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Guidelines for conduct of Academic Seminars/Workshops/Guest Lectures/Extension

Lectures/ Sastrasadas organized by the teachers/Departments of the University.
(2018- 19 onwards)
No. Acd.C1/3822/SSUS/2018 dated, 20.07.2018
A. General
1. Students, Research Scholars and faculty members are the beneficiaries of such
academic activities.
2. For National seminars 25% of Resource persons should be from outside the state
and 10% of participants should be from outside the University. Organizers of the
Seminar/Workshop must ensure adherence to this condition while conducting
the programme.
3. International seminars: 20% of Resource persons must be International scholars
from outside India and as far as possible internationally renowned scholars from
outside state should be included.
4. There may be call for papers and delegate participation through
University/Department website apart from other usual methods.
5. International/National seminars can be arranged at Regional campuses by any
department of which, the discipline is not available at the Main campus. The
same can be arranged in multidisciplinary manner by other departments with
mutual collaboration in their respective Regional Campuses.
6. Interested students and staff of other campuses and institutions must be
facilitated to attend the seminars.
7. Regional seminars and workshops in different disciplines can be arranged by the
regular faculty members of the PG programmes/Campus Director in Regional
campuses where regular faculty is not available.
8. International or National seminars can be arranged by the departments in
collaboration with other prominent academic institutions.
9. For State/National level activities, the participants may be provided free
boarding and lodging by the host institutions, wherever it is possible.
Participants may be charged registration fees. Travelling allowances for
outstation participants may be disbursed as per University rules where the
activity is being organized.
10. All proposals for all the academic programmes for the next academic year should
be submitted before April 10th of the year to enable proper verification, scrutiny
and approval of the programme for the next academic year. The proposal should
be submitted in the prescribed proforma, through the respective Head of the
Department concerned. University has to complete all the formalities in
connection with sanctioning of proposals by the month of July and intimate the
Department and the Co-ordinator/Convener for smooth conduct of academic
programme.
11. The proposal should contain the topic, Name of the Resource persons, proposed
dates, venue and statement of expected expenditure. Estimate should be realistic
and undue hiking should be avoided.
12. The Head of the Department should make sure that the resource
persons/experts invited are of outstanding scholarship in the relevant field.
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13. Theme of the seminars should not be a repeated one, at least within the
preceding three years.
14. All the proceedings of the seminars may be published by the organizers and a
copy is to be submitted to the University Library and IQAC. Funding for the
publication of seminar proceedings may be requested separately after the
seminar.
15. Registration fee, Delegate fee etc. if any, collected should be strictly accounted
for, in accordance with the provisions of Kerala Financial Code.
16. 75% of the estimated amount can be sanctioned as advance for the conduct of
the programme and the advance will be sanctioned only to a regular teacher.
17. No revision of the total estimate is permissible. However, re-appropriation upto
10% between heads within the estimate may be permitted.
18. Conference/Workshop Activities organized in collaboration with recognized
academic associations/academic bodies, academic/professional institutions may
be encouraged. In case of collaboration, a letter from the academic
association/academic body or academic/professional institution, as applicable, is
required.
19. If funding is done by outside agencies prior sanction shall be obtained for the
same. If matching contribution of the University is inevitable, prior approval of
the Vice Chancellor shall be obtained and can be sanctioned only within the
available funds.
B. Travelling Allowance
i. Second class AC fare shall be provided as TA for Resource persons for
National/Regional level Academic programmes. Flight charges may be given
for eminent scholars on special sanction by the Vice Chancellor.
ii. Actual Air charges shall be given to invited eminent Resource persons from
foreign countries. Early and advance booking of Air tickets in the shortest
route should be ensured so that the expenditure on TA may be minimized.
C. Honorarium
1. Experts and Resource persons in India shall normally be paid honorarium at the
rate of Rs.1000/- per session (Maximum 2 sessions).
2. Very eminent persons shall be paid honorarium of Rs.3000/- for keynote
address for International and National Seminars. DA should be paid as per KSR
as amended from time to time. (When boarding(Food only) and lodging
(Accommodation only) is provided free ¼ DA admissible; if boarding is free half
DA; if lodging is free, 2/3 DA).
3. The daily allowance for foreign Resource persons should not exceed Rs.2000/-
per day per head for boarding and lodging.
4. Registration fee may be collected from the participants at reasonable rate/rates
affordable to each academic community and due receipts should be provided.
The fees collected can be utilised for expenditure towards food, tea, snacks and
workshop materials. Prior sanction should be obtained from the University for
collection of registration fee, sponsorship and other sources of income. The
details of such amount should be included in the proposal and statement of
account.
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5. Store purchase rules should be observed for all purchases by the co-
ordinator/Convener. Necessary stock register to be maintained for all the items
purchased for a programme. [Purchase of Stores upto a value of Rs. 15,000/- (Rupees
Fifteen Thousand only) on each occasion may be made without inviting quotations/ bids by the
competent authority]
6. University vehicle to be used if available for all conveyances with sanction from
competent authority.
7. Faculty guest house to be utilised as far as possible for accommodation purpose.
8. Food and accommodation will be given only to the Resource persons. Light
refreshments and working lunch may be provided for the participants also for
the full day programmes. Light refreshments may be given for half day
programmes.
9. Expenditure shall not be made for the items for which no prior sanction is
obtained.
10. Expenditure towards banner, photo, video, light and sound etc. should be
minimized to its lowest rates. Adherence to Green protocol should be ensured.
11. Expenditure towards compliments like bag, file, pen, pencil shall be minimized.
12. A specific report of the programme concisely with 2 copies (type text and
graphics in the CD format)of the important papers presented, which are worthy
of publication and documentation in the University, should be submitted along
with the final statement of accounts, for publishing in either the e-book format or
the printed book format.
D. Advance Fund
1. The advance amount should be settled within one month from the date of the
conduct of the programme. The balance amount, if any, should be refunded to the
University account within 15 days. All the bills and vouchers in original should
be kept and forwarded along with statement of account for regularization.
2. The regular teachers drawing the advance shall be personally liable for
settlement of accounts.

