COVERING LETTER FOR

HP SPECIFIC RESEARCH & DEVELOPMENT PROJECTS 2024-25

(To be given on institution letter head)

To

The Director cum Special Secretary (Rev. DM)

H.P. State Disaster Management Authority
Disaster Management Cell,
HP Secretariat, Shimla - 171002

Sir,

1. A research project entitled “

” is forwarded herewith.

2. It is certified that the same project or project with similar objectives has not been submitted to any
other funding agency by the Investigator.

3. We have carefully read the terms and conditions of sanctioning the project and agree to abide by
them.

4. We have no objection for the payment mode in phase manner

5. The organization will provide all necessary infrastructural facilities (both laboratory and
administrative) if the project is sanctioned.

6. The organization is fully responsible in regard to matters pertaining to the project.

Yours sincerely,

(Principal Investigator)

(Signature of Registrar/ Director/ Head of the

Institution with stamp)

Date……......……..

Place……......……..

Soft copy accessible on the HPSDMA website.:

https://hpsdma.nic.in/Index1.aspx?lsid=3&lev=1&lid=3&langid=1

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 H.P. State Disaster Management Authority
(HPSDMA)
Soft copy accessible on the HPSDMA website:
https://hpsdma.nic.in/Index1.aspx?lsid=3&lev=1&lid=3&langid=1

FORMAT FOR SUBMISSION OF HP SPECIFIC RESEARCH & DEVELOPMENT

PROJECTS 2024-25

Select the Category of Project : Innovation, & Technology,

: Research, and Studies and learning

1. Project Title :

2. Sub-themes (Tick one of the following): The study area should be focused on Himachal
Pradesh (HP).
New innovations & Technology in Disaster Management:-
a. Earthquake resistant structures,
b. Innovation & Technology in landslides or flash floods,
c. Slope stabilization technologies,
d. Innovation of technologies to mitigate the disaster,
e. Early Warning System (EWS) for cloud burst, landslide, Fire, hailstorm,
f. Using IoT and sensor technology for real-time monitoring of critical infrastructure
in disaster-prone areas.
g. Innovations in equipment and techniques for combating wildfires and urban fires.
h. Techniques and technologies for protecting crops and livestock from natural
disasters.
Research & Studies and Learning
a. Strengthening local community for Disaster Risks Reduction
b. Geospatial technology and its applications in disaster management
c. Climate change adaptation and sustainable development model.
d. Identification of water stress area and mitigation strategies
e. Balancing Tradition and Modernity in Earthquake-Resistant Structures
f. Identify Funding Agencies/NGOs/Organizations, Interested in Supporting State-
Level Disaster Recovery and Livelihood Restoration Efforts.
g. Explore strategies for restoring livelihoods, businesses, and economic stability in
disaster-affected regions.
h. Identification and implementation of bioengineering solutions in landslide and
flood-prone areas.

Note: Research work should have ground applicability which directly/indirectly benefits the
community/society.

Signature of Co-Principal Investigator Signature of Principal Investigator

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3. Duration in months : 24 months

4. Total cost (in numbers and words) :

5. Name of the Principal Investigator :

(Whether belongs to SC/ ST if applicable
Please attach certificate)

6. Sex (Male/ Female) :

7. Designation and Official Address :

8. Telephone :
Fax :
E-mail :
Mobile No. :

9. Co-Principal Investigator
(Whether belongs to SC/ ST if applicable :
Please attach certificate)

10. Sex (Male/ Female) :

11. Designation and Official Address :

12. Telephone :
Fax :
E-mail :
Mob. No. :

13. Project Summary :

(Maximum 150 words)

14. Key words (maximum 6) :

Signature of Co-Principal Investigator Signature of Principal Investigator

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15. Introduction (under the following heads)
(a) Relevance of Research Questions :

(b) Addressing priority of the State of H.P. :

(c) New Innovativeness expected in the Project:

(d) Appropriateness of design/ techniques for the research questions to be answered

(e) Effective control to experiments

(f) Economic evaluation and cost efficiency of the project

(g) How appropriately the expected output answers the questions being addressed in the
specific subject matter/area?

