E.G.S. PILLAY ENGINEERING COLLEGE Rev.
1
(An Autonomous Institution, Affiliated to Anna University, Chennai) FILES/ECE/2018/EGSPEC
Nagore Post, Nagapattinam – 611 002, Tamilnadu.
54 DEPARTMENT FILES
File File Name Records in File
No.
1. Institutional Vision and Mission
Goals and Department Vision and Mission
Objectives Quality Policy
PEOs / POs / PSOs
2. Approval and 1. AICTE Approval Copy (Establishment + Increase/decrease intake)
Certification File 2. Anna University Approval Copy (Establishment + Increase/decrease)
3. 1. Students Strength (copy from DOTE)
Admission File 2. Rank List (Mgmt quota or Govt. quota) + Lateral Entry
3. DOTE Approval copy for every year including Lateral Entry
4. Department 1. Circular from Principal for asking budget
Budget & 2. Lab Incharge requisition
Allocation 3. Approval from Principal / Secretary
4. Headwise distribution of budget
5. Utilization of Budget
5. Purchase File 1. Quotation from the Companies
2. Comparative Statements
3. Purchase Order Copy
4. Licensed copy of Software and Hardware/equipments
5. Test / Calibration Report if any and Delivery challan/bill
6. Circular for Stock Verification, report from verification officer and Principal
7. Reply to the Principal by HoD, Action details
6. Stock Register – To Show entries of all the equipments in the laboratory
Consumables
7. Stock Register – To Show entries of all the items
Non Consumables
8. Repair / 1. AMC Agreement
Maintenance 2. Equipment Insurance (if any)
Register 3. Stationary procurement
9. Faculty Profile 1. Appointment Order copy
(Teaching and Non 2. Joining Report Copy
Teaching) 3. Staff Name List
4. Relieving Letter Copy if any
5. Service Book
6. Promotion Letters copy
7. Award / Incentives / Certificates if any
8. Salary Details
9. Degree Certificates
10. Welfare scheme / 1. Details of students with fee waivers
Scholarship file 2. Details of students getting scholarship
3. List of students having excellent performance
4. Fee concession provided by management
11. Syllabus and Syllabus & Regulations – 2008 (Chennai/Trichy), Reg-2013 (Chennai)
Regulations
12. Curriculum Two meetings per semester (beginning and end of semester)
Planning and Assign senior faculty/HOD as course coordinator
Implementation Include the following points which discussed in Beginning of the semester:
Discuss about Rules and Regulation of University and our Institution
Syllabus:
In which way a particular subject is linked to previous and upcoming
semester subjects
Why the particular subject is taught to the students
How a particular subject is related to other subjects in the current
semester
Discuss about distribution of syllabus coverage
Discuss about syllabus completion for internal assessment test
Discuss about how to handle the new subjects in recent regulation (If any)
Discuss about the arrangement of Guest Lecture and Seminar for current semester
Schedule for Junior Faculty Seminar
Note: Keep the report for suggestion from senior faculty about the junior faculty seminar –
e.g. senior faculty may give suggestion about Quality of content, Quantity of content,
Methodology of teaching – Get signature from Reviewer, HOD and Principal
Include the following points which discussed in End of the semester:
The follow-up of points which discussed in previous meeting
Mention the deviation (if any) and discuss why the deviation occurs
Discuss about recommendation to Board of Study (If any)