The expert committee will consider the proposals and give recommendations. The final
decision will be taken by the Syndicate, keeping in view the recommendations made by
the Expert Committee and the availability of funds for the scheme. In case the event is
cancelled, the funds will have to be returned to the University immediately. Prior
permission of the University is required in case the date(s) and/or venue for the activity
(activities)is(are) changed.

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GUIDELINES FOR THE CONDUCT OF EXTENSION LECTURES, GUEST LECTURES AND

INVITED TALKS (vide Head of Account no.2319)

The academic Departments, Regional Campuses and Centres of Study may conduct the
Extension/Guest Lectures and Invited Talks by eminent scholars. The Head of the
Departments, Campus Directors and Co-ordinators of Centre of Study shall conduct the
above programmes as per the following guidelines.

1. The Head of the concerned Department is entrusted to conduct the programme

limiting the expenditure to the budgetary provisions (Head of Account No.2319)
2. The Campus Directors are authorised to distribute funds to each Departments in
Regional Campuses for the conduct of Guest/Extension Lecture programmes from
the budget allotment.
3. An honorarium of Rs.500/- per hour can be paid.
4. Eligible TA/DA as per University rules can be paid.
5. In the case where places are not connected with rail or the distance is below 35 km.
an amount of Rs.1000/- can be granted in lieu of TA/DA.
6. An amount of Rs.1500/- can be disbursed to the Co-ordinator/Convener to meet the
incidental expenses of the programme.
7. The Heads of the Departments/Campus Directors and Co-ordinators of Centres of
Study are entrusted to conduct the programme as per the above guidelines without
obtaining further sanction as per the budget allotment.
8. Bills and vouchers of the programme should be kept in the Department for Audit
purpose. Settlement of the amount should be done in the department itself as per
the prescribed guidelines.
Seminar in the P.G. Departments (Vide Head of Account 2304)
This provision is included to enable the P.G. students to express their academic
views in the midst of staff and students of the Department. In order to conduct such
seminar, these guidelines may be followed-
1. The seminar is intended for P.G. students. P.G. students may present academic
papers/ Performance in the Academic seminars.
2. Eminent scholars may be invited to the Academic Seminar of the Department.
3. Honorarium and TA/DA may be paid to the expert as per the norms fixed for
Guest/Extension Lectures.
4. Charges for taking copies of the presentation papers and expenses for Power
Point Presentation, may be met from the fund.
5. Incidental expenses including the charge for light refreshments for half day
programme and light refreshments and working lunch for the full day
programme shall be met with the sanctioned amount.
6. Heads of the Departments and Campus Directors are entrusted to conduct the
programme as per the guidelines without obtaining further sanction as per the
budget allotment.
7. Bills and vouchers of the programme should be kept for Audit purpose, in the
Department and in the case of Regional Campuses, in the office of the Campus
Director. Settlement of the amount should be done in the department/Campus
Director’s office itself as per the prescribed guidelines.
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GUIDELINES FOR THE CONDUCT OF SASTRASADAS

A. General
1 Staff and students of Sanskrit Departments are beneficiaries of Sastrasadas.
2 Participants including students must be minimum 8 per day for the Sastrasadas.
For National Sastrasadas 25% of invited participants should be from outside the
state. Organizers of the Sastrasadas must ensure adherence to this condition
while conducting the programme.
3 The duration for the National level Sastrasadas should not be less that 3 days.
4 Both National and Regional level Sastrasadas can be arranged at main campus as
well as Regional Campuses.

