Department of Business Administration

SOPs

Dept. data last updated on :01/12/2021

SOP: Chairperson’s Office Process

publication

SOP: Student Grievance Redressal Process

publication


Standard Operating Procedure and Guidelines

1.    SOPs and Guidelines for Safety during COVID-19

2.    SOPs and Guidelines for Summer Internship

3.    SOPs and Guidelines for Choice of Electives

4.    SOPs and Guidelines for Seminar Library

5.    SOPs and Guidelines for Book Bank

6.    SOPs and Guidelines for Computer Lab

7.    SOPs and Guidelines for Maintenance of Infrastructure & Facilities

8.    SOP for Student Grievance Redressal Process

9.    SOP for Chairperson’s Office

10.  SOP for office of Dean, F/o Management Studies & Research

 

SOPs and Guidelines for Safety during Covid

 

During the ongoing pandemic, the teaching and non-teaching staff must ensure compliance of all safety guidelines issued from time to time by the World Health Organization, Government of India and Government of Uttar Pradesh and the any related agency.  

 

The following procedure is to be adopted at the Department:

§  All the staff members need to comply with the work schedules set by the Chairperson.

§  All the staff members diligently read and follow the safety related instructions issued by various functionaries of the University from time to time in the form of circulars/notices/guidelines.

§  All the staff members are encouraged to wear facemask at all times and use hand sanitizers (contactless machines installed at various locations at the facility) that has been provided at the workplace.

§  Chairman office to ensure the regular disinfection of common areas such as meeting rooms, pantry, reception lounge and toilets as recommended by the University Health Officer.

§  Chairman office to ensure that a log of disinfection and cleaning activities is maintained.

§  All the staff members must practice social distancing (minimum 1 metre)

§  All the staff members comply with staggered break time schedule as set by the Chairperson.

§  All the staff members need to avoid unnecessary activities that require travel out of the workplace.

§  Chairman office to ensure that dedicated lidded trash bin is provided to employees for safe disposal of used facemasks, gloves and tissue papers.

§  All the staff members are encouraged to clean themselves before leaving the workplace.

 

SOPs and Guidelines for Summer Internship

 

An important component of MBA program is eight weeks summer training in a reputed organization. During training, the students carry out an intensive work on a specific management project assigned by the organization. The students gain practical insight into working of the organization and the organization, in turn, gets an opportunity to evaluate the worth of students. The internship is done after MBA Part I, Sem II.

 

The following procedure is generally adopted:

Getting summer training offer: In order to avail of summer training opportunities,
the Department invites companies for campus drives to select interns or students may contact prospective companies on their own.

§  Companies send their internship specifications and profile which is shared with the students by the Training and Placement Office (TPO) of the Department.

§  Interested students are asked to apply and send their CVs.

§  The CVs are shared with the company.

§  Representatives of the company may screen candidates through test or interview by visiting the campus or it may be done telephonically or in online mode.

§  List of selected candidates is displayed and offer letter shared with students. The offer letter carries details of internship, company guidelines/rules, date of joining etc.

§  Student may accept the offer and inform the company.

Offer through student’s own initiative:

§  Students may contact companies of their choice directly.

§  A covering letter is issued to the student from TPO of the Department in the name of the company.

§  Students may send their CVs along with covering letter to their respective companies.

§  Representatives of the company may screen candidates through test or interview by visiting the campus or it may be done telephonically or in online mode.

§  Final decision regarding selection and offer letter is shared by the company with the student directly or sometimes through the Department. The offer letter carries details of internship, company guidelines/rules, date of joining etc.

§  Student may accept the offer and inform the company.

Proceeding for summer training: Students are required to proceed for summer training and join as per dates indicated by the company.

§  The student will carry training related documents from the Department before proceeding. These include a letter from TPO for the company, joining report, performance evaluation form, summer training guidelines and their own offer letters.

