worked out every year, the total value of assets is depicted on the liabilities side as well as on the assets side by contra entries. The balance sheet is signed by the Accounts Officer, the Registrar and the Director, and placed before the Auditors for verification. When the balance sheet is verified and certified by the Auditors, it shall be placed before the Finance Committee for their scrutiny. With the comments of the Finance Committee, the accounts shall be placed before the Governing body for approval. Copies of the approved accounts and the balance sheet are sent to the grantee organizations, whenever required. CHAPTER SEVEN PROVIDENT AND GRATUITY FUNDS 7.1 Provident Fund:

7.1.1. The Provident Fund (PF) is managed by a Board of Trustees. Election to the board of Trustees is dealt with in ISEC Bye Law on election to PF Trust. The management of the fund is governed by ISEC EPF Rules. The Institute employees are covered under the Employees Provident Fund Scheme. Each employer admitted to the fund shall be assigned an account number under which a ledger page will be opened to post recoveries towards monthly subscription, refund of loans, employers contribution, interest on the balances at credit and all withdrawals from the fund, whether they are in the nature of loans or part or final withdrawals. 7.2. 7.2.1. 7.3 Property of PF: The provident fund trust property consists of subscriptions of the members and contribution from the Institute; any accumulations or accretions to the Fund by way of interest or otherwise; any transfers from other recognized Provident Fund or Provident Funds under Employees Provident Fund Act, 1952; any securities or other assets purchased with the accumulations or accretions. Subscriptions:

7.3.1. Subscriptions to the fund shall be at the minimum of 12% of the monthly pay of the member and not more than 24% of such pay. However, the member may enhance the subscription above the minimum only once during the year. In calculating the subscription,

135

any fraction of a rupee is omitted. Subscription shall be deducted from the salary of the member every month and the amount so deducted shall be paid into the Institutes Provident Fund Account to the credit of the member provided the arrears of subscription, if any, shall be deducted in easy installments not exceeding 24 months as may be fixed by the Director. 7.3.2. The Institute shall contribute, every month an amount equal to 12% of the monthly pay of the member, and such contribution shall be credited to the individual account of each member along with his monthly subscription. In calculating the contribution, fraction of a rupee shall be omitted. 7.4 Accounting:

7.4.1. Every month the provident fund unit shall prepare a statement of amounts recoverable from each subscriber towards subscription and loans, and watch recovery and remittance through the pay register. 7.4.2. Cheques, demand drafts, etc. received on behalf of the fund shall be accounted in the cash book on a day-to-day basis. The counterfoils of the challans shall be linked to the receipts and filed carefully. All receipts directly credited to the bank such as interest on investments, deposits, etc. credited by Bank shall be taken to the cash book immediately on receipt of advice from the bank. All payments from the Fund shall be by cheques only. Largely, the nature of payments will be loans / withdrawals by subscribers, final payments on resignation / superannuation /death of subscribers and investment of surplus money in the Fund. 7.4.3. Subscribers shall be eligible for loan or withdrawal to the extent of their own subscriptions standing to the credit of that account, which shall not include employers contribution. The subscriber shall apply for loan / advance in form ISEC G and the application shall be processed in form ISEC H. Applications for loans/withdrawals from the Fund shall be verified with reference to their eligibility for advance / withdrawal in terms of rules, existing instructions, admissibility of the advance / withdrawal for the reason stated, amount of advance admissible, etc. and then put up for sanction. After the sanction is accorded, cheques shall be legibly written, clearly indicating the payee, amount payable both in figures and words, date of issue and shall be crossed. Cheques duly written up shall be put up along with the voucher to the Accounts Officer for signature. The cheque shall be entered in the cash book, quoting reference to cheque number, payee and nature of payment. The payment voucher shall be allotted the cash book serial number. Cheques may be handed over to the subscribers under acknowledgment. 7.4.4. A Cash Book shall be maintained on day-to-day basis to record all receipts of subscription, refund of loans, interest received from investments and all other miscellaneous receipts to the fund, and also payments towards loans, withdrawals, final payments to the subscribers, investment of surplus money in the Fund and other miscellaneous payments. The Cash Book shall be closed monthly and the balance arrived at. A reconciliation statement between the cash book and the bank book shall be prepared every month. 7.4.5. A Broad Sheet in the form of ledger shall be maintained to post opening balance, recovery towards subscription, Institutes contribution, recovery of loan instalments and payment of loans/withdrawals. The ledger will be maintained memberwise, and at the end of each month the ledger shall be tallied with the recovery statement. On 31st March of each financial year, the closing balance of each subscriber shall be arrived at and tallied with the balance reflected in the subscriber abstract. Income and expenditure account and the balance sheet for the year shall be got audited and certified.

136

7.5.

Investment:

7.5.1. The most important function of the provident fund unit is to ensure that surplus money in the fund is judiciously invested in permissible securities so as to ensure maximum yield to the fund. A regular account of all investments made and interest realised should be maintained. For this purpose, the procedure prescribed in the Income-Tax Rules shall be followed. 7.6 Other matters: 7.6.1. The minimum subscription is fixed with reference to the emoluments on the date of joining the Fund. Subscription may be increased and / or reduced once during the course of the year. Institutes contribution to the Fund shall be such fixed percentage of emoluments of subscribers, drawn during the year or period, as the case may be, shall be credited to the subscribers account. 7.6.2. A member of the provident fund, as soon as he is admitted to the fund shall submit to the provident fund unit, his nomination formally conferring the right to receive the accumulations in his fund account, in the event of his death, to any member of his family, as provided in the rules. In the case of multiple nominee the share of each shall be specified. A subscriber can at any time cancel a nomination and send a fresh nomination. Where there is no nomination, the amount shall be payable to his legal heir or heirs in accordance with his personal law. Final payment is admissible when the subscriber quits service, is dismissed, removed from service or proceeds on superannuation. Any amount due to the Institute or any amount misappropriated by the subscriber is not recoverable from the final payment. However, Institute dues are recoverable from the Institutes contribution. 7.7 7.7.1 Gratuity Fund Management:

The Gratuity Fund is managed by a Board of Trustees whose election and other matters are governed by ISEC Bye Law on election to Gratuity Trust. The management of Gratuity Fund is governed by ISEC Gratuity Rules. 7.8 Property:

7.8.1. The Gratuity Trust property consists of the following: Contributions by the Institute. Any accumulations or accretions to the Fund by way of interest or otherwise. Any transfers from other Gratuity Funds. Any securities or assets purchased with the accumulations or accretions.

The annual contribution by the Institute to the Fund shall not exceed 8-1/3% of the emoluments, as defined, of each employee during each year. 7.9. Investments:

7.9.1. The accumulations in the Gratuity Fund Account will be invested judiciously in accordance with the pattern prescribed in the Income-Tax Rules. No money belonging to the Fund shall be receivable by the Institute under any circumstances nor shall the Institute have any lien or charge on the Fund. An employee may be allowed to make a nomination

137

conferring on one or more persons the right to receive the amount of Gratuity in the event of his death, before the amount becomes payable or having become payable, has not been paid. Where no valid nomination is made or subsists, the gratuity amount admissible shall be paid to his legal heir or heirs in accordance with his personal law. 7.10. Accounts:

7.10.1. The accounts of the Gratuity Fund Trust in the form of income and expenditure statement and balance sheet shall be made up to the 31st day of March every year and shall be duly audited by the Chartered Accountant appointed. CHAPTER EIGHT MISCELLANEOUS 8.1. Insurance of buildings and equipment against fire hazards

8.1.1. The Institute shall insure, if necessary, its building and equipment, books, etc. with the General Insurance Corporation. For this purpose, the following norms are adopted. Equipment Books Vehicles Buildings ----------------100% of the value. 100% of the value. 100% of the value (Comprehensive) A notional value is taken for this purpose.

8.1.2. Every year while renewing the fire policy, the additions made to the equipment, books, etc. shall be added to the value of the insured amount, and the value of the items written off is deducted. 8.2 Audit fees

8.2.1. The General body approves the appointment of the external auditors and the remuneration paid to them. After the final accounts are passed by the general body, the Accounts office shall draw a cheque covering the remuneration to be paid. 8.3 Salary Certificate:

8.3.1. An official requiring a salary certificate should make a specific request indicating inter alia the purpose for which it is required. The certificate issued shall contain full salary details, including all recoveries and also the purpose for which it is intended to. The certificate will be signed by the Registrar. The certificate shall specify that issue of the certificate does not amount to any financial commitment on the part of the Institute. The officials initials in token of receiving the certificate will be obtained in this register. The certificate shall be issued in Form 1. 8.4 Loans by outside agencies

8.4.1 Some of the nationalised/cooperative banks and other government agencies are willing to give loans or allow credit purchases based on guaranteed recoveries from the salaries. As a matter of principle, the Institute has decided to undertake salary deductions only in respect of loans given by the State Bank of India, AMD Branch, Nagarabhavi, State Bank of Mysore in Campus and the Co-operative Apex bank, Kengeri. While agreeing for the salary deductions it shall be ensured that the take home salary of the individual does not fall below an amount equal to fifty per cent of his basic pay plus rupees hundred. It should also be borne in mind that all Institute dues will get priority over other deductions. Such

138

facilities shall be made available only to permanent employees of the Institute and not to temporary and project staff. 8.5 Court Attachments

All court attachments of salaries received shall be entered in a separate register and recoveries made shall be promptly remitted as advised. 8.6 Computerisation

8.6.1 It has been decided that the accounting functions of the Institute shall be computerized in a phased manner. As a first step, pay accounting is being done on computers on an experimental basis. The Accounts Officer shall identify suitable software in consultation with the Accountant Generals Office and others, and give his concrete proposals in due course. 8.7 Income-Tax:

8.7.1 According to Section 192 and 194C of the Income Tax Act 1961, any person responsible for making payments of salaries, payments to contractors exceeding rupees twenty thousand for carrying out any work, is liable to deduct tax at source on such payments at prescribed rates. Non-recovery of tax at source by the drawing and disbursing officers shall attract penal provisions of the Income Tax Act, 1961. Income tax as required shall be deducted from salaries and other payments and remitted to the department within the time frame fixed. Other returns due to individuals/companies from whom IT is deducted and due to Income Tax Department shall be sent promptly well within the due dates prescribed therefor.

8.8 8.8.1

Overriding Effect: The provisions of this Manual shall not have an overriding effect on the main rules of the Institute. Power to Interpret: The Director of the Institute shall have the power to interpret the provisions of this Manual. Power to Amend:

8.9 8.9.1

8.10

8.10.1 The Board of Governors of ISEC shall have the power to amend the provisions of this Manual.

139

ISEC LIBRARY BANGALORE-560072 LIBRARY RULES (Amended upto 07-12-1994)

1. Working hours

The working hours of the ISEC Library will be as follows: (a) (b) 2. (a) Reading and reference Borrowing and returning of reading materials Eligibility for membership i. Members of the ISEC faculty and staff ii. Ph D students of ISEC on payment of a Library Deposit of Rs. 500/- (refundable) Part-time Ph D scholars of ISEC, whose Ph D supervisor is a faculty member of ISEC, may, on payment of a Library Deposit of Rs.5000/- (refundable), borrow two books. Visiting faculty of ISEC. Academicians retired from active service, settled in Bangalore and having no membership of any academic library may be enrolled as members of the ISEC Library at the discretion of the Director on payment of Library Deposit of Rs.2000/(refundable). Visiting scholars coming to ISEC for their research studies may be enrolled as members of the Library on the recommendation of the Director or any Professor on payment of a Library Deposit of Rs.5000/-(refundable) with borrowing facility of two books. Corporate concerns and NGOs by making a refundable deposit of Rs.10000/- for a minimum period of one year (34th and 40th meeting). Part-time Ph D fellows can avail three more additional borrower cards by making a refundable deposit of Rs.3000/- (till their completion of pre-Ph D course for outstation candidates). The local candidates may extend this facility (46th meeting). Board members. Eligibility for reading and reference 10.00 am to 5.00 pm 10.30 am to 4.30 pm

(b)

(c) (d)

(e)

(f)

(g)

(h) 3.

Registered Ph D students from academic Institutions/Universities and college teachers engaged in social science research may be admitted to the Library for consultation by furnishing introductory letter from the concerned Institution/University. 4. (a) Borrowing facilities Borrowers tickets will be issued to the members as follows:

140

i.

