Rules and regulations of starting Sub-Centres

I.      For the effective implementation of the Continuing Education Programmes, Sub-Centres shall be started in Engineering Colleges, Polytechnics and Arts and Science Colleges. The Principal, of the above institutions shall prepare the necessary project report and forward it to the Director, Centre for Continuing Education Kerala, Rema Plaza, S. S Kovil Road, Thampanoor, Thiruvananthapuram – 1.

II.      Advisory Committee

An Institution Programme Implementation Unit (IPIU) consisting of Principal, Head of Departments/Senior Faculty and Manager shall be formed for the effective implementation of the programmes; Principal shall be the President of the Committee. The president shall nominate a senior faculty not below the rank of Lecturer as Manager. The advisory Committee shall consist of a minimum of 5 members. The Advisory Committee shall meet periodically (at least once in a month) and review the progress of the schemes being implemented by the Sub-Centre and take appropriate action for the effectiveness of the programme. The duties and responsibilities of the office bearers of the Sub-Centre are given below.

III.      Duties and Responsibilities of the President

a)      He shall appoint the Manager, Course Co-ordinator and supporting staff of the sub-centre with the prior approval of the Centre.

b)      He shall co-ordinate all activities of the Sub-centre.

c)      He shall correspond with the Director of the Centre for Continuing Education Kerala in all matters regarding the Sub-centre.

d)      He shall prepare the prospectus for the courses, give notification in dailies and admit candidates for the various programmes conducted at the Sub-Centre.

e)      He shall be responsible for the implementation of the rules and regulations issued by the Executive Committee or the Director, Centre for Continuing Education Kerala from time to time for the effective functioning of the Sub-centres.

f)        The President shall verify the accounts daily. He shall be responsible for the proper maintenance of cash book and other registers.

IV.      Duties and Responsibilities of Manager

a)      The manager shall prepare the project report of courses to be started in the sub-centre in consultation with the President.

b)      He shall initiate and co-ordinate all activities connected with the courses such as title, intake, duration fees, etc. in consultation with the Advisory Committee.

c)      He shall draft/approve all important matters of communication including notifications, applications, interviews, admission, etc. in consultation with the President.

d)      He shall arrange the guest faculty, infrastructure facilities and other teaching aids in consultation with the President.

e)      The Manager shall be responsible for the maintenance of accounts, registers, etc. and submit them for verification daily to the President.

f)        The term of the Manager shall be for two years.

V.      Duties and Responsibilities of Course Co-ordinator

a)      Preparation of syllabus and co-ordination of  the conduct of regular classes and training of the course/programme concerned.

b)      Maintenance of attendance registers of staff and trainees, conduct of tests, etc.

c)      The term of the course co-ordinator shall be till the end of that particular course for which he/she is the coordinator.

VI.      Duties and Responsibilities of Ministerial Staff/ Supporting Staff

a)      Assist the Manager, President in issuing application forms, scrutiny, collection of fees, etc.

b)      Remittance/withdrawal ofcash to and from a nationalised bank, maintenance of registers of Continuing Education Cell, Cash book, etc.

VII.      Remuneration to Staff

a)      The remuneration to the President (Principal) will be commensurate with the work, the number of courses conducted and income generated and will be fixed by the Centre.

b)      The remuneration to the Manager will also be commensurate with the work, the number of courses conducted and the income generated and will be fixed by the Centre.

c)      The remuneration to the course Co-ordinator will also be commensurate with the work, the number of courses conducted and the income generated and will be fixed by the Centre.

d)      The remuneration for Ministerial staff will also be commensurate with the work, the number of courses conducted and the income generated and will be fixed by the Centre.

VIII.      Financial Policy

The Continuing Education Sub-centre shall generate revenue by conducting courses, testing and consultancy services and providing services as maintenance and repair of equipments, etc. This policy aims at the proper use of the generated revenue for the overall development of the institution.

a)      Sources of revenue:

Course fee
Application and Admission fee
Job works
Testing & Consultancy
Equipment Repair Centre.

b)      Expenses:

Salary
Operational Expenses
Equipment, Apparatus
Students & Staff welfare
Institutional Development
Repair and Maintenance
Environmental Development
Contribution for WID activities
Support for Staff Development Activities.

c)      Maintenance of Bank account:

The revenue generated can be deposited in bank accounts with nationalised bank or Treasury Savings Bank Account.

d)      Methodology for incurring expenditure:

Expenditure is met by withdrawals from the bank account through cheques.

e)      Operation of Account:

The account shall be in the name of Continuing Education Sub-centre and operated jointly by the President (Principal) and Continuing Education Manager.

f)       Routine Expenditure:

The expenditure towards running of the Continuing Education Programme will be incurred as per the guide lines issued. The course fee, remuneration to faculty, Instructional material costs etc. will be decided by the Advisory Committee (Institution Programme Implementation Unit)

g)      Profit:

The total income from a course minus the expenses incurred towards running of the course will be the profit. The items, which constitute Income and Expenditure will be decided by the Centre. From this 25% of profit is to be remitted in “Departmental Development Funds” operated at State level by Continuing Education Centre. This will be utilized for the development activities of various institutions. This amount should be remitted to the Director, Centre for Continuing Education Kerala, at the end of the financial year. The balance available under this scheme can be utilized for the overall institutional development activities as per the following guide lines.

Allocation of funds: The profit generated shall be allocated and utilized in the following manner. The allocation for each year shall be made at the beginning of the financial year (April)

I.P.I.U.  Will have the discretion to alter the above suggestions to meet the local requirements.

While allotting funds top priority will be given to the following areas.

1)      Students welfare
2)      Staff welfare
3)      Infrastructure development of institution
4)      Repair and Maintenance

While allotting funds for each activity, the following aspects will be considered.

·        No. of beneficiaries
·        Short term and long term gains
·        Fair distribution to all sections

Institution Project Implementation Unit reserves the right to accept, reject, modify or make suggestions for any proposal received by it. In all the cases the above criteria will be followed.

h)      Accounting System

Double entry cash book system shall be followed for accounting. Separate cash book shall be maintained and the principal shall verify the cash book every day.

i)        Cash in hand

The Continuing Education Manager is entitled to keep a cash of Rs.1000/- in the Sub-centre to meet any contingent expenses. CE Manager can incur expenditure up to Rs.5000/- with the permission from the President (Principal). All expenses above Rs.5000/- should get prior approval from the I.P.I.U. All expenditure above Rupees One lakh prior approval should be obtained from the Director, Centre for Continuing Education Kerala/ Director of Technical Education/ Director of Collegiate Education. For expenditure above Rupees five lakhs prior approval should be obtained from the Executive Committee of Centre of Continuing Education Kerala. Government rules and regulations are to be observed for procuring stores. The account are subjected to audit.