§  Student will join the company on the assigned date and complete joining formalities as prescribed by the concerned company.

§  The joining report will be sent to the Department after getting duly signed by the training supervisor assigned by the company.

§  Summer training project will be carried out as assigned by the company.

§  During the entire period of training, students are expected to adhere to company guidelines and dos and   don’ts.

 

Completion of summer training: On completion of summer training, students will be required to:

§  Prepare a report for the company (as per company guidelines).

§  Get a certificate of completion of training from the company (to be submitted to the Department).

§  Get performance evaluation form filled and signed by the supervisor (to be submitted to the Department).

§  Complete other formalities as suggested by the company.

Reporting back in the Department: After completion of training, student will report back and join the Department for classes.

 

Submission of training report: Students are required to submit TWO copies of their summer training project reports in the TPO of the Department.

§  The contents of the report include broadly: Title Page, Certificate from the company, Declaration certificate of the student, Acknowledgments, Preface, List of Tables/Exhibits, Table of Contents, Main text (chapters of the report), References/Bibliography and Appendices (Questionnaires used, Log table containing details of daily/weekly activities, any other relevant document).

§  Project Report should normally be around 50 pages, A4 size bond paper, Font Size 12 point and Times New Roman font style. Fonts of headings may be one size bigger or may be in Arial.

§  One and half (1.5) line spacing should be used for the body of the report, Margins: 4.0 cms on LHS and 2.5 cm on top, right and bottom sides.

§  All figures / diagrams/graphs and charts should be labeled and sequentially numbered and be referred to in the text.

§  In case of joint projects, both students will have to submit two reports each. They are required to inform the office about the same at the time of report submission.

§  Before final printing, exhaustive proof reading should be done particularly for spelling and grammatical mistakes. It is expected that students will take it up as a serious academic exercise.

§  As per UGC rules, reports will have to comply by the “NO PLAGIARISM” rule. Text should not be copied from any source and any matter taken from books, journals or any other source (including Websites etc.) should be mentioned in the references in the end. Plagiarism test will be carried out using appropriate software and plagiarism report will be submitted along with training report. Similarity index allowed by UGC is upto 10%.

§  Students are advised to retain a personal copy of report for their reference as the evaluated reports will not be returned back to the students and will be kept in library.

Presentation of training project: Students are required to present their summer training projects before a panel of evaluators in the Department on the assigned date and time.

§  The student will make a presentation of their project broadly focusing on title of the project, brief profile of the company, project objectives, methodology, analysis and findings, conclusions and implications, recommendations, limitations, future directions etc. Key insights gained and learning acquired should be specially highlighted.

§  Time allowed for making presentation to each student is 15 minutes followed by queries and clarifications.

§  In case of joint projects, the time may be divided between the two students accordingly.

§  Students may bring print-outs of questionnaires/research instruments used in their study for distribution to the teachers/evaluators.

§  Presentations of all students may take 2-3 days. Students should be present in all sessions on all the days.

§  The panel of evaluators may also ask for representation or resubmission of reports in case they find the report/presentation is not up to mark.

The summer training report will be evaluated out of 60 marks by two evaluators assigned by the Department. Remaining 40 marks shall be awarded on the basis of report presentation. 

 

In case if it is found that the training report/presentation/training certificate/company evaluation report is not in order or there are doubts by the evaluators on the authenticity of the work, the summer training may be cancelled and the student may have to undergo fresh training next year.

 

SOPs and Guidelines for Choice of Electives

 

§  Notification is issued regarding the choice of electives at the end of the 2nd Semester. (Before the students proceeds for Summer Internship).

§  A Google form is circulated to the student, specifying rules regarding choice of electives as per the curriculum.

§  Students fill up and submit the form

§  Based on the data, a preliminary list of electives is prepared.

§  After the conclusion of Summer Internship of the students and before the start of third-semester classes, students are given a final opportunity to review and modify electives.