Professors, Associate Professors, Assistant Professors, Research Analysts, other categories of staff at par with faculty, visiting faculty -12 tickets Technical Assistants Other ISEC staff Research students of ISEC Part-time Ph D scholars of ISEC Retired Academicians/Visiting Scholars/Founder members -----6 tickets 2 tickets 10 tickets 3 tickets 2 tickets

ii. iii. iv. v. vi. (b)

Borrowers tickets are not transferable. In the event of loss of a borrowers ticket, a duplicate will be issued on payment of Rs. 2/- for each ticket after the lapse of two months from the date of reporting the loss in writing to the library. Duplicate tickets will be issued only on the understanding that the borrower will be responsible for any loss arising out of the loss of the original tickets. Consultation of Books in the library The library will observe open access system in the stack rooms. Before entering the library, readers are requested to deposit all their personal belongings such as umbrellas, overcoats, briefcase, bags etc., at the counter and also should sign in the register at the entrance kept for the purpose. The library staff on the counter are authorised to examine everything that passes into or out of the library. Readers are requested to kindly cooperate with them in the discharge of their duty. After taking books/documents out of the stack rooms for consultation in the reading room, a call slip should be filled up and deposited at the counter for quick retrieval of such material being used in the reading rooms at any moment of time. After consulting the books/documents in the library, readers are requested to handover them to the staff at the counter who will cancel the concerned call slips and arrange to replace them in the stacks. In the reading rooms for research students and staff members, not more than 20 books can be kept on a table at a time. This is to prevent piling up of books which remain unattended, very often involving a long time in tracing books when needed by others. Loan of books and periodicals to members Ready reference books will not be issued from the library. Loose issues of academic journals will not be issued to the members. Back issues of popular magazines will be issued against readers ticket for week- end reading and holiday eves only. Failure to return them will entail overdue charges of Rs. 1/- per day, per issue.

(c)

5. (a)

(b)

(c)

(d)

(e)

6. (a) (b)

141

(c)

Bound volumes of periodicals will be issued for 7 days only to the members. A period of 3 days will be allowed for late return. Thereafter, an overdue charge of Rs. 5/- per day per volume will be charged. (i) The period of loan of books and documents other than those mentioned in 6 (a) to 6 (c) will be 30 days. The books/documents borrowed on the tickets should be returned or renewed on or before the due date stamped on the issue slip. In case of urgent necessity, books may be recalled before the due date. On receipt of a request for a book already issued to a member of the library, the Librarian will recall the book from the concerned member by issuing a recall notice. On receipt of the recall notice, the concerned member should return the book/s within 48 hours failing which a fine of Rs. 2/- per day per book will be charged. In other cases, a sum of Rs. 2/- per day per book will be charged as overdue charge 3 days after the due date for return of the books. The 3 days period after the due date will be considered as a grace period without overdue charge.

(d)

(ii)

(iii)

(e)

Books/documents shall be lent to the members only. Only one book/document can be issued against one ticket. Inter-Library loan Books/documents available in the ISEC Library can be lent to libraries of similar institutions on a reciprocal basis. A maximum of 5 books will be lent to each such institution for two weeks. The names of the institutions which are eligible for such facilities will be decided and reviewed, from time to time, by the Library committee and the urgent cases by the Chairperson of the Library committee in consultation the Vice-Chairman and the Librarian.

7. (a)

with

(Note: The following institutions were recognized as eligible for inter-library loan facility under this Rule on reciprocal basis by the Library Committee: 1. 2. 3. 4. 5. 6. (b) Indian Institute of Management Library, Bangalore Indian Statistical Institute Library, Bangalore Bangalore University Library, Bangalore Population Centre Library, Bangalore University of Agricultural Sciences Library, Bangalore Indian Institute of Science Library, Bangalore

Bound volumes of periodicals and serials and loose issues of periodicals will not be issued on inter-library loan (ILL). Books/documents from the reference collection, rare and valuable book collection and books in constant demand will not be issued on ILL. The period of loan will be two weeks from the date of issue unless recalled by the library earlier. The borrowing library will have to return the books/documents within the specified period or have them renewed in advance. Out\station libraries will have to return the publications by registered post at their own cost.

(c)

(d)

(e)

142

(f)

The borrowing library will be responsible for any loss or damage to the document from the time it is lent out till it is returned to the library. Any loss/damage will have to be made good by the borrowing library. Every requisition for loan of books should be routed through the Librarian of the borrowing organization. Acquisition of books/reports/other documents Members of the faculty may suggest books/documents for addition to the library by furnishing the bibliographical details on the prescribed suggestion cards or hand written slips. These suggestion cards/slips should be sent to the library through the heads of the units. All books, periodicals or any other reading material procured through purchase or received as gift will be first entered in the records of the library and technically processed before putting into use. New books/documents shall not normally be issued during the first week of display in the library. General Library Rules Readers should not write or deface the pages, or otherwise damage the books/documents/periodicals or other reading material belonging to the library. Smoking, spitting, conversation and similar disturbances are not allowed in and around the library premises. Library books are for the benefit of not only the present users but also for the future generations of users of this library. They should therefore be handled with due care and attention. As the library is a place of study and research, members are expected to maintain discipline, dignity and quietness inside the library. Readers are solely responsible for any damage done by them to the books or other property belonging to the library and shall be required to replace such books or other property lost, damaged or to pay the full replacement value thereof, as determined by the authorities. The Director will have power to suspend the use of borrowers tickets of any reader or deny the use of the library facilities to any reader found neglecting to comply with any of the above rules. Notwithstanding anything contained in these rules, the Library Committee and the Director, ISEC will have powers to cancel in full or in part, or to modify any or all the rules mentioned herein.

(g)

8. (a)

(b)

(c)

9. (a)

(b)

(c)

(d)

(e)

(f)

(g)

143

BYE-LAWS FOR APPOINTMENT OF REGISTRAR OF ISEC (Please see Rule 13 of Rules and Regulations of ISEC Society) The Bye-laws relating to the appointment of Registrar as approved by the Board of Governors of ISEC in its meeting dated December 17, 2008 are as below: Introduction 1. Registrar is one of the authorities of the Institute. He shall be appointed by the Board of Governors in accordance with the bye-laws and his powers and functions will be prescribed by the bye-laws. Aim 2. The aim of these bye-laws is to lay down the job responsibilities, procedures for selection, appointment, and other related issues in respect of the Registrar of the Institute. Job Responsibilities 3. Registrar is the Administrative Officer responsible for the Administrative, coordination of all the activities in the Institute. Registrar will function under the instructions of the Director and report to the Director on all matters and perform such functions as may be assigned by the Director in addition to those listed hereunder. Registrar will be responsible for: (a) Co-ordination and facilitation of PhD Admission, Seminars & Workshops, Academic and research activities. All the project MoUs will be signed by the Registrar on behalf of the ISEC Society except those required specifically to be signed by the Director. (b) Under the instructions of the Director Registrar will prepare the Budget, keep Financial control, Interior Economy, supervise Auditing and preparation of annual report of the Institute in consultation with the Accounts Officer and others. (c) Making all the administrative arrangements for all the meetings, functions, conferences, seminars, public and memorial lectures and other events. (d) Safe and secure maintenance of all research schedules, records, research reports and property/assets of the Institute and keeping a proper inventory of all of them. (e) Ensure that all offices follow proper filing systems so that all papers, correspondence and records are securely kept and are easily accessible. (f) Controlling, Supervising and Monitoring the functioning of Accounts, Publication Section, Library and all other administrative and support groups and ensure their smooth functioning. (g) Initiate action under the instruction of the Director as per the ISEC Rules for all permanent and temporary recruitment, Performance Appraisal, Evaluation, Promotion and career advancement of all employees. 144

(h) Responsible welfare officer of the Institute and of the residents residing in the campus. (i) Framing and issuing instructions for the campus and infrastructures management, general administration, Hospitality, Events and institutional management under the instructions of the Director. (j) Lead as the Chief Security, Safety and Loss prevention Officer of the Institute, issuing instructions on these matters and ensure the same through the concerned staff. (k) Ensure that the standard office procedures, official code of conduct and office secrecy is strictly observed by all employees. Initiate disciplinary action as per the Rules of ISEC against any defaulters under the instructions of the Director. (l) The Registrar will be the Secretary to the Board of Governors and Annual General Body Meetings and member cum convener of all other committee meetings. All the meeting notices will be issued under the signature of the Registrar unless otherwise specified. (m) Assist the Director in all activities of the Institute and perform any other duties assigned and delegated by the Director time to time. Educational Qualification and Experiences 4. Essential: a. Should be a Post Graduate with minimum of 50% marks. b. Should be Computer trained with proficiency in basic office management softwares. c. Should possess sound knowledge of accounting, budgeting, Civil Services Regulation, Labour Laws and Indian Official Secret Acts. d. Must have minimum 10 years of working experience in General Administration and Institutional Management, Human Resource Development, Personnel Management and in all aspect of campus management including Hospitality, Facilities, Events and Security Management. e. Should possess good communication skills.

5 Desirable: a. Post Graduate in any Subject of a recognized university//MBA in HRD & PM/Post Graduate in HRD b. Minimum five years experience in handling independently all the aspects of management and administration of a large sized establishment / Institution. 145

c. Sound knowledge of Kannada d. Sound Knowledge management. of contracting, purchase, asset and inventory

6. Category of Candidate and Age Criteria The candidates may be selected from the following categories: a. On deputation from the Karnataka Administrative Service Officers and other Institutions. Should have sufficient five years of service left for superannuation. b. Through direct recruitment by open advertisement. Internal candidates may also apply. Age up to 55 years.

c. Retired Army/Navy/Air Force Officers (through open advertisement/Army Placement Agency). ISEC will prefer a senior Defence Services Officer of the rank of Colonel or equivalent ranks from other defence services. Terms and Conditions of Engagement 7. Period of Engagement: (a) The candidates on deputation from Government will serve for the period as per the acceptance of the parent organization agreed by the Selection Committee. Internal and directly recruited candidates will be appointed initially on contract basis for two years. The contract may be extended further up to three years by a Review Committee consisting of the Chairman BoG, One nominee of the BoG, One Professor of the Institute and Director. The incumbent may be considered for a fresh term in competition with others for further appointment up to the age of 60 years.

(b)

Remuneration and Perquisites 8. Basic Pay:

Candidate on deputation will be entitled to basic pay as per the prevailing scales of the parent organization; the Internal and directly recruited candidates will be entitled to basic pay in the scale of Associate Professor. Additional special pay shall be fixed by the selection committee and recommended to the Board of Governors for approval. 9. Increment, Allowances and Pay Revision: The Board of Governors on recommendation of the Selection Committee may grant such additional increments to the experienced and good candidates as per the provision of Rule 11(a) of the ISEC Service Rules. Yearly increment will be entitled to the Registrar and the pay will also be revised simultaneously along with the faculty as per the recommendation of the Central Pay Commission. All other terms and conditions of 146

service applicable to employees who are appointed or remain in service for minimum of 5 years will apply. 10. Accommodation and Miscellaneous: Registrar must stay in the campus. Appropriate Rent and Tax Free accommodation will be provided to the Registrar and no HRA will be payable. ISEC will also provide a residential telephone for official work. He shall be allowed the use of an ISEC Car up to 200 kilometers in a month for personal visit to the town. Selection Procedure 11. Application and Advertisement: Application/nomination shall be invited from the Govt. of Karnataka, from retired officers of the Army, Navy, Air Force (through Army Placement Agency) and from other organization like: Universities, Research Institutes, Training Centres etc. Advertisement will be placed in national, local news papers and electronic media as per the Rules of the Institute for selection of faculties. 12. Screening Committee A Screening Committee comprising the Director, two Professors nominated by the Director will be constituted to screen the applications and select the deserving candidates for interview. The proceedings of the Screening Committee will be approved by the Director.

13. Selection Committee A Selection Committee comprising the Chairperson of the Board of Governors, One members of the Board of Governors, One Professor nominated by the Director, Two external experts and the Director of the Institute will be constituted to Interview and select the candidate for appointment as Registrar. The appointment shall be approved by the BoG. The Chairperson, BoG may approve the appointment, if urgency demands and report the same to the Board of Governors at the next meeting. Appointment letter will be signed by the Director and the candidate shall report to the Director.

147

BYE-LAWS ON THE INTERNAL STRUCTURE AND WORKING OF THE ISEC

(Amended upto 17.03.2011) WHEREAS it is necessary to formalise the management of the Institute as an Institute for Research and Training in the Social Sciences and having regard for the scale and complexity of its activities, the Board of Governors of this Institute hereby makes the following bye-laws viz: Short Title: These bye-laws may be called 'Bye-laws on the Internal Structure and working of the Institute for Social land Economic Change - 1976 and shall come into force with immediate effect. Part I: (POWER AND RESPONSIBILITIES OF THE DIRECTOR AND HIS COLLEAGUES) 1 The Director shall be appointed as per clause 8 in the Rules and Regulations of the Institute by the Board of Governors upon such terms and conditions of service as would be decided by them, and shall be responsible to the Board. The Director, subject to the general supervision of the Board of Governors, shall be responsible for the administration of the Institute. The Director shall be responsible for the maintenance of discipline and good conduct in the Institute in respect of both the staff and students, and shall have the power to suspend, expel and take such other action necessary against any student and also shall have the power to exclude any person other than a member of the staff from any part of the premises of the Institute. The Director shall have the power to incur all expenditure of the Institute in accordance with the budget of the Institute approved by the Board of Governors, as well as to make reappropriations therein not exceeding Rs.10,000/-. All selections for appointments made by the Selection Committees shall be placed before the Board of Governors for their consideration. Orders for appointments shall issue in accordance with the decisions of the Board of Governors on the recommendations of the Selection Committees. The Director shall have the power, subject to budget provision, to create temporary posts for research studies for the duration of those studies. He will also have the power to make ad hoc appointments to these as well as the vacant posts pending recruitment in accordance with the rules. The Director shall report to the Board of Governors all temporary posts created in the academic categories and ad hoc appointments thereto (BOG 21-5-1992) With the approval of the Chairperson, the Director may in urgent cases, take such action as is necessary in the interest of the Institute. All such actions shall be reported to the Board of Governors at their next meeting. The Director shall, with the approval of the Chairperson, have the power to send members of the staff for training or for a course of instruction inside India subject to such terms and conditions as may be laid down by the Board of Governors from time to time. All such actions shall be reported to the Board of Governors.

