| Manual 6 | ||||||
| [Section 4(1)(b)(vi)] | ||||||
| Statement of Categories of documents held in the office SANT GADGE BABA AMRAVATI UNIVERSITY, AMRAVATI | ||||||
| Sr.No. | Subject | Type of Document | Nature of
document file/muster/ Register / voucher etc. |
Particulars of
Heading/ type in the document |
Person In-charge | Period of
preservation as per Ordinance |
| 1 | Personal files | Confidential | File | DR. Administration | ||
| 2 | Confidential
Reports |
Non
confidential after its declaration |
File | Registrar | Permanent | |
| 3 | Names
of selection Committee members |
Confidential
till the selection process completed |
File | DR. Administration | ||
| 4 | Selection Merit list & waiting list | Confidential till Declarartion | File | DR. Administration | Permanent | |
| 5 | Central Govt., State Govt., U.G.C., council of Central State resolutions, Notification, Circulars etc. Records related to the meetings of Authorities U/s 24 of the Act | Non confidential | File | DR. Administration | Permanent | |
| 6 | Meeting
file of Senate |
Non Confidential after Circulation of Minutes | File | Agenda,
minutes of the meeting, action taken report of the concern section. |
Section Officer | Permanent |
| 7 | Meeting
file of Management Council |
Non Confidential after Circulation of Minutes | File | Agenda,
minutes of the meeting, action taken report of the concern section. |
Section Officer | Permanent |
| 8 | Meeting
file of Academic Council |
Non Confidential after Circulation of Minutes | File | Agenda,
minutes of the meeting, action taken report of the concern section. |
Section Officer | Permanent |
| 9 | Meeting
file of Standing Committee |
Non
Confidential after Circulation of Minutes |
File | Agenda,
minutes of the meeting, action taken report of the concern section. |
Section Officer | Permanent |
| 10 | Academic
Calender |
Non-Confidential | File | Tentitive calender of the Universitiy Regarding dates of Verious meetings & mentai Day to day acad | Section Officer | Permanent |
| 11 | DTP type seting Register | Non-Confidential | Register | working
& nature, Pages type of printing |
DTP operator | |
| 12 | Xerox Register | Non-Confidential | Register | in this register name of Dept. person name & copies | Zerox oprator | |
| Sr.No. | Subject | Type of Document | Nature
of document file/muster/ Register / voucher etc. |
Particulars
of Heading/ type in the document |
Person In-charge | Period
of preservation as per Ordinance |
| 13 | Gestetner Register | Non-Confidential | Register | Machine | Assistant | |
| 14 | Marks list for various subject received from CAP | Confidential up to declaration of results | File | Subjectwise/Classless/branches/Seat No.wise Marks are available in the mark lists. The Mark lists receives through CAP . | Jr.Clerk | |
| 15 | Marks list of practical/ oral/ term work / Exam. Received from examiners | Confidential up to declaration of results | File | Subjectwise, Classless, Branches, Seat No. wise Marks allotted by the Examiners are available in the Mark lists. The Mark lists receives through Principles of the Colleges. | Jr.Clerk | |
| 16 | Tab. Registers | Non confidential after declaration of results | ledgers | Ledgers are the duplicate copies of the Mark statements issues to the students . | Jr.Clerk | Permanent |
| 17 | Tab. Registers | Non confidential after declaration of results | ledgers | This Ledger carries the information regarding name of the students, for which subjects students have applied for verification, information regarding change/ no change in marks and the reference no. under which no change has been sent. | Jr.Clerk | |
| 18 | Changes cases in verifications & redressal | Confidential up to its declaration | File | It carries the information regarding change in Marks approved by controller of Examinations and the note sheet approved by Hon. V.C. also it carries the reports of examiners where examiners have been called for compliance drawn by the office if any. | Jr.Clerk | |
| 19 | Time Table file | Non confidential | File | This file carries the detailed information of examination including day, time, date & class, name of the subjects etc. | Jr.cleark/S.O./A.R. | |
| Sr.No. | Subject | Type of Document | Nature
of document file/muster/ Register / voucher etc. |
Particulars
of Heading/ type in the document |
Person In-charge | Period
of preservation as per Ordinance |
| 20 | Panel of Examiner received from Confidential Section. | Confidential | File | This panel is being provided by confidential section of the examination. This file carries the information regarding subjectwise teachers who can be the examiners. This file is used at the time of assessment. | Jr.Clerk/SO | |
| 21 | Statistical Information regarding result (From year 2002) | Non confidential | File | This file carries the branches, classes information regarding number of students appeared for examinations. Number of students absent. Number of students Passed in First class, Second class, Pass class & ATKT and finally percentage of the result. | Jr.Clerk | Permanent |
| 22 | Eligibility File | Non confidential | File | This file carries the information regarding enrolled eligible students. This information receives from the eligibility section | Jr.Clerk | |
| 23 | Register of CIS O.174 improvement of division | Non confidential | Registrar | This register carries the information who have enrolled their names under O.174 for improvement of class or percentage. | Jr.Clerk | |
