Registrar

Introduction

The Registrar Office arranges variety of administrative functions for the University under the supervision of the departmental head Mr. Ghazanfar Hussain, Registrar of the University.

Major Functions

• Conduct of meetings of Statutory bodies of the University, viz: Senate, Syndicate, Academic Council, Affiliation Committee and Selection Board.
• Monitoring and control of Quality Management System of the Department for the betterment of the University.
• Management of all Academic activities of the University including admissions, enrolment and maintenance of student records.
• Monitoring and control of the security and general administrative matters to keep the environment smooth for the Students, Faculty  Members and other Staff.
• Human Resource Management of University Employees & related matters.
• Correspondence with External Agencies.
• Elections of Senate and Syndicate.
• Maintenance of graduate register and holding there elections.
• Compilation of University Act / Statutes / Regulations.
• Dealing with legal matters of the University.
• Conduct of the University Convocation.
• Operation and maintenance of light vehicles.

- : { The Registrar Office believes that the Quality Management is the key to success } :

Organization Chart

Core Objectives & Key Performance Indicators

Departmental Core Objectives:

To continuously improve levels of customer satisfaction at Registrar's Office.

Key Performance Indicators:

• Timely conduct of meetings Issuance of minutes and follow-up actions of the Senate, the Syndicate, the Academic Council and other statutory bodies in a manner prescribed by the Acts/ Statutes.
• Timely processing the HEC NOCs for all Bachelor’s, Master’s & PhD programs immediately after their approval from the Syndicate/ Academic Council in consultation with the QEC.
• Timely issuance of ID Cards to the newly admitted students of all Bachelor’s, Master’s and PhD programs i.e. before start the classes.
• Timely issuance of the category-wise Seniority lists of all University employees in BPS-01 to 22 i.e.by end of January every year.
• Timely implementation of the decisions/judgments of the learned Courts/ Ombudsman and intime suggestion for the appeals where necessary.
• Timely processing of prospectuses students admission processes including compilation of admission lists, etc. 4.1.7 Timely conduct of customers feedback surveys in a prescribed manner.
• Timely arrival of security personnel at places of any untoward incidents within University premises i.e. within 10 minutes of occurrence of the incidents.
• Timely provision of correct/ accurate data to the HEC, the PEC and other external bodies as and when required in consultation with the QEC.
• Timely updation of employees records related to the leave, research publication, etc., on HRM System of the University.
• Timely maintenance and repair of the LTV fleet to ensure their smooth functioning.
• Timely responding to customers (external/ internal) issues; grievances by taking appropriate action such as putting-up to the concerned authority for decision.
• Timely implementation of decision taken by the competent authority time to time.

Customer Feedback: (Responsibility of Area Coordinator)

• Customers’ feedback survey for the University employees are conducted once a year in following two phases.
• For non-teaching departments, in the month of March every year.
• For teaching departments, in the month of September every year.
• Procedure of feedback survey.
• Survey forms are distributed among employees through concerned Chairman/ HOD with request to get them filled-in and returned directly to the MR under intimation.
• MR office carries out the statistical analysis and sends the report of statistical analysis, which is discussed in next meeting of Departmental BOR.

Objective 2017

Objective 2018

Objective 2019

Objective 2020

Objective 2021

Objective 2022

Objective 2023

Responsibilities

Registrar:

• Ensuring due compliance and implementation of provisions of the University Act, the Statutes, the Regulations, the Senate & Syndicate decisions, the Govt. notifications, orders of the learned courts and ombudsman, etc. within due time period and bringing any deviation in notice of the Vice Chancellor.
• Dealing with all matters related to establishment, academic, admission, security, law & order, enrolment of students, affiliation and dis-affiliation of colleges/institutes and discipline in the University.
• Human resource management of University employees
• Conduct of statutory bodies meetings i.e. the Senate, the Syndicate, the Academic Council, the Selection Board and the Affiliation Committee and follow-up on actions assigned
• Correspondence with external agencies on University’s behalf
• Management and maintenance of student records
• Enforcement of and monitoring the activities in the department related to the Quality Management System
• Conduct of elections to the Senate and the Syndicate.
• Acting as Chairman, Accommodation Committee for approval of House Rental Ceiling (HRC) cases.
• Any other functions/ duties specifically assigned by the Vice-Chancellor, the Senate, the Syndicate and the Academic Council.

