Upload
others
View
4
Download
0
Embed Size (px)
Citation preview
C
CENTRAL INSTITUTE OF HIGHER TIBETAN STUDIES
SARNATH, VARANASI (U.P.)- 221007
The Central Institute of Higher Tibetan Studies (Deemed University) (CIHTS) at Sarnath, Varanasi, is one of its kinds in the
country. The Institute was established in 1967. The idea of the Institute was mooted in course of a dialogue between Pt.
Jawaharlal Nehru, the first Prime Minister of India and His Holiness the Dalai Lama with a view to educating the young
Tibetan Diaspora and those from the Himalayan border regions of India, who have religion, culture and language in common
with Tibet. Originally the Central Institute of Higher Tibetan Studies (CIHTS), began to function as a constituent wing of the
Sampurnananda Sanskrit University, and eventually emerged as an autonomous body in 1977 under the Department of
Culture, Ministry of Education, Government of India.
This Citizens' Charter represents the commitment of the CIHTS, Varanasi towards standard, quality and time frame of
service delivery, information, non-discrimination and accessibility along with grievance redressal mechanism based on the
anticipated expectations and aspirations of the public in order to achieve highest level of transparency and accountability in
the system.
The objectives of the Citizens' Charter are
1) Making administration accountable and citizen friendly thus facilitating good governance,
2) Enhance the commitment and performance levels of the institute,
3) Empowers the citizens with the right information and promise of best service with inbuilt grievance redressal machinery, 4) Educate the citizens on what to expect and how to act and
5) Add to the administrative efficiency and reputation
The Charter enables the service seekers to avail the services of the various units of the CIHTS, Varanasi with minimum
inconvenience and maximum speed. For the convenience of service seekers, in the charter it is clearly indicated 'WHERE TO
CONTACT' and 'HOW TO PROCEED' for various services. The time limit given in the Charter is maximum time, beyond which
the service seekers may contact grievance redressal sub committee.
The grievance should be submitted to the respective Deans/Registrar as the case may be. These grievances will be settled in
7 days, failing which the matter will be reported to the sub-committee of the AMC, or any other committee, constituted by the
Director from time to time for the purpose.
Reasonability Clause: The maximum processing time for the office for the services mentioned in this Charter are applicable
under normal conditions.
These prescribed processing periods may reasonably increase during the period when there is abnormal pressure on the
office. For example, during the month of February-March, there is quite large number of receipt of bills in Account Section/
Office for processing, in Administrartion, the work related to pay fixation of large number of employees, in Academic Affairs
office during admission, convocation, examination, etc., there is large pressure of work.
The Citizen's Charter will be maintained and upaded by the General Administaration Sectoin.
CITIZEN'S CHARTER FOR SERVICES RENDERED AT OFFICE/UNIT:
EXAMINATION SECTION,CIHTS, VARANASI
S.
No.
Details of the Service Requirement from the stake holders Check List
Maximum
processing time for
the office
Contact details of
the concerned
official
1. Transcripts verification for
the students admitted prior
to 2015 and onwards)
(prepared by students)
Name of Student, Branch, Programme and Institute
Roll No.
Original
Grade Cards
3 working days
Exam
Section
2. Transcripts (for the
students admitted in 2015
and onwards) preparation
and verification
Copy of paid E-receipt, Name of Student, Branch,
Programme and Institute Roll No.
Nil. 2 working days Exam Section
3. Dispatch of Degree &
Medals (not received in
Convocation) by post after
completing the formalities
by graduands
Communication Address, ID Proof, Institute Roll
No., Branch, Programme and year of award
Nil. 4 working days Exam
Section
4. Issue of Duplicate Grade
Card
Copy of paid E-receipt, Name of Student, Branch,
Programme and Institute Roll No.
Nil. As per instruction of
the Dean (Academic
Exam
Section
. . Affairs) , i
5. Receiving of Degree by
graduands on counter
ID Proof, Institute Roll No., Branch, Programme
and year of award
Nil. Same day Exam
Section
6. TC-cum-Migration
Certificates
For UG/IDD: Photocopy of Final Semester Grade
Sheet, Copy of E-receipt
For PG/Ph.D.: Application through HoD,
Photocopy of Final Semester Grade Sheet, Copy of
E-receipt
Nil. Same day Exam
Section
7. Bonafide Certificates/
Other Certificates
Application by the Student only for Semester-I Nil. Same day Exam Section
8. Degree Verifications Request Letter with concerned student details Nil. Within a week Exam Section
9. Registration/Semester
Exams./Results/ Meetings
/Convocation and other
works
Nil. Nil. As per Academic
Calendar
Deputy Registrar
(Academic)
OFFICE OF THE ACADEMIC AFFAIRS, CIHTS, VARANASI
Details of the service Check List Maximum
processing time
for the office
Contact details
of the concerned
official
S.