| 24 | Names of Printing press and MOU made with printing press | Confidential | File | SO/AR/COE | ||
| 25 | Panel of Setter / Examiner / Modarator | confidential | File | SO/AR | ||
| 26 | Manuscripts of question papers | Confidential | Envelops | SO/AR | ||
| 27 | Computer Programms related to Examination system | Confidential | System | System Analyst | Permanent | |
| Sr.No. | Subject | Type of Document | Nature
of document file/muster/ Register / voucher etc. |
Particulars
of Heading/ type in the document |
Person In-charge | Period
of preservation as per Ordinance |
| 28 | Merit list | Non confidential after its declaration | File | SO/AR | Permanent | |
| 29 | Declaration of results | Non confidential after its declaration | Ledgers | Jr. Clerk | ||
| 30 | Enrollment of Students belonging to SC, ST, DT/NT, SBC & OBC |
Non confidential | Register |
Enrollment Register |
Junior
Assistant |
|
| 31 | Grievances Resolution |
Non confidential after approval of necessary authorities | Grievances
Resolution File |
Grievances
Resolution |
Senior
Assistant |
|
| 32 | Attendance registrar | Non Confidential | Registrar | Signature of the present member | Asstt.Director of Sports / Director of Sports | 3 years |
| 33 | University players name list | Non
Confidential after tournaments |
Eligibility for A.I.U. | Director of Sports | Asstt.Director of Sports / Director of Sports | Permanent |
| 34 | List of Team Manager & Coaches | Non
Confidential after tournaments |
Minitus for Board of Sports | Director of Sports | Asstt.Director of Sports / Director of Sports | 3 years |
| 35 | Subject Equivallence file | Non confidential after its circulation | File | This file carries the information regarding equivalence of the old subjects with new subjects. | Permanent | |
| 36 | University
Change/ Faculty Change / Subject Change College / Readmission proposals Forms & Sanction letter / Note |
Non confidential | File | University Change / Faculty Change / Subject change/ College Change / Readmission Proposals | Table
- 5, 6, 8, 11, 12 As per College list |
|
| 37 | Eligibility forms & Supporting document/ Queries list / Note | Non confidential | File | College code/ Name | Table
- 5, 6, 8, 11, 12 As per College list |
|
| 38 | Eligibility lists | Non confidential | File | Permanent | ||
| 39 | Change in Name | Non confidential | File | Application / Name change | Table
- 5, 6, 8, 11, 12 As per College list |
|
| Sr.No. | Subject | Type of Document | Nature
of document file/muster/ Register / voucher etc. |
Particulars
of Heading/ type in the document |
Person In-charge | Period
of preservation as per Ordinance |
| 40 | Original Tenders & related documents. | Confidential till its acceptance | Binded | University Engineer | ||
| 41 | Bills of works executed for the university | Non confidential | Binded | University Engineer | ||
| 42 | Measurement books. | Non confidential | Binded | University Engineer | Permanent | |
| 43 | Land
acquisition record. |
Non confidential | File | University Engineer | Permanent | |
| 44 | Correspondence made with State Govt., Central Govt., U.G.C., P.W.D., Irrigation, Muncipal council, Corporation, other Departments, and Internal correspondance, consulting Architect, Contractors etc. | Non confidential | File | University Engineer | ||
| 45 | Construction cost per sq.ft. built up area. | Non confidential | File | University Engineer | Permanent | |
| 46 | Valuation of university assets land etc. | Non confidential | File | University Engineer | Permanent | |
| 47 | All Architectural drawings. | Non confidential | File | University Engineer | Permanent | |
| 48 | Details of proposed plant of the plans for infrastructural / campus development in future. | Non confidential | File | University Engineer | Permanent | |
| 49 | Master plan of the University | Non confidential | File | University Engineer | Permanent | |
| 50 | Information regarding water supply scheme & related documents of water supply section. | Non confidential | File | University Engineer | Permanent | |
| 51 | Letter of intent to I.S.D. issued to the contractor | Non confidential after its approval | File | University Engineer | ||
| 52 | Letter of work order issued to the contractor. | Non confidential | File | University Engineer | ||
| Sr.No. | Subject | Type of Document | Nature
of document file/muster/ Register / voucher etc. |
Particulars
of Heading/ type in the document |
Person In-charge | Period
of preservation as per Ordinance |
| 53 | General Information including prominent features of the campus/ individual building/ project. | Non confidential | File | University Engineer | ||
| 54 | Administrative sanction to any works | Non confidential | File | University Engineer | ||
| 55 | Technical sanction to any works | Non confidential | File | University Engineer | ||
| 56 | Financial sanction to any works | Non confidential | File | University Engineer | ||
| 57 | Information regarding Electrical Sub station. | Non confidential | File | University Engineer | ||
| 58 | Information regarding Architects panel. | Non confidential | File | University Engineer | ||
| 59 | Information regarding facilities of shopping complex, Guest house, Staff quarters, Senate hall, Canteen | Non confidential | File | Assistant Engineer | ||