OFFICE OF THE DEAN(FACULTY WELFARE) NATIONAL INSTITUTE OF TECHNOLOGY KURUKSHETRA Dean(FWy/L 49 Dated: 2.3-4-201F Sub: List of CPDA activities, guidelines and.respective Forms Ref: MHRD letter no. F.No. 23-1/2008-TS.11 dated 18.8.2009; decision of the BOG of the Institute in its 30th meeting held on 8.3.2013 regarding reimbursement under CPDA The provision of Cumulative Professional Development Allowance (CPDA) has been it practice in the Institute for various items/activities by the faculty members for their academic/professional growth w.e.f, 6" Pay Commission implementation (as per the decision of BOG Minute 19.22). Initially a list of activities and their implementation guidelines had been circulated vide letter no. Acs/ dated 30,3.2010 and then, Revised guidelines were notified vide letter dated 25.1.2011, Further, Revised guidelines and respective forms were circulated vide letter no, Dean(FW)/397 dated 28. 1.2015. Over a time period, quite a few changes have been incorporated under CPDA activities, Compiling all such changes. a structured comprehensive list of the activities guidelines and respective forms have been prepared in two parts under List-A and List-B 1, List A: Activities require prior approval of the Director (Form-A & D) (Form-A & D for Abroad, Form-A for India) ist B : Procurement Activities (Form B-1, B-Il & C) Conference/Symposium/Workshop/Training/Short {ation of research project proposal ete.(In India) 1 (a) International / Nati Term Course ete, /presi (b) Visit to Industry/Exhibition/for technical discussion/networking ete. (In India) Activities allowed : Three activities would be allowed in India in a financial year. I(a) International Conference’ Workshop/ Symposium/ Seminars/ delivering invited or keynote lectures. (Abroad) institutes/universities abroad for research activities/technical ng/short term course/conducting experimental work etc, (b) (Abroad) Activities allowed: Two activities (Abroad) would be allowed in a block of three years,List B The procurement items/activities have further been classified in terms of processing as under: 1. Items above Rs. 15,000/- Approved by Dean(FW) (Form B-I) 2, Special Items, not in the Approved by Director (Form B-II) approved list 3. Items upto Rs. 15,000/- ‘Approved by HOD (Form C) ‘The guidelines for processing the activities / procurements have been detailed along, with respective list. ‘The faculty members are requested to use the new Forms (Ay B-l, Boll, C, D) with, prescribed norms, with immediate effect. ‘This is issued with the permission of the competent authority aN oe (Minshi Bakal) Dean(Faculty Welfare) All HODs/Coordinators of Schools Enel: 1. List A & List B 2, Form-A, B-l, B-ll ,C & D Copy to 1, DR(Accounts). 2. Sr. Secretary to Registrar 3. Sr. Secretary to Director for kind information of the Director.CPDA 2017 List- A Activities under CPDA that require prior approval of the Director ternational Conference/ Symposium/ Seminars) Workshop! Ti ‘Term Course/ presentation of research project proposal ete. (In India) Visit to Industry/ Exhibition/ for technical discussion/ networking ete. (In India) ties allowed: Three activities would be allowed in India in a financial year. Il. (a) | International Conference) Workshop/ Symposium/ Seminars/ delivering invited or keynote lectures, (Abroad) (b) | Visiting institutes/ universities abroad for research activities) technical discussions’ training? short term course/ conducting experimental work ete, (Abroad) Participation in Internati nal Conferences/Activities Abroad | 1. | For conferences/ activities under II, applications on modified Form A and Form D would be considered. However, Form D is not required for activities under 1 (b). | 2. | Processing of Application 7 ‘Application is 10 be submitted by the faculty on modified Form A under activity 1a) to the Department at least one month in advance of the conference. After receiving the application, a five member Departmental Committee consisting of | HOD/Coordinato of concerned departmenv/school, one faculty working in specific research area/relevant research area and three | members of DRC as nominated by HOD/Coordinator (preferably from specific research area/relevant research area, in case of availability) will scrutinize the applications based on the | following points (details given subsequently at 5) (In case of department/schools where sufficient number of regular faculty are not available, Departmental committee shall consists of HOD/Coordinator and at least one faculty member): Content of the