Sl.No

File Number

File Name

Formats

Records in the file

01

FL/DC/1.1.2/01

Objective implementation

Minutes of meeting, any formats developed by the team, data on current status, action plan, implementation.

Comments on all objectives

02

FL/DC/1.1.4/01

Audit file

FT/M.Rep/03-06

Audit plan (blocked for completed audits), audit schedule, minutes of closing meeting, common observations, time frame submitted, specific OFIs and observations raised on the department.

03

FL/DC/1.1.6/01

Management review

Circulars, action plan, minutes of MR meeting

04

FL/DC/1.2.6/01

Minutes

Minutes of HODs meetings with Principal

05

RC or FL/DC/1.2.6/02

Minutes

Minutes of department meetings with HOD

06

FL/DC/2.1.0/01

Budget

FT/GN/12A,12B, 12C

Circular from Principal asking for budget requisition, requisition by lab i/c, approval from A3, Head wise distribution of budget

07

RC/DC/2.1.0/01,02

01 – Recurring Budget

02 – Capital Budget

Allotted budget and utilization with P.O Nos

08

FL/DC/3.1.4/01

Staff development (faculty)

FT/GN/29,29A

Permission, sponsorship, report, course notes (if any), copy of certificates (if any)

09

FL/DC/3.2.3/01

Staff development (supporting staff)

FT/GN/29,29A

Permission, sponsorship, report, course notes (if any), copy of certificates (if any)

10

FL/DC/4.2.1/01

University results

FT/GN/58

Consolidated Results, Copy of analysis from the department of CA.

11

FL/DC/3.1.2/01

Recruitment File (Faculty)

List of Candidates called for Interview, Final selection, All correspondence

12

FL/DC/3.2.2/01

Recruitment File (Supporting staff)

List of Candidates called for Interview, Final selection, All correspondence

13

FL/DC/3.1.1/01

Personal File(Common)

CAR, Faculty counseling report (optional), Promotion /Confirmation/Increment orders.

14

FL/DC/4.2.1/02

Uni. Practical exam

Timetable, external/internal examiner list, acknowledgment for sending answer covers / foil sheets to chief sup.

15

FL/DC/4.2.2/01

Attendance

Cumulative Reports classwise (approved copies), Condonation list

16

FL/DC/4.2.2/02

Internal assessment

1. Room allocation
2. Invigilation
3. Test Time table
4. Attendance (consolidated &  
    sign.of students in roll order)
5. Question paper copy 
6. Mark lists (consolidated from  
    CODD)
7. Internal assessment mark list
8. Retest circular, Timetable and 
    marks

17

FL/DC/5.1.3/01

Students feedback

FT/GN/22, 22A

Feedback analysis of individual faculty

18

RC/DC/5.2.1/01,02

Consumables & Capital stock

To show entries of purchases

19

FL/DC/5.2.1/01,02

Purchase consumables &
Capital 

FT/GN/18 to 24, 25

Requisition, Proposal for procurement, Enquiry to companies, comparative statement, Final approval, Purchase / work order, delivery chalan / bill, test report (depends on the item).

Circular for Stock verification, report from verification officer and Principal, reply to Principal by HOD, Auction details

20

FL/DC/5.2.1/03

Annual Maintenance Contract (AMC)

FT/GN/35, 36,37,38

AMC agreement, equipment insurance – list of equipments insured, stationery procurement,

21

FL/DC/5.2.2/01

Library

FT/GN/18 to 21

Purchase of Books, circulars

22

RC/DC/5.2.2/01

Library stock register

23

RC/DC/5.2.2/02

Library issue register

24

LM/DC/5.2.3/lab name

Lab manuals

25

FL/DC/5.2.3/labname

Calibration and Maintenance File

FT/GN/37

History chart, Preventive Maintenance schedule, Equipment classification, Calibration details.

26

FL/DC/5.2.5/XXX

DC- Department to which the subject belongs.

XXX  - Subject code

Course file

FT/GN/11,

FT/GN/22,

FT/Mrep/07

Syllabus, Lesson plan, Class notes (optional), Time table (copy of approved class TT may be kept with concerned periods highlighted), OHP sheets if any, CAT question paper, Yellow book (RC No entered at the top right corner), University Question papers, University results (in yellow book), Feedback analysis, CAT marks & analysis in the yellow book (pass/fail%), meeting minutes of course committee (if any)

27

RC/DC/5.2.5/XXX

Yellow book

Attendance, Course delivery, Test, university marks and analysis, assignment marks (if any), course delivery with date & period, HODs approval in the front page.

28

FL/DC/5.2.5/XXX

DC- Department to which the subject belongs.

XXX  - Subject code

Course file (lab)

Syllabus, lesson plan, experimental results, Batches, Marks for record works / observation, Model exam timetable, attendance, Model exam question paper, marks, Yellow book, Record book (if applicable)

29

FL/DC/5.2.5/01

Time table Dept. coordinator

FT/GN/10, 65A, 65B

Common/service subject slot & room allotments, Subject preferences, Master time table - Semester wise time table, Minutes of meeting with TTC, Workload Particulars

30

FL/DC/5.2.5/02

Process Measures

ALL

31

FL/DC/5.2.5/SY-EY/X

X - section

Class committee file

-

Minutes of class committee meeting, action taken (if any)

32

FL/DC/6.1.2/SY-EY-XXX

DC- Department to which the students belong

SY–Year of Admission 
EY- Year of passing
XXX – A01
A,B…- SECTION
0 –IF NO section
01 - BATCH

Counselor File

FT/GN/43,45,23, 23A

Students Bio-data (duly filled up with all marks & end semester cumulative attendance), CAT marks, University results, Time table, Attendance monthly/cumulative, Leave letter, OD/MC letter, Communication to parents, Circular to class counselor, Issue of mark sheets/hall tickets, Students counseling report.

33

FL/DC/6.1.3/01

Association activity

FT/GN/62

List of office bearers, inauguration program & report, association activities - plan, valedictory program, annual report, chief guest details, allotted budget and expenses.

34

FL/DC/6.1.3/02

Paper presentation

 FT/GN/31 

Sponsorship, cover page of conference proceedings with a copy of the paper.

35

FL/DC/6.1.5/01

Alumni file

Any correspondence available

36

FL/DC/7.1.1/01

M.O.U

37

FL/DC/7.1.2/01

Consultancy

38

FL/DC/7.2.1/01

Industrial visit

FT/GN/41

Request & permission letter, transport requisition, attendance for visiting, report, consolidated table showing the details of visit in a semester/year (approved copy)

39

FL/DC/7.2.2/01

Students project

Appointment of Project Coordinator, project works, groups & guide, Acceptance Letters from Industries, review plan (if any), Project review reports, internal marks, best project award, Uni. marks.

40

FL/DC/7.2.3/01

Guest lecture

FT/GN/48

Establish contact (proof), circular/invitation (include ass. Office bearer), letter requesting for facilities, speaker’s feedback, lecture notes (if any).

41

FL/DC/7.2.4/01

Placement file

FT/GN/46

O/c copy of letter, list of addresses, company intimation, interview details, placement details.

42

RC/DC/7.2.4/01

Placement register

Signature of students.

43

FL/DC/8.1.1/01

Research Activities