Student Grievances Mechanism

Dr.M.G.R Educational and Research Institute Deemed to be University provides an effective mechanism to resolve all student grievances. The Grievance Redressal Cell was constituted by the university as per the regulations of University Grants Commission.

All grievances of the student are redressed through a single window system. Any student with a genuine grievance may approach Joint Registrar - Student Affairs to submit his/her grievance in a proper format. All grievances are redressed in a systematic way by involving the respective department/person directly connected to the specific issue.

Objectives of Grievance Redressal cell

• Linking it with a well-defined disciplinary system and to make it acceptable to all
• All actions taken are prompt for better redressal of a grievance
• To make the redressal process fair, impartial, with prior warnings and commensurate with gravity of misconduct

Nature of grievance

Academic grievance

• Issues related to Admission
• Issues related to Attendance
• Violation of Lab/Library Rules
• Examinations related issues
• Issues related to applying/receiving certificates

Administrative Decisions, Services or Facilities

• Issues related to transport facility
• Issues related to Hostels
• Issues related to Canteen
• Issues related to Sports
• Issues related to Post Office & bank (on campus)
• Issues related to other facilities provided by the university (water etc.)

 

Guidelines of Regulatory Bodies

• Grievances [ Click Here ]
  

• Whenever a complaints/grievance is received from a student it will be recorded
• Recorded grievance will be forwarded to the concerned department/ Committee/Person asking them about the information and a timeframe required to provide a solution
• Acknowledge the student/parent with the information given by the concerned department/committee/person.
• Enquire the status of grievance which is under process (periodically)
• At the end of stipulated time a report/solution will be collected from concerned department/ committee/person
• If the grievance is resolved to the expected level of satisfaction, the student/parent is supplied with the solution provided by department/ committee/person
• If the grievance is not resolved to the expected level of satisfaction, a detailed report stating the reasons for not arriving at the expected solution will be collected
• If the reason for not resolving the grievance is insufficient time, the time required will be re scheduled appropriately by looking in to the details and same will be acknowledged to the student/parent (repeat the steps 4,5,6).
• Escalate the grievances/ complaints to higher management in case, the complaints and grievances could not be handled by the department/ committee/person

Policy

Dr.M.G.R. Educational and Research Institute (DRMGRERI) aims to develop and implement welfare measures to provide the socio-psychological support to (DRMGRERI) family members.

It creates a culture of belonging among the employees in the organization, ensuring higher commitment to teaching, research and administration.

The employees are made to feel that the Management is concerned and is taking care of their welfare. This results in sincerity, commitment and loyalty of the employees to the institution.

Aim

The Institution has effective welfare measures for Teaching and Non-teaching staff in place to achieve Institutional progress through human capital, which is healthy, motivated and committed.

For successful sustainability of an effective human capital, our institution has the best practices of implementing various welfare schemes for the employees as a whole, to build a strong bond of relationship between employees and management.

Scope

The Institution has in place 100% of compliance for Teaching and Non teaching staff related statutory welfare measures.

Each welfare measure has specific eligibility criteria. All fulltime employees who are eligible will be benefited as described in this policy.

List of Welfare Measures

 

• Employee Provident Fund (EPF)-Statutory
• Employees State Insurance Corporation (ESIC)-Statutory
• Group Insurance Scheme Policy (EDLI)
• Cash award for employees DRMGRERI who have completed 10 years, 20 years, 25 years and 30 years of continuous service, and they will be awarded on Founders Day celebrations during the month of September every year.
• Health Insurance
• Health Card - Employees who have completed one year of service will be eligible for highly subsidized / free OP treatment / hospitalization Additionally Concession is provided for purchase of medicine from Pharmacy for all employees.
• Staff Quarters / Hostel

Policy

Dr.M.G.R. Educational and Research Institute (DRMGRERI) Deemed to be University has Performance Appraisal System for teaching and non-teaching staff.

Aim

The Performance appraisal provides an annual written review of individual performance, in the context of the ongoing performance appraisal process. It is designed to facilitate constructive discussion between the employee and employee/supervisor in order to clarify performance objectives, provide feedback about the employee's performance with respect to skills and behavior, provide a framework for identifying employee career advancement and opportunities and to serve as a basis for arriving at decisions objectively. Supervisors are responsible for completing the annual performance self appraisal of the employees under them, as part of the performance appraisal process.

Scope

This system helps to identify the skill gaps and talent too. The self appraisal, as well supervisor's appraisal system brings the co-relation of the departmental output and transparency of the actual situation, and provide an opportunity for the developmental programs.

