Objectives:

The Proctorial System is introduced with the main objective of providing supportive care and advice to the students and to help them in their academic problems and personal problems, if any, from time to time and to counsel them appropriately. This system would help the students to complete their studies comfortably and successfully.

• The main Objectives of Proctorial System Includes:
• To Inspire a healthy relationship between the Teacher and Students.
• To enable students towards a disciplined and ethical behaviour.
• To improve the overall academic performance at University Examinations.
• To give students a measure of self-confidence.
• To maintain discipline in the Institution, ensuring Institute rules are understood and followed.
• To ensure maintenance of proctor diary in an accurate,  complete,  and appropriate manner. The  proctor  diary  is  to  be  regularly  updated  with the comprehensive information of the student’s   academic progress with proper verification.
• To keep the parents appraised about the academic progress and general behavior of their wards.

Proctor  System Structure

The proctorial system is a proven and a successful system meant for personal counselling of the students. It is basically a system that takes care of the well-being of the student with respect to both academic and non-academic issues.

Each undergraduate student is assigned a proctor who is a faculty member from the concerned/​relevant department. The proctor monitors the student’s performance and behaviour, offering guidance and enforcing discipline when needed. The student and proctor meet at regular intervals to assess the students academic progress with regard to performance, registration for credits, and attendance. The same is also reported to the students parents/​guardians. Every Teaching Department implements the Proctor process through its faculty designated as Proctors. Each Proctor, in consultation with Students/Parents submit report to Class Advisor. The Class Advisor Consolidate the report and submit to Programme Co-ordinator for suggestions/recommendations.

ORGANISATION OF PROCTORIAL SYSTEM

The Chief Proctor operates at the Institute level while the Proctor functions at the Faculty level. Individual Proctors are assigned at the batch level. A document listing the proctor-student allotments is shared with the Chief Proctor for information and updates. The Class Advisor assigns Individual Proctors in consultation with the concerned Dean and HoDs. The Chief Proctor in Consultation with Dean Academics / Administration / Examination / IQAC sorts the issues raised by individual students and forwards consolidated report to Director / Principal, for further actions (If necessary)

PROCTORIAL COMMITTEE

Institute has a Proctorial system where administration of student’s related matters pertaining to all acts of indiscipline are delegated to the Proctorial Committee. The Proctorial Committee of the Institute is chiefly responsible for ensuring that rules and regulations framed by IQAC are being followed by the students. The Proctorial Committee is headed by the Chief Proctor. Cases of indiscipline or indecent behavior of any student, cases of individual/ group harassment, threats, manhandling etc. are dealt strictly by the Proctorial Committee. Students are responsible for their conduct to the Principal and are prohibited from doing anything that will amount to breach of discipline in the Institution.

PROCTORIAL COMMITTEE MEMBERS :

FUNCTIONS OF PROCTORIAL COMMITTEE MEMBERS :

The Institute Proctorial Committee is constituted for the maintenance of discipline in the Institute. The committee will ensure that students obey rules and remain orderly and peaceful in the pursuant of educational objectives/goals in the Institution.

Objectives of Proctorial Committee :

1. To ensure calm and peaceful academic atmosphere in the campus.
2. To avoid physical confrontation among students.
3. To conduct enquiries on report of indiscipilinary activities among students
4. To initiate model actions against students involved in indiscipilinary activities
5. To initiate steps to reduce violence, confrontation in future

FUNCTIONS OF CHIEF PROCTOR :

The Chief Proctor, shall be responsible for maintaining discipline among Institute students and such functions shall be split into four parts namely:

1. Monitoring the disciplinary climate prevailing in the student’s community
2. Taking preventive steps such as issuing notices, warnings, instructions regulating certain acts, and other arrangements for the purpose of forestalling acts of individual or collective indiscipline. The Proctor has to collect relevant facts about the incidents of indiscipline, evaluate the evidence and decide/recommend the quantum of punishment to be imposed on the erring students. Wherever considered necessary the Chief Proctor has to place the relevant information before the Directors office for their decision.

4. The Chief Proctor shall prepare report relating to disciplinary proceedings against student.
5. The Chief Proctor shall meet the students in the beginning of the semester and also as and when required.
6. The Chief Proctor shall meet Hostel Students during beginning of the academic year to address higher semester students and introduce first year students to higher semester students.
7. The Deputy Chief Proctor / Chief Proctor shall address the Parents and Students during Parent – Teacher’s meeting.
8. The Chief Proctor closely monitors the enduring cases referred by the Proctors and such cases will be summoned to the Proctee Parents in view of academic progress of the student.
9. The Chief Proctor shall perform such other functions like Daily Class Monitoring as the Director may direct from time to time.