§  The list of electives is finalized and circulated to the faculty, students and office of COE.

 

SOPs and Guidelines for Seminar Library

 

§  Books will be issued to individuals only and NOT to groups.

§  Students of the Department who desire to use the seminar library are required to enter his or her full name, faculty roll number and time of entry legibly along with signature in the entry register.

§  The seminar library card is not transferable. If it is lost, student must report to the seminar library in-charge immediately. Student concerned will be held responsible for the misuse of his or her seminar library card.

§  In case of loss/damage/disfiguring/tearing of pages of library books, students will be charged twice the prevailing cost of the book. So, ensure that you are not receiving any book else, report it to the library staff.

§  Users should not deface, cut, mutilate or damage library materials (including documents) in any form. If found guilty, users will be charged double the cost of that particular material.

§  Newspapers and magazines must be read only in the library on specific tables and should not be taken to any other reading areas.

§  Readers should not mark, underline, write or tear pages or damage the seminar library documents in any other way.

§  Documents taken out of the shelves must be left on the table. Replacing the documents on the shelves by users is not encouraged as the documents may get misplaced.

§  No library material can be taken out of the seminar library without the permission of library in-charge.

§  Readers are advised to handle property of seminar library carefully and to avoid any damage and disturbance to other users and readers.

§  Use of mobile phones is not allowed. If readers wish to carry their mobile phones during their visits to the seminar library, mobile phones must be turned off or muted.

§  Without the permission of seminar library In-charge, non-member cannot use the seminar library.

§  The discretion/decision of seminar library In-charge on any matter pertaining to seminar library services will be binding on the users.

§   Food or use of tobacco in any form is STRICTY PROHIBITED in the library.

§   Eating, sleeping and talking loudly is strictly prohibited in the seminar. Students are required to maintain decorum in the library.

§   Anyone who violates the guidelines of the seminar library may be deferred from using the seminar library facilities or other punishments due for breach of Students’ Conduct and Discipline Rule.

 

SOPs and Guidelines for Book Bank

 

§  The book Bank facility is provided to all the MBA students.

§  Through this facility, at least one textbook in each subject is supplied.

§  This facility is available on payment of a hiring charge and is voluntary.

§  Notification is issued at the commencement of the academic session.

§  Students are required to fill-up the form and deposit the required fee

§  Books are provided during office hours for a specified period.

§  Students are required to return the issued books after the conclusion of the examination.


 

SOPs and Guidelines for Computer Lab

 

§  Lab users must sign in and out of the lab.

§  Mobile phones must be turned off. If students need to use mobile phones, they may go to hallways.

§  Electronic devices should be used cautiously and with care.

§  Priority will be given for course-related use of computers in the labs.

§  Activities in the lab(s) that are considered by the lab aides to be abusive to the software, hardware and/or personnel may result in expulsion from the lab(s) and denial of future use of the lab(s).

§  Lab aides maintain lab operations and provide help when they can. However, lab aides are not in the labs to perform students’ work. Lab aides will refer students to lab in-charge at lab aides’ discretion.

§  Software may be installed by computer lab staff only. Students are not allowed to install any software on their own. Files not uploaded by computer lab staff will be routinely removed.

§  Students are not allowed to modify any software or files.

§  Copying software without appropriate authorization violates the guidelines. Illegal use of materials in labs is ground for denial of use of labs and confiscation of illegally used materials.

§  For any hardware, software, printer, paper or ink related problems, students may contact lab-in-charge.

§  Any failure to follow the given guidelines will result in the loss of lab privileges.

 

§  To secure internet connection provided by the University, students may visit the webpage of Prof. M. N. Faruqui Computer Centre on AMU website.

§  Food or use of tobacco in any form is STRICTY PROHIBITED in the lab.

§  Eating, sleeping and talking loudly is strictly prohibited in the seminar. Students are required to maintain decorum in the library.

