1- 8th bog agenda notes

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TECHNICAL EDUCATION QUALITY IMPROVEMENT PROGRAMME Phase II Sub Component 1.1

8th MEETING OF

THE BOARD OF GOVERNORS

DETAILED AGENDA NOTES

Date: 01-11-2013 Time: 10.00 am

Venue: Hotel Chaithram, Thiruvananthapuram

GOVERNMENT ENGINEERING COLLEGE IDUKKI

PAINAVU P.O., IDUKKI-685 603 KERALA

Phone: 04862 233250 Fax: 04862 232477

Background:

The meeting of Board of Governors is convened regularly to monitor the progress of implementation of TEQIP-II activities at GEC Idukki, under Sub component 1.1, with particular emphasis to procurement and academic activities, and to accord the necessary approvals and clearance for the ongoing activities as required in the implementation guidelines of the scheme. The 8th meeting of the BoG is being convened on 1st of November, 2013.

The agenda items are given below:

Agenda Items

Part A

Procedural

Sl. No

Items

Page No.

A1

Confirming the Minutes of the 7th Meeting of the Board of Governors held on 10-07-2013 at Hotel Chaithram, Trivandrum

4

A2

Report on the action taken/action pending on the pertinent decisions in the Minutes of the 7th Meeting of the Board of Governors held on 10-07-2013 at Hotel Chaithram, Trivandrum

5

Part B

Discussion, Consideration and Ratification

Sl. No

Items

Page No.

B1

Consideration of the various procurement packages cancelled till date, including civil works.

7

B2

Consideration of newly created procurement packages, including civil works.

7

B3

Ratification of the various in house training programs for the faculty, technical staff and administrative staff.

7

B4

Ratification of the various in house training programs for the students.

7

B5

Ratification of the various training programs attended by faculty, technical and administrative staff outside the institution.

7

B6

Long term plan for Academic Activities till December, 2014

7

B7

Ratification of the purchase of consumables and other minor items for the TEQIP office till date.

7

B8

Ratification of the appointment of MIS officer

7

Part C

Reports

Sl. No

Items

Page No.

C1

Status of fund position as on 01-11-2013

8

C2

Status of the faculty position as on 01-11-2013

9

C3

Status of the Construction projects as on 01-11-2013

11

C4

Status of the new PG/UG programs as on 01-11-2013

12

C5

Accreditation status of the UG programs

12

C5

Report on Remedial Classes

13

C6

Result Analysis with emphasis on Remedial Classes

15

Part D

Any other item with the permission of the Chair

Sl. No

Items

Page No.

D1

Other Items

15

Part E

Annexure

Sl. No

Items

Page No.

E1

Visiting Faculty Programmes, conducted and planned

62

E2

Reports on visits to NISH and Amal Jyothi School

63

E3

Feedback from Faculty handling Remedial Classes

68

E4

Report on Research and Development Cell

71

E5

Report on Faculty Experience Sharing after Training (FEST)

72

E6

List of Publications

74

TECHNICAL EDUCATION QUALITY IMPROVEMENT PROGRAMME

Phase II Sub Component 1.1

8th MEETING OF THE BOARD OF GOVERNORS

DETAILED AGENDA NOTES

Part A

Procedural Items

A1. Confirmation of the Minutes of the 7th Meeting of the Board of Governors held on 10-07-2013 at GEC Idukki

The Minutes of the 7th Meeting of Board of Governors of TEQIP Phase II of GEC Idukki held on 10-07-13 at Hotel Chaithram, Trivandrum was sent to the Chairman and upon his consent copies were circulated among the other members of the BoG. Comments received were well addressed. A copy of the Minutes is appended as Appendix A1 for confirmation.

BoG may consider the Minutes for approval.