ATTENDANCE AND LEAVE OF ABSENCE

1. No student will be allowed to absent herself/himself from the college without prior permission from the respective authorities
2. Anyone who is not present in the class when attendance is taken will be marked absent
3. Students must get the parent’s signature preferably from father in the leave letter.
4. The absence of one hour or more in a session will be marked as absent for half a day.
5. They will be allowed to attend the class only after the leave is sanctioned by the tutor concerned and the principal.
6. The students should not absent themselves particularly when the college works on Saturdays.
7. In case of absence due to unforeseen cause, application for leave must be submitted as soon as possible, and never later than the first day of return to the college.
8. If a student takes leave because of sickness he/she has to submit a medical certificate signed by a registered doctor. He/she should submit it on the first day as soon he/she comes to the college after leave.
9. Medical certificate submitted late, will not be considered.
10. If a student takes leave for more than three days he/she will not be allowed into classroom, unless he/she meets the principal along with his/her parents.
11. No leave will be granted for Internal Assessment Tests, unless for reasons of great necessity, which must be proved to the satisfaction of the Principal.
12. Students are instructed to strictly follow the format of the leave letter given as prescribed by the Institution.
13. Sending information through Whatsapp or SMS or any other digital media will not be entertained.
14. The students should earn at least 85% of attendance to appear for university exams.
15. Enmasse leave by students or abstaining from classes for whatever reason will be strictly viewed.

The following procedure must be adopted for availing leave:

ROLES AND RESPONSIBILITIES

ROLE OF AN STUDENT UNDER PROCTORIAL SYSTEM

The students of the proctorial group shall meet the proctors attest once in a fortnight or as many times as is necessary to sort out the academic problems. The students shall furnish such information to the proctors as required for the maintenance of the proctorial record.

Other roles are listed as follows:

1. To meet Proctors on a regular basis and give information about academic results, Participation at Co-curricular / Extra curricular activities, Fee Dues, if any from time to time.
2. To regularly update the contact information of their parents/​
3. To discuss issues related to academics or any grievances they might have faced inside the campus.
4. To Co-operate at providing right information to Mentors when asked.
5. To take Proctor into confidence in all matters of life and study.
6. Understand Institute resources and utilize them when needed with an consult from Deam Academics / Administration.
7. To maintain discipline in the class and laboratories as per the Institute norms and regulations.

GUIDELINES FOR AN PROCTOR :

Every Teaching Department implements the Proctorial Process through its faculty and each faculty member is designated as Proctor with the following guidelines:

1. Collect student and parent/​guardian information at the time of registration.
2. Document the happenings of the meeting in the Proctor Diary. Student signature should also be obtained in the diary, as per the template.
3. During meetings, proctors must discuss student performance and behaviour, and highlight any issues they feel are relevant
4. Students involved in acts of indiscipline must be reported to the Disciplinary Committee.
5. Conduct formal proctor – student meetings during the 4^thweek of every month as per the convenience of all involved
6. Proctor Diary should remain with the respective proctors only
7. Shortfalls in a student’s performance or attendance must be communicated to parents/​guardians in consultation with the Dean and Academic Registrar of the Faculty

ROLE OF AN PROCTOR :

1. To provide emotional support for students.
2. To monitor student behaviour, attendance, and punctuality 
3. To keep parents/​guardians informed about the student’s progress
4. To counsel students on topics like the credit system, electives, research opportunities, and exchangeprograms
5. The Proctor acts as a local guardian to solve the Academic and Non-Academic Issues of the respective wards.
6. The Proctor closely monitors the progress of the students under his / her care and helps them in overcoming their problems.
7. The Proctor shall assist in academic and overall development of the student.
8. Proctor conducts regular meetings with Students and Parents.
9. He/she must meet the assigned students at least once in every fortnight to discuss about their difficulties.
10. He/she shall understand student difficulties and counsel as per individual situations. Ensure that the academic progression of a student is continuously monitored and assessed.
11. Proctors use a Proctor Diary in which they record the details of their meetings with students as well as their plan of action for the student.
12. The counselor will submit report the details of counseling to the Class Advisor and Programme Co-ordinator.
13. Ensure maintenance of proctorial book in accurate, complete and appropriate manner.
14. Student Counselor is expected to keep his / her own counseling file (student record) with all the information’s and correspondence to efficiently implement and monitor the effectiveness of counseling in achieving overall improvement of student performance.

 FUNCTIONS OF THE CLASS ADVISOR :

For each class, one faculty is appointed as class advisor. They need to play an role of an catalyst in implementing Proctorial system.