No
Requirement from the
stake holders
1. Acceptance of Joining
Report
Joining report to be
submitted through concerned
HoD / CoS.
1. All formats provided with the
offer letter have been filled-in and
forwarded by the
Head/Coordinator.
2. Self attested copies of
certificates of educational
qualifications.
3. Self attested copies of
experience certificates
4. Relieving letter from previous
employer, if employed anywhere.
5. Medical fitness certificate from
CMO.
03 working days Deputy
Registrar
2. Leave Applications Application for leave (except
(except CL/SCL) CL/SCL) be submitted at
least 10 days before the
commencement of leave,
through HoD / CoS.
1. Leave application duly 03 working days.
forwarded by the HoD/CoS
concerned.
Deputy
Registrar
. .
2. Current family details for
sanction of paternity
leave/maternity leave.
3. Supporting documents, if any.
4. Leave entitlement as per
Statutes of the Institute and notices
issued from time to time.
3. No Objection
Certificate for Visa
Purpose
Request must be submitted
through concerned
HOD/COS .
1. Invitation letter for official visit.
2. For personal visits, purpose
must be mentioned.
03 working days Deputy
Registrar
4. Sanction for
encashment of leave
on superannuation/
Resignation/ Voluntary
Retirement/Premature
Retirement
The HoD/CoS concerned
shall furnish details of
availed/unavailed Vacation
Leave in the prescribed
format within 3 days of
superannuation/Resignation/
Voluntary
Retirement/Premature
Retirement/Death.
07 working days
after receipt of the
details from
concerned
HoD/CoS.
Deputy
Registrar
5. No-Dues Certificate The HoD/CoS concerned 03 working days Deputy
. . shall ensure to furnish no
dues certificate at the
earliest.
after receipt of the
same from
concerned
Department /
School.
I Registrar
6. Resignation/ Technical
resignation/ Lien /
Voluntary Retirement/
Premature Retirement
Application must be routed
through HOD concerned
keeping in view the notice
period, if any.
1. Exact date of relieving must be
mentioned
in the letter.
2. Proof regarding submission of
application through proper
channel
3. Copy of offer letter must be
enclosed, if
going to join a position in other
Institution /
Organisation.
21 working days Deputy
Registrar
7. Processing of request
for deputation
Application must be routed
through HOD concerned.
1. Exact date of relieving must be
mentioned in
the letter.
2. Proof regarding submission of
application through proper
channel.
15 working days Deputy
Registrar
. . 3. Copy of offer letter.
8. Issue of No Objection
Certificate/Vigilance
Clearance Certificate to
appear in interview etc.
Request must be submitted
through concerned HoD
1. Proof regarding submission of
application through proper
channel.
2. Copy of call letter.
07 working days Deputy
Registrar
LTC Section
No.
S. Details of the Services Check List Maximum Processing
period for applications/
requests from the date
of receiving for
payment
Requirement from the Stake
Holder/Employees
Contact
Details
of the
concerne
d
official
LTC advance/payment
1. and
n
Leave Encashment on LTC prescribed proforma g
n 1. Submission of LTC application 10 working days
in prescribed format along with
of applicatio
Submission
al
0
Assistant
Registrar
suppo rt
with relevant ing
documents, duly recommended
by Head
Leave Encashment form, i f
required, must be prior to
Journey date
2. Leave sanction copy
3. Ticket & Original Boarding
Pass in case of Air Travel, as
per rule of GoI
4. Forwarding by
Head/Coordinator/Unit
Incharge
advance/claim
on LTC
and leave
encashment required for LTC.
5. Any other requirement as per
Institute/Govt of India norms
Submission of request in the
prescribed format along
relevant supporting documents
duly recommended by
concerned HoD/ CoS/
Section
In-charge.
2. 07 working days
(sanction and
communication after
receipt of sanction of
Assistant Registrar LTC Approval
leave from concerned
Unit)
3. LTC Settlement 04 working days Account Section Supporting bills/ cash deposit
Receipt of excess amount&
documents as per requirements
Submission of claim on the
prescribed form
Salary & Recovery Section
S. Details of the Services
No
Requirement from the Stake Check List
Holder/Employees
Maximum
Processing
period for
applications/
requests from the
date
Contact
of the
concerned
official
of receiving
payment
Account Section Leave Salary and Pensionary
Benefit Payment
A letter may be sent from
respective office regarding
encasement of 300 days leave.
