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Government Arts and Science College
R.K Nagar - Chennai.
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Organisational Setup
POLICY MAKING, IMPLEMENTATION AND MONITORING ORGANISATIONAL SETUP :

The College Council comprising of heads of various departments / units acts as an advisory body assisting the Principal in the smooth and effective functioning of the College. The Principal presides the council coordinating, guiding and monitoring the administrative, academic and student-centric activities of the college. The College Council is dedicated to the planning, reviewing and addressing the interests and needs of their student community. Also, serving as peer academic advisors it strives to strengthen the college identity and fosters student-faculty relationship.

The College Council shall consist of the Principal and Heads of the Department of each subject of study, two persons elected from among the staff members, Librarian of the General Library, Physical Director and the Head of Support Staff viz., Bursar / Officer Superintendent of the college office.
The principal shall be the ex-officio President of the council. The council shall appoint one of the members as the Secretary and the member so appointed shall hold office for one year, but shall be eligible for re-election. It shall be the duty of the Secretary to give notice of the meeting of the Council, and to keep a record of the proceedings of such meetings.
Meeting of the council shall be convened at such times the Principal may consider necessary. He/ She shall also convene a meeting on the written requisition of not less than two third of the members.

Duties of the Heads of the Department

  • To assist the Principal in maintaining proper academic atmosphere and discipline in the college.
  • To design the vision and mission of the department in consultation with the faculty in the department.
  • To lead and manage the department.
  • To be in charge of the functioning of the department in academic and administrative matters.
  • To propose the annual plans / master plan of the concerned department for the next academic year in consultation with the teachers in the department and submit proposals to the Principal for submission to RUSA, DCE and other agencies.
  • Preparation of Department Time Table and allocation of topics as per syllabus. HoD should also ensure that classes are engaged as per the time table.
  • Publish monthly attendance of the students in all the classes and forward name(s) of students having shortage of attendance to the Principal.
  • Submission of study tour proposal (if it is included in the university syllabus) through Principal one month in advance, for onward submission to Director of Collegiate Education.
  • Identifying the eligible students for ‘new initiatives’ programmes with the assistance of the Co-ordinator of the programmes.
  • Hold departmental meeting at least once in a month and record the same in the minutes.
  • Conduct department / class-wise PTA meetings.
  • Maintain leave register for all the staff in the department. Make proper entries in the leave register while forwarding the leave application to the Principal. Mark the leave in the attendance book soon after it is granted by the Principal.
  • The Head of the Department will be custodian of all registers and maintain Department Stock Register for various stocks in the department unless it is not delegated to the subordinates.
  • Maintain proper account for financial transactions.
  • Submit proposals for upgrading the department.
  • Identify the internal and external mentors wherever necessary.
  • Soft copy of all the documents submitted to the Principal may be kept in HoD’s custody for future reference.
  • HoD must ensure that the subordinate staff submits their leave application in advance and ‘On Duty certificate’ etc., soon after rejoining the duty.
  • Communicate all the information received from the Principal and decisions of the College Council to the staff and if required to the students
  • Attendance and ICA marks of the students are to be published in the department notice board and the complaints, if any, are to be resolved in time and then.
  • When on leave / transfer / retirement, the HoD shall hand over the charge to the next senior most faculty in the department and the matter shall be intimated to the Principal well in advance.
  • Subordinate staff should submit their leave applications, duty certificate, proposals, internal assessment marks and request for purchase of books and articles etc only through the HoD. HoD has to submit the same to the Principal. The same should be entered in the submission and inward register maintained.