5. Proposals for the Sastrasadas for the next academic year should be submitted
before April 10th of the year to enable proper verification, scrutiny and approval
of the programme for the next academic year. The proposal should be submitted
in the prescribed proforma, through the Head of the Department concerned.
University has to complete all the formalities in connection with sanctioning of
proposals by the month of July and intimate the Department and the Co-
ordinator/Convener for smooth conduct of the programme.
6. The proposal should contain the Name of the Resource persons, proposed dates,
venue and statement of expected expenditure and request for advance, if
advance is necessary. Estimate should be realistic and undo hiking should be
avoided.
7. All the proceedings of the Sastrasadas may be recorded in the form of
Audio/Video/Text by the organizers and the copy to be submitted to the
University Library. Funding for the publication of Sastrasadas proceedings may
be requested along with the proposal.
8. 75% of the estimated amount can be sanctioned as advance for the conduct of
the programme and the advance will be sanctioned only to a regular teacher.
9. No revision of the total estimate is permissible. However, re-appropriation up to
10% between heads within the estimate may be permitted.
10. If funding is done by outside agencies prior sanction shall be obtained for the
same. If matching contribution of the University is inevitable, prior approval of
the Vice Chancellor shall be obtained and can be sanctioned only within the
available funds.
B. Travelling Allowance
i. Second class AC fare shall be provided as TA for Resource persons for
National/Regional level Academic programmes. Flight charges may be given for
eminent scholars on special sanction by the Vice Chancellor.
C. Honorarium
1 Honorarium of the Chair is Rs.2000/- per session of three hours for the National
and Regional Sastrasadas and it can be up to Rs.3000/- with special sanction for
the National Sastrasadas. Invited Erudite participants to be paid honorarium at
the rate of Rs.1500/- per session of three hours. Other invited participants can
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be paid honorarium at the rate of Rs.1000/- per session of three hours. Research
scholars and students are not eligible for honorarium.
2 DA should be paid as per KSR as amended from time to time. (When
boarding(Food only) and lodging (Accommodation only) is provided free ¼ DA
admissible; if boarding is free half DA; if lodging is free, 2/3 DA).
1. Store purchase rules should be observed for all purchases by the Co-
ordinator/convener. Necessary stock register is to be maintained for all the
items purchased for a programme. [Purchase of Stores up to a value of Rs. 15,000/-
(Rupees Fifteen Thousand only) on each occasion may be made without inviting quotations/
bids by the competent authority]
2. University vehicle to be used if available for all conveyances with sanction from
competent authority.
3. Faculty guest house to be utilised as far as possible for accommodation purpose.
4. Food and accommodation will be given only to the invited participants. Light
refreshments and working lunch may be provided to the participants also for the
full day programmes. Light refreshments may be given for half day programmes.
Accommodation can be provided to students from outside State.
5. Expenditure shall not be made for the items for which no prior sanction is
obtained.
6. Expenditure towards banner, photo, video, light and sound etc. Should be
minimized to its lowest rates. Adherence to Green protocol should be ensured.
7. Expenditure towards compliments, if any, like Memento/Shawl/book shall be
minimized.
D. Advance Fund
1 The advance amount should be settled within one month from the date of the
conduct of the programme. The balance amount, if any, should be refunded to
the University account within 15 days. All the bills and vouchers in original
should be kept and forwarded along with statement of account for
regularization.
2 The regular teachers drawing the advance shall be personally liable for
settlement of accounts.

The expert committee will consider the proposals and give recommendations. The final
decision will be taken by the Syndicate, keeping in view the recommendations made by
the Expert Committee and the availability of funds for the scheme. In case the event is
cancelled, the funds will have to be returned to the University immediately. Prior
permission of the University is required in case the date(s) and/or venue for the activity
(activities)is(are) changed .e n

Sd/-
REGISTRAR