Additional Registrar:

• Working as the Assistant Chairman Admission Committee under the supervision of the Dean, who is nominated as the Chairman, Admissions Committee.
• Proper compilation of University Act / Statutes / Regulations and incorporation of all changes, amendments, modifications and revisions there-of in accordance with QMS requirements of the Documents and Data Control.
• Assisting Registrar in dealing with all legal matters of the University.
• Looking after the routine work of the department in absence of the Registrar.
• Performing any other duties specifically assigned by the Registrar and the Chairman, Admissions Committee.

Deputy Registrar (Establishment):

• Putting up requests of University employees for consideration to the Registrar prepared by the Assistant Registrar concerned.
• Assisting registrar in preparing and issuing the category-wise seniority lists of university employees in January every year.
• Assisting registrar in preparing working papers and minutes of the selection board meetings.
• Assisting registrar in preparing working papers of the syndicate meetings relating to establishment matters.
• Personally looking after all policy matters related to the establishment matters and assisting registrar in this regard.
• Processing preparation of the pension papers of all university employees one year before their expected dates of retirement.
• Acting as the secretary of computer loan committee, selection committee and departmental promotion committee and maintain their records.
• Maintaining records of tenure periods of nominated members of university selection board and reminding registrar well in advance for arranging nominations of expiring member.
• Issuing call letters to the eligible candidates for interview before the selection board and selection committee after scrutiny of their applications.
• Facilitating the registrar on advertisement of jobs for BPS-01 to BPS-22 where applicable, training, extension of adhoc and contract period and regularization of adhoc employees in BPS-16 and above and BPS-01 to BPS-15.
• Assisting registrar in preparation of working papers for (Non-Teaching) creation/ up-gradation of posts in BPS-01 to BPS-22 on recommendation of chairman/ HoDs.
• Processing cases of teachers/officers towards attending conferences, trainings, seminars, symposia and administrative courses and maintaining their records.
• Performing any other duties assigned by the Registrar and the Additional Registrar from time to time.

Assistant Registrar (Establishment)-I :

• keeping and maintaining the service records/ personal files of all University employees in BPS-16 and above.
• assisting Registrar and Deputy Registrar (Establishment) in all routine establishment matters of University employees in BPS-16 and above.
• processing the requests related to routine establishment matters of University employees in BPS-16 and above and putting them for consideration to the Registrar.
• maintaining earned leave records of University employees in BPS-16 and above.
• assisting Registrar and Deputy Registrar (Establishment) in general correspondence over the establishment matters.
• initiating preparation of the pension papers of University employees in BPS-16 and above, one year before their expected dates of retirements.
• preparing the cases of transfer and postings, different leaves, of University employees in BPS-16 and above.
• ensuring the issue of all administrative office orders, notifications circulars, appointment of part time teachers etc signed by the Registrar / Deputy Registrar (Establishment) for employees in BPS-16 and above.
• timely issuance of ID cards to employees of the University.
• acting as Chairman, Site Visit Committee for approval of House Rental Ceiling (HRC).
• performing any other duties assigned by the Registrar, Additional Registrar and the Deputy Registrar (Establishment).

Assistant Registrar (Establishment)-II:

• Assisting Registrar and Deputy Registrar (Establishment) in all routine establishment matters of University employees in BPS-01 to BPS-15.
• preparing and putting up requests related to routine establishment matters of University employees in BPS-01 to BPS-15 for consideration to the Registrar.
• maintenance of personal files and service records of University employees in BPS-01 to BPS-15.
• maintaining earned leave records of University employees in BPS-01 to BPS-15.
• assisting Deputy Registrar (Establishment) in preparing and issuing the category-wise Seniority Lists of University employees in BPS-01 to BPS-15 in January every year.
• initiating preparation of the pension papers of University employees in BPS-01 to BPS-15 one year before their expected dates of retirement.
• preparing the cases of transfer and postings, earned leaves of University employees in BPS-01 to
  BPS-15.
• assisting Registrar and Deputy Registrar (Establishment) in process of Selection Committee, Regularization Committee, recruitment and creation of posts for employees in BPS-01 to BPS-15.
• ensuring the issue of all administrative office orders, notifications, circular, etc signed by the Registrar/ Deputy Registrar (Establishment) for employees in BPS-01 to BPS-15.
• processing cases of appointments and extensions of regular, adhoc, contract and work charged employees in BPS-01 to BPS-15.
• coordinating social activities of all university employees.
• preparation of employees computerized transport passes.
• performing any other duties specifically assigned by the Registrar, Additional Registrar and Deputy Registrar (Establishment).