A2. Report on the action taken/action pending on the pertinent decisions in the Minutes of the 7th Meeting of the Board of Governors held on 10-07-2013 at GEC Idukki

The decisions taken by the Board as recorded in the Minutes of the 7th Meeting of the Board of Governors of TEQIP Phase II held on 10-07-2013 have been noted and actions have been initiated. A report on the action taken and actions pending is presented in the Table A2.1 given below.

Table A2.1

Sl. No

Decision Item

Action Taken

1

The BoG appreciated the programmes under VFS in the past and suggested arranging more such programmes during the current academic year in consultation with the students.

VFS programmes were conducted and more programmes are planned. Programmes are listed as Annexure E1.

2

BoG suggested that a team should visit NISH, Trivandrum and Amal Jyothi School, Painavu to identify projects helpful to the differently-abled children. The BoG also suggested inviting Dr. Pavithran to interact with the students.

The teams from the College had visited both the institutions and submitted reports which are presented as Annexure E2. Current Director of NISH has kindly consented to visit the campus for an interaction with the faculty and the students.

3

BoG advised to collect feedbacks from the teachers who were taking remedial classes, and pass these feedbacks to regular teachers who handled that subject. Feedbacks may be presented in the next BoG meeting.

Feedbacks were collected and passed onto regular teachers. The feedbacks are presented as Annexure E3.

4

Academic and EAP committees should discuss programmes/ subjects for remedial classes. Senior faculty should be included in the above committees. Subjects with high failure rates should be identified from past result analyses. Weaker students should be identified in the beginning of semester itself, during first module. Identify the weakest students and motivate them to attend the classes. For Basic Electronics and Information Technology - start remedial classes immediately. Academic and EAP Committees can be convened in Trivandrum with participation of BoG members and other external experts.

Academic and EAP committees have met regularly. Subjects requiring special attention were identified from previous result analyses. Remedial classes were started for Basic Electronics and Information Technology. Report on Remedial Classes for the current semester is listed as Report C5.

5

The BoG had, in the previous meeting approved the proposal of an additional payment of Rs. 5000/- to those ad-hoc faculty with M. Tech. degree. The decision shall be implemented from the current academic year and the expenditure may be booked under the head Incremental Operating Cost. The BoG also permitted to hire B. Tech. degree holders if M. Tech. holders are not available as guest faculty.

The SPFU, Kerala has instructed that payment of any kind of salary is not allowed from the TEQIP funds and hence the amount should not be paid.

6

The BoG asked the institution to complete the alumni database by the end of the current semester and involve the alumni in the placement efforts. The new web page may be created for this purpose with a link provided on the institute website.

Alumni database nearing completion. The webpage has been created.

7

Regarding hiring of services from FACE for soft skills training programmes; the BoG granted the permission to avail the services through PMSS as service procurement. The BoG also asked to collect feedbacks from companies providing service to the Institution.

Collected feedback from KELTRON and included a proposal in the procurement plan.

8

The BoG wanted the institution to form the R & D Cell as soon as possible with a Senior Research Adviser (SRA) as the Chairman. The details about the Cell should be mailed within a month to the BoG Chairman and the members to get their concurrence. The R & D Cell and the SRA may help the faculty and students (PG and UG) in identifying socially relevant projects.

Dr. Ashok Rao has given his consent to assume charge as the Senior Research Adviser. Obtained the permission from BoG Chairman for his appointment as SRA over e-mail. He has agreed to visit the institution during November, 2013. The R & D Cell has been constituted. Details regarding R & D Cell are listed in Annexure E4.

9

The BoG also enquired about the conduct of Faculty Experience Sharing after Training (FEST) programmes and asked the institution to present the details during the next meeting.

Report on FEST is given as Annexure E5.

Part B

Items for Discussion, Consideration and Approvals

Sl. No

Items

B1

Consideration of the various procurement packages cancelled till date. The details of cancelled packages and reason for cancellation are given in the Appendix B1.

Decision needed: The board may consider and grant necessary approval.

B2

Consideration of newly created procurement packages for revising the procurement plan. Few new packages have been proposed. The details are given in the Appendix B2.

