Department of Neuro Surgery

STANDARD OPERATING PROCEDURES (SOPS)

DEPARTMENT OF NEUROSURGERY

JNMC AMU ALIGARH

Office Work:

1.    Maintainence of University website

2.    Maintain Leave Record (Teaching /Non Teaching)

3.    Office provide Pf Forms

4.    Papers Received & Dispatch

5.    Filing of papers

6.    Circulate among concerned authorities and Faculty

7.    Reply of letter if needed

8.    To maintain Attendance

9.    To look after the papers of Academic Activities

10. To look after the work related to NMC/M.Ch.Course

11. Any others work assigned by Chairman and Faculties

Procurement of Goods/Items/Equipment:

GFR-2017 is referred for the above process/procedure and GFR 2017 shall prevail over SOP in all matters of procurement by the Department. Amendments in the SOP, if any, is incorporated as per the notification received from time to time.

1.SOP for procuring/purchasing required items the Departmental Purchase Committee decides and recommends purchase/procurement.

2.  After the Purchase Committee recommendation, the Department places the order for procurement of the recommended items through GEM depending on the availability of Funds.

Standard Operating Procedures (SOPs) for Career Counselling:

1.     The career counseling is routinely carried out by the Career Counseling Committee of the department and experts are also invited occasionally

CAREER COUNSELLING COMMITTEE

1.  Prof.M.F.Huda (Chairman & Convener)

2.  Dr.Raman Mohan Sharma

3.  Dr.Mohd.Tabish Khan

4.  Dr.Mohd. Ahmed Ansari

Standard Operating Procedures (SOPs) for Student Mentoring/Helping:

 1.   The Departmental pursues a policy for students Mentoring/Tutorial Programme for the advance and slow learners.

2.     The mentoring or tutorial group students in each course opted by the students and assigned a teacher for further intensive study using different learning tools depending on the requirement.

3.     This provides different environment in comparison to classroom teaching, where a student opens up and share his/her ideas more freely.

Standard Operating Procedures for Seminar:

1. The Department Seminar library is exclusively meant to the Post-Graduate Students, Research Students and the Faculty.

3.  The Seminar Library is managed by Office Staff under the supervision of Seminar In-charge appointed by the Chairman.

Seminar/Workshop/Conference:

STEP1: Preparation

Preparation for the Seminar/Workshop/Conference involves a number of activities listed below:

1. Constitute Organizing Committee with the approval of the Chairperson/BOS.

2. Organizing Committee prepares the event schedule.

3. Determine the budget available to host event &sources to raise the funds.

4. Determine the theme/topic to be discussed at the event.

5. Identify target group and number of participants required.

6. Secure venue–(site visit of venue to ensure it is adequate).

7. Finalize event details –(breaks, resources needed).

8. Contact relevant funding agencies, Departments or target group to inform them of event (time, date, venue, duration, break information). Send email(s) to target groups for participation.

9. Follow up onto ensure the information was received.

10. Finalize list of persons attending the event.

11. Source and prepare all necessary resources needed by organizer and Presenter – (books, Manuals, Projectors, Name Tags, etc.).

12. Secure caterer to provide meals if not included in venue package.

13. Contact Account Section and request Local Purchase Order.

STEP2: Implementation:

BUDGET

Funding is an integral part of any event. The amount of funding available for the hosting of the event will determine a number of factors in planning the event.

1. Venue

2. Duration

3. Number of participants

4. Equipment–(Presentation Media)

5. Informational packets/Materials/certificates

6.Availability of refreshments

Points to consider:

1. Expertise/strong research background

2. Ability to convey knowledge to a large audience

3. Unbiased and non-partisan (do not invite speakers that are aligned with a particular cause/group)

4. Honorarium

5. Travel expenses

6. Identify alternative speaker as a precaution

Sponsorship is generated for the event and rest of the expenses is catered by the department.

FINALIZE DETAILS:

Determine the length of the seminar, the mode(s) of deliverance, equipment needs of Presenter, handouts and other learning material for participants, breaks and refreshments, and deadlines for replying. Secure a caterer to provide refreshments if not included in venue package.

CONTACT RELEVANT DEPARTMENTS/PARTICIPANTS

Initial contact of those Departments or persons identified to attend the seminar, with the full details of the seminar included. Includes:

1. Deadline for response

2. Seminar overview/outline

3. Requirements for eligibility

4. Number of participants required

INVITATIONS/ADVERTISEMENT/REGISTRATION

1. Invitations from Chairperson are sent to the invited speaker(s) or resource person(s), Guest of Honor, Chief Guest (In consultation with the Vice-Chancellor) etc.

2. The event is advertised on notice boards, website, poster distributions in other institutions, social networking websites etc. for wider publicity.

3. Registration for the event.

4. A list of registered persons is prepared and intimated about event schedule.

5. On the spot registration (if available) and Attendance.

6. Event starts as per schedule on proposed date.

STEP3: Evaluation

1. Feedback from the registered persons

2. Certificate Distribution

Facilitating differently- abled Students & patients:

1.     Academic activities which take place are made accessible to people with differently-abled.

2.     Announcements regarding class times, Extra-curricular activities, are given in writing as well as verbally. Key statements and instructions are repeated or highlighted. 