paper/presentation. Relevance of the presentation with the theme of the conference. ‘The nature of paper (experimental/theoretical/review). Note- Review paper will not be considered. iv. The presentation style. Quality of the conference. Number of faculty members going abroad at a time from the Department Arrangements of teaching/official work load. The Departmental Committee will forward the application (Form A) of the faculty along with completed Form D (required in case of international activity under I(a) only) within 10 working days of receiving the application in the department to DR(Accounts) for further — processing,CPDA 2017 Confirmation of availability of fund under CPDA The confirmation of availability of fund in the prevailing CPDA financial block year will be | given by DR(Accounts). The application should be cleared by the Accounts Section and sent to the | office of Dean(FW) preferably within two days. Grant: | itutional Committee Recommendation of application by the ris J ‘After confirmation of the fund availability, the faculty member has to present his/her | research work before the institute level committee comprising of the following: Dean (FW) Dean (R&C) HOD/Coordinator of concerned department/school Professor in-charge (FW) Upon satisfaction with the quality of conference (Form A and Form D), conference paper and the presentation, the Institutional Committee would recommend the application. The Dean(FW) will forward the application for the approval of the Director. The Institutional | Committee shall ensure that participation in the event will be beneficial to the institute, For activities under 11(b), faculty member need to apply in Form-A only and need not to make a presentation before the Institutional Committee. In case, the Committee desires, the applicant may be asked to discuss the details of the activity with the Committee. Upon satisfaction, the Institutional Committee would recommend the application to the Director for approval. After receiving the application for the activities under II from Accounts Section, office of Dean(F'W) is expected to complete the processing for the approval of the Director within 10 _| working days. The following guidelines should be used and adhered to for effective utilization of International Travel ‘© The research paper should be aimed to be submitted in International Conferences abroad with | focused research areas of a discipline ® The conference should be prestigious/quality and organized by university/research institution/societies/industries. The conference should not be a predatory/questionable conference as listed on various online resources. Activities other than conferences under II(b) would be allowed at prestigious university/research institution only. ‘© The organization should not be holding multiple conferences simultaneously under same banner at | the same time and the conference should have a standard peer review process (i.e. it should have a | time frame for peer review) | © Applications of not more than 3 faculty members / 20% faculty members whichever is less, be forwarded for consideration from a Department/school for attending conference at a time.CPDA 2017 © The presentation style should cover important features like introduc results and discussion, and conclusion ion, objectives, experimental, Total stay abroad during a conference visit under II(a) should not exceed: + Actual days of conference days plus two additional days. + One/two extra days may be permitted under extraordinary circumstances like non-availability of the Air India its allied partner flights. However, prior approval from competent authority is mandatory * Sullix/prefix of Saturday/Sunday/Holidays with the duty will be dealt as per the GOM/Institute rules. Total stay abroad during an activity visit under II(L * A maximum of 7 days (5 plus 2 days) need to be planned during semester break or holidays only. A period of more than 7 days (maximum of 3 weeks during summer holidays only) may be allowed only if the remaining cost (i.e. more than 7 days) is borne by the university/institute being visited by the faculty. Letter of the funding need to be provided with form A. | Total period for Training/ Short Term Course under I (a &b): a Period of deputation for attending short term courses not to exceed 2 weeks during teaching days in fan academic year and no restriction during vacation as long as the period does not exceed the duration of vacation. However, the Director can deny the permission in case of exigencies. Teaching/official work