Decision needed: The board may consider and grant necessary approval.

B3

Ratification of the various in house training programs for the faculty, technical staff and administrative staff. The details are given in the Appendix B3.

Decision needed: The board may kindly ratify.

B4

Ratification of the various in house training programs for the students. The details are given in the Appendix B4.


B5

Ratification of the various training program attended by faculty, technical and administrative staff outside the institution. The details are given in Appendix B5.


B6

Ratification of the long term plan for the academic activities till December, 2014.

The details are given in Appendix B6.

Decision needed: The board may consider the proposals

B7

Ratification of the purchase of consumables and other minor items for the TEQIP office till date. The details of consumables and other minor items purchased are given in the Appendix B7.


B8

Ms. Littin Joseph was appointed as the MIS officer with effect from 1st August, 2013.


Part C

Reports

C1. The status of fund position as on 01.11.2013

Fund utilization status for the allotted 400 Lakh is presented in table C1.1 given below

Sl. No

Activity/Category of ExpenditureTotal Budget Provision out of Rs. 1000 LakhProvision out of Rs. 400 Lakh (Tentative)Amount spent1Improvement in teaching, training and learning facilities Lakh

Lakh

Lakh(a)Expenditure on ICT enabled learning, related software & hardware.550.00300.0016.13026(b)Expenditure on New laboratory for new PG programs38.00(c)Expenditure on New laboratory for existing PG programs24.00(d)Expenditure on Existing laboratories modernized/strengthened55.70477(e)Expenditure on Library i.e. books, e-books, journals, e-journals and course specific software14.35615(f)Expenditure on membership of online journals & consortium4.00(g)Expenditure on digitally/virtually accessible courses/subjects0(h)Expenditure on Modernizing Classrooms2.00(i)Expenditure on Procurement of Equipments etc. for Institutes/ TEQIP unit.43.00(j)Expenditure on Civil Work18.40444(k)Others. (Specify if Material)4.00Sub Total219.59562Providing Assistantship for increased enrolment in existing and new PG 100.002.000.494773Enhancement of R&D and Institutional Consultancy activities20.003.001.080354Faculty and Staff Development (FSD) 100.0030.00

24.60367

5Enhanced Interaction with Industry40.005.00

4.38993

6Institutional Management Capacity Enhancement30.0010.00

7.91595

7Academic Reforms20.0020.00

9.9859

8Academic Support for weak students 40.0010.00

6.53374

9Incremental Operating Cost100.0020.00

15.10248

TOTAL1000.00400.00289.7024

In addition to the above,

1. Committed an amount of Rs. 128.02604 Lakh (Purchase order sent)

2. Initiated procurement for an amount of Rs. 141.41200 Lakh (Initiated)

C2. Status of faculty position as on 01-11-2013

The faculty position as on 01-11-2013 is given in the Table C2.1

Table C2.1

Electrical and Electronics Engg. Department

Sanctioned Nos.

Available Nos.

Vacancy Nos.

Qualification

Professor

2

1

1

Ph.D. 1

Associate Professor

4

1

3

Ph.D. 1

Assistant Professor

11

8

3

M. Tech 8

Contract Faculty

7

M. Tech 2 B. Tech 5

Electronics and Communication Engg. Department

Sanctioned Nos.

Available Nos.

Vacancy Nos.

Qualification

Professor

1

1

0

PhD. 1

Associate Professor

3

3

0

M. Tech 3

Assistant Professor

9

3

6

M. Tech 3

Contract Faculty

6

M. Tech 3 B. Tech 3

Computer Science & Engg. Department

Sanctioned Nos.

Available Nos.

Vacancy Nos.

Qualification

Professor

1

0

1

Associate Professor

2

0

2

Assistant Professor

7

4

3

M. Tech 4

Contract Faculty

8

M. Tech 4 B. Tech 4

Information Technology Department

Sanctioned Nos.

Available Nos.

Vacancy Nos.

