in consultation with the principal to fill up the vacancies. The office assistant is to submit the note to Principal through the convener A/C regarding the last date admission into 2nd second year, +3 second year classes. He has that admission into 2nd second year, +3 second year and third year classes must be given along with the publication of the results of the Annual College Examinations and notice for change of subjects and streams be given on the last date of admission.

2. Officers-in-charge of time table
It is their responsibility to see that Time Table for +2 and +3 second year and +3 third year classes be approved and notified before the closing of the college for summer vacation. The Office Assistant is to see that Notice regarding commencement of classes be given on the reopening day of the college and Time Table for +2 and +3 first year classes be prepared before the final selection for admission. The programme has to be approved by the principal in due time. When a new time table is circulated the Principal before the commencement of classes.

3. Submission of Maintenance of registers of class rooms, common rooms etc.
Professors in charge of maintenance of class rooms and common rooms are to report to the Principal before the Summer vacation in respect of class rooms, common rooms which will include information on black board, desks, benches, teacher's table's and chair repair works in class rooms. The report about common rooms must indicate also about sewerage, lavatories, drinking water, furniture etc.

4. Department progress registers :
This is the most important record to be checked by the Principal and inspected by the D.H.E. This register is to be maintained in the prescribed manner by each teacher since it will be a complete and authentic document. Each teacher shall be allotted one page for each paper to write about progress, where he/she has to fill in 4 columns like (i) Serial No. (ii) Date of lecture (iii) Item No. Cover (partly/covered) (iv) Subject matter in one line. The fifth column. i.e. remarks shall be used by the Principal. Teachers should also mention the classes not taken and briefly the reasons for not taking the classes. These entries will be made after taking the classes everyday. When this register is submitted to the Principal at the end of completion of lectures for each class, one consolidate certificate containing the signatures of all the teachers in the following manner has to be furnished along with it. "I have made entries in the Departmental progress Register both in respect of classes taken (including extra classes) and classes not taken. "The reason for not taking the classes has been indicated." Progress Register should also be maintained for Practical class in each Laboratory and teachers are expected to make entries in the Progress Registers about the Progress made.

5. Lesson Plan
It is the duty of the H.O.D. to see that the lesson plan of the prescribed courses is prepared by him/her or by any teacher of the Department and be duly recorded on the left side page allowed to each teacher for each paper. The lession plan for each paper shall contain 3 columns (i) Item No. (ii) Topic (iii) No. of lectures required. Total No. of classes required shall be mentioned below the lesson plan which shall be signed by the teacher who will show that he/she has seen, verified and examined the same. The progress register are to be submitted to the Principal on the last working day of every month. They can be produced as and when desired by the Principal. The H.O.Ds are the custodians of these registers and they are made available to the teachers in due time.

6. Completion of courses
The reports are to be sent to the D.H.E. once is September and another in January. Heads of the departments are to be see that courses in +2 second year and +3 second and third year classes are completed before 1st December and courses in +2 and +3 first year classes are completed before 15th February.

7. College Calendar
The Editor is to see that the draft copies with corrections of the college calendar approved by the Principal are made available to the printer by the 30th November every year & should be made available to the students immediately.

8. College Magazine
The Chief Editor is to see that orders for printing are placed by the end of September / October at the latest and the magazine made available to the students by the end of December every year.

9. Library work
The importance for maintaining the library in a condition of near perfection need not be emphasised. The Principal and Prof. I/C College library are supposed to visit the library at least every day (two or three times on some days.) It is the joint responsibilities of the Academic Bursar, Prof. I/C and librarian to see that the prescribed courses of study / Syllabus, correction slips or cyclostyled / Xerox copies for the +2 and +3 first year classes are available to the Prof.
I/C, College library is to initiate this work.
It is the special responsibility of the librarian to procure minimum copies of the Text Books (particularly in English, MIL, Oriya and those subjects where amendments, modifications are made every year) and to issue these books to the teachers concerned before the commencement of lecturers. It is the responsibility of Prof. I/C to advise the Principal for annual stock verification (physical) of the college library and seminar libraries and replacement of the books missing in due time.

10. Award of free-studentship
Application from the students shall be invited after the last date of admission. Interviews should be conducted and awared be notified before the Puja vacation. While awarding free studentship (i) Poverty (ii) Merit (iii) Conduct (iv) Regular Attendance in class (v) Participation and performance in Examinations shall be taken into consideration. The Assistant I/C is to consult the convenor of the Financial Aid Committee and proceed accordingly.

11. Students aid fund / s.s.g.
The Principal reserves the right of rendering such assistance to deserving students with regard to Examination fees, purchase of books, hotel dues, medical expenses in exceptional cases.

12. College Examinations
All professors in charges of Examination all teachers, demonstrators, librarian. P.E.T. are required to acquaint themselves with the relevant rules as printed in the college calendar.

13. Submission on valued answer scripts and marks of college examination
The answer scripts of the college examinations are to be received from Examination Cell by the concerned examiners after the end of the sitting as per the approved allotment and the same along with the stipulated time. The marks are to be entered separate Mark Registers which shall be maintained by the H.O.D.s.