adjustment needs to be made before proceeding on leave for any conference. | In case of a situation where load arrangement is not possible, faculty should have to undertake extra classes | for the required period after retuming back, Details of extra classes need to be reported to the | department/schoo! | ‘* Faculty member attending a conference abroad under (a) need to share hishher | experience/knowledge with fellow faculty members in the departmenUschool and submit « report with the copy of certificate of participation of activities carried out, to Dean (FW) within a week of arriving back in the institute, + In case of activities abroad under I1(b), faculty need to share his experience through a presentation in front of the institutional committee within a week of arriving back in the institute, The committee if desires, may invite other Deans/faculty members as special invitees, * The faculty member will be required fo claim the reimbursement within 15 days alter his or her retum from such participation failing which his/her claim might lapse. © HOD's/Coordinator’s are requested to make sure that conference report with the copy of participation certificate is submitted to Dean (FW) office/presentation is carried out for activities | under II(b) within 15 days of return, Payment mode for registration’ accommodation for ity outside India can be cash (in appropriate | currency)/cheque/credit card/debit card/forex card/net banking/bank transfer ete. and reimbursement will be made on actual payment basis. In case of payment in currency other than Indian rupees, actual charges (which include conversion/service charges) will be reimbursed but conversion needs to be made through | government approved agencies/government agencies/banks. Total number of International Travel will not exceed one in any financial year, supported by any grantPDA 2017 In case of cancellation of visit abroad due government directions/exigencies in the institute, Institute will reimburse all expenses (including registration fee, tickeVticket cancellation fee /visa fee etc.) retaining the | chance of attending one international conference abroad in one financial year. | An advance may be admissible for approved Institute Rules. International conferences/activities as per | Only regular faculty members who have cleared their probation shall be eligible for international travel abroad under CPDA grant, The reimbursement made under CPDA shall be subject to Audit and the faculty member will be | responsible for physical verification of items claimed except consumable and stationary items, if required, and also responsibie for all audit clarifications, if'any. | Faculty shall attach necessary documents required for completion of Form D to the concerned | department/school |The funds utilized for activities T and II under List “A”, will be minimum 70% of total CPDA earmarked for | individual faculty member, however, in case of expenses exceeding more than 70% the faculty will be | allowed excess reimbursement with the prior approval of the Director. | Participation in International/national conferences/symposium/workshop in Indi i) | For activities covered under I, faculty need to submit completed Form A to DR(Accounts) through concerned HOD/Coordinator for confirmation of fund availability under CPDA. Accounts clearance should be given preferably within two days and the application to be forwarded to the office of Dean(FW). ii) | No processing at the level of department/school/institute committee is required while attending any event in India. iii) | An application for an activity in India (under J) is expected to reach in the office of Dean(FW) within a week {rom the day it is submitted in the department/schoo! and the Dean(FW) will further process for the approval of the Director. iv) | The faculty member will be required to claim the reimbursement within 15 days alter his or her return from such participation failing which his/her claim might lapse.PDA 2017 Procurement Activities under CPDA T. | © Membership of Professional Societies (National /International ): Maximum two ina year | © Fee for Patent Application / Renewals of Patent | 2. | Book Writing, Purchasing books, subscription to Journals and Portable Projector Expenditure towards the purchase of books/book writing / subscription to Journals shall not exceed Rs.15000/- in a financial year. Expenditure more than Rs. 15,000/- shall require prior approval of the Director. ‘© Charges for extra pages, printing colour photographs/figures for reputed journals