Chapter –3 (Manual –2)

Powers and Duties of Officers and Employees

REGISTRAR-cum-CONTROLLER OF EXAMINATION

 Incharge of examination & confidential section and will perform the following duties: -

A)         Conduct of annual and semester examinations of students belonging to all the affiliated institutions
                      (other than ITI’s) and award of diplomas/ certificates. This includes:-

1)      Setting and printing of Question papers

2)      Scheduling of examinations

3)      Making arrangements for conduct of the examinations

4)      Issue of registration cards/ allotment of roll numbers.

5)      Evaluation of answer sheets and publication of results

6)      Rechecking/ Revaluation of answer sheets

7)      Maintaining the students records

8)      Issue of DMC’s & other certificated including duplicated certificates

9)      Migration cases

10)   Court cases regarding the admissions/ examinations etc.

11)   All other matters relating to examinations including confidential work

B)         Conduct of Joint Entrance Test (JET) for admission to polytechnics. This includes: -

1)      Announcing the schedule for JET

2)      Printing of the prospectus

3)      The receipt of admission form

4)      Allocation of roll numbers

5)      Identification & setting up of examination centers

6)      Setting and printing of the test papers

7)      Evaluation & declaration of results

8)      Making arrangements for the counseling

9)      Keeping record of the admissions

10)   Court cases regarding JET admissions

11)   All other matters relating to smooth conduct of JET & admissions

C)            Admissions to D-Pharmacy/ Ayurveda Pharmacy/ MOP/ Post Diploma Courses. This includes:

1)      Announcing the schedule for the admissions

2)      Printing of prospectus

3)      Arrangements for counseling and admissions

4)      Keeping record of the admissions

5)      All other matters relating to the admission to these courses

D)        All matters relating to work of Examination Committee

E)        Any other work which may be assigned by the Secretary /Chairman

CONTROLLER OF EXAMINATIONS (ITI)

Incharge of the Industrial Training Wing in the Board, CE(ITI) will look after the following work: -

A)       Conduct of all examinations of students studying in ITI’s/ Art & Craft and award of the Trade Certificated etc. This includes: -

1)      Preparing demand for question papers for various NCVT & SCVT trades/ Apprentice ship trades.

2)      Receiving of NCVT / APPR question papers & dispatching them to exam. centers

3)      Scheduling of examinations of SCVT trades

4)      Making arrangements for conduct of SCVT & NCVT trades exams.

5)      Issue of registration cards/ allotment of roll numbers to all ITI/ Art & craft students

6)      Evaluation of answer sheets & publication of results

7)      Maintaining the students records relating to Registration and results.

8)      Issue of DMC & SCVT certificates

9)      Court cases regarding the registration and examination etc.

10)    All other matters relating to examinations of ITI’s/ Art & Craft/CEO centres

B)       All work relating to DGE & T and Ministry of Labour

C)       Setting and Printing of Q.papers of various SCVT trades running in ITI’s / ITC’s / Art and Craft Institutes.

D)       Any other work which may be assigned by the Secretary/ Chairman

DIRECTOR (ACADEMIC)

The Director (Academic) will look after the following activities: -

A)   Development & upgradation of curricula of various courses of study in the polytechnics. This will includes: -      

1)  Studying on a regular basis the changes in technical impower needs in the State/ Country and knowing the latest trends in various technical subjects being taught in the institutions.

2)  Proposing the constitution of Expert groups/ professional agencies/ committees for review and revision of norms and standards pertaining to various courses of study and for identification of new emerging areas in which courses need to be started. Convening of the meetings of the above mentioned expert groups

3)  Proposing & noting up of Board of Studies for revision of curriculum of various courses and convening the meetings of these Boards

4)  Interacting with NITTTR and other such organizations

5)  Liaison with the industry and teaching faculty

6)  Liaison with polytechnics/ pharmacy institutes to acquaint

B)       Inspection of Institutions to monitor implementation of new/ updated curricula in various subjects and examining the library facilities in the institutions

C)       Preparation of plans for the long term growth and development of technical education in the State and organizing meeting, seminars, conferences etc. with the industry and Government Departments, responsible for manpower planning and Industrial Development.

D)       Giving suggestions regarding faculty standards, their development & training.

E)       All duties relating to work of Academic Committee.

F)       1. All work relating to the Affiliation and Accreditation of various institutes & courses including
             inspections of institutes

                   2. Court cases regarding Affiliation & Accreditation.

G)      Any other work, which may be assigned by the Secretary/ Chairman.