3.     The Faculty Medicine where the Department is housed has the ramp facilities for differently- abled students & Patients to access the Department, seminar library , and toilets.

Extra-Curricular Activity:

STEP1: Notification of Extra-Curricular Activity

Notices related to Extra-Curricular Activity are put up on the departmental notice boards/website and for inviting the students to participate/register under Extra-Curricular Activity

Contingency/Budget:

The students/faculty seeking contingency from their respective fellowships/individual projects can avail the contingency grant through following procedure.

I. Without Advance

STEP1: Permission from Chairperson

 Take the permission from the Chairperson for the purchase of the item(s).

STEP2: Permission for Payment

1. Procure the items for which the permission was taken as per the guidelines of General finance Rules (2017), Govt. of India.

2. Mention/attach the item(s) procured.

3. Also mention the amount spent and the vendor’s details (account).

4. Process the bill as per University guidelines.

STEP3: Payment to Vendor

Payment to the vendor is done by the appropriate section/authority of the University.

II. With Advance

STEP1: Permission for Advance

1. The permission from the Chairperson for the purchase of the item(s) is taken and the required advance amount is mentioned.

2. The permission is submitted in accounts section.

STEP2 : Procure Item(s)

1. Procure the item(s) for which the advance was taken.

2. Take the valid/genuine bill from the vendor(s).

STEP3: Settling the Bills

1. After completing the STEP 2, fill the contingency form.

2. Submit all the bills (after making into the concerned stock register) to account section along with the contingency form.

3. Mention the money spent and left (if any) in the contingency form.

Department Cleanliness:

1. Chambers of the Faculty, Office, Pantry, and Wash Room cleaning is done daily by the staff of the Department (MTS & Cleaner)

2...Cleaning and Disinfection of Drinking Water Cooler is done on Regular basis.

Procurement of Goods/Items/Equipment:

GFR-2017 is referred for the above process/procedure and GFR 2017 shall prevail over SOP in all matters of procurement by the Department. Amendments in the SOP, if any, is incorporated as per the notification received from time to time.

Standard Operating Procedure (SOP)

1.  For procuring/purchasing required items the Departmental Purchase Committee decides and recommends purchase/procurement.

2.  After he Purchase Committee recommendation, the Department places the order for procurement of the recommended items through GEM depending on the availability of Funds.

3.  Labelling of procured items with reference number like Purchase year/Stock register number/Stock Register page number is done.

Maintenance of the Department:

1. The Department is housed in the Faculty of Medicine & Faculty of Medicine  manages &maintenance main premises.

2. For Departmental work maintenance work requirements are submitted to the Authority of the University for Necessary Action.

3. For any heavy electrical maintenance, University Electricity Department is approached for required work/maintenance.

Seminar Administration, Book Purchase and Maintenance

Standard Operating Procedures (SOPs) for Faculty &Students Seminar

        1. The Department Seminar library is exclusively meant to the Post-Graduate Students, Research Students and the Faculty.

2.  The Seminar Library is managed by Office Staff under the supervision of Seminar In-charge appointed by Chairman.

Book Issue and Return Policy of Seminar Library.   

Book Issued: One or Two Books (for not more than 10 days)

Purchase of Seminar Library Books and keeping them in Shelves

STEP1: Approval for Book Purchase

1. Submission of books recommendation by different faculty members and students to the seminar library.

2. Recommendations are checked by Incharge of Library & HoD of Department for duplicate, availability, etc.

3. Approval is taken for the recommended books by Departmental Purchase Committee & Chairman.

STEP 2: Order Placement and Physical Verification of Purchased Books

1. The recommended list of books is sent to the Maulana Azad library, AMU, for placing order.

2. Annual physical verification is done by the internal staff of the Department. In every 3 years, a committee of the Maulana Azad Library does the through physical verification.

STEP3: Processing Bill

1. Accessioning of books in the accession register of Seminar Library.

2. Finally, the bill is processed and submitted to the University accounts section.

STEP4: Technical Processing

1. Technical processing of the books including classification, cataloguing and indexing is done.

2. Physical processing of the books including pasting of authority slips, placing the tags and stamping is carried out.

3. Then the books are placed in shelves according to their call number by the library staff.

Stock Verification of Library Books

STEP1: Noting the Accession Number

1. Staff notes down the accession numbers of books on the library shelves.

2. Separate sheets of paper are prepared for each library shelf. Each member of the physical verification committee is given one set of sheets and is asked to note down the accession numbers of books in the library shelves that is specifically assigned to him.

3. While noting the accession numbers, book is physically checked and is taken out of shelf, if the book is damaged/beyond repair.

STEP3: Re-verifying the missing Books

1. List of books again checked with collection.

2. The final list of missing books is reported to the Chairperson for necessary action

In case of loss/damage, the concerned has to bear the cost of the book OR has to submit the latest edition of the book.