Discuss about the progression of slow learners through remedial classes
Ask faculty to discuss with students how to present answers in University
examinations
13. Elective Selection 1. Circular mentioning electives on curriculum
2. Lecture programme by Subject Experts
3. Justification for Selection based on Students Employability / Research Scope /
Student Curiosity / Self Employability
4. Elective Options collected from Students
5. Analysis report for Elective Papers
6. Feedback from Alumni / Students
14. Minutes File 1. Principal Meeting (Circular & Action Taken)
2. Department Meeting (Circular & Action Taken)
Monthly Report
15. Time Table & 1. Room allotment
Workload 2. Subject preferences
3. Master timetable
4. Classwise time table
5. Minutes of Meeting – Time table meeting
6. Workload details
7. Academic Calendar
16. Anna University / 1. Circulars copy
AICTE -Refer ISO file
Correspondence
17. Student Profile Counseling record
18. Department 1. Department Library
Resource Stock Register
Purchase details
Book / Periodicals Statistics
Thesis / Dissertation details
Usage Report
2. Daily Usage Register – OHP / LCD Projector
3. Internet / Wi-Fi Details
4. Physical Facilities
Classroom, Staff room, HOD Room, Tutorial room, Seminar hall / Lab details
Teaching Learning Equipments, Computing facilities
19. Class Committee 1. Conduct twice in a semester
Meeting 2. Minutes of the meeting
3. Action Taken report
20. Internal 1. Room Allocation
Assessment 2. Invigilation
3. Test Schedule
4. Attendance (Consolidated and Sign of Students in roll order)
5. Question Paper Copy
6. Mark List
7. Internal Assessment Mark List
8. Retest Circular / Time Table / Marks
21. Remedial Class 1. Identifying slow learners based on internal test performance
2. Schedule for special coaching classes / test
3. Comparison (before and after remedial class)
4. Special assignments
22. Course File 1.
23. Student (workshop / Symposium / Conference / Journal Publication / Intra-Inter College
Interaction Competition)
1. Sponsorship Details
2. Front Page of Proceedings
3. Certificate
4. Interaction Report
24. Guest Lecture 1. Establishment of Contact
2. circular / Invitation
3. Letter requesting Facility
4. Speakers Profile / Feedback
5. Lecture Notes
6. Student Attendance & Feedback
7. Photograph witness session
8. Summary
25. Laboratory Course 1. Syllabus
File 2. Lesson plan
3. Experimental Results
4. Batch Details
5. Mark Evaluation
6. Internal Mark Assessment
7. Innovative Experiments Conducted
8. Model Exam – Schedule, Question Paper, Attendance, Marks
9. Sample Record books and Observation
10. Log Book
26. Student Feedback Feedback on Curriculum, Elective, Vision/Mission/PEO/PO, Feedback about Faculties
27. Result analysis 1. Copy of the result
2. Comparative statement with previous semester
28. Innovative 1. Mini Projects
Practices 2. Innovative Assignments
3. Content Beyond Syllabus
4. New facility created
5. Best practices
6. Product development
29. Faculty 1. Permission Letter
Development 2. Sponsorship Letter from the College/ Others
(Teaching) 3. Additional Courses attended if any
4. Report of the FDP/Workshop/Seminar attended
5. Copy of Certificates
6. Junior Faculty training programmes
30. Faculty 1. Permission Letter
Development 2. Sponsorship Letter from the College/ Others
(Non Teaching) 3. Report of the FDP/Workshop/Seminar attended
4. Copy of Certificates
5. Skill up-gradation programme
31. Faculty Interaction 1. Publication/citation Details.
2. Interaction with outside world
32. Faculty 1. Award received
Recognition 2. Incentives received
33. Personal File 1. Promotions/ Confirmation / Increment Orders
(Common)
34. Student Alumni File
Progression 1. ID Card / PG Certificate
2. Appointment order / Industry ID card
3. Self employment - Visiting card
4. Alumni Survey on PEO (once in a year upon graduation)
5. Employer Survey
6. Course Exit Survey
7. Graduate Exit Survey
35. Placement 1. Appointment Orders
2. Employer Feedback
3. Placement Statistics
36. University Exams 1. Circular about university exams
(Theory & 2. Exam Time table
Practical) 3. Attendance copy (Practical)
4. Question papers
5. Feedback on question paper
37. Extra / Co 1. Sports Achievements
Curricular 2. Quiz
Activities 3. Blood donation
4. Certificate of IPT/IV undergone
38. Career Guidance 1. Personality development programme organized
2. Aptitude training programmes
3. EDC Programmes
4. Content beyond curriculum coverage
5. Training programmes offered
6. Students participated in innovative trainings
7. Training for Competitive exams (GATE, TANCET, BFSI pgmsetc)
39. Industry 1. Requisition Letter to the Company through Principal
Collaborations 2. Acceptance Letter from the Company
(MOU) 3. MOU Certificate
4. Feedback
5. Visitor Register
40. IV & IPT File IV
1. Request letter to company/industry
2. Acceptance from company
3. Approval letter from the Principal
4. Student name list
5. Parents undertaking form
6. Schedule / Report
7. Feedback
IPT
1. IPT requisition
2. Students certificate
3. Report / Feedback
41. Association 1. List of Office bearers
Activities 2. Inauguration programme and report
3. Association activities plan (symposium / guest lecture etc)
4. Chief guest details
5. Budget and expenses
6. Proof (Invitation, Brochures, Photos, Student Feedback, Report of Activity,
Registration form, Press and Media, Certificate Copy)
7. Annual report
42. Winter/Summer 1. Bridge Course
Programmes 2. Value Added Courses
Proof for all relevant works
43. Student Projects 1. Appointment of Project Coordinator
2. Project Work – Groups and Guides
3. Acceptance Letter from Industry
4. Review Plan and Evaluation Form
5. Review Reports
6. Action taken (Review after Review)
7. Internal Marks – Evaluation Scheme
8. Best/Innovative Project Awards
9. University Marks
10. Certificate issued by company on completion of project undertaken
11. Certificate of Participation/Presentation/Publication relevant to project area
44. University Results 1. Final year student name list
2. Consolidated statement of marks/Provisional certificate.
3. CGPA detail.
4. University rank details.
45. Professional 1. QIP Information
Development 2. Study Leave granted.
3. Grant sanctioned for Presentation / Publication / Participation in Workshop, Seminar,
FDP
46. Course Extension 1. Reason for New ME programmes
47. Administrative 1. Delegation of power.
Responsibilities 2. File in-charges.
3. Self Appraisal Report for T & NT
48. Department 1. Requisition letter
Academic 2. Stakeholders identified
Advisory 3. Meeting Schedule / Agenda
Committee 4. Feedback from Stakeholders
5. Meeting Minutes
6. Defining / Redefining PEOs/ PSOs
7. Report of the meet
49. Quality Assurance 1. ISO Audit Details (Internal / External)
2. Parent Meeting
3. Alumni Meeting
4. Grievance and Redressal Meeting
5. Class committee meeting follow up
6. Vision/ Mission / PEOs / PO & PSOs
50. Research and 1. Copy of Objectives of the R&D Cell
Development File 2. R&D Members list
3. Consolidated list of year-wises publications (Staff and Students)
4. Books with ISBN with the publishers
5. Letter copy of project proposal to/from funding agencies
6. Total grants received from funding agencies
7. Inter – Disciplinary research project details
8. Prioritized research areas and Experts details
9. Research Appraisal form
51. Consultancy 1. Approval copy of consultancy projects
Services File 2. Copy of Consultancy policy or profile of consultancy
3. Project details including Title, summary and resources utilization, faculty and students
involved, revenue generation and etc,m
4. Project report
5. List of Consultancy Services
6. Staff OD Form
7. Major areas of Expert available for consultancy services
52. Extension Social Welfare Programmes
Activities Skill Up gradation
Extension programme for Govt. / NGOs
Report and Feedback
Faculty acting as Resource Person
53. Visitor Register Feedback Entries of all the events.
54. Discipline Complaints and Suggestions
Copy of Suspension / MEMO issued
