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Documents Maintenance Procedure: Presented by Dr. V .Balamurugan

This document outlines 19 files that departments should maintain along with the staff member responsible for each file. The files include student profiles, academic calendars, course files, test summaries, occurrence registers, class registers, leave registers, mail logs, and attendance records. Maintaining accurate documentation in these files helps departments effectively plan activities, monitor student and staff performance, address issues or concerns, and ensure the overall functioning and goals of the department are met.

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30 views6 pages

Documents Maintenance Procedure: Presented by Dr. V .Balamurugan

This document outlines 19 files that departments should maintain along with the staff member responsible for each file. The files include student profiles, academic calendars, course files, test summaries, occurrence registers, class registers, leave registers, mail logs, and attendance records. Maintaining accurate documentation in these files helps departments effectively plan activities, monitor student and staff performance, address issues or concerns, and ensure the overall functioning and goals of the department are met.

Uploaded by

samueljamespeter
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Documents Maintenance Procedure

Presented By Dr. V .Balamurugan

Documents to be maintained at the departments


S.no 1. 2. 3. Name of the File(Ref) Student Profile Academic Calendar Course File Description of the File Complete history of Students To plan the Semester It is a running file that contains Each staff course plan, syllabus, lesson plan, members session plan, session wise lecture notes, students hand deliverable, previous questions, two marks and question bank, CBT, Models details, anecdote related to topic, weekly test mark, internal mark with question paper, corrective actions, outcome , etc., Staff in charge Faculty Advisor Status

S.no

Name of the File(Ref)

Description of the File

Staff in charge

Status

4.

Test summary and corrective actions


Report on test summary & corrective actions to Academic coordinator Consolidated report to Principal

Pass and fail percentage of each subject & Teacher and the corrective actions with outcome
Passed through mail by HOD to Academic coordinator must report to Principal

Class Advisor

5.

Academic Coordinator

6.

Collection of all department

Principal

S.no 7.

Name of the File(Ref) Department occurrence register

Description of the File Class commence and regular conduct untoward incident if any

Staff in charge HOD ( must be submitted daily to Academic Coordinator) Academic Coordinator Individual staff HOD

Status

8. 9. 10.

SPL class register Reason, date, outcome, topic staff name Log book Work load allocation academic/ Non academic Parent meet & feed back Syllabus coverage Subject allotment and other work load allotment

11.

Purpose of meeting and outcome of meeting

Class advisor

S.no 12.

Name of the File(Ref) Late comers register

Description of the File To record the effective replay worker Apology letter must go to student profile To check the regular engagement

Staff in charge HOD Faculty advisor HOD

Status

13.

Leave register / alternate duty register Mail in/out register Vision and mission Caption quotes Name of the staff members Infrastructure details Daily attendance

14.

To complete in the instruction this is required

HOD/ Academic Coordinator

15. 16. 17. 18. 19.

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