Department of Computer Science

SOPs

Dept. data last updated on :04/11/2024

Standard Operating Procedures

A. SOP of PG & UG Laboratories

Spacing and Seating

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The PG lab has the Seating capacity of 60 students with 1:1 computer facility.

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There is one more separate lab for UG students having seating capacity of 60 students with 1:1 computer facility.

• The Department has two Research Labs with seating capacities of 28 and 25 students respectively.

Opening of Labs

• Switching on MCB to start power supply to the labs.

• Cleaning and preparing the lab for the day.

PG & UG Laboratories Services

• All computers are used for conducting practical sessions of the students enrolled in UG & PG programs as per their time table.

• All the students of PG and UG are provided computers to carry out their practical assignments, software development and project work as per their time table.

• These labs are also used for:

o conducting practical examinations

o lab assignments

o practical sessions of Workshops/ Conferences/FDPs organized by the Department of Computer Science

o Lab counseling sessions of CIT, BCA & MCA students of IGNOU in the evening hours.

• Smooth running of the labs is aided by the availability of the lab manuals and updated software which serve as a procedural framework that delineates the laboratory activities.

• Both labs are equipped with Network Printers (LAN).

Lab Operation

• Software in both PG and UG labs are updated regularly. Few widely used software are Oracle, Python, MySQL, Java, J-Creator, Net Beans, and Dev C++ etc. Apart from these, other software and tools are installed as per the requirements of the students.

• Antivirus and software are updated timely.

• Students are required to make entries in the log register before using the system.

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System Maintenance

• In case of troubleshooting, which in beyond our scope of repairing, we call appropriate technical expert available in and around Aligarh.

UPS/AC Maintenance

• For the UPS/AC maintenance whose warranty period has been expired, maintenance is done on the call basis by technical experts available in around Aligarh.

Computer Server

1. Opening of Server Racks

2. Switch on all servers.

3. Log in through User- Id and Password

4. Access server through its name via different local machines in case of windows based server

5. Linux server is accessed through putty installed on different local machines using following steps:

5.1. Start Putty on the local machines.

5.2. Select SSH and provide IP of Linux Server.

5.3. Provide user name and Password to access Linux server.

5.4. Perform course activities.

5.5. Exit from Putty after the activities.

6. Proper logout and Shutdown all servers at the end of office hour (if required).

B. SOP of Research Lab

• The Department of Computer Science has two Research Laboratories, which are open to faculty members and research scholars. These Labs are used to promote and facilitate research in cutting-edge areas for scientific research.

• The software installed in the computers are licensed and the Department follows standard procedure of procurement and usage in line with the University’s Central Computer Center.

• Each Ph.D. research scholar has to be present in the laboratory between 08:00 am to 04:00 pm for which marking of attendance in the log register is compulsory.

• Each research scholar has been allocated a computer system with recent configuration. He/She uses allocated computer exclusively for his/her research work and the configurations can be updated based on the requirements.

• Equipment's required for the setup of IoT lab have been purchased and setup is in progress.

• Both labs are equipped with Network Printers (LAN).

C. SOP of Seminar Library

The Department of Computer Science, AMU is one of the oldest Computer Science Departments in India. It came into existence in the year 1971.The Seminar Library provides services to the teachers and bona fide students of the Department as well as other readers of the University.

Seminar Library

Seminar Library is famous for its collection of Books and Journals. The Seminar Library meets the needs of its students, academics and research scholars.

The Seminar Library collection comprises of about 10000+documents including books, Periodicals, dissertations and CDs. Total No’s of books are 8526 in the Seminar Library. (There are 4793 books in computer Centre Accession Register and 3733 books are in the Accession Register of Department Computer Science). More than 1900 Dissertations are available in the seminar library. More than 250 lecture Notes on different Topics are also available in the Computer Science field.