§  Anyone who violates the guidelines of the computer lab may be deferred from using the lab facilities or other punishments due for breach of Students’ Conduct and Discipline Rule.

 

SOPs and Guidelines for Maintenance of Infrastructure & Facilities

 

Upkeep and regular maintenance of the facility is the key responsibility of the office.  

 

The following procedure is to be adopted at the Department:

 

·      Chairperson office shall ensure routine cleaning and upkeep of lecture theatres & classrooms, common room, seminar library, computer lab, corridors & staircase, faculty chambers, faculty meeting room, office, conference room, research scholars’ section, reception lounge, palm court, amphitheatre and garden/lawns.  

 

·      Routine to be followed for Lecture Theatres & Classrooms, Girls’ Common Room, Faculty Meeting Room and Seminar Library.

 

Task

Frequency

Dust mop tile floors

Daily

Disinfect door handles (inside and outside)

Daily

Empty trash receptacle

Daily

Straighten and clean furniture

Daily

Clean chalkboards and chalk trays

Daily

Dust monitor/overhead projector

Daily

Check for burned out lights

Daily

Damp-mop floor of the classroom

Weekly

Wipe all horizontal surfaces, including students’ desks

Weekly

Check AC

Weekly

Wash trash receptacles

Monthly

Dust light fixtures and clock

Monthly

 

·      Routine to be followed for Computer Lab, Research Scholars’ Section and Conference Room  

 

Task

Frequency

Dust mop tile floors

Daily

Wet mop on floors

Daily

Empty trash/waste pot

Daily

Straighten and clean furniture

Daily

Disinfect and clean all sinks and fixtures

Daily

Clean all working surfaces

Daily

Dusting of machine/equipment

Daily

Clean walls, doors, and windows

Weekly

Wash trash receptacles and sanitary boxes

Weekly

Check AC

Weekly

Dust ceiling and light fixtures

Monthly

 

·      Routine to be followed for Corridors & Staircases

 

Task

Frequency

Clean and disinfect drinking water cooler

Daily

Empty trash receptacle

Daily

Mop floor

Daily

Dust Grills

Daily

Clean doors, horizontal surfaces, windows and walls

Weekly

Clean Skylight of Faculty block

Quarterly

Clean mats and grids under mats (if any)

Quarterly

Dust ceiling area and light fixtures

Quarterly

Clean Staircase

Daily

 

·      Routine to be followed for Offices, Dean’s Chamber, Chairperson’s Chamber & Faculty Chambers

 

Task

Frequency

Empty trash receptacle

Daily

Mop floor & dust mop

Daily

Check AC

Weekly

Dust mop and wet mop the entire floor

Monthly

Wipe down window ledges

Monthly

Wet mop tile floors

Monthly

Dust ceiling area and light fixtures

Monthly

Wash trash receptacle

Yearly

 

·      Routine to be followed for Reception Lounge

 

Task

Frequency

Empty trash receptacle

Daily

Dust mop floors

Daily

Dust all horizontal surfaces

Daily

Mop floors(wet)

Daily

Disinfect door handles (inside and outside)

Daily

Dust mop and wet mop the entire area

Weekly

Check AC

Weekly

Dust mop portraits

Weekly

Dust ceiling area and light fixtures

Monthly

 

·      Routine to be followed for Garden/Lawns, Palm Court & Amphitheatre

 

Task

Frequency

Sweep all surfaces including the footpath

Daily

Collection of struck-off leaves stems etc.

Daily

Empty trash receptacle

Daily

Cutting of grass, shrubs, herbs etc.

Weekly

Dumping of plant waste

Weekly

 

·      Entrusted cleanliness personnel to submit requirement of material to the Chairperson’s office on a weekly basis.

 

·      During the weekly and monthly review by the UDC any requirement of repair/civil work shall be communicated to the Chairperson.

 

·      After the review by the Chairperson, specific requirements shall be communicated to the Building Department of the University for necessary action.