148

The Director shall have the power to sanction remission or reduction of rents for buildings rendered wholly or partly unsuitable and report the same at the next meeting of the Board of Governors. The Director shall have the power to sanction temporary allocation of any building for any purpose other than for which it was constructed for a period not exceeding 11 months. In the absence of the Registrar, the Director may assign to the Assistant Registrar, subject to his assigning to any other member of the staff, any of the specific functions which are normally performed by the Registrar. The Director shall be the Ex-Officio Chairperson of all Committees constituted either by the Board of Governors or by himself, except Finance Committee, of which he shall be a member and the Chairperson of the Board of Governors shall be the Ex-officio Chairperson. The Director shall exercise all powers vested in the Head of a Department in Government, and such other powers as may be vested in him by the Board of Governors. During the absence of the Director from headquarters, he may authorise the Joint Director to discharge the current duties of the post of the Director. The Director may with the approval of the Chairperson, delegate his powers to such extent he may deem fit to the Joint Director or any other colleague. Acting Director: In the event of a vacancy in the Office of Director, or the absence of the Director by reasons of illness or otherwise, for such a period as to warrant the appointment of an Acting Director by the Board of Governors, the Acting Director shall exercise the powers and perform the duties of the Director for such period as the Board of Governors may authorise. Registrar: Registrar shall be the Head of the Office and in this capacity he/she will oversee all functions, including Accounts and Administration and such other responsibilities as may be assigned to him/her by the Director. Registrar will report to the Director on all matters of administration and other functions entrusted to him/her. Head of the Centre: Each Centre of the Institute shall be placed in charge of a HEAD who shall be selected by the Director from among the Professors and in the absence of Professors from among the Associate Professors. The Head of a Centre shall be responsible for the working of the Centre and have the powers necessary for the purpose subject to the general control of the Director. It shall be the duty of the Head of a Centre to see that the decisions of the authorities of the Institute and the Director are faithfully carried out.

10

11

12

13

14

15

16

17.

18

19

20

149

21

It shall be the duty of the Head of a Centre to conduct research work by himself, to organise or monitor general research work in his Centre, to guide research students in a specialised branch, to be in charge of the general management of the Centre and to advise the Director when so required with regard to any course of study or other matters relating to the subject and to do such other duties as may be allotted by the Director from time to time. A Committee comprising Director, Vice Chairman of the Academic and Research Programme Committee and one Professor may meet every two months for a detailed Centre-wise review of on-going research activities; at each meeting half the number of Centres may be covered. Professors: It shall be the duty of the Professor who is not the Head of a Centre to conduct research by himself, to guide research students in his specialised branch and generally be of assistance to the Head of the Centre for the better functioning of the Centre. Associate Professor: It shall be the duty of an Associate Professor to conduct research work, to guide research students in his branch of specialisation allotted to him and perform such other duties as may be allotted to him by the Head of the Centre for the better functioning of the Centre. Assistant Professor: Assistant Professor shall in addition to his own research work, carry out such other duties as may be allotted to him by the Head of the Centre for the better functioning of the Centre. All Professors and Associate Professors including Heads of Centres and Assistant Professors should take part in the teaching and training activities of the Institute when called upon to do so.

21A

22

23

24

25

Part II: STRUCTURE OF COMMITTEES AND THE CLEAR DEFINITION OF THEIR ROLES AND RIGHTS AND RESPONSIBILITIES)
26 The following committees shall be constituted to assist the Director in the discharge of his academic and administrative duties: Finance Committee Academic and Research Programme Committee Library Committee Selection Committee 27 1. The composition and the functions of the above committees shall be as follows: FINANCE COMMITTEE: Finance Committee shall consist of the following members: i ii Chairperson, Board of Governors : of the Committee Director of the Institute : Ex-Officio Chairperson Member (Ex-Officio)

150

iii

iv

vi vii

Secretary/Joint Secretary to Govt. Finance Department Government of Karnataka : Secretary to Government Education Department Government of Karnataka : Two nominees of the Board of Governors other than those referred to above, who shall be local residents and other than members of the Staff : A nominee of the ICSSR : Accounts Officer :

Member (Ex-Officio)

Member (Ex-Officio)

Members Member Member

The Registrar shall be the Secretary of the Committee. The Committee shall perform the following functions. a Examine and scrutinise the annual budget and the annual statement of accounts of the Institute prepared by the Director and make recommendations to the Board; also review periodically the progress of expenditure. Examine the report of the auditors and the explanations thereon suggested by the Director; Give its views and make recommendations to the Board either on the initiative of the Board or of the Director or on its own initiative on any financial question affecting the Institute; It shall meet at least thrice a year; Four members of the Committee shall form a quorum for a meeting of the Committee, which will include at least one of the members listed under 4 and 5 of clause 27. A copy of the minutes of every meeting of the Committee shall be sent to the Board.

d) e)

g)

2.

ACADEMIC AND RESEARCH PROGRAMME COMMITTEE The Academic and Research Programme Committee shall consist of the following:

i) ii) iii) iv) v) vi) vii)

Director of the Institute Ex-Officio Chairperson Vice-Chairman, who shall be nominated by the Director from among the Professors Vice-Chairman Heads of Centres (including Acting Heads and Heads I/c Members Professors not covered above: Members Librarian/Deputy Librarian : Member 50% of the number of Associate Professors on the rolls: Members 33% of the number of Assistant Professors on the rolls: Members Three outside experts one of whom shall be a local expert, who shall be nominated by the Board of Governors on the recommendation of the Director (As far as possible, it may be ensured that the three experts are from different disciplines) : Members

151

viii)

Registrar shall be the Secretary of the Committee.

Duration of the membership of the Committee shall be one academic year in the case of Professors, Associate Professors, Assistant Professors and two years in the case of Vice-Chairman and one year for outside experts. In the absence of the Director, the Vice-Chairman shall preside. A simple majority of the members of the Committee shall form the quorum for its meeting. The Committee shall assist the Director in all academic and research matters relating to the Institute such as : a) assist the Director in all academic matters relating to seminars, Courses of Study, Training Programmes, Examination and Tests, Special Courses of Lectures by outside experts, publications and academic relations with similar institutions; b) clear research projects taken up by the Institute or its members as part of their work in the Institute; c) keep a watch on the progress of the various research projects undertaken and give its periodical review; d) consider reports from Heads of Centres in regard to monitoring of individual projects; and e) the preparation of Research Projects, analysis of resources implication, advise on funding, allocation of research resources, supervision of project budgets, assist in the organisation and evaluation of projects, preparation, printing and distribution of project publications and liaison with other research institutions The Committee will have the power to appoint sub-committees which would report to the Committee on the references made to them periodically. The Committee shall meet not less than four times a year or once in three months. 3. LIBRARY COMMITTEE: The Committee shall consist of the following members: i) ii) iii) iv) v) vi) vii) Director of the Institute Vice-Chairman, who shall be nominated by the Director from among the Professors : Librarian Heads of the Centres (including Acting Heads and Heads In-charge : All Professors Associate Professor or Assistant Professor alternatingly from each Centre (by rotation) Registrar Ex-Officio Chairperson Vice-Chairman Member Members Members Members Member

: :

viii) The Librarian shall be the Secretary of the Committee.

152

Duration of the membership of the Committee shall be one academic year in the case of Associate Professor/Assistant Professors and two years in the case of Vice-Chairman. In the absence of the Director, the Vice-Chairman shall preside. A simple majority of the members of the Committee shall form the quorum for its meeting. The primary function of the Library Committee is the guardianship of the Library and its proper maintenance besides the following functions: a. b. c. d. e. Recommend to the Board of Governors rules for the use of Library; Make proposals for its further development and spell out financial implications of such proposals; Approve the allocation of funds amongst the various disciplines of the Institute in the year's budget; Approve all expenditure of a recurring nature like subscription to periodicals, etc. Approve the annual report prepared by the Librarian before it is forwarded to the administrative head of the Institute..

4)

SELECTION COMMITTEE: Selection Committees shall be constituted as follows:

a)

For Selection of Professors: a. Chairperson of the Board of Governors b. Director or Acting Director or in case the Chairperson himself is Director c. Three experts nominated by the Board of of Governors of whom at least two will have to be present for any selection d. Head of the Centre concerned where he is a Professor e. One member of the Board of Governors, who is not a member of the staff of the Institute, nominated by the Board of Governors f. The Registrar shall be the Secretary of the Committee. Chairperson Member Members Member Member

ii)

For Selection of other members of the Academic Staff: a. Chairperson of the Board of Governors b. Director or Acting Director or in case the Chairman himself is Director c. Two experts nominated by the Board of of Governors, of whom at least one will have to be present for any selection d. Head of the Centre concerned e. One member of the Board of Governors, who is not a member of the staff of the Institute, nominated by the Board of Governors f. The Registrar shall be the Secretary of the Committee. Chairperson Member Members Member Member

iii

For Selection of candidates for other posts: a. Director or Acting Director, or in case the Chairperson himself is Director Chairperson b. Head of the Centre concerned Member 153

c. A Professor from any other Centre nominated by the Director d. Two outside experts to be nominated with the approval of the Chairperson e. Registrar shall be the Member-Secretary

Member Members

The Committee shall interview candidates for various posts and give their assessment of the candidates. 28 In addition to the above committees, the Director may constitute for such time as he may think fit, sub-committees intended for carrying out special assignments and they shall work according to the directions of the Director.

Part III : (DIRECTION OF RESEARCH) 29 The academic staff shall devote their full time during the Institute's working hours to the Institute's work However, 75 per cent of their time should be on the research projects undertaken by the Institute and 25 per cent of the time could be utilised on their personal projects.

30 Every member of the academic staff of the Institute shall submit an annual statement on the research work done by him either for the Institute or on his own to the Director through the head of his Centre, for transmission to the Board. 31. The work of the staff members of the ISEC shall be evaluated triennially by an Evaluation Committee appointed by the Board of Governors. To oversee the evaluation process of the faculty, the Board shall nominate two outstanding experts as Referees from among the list of experts already approved by the Board for the Selection Committees. Each individual member of the faculty shall submit a selfevaluation report in a prescribed form to be provided by the Director. The faculty member shall also indicate the names of two or three experts in the subject for consideration to evaluate his work. The referees nominated by the Board will select two experts either from the list supplied by the faculty or outside to review the work of the concerned faculty. There shall be two reviewers for each faculty member who shall submit their reports to the Director. The Director shall provide the reports of selfassessment, external evaluation and the internal evaluation of the concerned faculty to the Referees. The Referees shall submit the overall assessment of the evaluation exercise to the Board for further action. No member of the academic staff should approach any agency for funds for a project either formally or informally except through the Director and with the prior approval of the Chairperson of the Board of Governors. All research projects undertaken during the Institute's working time shall be scrutinised by the Research Programme Committee and the proposals routed through the Institute only. The Research Programme Committee shall submit to the Board of Governors periodical reports, half-yearly and annually on the progress of research projects, after reviewing the reports received from the Centres. Each Centre shall prepare a 5-year research programme for consideration and approval by the research programme committee. In preparing the research programme, need for maintaining a fair balance between applied research and pure research should be borne in mind. 154

32

33

34

35

36

After approval of the Research Programme Committee, the work to be undertaken for each year shall be decided upon and a calendar of operations drawn up fixing up responsibilities for the field work, data analysis and report writing. In respect of projects which are entrusted to the Institute by the State Government or the Central Government or any other private/public body, the Director shall nominate a Professor or Associate Professor or the Head of the Centre as Director of the Project, who will be responsible for the completion of the project report within the time schedule fixed.

37

38 The Director of the project shall ensure that the expenditure on the project or the research programme concerned is within the financial limits sanctioned. In case the financial sanction is insufficient or the time-limit inadequate, it is the duty of the Project Director to move the Director to apply for additional grant/extension of time for completion of the project/programme. Part IV: (SCRUTINY AND PUBLICATION OF RESEARCH) 39 Reports of all research projects conducted at the Institute during the Institute's time (either personal or Institute's) shall be scrutinised in such a manner as the Research Programme Committee may decide. It shall also be the duty of the member of the staff of the Institute in charge of the research project to revise the report, if necessary, in the light of the comments of the committee. 40 The Institute may decide to bring out as publications of the Institute, such reports of Institute's research work done by a member of the academic staff during the Institute's time as, in the opinion of the Research Programme Committee, are worthy of publication In all such cases, the distribution of royalty shall be as under: Authors and/Editors 40% Institute 40% Balance 20% to be placed in a pool for distribution to the staff including Registrar, Accounts Officer, Deputy Librarian, Library Staff, Estate and Mess employees All eligible staff who have put in at least six months service during the financial year can be paid this amount. 41 In the case of reports of personal research work done during the Institute's time, the Institute shall have the first option to bring them out as publications of its own. In all such cases, the author of the report shall be paid 80 per cent of the royalties or net profits, as the case may be, received by the Institute for the publication. 42 Where the Institute, while deciding not to publish itself the report of a research work done during the Institute's time, but has no objection to its publication, the author of the report shall have the right to get it published on his own, provided he pays the Institute 40 per cent of the royalties or net profits received by him. The same shall apply to cases where the Institute, having agreed to publish the research work, fails to do so within three years of the date on which it was scrutinised and accepted. In all these cases, the author shall give due acknowledgment to the Institute and send two copies of the publication to the Institute's Library. He shall personally be responsible for all losses, if any, incurred from the publication.