only. + Portable Projector for class-room teaching (nor replaceable before 6 years) 3. | Contingent Items: + Stationery; UPS/Inverter ‘and Battery on replacement basis; Consumable such as chemicals, laboratory glassware, ete; Wi-Fi Router & dongle; Wireless Presenter, headphone, CD, Pen Drive & External Hard Disk; Printer Cartridge/Refilling (not more than Rs 10,000/- per year); Keyboard & Mouse as a replacement of old; Memory card; | Laptop adapter & battery; Synthesis and analysis of samples for research; Bulbs of portable projectors on replacement basis; Regarding up-gradation of computer parts, except motherboard, all parts can be upgraded or replaced in case of failure. In exceptional cases, the replacement of mother board can be allowed in case of failure of | mother board which is to be certified by the vendor and duly approved by the HOD of | Computer Engg. Deptt. | ‘+ Up gradation / repair of existing equipment / experimental set-up for research work with | proper justification © Software and /or data base up gradation: Under this category, Anti virus and MS Office | software are being centrally purchased by the CCN at Institute level. ‘The Prof. in charge CCN is requested to facilitate installation of these software into the computer systems of | the faculty on their request. For any other software, the permission of director/Dean(FW) may be obtained. © Any other item with prior approval from competent authority Guideli 1. A maximum of 30% of the total CPDA amount earmarked for individual faculty member is allowed for contingent expenditures per yea 2, Forms B (B-I, B-II) and C should be cleared within S working days by the concerned department/sehool so as to reach to Dean (FW)/concerned faculty for further process3 CPDA 2017 The expenditure on the activities listed in List-B is to be recorded in the appropriate stock register of the department/school and is auditable. The faculty member will be responsible for clarification, if any. The faculty member will be required to claim the reimbursement within 15 days of purchase failing which his/her claim might lapse, Unspent amount spent in any year will be carried over to the next financial year within the same block period but will lapse if it is not utilized by the end of the block period. ‘The expenditure to the tune of Rs. | Lae per year be planned. Unspent balance will be carried over to the next block year cumulating for the full remaining period of the block. In case the expenditure ‘exceeds one lakh in a year, the extra excess amount would be adjusted in the next block year with due approval of the competent authority.4. oF CPDA 2017 NATIONAL INSTITUTE OF TECHNOLOGY, KURUKSHETRA HARYANA Now Date: FORM-A Application for NationaV/International Academic/Research Activities under CPDA Financial Year for which the CPDA is required Name of the Faculty: Designation/Department/school Nature of appointment: Permanent [7] Contract [] (a) Nature of Event: National =] International J] India] Abroad (b) Name of event (As per I & II of list A of CPDA rules. Attach brochure of the event) (c) Theme: (d) Venue (©) City, State, Country: (1) Dates : FROM: ssessentenczzne (g) Registration fee details (Adach document): (h) Details of organizer: Contact address... Phone: 5 E-mails: .. Presentation/Event Type (Activity as per list A) Title of presentation/Event (Attach copy of invitation and accepted paper/abstract): List of national/international conference/ event/ attended (CPDA/T current block of 3 years: Nature and number of days of leave required/applied: From To (Casual/Special Casual Leave/EL/Vacation, with Prefix/sullix ) 1|of3 PagesCPDA 2017 9, Tentative Travel Plan: (from the place of work to the conference and back) Date [ Time From To Mode 10. Detail “organizers, if any: Is of financial assistance being acquired from other agen and/or event LI. Details of expected expenditures: Sr. No. | Head ‘Aniount (in Rs) 1. [Air India Airfare (economy class only)/Train Fare/Taxt Fare/Bus Fare (Booking will be allowed through Air India’ GOI approved agent) 2. _ | Registration Fees (including transaction charges) __| Mode of payment: 3, _| Per diem Allowances (as per actuals) (Activity days ....... + Travel days days) 4. _ | Accommodation Charges (as per actuals) 3, | Wisa Fees Charges(as per actuals) + travel charges to obtain visa | Travel and medical Insurance Charges as per the requirement | (as per actuals) 7, _ | Any other expenses, iFany, please specify Total Expected Expenditure Note: Approval/permission for requested vistt does not mean approval