Complete Leave Details till 1. date
of Retirement of the concerned
employee
2. Sanction letter from Admin
10 working days
2. GSLI
Account
Section Bill may be submitted to the
salary section with due signature
of respective Head of the office
Bill with relevant letter addressed 10 working days
5 working days
Account
Section 3. Guest Faculty Payment
(Honorarium)
Submission of claim on Form 5
in the prescribed proforma duly
recommended by the
Head/Coordinator
1. Copy of Sanction of fund/
approval of competent authority.
2. Invitation letter
3. Details of the classes taken
4. 10 working days
Account
Section 1. Submission of self certified
again originalbillsNoucher st
respective claims.
2. Date of Birth of Child
Any other requirement as
3. per
Govt of India norms
Tuition Fee/Children Education
Allowance
Submission of claims along with
relevant documents in Form 5.
10 working days
Account
Section
5.
Payment to Outsourcing Agency Submission of certified bill 1. Absentee statement
2. Wage calculation sheet
3. Tax Invoice
4. EPF contribution along with
challan
Tax Deduction, if required,
5. along
with challan
Account
6. Salary/wages payment to daily
wagers
Submission of certified bill upto
5th day of that month
1. Absentee statement
2. Wage calculation sheet
alongwi
By 10th of every month Section
3. EPF contribution th
challan
required
4. Tax Deduction, if
alongwith Challan
Medical Reimbursement
Contact
of the
concerne
d
official
No.
SI. Details of the Services
Holder/Employees
Requirement from the Stake Check List
period for applications/
requests from the date
of receiving for
payment
Maximum Processing
1. Medical reimbursement
Account
Submission of certified bill as 1. Signature and forwarding of 10 working days Section
per prescribed format
the Head/Coordinator/Incharge
2. Original bills along with check
list
3. Cash Voucher and copy of
prescription page
4. Signature and seal of
consultant in case of treatment
Within CIHTS.
5. Admissibility of the claim as
per rule
6. All supporting document
related to the claim.
7. Any other requirement as per
format
Provident Fund
Sl.
No.
Details of the Services
Requirement from the
Stake
Holder/Employees
Check List Maximum Processing
period for applications/
requests from the date
of receiving for
payment
Contact Details
of the concerned
official
1. GPF advance/
withdrawal
Submission of prescribed
form
12A alongwith forwarding
Head/Coordinator/ Incharge
1. Balance available
2. Admissibility as per GPF Rule
3. Conditions for Withdrawal
along with requisite
documents, if necessary
5 working days
Assistant Registrar
(Account)
GPF final payment None None Payment on the Date of
retirement
Assistant Registrar
(Account)
CPF Advance/ Withdrawal
Submission of prescribed form
along with forwarding
1. Balance available
2. Admissibility as per GPF Rule\
5 working days Assistant Registrar (Account)
, . Head / Coordinator/
Incharge 3. Conditions for Withdrawal
along with requisite
documents, if necessary
CPF Final Payment Submission of request
prescribed Form 5 along
with
forwarding
Head/Coordinator/ Incharge
Requirement as per Institute/Govt of
India norms
5 working days from the
date of receipt of request
Assistant Registrar
(Account)
NPS Conditional Withdrawal
online
Submission of request
by the subscriber
Requirement as per NPS regulations
as amended from time to time
As per NPS payment
procedure
Assistant Registrar (Account)
. .
NPS Final payment
Submission of online
request
by the subscriber
1. Submission of Online
generated withdrawal form
alongwith Photo
As per NPS
payment
procedure
Assistant Registrar
(Account)
2. Copy of Address Proof
3. Copy of Identity Proof
4. Signature of 2 Witness
5. Details of Annuity purchased
for Pension scheme
6. Requirement as per NPS
regulations as amended from
time to time, if any
SERVICE BOOK, CIHTS, VARANASI
S.
No
Details of the service Requirement from the
stake holders
Check List Maximum processing
time for the office
Contact details of
the
concerned official
1. Retirement Notice:
Issue of retirement notice
NONE Service Book Within 15 working
days
Admin I/ Admin-II
2. On Superannuation/
Retirement from Service:
Following documents are
required:
1. Specimen signatures,
Duly attested, in
duplicate.
Within 30 working
days
Admin I/ Admin-II
(i)- Grant of Pension &
Gratuity
(ii)- Grant of Capitalized
Value of Pension due to
Commutation of pension to
the extent of 40%.
(iii)- Grant of Ordinary
Family Pension (Enhanced
Rate as well as Normal
Rate) jointly in favour of
Spouse.
1. Form for Pension
2. Two specimen signatures,
duly attested in duplicate.
3. Two copies of joint
photograph of with
wife/husband (passport
size) duly attested in
envelope.
4. Two slips each bearing
thumb and finger
impressions duly attested
(Female for right
2. Two copies of
photograph of
wife/husband (passport
size)
duly attested in envelope.
