Department of Ilmul Amraz

SOPs

Dept. data last updated on :29/11/2022

Standard Operating Procedures

SOPs of Department of Ilmul Amraz


  • Official Working Hours 8:00 AM – 4:00 PM.

  • PG Scholars work even beyond these hours.

  • The concerned person collects the keys from the Chairman and opens the department at 7:45   AM followed by opening of office, laboratories and chambers of the staff etc.

  • Before closing the department all the electrical switches and water taps are checked.

  • Sweeper is responsible for cleaning the whole premises of the department.

  • Water coolers are taken care of by the multi–tasking staff.

  • All the staff members and PG Students enter their signatures in the attendance register and “on leave” is written if anyone is on leave.

  • Concerned staff updates the Notice board regularly.

  • Concerned staff updates the Departmental web page regularly.


  • SOPs of Office 


  • Receive & Dispatch:

  • All the papers are received in the office of the Department and the details of the paper are entered in the receipt register.

    • Papers are shown before the chairman for necessary comment and the papers are returned to the Office. 

    • The papers are placed in the respective file folders.

    • Papers are circulated/ put on the Notice Board or given to concerned Teaching and Non-Teaching staff.

    • The details of all papers which are to be dispatched from the office are entered in the Dispatch Register.

    • Dispatched letters are sent to the respective offices.

    SOP of Career Counseling


    • There is an advisor for each semester of each program of studies.

    • Students are advised to meet their advisors before selecting any course in their respective program of study.

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


    • SOP of Cleanliness

      • Chairman chamber, Faculty chambers, Office, Seminar Room and Laboratories are cleaned every day before and after the practical classes commence.

      • The chambers of the faculties are ICT equipped with a whiteboard and a noticeboard. 

      • Laboratories are ICT enabled with LCD projectors are used to aid and improve the teaching and training process.

      Standard Operating Procedures of Seminar Library


      SOP of Seminar Room:

                 The Seminar Room of the Department is spacious to accommodate approximately 40 persons making it a feasible space to conduct classroom activities and seminars, workshops etc. The seminar room is ICT enabled with smart Podium.


      SOP of Books:

      • The Department maintains clear operating procedures for optimum utilization of its resources. It facilitates both faculty and students, as well as it is open to all for academic purposes. 

      • The Department has a well-stocked of 713 books, 569 in English and 144 in Urdu languages in different subjects of Unani Medicine. 

      • The Seminar Library books are cataloged properly in glass almirah with accession numbers which are provided by Maulana Azad Library. 

      • The Department maintains an Accession Register and also a Record of Issuing the Books as per norms/ rules of the Seminar Library.


      Purchase of Books:

      • Submission of list of books recommended by the teachers to the office of the Department.

      • Recommendations are checked and approved later by the Chairman for availability.

      • Finally, approved books are purchased through Maulana Azad Library under the provided head of annual budget.

      • Physical verification and checking of books received against the order.

      • Accessioning of books in the Accession Register of Maulana Azad Library as well as in the Register of the Departmental Seminar Library.


      Technical Processing of Books:

      • Technical processing of the books including classification and cataloging are done.

      • Physical Processing of the books including pasting of property slips and stamping is carried out.

      • The books are placed on shelves according to the accession and serial number.


      Issue Policy of Library Books:

      The book Bank facility is provided to all UG & PG students during office hours for a specified period. General guidelines and instructions are followed, issued by the Chairman for the proper functioning of the library. Books can be accessed/ borrowed by showing valid identity cards of the University. 


      Return Policy of Library Books:

      • Academic Staff: 4 books issued for 14 days

      • Non-Academic Staff: 2 books issued for 5 days

      • Research Scholars: 2 books issued for same day

       Standard Operating Procedures of Annual Budget & Grant


      Purchase of the following items are done annually in the Department under the supervision of the Chairman.

      • Chemicals

      • Equipments

      • Departmental items (Fan, A/C, Furniture, Stationary etc).

      • Purchase and repair of the items are done by the Chairman between Rs.1 -25,000 are done through Chairman.

      • Purchase ranging between 25,000 - 2.5 lac are done by the Purchase Committee of the Department.