16. Work plan

(a) Methodology

(c) Time schedule

Activity 1st year 2nd Year
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

17. Budget Estimates: Summary

S. No. Item Budget
1st Year 2nd Year Total (Rs.)
1. Remuneration
(Salaries/ Wages)
2. Consumables
3. Travel
4. Other Costs
5. G. Total

Signature of Co-Principal Investigator Signature of Principal Investigator

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17.1. Budget for Remuneration with Justification

S. No. Designation of Number of Monthly Budget Total (in Rs.)

persons engaged persons Emoluments
in project engaged
1st Year 2nd Year

Total
17.2 Budget for Consumables with Justification

S. No. Item Quantity/ No. Budget Total (in Rs.)

1st Year 2nd Year

Total budget required

17.3 Budget for Travel With Justification

Travel (Only inland travel) Budget

S. No. 1st Year 2nd Year Total (in Rs.)

Total budget required

17.4 Budget for Other Costs/ Contingencies with Justification

Other costs/contingency costs Budget Total (in Rs.)

S. No. 1st Year 2nd Year

Total budget required

18. Availability of major Infrastructural Facilities & Equipment’s with the parentinstitution(s)
Yes/ No (Specify)-

19. Detailed Bio-data of the Principal Investigator(s)/ Co-Principal Investigator (s) including
Name,
Address, Date of Birth, Institution’s Address etc. Academic Qualifications (University/
College from where attained, year of passing, class, Thesis title etc.), Whether SC (Y/N).
Publications list (Title of paper, authors, Journal details, pages, year etc.)
Patent list, if any

Signature of Co-Principal Investigator Signature of Principal Investigator

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 20. Details of Research Projects being implemented/ completed/ submitted; separately by
the Principal Investigator(s)/ Co-Principal Investigator s including Investigator(s) Name &
Institute; Project Title; Project Status (Completed Projects-Duration, period, funding agency
and totalcost; Ongoing Projects- Duration, date of start, funding agency and total cost;
ProposedProjects- Duration, funding agency where submitted, and total cost of the Project,
Summary of the project, Major Results/ Highlights of the project including achievement
(publications,patents etc.).

21. Any other relevant information

22. How this research & innovation would be beneficial for community/society

*Format is to be filled by the applicant; with no change in serial number of headings

**The space between headings maybe expanded during filling the application

Name and signature of Co-Principal Investigator

Name and signature of Principal investigator

Date:
Place:

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 Annexure I

ENDORSEMENT FROM HEAD OF THE INSTITUTION

(To be given on institution letter head)

Title of the Project:

1. The Institute certifies the participation of as the Principal

Investigator and as the Co-Principal Investigator for the
project and that in the unforeseen event of discontinuance by the Principal Investigator, the Co-
Principal Investigator will assume the responsibility of the fruitful completion of the project (with
due information to the funding agency).

2. Certified that the equipment and other administrative facilities as per terms and conditions of the
grant, will be extended to the investigator(s) throughout the duration of the project.

3. The Institute assumes to undertake the financial and other management responsibilities of the
project.

Date:

Place:

Name and Signature of

Head of the Institution

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 Annexure-II

CERTIFICATE FROM THE PRINCIPAL INVESTIGATOR/ CO-PRINCIPAL INVESTIGATOR

PROJECT Title:

1. I/We agree to abide by the terms and conditions of the SDMF-HPSDMA grant.

2. As a Principal Investigator (PI) and Co- Principal Investigator of this project, I/we, confirm
that the proposal is exclusive to HPSDMA and that no parallel applications for funding
have been submitted to any other organizations or agencies.

3. I/we have explored and ensured that equipment/infrastructure and basic facilities will
actually be available as and when required for the purpose of the project. I/We shall not
request financial support under this project for procedure for procurement of these items.

4. I/We undertake to submit progress reports statement of accounts, utilisation certificates

etc., regularly as required/prescribed by HPSDMA.