of requested amount. Expenditare will be reimbursed as per GOUInstitute rules/norms, 2lof3PagesCPDA 2017 CERTIFICATE I certify that:- (a) The details given above are correct. (b) [the information supplied is found to be incorrect; | will refund the entire money to NII Kurukshetra, (©) The money received will be used for the purpose for which it is sanctioned. (d)_ The Teaching /Official work arrangement will be made before proceeding for leave. Date: Signature of Applicant 1. Teaching/ Official Work arrangement will be made: Yes / No (in case of ‘no’, undertaking is required to engage extra classes for this period) 2. Itis his/her first /second activity abroad or first/second/third activity in India as per List *A° Date: Signature of HOD/Coordinator Funds are Available / Not available under “CPDA” for the event in India/Abroad of List “A” Remarks, ifany: Date: sine D. R(Accounts) For event in India/Abroad Recommended Not Recommended Remarks, ifany: Date: Dean (Faculty Welfare) Approved Not Approved Remarks, ifany: Date: Director Note: Form-A & Form D (for conference abroad only) along with necessary documents (if required), ‘should be sent to DR(Accounts) within 10 working days of receiving the application in the department 3[of3 PagesCPDA 2017 NATIONAL INSTITUTE OF TECHNOLOGY, KURUKSHETRA. HARYANA. No/ Date: FORM Application for purchasing of various items under CPDA (above Rs. 15,000/-) wancial Year for which the CPDA is required .. 1, Name of the Faculty: 2, Designation/Department: 3, Nature of appointment: . 4, Purchase of only approved items/activities as per List - B with justification S.No, | Item/Activity Qty. | Approx. cost 5. Total amount already incurred under CPDA 6. Amount incurred under contingency (Signature of the Applicant with date) (Signature of the HOD/Coordinator) Funds Available / Not available Deputy Registrar (Accounts) Items/activities are Allowed / Not Allowed as per norms Remarks, if Any: Dean (Faculty Welfare) To i ssn QCUILY (Through HOD/Coordinator) Note: This form should reach Dean (FW) office within five working days of receiving the application in the department.CPDA 2017 NATIONAL INSTITUTE OF TECHNOLOGY, KURUKSHETRA. HARYANA No/ Date: Financial Year for which the CPDA is required .. 1. Name of the Faculty: Designation/Department: ‘Nature of appointment 4, Purchase of special items with justification ‘S.No. _| Item/Aetivity Qiy. | Approx. cost | Justification 5. Total amount already incurred under CPDA 6, Amount incurred under contingency (Signature of the Appli nt with date) (Signature of the HOD/Coordinator) Funds Available / Not available Deputy Registrar (Accounts) Items/aetivities are Allowed / Not Allowed as per norms Remarks, if Any: Dean (Faculty Welfare) Director Note: This form should reach Dean (FW) office within five working days of receiving the application in the department.CPDA 2017 NATIONAL INSTITUTE OF TECHNOLOGY, KURUKSIL RA. HARYANA No/ Date: FORM -C Application for purchasing of various items under CPDA (upto R: Financial Year for which the CPDA is required .. 1. Name of the Faculty: 2. _Designation/Department: 3. Nature of appointments....ssesceesse 4. Purchase of only approved items/activities as per List-B with justification i Ttem/Activity Qiy. [ Approx. eost_| Justification 5. Total amount already incurred under CPDA 6. Amount incurred under contingeney (Signature of the Applicant with date) tems/activities are Allowed / Not Allowed as per norms Remarks, if Any: HOD/Coordinator .Paculty Note: This form should reach the concerned faculty within five working days of receiving the application in the departmentCPDA 2017 FORM D Observations of the Departmental Committee 1. Name of the faculty: Designation/Department/school: ‘Name of the university/research institution/societies/industries organizing the Event: 4. The abstraet/paper accepted for Oral/Poster (tick the appropriate) presentation? Oral Poster 5. Isthe paper relevant to the goal and theme of the conference? Yes No 6. _Isthe paper a piece of review work only? Yes No 7. Is the conference listed under predatory/questionable category on the available online sources? Yes No 8. Are multiple conferences being held simultaneously under same banner at the same time and same venue? Yes No 9, Is the acceptance of the submitted abstract/paper received before the call of the paper is closed? Yes No Departmental Committee members’ names and signatures with date. Member (research area/relevant research area) DRC member | ( ) ¢ ) DRC member 2 DRC member 3 HOD/Coordinator C ) ¢ ) ( )