155

43 In cases of personal research work done during the Institute's time where the Institute has decided not to undertake its publication, the research worker concerned shall have the right to get it published on his own, provided he pays the Institute 20 per cent of the royalties or net profits as the case may be which he receives on the publication. He shall also give due acknowledgment to the Institute and send two copies of the publication for the Institute's Library. He shall be wholly responsible for any loss that may be incurred on such publications. The same rule will apply in cases where the Institute decides to publish the report but fails to do so within a period of three years from the date of the decision. 44 Royalties or net profits retained by the Institute on all its publications shall be credited to a separated fund outside the regular budget, which shall be ear-marked for either subsidisation or for meeting losses, if any, incurred on the Institute's publications. 45 Subject to prior permission of the Chairman of the Research Programme Committee, a member of the academic staff in charge of the research project completed during the Institute's time and on behalf of the Institute, shall after its completion and approval of the Research Programme Committee and before its publication in book form, have the freedom to write articles, present papers or give talks on the findings of the same and be entitled to accept any payment he may receive for the same. In all such cases, however, the member concerned shall give due acknowledgement to the Institute and supply two copies of the script of the articles, paper, or talk as the case may be, to the Library of the Institute. The same freedom shall be available to all members of the staff working on the research project, provided however, that they also get prior approval of the staff member in charge of the project. In the case of research work done on his own by an academic staff member during the Institute's time, he shall have the freedom to write articles, present papers or give talks on the findings of his research with prior intimation to the Chairman of the Research Programme Committee and also be entitled to receive payments for the same. In all such cases, due acknowledgement shall be made to the Institute by the staff member concerned, and two copies of the script of the article, paper or book, as the case may be, supplied by him to the Library of the Institute.

46

47 In all cases or research work undertaken by a member of the academic staff on a project sponsored by an outside body, whether official or non-official, the staff member concerned shall be governed by the terms of agreement that the Institute enters into regarding its publication by the Institute or the staff member concerned. Publication in this context also includes articles, papers or talks given outside academic meetings of the Institute. 48 Nothing in the above rules 39 to 47 shall apply to the research work done or papers, monographs or books prepared by the members of the academic staff outside office hours. He will have the freedom to publish them as he deems fit and to retain all income therefrom.

49. Consultancy Rules (1) All Consultancy assignments by faculty members should be undertaken with prior approval of the Director. A faculty member may be allowed to spend for consultancy adjusted against accrued leave to a maximum of 45 days in a financial year. No accumulation of leave for

(2)

156

consultancy privilege will be permitted from one accounting year to the next. (amended on 27.12.2005) (3) Examinations, Lectures, Selection Committees and other professional work of faculty are not to be treated as consultancy. Any academic/research work and writing papers for value of less than Rs.25,000/- shall not be considered as consultancy. Remuneration received for monographs, papers and other literary contributions are not to be included in the consultancy in so far as they do not arise out of a contract for a consultancy. All remuneration for consultancy shall be received by a cheque/draft in favour of either the individual faculty member or the Director, Institute for Social and Economic Change. A faculty member or a group will receive 80% of total consultancy fees paid by the sponsoring agency and the balance shall be remitted to the Institute. Consultancy services approved by the Director shall be reported to the Board of Governors. The consultancy work should not interfere with the normal teaching/research work of the Institute and other duties relating to Institute responsibilities. Before accepting the consultancy, the faculty member/members concerned shall submit the following details to the Director for assessing the consultancy request: a. b. c. d. e. Name and address of sponsoring agency. Title of the consultancy job A brief description of the work to be done. Names of the staff members and other outside experts, who will be involved in carrying out the work of the consultancy. A copy of the TOR to be submitted.

(4)

(5)

(6)

(7)

(8)

(9)

157

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE NAGARABHAVI P.O BANGALORE 560 072.
BYE-LAWS for the conduct of elections by postal ballot to the Board of Governors of ISEC from among the Founder/Life and Honorary Members under Rule 9(1) i of the Rules and Regulations of the ISEC Society.

1. The Registrar shall issue the election notice giving details of the number of members to be elected and the calendar of events for the conduct of elections by postal ballot, including nominations, withdrawals and counting of votes. 2. The procedure for the conduct of elections will be as indicated below: 3. The Registrar shall send the election notice to each member eligible to vote, with relevant enclosures. 4. The nominations duly proposed and seconded shall be received by the Registrar within a period of 21 days from the date of the issue of the election notice. No member can propose or second more than one member for nomination for election to the board of Governors. 5. Every nomination paper shall be accompanied by a statement signed by the member (proposed and seconded) signifying his consent to stand for election. 6. The Board of Governors shall nominate from among their number who are Ex-officio members, a person who shall be in charge of the scrutiny of nominations and of ballot papers and shall be responsible for declaring the results of the elections. His decision shall be final. 7. All nominations shall be scrutinized by the Board member in charge of scrutiny of nominations and of ballot papers, immediately on the completion of 21 days from the issue of election notice. If after scrutiny the number of members validly nominated is equal to or less than the number of vacancies to be filled, the member so nominated shall be declared duly elected. If after scrutiny, the number of members nominated is greater than the number of vacancies, the list of member whose nomination papers have been declared as valid shall be forwarded to each of the members nominated for election, immediately after the scrutiny has been completed. 8. Any member may withdraw his candidature by telegram, with post copy in confirmation or by letter sent by registered post so as to reach the Registrar within eight (8) days of the scrutiny of nominations. 9. It the number of members who are validly nominated and who have not withdrawn their names in the manner and within the time specified does not exceed the number of vacancies to be filled, all such members shall be declared to be duly elected. 10. If the number of members who are validly nominated and who have not withdrawn their names in the manner prescribed and within the time specified is greater than the number of vacancies to be filled, the election shall be proceeded in the manner prescribed herein below. 11. The Registrar shall forward by registered post to each member:

158

a) Ballot paper bearing the names of all members who have been validly nominated as in the final list; b) A small cover printed Ballot paper and c) A bigger cover on which are printed on the left half certificate of Identity and on the right half the words To the Registrar, Institute for Social and Economic Change, Bangalore-560 072. 12. Each ballot paper shall be signed by the Ex-officio member of the Board who has been nominated by the Board to scrutinise the nominations and count the votes cast in the ballot papers. 13. Every member shall have as many votes as there are vacancies but shall give only one vote to any one member by putting a cross (X) on the ballot paper against the name of the member in whose favour he desires to cast his vote. The member shall enclose the ballot paper duly filled in as above, but without writing his name or signature in the smaller cover, and enclose this again in the bigger cover, sign the certificate of identity on it, seal it and forward it to the Registrar so as to reach him at the Institute not later than eighteen (18) days after the date of despatch. All ballot papers received by the Registrar shall be kept in a box sealed with the seal of the Board member nominated to scrutinise the ballot papers and count votes. It shall be the duty of the Registrar to get one box and get it locked and sealed with the seal of Board member concerned in his presence immediately after the issue of voting papers to the voters. No ballot paper which does not comply with these bye-laws shall be valid. 14. The envelopes containing the ballot papers shall be opened by the Registrar in presence of the Ex-officio member of the Board nominated by the Board to count votes. The concerned Ex-officio member of the Board of Governors shall scrutinise ballot papers with the help of the Registrar, count the votes and declare the results. decision shall be final. the the the His

The Ballot papers shall be placed in a sealed envelope signed by the Governing Board Member concerned and kept in safe custody by the Registrar for a period of one month from the date of declaration of the results. At the end of the period the sealed envelope will be destroyed unopened by the Registrar in the presence of the chairman of the Board of Governors. 15. In the event of two or more members for one and the same vacancy receiving an equal number of votes each, lots will be cast by the Board Member concerned in the presence of the Registrar and the candidate winning the lot shall be declared duly elected.

******

159

BYE-LAWS for the conduct of election of two members to the Board of Governors from among the academic staff of the Institute under rule 9 (1) j of the Rules and Regulations of the ISEC Society.
Academic staff have been defined for this purpose as Professors, Associate Professors and Assistant Professors only of the Institute in the service of the Institute on the date when the election notice will be issued. 1. The Registrar shall issue election notice giving details of the number of members to be elected and the calendar of events for the conduct of elections including nominations, withdrawals and counting of votes. 2. The Procedure for the conduct of elections will be as indicated below: 3. The Registrar shall send the election notices to each member eligible to vote with the relevant enclosures. 4. Nominations duly proposed and seconded will be received by the Registrar within a period of seven (7) days from the date of issue of election notices. 5. No member can propose or second more than one member for nomination for election to the Board of Governors. 6. Every nomination paper shall be accompanied by a statement signed by the member (proposed and seconded) signifying his consent to stand for election. 7. All nominations shall be scrutinised by the Registrar immediately on the completion of eight (8) days from the issue of election notices. If after scrutiny the number of members validly nominated is equal to or less than the number of vacancies to be filled, the members so nominated shall be declared duly elected by the Registrar. 8. If after scrutiny, the number of members nominated is greater than the number of vacancies, the list of members whose nomination papers have been declared as valid shall be forwarded to each of the members for election immediately after the scrutiny has been completed. 9. Any member can withdraw his candidature in writing by a letter addressed to the Registrar to reach him within three (3) days of the scrutiny of the nominations.

10. If the members who are validly nominated and who have not withdrawn their names in the manner and within the time specified does not exceed the number of vacancies to be filled, all such members shall be declared to be duly elected by the Registrar. 11. If the number of members who are validly nominated and who have not withdrawn their names in the manner prescribed and within the time specified is greater than the number of vacancies to be filled, the election shall be proceeded within the manner prescribed herein below: 12. The Registrar shall convene a meeting of all the members entitled to vote within two (2) days of the last date for withdrawal of nominations. The meeting shall be held in the premises of the Institute and during working hours of the Institute.

160

13. Ballot papers signed by the Registrar shall be distributed to the members present, who will then record their vote on the ballot paper in the special enclosures provided for the purpose and then drop the ballot papers in the locked box which will be kept on a table in the room where the meeting is held. 14. Every member attending the meeting shall sign his name to record his presence in the Register kept for the purpose in the meeting room. 15. The number of ballot papers cast shall not exceed the number of persons whose names have been recorded in the register of attendance. 16. Every member shall have as many votes as there are vacancies, but shall give only one vote to any one member by putting a cross (x) on the ballot paper against the name of the member in whose favour he desires to cast his vote. When a member drops a ballot paper in the box, he will ensure that the ballot paper does not carry either his name or his signature. Failure to observe this will make the ballot paper invalid. 17. The Registrar shall then open the box and shall scrutinise the ballot papers with the help of the Assistant Registrar, count the votes and declare the results. His decision shall be final. 18. In the event of two or more members for one and the same vacancy receiving equal number of votes each, lots will be cast by the Registrar in the presence of the members and the candidate winning the lot shall be declared duly elected by the Registrar.

***

161

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE, BANGALORE Bye-laws on Election to PF Trust

Bye-Laws for the conduct of election of members to the PF Trust from among the staff of the Institute for Social and Economic Change.
The staff have been defined for this purpose as (A) Academic Staff and (B) Other staff of the Institute, only in the service of the Institute on the date when the election notices will be issued. 1. The Registrar shall issue election notices giving details of the number of members to be elected and the calendar of events for the conduct of elections including nominations, withdrawals and counting of votes. 2. The procedure for the conduct of elections will be as indicated below: 3. The Registrar shall send the election notices to each member eligible to vote with the relevant enclosures. 4. Nominations duly proposed and seconded will be received by the Registrar within a period of three (3) days from the date of issue of election notices. 5. No member can propose or second more than one member for nomination for election to the PF Trust. 6. Every nomination paper shall be accompanied by a statement signed by the member (proposed and seconded) signifying his consent to the stand for election. 7. All nominations shall be scrutinized by the Registrar immediately on the completion of five (5) days from the date of issue of election notices. If after scrutiny the number of members validly nominated is equal to or less than the number of vacancies to be filled, the members so nominated shall be declared duly elected by the Registrar. 8. If after scrutiny, the number of members nominated is greater than the number of vacancies, the list of members whose nomination papers have been declared as valid shall be forwarded to each of the members for election immediately after the scrutiny has been completed. 9. Any member can withdraw his/her candidature in writing by a letter addressed to the Registrar to reach him within three (3) days of the scrutiny of the nominations. 10. If the number of members who are validity nominated and who have not withdrawn their names in the manner and within the time specified does not exceed the number of vacancies to be filled, all such members shall be declared to be duly elected by the Registrar. 11. If the number of members who are validly nominated and who have not withdrawn their names in the manner prescribed and within the time specified is greater than the number of vacancies to be filled, the election shall be proceeded within the manner prescribed herein below:

162

12. The Registrar shall convene a meeting of all the members entitled to vote within two (2) days of the last date for withdrawal of nominations. The meeting shall be held in the premises of the Institute and during working hours of the Institute. 13. Ballot papers signed by the Registrar shall be distributed to the members present, who will then record their vote on the ballot paper in the special enclosure provided for the purpose and then drop the ballot papers in the locked box which will be kept in the room where the meeting is held. 14. Every member attending the meeting shall sign his name to record his presence in the register kept for the purpose in the meeting room. 15. The number of ballot papers cast shall not exceed the number of persons whose names have been recorded in the register of attendance. 16. Each member of staff of any specific category shall exercise only two votes for 2 candidates to be elected from his category. He is required to put a cross (X) on the ballot paper against the names of the members in whose favour he desires to cast his votes. When a member places a ballot paper in the box, he shall ensure that the ballot paper does not carry either his name or signature. Failure to observe this shall make the ballot paper invalid. 17. The Registrar shall then open the box and shall scrutinise the ballot papers with the help of the Accounts Officer, count the votes and declare the results. His decision shall be final. 18. In the event of two or more members for one and the same vacancy receiving equal number of votes each, lots will be cast by the Registrar in the presence of the members and the candidate winning the lot shall be declared duly elected by the Registrar.