Name and signature of Co-Principal Investigator

Name and signature of Principal investigator

Date:
Place:

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 Annexure-III

Assets acquired wholly or substantially out of Study/Project Funds

Register to be maintained by the Institute

Name of the Sanctioning Authority: _______________________________________

1. SI. No. ________________________________________________________

2. Name of University/Organization ___________________________________

3. No. & Date of Sanctioned Funds ____________________________________

4. Amount of sanctioned funds _______________________________________

5. Brief purpose of the funds _________________________________________

6. Particulars of assets actually credited or acquired _______________________

7. Value of the assets as on __________________________________________

8. Purpose for which utilized at present _________________________________

9. Remarks _______________________________________________________

(Principal Investigator) (Finance Officer)

(With Stamp)

(Head of the Institute/ University)

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 Annexure-IV
FORM OF UTILIZATION CERTIFICATE FOR RELEASE OF SECOND OR
SUBSEQUENT INSTALMENT(S)
1. Name of the Principal Investigator:
2. Name of the Co- Principal Investigator:
3. Title of the Project:
4. Name of the Institute:
5. Year:
Sr. Particulars
No.
1. Funds Sanctioned amounting to ₹ …………… (in words………………) vide letter no
…………. Dated…………….
2. Unspent balance of previous year
3. ……….. Instalment amounting to ₹ …………… (in words …..) released vide Sanctioned
order no ……………Dated………..
4. ………..Instalment utilised in full as on date………
5. Interest Earned amounting to ₹ …….(in words………….)earned so far is hereby
surrendered/refunded vide demand draft no ……..dated ………..for ₹…….. (in
words……)
6. Balance Amount

Certified that I have satisfied myself that the conditions on which the grants-in-aid was sanctioned
have been duly filled/are being fulfilled and that I have exercised the following checks to see the money
was actually utilized for the purpose for which it was sanctioned.
Kinds of check exercised:
 Scrutiny of cash book and Ledger maintained for the purpose.
 Various Vouchers etc.
 All relevant record pertaining to Study Project maintained were scrutinized.
 Bank Statements were examined.

Signature Signature Signature

Principal Investigator Registrar /Accounts Officer Head of the Institute
(With date and seal) (With date and seal)

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 Annexure-V
STATEMENT OF EXPENDITURE

(Period _______________to ________________) / Final Closure

(Rupees in Lakh)

Sr. Sanctioned Opening Funds Expenditure Incurred Balance Interest Requirement Remarks
No Heads Balance Receive as on Earned of funds (if any )
. d
1st 2ndQ 3rd 4thQ Total
Q Q
1. Remuneration
2. Consumables
3. Travel
4. Other costs
Total

Remarks:
 All account related activities of study/project audited by institution would be
completed immediately after closing of the study/project.
 Indicate sanctioned/ revised allocation as applicable.
 Expenditure under the sanctioned heads, at any point of time, should not exceed funds
allocated under that head

Name & Signature Signature of Competent Signature of

Principal Investigator Financial Authority Head of the Institute

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 Annexure-VI

Progress Report Proforma

[ To be submitted each time along with submission of utilization Certificate for demand of
subsequent installment(s)]

(To be submitted on or before……………….)

1. Name and address of the Pl and Co-Pl:

2. Project Registration Code:
3. Project Title:

4. Number or Sanction Letter:

5. Total approved amount of' the Project :
6. Project Duration: 2 year.
a. Date of Start: ·
7. Activities and Outputs achieved/targeted for the year ______

Objective wise Activity Number of activity Target Achieved to

envisaged to be (in Percentage)
completed
1. 1
2
3

8. If "shortfall /addition” reason for the same:

9. Fund released, .vis-a-vis utilized (cumulative) since the date of sanctioning of project:

Budget Head Receipt Expenditure Balance Remarks

Remuneration
Consumables
Travel
Other costs/
Contingency

It is hereby certified that all the information provided above is correct and true to the best of my
knowledge.

Signature, Name & Stamp Signature, Name & Stamp Signature, Name & Stamp
(Co-Pl) (Pl) (HOD)

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 Annexure-VII

TO BE SUBMITTED AFTER COMPLETION OF PROJECT/WORK

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 Annexure-VIII

PROJECT COMPLETION REPORT

1. Two copies of the Project Completion Report and soft copy in pdf/word file immediately after
completion of the project.
2. Cover Page should include:
a) Title or the Project
b) Principal Investigator and Co-Principal Investigator s
c) Implementing Institution and other collaborating Institutions
d) Name and logo of funding agency
e) Date or commencement
I) Date of completion
3. (a) Objectives as stated in the project proposal
(b) Objectives met
4. (a) Milestone fixed for execution of' the project
(b) Milestone actually achieved
5. Deviation made from the original objectives if any while implementing the project and reasons
thereof'.
6. Conclusions summarizing major achievements and indications of scope for future research
work.
7. High resolution field photographs or the research project.
8. Major outcomes of the project (Point wise in detail):
9. Utility of the research project for State Development and researchers (in detail):
I 0. HPSDMA benefits accrued:
a. List of research publications with details. if any
b. Manpower trained on the project
c. Patents/ GI/ trademark copy right registered, if any
d. Replication potential
e. Start-up linkages developed