• The UGC has introduced a system of performance appraisal of teachers in Universities and Colleges stating that the record of performance evaluation made by teachers and verified by the institution would be a document which should be the basis for recognition of excellence in performance as well as further improving the overall efficiency of the system which should be open, participatory and data based. the UGC has accordingly notified the model API (Academic Performance Indicator) in the UGI Minimum Qualification for appointment of Teachers and other academic staff in Universities and College and Measures for Maintenance of standard in HigherEducation Regulations, 2018 which was adopted with suitable modification by the Board of Management in its meeting held on 03.09.2018 and later when these Regulations were amended by UGC, the same was adopted with modifications by the Board of Management in its meeting held on 19.09.2019.
• For Non Teaching staff, there is a performance self appraisal system in place. It covers all the Administrative, Nursing, Paramedical Staff, technical and other staff of the Deemed to be University, which is further appraised by the superiors. The performance appraisal is open and objective based and forms the basis for promotion, sanction of annual increment etc.,

Procedure

Academic Performance Indicator (API) Scoring System is formulated by the institution based on UGC model to evaluate each faculty and based on the results, promotion and increments are awarded to the faculty.

Faculty Performance Appraisal is based on the following Process:

In the beginning of the academic year, all the faculty members familiarize with Academic Performance Indicators (API) along with various Appraisal Parameters.

In the end of the academic year, all the faculty members are asked to submit the Academic Performance Indicator (API) which is filled based on the guidelines.

The Performance appraisal attributes will be framed based on the API submitted by the faculty.

Academic Performance Indicator (API) Scoring System for the Faculties of DRMGRERI

Faculty will fill the appraisal form and send it through HOD / Deans / Principals to the Vice Chancellor for Teaching Staff and to Registrar for Non-Teaching Staff.

HOD and Dean / Principal discuss with the faculty member about their Performance with respect to the Appraisal Performance Report (APR) and future plans for the expansion of department and institution.

Based on the discussion with the faculty members and APR score, the appraisal committee members decide the Promotion and Increments for the faculty and also give suggestions for the betterment of their future.

The Performance Appraisal Category is based on the scoring for Teaching, Learning and Professional development and Research & Academic contributions.

Non teaching staff Performance Appraisal is based on the following Process:

The performance appraisal cycle is based on Academic / Financial year.

• The performance appraisal for the all employees under probation shall be done on completion of one year from their date of joining, upon which their employment will be confirmed or terminated or probation may be extended, based on their performance evaluation.
• The performance appraisal of faculty and staff shall be done every year.
• Annual Increments & promotions for all staff shall be granted based purely on performance of the individual.
• All employees in the DRMGRERI shall be appraised by the immediate superior / Reviewing Authority.
• The training needs of the employees shall also be discussed during the performance review and recorded in writing.
• The appraisal parameters depend on the category and their performance attributes.

• Nurses
• Paramedical
• Supportive Services Staff
• Administrative Staff

Performance Review

Self-assessment provides data to the immediate superior for the performance appraisal discussion and improvement action plan.

Appraisal Data

The HR department shall analyze the Appraisal ratings; identify the training needs and co-ordinate with the training team to provide necessary training.

For Approved Document[ Click Here ]

 

• To develop our resource base to achieve the strategic plans, goals and overall growth of our University.
• In addition to efficient budget allocation, identify and assess the resources available for programme priorities, policies, research, infrastructure development.
• To evaluate and understand the present financing situation, resource availability, stakeholder interactions and agency support commitments.
• Maximize the usage of internally generated revenue so that meaningful relationships with stakeholders can be built.

Sources

The following are the agencies and strategies through which the University mobilizes and secures funding:

Tuition fees from the students: Tuition fees collected from students deposited in the University account is utilized for meeting the overall expenditure of the University and for creating a land and building infrastructure.

PTA and Teachers contribution:

• PTA funds: Utilized for buying stationery items, and training students for cultural activities and sports. A share is given to all departments for daily expenses like documentation and conduct of internal exams.
• Contribution from teachers: used for common special needs of employees and students.

Funds generated through various activities:

• Organizing sports/training camps for youngsters in schools.
• Optimum utilization of space and resources to generate funds.
• Renting out the College building, class rooms, student halls for placement drives, conducting various competitive examsand sports activities like matches.
• Outside of college hours, the campus grounds are rented out to well-known private enterprises.

Approach Government Funding from MHRD/DST/AICTE/DDUGKY:

Approach the above said agencies for establishing new labs, infrastructure, equipment maintenance, research projects, a skill development centre, an innovation and incubation cell for entrepreneurs, create modern library, among other things.

Endowments and Scholarships to be mobilized for students:

• Grants given to students from reserved communities: Funding/ Scholarships for SC/ ST/ OBC/OEC / Lakshadweep students for fees, study tours, laptops.
• Central/State Government funding for NSS and NCC.
• Funding from various Women's Commission, Higher Education Department, Harijan Welfare board.
• Contribution from Philanthropists for specific projects and programmes for conducting extension and outreach activities, fests, seminars, charity Alumni contributions

Sponsorship and assistance from Alumni: For conducting Fests, Sports events and other enrichment activities, for buying journals, magazines and extra newspapers for the library, towards training and preparation for youth festivals, Water Purifiers are regularly serviced.

Painting, roof maintenance plumbing maintenance creating water purifier and repairs done, including sewer systems as per requirement.

