REGULATION NO. 12
Regarding Confidential Reports of Officers/Teachers/Subordinate staff.

1.     Annual confidential reports on the work of a University employee must be recorded by his/her superior officers for
        each financial year. The manner in which such reports in respect of Administrative/Executive officers/Teaching/
        Subordinate staff of each department will be initiated, by whom they will be recorded and where they will be kept
        is shown in Appendix. Reports on employees for whom half-yearly reports are prescribed will be written for the
        periods from Ist April to 30th September and from Ist October to 31st March every year. The reports of the
        teaching staff of school of studies/University Teaching Departments and other institutions run by the University
        should be submitted in the prescribed form (Form No. 5) . These forms will be printed by the University in the
        Personnel Department in sufficient numbers. The Registrar shall make the form available to the concerned Head
       of the department by August of every year.

2.     When an employee has got more charges in work during a financial year, a separate report should be recorded by
         the competent authority regarding his work for each charge in which he has served for more than three months of
         the year.
                           However, if the employee has not worked for more than three months in any charge during a financial
         year, his report will be written by the competent authority under whom he has worked for the maximum period
        during the financial year.

3.     The heading of the form should be completed by the Head of the department in which employee is working.

4.     Report should comment generally on the way in which the employee has carried out his duties during the period in
        question. In case of Administration and Executive officers a mention should be made about his relations with his
        fellow officers and general public. It should also contain an opinion or any point specially regarding the fitness to
        pass an efficiency bar. In case of an employee belonging to a technical section his professional ability should be
        specially mentioned.

5.     While assessing the member of School of Studies/ University Teaching Department/ other institutions a mention
        should be made about his punctuality, standard of teaching, capacity to demand guide research, number of
         published research work during the year in question and other professional achievement should be mentioned.
      

6.     A confidential report must be written with the utmost care. Reporting officers must avoid vague remarks and
        opinions and conclusions based on insufficient data or on hearsay. Care should be taken not to import personal
        likes and dislikes.Report should be thoroughly, based on figures and facts and subjective remarks should be
        avoided. If necessary, the reporting officers may get a summary statement about the work of the employee
        concerned.

7.     No reporting officer should record an opinion on the work of a close relation of his. In the case of employees who
        are related to the reporting officer the report will be written by the authority superior to the reporting officer.
        

8.     It will be the responsibility of the Registrar to ensure that the personnel section of the Administration department to
        see that Confidential personal files of the employees are maintained up-to-date and that all annual/half-yearly
        confidential reports are kept chronologically. The reports of Administrative/ Executive Officers and Teachers of
        School of Studies/ University Teaching Department and other Institutions are to be kept in the custody of the
        Registrar, while the other report will be kept by the Assistant Registrar (personnel Section ) Administration.
    

  Communications of adverse remarks :

9.     Only those remarks which can be remedied should be communicated, but while doing so, the substance of the
        entire report should be communicated within 3 months of reporting.

  Representation against adverse remarks -

10.     It is open to an employee to represent to the Kulpati against the adverse remarks communicated to him
          Representations against adverse entries should be made within 3 months of the date of communication. However,
          the Executive Council  may, at its discretion, entertain a representation made beyond the time specified above, if
           there is satisfactory explanation for the delay.

APPENDIX TO REGULATIONS

S.NO. Class of an employee for whom a report is to be made Form to be prepared in the office of First opinion to be entered authority by Ist Reviewing authority IInd Reviewing authority Authority who is to communicate opinion if unfavourable Where to be kept

1                       2                       3                      4                      5                        6                         7                       8
1-ADMINISTRARIVE DEPARTMENT

1. Kulpati Personnel Department Kupadhipati - - - Kuladhipati
2. Registrar do Kulpati - Kuladhipati Kulpati -
3. Dy.Registrar do Registrar - Kulpati Registrar Registrar
4. Finance Officer do do - do do do
5. Assistant Registrar do Dy.Regtr. Registrar do do do
6. Secy.To Kulapti do Kulpati do do do
7. Sr.Supdt. do Dy.Regtr. Registrar do do do
8. P.A. to Kulpati do Secy.to V.C. Kulpati do do do
9. PA/CA to Regtr. do Registrar - do do
10. Junior Supdt. do Asstt.Regtr. Dy.Regtr. Registrar do do
11. U.D.C. Gr.I do Sr.Supdt. Asstt.Regtr. Dept.Regtr. Registrar Registrar
12. U.D.C.Gr.II do do do do - do
13. Steno to V.C. do Kulpati - - - do
14. Steno to Regtr. do Registrar - - - do
15. L.D.C. do Sr.Supdt. Asstt.Regtr. Dy.Regtr. Registrar do
16. Class IV do do do do do do

 

II- ENGINEERING DEPARTMENT
1. University Engineering Personnel Department Registrar Kulapati - - Registrar
2. Asstt.Engineer
Junior Engineer
do University
Engineer
Registrar - - do
3. Sub-Engineer do Asstt. Engineer Uni.Engineer Registrar - do
4. Draftsman/Tracer do do do do - do
5. Electrician/Plumber/
Time Keeper/Driver/
Mali etc.
do do do do - do