Signature, Name & Stamp Signature, Name & Stamp Signature, Name & Stamp
(Co-Pl) (Pl) (HOD)

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 Annexure-IX

Performa for Evaluation by the Project Screening Committee (PSC)

1. Project Title

2. Institute Name & Address:

3. Name of Principal Investigator (PI):
4. Name of the CO- Principal Investigator (PI):
5. Category of Pl : SC, ST, & OBC:
6. On Scale 1-10, give score for (1) to (12):
(1-Lowest· 10 Highest)
Maximum Obtained
S.N Content
Marks Marks
1 Clarity of Research Objectives/ Relevance of research question(s) &
Appropriateness of design/techniques for the research questions to be 10
answered
Part A

2 Addressing priority of the State of H.P. 5

3 New innovativeness expected in the project 5
4 How appropriately the expected output answers the questions being
10
addressed in the specific subject matter /area?
5 Methodology 10
SubTotal (Part-A) 40
Feasibility and Availability of major Infrastructural Facilities &
6 5
Equipment’s with the parent institution
7 Economic evaluation and cost efficiency of the project 5
8 Timeliness and Relevance
Part B

9 Budget for Consumables

10
10 Budget for Travel
11 Budget for Other Costs/ Contingencies
12 Overall Quality of the Proposal & its presentation 10
Sub Total (Part-B) 30
Total Score ( 70 )
In order to pass the criteria for a project in the PSC, a minimum of 70 percent in each part i.e. Part A and B is
required.
The score obtained on the basis of overall quality ranking of the project
Obtained Score Percentage Obtained Score Percentage Project
Recommended or Not
Part A Part A Part B Part B

(Signature of the Member/s)

Signature of Member Signature of Member Signature of Member Signature of Member Signature of Member Signature of Member

Name of the Member Name of the Member Name of the Member Name of the Member Name of the Member Name of the Member
Place: ______
Date: ______
Signature of Chairman
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 Annexure-X

Performa for Evaluation by the Project Evaluation Committee (PEC)

1. Project Title

2. Institute Name & Address:

3. Name of Principal investigator (PI):
4. Name of the CO- Principal Investigator (PI):
5. Category of Pl : SC, ST, & OBC:
6. On Scale 1-6, give score for (1) to (15):
(1-Lowest, 6 -Highest)
Maximum Obtained
S.N Content
Marks Marks
1 Clarity of Research Objectives/ Relevance of research question(s) & 2
Appropriateness of design/techniques for the research questions to be
answered
Part A

2 Addressing priority of the State of H.P. 2

3 New innovativeness expected in the project 2
4 How appropriately the expected output answers the questions being 2
addressed in the specific subject matter /area?
5 Methodology 4
Sub total (Part-A) 12
Feasibility and Availability of major Infrastructural Facilities & 2
6
Equipment’s with the parent institution
7 Economic evaluation and cost efficiency of the project 2
8 Timeliness and Relevance
9 Budget for Consumables
6
Part B

10 Budget for Travel

11 Budget for Other Costs/ Contingencies
12 Overall Quality of the Proposal & its presentation 2
13 Presentation Content 2
14 Discussion during Presentation 2
15 Conduct of the PI & Co-PI during presentation 2
Sub total (Part-B) 18
Total Score ( 30 )

In order to pass the criteria for a project in the PEC, a minimum of 70 percent in each part i.e Part A and B is required.
The score obtained on the basis of overall quality ranking of the project
Obtained Score Part Obtained Obtained Score Part Obtained Project
A Percentage Part A B Percentage Part B Recommended or Not

(Signature of the Member/s)

Signature of Member Signature of Member Signature of Member Signature of Member Signature of Member Signature of Member

Name of the Member Name of the Member Name of the Member Name of the Member Name of the Member Name of the Member
Place: ______
Date: ______
Signature of Chairman

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