163

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE, BANGALORE Bye-law on Election to Gratuity Trust Bye-Law for the conduct of Election of members to the Gratuity Trust from among the staff of the Institute for Social and Economic Change.
The staff have been defined for this purpose as (A) Academic Staff and (B) Other staff of the Institute, only in the service of the Institute on the date when the election notices will be issued. 1. The Registrar shall issue election notices giving details of the number of members to be elected and the calendar of events for the conduct of elections including nominations, withdrawals and counting of votes. The procedure for the conduct of elections will be as indicated below: The Registrar shall send the election notices to each member eligible to vote with the relevant enclosures. Nominations duly proposed and seconded will be received by the Registrar within a period of three (3) days from the date of issue of election notices. No member can propose or second more than one member for nomination for election to the Gratuity Trust. Every nomination paper shall be accompanied by a statement signed by the member (proposed and seconded) signifying his consent to stand for election. All nominations shall be scrutinized by the Registrar immediately on the completion of five (5) days from the date of issue of election notices. If after scrutiny the number of members validly nominated is equal to or less than the number of vacancies to be filled, the members so nominated shall be declared duly elected by the Registrar. If after scrutiny, the number of members nominated is greater than the number of vacancies, the list of members whose nomination papers have been declared as valid shall be forwarded to each of the members for election immediately after the scrutiny has been completed. Any member can withdraw his/her candidature in writing by letter addressed to the Registrar to reach him within three (3) days of the scrutiny of the nominations. If the number of members who are validly nominated and who have not withdrawn their names in the manner prescribed and within the time specified does not exceed the number of vacancies to be filled, all such members shall be declared to be duly elected by the Registrar. If the number of members who are validly nominated and who have not withdrawn their names in the manner prescribed and within the time specified is greater than the number of vacancies to be filled, the election shall be proceeded within the manner prescribed herein below:

2. 3.

4.

5.

6.

7.

8.

9.

10.

11.

164

12.

The Registrar shall convene a meeting of all the members entitled to vote within two (2) days of the last date for withdrawals of nominations. The meeting shall be held in the premises of the Institute and during working hours of the Institute. Ballot papers signed by the Registrar shall be distributed to the members present, who will then record their vote on the ballot paper in the special enclosure provided for the purpose and then drop the ballot papers in the locked box which will be kept in the room where the meeting is held. Every member attending the meeting shall sign his name to record his presence in the register kept for the purpose in the meeting room. The number of ballot papers cast shall not exceed the number of persons whose names have been recorded in the register of attendance. Each member of staff of any specific category shall exercise only two votes for 2 candidates to be elected from his category. He is required to put a cross (X) on the ballot paper against the names of the members in whose favour he desires to cast his votes. When a member places a ballot paper in the box, he shall ensure that the ballot paper does not carry either his name or signature. Failure to observe this shall make the ballot paper invalid. The Registrar shall then open the box and shall scrutinize the ballot papers with the help of the Accounts Officer, count the votes and declare the results. His decision shall be final. In the event of two or more members for one and the same vacancy receiving equal number of votes each, lots will be cast by the Registrar in the presence of the members and the candidate winning the lot shall be declared duly elected by the Registrar.

13.

14.

15.

16.

17.

18.

165

BYE-LAWS ON ELECTION TO JOINT CONSULTATIVE COMMITTEE

BYE-LAWS for the conduct of elections of members to the Joint Consultative Committee from among the staff of the Institute for Social and Economic Change. The staff have been defined for this purpose as Professors, Associate Professors and Assistant Professors (Category 1), Research Analysts, Technical Assistants, Field Investigators and Computational Assistants (Category 2), Temporary Project/Institute Staff (Category 3), Library Staff (Category 4), Publications In-charge, Estate Supervisor, Assistants (Selection Grade), Assistants, Stenographers, Steno-Typists, Typists, Clerks and Receptionist (Category 5), and Carpenter, Electrician, Plumber, Drivers, Watchmen, Attenders, Messengers, Sweepers, Cooks, Malis, Helpers etc. (Category 6) only of the Institute, in the service of the Institute on the date when the election notices will be issued. 1. The Registrar shall issue election notices giving details of the number of members to be elected and the calendar of events for the conduct of elections including nominations, withdrawals and counting of votes. The procedure for the conduct of elections will be as indicated below. The Registrar shall send the election notices to each member eligible to vote with the relevant enclosures. Nominations duly proposed and seconded will be received by the Registrar within a period of three (3) days from the date of issue of election notices. No member can propose or second more than one member for nomination for election to the Joint Consultative Committee. Every nomination paper shall be accompanied by a statement signed by the member (proposed and seconded) signifying his consent to stand for election. All nominations shall be scrutinized by the Registrar immediately on the completion of five (5) days from the date of issue of election notices. If after scrutiny the number of members validly nominated is equal to or less than the number of vacancies to be filled, the members so nominated shall be declared duly elected by the Registrar. If after scrutiny, the number of members nominated is greater than the number of vacancies, the list of members whose nomination papers have been declared as valid shall be forwarded to each of the members for election immediately after the scrutiny has been completed. Any member can withdraw his/her candidature in writing by letter addressed to the Registrar to reach him within three (3) days of the scrutiny of the nominations. If the number of members who are validly nominated and who have not withdrawn their names in the manner and within the time specified does not exceed the number of vacancies to be filled, all such members shall be declared to be duly elected by the Registrar. If the number of members who are validly nominated and who have not withdrawn their names in the manner and within the time specified is greater than

2. 3.

4.

5.

6.

7.

8.

9.

10.

11.

166

the number of vacancies to be filled, the election shall be proceeded with in the manner prescribed herein below. 12. The Registrar shall convene a meeting of all the members entitled to vote within two (2) days of the last date for withdrawals of nominations. The meeting shall be held in the premises of the Institute and during the working hours of the Institute. Ballot papers signed by the Registrar shall be distributed to the members present, who will then record their vote on the ballot paper in the special enclosure provided for the purpose and then drop the ballot papers in the locked box which will be kept in the room where the meeting is held. Every member attending the meeting shall sign his name to record his presence in the register kept for the purpose in the meeting room. The number of ballot papers cast shall not exceed the number of persons whose names have been recorded in the register of attendance. Each member of staff of any specific category shall exercise only one vote for a candidate to be elected from his category. He is required to put a cross (X) on the ballot paper against the name of the member in whose favour he desires to cast his vote. When a member places a ballot paper in the box, he shall ensure that the ballot paper does not carry either his name or signature. Failure to observe this shall make the ballot paper invalid. The Registrar shall then open the box and shall scrutinize the ballot papers with the help of the Accounts Officer, count the votes and declare the results. His decision shall be final. In the event of two or more members for one and the same vacancy receiving equal number of votes each, lots will be cast by the Registrar in the presence of the members and the candidate winning the lot shall be declared duly elected by the Registrar.

13.

14.

15.

16.

17.

18.

167

INSTITUTE FOR SOCIAL AND ECONOMIC CHANGE, BANGALORE LIC PENSION ANNUITY SCHEME Preamble An organisation today, has not only to man the various positions with competent and trained personnel but also has to create an environment wherein they can give their best and derive a sense of well-being, a sense of fulfilment and security and take pride in their continued association with the organisation. With rising costs of living, at the time of retirement or death of an employee while in service, the accumulated PF in the individual accounts and other smaller accumulations may not be significant and sufficient to provide for any decent level of post-retirement living. Introduction of pension scheme may provide an added attraction for such persons to continue in the organisation and work more efficiently. With the above in view, the Board of Governors in its meeting held on 8 th April 2006, has approved an annuity scheme for ISEC staff as an additional social security/welfare measures. The LIC Pension Annuity Scheme is being implemented in consultation with Life Insurance Corporation (LIC) of India. The rules and regulations of this scheme may be broadly stated as below. This scheme shall be called "LIC Pension Annuity Scheme" or Group Superannuation Scheme" and it shall be deemed to have come into force with effect from 1 st April 2006. The words "Institute", "ISEC", "Employer", and "Management" wherever they occur in these rules, shall refer to Institute for Social and Economic Change. 1. Who can participate in this scheme?

This scheme is open to all employees of the Institute for Social and Economic Change who are employed on pay scale. All persons employed on contract basis on pay scale for 3 to 5 years are also eligible for this scheme. 2. Voluntary Participation

The LIC Pension Annuity Scheme is optional/voluntary. Any interested employee may opt to be covered by the scheme. The participation of an employee in this scheme is wholly dependent upon his free will and volition. An employee may opt for this scheme any time in his service at ISEC. 3. Subscription and Contribution to the Scheme

The word 'subscription' wherever it occurs in these rules means the amount paid by the employee towards the scheme and the word 'contribution' wherever it occurs, would mean the amount paid by the employer (ISEC).

168

4. (i)

Subscription An employee who opts for the above scheme shall subscribe voluntarily every month a minimum of 5 per cent of his/her basic pay. However, there shall be no limit on the maximum subscription, provided that the subscription shall be in multiples of 5 per cent of his/her basic pay. The Group D (Class IV) employees would subscribe 5% towards the pension scheme An employee who is on leave shall continue to pay his subscription while on leave, even when the leave is without pay. Contribution by the Employer

(ii)

(iii)

5.

The Institute shall contribute monthly an amount equal to the 10** per cent only of the basic pay of its employees. However, in respect of Group D (Class IV) employees the Institute shall contribute 15** per cent of their basic pay. The expenditure towards this welfare measure will be met out of Overhead and Royalty Account as decided by the Board. 6. Management of the Fund

The entire management of the Fund vests with the LIC of India and the administration of the fund is carried out by LIC of India in a scientific manner and claims will be properly settled. The subscriptions / contributions made to individual employee accounts will be credited with interest every year by LIC of India at the interest rates in force from time to time. LIC of India will manage the funds and settle the claims in accordance with its Rules and Regulations and ISEC will not be responsible in this regard. Responsibility of ISEC would be only with regard to payment of the contribution amount. 7. Options Available

The above scheme provides for various options to the employees, and they may opt for the scheme of their choice on the exit date i.e., on resignation, retirement, etc. The various options available are as under: a. Life pension ceasing at death b. Life pension with return of capital (along with interest accrued thereon) on death c. Life pension guaranteed for 5, 10, 15 or 20 years and life thereafter d. Joint life pension payable to the last survivor of the employee and the spouse e. Joint life pension payable to the last survivor of the employee and the spouse with return of capital on death of the last survivor. _______________
** Contribution by ISEC enhanced from 5 to 10%. In case of Group D employees, it was agreed to enhance the contribution by ISEC from 10% to 15%, vide minutes of BoG March 21, 2009.

169

8.

Benefits

The benefits of the above scheme are explained briefly below and the details are available with the LIC of India. (a) On Retirement

On retirement of an employee, the Corpus (subscription + contribution + accumulated interest) is utilised to provide the following: I. Commuted Value (Equivalent to 1/3 rd of the Corpus) which is tax free II. The corpus that remains after providing for the commuted value is taken as the purchase price to provide for pension. (b) On Withdrawal i. If an employee ceases to be in the employment of the Institute and takes up a new job elsewhere he/she can get the corpus transferred to the Superannuation Scheme of the new employer, provided the rules of both the schemes provide for the same. He may opt for a pension from the normal retirement date as provided in the old employer's scheme. He may opt for payment of commuted value and pension immediately in which case the benefits would be taxable. The members will have option to commute 1/3 or of the total accumulation and the balance can be in the form of annuities. The commuted portion of accumulation is subject to tax.

ii. iii.

(c)

On Dismissal from Service

On dismissal the benefit will be offered to the employee as of 'on withdrawal' category with effect from the date of dismissal. 9. Settlement of Claims

Settlement of all claims will be carried out by the LIC of India on receipt of the filled-in application forms from the Institute (Accounts Office). The following forms duly filled will be submitted to LIC by the Accounts Office and the concerned person/nominee of the person will be intimated of the same. (a) FormNo.3427 (intimating the LIC office about the retirement/ death/leaving service of an employee) Another application form (Section I and Section II) authorising LIC to pay the pension amount to the employee.