14. Tabulators
They are to see that (a) Marks are to be received from the Examination Section within seven days after the completion of the sitting concerned. The tabulation work should start immediately and for this the tabulator concerned has to contact the principal and follow up the matter so that the result is published in time.

15. Higher Secondary and university examination:
All teachers, demonstrator, librarians, P.E.T. are required to acquaint themselves with the relevant rules pertaining to the conduct of H.S. Examination as provided in the instructions to Centre Superintendent, the Orissa H.S. Education Act and Regulation, Admit Card, Cover page of Answer Book and the College calendar, Similarly they should read carefully Guidelines in the conduct of Examination and Evaluation programme of +3 Degree Examination, Regulation of +3 Degree Courses. Cover page of the Answer book. Admit card and the College Calendar concerning University Examination.
It is the responsibility of the professor-in-charge of the Examination to conduct the examination in foundation and ancillary /applied courses at the end of the second year on behalf of the University.

For Pre-Degree and final degree examination
It is the responsibility of the Assistant to prepare very carefully (i) three copies of Manual Nominal Roll (MNR) and send two copies of University in form No. 2 by the 15th September, (ii) to verify the correctness in the Tentative computer Nominal Roll (TCNR) duly initialled (iii) to prepare the statement of number of students subject wise, core wise and code wise and send three copies on the basis of TCNR in the form No. 3 (T), (iv) to submit the final MNR in three copies to University, (V) to make necessary corrections in the Admit Cards and intimate the University in due time (vi) to forward applications regarding change of examination centres separately to the Controller of Examinations (not along with the original application for admission i.e. Form No. 4), (vii) to keep the Principal informed regarding the Return and Registration of all students in the college and affiliation of subjects on temporary basis.

For +2 C.H.S. Examination
It is the responsibility of the Assistant in charge of the examinations section to see (i) reporting the Principal regarding affiliation of new subjects on temporary basis, (ii) despatch of the Return of Matriculation and Migration certifications to the Assistant Controllers of Exam, by name before the 28th Feb. Every year, (iii) tallying of subjects in the form with the M.N.R.s (iv) to submit the final MNR in three copies to University, in due time (vi) to forward application for admission i.e. Form No. 4) (vii) to keep the Principal informed regarding the Return and Registration of all students in the college and affiliation of subjects on temporary basis.

16. Holding of elections and functions
It is the responsibility of the Officers in charge of the College Union and various Associations/ Societies / faculty Associations / N.S.S./Adult Educations Programme/Junior Red Cross Society to look into these matters.

17. Stock Registers
Stock registers shall be maintained by the Vice-President/adviser in respect of articles of a durable, nature purchased from the fund of different Association/Union.

18. Annual Stock Taking
It is responsibility of Prof-in-charge of verification of stores and stock to initiate the processes of annual stock taking by reporting to the principal before March every year and get this work done with the help of separate sets of officers authorised by the principal/to complete the verifications of the college and seminar libraries, furniture, electrical fittings, laboratories, records files, documents in the college office etc. The Head Clerk should render necessary help to Prof-in-charge in this matter.

19. Roster Duty
(a) Roster duty for vacation should be prepared by Office in such a manner that (i) there will be no difficulty about issue of C.L.C./ Marksheets/Concession/Scholarship/Admit Cards and Admission forms. The class room furniture are repaired and classrooms and college corridors are cleanded at least a day before the college reopens.
(b) Roster duty should be prepared by the Heads of Science departments in such a way that conduct of practical examinations, stocktaking of chemicals and apparatus in the Department and in each laboratory, repair work in each laboratory etc. can be done without any difficulty. The certificate of the heads of department that the work of the demonstrators, assistants and bearers during the vacation has been satisfactory is necessary before the pay for the vacation period is released.
(c) Leave taken during the vacation will be Casual Leave or Earned Leave.

20. Receipt Books
Receipt books shall be kept under lock and key in the personal custody of the Principal

21. Rules Regarding files
a) No new file can be opened without the knowledge and approval of the Administrative Bursar, duly endorsed by the dealing assistant and enrouted through the Head Clerk.
b) Every dealing assistant has to maintain a register to record the names of the files he is in charge. He will be help responsible for missing, loss, tempering and damage of the same.
c) All files, old or new are to be numbered by the Head Clerk who is to maintain a register for the purpose. He has to keep in record the name of the dealing assistant in charge of a file. He is to see that proper procedures are followed with regard to maintenance of files and registers.
d) No stock, store (whether furniture or other article) file, register, official document shall be sent out of the college premises except on the written request of the person receiving it, whoever he/she may be.

12. Quotation
The professor-in-charge concerned shall suggest the correct address of reputed firms/suppliers/printers along with he indent. After due approval by the Principal the letters regarding quotations shall always be despatched to the addresses by Registered post with the terms and conditions. In order to avoid delay the Principal may depute any employee to obtain the sealed quotations from the address. Prof. Incharge is to look into this matter.

13. Decision
On any matter not covered by aforesaid instructions the Principal shall be competent to take any decision as he deems fit.