      • Purchase more than 2.5 lac are done through the Finance office of the University.

      • Purchase of various items are done as per University rules by the registered company/supplier.

      • The lowest cost quotation is considered, by the approval of the Chairman.

      • Order is placed after the Chairman’s approval.

      • The received items are entered in the specific stock registers.

      • The items are issued through the Indent book to the office and laboratories as per requirement.



      Indent book carries the following details:

      • Name of indenter

      • Name and quantity of item

      • Indent book is approved/ permitted/ signed by the Chairman


      The following registers are maintained:

      • Register for Stationary/ Consumable Items

      • Register for Chemicals

      • Register for Plasticware

      • Register for Glassware

      • Register for Miscellaneous items (Repair & Service etc.)

      • Register for day-to-day expenses.

      • Register for Budget Control

      • Register for Imprest

      • Register for Advance

      • Register for MAS

      • Register for Refreshment

      • Register for Fee Reimbursement

      • Register for Permanent Items

      • Register for Telephone (Payment)

    Standard Operating Procedure (SOP) for Laboratory

     

    ·         Department has UG & PG laboratories for training and research work in Mahiyatul Amraz.

    ·         Laboratories are opened for faculty members and students according to the schedule fixed by the department.

    ·         Technical staff remains present in Laboratory during working hours.

    ·         All laboratory instruments are used by following their SOPs under the supervision of trained staff.

    ·         Mandatory aseptic precautions (e.g. hand gloves & masks etc.) are adopted while handling human samples.

    ·         Reagents/ chemicals for the practical classes are prepared in advance.

    ·         Setting of the laboratory is done, all reagents and glassware are kept at their respective places.

    ·         The laboratory is cleaned after the practical class is over.

    ·     Cleanliness and methods of disinfection are maintained in laboratories (e.g. regular hand washing, cleaning washbasins and disinfecting floor, etc). 

    ·         Students wear aprons and maintain discipline in the laboratory during practical training. 

    ·         Biomedical waste is poured in the dustbins available in the laboratories and sent to the hospital for disposal.

     

    Safety Procedures

    1. Personal Protection: Common examples of personal protective equipment include: 

    Apron:

    ·         The primary purpose of a apron is to protect against splashes and spills. 

    ·         Rubber-coated apron can be worn to protect against chemical splashes and may be worn over a lab coat for additional protection.

    Footwear:

    ·         Leather shoes that completely cover the toes, heel, and top of the foot provide the best general protection. 

    ·         Open-toed shoes and sandals are inappropriate footwear in laboratories.

     

    Gloves:

    ·         Gloves are used during sample collection, handling reagents and practical training.

     

    2. Safety Equipment

    First-Aid Kit

    ·         First Aid kit is available in the UG and PG laboratory for use during accidents and emergencies.

    ·         It is well-equipped with a tincture of iodine, sprit swab, burnol, savlon, cotton, bandages, scissors, micropore, etc.

    ·         It is inspected and restocked periodically by the staff members.

    Fire Extinguisher:

    ·         A fire extinguisher is available outside the UG and PG laboratory for use during emergencies.

    ·         It is periodically inspected and checked to make sure that the extinguisher is full and in good working condition.

    Exhaust fans:

     

    ·         Exhaust fans are fitted near the ceiling of the UG and PG laboratories for speedy removal of waste gases to keep the laboratory free from polluted air during practical training.

     

    Glassware handling

    ·         All glassware is handled carefully.

    ·         All glassware is inspected before using in practical work.

    ·         Any broken, cracked glassware are disposed of in an appropriate container. 

    ·         Borosilicate containers are used for heating solutions. 

    ·         Glassware is stored in its appropriate place after use. 

    ·         Glassware like flask and container should be hanging on drying rack after clean with distilled or running tap water.

    Chemical Handling and storage

     

    ·         Reagents and chemicals are used frequently and kept on reagent shelves in proper manner.

    ·         No pipetting is done by mouth and pipette bulb or other pipetting device are used.

    ·         Spilled chemicals are cleaned up immediately and disposed of properly.

     

    Record

    ·         Data of practical training is maintained properly in a Log Book with required details in the Laboratory.