General Maintenance Procedure

• The heads of departments/ section heads shall inform the Building and Maintenance section for any kind of repair/breakdown in writing/mail.
• The Building and Maintenance Section shall depute the technician/electrician to the department/section concerned to complete the job within two days.
• Upon completion of the work, the technician/electrician shall record the nature of the work completed in the maintenance register and get it attested by the concerned head of the department/section.
• If any accessories needed to complete the work, the carpenter/technician/electrician should intimate to the Building and Maintenance Section to purchase and provide within an approximate time frame to complete the work.
• In case of equipment/machines not covered under AMC, the service/repair work will be outsourced with the permission of the Registrar.
• All the condemned items should duly be reported to the purchase section, under whose purview such items will either be discarded or put into auction/scrap scale once in a year.
• All the departments and sections must maintain proper stock registers and the college shall constitute a committee for stock verification once in two years and report to the authorities.

 Maintenance Policy

Besides Periodic maintenance, Preventive and Breakdown Maintenance are carried out as and when required for effective utilization of Infrastructure. Annual maintenance (AMC) shall be provided for costly equipment in the laboratories. Repair and Replacements for electronics, electrical equipment, computers, and furniture, need to be done periodically.

• Periodic Maintenance: Periodic Maintenance of the facilities/equipment as per the schedule shall be carefully executed by the persons laden with responsibility of the work. The college’s electric equipment and electronic gadgets, buildings, gardening, water bodies, transports gymnasium/sport/games equipment etc. is to be done with due proceedings.
• Break-down Maintenance: For the break-down of any asset/property/facility/ equipment which, needs urgent repair, the Institution shall attends to it immediately for the uninterrupted flow of work. Facilities such as furniture, water-systems, electric system, IT infrastructure like CCTV, biometric devices, Wi-Fi, Website, Vehicles, public Address System lab equipment come under the Break-down Maintenance System. For the break-down of any Electronic gadget, or any equipment with warranty periods, the suppliers/their agencies shall be instantly contacted for the restoration of work through repair/replacement as per the requirement.
• AMC Policy: The Institution’s laboratory equipment and other High Value items are to be maintained by the respective suppliers as per the AMC Policy (Free of cost for the first 3-5 years).

Utilization Policy

• The Institution mandates and ensures optimum utilization of any facility but for the gadgets/equipment/systems which need cooling/recovery time/rest.
• Stock Registers: All Departments/Sections must maintain stock registers which are to be updated with every new purchase or condemnation.
• The College mandates and ensures Annual Stock Verification by the persons assigned with that duty which is duly recorded in the respective department/section as well as in Building and Maintenance Section.
• Condemned items are to be reported in writing to the Purchase Section for necessary action.
• Optimum utilization of Library resources by the staff and students is mandated by the college.
• Reviews: head of the institute with Executive Council Members shall do periodic review and decide upon enhancement.

 Classrooms

• The college has a maintenance committee for maintenance and upkeep of infrastructure. At the departmental level, HoDs submit their requirements to the Principal regarding classroom furniture and other. The college development fund is utilized for maintenance.
• The cleaning and the maintenance of the classrooms and laboratories are done by the non-teaching staff as per cleaning schedule which is monitored by head of the department.
• With the help of the full time sweepers cleanliness of class rooms is maintained. They are well equipped with modern tools of cleaning such as mops, gloves and vacuum cleaner.
• A complaint register is maintained in office in which students as well as faculty can register their problems which are resolved within a set timeframe.

 Library Rules & Regulations

• Every Student is eligible for 4 (Four) Non-transferable Library Borrower Cards, on which he/she can borrow 4 Books for a Period of 15 Days.
• In case the Book is lost, the Borrower has to REPLACE the Same Edition or the LATEST EDITION of the Lost Book. If the Book is not available the borrower has to pay Two times the COST of the Book.
• All the Students should RETURN their Library Borrower Cards after completion of their Course and obtain a NO-DUE Certificate from the Library.
• While borrowing the Book(s), the student is advised to ensure that the Book (s) is in PROPER condition. If any Pages are MISSING or DAMAGED, inform the same to the Library Staff on Duty.
• The students should get the borrowed books CHECKED at the EXIT GATE and cooperate with the Library Staff.
• Avoid making Pencil / Pen Marks, Underlining, or any other type of Damage to the Book(s). If any such things are noticed at the time of returning the books, the Borrower will be held RESPONSIBLE for replacement of books.
• REFERENCE BOOKS & JOURNALS are NOT for ISSUE and they should be referred WITHIN the Library & Information Centre only.
• Book Bank Books will be issued to SC/ST students.
• Consult the Library Staff on Duty for any other Information or Clarification.
• If you have any Problems in the Library, Please contact the LIBRARIAN in person or send an e-mail at vce_library@yahoo.com.
• SILENCE & CLEANLINESS is to be strictly maintained in and around the Library.
• Cell Phone talking and using of MP3 players are NOT allowed inside the Library
• Students are advised to bring their ID Cards, whenever they visit the Library
• Students are advised NOT to Exchange the Library Cards.
• Students are advised NOT to take more than one copy of the Same Book.
• Students are advised not to keep any valuables in their bags kept outside the Library counter. Library Staff are not responsible for any such loss.
• All the Final Year Out-Going students are informed to follow the following procedure to Obtain the Library No-Due Certificate :
• All the Borrowed Books ( incl. Book Bank, BLS Books) are to be returned to the Library.
• Reprography facility is available at Library for Photocopying.
• On leaving the Library, all users are requested to extend their cooperation for the Inspection of all books and items taken out of the Library.
• Borrowers should RETURN the books ON or BEFORE the Due Date i.e. 15 days duration from the date of Issue. Defaulter will be fined as mentioned below :