Deputy Registrar (Academic-I):

• maintaining student records (e.g. admission, enrolment, change of discipline etc.) and providing lists of registered students, year wise, to concerned teaching departments.
• dealing with cases of migration, change of discipline and Inter – University nomination.
• personally looking after all policy matters related to the academic matters and assisting Registrar in this regard.
• providing students documents such as character certificate, bonafide certificate, covering letter on academic records for foreign universities etc.
• acting as Secretary of all Boards of Faculty and maintaining their records with follow up on actions assigned.
• assisting Registrar in preparing working papers and minutes of meetings for Syndicate (only relating to academic matters), Academic Council Meetings and their follow up actions.
• assisting Registrar in conducting Academic Convocation of the University.
• assisting Registrar in publication of Prospectus, Syllabuses and other such records for undergraduate programs.
• maintaining records of tenure periods of nominated members of University Academic Council, Boards of Faculty and reminding Registrar well in advance for arranging nominations of expiring members.
• Timely issuance of ID cards to students of the University.
• Approval and notification of all academic programs and their courses of studies.
• Processing and follow up of accreditation matters of all Bachelor’s programs from respective accreditation councils and of obtaining NOCs for all master’s/PhD programs started November 2013 onwards from the HEC.
• performing any other duties specifically assigned by the Registrar and the Additional Registrar.

Deputy Registrar (Academic-II):

• Deputy Registrar (Academic-II) is responsible for academic matters relating to post graduate/ PhD programs and affiliated colleges.
• collecting data about all post-graduate programs of Teaching Departments.
• maintaining record of tenure periods of nominated members of the Boards of Faculty and reminding Registrar well in advance for arranging nominations of expiring members.
• dealing with verification cases for post-graduate programs.
• issuing lists of admitted students to the teaching departments for post-graduates/PhD programs.
• performing any other duties specifically assigned by the Registrar, Additional Registrar.
• Assisting Registrar in publication of prospectus, syllabuses and other such record for master and phd programs.
• maintaining records of tenure period of nominated members of university affiliation committee and remind Registrar well in advance for nomination of expiring.
• approval and notification of all matters and phd programs and their course of studies.
• processing and follow-up of obtaining NOCs for all masters/phd programs started from November 2013 onward from the HEC.
• performing any other duties specifically assigned by the Registrar and Additional Registrar.
• assisting Registrar in preparing working papers and minutes of the meeting for Syndicate (only relating to affiliation committee) and their follow-up actions.

Assistant Registrar (Academic-I):

• assisting Registrar and Deputy Registrar (Academic-I) in all academic matters relating to under-graduate programs in addition to arranging accreditation of programs.
• collecting data about all under-graduate programs of teaching departments.
• maintaining record of tenure periods of nominated members of the Boards of Studies and reminding Deputy Registrar (Academic-I) well in advance for arranging nominations of expiring members.
• arranging issue of necessary office orders regarding the migration, change of discipline, re-admission and withdrawal cases with approval of the Dean concerned.
• dealing with verification cases for under-graduate programs.
• issuing lists of admitted students to the teaching departments for under-graduates programs.
• performing any other duties specifically assigned by the Registrar, Additional Registrar and the Deputy Registrar (Academic-I).

Assistant Registrar (Academic-II):

• assisting Registrar and Deputy Registrar (Academic-II) in all academic matters relating to post graduate/phd programs and affiliated colleges.
• collecting data about all post graduate programs of teaching departments.
• maintaining record of tenure periods of nominated members of the Boards of Faculty and reminding Registrar well in advance for arranging nominations of expiring members.
• dealing with verification cases for post graduate programs.
• issuing lists of admitted students to the teaching departments for post graduate/phd programs.
• assisting Registrar and Deputy Registrar (Academic-II) in publication of prospectus, syllabuses and other such record for master and PhD programs.
• maintaining records of tenure period of nominated members of university affiliation committee and remind Registrar and Deputy Registrar (Academic-II) well in advance for nomination of expiring.
• approval and notification of all matters and phd programs and their course of studies.
• processing and follow-up of obtaining NOCs for all masters/phd programs started from November 2013 onward from the HEC.
• assisting Registrar and Deputy Registrar (Academic-II) in preparing working papers and minutes of the meeting for Syndicate (only relating to affiliation committee) and their follow-up actions.
• performing any other duties specifically assigned by the Registrar, Additional Registrar and the Deputy Registrar (Academic-II).