(b)

Once the above forms are submitted to LIC by the office, it would be for the concerned person/nominee of the person to meet the officials of the LIC and decide about the future course of action.

170

..
" ' ~

.::

..'.

'

.J

~~
"D ".1,..
" , ..Ph: 22292647, .'.
I

.i

.I

tl.l ~

~ti;i I:O.i,. C;)~~ ...' ~~&rf.i:ti.1m.

..I

F~rmNo: 34~7 t
...

...I

n8ura"ce(fot"po~ttO1\ of B~n~alore Jndla.' ., -560 002 P&GS Unit, ~~ -JeevanJ1fc Prakash", IV.Flo~r, JoG. Road,

Fax: 22293471, .E-mall : Ilcgpg;; @bgl.vsnl.netoln

., 0 .. Form No,

.Ref:

P&GS/Supn.. .,.

.,

GS(CA);

"

o.

THE .I

EMPLOYEE'S GROUP SUPE.R MA~TERPOL1CyoNO,GS(C.A)~ 0 0

ANNUATION

.:'-

SCHEME .

.
I DEATI-l.' LEAVINci 0 ..,

' (To be completed "

.,

.'

INtIMATIO~1OF

In ~ccojdanc8
,

with the terms . and conditions

00" ...,

REtIREMENT

SERVICE. as. laid down In the flules

.; of the Sche

.1, "TJ1o. ...2,

Name of the Member (a) Llc Members~ip No. No,

.~,

..' "," .0 ." 0, , " ':,

", "

,,'1 .0 , ." ",

1 1 ..~ '. i ,': , 0' : 0 ; 0 ..' .\ t .; :I .:

0 , '; 0

..0 ".

(b) Salary Roll No,/ld~nlity " 3. 0 ,Date of ErJ~ry into Scheme:'0 4, .DateofBirth

.,';.. .' .'.

':

, ., , ':,

.,5. ,Date of EXit '6, ' (a) Cause cf Exit (b): In case 01 qeath, (Death Certiflcat!3 and : 7, 0 Age ptoof of BeneficiarY Final Contribution; -'.. .0. to be attached)

",;' : : a. Amount b.P.aldOn .." Rs,'

if any, ~n Ces,satlon of S~rvlce .,'

:' Iff

' ..the

.(Please give the date ,of last con,tr!9utlon.ln re,spect of the employee and an)ount .to. be'take.n for computing
pension} .,

0'.

.B. ..YVhether
" ,. 9, Whether ...,

Member
option to

0 Gratuity. 15eligible- for

commute ..0, part of, pension exercIsed Qr not 7

". ..'.
..,' .0

' '.

..i

,
' ! .

If yes, what proportion .10. .: .0 '1:

.(1/3rd If eligible for .Gratuity or 11211 not):. by the Member. ., Name and DOB of. ' : : : .:
""

0"

.0'

Type of Pension Option selected Mode of Pension

"
"Mly

"

0,

, . ,
,
-0

/ Qly / Hly/Yly
"

...
.." 12: .If life pehsion to Beneficiary,

Name: .Date ..o.

"

..0
.'

BeneficIary

of .. birth
.,

.0 '

0,

ForSelf.andCo-TrusteesOf-:'__-:'--:--:'-~mPloyees'Group,Superarinuatl.onSCheme

:,"

.,',: "..' , .. .; (TRUSTEE) .0

'.

Place: Date: Note:

ENcL. .,

..0 -..0 .0 Proof of Date 01 Birth 01 Spouse Is required In case option 15Joint life.
ANNEXURE -A .0 -.' 0

., ..: .
':

.'

.0

.0

.0.".:'

..."
.,',;.:.,:~~;,~.::~:;:. ~~:::.':...\,'.
I

.1.~1
:::';"::'.
,.

".:.'

.~:,'i,::;:.,.::".::.'.-:fo.'.:.f:~:~!;~;i.~;:. ..' ~

..'..:'-."';:~

..
' '.
.".

' '" -.' "

-

...

':

(i)ftJ~~ ." I'

.!iJd~~00J ,"~I'-'R~

::~~-~t;j ,~~ ~..~~, &r~

Nn~ ra:r

,'.

~
.(To

...~.;P..f'-;' .,'
,

.Gfe Jfinti"fu,~,Ct <tory-omtion of Jndia.' P&G~ UNrr, 8ANGALOREDIVISION,-I .'

be completed

$EP!I,ON
by Annuitant)

-II
.

1,.

Shl1

i,

..

"

opt for the (ollowlng : .: A.., PAYMENT,OF;.~ENSI9N:

."

' .: ..' ...:

.' ..

, .. ',.
.'
...':

..'

.:

, ; I

'"
of.Penslon)

..

,(Mention.one ot the ial'o"Yliig.~es a)' b)

..~ ., .;. . '.

.' ..

...

..c)

'. PeflsrCnfOrJifB:.Wlthreturn~,f,CotPU:S . Pension/or lif~,(withoi:Jt te~rr'l of Corpus) PensIon gu~rflnteed fOF 511115/20 years and life thereafter. d) Jblnt Pension with return of!C~rpU9 e) .JolntPe"nslori.w!thout re!l!m bf,Corpu5 '

(Note :In case..ofJoInt PensIon Op,tlons (d or e), pJeas~give the Date of,Birth of Spouse with prp.GI) , " .
B. COMMUTA"nON ' I ... ..'

:: :..., ~ " (Please IndIcate (;~e of thefO/lo,wlng optlO{1~). a) b) c. WlthcommutatJo~. Without commutation. ." "", , I " ...: ..,..

..'.'; .'.

: ..
..."

: :. ...

~. ,

-.' .:' , . ..

.'

' PAYMENT OF ANNUrrY '

fl..

FREQUENCY OF PENSION PAY,~ENT

.:...~ (Please Ind[~ate'o,ne : , o~the ; following , o'pUons)

...
:

, ..'.';

Monthly OR Quarte~ly OR Half-Yearly OA Yearly. ,b.

.. I ...:.

J requ.estyou ~ocredit.th~Annulty, payments dlr.ectly, to my Bank Account. ACcount ' Number ,

MICA Number

:
,::

'.'
;

'
;

.. :.~
..

Name of the B~nk

Address of the Bank,

.. :...'

'
:

'.
.' ...: ..

.(Enclose
.." ~lea3o

' '. ... a cancel!ed,blank,ch~que teat for the above ECS'fatillty)

Insta.I,l1ienl3,ofAnniJl.ty '., to my roBld,ential ~ddres5

.
, mention~d . hgreunder.

.'OR. oondUlB futurg

MY ADDRESS:. ,
: "."" :

, ...: .
.(SIgnature
.'

.
"

01 the AnnuItant) , Date:(Member

,..'.'

resIdIng away Irom Ba.ngalorB may opt for transfer of annuity re~ords to the nearest P&GS Unit)

..

".
~ ,;':,.', ,'.. ""::'-..:.': ...;".: ' " ,'~ I ..L ~ ," ":-,

., ., ..". ::"':;.:,,:~:'i..".'"~._, -~.,--". .'.' , ..

'
,

."
;:.

..:'.r.,-'::'..;.-:

:.."::~:':"'., . ':;"'~""~)''\.
-"

.
'. :'

.-.
,

, SECTION -: '

.;'.'J~':'.:'.:';'~~d~~oj,) ',::':.;';":;,-,:. " ' .'

I -.";~~:aI\;ff'f!Itm.:~..t"4"~.,.",, ,

~~cj

~~

~n~

.'[TObscompletedbyTrustees).

'...

'0:, ..,' ..

:.:

'..',

"'0.:.

, ..,

'..,

'~~-~~~~.I1!TteQC~tPOtati~~.~f.3frib(a'.:',.. ,..'.. ':. PensIon ot'Group Scheh1es Unit '. , '.~",-'?~r:;-", '"0(,::,...,11;:." .'. BANGAlO~E " , .' ':' ".."'." .", ..."-'~..'.."'., Grou~ ;'..::..:, S~.!~\}~Un: ..:. .:. .' $"cheflle, .,'.. Master Policy No. .:. ' ' :

.:' , , .", . , ... .

".'.

Dear Sir Ae:

.",

.".'~~r't':_;:;f~~-:;'_.."'. .,'. to pay on our behalf '. We. hereby dlreCt.-~u~pr~~ and ernp'ower-.you 10.. ' ,.,...:.,.,:." ..' .' Shrl I SmL. , ..": ' " ' \ .;...,' ..," MemberShip, N,C, ;~ffu+~." .~bove after dedti~,t~~:~~~~~T~

"

' ..;'. .

. ,': I)'amed .., .", ".

:...:--,-., the. pension ~InOUI"!! as per optIon QI~le?by hl~er ~~dpther t~es & d~Ues .as.glve.nbel;o~. '.: .' .'. .: ..'.' '. ...

.'. --.'" " 1 -Commuted.vakl9.~""'. ..";'~":':::..;-;7~-:"":"~:,:-, ..':'.~ :".otPeI"!SI<?IiFis.,_~_~ ..0..". 2. .' ..:. .' '. .','

Tolal of Pensio.n II'I~tQli'fle:nI$:OU~.froRi'-:~_~--.:_~-,: ;~-:..' .'" to-:-: ...'., ' .: ;~~~~:-:..,;~e,.durlng , , '.;" the CU,n:ent f!nanclal year) " .. .;:[:1':, :ralal j,~~t. ..'.' :.-i:",.:;T.~"."';". I'l.s. " IncomeTax .Nei'a(T1olJnt. payae,. . bl ' ,0;'..:...::.'

:.

, . ".\ "

.,'.cerUBS' & Ih d II ,', .."..::.':'...

We hare by, admit .aM.d,~ckhowiedg.e tha~ .the above :menUon~~ PaYments. 'which shall be made by you s~all be. r~, ftill settleM~,lJt :o,f Ihe p~yment3 dUe 10- Us and her~by 'declare. th.ijt the racolpts slgno.d by Ihe payees. s~all be S1JfflclGl1t, valId a~d .lagEl! d!scharge to y,9~ for the . respective paY,men.ts.'m~d9.lo therTJ and shall bq !ully binding upon Us ~s If the payments had .bgQn.mBdelbUllandlher~C~JPtsslgnet;lbyU3;.. ..'., .., .N.B. ~. If no t~x Is tobs ded\;Jcled aga,lf]st any 0.1above Nc. please wrlle ~~IL' -, ..'. .'. '.. '. .~ ,. ' ., , ' '. ~ " ' ..(To ..' " Address .'. ...With ' ,' .. .~. .

~.

seal ' Signature ofTr:uslees ... : :

'-,

Place =--~. ...',. .D.a19__~

, .,

S~CrION II , ..., be comP.le.tad ~y AnnuItant)

I,ShrV~.mt~ ..."",
opt lor payment

'..
: 9dmml,lt~tlOIJ.. .,
t~e commuted

"
:--:. ~ ...'.

..j

'

...'. ..'. ... ~~

:',
" .. ..

,'.,

Qf pen310h for=~~-;::

ye~rs certal~

!~e 'Ih .er~altg~ I Ufe AI).n~lty

"

with return of.Corpus with I without .., ...'.. '

.I request you to credIt

."

Value

01

pe!1slon

directly.

to

.my

bank

Alp,

',.

.'.

c'

NOo-:-~_--~---~tn,theBank_:":

whose address Is

"

..,

:.~_~-~-~~-.

"

'

"~~.o,,:-'

'"

"

..f...

,'

:.:.

The'luture.irystalment~ ,01PS/lslon are to b~ sent to: my rssldenUal a.ddress me~I\O/1edhere under.I. ..." i

(In Block,Letters) '

..'-:-:

My address lor correspondence. I ,

..
" '

.".
"-~ :.'..

' '.
(SIgnature

,.
-~I ~f Annuitant).

-:-;:-.
I

=Phon e.-

.
,

::~:

'. -.'.
'. .".'

-I .', ...~ .'. --"~" ..;;',-:, .ale. D -~~.-

...,

',

l I.

.-".""10";"'," ~.:' ...'

.,

,:,:,,~';':;-I';'::~{~;'~~-:~;~:,l:*4~!

..1. C"J3-

,,:. ,:,"

~~ '"-'.,

-,

"

. ..,
..'

'.
,

..,

. ,

'. .'"

..':,

...
' , ", ., ., df India, the sum of 'Rs ' :~" ,: , ;:.:.:.,

.SECT!ON,-I!!!
'. ~

I .,

.,

0-0 be completed py Annuitant) j ':" '! , do: hereby acknowle,dge, ,.,..,.., , ,...,

receipt from the Ufe Insurance Co~oratlon

, ;

In full ,satisfaction .NO :..,

,and discharge ,...;., :...,

of my under ""';..'

mentioned

claims

and demand ...,'

under

the Master 'Policy: :.,' ,:j

'1. '.

Commut.ed

value

.,

PensI9n..,

,...,

,...

As , As

I ',~

:,...;, "

, '.

, .l

',

~ .J

2.

.,

, ,

Instalments ,, ,

of pensIon @As ,.~.:

,..,.;...~ ", .i

:.:. ,

:..,

,..,.

i ~

due from

; : ,i ,',I.
.'

1OTAL W!tn'ess:.~.
...,

.'.

'.

" "',."

