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Directorate of Collegiate Education Directorate of Collegiate Education HAND BOOK 2014 i MESSAGE It is noted with great pleasure that the Directorate of Collegiate Education is bringing out an elegant and erudite handbook to mark the steep growth and developments attained in the field of Higher Education, Kerala under their aegis. The state of Kerala is availing of better outcome from the exorbitant growth of higher education in the field of science and technology, arts, humanities, culture etc which are absolutely due to the tactful handling of the creative talents on hand in the present generation. Universities and different councils of education are also on precipitous progress and perfection. It is also interesting to note that profound and far reaching changes are apparent in the field of Laws, Acts, etc pertaining to employment and Labour. The cautious execution of knowledge and careful utilisation of skills are the supreme requirements of this age. I am of the firm conviction that the handbook will be a better reference on rules and its interpretations, a fine collection of Government Orders, Circulars and an authentic Guide to administer all concerned with maximum accuracy and precision. I congratulate all those who are behind this venture and wish all success. ii 15th March 2014 MESSAGE __________________________________________________________________________________ I have great pleasure to note that the Directorate of Collegiate Education is issuing the second edition of the HANKBOOK OF THE DIRECTORATE OF COLLEGIATE EDUCATION. The first edition was brought out in 1984. It goes truly to the credit of Dr. P. K. Velayudhan and his team of officers that this Handbook has been brought out after a gap of 30 years. This Handbook, I am confident, will significantly contribute to the efficiency of the department and will benefit all stakeholders – students, teachers, employees and the public at large. I congratulate Dr. P. K. Velayudhan and the officers of the Directorate who were involved in this work. iii Dr. Nivedita P. Haran IAS Additional Chief Secretary & Director General of IMG Kerala FOREWORD I deeply appreciate the creative initiative of Collegiate Education Department in coming out with this wonderful work which is going to result in saving phenomenal amount of time that might have been spent hunting for Government and Departmental orders and locating the pertinent rules. The arrangement of the rules under specific heads makes navigation through the maze of rules and orders a very easy task. Consequently speedy disposal can be anticipated. The handbook will make the seemingly obscure provisions easily accessible to students, teaching community and all the relevant stakeholders and thus promote demystification and transparency which in turn will promote good governance. It is evident that substantial time and energy was invested in the preparation. But it will be surely paid many times over by saving of time and energy in future. I believe that this is a commendable work with multiplier effect and worthy of emulation by other departments. iv Dr.P.K.Velayudhan Director of Collegiate Education About this Hand Book Directorate of Collegiate Education is one of the wings of Higher Education Department with major stake both in terms of number of institutions, courses and students intake. 53 Government Arts & Science Colleges, 3 Government Music Colleges, 2 Government Sanskrit Colleges, 4 Government Training Colleges, 1 Government Physical Education College and 15 Government Hostels for boys and girls are the various types of institutions coming under the direct control of this Directorate. Soon after the introduction of Direct Payment System in Kerala Education sector during 1979, the Deputy Directorates of Collegiate Education at Zonal/Regional level were started. These Dy. Directorates are looking after the service and payment matters etc of the 182 Private Aided College staff spread across the state. The Directorate of Collegiate Education had earlier published a Hand Book during 1984 on administrative rules and regulations. This book has hitherto been used by the stake holders as a reference manual in dealing with matters related to the administration of the Directorate and all other institutions coming under the Directorate. Since it was prepared three decades before, it does not cater to the present needs. Despite the Orders and circulars from Government, Directorate of Collegiate Education, UGC, NAAC and Universities etc, the administrative staff and various stake holders are facing difficulties in taking decisions and obtaining the required service in time for want of the relevant orders and direction. The transformation from academician to that of an administrator by most of the newly appointed Principals and higher officials comes across a host of hurdles in administrative matters as well. Absence of a uniform practice and norms, subject to the rules and regulations, in dealing with matters dealt with at college and Dy.Directorate level also envisaged the preparation of such a guide book. We also hope that this hand book will help the Section Clerks, Head Accountants, Superintendents, Administrative Assistants, and all other stake holders. This will also be useful to the teaching and non teaching community as well. Keeping this in view, a team of expert administrative staff from DCE, DD Offices and various Government colleges were identified including the Additional Director, Sr. Administrative Assistant, Accounts Officer’s, Administrative Assistant’s, Sr. Superintendents, Superintendents, .and Head Accountants. Dr. Neena Joseph, IMG Course Facilitator, Kochi extended the whole hearted cooperation by monitoring and hosted the arena for various workshops in connection with this. We are not claiming that it is an exhaustive work, but tried our level best to bridge the gap from the previous hand book by updating the same till date. Since it is only a guideline, it cannot be taken to the Court of Law or any such body/bodies as a prima facie evidence against the interest of the Directorate of Collegiate Education and Government of v Kerala. It has been prepared by revising the existing hand book published during 1984 and incorporating the various Government Orders, Circulars, relevant rules, regulations and guidelines issued from Government of Kerala and from the Directorate of Collegiate Education etc. I extend my sincere gratitude to the Sri.P.K.AbduRabb, Hon’ble Minister for Education, Dr.K.M.Abraham, CFA, IAS, Additional Chief Secretary, Higher Education, Dr Nivedita P Haran IAS Director IMG,Sri. K Ajayakumar IAS, former Director of Collegiate Education,Dr.Neena Joseph, Facilitator, IMG, Kochi, Dr Jayasree, the Convener of Programme Committee of IMG and all others who wholeheartedly helped in accomplishing this humble endeavour. Let me take this opportunity to express sincere thanks to Sri.Najeeb, Sr.Superintendent, P.M.Govt. College, Chalakkudy, the Chief Coordinator for Hand Book preparation, for his meticulous work in completing the preparation of this Hand Book in a time bound manner. Vikas Bhavan, Thiruvananthapuram Dr.P.K.Velayudhan 01.03.2014 Director of Collegiate Education vi Dr Neena Joseph, Facilitator of Collegiate Education Department Professor, IMG Regional Centre, Kochi Facilitator’s Note It is with extreme appreciation for the Department of Collegiate Education Department that I am writing this note for the Handbook. The Handbook is the practical solution for the rules and procedures related ambiguity that has been existing in the institutions of the Department in Kerala affiliated to -- -different Universities which were in turn having their own rules and procedures. The idea was mooted by Mr.P.S.Najeeb, Senior Superintendent of P.M Government College, Chalakkudy who has been a Departmental co coordinator since the inception of STP programmes of Collegiate Education Department. Not only in the different offices of the Department ,but also in the course of different training programmes ,information regarding rules and procedures is a recurrent issue under discussion. When Mr. Najeeb mooted the idea of a handbook, I did not have second thoughts regarding that this has to be materialized. Floundering in uncertainties, would cause inordinate delay in discharging various ministerial functions which in turn would directly and indirectly put brakes on the onward march of the Department in attaining excellence in higher education. A team consisting of senior level ministerial staff was working to preparing the Handbook. The team and myself were fully aware of the magnitude of the work involved in this venture. There was no single place from where all these could be just picked up. The different rules and procedures and Government Orders dating back from the beginning lie scattered across different offices of the Department spread throughout Kerala. Some diligent officials (some of them already retired) who had the habit of keeping track of the documents of subjects of their interest were to be approached. Garnering all the materials and systematically classifying and arranging them required sustained effort by the dedicated team. Some of the workshops were conducted officially by the Department. Team members have also worked unofficially in their spare time in their homes, sometimes undertaking journeys for sitting together and collating materials and sometimes taking photocopies and printouts spending money from their own pockets. Many such instances have come to my notice where the team members had often subordinated their self
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