Roles of an Class Advisor is listed as below:

1. The class advisor will collect the attendance details periodically and submit  to the HoD.
2. Taking corrective measures to reduce the absentees for the class and also the tests.
3. To ensure that every student is well supported to fulfill his/her learning potential.
4. In order to monitor the progress and quality of students, appraise them and consult their parents.
5. To encourage the students to learn beyond the syllabus contents.
6. Give awareness to students about the rules of attendance (general), Open and Professional Electives, Industrial Visits, sports, NPTEL Courses etc.
7. To maintain student discipline in the class as per the Institute policies.
8. To keep track of students attendance and to ascertain whether there is any correlation between their attendance and performance and if so, to what degree
9. Address students queries.
10. To arrange for an effective induction programme and value added courses for students in consultation with HOD.
11. To Arrange Parents Teachers meeting Periodically .
12. Make sure students of the department are regularly attending class and coming to the college on time.
13. Collect information regarding weaker students (in terms of academic and personal problems) from the subject teachers and arrange remedial classes, counseling sessions in consultation with the Chief Proctor.

FUNCTIONS OF THE PROGRAMME CO-ORDINATOR :

1. Allocate the subjects to the faculty members well in advance before commencement of the semester.
2. Collect lesson plans from teaching staff before the commencement of class work and ensure that the information provided is in accordance with the format.
3. Make sure that the time tables are prepared as per the guidelines given by the Principal and inform the faculty members and students at least one day before the commencement of the class work.
4. Interact with students (Section wise) of their branch 15 days once, identify the problems through Proctorial meetings and find solutions in consultation with the Deans.
5. Verify the student attendance registers maintained by the staff members once a week and submit to the Dean (Academics) for verification once in a fortnight.
6. Instruct the faculty members to set the question papers as per instructions from the Principal and to maintain the confidentiality and also to evaluate the scripts promptly to meet the dead line given by the Principal. The evaluated answer sheets along with award sheet filled by the concerned faculty member have to be submitted to the exam section as per the schedule given.
7. Appoint faculty as mentors and allocate students to the mentors in the beginning of the academic year.
8. Instruct the respective class advisors to Organize Parents and Teachers meeting once in a Semester.
9. Instruct the respective class Proctors to Identify Slow & Fast Learners.
10. Instruct the respective class Proctors to organize special programmes for Slow & Fast Learners.
11. Collect the student feedback about the faculty members subject wise (for all the subjects taught to the students of their branch) and communicate the feedback to the concerned faculty members in the standard format as finalised by IQAC. Communicate a copy to the Principal. If any subject is handled by the other department faculty members, communicate one copy to the respective HOD. Guide the faculty members to improve their performance based on the feedback and also monitor whether the faculty members are improving from semester to semester.
12. Advice the class teachers to prepare list of students with acute shortage of attendance and informimg to parents about the shortage from time to time.
13. Communicate the attendance particulars and internal marks of students to the concerned parents from time to time with the help of class advisors and Poncerned Proctors.
14. Counsel the students who are absent for the assessment tests or irregular to the class.
15. Form student batches and allot the project guides as per guidelines given by the Principal.
16. Arrange special classes if necessary for the benefit of Slow learners.
17. Ensure academic discipline in the department for the smooth conduction of Proctors Meet, Parents Teachers Meet, Identifying Slow and Fast Learners, Organizing special Programmes to Slow and Fast Learners.

STRATEGIC PERSPECTIVE PLANS

Strategic Perspective Plan:

To Elevate Institution to the status of an “Autonomous Institution” by 2025

Future plans of the Proctorial System:

• Two plans for the Proctorial System
  • Immediate Plan
  • Five Year Plan.

 Proctorial System Strategic Perspective Immediate Plan – 1 Year:

1. NBA/NAAC accreditation for undergraduate and postgraduate programmes of the Institution.
2. Previously, UG programmes of Institution got accredited by NBA for about three years (2009 – 2012) and now preparing for re-accreditation with an aim of achieving higher Grade.
3. Previously, UG programme of Institution got accredited by NAAC for about Five years with B+ Grade (2017 – 2022) and now preparing for re-accreditation with an aim of achieving higher Grade.
4. Establishment of Counselling Cell in the Institution.
5. Formal and informal avenues for counseling male and female students, and staff for academic and other related issues from time to time.

• The Grievance committee for women, staff and students will be constituted to make women, students, faculties & staff members aware about their rights.

Proctorial System Strategic Perspective Plan – 5 Years:

1. Centre for career councelling and guidance, which counsels the students about career opportunities and higher education.
2. Organizing Gender sensitization camps at rural areas that include the aspects related to: Women’s rights, Human rights, Child rights, Gender justice and Gender equality.
3. Organizing Gender sensitization workshops, Specific courses dedicated to gender issues, Campaigns against female foeticide.
4. Establishment of Alumni Placement Assistance Cell Nationally & Globally.
5. Organizing Entrance Exam Counseling, Medical Counseling, Moral Counseling and Career Counseling.
6. Enhancement of the quality of our incoming students, staff and all stakeholders by recognizing and developing competencies.
7. Upgrading the Institution to the status of a modern and well equipped Institution by creating Centers of Excellence at every department.
8. Increasing the visibility of C.I.T locally, regionally, nationally and Globally.