...;. R~"""""""r""""".i
'. "."" "

:j

...' ., :

" ~ .Specimen

'.".""'.:'. :...:..:

.
:. .:

.'

(Slgnatur~ of Annuitant ..', Slgna,ture'1 , 2..,::...:

, " i , ." '. ~ of ReVenlle Stamp of Rs.1/.)~ .,

: , , .',;
.,I

,1 : ' ,

! !

.,

.',

..
..' : '.

"...

.""" ., ..WI~es.sed

'.;','.SECTION-!' (To be complefeq by by'theTru5tee~: AnnuItant: an

..;

..N:M!NATION"

.,\ member
..'"

.' of 'Ih',

I,

the hereby nominate ...1'1'

Company)

Employee.s'

Sup,erannuaUon " ,

Scheme' ,

years

who

Is

related

.,

to

!11e

as

".;

"

":

,,

to

receive

the

Pension

In

the

.event

of

my

deal

.,.,

' ' during tl1"e guaranteed declare Master Witness:

, , :. .1 I. perIod as per ~he ~~Ies of the Sch~me/the Pension Corpus on my death .1 further agree an the CorporatIon ,..., ...'...
'.. (Signature , of Annultam)

~hat up~n such payment, Policy .No.., '

."

Will'be,dls~h,arged ,

of all lIability in t~I~.re.spect,under.th1 , , : I

J

,...,..:

: ""

;1

"""."""""""";"".""""'..""""""" , , ,..,.: ,

: ,.,'.

, '. (Signature of th~ Nominee)

'. ,,:

~ ,

'
" ':~: "..~ ~;~:i.~?~:.' '~'..'i;,:'~ , '.~

.
i
~/.'., r-r , ,..

....
.'" .,;';;;,'.,~,;' ,,"

'. ..,' ',', '. ,.,~'.: ..

..

.
...,SECTION .,... 1,~hrI/Sml ~o hereby R .,
, s.

..
.-.[Tob~completedbyAnnultanl\" .', , the ',LIle .. :'.,.,'...,;. Cor~or.atlon,
..,

.
III .'

ackn,owledge

receipt

from

[Rup ees' .'.

I~surance , .'..
,

of .India..
."

the ::'"

8U~

of .

.,"

,., , , my under mentioned claims ~d 1. , 2.' Commuted value of ','. duelrom ., , ..

...
,.'

,," ,

, , demand under"lhe Mester Policy No, Pension ,'. ,

}Infullsallstactlnanddlschargeof' . . ',' '. '. As., .Rs.. ' Rs, ' , ,, -; ., " '. . ' .'. ; . ,

, In~ta\m.ents ofpen~lol1 @ -to ,

., .,,'". .'. Ti;ltal'

.:',

.'

'.

.
...'

,
...

.,

.Rs,.

., Witness,..' Address , ' "

, ."'. , , " ..., ..

. . SIgnature of Annullant, on Revenue stamp 01He. 1/..

Place

..'

."

'

.
,

..'
,Dale,

., ,
.'..'"

.". Spe~l~enSlgnature

1.

'.. , . ,

.. .,'.

2..
.," :. "" "

, '

.'
., !' , ..'

.,

..
, , SECTION , IV'. .

.".

..[To

..
.,
.'.

...andwllnessed .NOMINATlqN'
"

be completed by \he Annullanl by \he Truslees} ,

, '
'

.I,

Shrll

Sml

.a

member of \i)~. nomInate Shrll Smt. who \srelaled death \0 me as'

..'.''

Gr..oup" ",

.,

S\lperilnnual\on aged

, hereby Scheme. , years" '

." perIod as ~er \I\e Rules

-,10, receIve \he Pension In Ihe event of my of the ~cheme/lhe ,Pension Corpus on my. ", of all lIabllily In

during, the "guaranteed

"

death, I further agree-'and declare thaI upon sl.\ch payment,lhe Corl1orallon will be.dlschargfJd this respect under the Masler Policy No. ,! '

.."
.' :.

., WlIness Address Place , qale

"

." '",' .' , ..Signature

'

'," '. \. .."

'

'Slgnalure .

' of Annullant

.'
" .

"' ..-,

ollhe

Noml;1ee

'

,
.".

,
.";'

'

.. .,

.:

.1~ 5

,2;;.;; ;.;~~

-0

.
" ~".' :,", ;:, ;:" .. -.:' i '~. n~ed'lOri!eUilng
\~l~J~!~atlves

..
:::~'~-S:_:4r~",:i::,,'

.0
.

Gro~p:;::S~pe~annu'ati'on
In swiRly chenglng limes, yourem~s
Ihe knowledge beneRls that they'. always an 10 employees. en1'1l<;yer_:~as

Scheme
'.
annual Fund conlrlbU,Ilon and Providanl Ihal \oyelher Fund an employer. by can make Incoms to Tax

10 depend on.
u,e 'pen,slon under the

Contribution
The the maximum PenslQft Is ,reslrlcled

~\~~~n~{~T~;l!r;Ov!de

provl31ons 01 Rule 69 01Income-T.a~.';II~,1~6~,::".~,,; 1) Create a privately managed trusl.!i!r1d:~~~~.~ rellr8s, purchase 8nnulty from Llc:; !o..~,R;e:~19!J

" When.a;!"ember fofsucn reUring

provisions 1027.;' 01 ~e annual salary (b~slc plus DA). The admissible annual contrRJuUons are treated as deducUble business 8xpensas. Who Pays Contrlbutl"n , MosUy UJe 8mp!"yer contrIbutes, but If so desired. boUJ the employer and the employees mey contrIbute In which case UJe scheme Is called a ConlrlbutoryPenslonFundScheme. ' lax Ben.llIs

me~mber. .,~'.. ..~,..;:if' ',. ," I!' -'1lrusllhe Me!lagemenl of PenskJnF'~~ uq bY adppUng lis Group ~ 'annl,laUonScheme. " .i'j;~::((:~~."',:::' AdVanlages ofUC M8n8g8d Pen.IQril:!!iI;.dl,,~~:; i:: '

1. An Interesl on UJe Fund win be'~~Ie!t.J~.I:~ ...ccounL Tlie. rale of The provl~lons relaUng 10 lhe approved SuperannuaUon Stheme are set Interest declered lor the year2003-~. v8~~lw8eri T.55% !jnd9.0'l. oUll~ Parl B of UJe founh Schedule to \he Incom-TaxAcl, 1961.and Pan depending on fund size end \he ~leldel\(n8d!Jy\;'!C 111\ pooled funil and Ills XIII 01 the Incama Tax Rulrss 1962. The Income Tax'concesslon wUI be decleradrelrospecl\veiylroml!rJ\~l~I~""r:., '".,c,. -avaltabla on!y II UJe scheme Is approved by the CIT ,(Commlsslol1er 01 2. The p~blem 01 IqukJIty, g!!Is'ati!:~~a~{lelod,as soon as UJe Income Tax). . fund Is manege(! by UG. ' ',: ; ~ .' .: " , 1. The annual conlrlbullon Is lrealed as a daducllble business expense In 3.Acluarlal '/afuellonofthe fundsl~d~!i\1m.lII'n8 tDtIm~. 04 " 5 Admlnlstrallon ollhe fund is In a sclenUf1c manner:

\ennsofSecllon 36(1)(lv) 01 \he ITAcl.1961; 2.ln lerms 01 e Nollncallon Issued by \he Central Board of Direct Taxes.
80"/. 01 UJe conlr1butron(s) lowards lI1e1l8l;\ service ItBbUlly 8re lreated as

P .romp

-' ",a

I m se

III emen

.e 6. Group Insurenceln conjunction with \l)e q~~ ~uperannuaUoo Scheme can be laken by an org8r1rsallo~ tQ'~~e,' hJmp sum paymenl on the unrrn1unale deaUJ of a memberwltlle Ii\:s_\i:~~1 very low casL Super~nnuallon 3chem8 Provld.d~y:lIti: The employer conlrlbutes a certolhpercenlaQe C!I the sal~ry of ead1 :riember. Such conlrlbuUon~ Bfe,~uf8ted:f!Y LIGand the accumul!1led .mounlls uUltsed to provld~ varlwsbenenla:as mentIOned below. Benen\5 On RetIrement On rellrement

d ductlbl a b\Is Iness axpense spreed over In the subsequenl yeers of paymenL However. under e recent case 0/ 1999 between CrT Vs Slrpur Paper MUls, u,e Hon. Supreme Court held thaI deducUonol1 00% muslbe granled In UJeyeer 01 payment. .3. The employee's c.,nlrlbull"n In tha case "IC"ntrlbul"ry Stheme Islaken lorexempUonunderSecllon680fthelncome-TaJ(Acl,1962. 04.\nleln1s 01 SecUon 17(Z) (v) Ule contrlbutkJn3 pBid by Uie employer are not !re8ted as perquisites In UJehands "I the employee CQncemed. 5.ln lerms 01 SecUon 10 (25) (III) oflhB Incoma- TexAcI. UJelnlerest on UJe fund Is exempt from tax. . 6 In tetms'of SecUon 10(13)ollhe Income-Tax Act. llie benents payable 011 deallilsexemptfromlax.. 7 .lnlelT11S 01 SecUon 10 (10A) (11)ollhe Act, Ihs admissible commulsd value on retlremenlls 13J(-fre~. SI8pS to Inslatllhe Scheme 1.Empl"Yer 10 appolnl Truslees (minimum 2) lor administering the scheme, draft UJe Trusl Deed and Rules In consultation with LlC and eJ(ecutaUJeTrusIDeedloeslab"~hBnIJTcYOl;llblaTru~L 2. GellhB resolution P8ssed, by the Boerd "I the C,,",pany I"r "pUng lor th. Uc Make Group 3. anSuperannuatIon appltcaUon 10 Sdleme. CrT Jor approval under Part '8' 01 Ihe fourlh 5cheduleI01l18Inoome-Ta~Aclig61. ".Forward I" LIC llie Master Proposel FolT11'(FolT11 No.6Z00) duly ~Ignc{j .by llie Truslees, emploY8es data, saUslaclory evidence 01 age of each employs@, copies 01 Trusl Deed and Rules end cheque towards payment 01 contrlblJllon. ' 5. Trustees 10 opBn bank accounlln the name 01 \he Trusl and future to be rouled UJroughTrusL GrouplnsurancalnConlunctlonwlthSuperannuatlonScheme
The member 01 the Group SuperannuaUon Scheme can be covered under Insurance 1(1 conjuncUon with SuparannIJallon Schems so as 10 de8th risk cover 81 e low

, , :

of a member

lliea)fPus

(c;onIrlbuU"n

plus Inte~st)

Is

uUIIsed to provldeComf!1lJled VB~ (equ!VBIBnt.to 1/3" o( UJe COIpUs) wI1lch I. lax Cree,The rem81nlng zro,~ corpus Is taken es llie purth~e price \ to provide forpenskJn. On De8th .Ths pension Is paYable on UJe UI& of llie benelidsry. Corpus Is I,Itlitsed i lowerds llie peyment of UJetyps ofpenskJn thalthe IJenendery may opLA I lump sum peymenl by wey 01 deeUJ benent besk!es UJe pension If the ! employer has lak8n Group Insurance Scheme k1 conjunctIon willi llie ~ SuperannueUon Sdleme. , , r~.,p Jthdraw81 by member. I :. i I Member can get equitable Interest trens(arred to ihe Super~mu8Uon Scheme of llie new employer provided the rules of both UJe'Schemes provide lor the same. (8) He may opt fora pension lrom the normal reUrementdele as provk!edln In lhe old may employe~ (b) He opl lor scheme. paymsnl 01 commuled value end pension Imm~dlalely whlth case UJebenenlswouldbe taxablil. ..conlnbullons

,I I I

Pens I on 0 pons 11
i.LIfe 2.Ule Pension Pen~lon

Prov. Id db y LIC
At relum d h e.At .,Group of capltaf elong willi Group Pension Terminal. with

ceAsl~!I

'provlde

RULES AND REGULATIONS GOVERNING 'WOMEN CELL' AT ISEC The Supreme Court of India in its judgment delivered in August 1997 in the case of Vishaka and others laid down guidelines and norms for the effective enforcement of the basic human right of gender equality and guarantee against sexual harassment and abuse, more particularly against sexual harassment at workplaces. The Supreme Court judgment also stated that "it shall be the duty of the employer or other responsible persons in work places to prevent or deter the commission of acts of sexual harassment and to provide the procedures for the resolution, settlement or prosecution of acts of sexual harassment by taking all steps required". It is in this context that setting up of a Committee to be called a Women Cell is important in ISEC which has an overall strength of over 100 employees. It is necessary that the service rules of the Institute incorporate the acts and procedures of 'Gender Committee' as an integral part of ISEC society rules. There shall be a Committee called the Women Cell in ISEC whose powers and functions shall be as provided hereinafter. I. Objectives: 1. To sensitise the ISEC community on gender equity issues through organising sensitivity programmes like seminars, publishing handouts, etc 2. To promote general harmony and prevent discrimination of women and sexual harassment in the Institute by providing practical suggestions to the administration from time to time. 3. To deal with any instances of discrimination of women or sexual harassment by an employee or student in respect of any other employee or student of ISEC. II. Composition: The Women Cell shall comprise of: i) ii) iii) A Chairperson Two members of faculty of which at least one shall be a female Two members from administration side of which at least one below or equal to the rank of Grade III employees of which, one of the representatives from the administration side shall be a female. Two members from among students of which at least one shall be a female. A woman representative from outside (i.e. not employed with ISEC) with experience in working on gender/ womens issues, from an NGO or other academic institutions etc.

iv) v)

III.