Objectives

Seminar Library of the Department of Computer Science, AMU has the following objectives:

1. Arrange and Organize relevant and up to date resources according to need and requirements of the users.

2. Adopt the latest tools and technologies to provide library services to the users.

Library Timings

Timings of the Library is from 9:00 a.m. to 4:00 p.m. daily except holidays and Friday. Seminar Library open at 8:00 a.m. on Friday and closes at 12:30 p.m. (without lunch break)

Library Membership Form

Faculties and Students may avail the library membership by filling offline form to use library resources, facilities and services. The link for the prescribed form is given below:

https://api.amu.ac.in/storage//file/3/useful-download/1636970164.pdf

https://api.amu.ac.in/storage//file/3/useful-download/1637220907.pdf

Following Formalities are required by the students for membership

(a) Two passport size Photographs

(b) Signature of the Library In charge:

Requirement for Teachers/Guest Faculty/Instructors/Staff

(a) Copy of Confirmation/Appointment:

(b) Six Photographs:

(Note: Guest Faculty/Instructor/Temporary staff of Department of Computer Science may become member by providing surety of two (02) library members.)

After filling all the Entries Library Card handed over to users for issuing books and other resources.

The cards are having three different colors depending on the years of students.

• 1st year students (Yellow)

• 2nd year students (white)

• 3rd year students (Pink)

Faculty/Guest Faculty/Staff/Research Scholar are provided library card with sky blue.

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Services

Seminar Library provides following services which majorly includes; Text books issue & return.

1. Circulation

The Circulation Section of the Seminar Library provides open access for issuable books to the following persons; they are eligible for membership of the library.

(a) Regular Faculty members.

(b) Temporary Faculty/Guest Faculty/Instructor

(d) Research Scholar

(e) Students of the Department

Use following steps to search the books of the seminar library.

1. WEB OPAC

2. mirror link OPAC (accessible within Campus)

(Home page of Maulana Azad Library)

3. OPEN ACCESS (Seminar Library)

(Software) LIBSYS7

LOCATION

(CC= denotes computer centre)

(CS=denotes computer science)

2. Acquisition

Acquisition section of Maulana Azad Library (MAL) is responsible for the selection and purchase of materials or resources. In our university, The Department may select books/journals/E-books etc for standings orders and sent to Maulana Azad Library. They purchase/procure through registered Vendors only.

3. Accessioning

“Accessioning” is the term used to describe the process of adding new materials to the library collection.

There are two (02) types of Accession Register in our University. The main Accession Register in Maulana Azad Library.

(a) MAL Accession Register: After purchasing the books, staffs of the library enters the details in MAL accession register,

(b) Seminar Accession Register: The central library sends letter to Library in charge to collect books/journals and subsequently seminar in-charge makes entries in the separate Seminar Accession Register.

4. Cataloguing

In library and Information Science, Cataloguing is the process of creating and representing information sources such as books/ journals in systematic manner and according to subjects.

5. Classification

Classification is a system of knowledge organization by which library resources are arranged and ordered systematically through a scheme like Dewey Decimal Classification (DDC).

6. Labeling & Pasting

Label and book pocket pasting is also very important work in the seminar library.

7. Book Card Management

The book card is very essential for smooth issue & return system. Book card kept in the borrower’s card to identify that this book issued to particular members.

8. Issue & Return

The Issue & Return Register maintained on daily basis, consist of the following column. Books issued to students for four (04) days, after that staff of the seminar library remind them telephonically.

9. Reading Facility

The Seminar library is also providing Reading facility to users. The seating capacity of the Hall is thirty (30). Readers can use seminar library for reading books/papers/magazine within reading room.

Following two (02) English News Papers and three (03) current magazines related to Computer Science are available for reading in the seminar library only.

i) The Hindustan Times (News Paper)

ii) The Indian Express (News Paper)

iii) Digit (Magazine)

iv) PC QUEST (Magazine)

v) Open Source (Magazine)

(Note: Subscription stop due to Covid-19)

10. Other Books/Materials Available

(a) Syllabus (MCA)

(b) Question Papers (Previous years)

(d) Lab Manual (BCA)

(e) Department Placements Brochure (2014-2021)

(f) Reference Services

11. Reference Services

The Reference Service also provided to the students for GRE, GATE, NET, preparation. Dissertation of last year’s students of MCA are also maintained starting from 1973 till date, for references / Guidance purpose only.

12. Clearance/LPC

Clearance facility is provided to the passed out students and the retiring/working staff of the Department as well as University.

13. Daily Attendance

There is one footfall Register (Daily Attendance) which is available in the seminar library for maintaining daily Attendance.

D. SOP of Office

Opening and Closing of the Department

• Collecting the Keys from Chairperson’s residence to unlock the Department.