1st week per day (after due date)
2nd week per day
3rd week & above per day

 

 

 

 

 

 

 

Maintenance of Buildings

• The Overall maintenance of the institutional infrastructure including the buildings and the garden, shall be under the direct control of the Building and Maintenance Section of the institute, under whose supervision any kind of repair/service/work shall be carried out.
• Procurement of any civil engineering/electrical/plumbing material/books/lab equipment/furniture shall be allowed only with the permission of the Building and Maintenance Section of the Institute.
• The Building and Maintenance Section is entrusted with the responsibility of taking periodical preventive measures for the maintenance of the buildings, whitewashing the buildings once in three years, and certain important buildings every year, Plumbing works, rectifying leakages in pipe lines, providing uninterrupted water facility, maintenance of generator and other electrical works, replacing fire extinguishers on requirement, and ensuring a clean environment on the whole campus with the help of the house keeping staff and other employee appointed by the Institute for the specific purpose.
• The Building and Maintenance Section must ensure the availability of Ramps and Special Toilet facilities for physically challenged, power back up facilities for the entire campus, and the availability of Fire Extinguishers at the appropriate places for complete safety.

Laboratory

            Record of maintenance account is maintained by lab technicians and supervised by HODs of the concerned departments. Other measures to maintain laboratories are as follows:

• The calibration, repairing and maintenance of sophisticated lab equipments are done by the technicians of related owner enterprises.
• The laboratories are cleaned and maintained by the concerned departments and record of maintenance is maintained by lab technicians and supervised by HODs.
• Laboratory rules and regulations are prepared and displayed for students in respective labs.
• The laboratories must be utilized for enhancing/demonstrating the pursuers’ practical ability, for research activities.
• Proper timetable must be adopted for the exact utilization of the laboratories.
• Prior permission from the proper Authority must be sought for conducting Science exhibitions/ providing any kind of consultancy services to other institutions
• The equipment for the laboratories should be purchased by inviting quotations as per standard norms and orders to be placed with the organization offering standard equipment at feasible rate after preparing the comparative statements.
• The service and maintenance of the equipment should be performed by the respective suppliers through AMC and/or on call basis.
• Stock Register for lab equipments must be maintained in the respective departments and Annual stock verification must be done by the committee constituted by the Registrar.

 Maintenance of Computer Laboratories and Network

• The College’s Computer Centre and Purchase Section are entrusted with the responsibility of Computer and Network maintenance.
• The laboratories must be utilized for academic and research purposes, for conducting online quizzes, tests and assignments, and for pursuing online courses.
• For ensuring optimum and time-bound utilization of Computer Centre proper time tables must be used as guidelines.
• Stock Register must be maintained and updated and verified annually by Purchase Section.
• The systems in the computer labs should be maintained with the help of the hardware technician appointed by the College or institute.
• Internet and Wi-Fi facility for the entire campus are to be maintained by skilled technician appointed by the College or institute for this specific purpose.

Maintenance of IT facilities

            The CCTV, Biometric Devices, Public Address System, in addition to the Audio Visual Aids, are to be maintained by the skilled technical staff appointed by the college or Institute.

 Maintenance of Sports Infrastructure

• The Physical Education Director is the complete in-charge of the proper utilization and maintenance of the Sports Infrastructure.
• Regular practice to students on Athletic events such as, Kabaddi, Kho-Kho, Volley Ball, Ball Badminton and practice for Athletes should be given in the play ground.
• Regular practices for Shuttle Cork, Table Tennis, and Chess etc. should be provided to the students in the Indoor Stadium.
• All sports equipment should be maintained in good condition by the head of the department of physical education for regular use by the students.
• Stock Register must be updated with every new procurement/condemnation
• Annual Stock Verification must be performed with the help of the committee instituted by the Registrar.
• Any Tournament/ Practice to neighboring institutions/students must be conducted/ provided only with prior permission of the College authority.