Deputy Registrar (Coordination & General):

• assisting Registrar in preparing working papers and minutes and maintaining other records of the Syndicate and the Senate meetings and their follow up actions.
• processing cases of teachers/officers nominated for scholarships leading to Masters/PhD degree abroad and maintaining their records.
• maintaining records of tenure periods of elected/ nominated members of University Syndicate and the Senate and reminding Registrar well in advance for arranging elections/ nominations of expiring member. 
• assisting Registrar in updating the Register of registered graduates in accordance with the provisions of the Act/ Statutes and maintaining its record.
• assisting Registrar in conducting the Election of Members of the Senate and the Syndicate in accordance with the provisions of the Act.
• assisting Registrar in maintaining security in the University and keeping close coordination with all law enforcement agencies.
• assisting Registrar in maintenance and operation of light vehicles.
• acting as in-charge of dispatch section.
• acting as protocol officer for the Vice-Chancellor and University guests.
• arranging lunch, refreshments etc. for meetings of the Senate, the Syndicate, the Academic Council and of other such bodies as well as for other events as directed from time to time.
• liaison with Police, Rangers and other law enforcement agencies.
• performing any other duties assigned by the Vice-Chancellor, the Registrar and the Additional Registrar .
• operation, maintenance and repair, allocation and other matters of LTVs.

Assistant Registrar (Coordination):

• assisting Registrar and Deputy Registrar (Coordination & General) in preparing working papers and minutes of Syndicate and Senate meetings.
• assisting Deputy Registrar (Coordination & General) in processing cases of Teachers/Officers nominated for scholarships and keeping their records.
• assisting Deputy Registrar (Coordination & General) in updating the Register of registered graduates in accordance with the provisions the Act/Statutes and maintaining its record.
• assisting Deputy Registrar (Coordination & General) in conducting the Election of Members of the Senate and the Syndicate in accordance with the provisions of the Act.
• assisting Deputy Registrar (Coordination & General) in implementation of the decisions made by the Senate and the Syndicate.
• performing any other duties specifically assigned by the Registrar, Additional Registrar and the Deputy Registrar (Coordination & General).

Assistant Registrar (Security) or Security Officer:

• assisting and coordinating with Deputy Registrar (Coordination & General) in maintaining security in the University.
• assisting Deputy Registrar (Coordination & General) in general correspondence related to security matters. 3.12.3. preparing duty roster and arranging security in the University.
• arranging duties of security staff in all shifts and surprise checking in any shift as well as in odd hours.
• performing any other duties especially assigned by the Registrar, the Additional Registrar and Deputy Registrar (Coordination & General).

Senior Supervisor Transport (Operations):

• assisting Deputy Registrar (Coordination & General) in managing LTV transport fleet operation.
• assigning duties to the drivers.
• dealing with the matter of tax payments, insurance of LTVs etc.
• maintaining and updating records of vehicles, fuel consumption, schedules and trips.
• office correspondence related to LTV transport.
• performing any other duties especially assigned by the Deputy Registrar (Coordination & General).

Senior Supervisor Transport (Maintenance):

• assisting Deputy Registrar (Coordination & General) in all matters related to the maintenance and repair of LTV transport, the repairing & maintenance related following works.
• supervising the work of repairing and maintenance of vehicles.
• keeping the light vehicles roadworthy.
• maintenance/repairing records of LTVs.
• performing any other duties especially assigned by the Deputy Registrar (Coordination & General).

Assistant Registrar (Legal):

• assisting Registrar in the legal matters of the University.
• consultation with legal advisor of the University and obtaining vetting of legal documents from him
• appearance before courts, ombudsman and other legal forums where ever required.
• acting as the Secretary, Accommodation Committee.
• dealing with cases of the House Rental Ceiling (HRC) and their disposal as per Regulations.
• answering/replying questions of Legal and regulatory nature before forwarding them to the Legal
  Advisor. 
• performing any other duties specifically assigned by the Registrar and other higher authorities.

IT Manager:

• acting as In-charge of IT & Database Section.
• assisting Registrar in computerization and data-base work of the Registrar Office.
• computerizing the statistical information / data of the Registrar’s Office for availability at suitable time for useful purpose.
• assisting Additional Registrar / Registrar in document and data control of the University Act / Statutes / Regulations.
• performing any other duties assigned by the Registrar and the Additional Registrar pertaining to IT & Database Section or otherwise.

Area Coordinator:

• assisting Registrar in enforcement of and monitoring the activities in the department related to the Quality Management System.
• acting as Secretary of the Departmental Board of Review (BOR).
• preparing working papers and minutes of the Departmental BOR Meetings for approval by the Registrar and maintaining their records.
• conducting the Customer’s feedback survey in a prescribed manner.
• performing any other duties specifically assigned by the Registrar relating to Quality Management System.

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