• Cleaning and Dusting by the persons allotted duty on rotation.

a. Chairperson Room

b. Office of the Chairperson

c. Rooms of the Faculty Members

d. U.G Lab, P.G Lab and Research Labs

e. Seminar Library

f. Board Room

g. Conference Room

h. Smart Classroom.

• Switch off all the lights, fans or A.Cs (if any), also closing windows of all the rooms after 04:05 pm on all Working days and 12:40 pm on Friday.

• Locking up the Classrooms, Conference Room, Seminar Library, Board Room and finally the Office.

• Switching on the lights of gallery and main entrance.

• Handover the keys to the Chairperson’s residence.

Work Allocation

All Non-Teaching staff works according to Duty Allocation Chart consisting of timing of duty and nature of work (Changes as per requirement).

Attendance Register Maintenance

• Every office staff comes in time for duty and marks attendance in the Register meant for Non- Teaching Staff.

• All Research Scholars also mark their attendance on Attendance Register in the office before allocated time.

Receive & Dispatch Letter

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Letters / Envelopes received by the assigned person are recorded in the Receipt Register with a unique R.NO, along with date. However, the Confidential Letter / Envelop is opened by the office concerned and delivered to the person concerned or some time letter is directly given to the concerned person, if his/her name is written on it and then, it is maintained in Internal Daak / Letter Register.

• All Letters / Envelopes which are dispatched by the assigned person are recorded in the Dispatch Register with a unique D.NO, along with date, Addressee details and the subject/purpose of the letter. However, details of confidential letter are not mentioned.

Disposal of Received Applications/Letters/Notices/Envelopes

• Applications/Letters/Notices/Envelopes addressed to the Chairperson are received at the office desk and details are entered in the Receipt Register.

• Section officer shows applications/letters/notices/envelopes to the Chairperson.

• Chairperson takes the decision and the same is communicated to the concerned person or committee by the office depending on the matter of applications/letters/notices/envelopes.

• If application/letter/notice/envelope is marked to the concerned committee for their remarks or necessary action then after the recommendation/suggestion of the respective committee, the same is put before the Chairperson and final decision is taken in this regard.

• If application/letter/notice/envelope is marked to the concerned person then a proper action is taken in consultation with Chairperson.

• The reply/response in the form of some decision is communicated to the concerned office/person.

Draft Preparation

• Responding to important papers immediately, preparing DFA from it and getting them sent to the concerned Department/ Section on Peon Book.

Files Maintenance and Other Works

• A copy of every letter whether dispatched or received, is maintained in the correspondence file of the Department.

• Personal Files of all teaching, non-teaching staff and Research Scholars are also maintained in the office.

• All Leave records of teaching and non-teaching staff are also maintained in Leave Register by the office.

• Movement register is maintained in the department, if any staff member moves outside during duty hours.

Official E-mail Handling

• There is an official Email ID for Chairperson.

• The Email received from the other Departments/Sections/Students is printed and shown to the Chairperson by the office staff.

• Further DFA is prepared and reply is sent accordingly as instructed.

Notice Board Maintenance

• Department has different notice boards for each programme and a General Notice board for general circulars and other papers.

• Information is displayed on the Notice Board pertaining to Exam, Scholarship and other related information for students and staff.

Accounts Book Maintenance

• All the purchase is done according to GFR-2017 rule.

• The office maintains all books of accounts like:

a. Cash Book

b. Imprest Register

c. Budget Controlling Register

d. Advance Register etc.

• Inventory records are maintained using:

a. Stock Register (Consumable and Stationery)

b. Repair Register

c. Entertainment Register

d. Workshop/Conference Register

e. Rickshaw/Photocopy Register

f. Miscellaneous Register.

E. SOP of Training and Placement Cell (Computer Science)

1. The Department of Computer Science has a dedicated Training and Placement Cell. For each session, a new placement brochure is prepared which is shared with HRs of the companies.

2. The HRs of companies are contacted and an invitation is extended to them to conduct the placement drives.

3. When a company approaches to the Placement Cell for recruitment, the students are informed with all the necessary details such as Job Description, Salary Package, Location etc.

4. Interested students are required to register in the placement drive of the company of their interest.

5. After their due process of recruitment, companies share the list of selected students to the Placement Cell.

6. Placement Cell circulates the list of selected students among stakeholders.