Waste to wealth/Composting of food and domestic waste

Vermicompost is generated and small money saved for buying fertilizers to the gardens and greeneries available inside the campus. In order to minimize e-waste, computers are serviced and reused, scraps are sold and small money is generated.

Resource Mobilization through promoting Sports

Department of Physical Education monitors the maintenance of sports facilities of the institution and generate some revenues.

Funds mobilized through philanthropist

Various non governmental organizations are approached for potential funding to equip laboratories and infrastructure facilities.

For Approved Document[ Click Here ]

 

For Approved Document [ Click Here ]

 

The demand to automate university process is becoming important in line with university quality assurance and we are committed to implement in its E-governance in itsadministration with the following scope and objectives.

Scope

The scope of this policy extends to the following areas:

• General Administration
• Student Admission
• Examination
• Library
• Accounts and Finance
• ICT Infrastructure

Objectives

• Integration and Implementation of E-governance in various functioning of this University for database management and documentation.
• Facilitating online internal and external communication between various entities of the University
• Achieving efficiency in the administration through elimination of red tapism, redundancy and eliminate unnecessary time delays.
• Promoting transparency and accountability
• Provide automated administrative work flow processes that improve data storage and retrieval at all levels in accordance with hierarchal permissions.
• Achieving paperless administration in the Universityby electronic mode of communication among alldepartments / sections of the University viz. Academics, Administration, Finance & Accounts, Admissions, Examinations, support etc.
• Providing effortless access to information
• Making the University to a Global Outreach.

E-governance to be implemented and followed up in the following areas: For convenience purposes, this policy is divided into various areas of operation. These areas of operation are illustrative and the syndicate reserves the right to implement e-governance even in the areas not enlisted herewith.

Website: The website of this University is periodically revamped for delivering the precise information at right time. The website is enhanced with information such as vision and mission, various activities, important notices, current news and so on to guide the students and other stakeholders including general public. The website is designed with latest information related to Student admission, support and examination.

Student Admission and Support: The University has decided to process admissions through online mode as per the guidance of the respective councils and norms. This will cover admissions to all courses offered in various campuses whether graduate, post graduate, Ph.D. or online education courses. The Board of studies of our University is having the full authority to take appropriate decisions.

Pay Roll and Financial Accounting: For ease of maintaining accounts, the University is already computerized with necessary software. But, with recent advancement in accounting methods and compliances, it has become necessary to design Faculty and Staff Pay Mangement Software as well. Accordingly, requirements were assessed during the discussions with Vice-Chancellor and Finance Officer and other accounts staff and accordingly new software needs to be purchased or upgraded. Appropriate security measures should be taken for maintaining confidentiality of the transactions. Training to the existing staff and updatingthe existing software are carried out on timely basis. Procurement for University has been initiated through Government e Marketing (GeM) and from other stakeholders through e tender facility.

Library: This University has the privilege to have the best library with e-Library facilities to achieve the same more e-learning resources for the benefit of the faculties, researchers and students are procured in these lines to become member in national knowledge network steps are being taken this period.Similarly newer e-learning resources like e journals, and e-books are identified and subscribed taking into account the recommendations of the library advisory committee.Recommendations of the faculties of various department and students are considered while subscribing to these resources. Necessary training to utilise the e library has been initiated as and when required by the staffs and students.

The library is fully automated with integrated library management software for ease of use, including a graphical user interface, Unicode compatibility, multilingual search, and most report export capabilities.The use of Online Public Access Catalogue module of the software to allow library database searching by entering preferred terms for information retrieval.The Circulation module of the software should cover all the operations of circulation, right from creating member records to printing of reminders for outstanding books.All database creation and maintenance tasks should be covered by the Database Maintenance module. The library has plagiarism-checking software to encourage students and teachers to write original work.

Administration: The university administration uses ICT-based technology to deliver a hassle-free, convenient, and digitised process.Facilities like online leave management of employees, e copy of salarycertificates, and internal communication between the employees. Students also must beable to obtain maximum services like Genuineness certificates and bonafide certificates inonline mode.Administrative staff and teaching faculty can utilise Attendance Management Software to record and manage attendance for internal assessments calculations by integrating monthly reports and end semester reports.

Examination: Certain examinations must be conducted and evaluated in an online mode with e governance, according to UGC directives. Digital methods are adopted while filling the examination forms, revaluation forms, attendance certificates, obtain hall tickets, and submit internal and external marks.Utmost secrecy and confidentiality need to be maintained while handling examinations and work needs to be done utmost care and caution.Under the direction of the Vice Chancellor of this University, the Controller of Examinations is responsible for overseeing the entire examination process.

Alumni: A dedicated alumni portal has been launched to improve alumni connection, with features such as registration, information about university events, noteworthy alumni, milestones accomplished by alumni, comments, and many other features.

Social Media Outreach:As directed by the MHRD, this university has begun to share information about the university's activities and accomplishments with students, other educational institutions, and the community using social media platforms like as Facebook, Instagram, and Twitter.