SYSTEM ANALYST

Incharge of the computer section, System Analyst will be responsible for the following activities: -

            A)    Data processing of all information relating to examination of all

         polytechnics and ITI’s/ Art and Craft. This will includes: -

1)      Data processing regarding registration cards

2)      Scanning of APFs/ examination forms & printing of admit cards

3)      Generation of attendance sheet

4)      Generation of fictitious roll numbers and blank theory award sheets

5)      Data entry of awards

6)      Data processing of results and printing of DMC’s and gazettes.

7)      Displaying of results on the website

8)      Data processing of issue of Diploma Certificates etc.

9)      Maintaining electronic records of students & taking regular backups of all important data

10)    All other matters related to the computer section pertaining to the examination/ declaration of 
    results

B)      Data processing of all information relating to JET. This will includes:-

1)      Data processing of JET application forms

2)      Printing of Admit Cards

3)      Printing of attendance sheets

4)      Scanning of Answer Sheets

5)      Compilation of results

6)      Printing of Result Cards and Gazettes

7)      Displaying of results on the website

8)      Data processing of admission form

9)      Managing the software & data base for real time admissions

10)    Managing different counters at the time of counseling

11)    All other matters related to the computer regarding JET

C)       Data processing of information relating to admission in MOP/ D-Pharmacy / Ayurveda Pharmacy/ Post Diploma Courses

D)       Management of Servers at DBA level for different data level related to above activities.

E)       Development of different programmes to be used for the above activities as well as for other activities of the Board

F)       Management of LAN

G)       Management of websites of the Board

H)       Management of computer software and hardware including printers, servers, scanners etc.

I)       Giving proposals for improvements in the data processing techniques in order to keep up with the fast changing technology

J)       Any other work which may be assigned by the Secretary/ Chairman.

CONTROLLER (F&A)

Incharge of the Accounts Wings of the Board, DC(F&A) is to look after the function of the Board & advise the Secretary/ Chairman in all matters relating to maintenance of accounts of the Board. His duties will includes: -

         A)         Performing duties as Drawing & Disbursing Officer of the Board

         B)         Preparation of Annual Budget Estimates and revised Estimates of

            the pervious year.

C)         Compilation of accounts and getting the balance sheet prepared in the auditors of the Board

D)         Work relating to payment of salary/ other claim of employees

E)         Day to Day maintenance of books of accounts

F)         Reconciliation of Banks accounts

G)        To advise on matters having financial implications.

H)        All matters relating to the finance committee

I)         Work relating to audit of Affiliated institutions

J)         Issue of advertisements regarding activities of the Board

K)        Any other work, which may be assigned by the Secretary/ Chairman

ADMINISTRATIVE OFFICER

Incharge of Establishment Wing of the Board, he/she will be responsible for the following works: -

1)   Service matters and maintenance service record of all employees

2)   Proposal for allocation of staff to various wings of the Board

3)   Proposal of recruitment/ appointment of staff in the Board

4)   To ensure punctually by the members of the Board

5)   To put up the proposal for holding the meetings of the Board, compile, circulate Agenda and minutes of the same

6)   To compile and put up Annual Administrative Report

7)   To coordinate work relating to Vidhan Sabha Questions and other important Government references

8)   To monitor the various court cases relating to the Board

9)   Supervision of Security arrangements in the Board’s Building

10)  He will also supervise the work at the Reception Counter of the Board including the work of Diary and Dispatch

11)  Miscellaneous work

DEPUTY DIRECTOR ACADEMICS

He will look after the work of Store/ Purchase Wings also. This will includes: -

1)      Processing the proposal for purchase of various items of store

2)      Obtaining tenders/ quotations for various purchases

3)      Maintenance of Board’s Building and other equipments like AC’s, PBX system, Generator Set, Fire extinguishers etc. etc.

4)      Maintenance of official vehicles of the Board

5)      Making arrangements for various meeting held in connection with the affair of the Board.

6)      Making arrangements at the venue at the JET counseling

7)      Work relating to engaging of private transport for various activities of the Board

8)      Any other work, which may be assigned by the Secretary/ Chairman

9)      Monitoring of Practical Training of students.

10)     Maintenance of Board’s Vehicles.

INFORMATION ASSISTANT

Information Assistant, to assist the Branch Officer regarding office work.