 

III- PHYSICAL EDUCATION

1. Director
Physical Edn.
Personnel Department Registrar - Kulpati Registrar Registrar
2 Coach for
Sports
do Director Phy.
Education
Registrar - do do


IV- LIBRARY DEPARTMENT

1. Librarian Personnel
Department
Kulpati
Librarian/Regr.
(When Librarian's post is vacant)
- Kulpati - Registrar
2. Asstt. Librarian do - - Kulpati - Registrar
3. Catalouger do Asstt. Librarian Librarian Kulpati - do

 

V- NSS DEPARTMENT
1. Co-ordinator do Registrar - Kulpati - do

 

VI- SCHOOL OF STUDIES/UNIVERSITY TEACHING DEPARTMENT
VIKRAM SPACE PHYSICS CENTRE/OTHER INSTITUTIONS
1. Professor & Head of the Dept. Personnel Department Kulpati - - - Registrar
2. Professor do Head of the Department Kulpati     Registrar
3. Reader do do do     do
4. Lecturer do do do     do
5. Researc Astt. do Registrar Registrar     do
6. Lab. Asstt. do do do     do
7. Lab. Attendent do do do     do

 

FORM NO. 1

                    Form of Character Roll for Administrative/Executive Officers for the Half-Year/Year ending the .................

                1.      Name ( in Capitals )
                2.      Post held
                3.      Pay
                4.      Personality and bearing
                5.      Physical capacity
                6.      Intelligence and initiative
                7.      Capacity for control
                8.      Promptness
                9.      Conduct and character
               10.     Indebtedness (How for the individual is responsible for incurring the debts should be stated )
               11.     Punishments, censures or special commendations in the period under report
               12.    Date of communication to the official of any adverse remarks
               13.    Fitness for promotion/crossing of E.B.

General Remarks

 

Station..............                                                                                                          Signature and Designation
                                                                                                                                 of the Reporting Officer.
                                                                                                                                 (Name in Block letters)

Date.................

                                                       ( REMARKS OF SCRUTINISING OFFICER )

 

FORM NO. 2

From of Character Roll for Non-gazatted Supervisory Staff and other ministerial staff
For the Half-year/Year ending the ...

1.     Name ( in Capitals )
2.     Post held
3.     Pay
4.     Personality and bearing
5.     Physical capacity
6.     Intelligence and initiative
7.     Capacity for control
8.     Promptness
9.     Conduct and character
10.   Indebtedness (How for the individual is responsible for incurring the debts should be stated )
11.   Punishments, censures or special commendations in the period under report
12.   Date of communication to the official of any adverse remarks
13.   Fitness for promotion/crossing of E.B.

General Remarks

Station..............                                                                                                              Signature and Designation
                                                                                                                                      of the Reporting Officer .
                                                                                                                                      (Name in Block letters)

Date.................

( REMARKS OF SCRUTINISING OFFICER )

 

FORM NO. 3
From of Character Roll for Class III Technical Staff
For the Half - Year/ Year ending the ......

1.     Name
2.     Date of appointment in the present post
3.     Post held with date
4.     Permanent/ Temporary
5.     Duty
6.     Integrity
7.     Technical knowledge and performance
8.     General Remarks

Station.................                                                                                                  Signature of Reporting Officer.

Date ...........                                                                                                          Designation

Reviewing Officer
Designation

FORM NO. 4
Form of Character Roll for Class IV servants.
For the Half Year/Year ending the ................

1.     Name with father’s / husband’s name and residence (educational qualifications if any )
2.     Post held permanent / temporary
3.     Date of appointment
4.     Where working
5.     Period for which the remarks are entered
6.     Conduct, behaviour and obedience
7.     Punctuality
8.     Bearing
9.     Intelligence and fitness to do assigned tasks
10.    General remarks including question of transfer and punishment etc.

Date............                                                                                                                               Signature & Seal of the
                                                                                                                                                    Reporting Officer.

 

FORM NO. 5
Form of Character Roll for Teaching Staff
Annual Confidential Report for the Year ending ..........

( To be filled by the Teacher )

1.     Name ( in Capitals )
2.     Designation
3.     Degree/Diplomas/P. Studies
4.     Publications
5.     Hours of duty (average for a week )
         (i) Teaching
         (ii) Laboratory
         (iii) Research
         (iv) Administrative
          (v) Others
6.     Extra-curricular activities
          (i) With staff
          (ii) With students
               ( To be filled by the Head of the Department )

1.     Ability
       (i) Professional
       (ii) Teaching
       (iii) Research

2.     Relations with
        (i) Staff
        (ii) With students

3.     Opinion for duty, punctuality and social   ability, any special remarks may be recorded.

( REMARKS OF THE REVIEWING OFFICER )

 

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