Constitution of the Women Cell: a. Director in consultation with the Vice-Chairpersons of APC and RPC and a senior women faculty member will set up the committee. b. A woman faculty member shall act as the Chairperson of the Committee.

177

c. The number of women in the committee should be at least 50%. d. In the absence of the Chairperson, another woman member shall act as Acting Chairperson and she shall have all the powers of the Chairperson. e. A member shall be disqualified if any complaint arises against him/her on sexual harassment or a case of sexual harassment is pending against him/her or if he/she is found guilty of sexual misconduct. f. A member shall cease to be a member if he/she is absent in two consecutive meetings.

g. A member may resign from office by tendering resignation to the Chairperson which will be forwarded to the Director for necessary action. From the date of acceptance of resignation he/she shall cease to be a member. h. A vacancy arising out of consecutive absence/resignation shall be filled within four weeks of the date of occurrence of the vacancy. i. The committee shall be authorised to seek, whenever necessary, legal advice for a specified period, with the approval of the Director. The maximum term of a Committee shall be for two years after which the Committee will be reconstituted by the Director (see clause III.(a). However the committee members could be nominated for any number of terms.

j.

III. Definition of Sexual Harassment: The term Sexual Harassment shall include any sexually motivated behaviour, whether directly or by implication involving physical contacts or advances, demand for sexual favours, sexually-tainted remarks, exhibiting or showing of pornographic material and other physical, verbal or non-verbal expression of a sexual nature. IV. Scope: The Women Cell shall receive, investigate and take action in respect of: 1. Any complaint arising in the campus against any of the employees or students of the Institute. 2. Any complaint arising outside the campus involving employees or students of the Institute while travelling for work-related matters. 3. Any complaint filed by the inmates of the guest-house or hostel against any employee or student of the Institute. Note: Complaint arising at the residential quarters will not come under the purview of the committee. V. Meeting: The Women Cell shall meet at least twice a year. The quorum of the meeting shall be not less than one-third of the total number of members. In the event of any complaints registered on sexual harassment, the committee shall meet regularly till a decision is taken on the complaint. 178

VI. Complaints: a. Complaints of sexual harassment shall be lodged with the Committee after intimating the Director. Such complaints should be taken up by the Committee for resolution through mediation, conciliation or other legal remedy, as promptly as possible, but not later than 5 days (irrespective of holidays) after the complaint on the alleged incident is received. b. The complaint shall be made in writing. c. Normally, a complaint should be lodged within a week from the date of the incident or in case of complaints specified under IV(2) above, from the date of return of the victim from travel. In special circumstances, the time limit for the submission of complaints may be extended to a month. The special circumstances that led to the granting of such extension shall be recorded in writing by the Committee. d. The complainant shall be at liberty to withdraw the complaint at any stage of enquiry, provided such withdrawal is made independently and under free will. The enquiry may be terminated on receipt of the request for such withdrawal and upon the Committee being satisfied that such withdrawal is made voluntarily and with the free will of the Complainant. e. The committee shall be empowered to investigate into the complaint in any manner found suitable in the circumstances or nature of the complaint. f. The committee shall be empowered to terminate the enquiry proceeding and also to give ex-parte decision on the complaint, on valid legal grounds.

g. The committee shall enquire into the complaint, observing the principles of natural justice and maintaining the norms of gender sensitivity and arrive at a decision, taking cognisance of all aspects of the incident, time, place and the context. h. The committee shall submit a detailed report communicating its findings based on its investigations to the Director. The committee shall also state whether, in its opinion, the accused is/are guilty of the allegations made in the complaint or not. In case the accused is/are found guilty, the Committee should indicate the gravity of the offence - whether it is a major, serious or minor offence. i. The committee shall complete the enquiry in the shortest possible time, not exceeding a month from the date on which the complaint is referred to it, except for special reasons to be recorded in writing. The complainant/s and the accused shall be given reasonable opportunity to present and defend their cases. Witnesses may be called if deemed necessary. The past sexual history of the complainants shall not be probed into and considered of any value to decide on the complaint. In case the accused fail/s to attend consecutively for three hearings despite call notices for the same, the enquiry may be continued in his absence and a decision taken on the complaint by placing the accused ex-parte .

j.

k. If the complainant, the accused and the witnesses desire to be accompanied by a companion of their choice, they may be permitted to do so, provided the 179

person so chosen will have only observer status and shall leave the meeting after making his/her testimony. l. The complainant and the accused shall have the right of cross-examination of all witnesses. The committee shall have the right to disallow questions from the victim or the accused, if the questions are deemed irrelevant and unnecessary.

m. The committee may suggest measures such as counselling or any other help deemed necessary to help the victim of sexual harassment in its report to the Director. The Director can take any appropriate decision on such recommendations. VII. Implementation of the Recommendation: a. The findings of the committee shall be binding on the Director and he shall, within one week from the date of the report, initiate action in accordance with the applicable Rules of the Institute, against the person found guilty.

VIII. Punishments: When an accused person is found to be guilty of the charges by the Committee, it shall recommend imposition of any of the following punishments depending upon the nature, circumstances of each case and gravity of the offence. In the i. ii. iii. iv. In the i. ii. iii. iv. case of students: warning Disallowing hostel facility Fellowship termination Dismissal case of employees: Warning Stoppage of increment/s Suspension Dismissal

IX. False Complaints: Complaints which are found to be deliberate in nature intended to tarnish the image of a person, shall be considered as false complaints. In case it is proved before the committee that a complaint was a false complaint, the Committee may recommend imposition of any of the following punishments against the complainant. For students: i. Stoppage of three months fellowship ii. Suspension of fellowship For employees: i. Stoppage of annual increment/s

180

CHAPTER MISCELLANEOUS PROVISIONS

Rules regarding Payment of Honorarium {BoG 17.12.2008 Item II (f)} 1. 2. Payment of honorarium to ISEC staff is accepted in principle. The honorarium will be payable only if the engagement involves substantial additional work justified by the project director and the Project Director is handling more than one research study at a time. The honorarium will be available only in the case of an externally funded activity and only if provided explicitly in its budget. The staff members will be entitled to honorarium from the additional work carried out in a year for each project subject to a maximum of one months salary. All non-academic staff shall be eligible for a share in the honorarium. Honorarium to the non-academic staff will also be governed as per (2) (3) and (4) above, but the payment will be according to already existing rules. Project Director/s or non-academic staff may receive honorarium for more than one completed project at a time. If more than one project is completed in a year, then they can receive honorarium for that number of projects. Honorarium is payable only for the period originally sanctioned for the project, and strictly not for the extended period of the project. It will be payable only after full amounts due to ISEC has been received and project is ready to be closed. Prior approval of the Director will be obtained for allocation of honorarium before beginning the activity.

3.

4.

5.

6.

7.

8.

Procedure for Evaluation of the Faculty on Completion of 5 Years Contract Period (BoG 21.3.2009 Item No. XI) Before completion of initial 5 years contract, the work report covering the period of 4 years of contract, on completion of 4 years, will be asked from the concerned faculty by the Registrar. Thereafter, the Director will forward the work report to two outside experts in the respective subject/field. On receipt of positive feedback, the faculty may be confirmed. If the feedback is not encouraging, then the Director may extend the contract period by one more year, with a cautionary letter to the concerned faculty. And before the completion of one year extension, a fresh work report covering the period of work will be forwarded to two outside experts, other than those from whom the feedback has already been received. If the feedback is positive, the faculty may be confirmed into a permanent vacancy. All these confirmations/ extensions/ terminations will be reported to the Board and have the concurrence of Chairperson. It was agreed and approved that both the Confirmation and extension of probation of faculty members will be placed before the Board for approval.

181

Procedure for preparing of Panel of Experts (BoG, 21.03.2009 Item No.XIV) The following procedure for preparing and finalizing the lists of panel of experts for various Centres in the Institute has been unanimously approved. (i) The Director will ask the Heads of Centres to prepare the List of Experts every two years and submit the same to him so as to enable him to place before the Board for its perusal. The Board members may also suggest names of experts in the relevant fields, add or delete some names and send back the list to the concerned Heads of Centres through the Director for their consideration. The Heads of Centres, with their suggestions on the above list, will finally forward the same to the Director to be placed before the Board for their perusal and approval. The list finally approved by the Board would be adopted in the Institute till the revision takes place after two years.

(ii)

(iii)

(iv)

Procedure for Evaluation of Non-academic staff on contract (BoG 20.06.2009 Item No. XI) Before completion of initial period of 5 years contract, the work report covering the period of 4 years of contract, (on completion of 4 years), will be taken from the concerned staff by the Registrar. Thereafter, the Registrar will forward the work report to two outside experts in the respective subject nominated by the Director. On receipt of positive feedback, the staff member may be confirmed / continued on contract. If the feedback is not encouraging, then the Director may extend the contract period by one more year, with a cautionary letter to the concerned staff member. And three months before the completion of one year extension, a fresh work report covering the period of work will be forwarded to two outside experts, other than those from whom the feedback was obtained earlier. If the feedback is positive, the staff member may be confirmed or continued on contract. If the feedback is not positive or encouraging, his/her contract will come to an end. The person will be informed accordingly and this action will be placed before the next meeting of the Board of Governors for ratification. All these confirmations/extensions/terminations will be reported to the Board. Policy on Incentives related to project works (BoG 26.09.2009 Item No. II) The following rules will be followed with regard to the Incentives related to the Project works : 1. On successful completion of a project i.e., on time, within cost budget, and full payment received from the sponsor/funding agency, a maximum of 15 per cent on the discretion of the Director, if already provided in the project budget, will be kept aside for payment of incentives. 2. Of this 15 per cent, on the successful completion of the project as defined above, 10 per cent will be distributed to the project team including the project leader, other project staff and staff not directly involved in the project but connected to

182

the Centre. This 10 per cent will be distributed between individual project staff of any project in consultation with the Director. 3. The 5 per cent that is kept aside will be collected in an Incentive Reserve Fund for all the remaining non-project and non-Centre staff of the Institute. This will be divided between all the concerned employees in a proportion to be decided by the Director. It must be noted that the distribution will take place only within the amounts that relate to the satisfactory completion of any project as defined in (1) above. 4. As has been the practice, the present rules relating to payment of honorarium to academic and non-academic staff approved by Board of Governors in its meeting held on December 17, 2008, will continue to operate. It may be noted that these rules relate only to the additional work done by project team, additional work having been defined in those rules as handling more than one research study at a time.

ADJUNCT FACULTY (BoG 03.02.2010 Item No. VIII) The following norms be followed in the case of appointment of Adjunct Faculty: 1. The designation shall be given to a regular faculty member of the Institute who is in the lower faculty position (Associate or Assistant Professor) or working in another Centre of the Institute. It would be based on the recommendation of a Committee constituted for the purpose. 2. Such Committee shall have a composition similar to that of the regular Selection Committee for faculty positions. 3. The Adjunct Faculty member shall work as usual faculty members of the Institute 4. The status of Adjunct Faculty shall be given for one year and Director may extend the duration based on the needs of the Centre or work involved. 5. The faculty member so designated shall continue to hold the substantive position held by him/her before being appointed as Adjunct Faculty.

Rules for Admission of External Candidates for Ph.D. Programme (BoG 17.12.2008 Item II a) The following rules will be followed for admission of external candidates in the Institute: 1. Any external candidate should apply to the Institute along with a research proposal. This will be discussed and evaluated by a specially constituted Committee indicated at paragraph 2 below. Only after the Committee clears the proposal will the candidate be called for personal interaction and after satisfactory performance admitted to the external PhD Programme of the Institute. The allotment of the Supervisor will be done by the PhD Supervisors Committee as in the case of other ISEC students. Applications for the external PhD should be thoroughly scrutinized by a specially constituted Committee and only genuine candidates should be

2.

183

selected. This Committee shall consist of the Director, Vice-Chairman of Research Programmes Committee, Vice-Chairman of Academic Programmes Committee, Head of the concerned Centre and two experts nominated by the Director from outside the Institute. 3. The external candidates must adhere to all conditions and regulations stipulated by the University/Institute. They will have the regular Doctoral Committee and Biannual Seminars similar to the regular students. There will be no financial obligation of any kind on the part of the Institute on account of the external candidates. Any faculty member (recognized guides only) will be permitted to supervise only one external doctoral candidate at a time, after taking Directors permission, in a block period of 3 years or submission of the thesis by the external candidate, whichever is earlier. External candidates must complete the stipulated period of stay at the Institute as decided by the Doctoral Committee. Institute will charge appropriate fee on an annual basis and the fee will be decided by the Academic Programmes Committee, from time to time. External candidates will be permitted to use the library facilities on payment of a library fee applicable to part-time PhD fellows. External candidates shall not have any claim on the use of computer facilities, office or hostel accommodation, in the Institute. No faculty member of the Institute shall take candidates for Ph.D supervision directly other than through the above procedure.

4.

5.

6.

7.

8.

9.

10.

184