Qualification

Professor

1

0

1

Associate Professor

2

0

2

Assistant Professor

7

7

0

M. Tech 7

Contract Faculty

3

M. Tech 3

Mechanical Engineering Department

Sanctioned Nos.

Available Nos.

Vacancy Nos.

Qualification

Professor

0

0

0

Associate Professor

2

1

1

M. Tech 1

Assistant Professor

5

4

1

PhD 1 M. Tech 1

B. Tech 2

Contract Faculty

2

Civil Engineering Department

Sanctioned Nos.

Available Nos.

Vacancy Nos.

Qualification

Professor

0

0

0

Associate Professor

0

0

0

Assistant Professor

3

1

2

B. Tech 1

Contract Faculty

2

Applied Science Department

Sanctioned Nos.

Available Nos.

Vacancy Nos.

Qualification

Assistant Professor

7

4

3

M. Sc. 4

Contract Faculty

3

M. Phil. 1 M. Sc. 2

C3. Status of the Construction projects as on 01-11-2013

Status of civil works is shown in Table C3.1. Works highlighted here are inclusive all construction activities undertaken and those which are progressing in the campus, and not the works financed under TEQIP alone. The matter is reported for favour of information.

Table C3.1

Sl. No.

Name of work

Estimate (in Lakhs)

Current status

1.

M. Tech Class rooms

20

Completed

2.

Compound wall

146

Completed

3.

Internal road

50

Completed

4.

Academic Block-II

346

90% completed, Can be commissioned by December 2013

5.

Men's Hostel

226


6.

Ladies Hostel

279


7.

Staff Hostel

205


8.

Staff Quarters

345


9.

Academic Block-I

512


10.

Internal earthen road, surface pavement and side protection

106

Completed

Status of the Civil Works under TEQIP Phase II as on 01-11-2013

Table C3.2

Sl. No.

Name of work

Estimate (in Lakhs)

Current status

1.

Reroofing-

Second year Academic block

9.1133

Completed

2.

Repair Works-

Workshop Block

10.2598

Completed

C4. Status of the new PG/UG programs as on 01-11-2013

Sl. No.

Name of the program

Current Status

1

M. Tech in Power Electronics and Control [EEE]

This program has been commenced during the academic year 2011-12 with an intake of 18 students; now total students strength is 36.

2

M. Tech in Computer Science and Systems Engineering [CSE]

This program has been commenced during the academic year 2012-13 with an intake of 18.

3

M. Tech in Network Engineering [IT]


4

B. Tech in Mechanical Engineering


5

M. Tech in VLSI & Embedded Systems [ECE]

AICTE approval, Government sanction and University affiliation have been obtained, waiting for allotment of students by DTE.

C5. Accreditation status of the UG programs

The accreditation of all eligible UG programs is mandatory for the project institutions. The institution has already prepared a draft Self Assessment Report (SAR) and presented before the meeting held on 02-01-2013 at DTE, Thiruvananthapuram. Based on the suggestions of the meeting, the institution again modified the SAR. The college presented the revised SAR at the meeting held at CUSAT during 11-12 March 2013. The SAR is updated with the latest details as on October 2013. The college is registered in NBA website for accreditation. NBA has allotted the File No. 26-40-2013-NBA to the institute.

The college has also submitted application for the accreditation to the NBA. The application no. 520-23/03/2013 dated 23/03/2013 of Government Engineering College, Idukkis seeking accreditation of the following levels and programme(s) as detailed below has been received by NBA.

Discipline

Format

Level

Programme

Engineering & Technology

Tier II

Under Graduate

Computer Science & Engg.

Under Graduate

Electrical & Electronics Engg.

Under Graduate

Electronics & Communication Engg.

Under Graduate

Information Technology

C6. Report on Remedial Classes

1. Bridge classes for S3 students

Bridge classes were conducted for S3 IT and S3 ECE students at the beginning of the semesters.