Two slips each bearing
3. thumb
and finger impressions
attested (Female For
hand/Male for left hand).
4. Two slips each
particulars of height
identification marks
attested.
S. Details of the service Requirement from the Check List
Maximum
processing Contact details of the
No stake holders time for the office concerned official
3. including Family Pension claims are Same as cited at Sl. No. 1. Family Pension
provisional family pension
to spouse/dependents of
deceased NPS subscriber
Within 30 working Admin-I/ Admin-II
days processed in a similar way
as cited at Si. No. 1.
4. Admin-I/ Admin-II Revision of Pensionary
benefits due to revision in
Pay
On receipt of revision order,
pension claims alongwith
other supporting documents
claims are audited and
processed in a similar way
as cited at Sl. No. 1
1. Copy of PPO
2. Pay Revision order
residenti
3. Current al
address, if there is a
change
Within 30 working
days
5. None Revision of DR Order from Ministry Same month's pension
if order received till
15th
of the month,
Admin-I/ Admin-II
6. At present Suo moto
Admin-I/ Admin-II Revision of additional
pension (Above 80 Years)
Office Copy of PPO of
the
Pensioner
Same Month's
Pension
7. At present Suo moto
Admin-I/ Admin-II Restoration of
Commutation
Office Copy of PPO of
the
Pensioner
Same Month's
Pension
CITIZEN'S CHARTER FOR SERVICES AT ADMIN-II
Name of the
Service
Sr.No. Maximum time for
processing of
application/request
Requirement from the stake
Holder/Employees
Check List Concerned
Office
Acceptance of Joining report to be submitted
along with duly filled-in all
the formats provided with the
offer letter and all relevant
documents through concerned
HoD/CoS/Section In-charge.
I. All formats provided with the
offer letter duly filled-in
and
forwarded by the Head/
Coordinator.
Self attested copies of
2. certificates
of educational qualifications
and
03 working days
Application for leave (except
CL) must be submitted well
in advance i.e. at least 07
experience certificates.
previo 3. Relieving letter from us
employer, if employed
anywhere.
fro 4. Medical fitness certificate m
CMO/SS Hospital.
Leave application duly 1. forwarded
by the HoD/ CoS concerned.
2. Current family details are
01
02
Joining Report
Leave Applications
Admin-II
Admin-II 03 working days
days before the
required for sanction of
paternity
commencement of leave leave/maternity leave.
through HoD/ CoS/ Section 3. Supporting documents, if any.
In-charge. 4. Leave entitlement must be
ensured as per the Statutes of
the
Institute and notices issued
from
time to time before applying
for the same.
03 Permission for Request must be submitted Invitation letter must be
1. enclosed 07 working days Admin-II
visiting abroad/No
Objection
Certificate for Visa
Purpose
through concerned HOD/
COS/ Section In-charge 15
days before the date of visit.
with the application, if it
is official visit.
In case of personal visits,
2. purpose must be mentioned.
04 No Objection
Certificate for
Passport
Request must be submitted
through concerned
HoD/CoS/Section In-charge.
1. An undertaking in the prescribed
format.
2. Two passport size photographs.
07 working days Admin- II
05 No Objection Request must be submitted 1. Leave application duly forwarded 07 working days Admin- II
higher studies
Certificate for through concerned
HoD/CoS/Section In-charge.
by the HoD concerned.
2. Supporting documents, if any.
3. Leave entitlement Must be
ensured as per the Statutes of the
Institute and notices issued from
time to time before applying for
the same.
06 Forwarding of
application for
outside
employment/deputa
tion
Request must be submitted
through concerned HoD
Section In-charge.
1. Application in the prescribed
format.
2. Copy of advertisement.
07 working days Admin- II
07 Request must be routed
through LTC Cell of the
Institute before proceeding on
LTC.
Encashment of
leave on LTC
03 working days after
sanction of LTC
Admin- II
08 Pay fixation/ Pay
protection etc.
Request must be submitted
through concerned HoD/CoS
within one month from the
date of joining the Institute.
For pay protection LPC issued from
previous employer is mandatory and
he/she should have applied through
proper channel.
15 working days Admin- II
09 Correspondence Request must be submitted Full details of previous employment 15 working days Admin- II
with previous
employer for any
reason
through concerned
HoD/CoS/Section In-charge.
and employer must be mentioned in
the letter.
10 Counting of past
services for
pensionary benefits
Request must be submitted
through concerned HoD/CoS
within three month from the
date of joining the Institute.
1. He/she should have applied
through proper channel for the post
in the Institute.
2.Fulldetailsofprevious
employment and employer must be
mentioned in the letter.
15 working days Admin- II