Faculty Name

Designation

Class

Subject

Prof. Mala JB

Assistant Professor, IT

S3 IT

Computer Fundamentals

Prof. Shijin Knox GU


S3 ECE

Basics of C Programming

Prof. VigilKumar VV


S3 IT

Basics of C Programming

Prof. Anu George

Assistant Professor, ECE

S3 ECE

Basic Electronics

Prof. Ambily N

Assistant Professor, ECE

S3 IT

Basic Electronics

Prof. Binumon P

Assistant Professor, Mathematics

S3 IT & S3 ECE

Basic Mathematics

Mr. Anilal R

Trade Instructor, IT

S3 IT

Linux Fundamentals

2. Soft skill development classes for S1S2 students

Mr. Ajith Menon, Professional HRD Trainer, visiting faculty at IMG Calicut had given a motivational talk and introductory class on engineering for the first year students of all branches from 5th to 6th September, 2013.

3. Diagnostic test and bridge classes for S1S2 students

A diagnostic test on Mathematics, Physics, English and Problem solving was conducted for the first year students on 21st July, 2013. Based on the performance of the students, a cut off mark was decided and students requiring special training were identified. Bridge courses for these subjects are scheduled for November, 2013. Time schedule has been prepared and the faculty is identified and informed.

4. Remedial class for students with back papers from previous semesters

As per the request from students with back papers from the previous semesters, remedial classes have been arranged. Faculty was asked to solve problems and answer previous year question papers rather than taking regular classes. Classes were conducted by each department for at least 2 subjects per semester. On an average of 15 students per class attended the classes.

5. Remedial classes for regular students

Based on the first series examination results and the previous semester results, weak students and subjects with higher failure rates were identified. Remedial classes were conducted for those subjects after the regular class hours. Faculty is instructed to take a maximum of 15 hours for each subject. Conveyance has been arranged for the students after the classes.

6. Conduct of evening classes

University examinations for S3, S5 and S7 are scheduled to commence on 07-11-13. Number of contact hours expected till the last working day (28-10-13) will not be sufficient for the faculty to complete the portions. So a decision has been made by the committee along with the council members to arrange evening classes for the students, starting from 21-10-13 onwards.

The timing of the classes for S3 students were from 4 pm to 8.30 pm and for S5 and S7 students were from 5pm to 9:30 pm with a tea break of 30 minutes in between. In order to encourage the students to attend the classes, the committee decided to arrange conveyance and dinner for the students. Regular faculty has decided to forego remuneration. These decisions were properly communicated to all PTA executive members through PTA Vice President and also intimated hostel wardens and caretakers through letters.

Almost all students from the four departments benefited from these classes. Evening classes started on 21-10-13 and ended on 24-10-13. Arrangements were made to conduct classes for the students on Saturday (26-10-13) and Sunday (27-10-13) during day time.

A meeting of students representatives of all classes was convened on 22-10-13 and feedbacks were collected. Students asked for changing the time schedule and hence from 23-10-13 onwards the time schedules got changed for S3 students as 4 to 7.15pm and for S5 and S7 students as 5 to 8.15pm with a tea break of 15minutes in between. A meeting of Wardens/ Caretakers of all the hostels was convened on 22-10-13 and they had expressed satisfaction with the arrangements.

Based on the feedback received from the students, it is decided to conduct evening classes for 2-3 days/ week during the next semester. The schedule for the classes will be published along with the regular time table at the beginning of the semester.

7. Remedial class for S1S2 students for Basic Electronics and IT

As per the instruction from BoG, arranged an introductory as well a fundamental awareness class for Basic Electronics and IT for all S1S2 students on 29-10-13 and 30-10-13 by Prof. Anu George and Prof. Vigilkumar V V

C6. Result Analysis

Result analysis of regular students is given in the Appendix C1. Result analysis for remedial classes is given in the Appendix C2.

D. Other items with the permission of the Chair

Items to be included in the agenda with the permission of the Chair is given in Appendix D1.

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013Page 3

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