UNIQUE ID for IIT Graduates and Students

professor Ashok Malhotra, PhD

Rules and Procedures Sept 2023 to Sept 2024

This print edition contains an additional appendix on the mech71 association not available in
electronic edition

By professor Ashok Malhotra, Ph.D.

UBC, Vancouver Canada

PREAMBLE to rules

Starting from a single Indian Institute of Technology soon after India became independent of British
Rule, there are now several IITs all over the world and IIT Graduates now live in almost all major
countries of the world.

An effort began recently, by a group of senior IIT Delhi faculty members to create a database for all
graduates not just of IIT Delhi that already exists with the Alumni Association but of all IITs now
situated all over India.

it is a huge task, but, IITians love challenges. With brainstroming they came. up with a process that
made this task feasible.

The first step in developing such a database was to assign a unique ID that is meaningful. Preliminary
discussions resulted in the decision that this must be a sixteen digit number.

It must be mentioned that this is not an official work of any of the individual IITs or government
organisation but a voluntary social service by some.
 2

Many of IIT Graduates are not citizens of India but must be included in a comprehensive database.
They share similar values and interests.

Aside from existing graduates, it was decided that this task would be greatly enhanced by giving a
number to existing students of IITs as well. Some may not graduate at all but most do. We decided to
allott their life long unique ID to all. Idea is that it is easiest to do this while one is still inside an IIT
After graduation graduates tend to scatter all overvthe world.

A suggestion was made to include long term staff of IIT as well. They share similar values and are a
part and parcel of the IIT community. However, realizing that all could not be done in one go, this task
has been postponed for deliberation in the second year of this program that is Sept 2024 to Sept 2025

The present program was launched on the first Sunday of September 2023 in a public park opposite
IIT aDelhi main gate. A public park was chosen since invitation was open for all IITian that received
the notice. All who came around twenty persons, seniors as well students said it is a great idea if it can
be done. Some expressed disbelief that it could be. Many schemes, especially in the post covid era
have been proposed by both governmental and non-governmental organisations and then vanished not
just in India but all over the world. However, at the helm of affairs was one senior who has been
known to stick to his chosen goal, come rain or shine for over fifty years by all IITians who have
worked with him.

The present author with his long experience in alumni networking was given the lead road. Admittedly
it is a difficult task for 70 plus professor, nevertheless worth a try. After several iterations, following
rules were adopted for the year sept 2023 to Sept 2024. These rules leave out several details.
Intentionally. Over the following year, many suggestions are expected to change this or that. They
shall be reflected upon carefully and after aprroval by the two administrative committees adopted in a
new expanded set of rules next year. It stands to reason, that whatever the changes, they must not be
such that affect already allotted IDs during 2023-24. Further, changes must not be frequent, something
unfortunately, India is criticized for in International circuits. However, IITians from inception are
groomed in International norms rather than Indian ones

Being a first attempt it stands to reason that as a wider audience views it , they would have
suggestions for changes . All such improvements shall be considered over the year carefully by 2
administrative committees

1. A committe of 70 plus IITians consisting of between one and five members,

and
 3

2. The administrative headquarter located in a specific postal zone consisting of between 2 and five
members ,

where leading roles in both of these administrative divisions shall be played by IITians holding an IIT
BTech degree as well as a post graduate degree.

These changes shall be placed before the general body meeting to be held again in the Rose garden on
the first Sunday of September 2024, 10 to 12 am and shall be incorporated in a new document if
approved by both administrative committees for the year sept 2024 to sept 2025.

This procedure has been adopted to ensure that changes are not casual and frequent but rather well
considered. Details are now described clause by clause

Rules for Allotment of Unique ID and other matters concerning

worldwide PAN IIT network
Now the numbered clauses with brief explanations

Clause 1

It is proposed that the Pan IIT network for Allotment of Unique I Ds to IIT Graduates and students
hereafter referred as IITians shall be carried out through several divisions around the world two of
which shall be declared as a seniors division and headquarter division respectively. The headquarter
division shall changeover time according to procedure described later and members of senior division
also change with time according to rules described later in this document .

Clause 2.

As a first step the various divisions shall focus on allotment of a unique life long ID for each IITians.
Each division may carry out any other activity that interests them from time to time provided that

A. It is not an activity for profit. This entire exercise is a non-profit work

B. It is in keeping with the laws and regulations of the countries and geographical zones of the
countries in which that division exists.
 4

Clause 3, Zonal Divisions , administrative divisions

Zonal divisions shall not be larger than time zones of the country in which they exist. This countries
that have only a single official time zone may have a country wide zone but not larger. Countries that
have more than one official time zone such as America shall not have a division larger than the time
zone.

The smallest division shall be no larger than the postal zone of any country in which it exists.

Student divisions shall be confined to within the IIT in which it exists

Within any geographical division there may be several groups depending upon interests. For example
a Kanpur IIT group, a Mumbai IIT group or a hostel based group etc.

An IITian may participate in activities of any of the groups but it is possible if it is a ball being
organized by a Kanpur IIT group free for some , they may charge a fee from others. How they do this
is upto the group.

What activities a particular division carried out and their sources of funding is also for the group to
decide. They may refer to the Alumni associations of IITs or other charitable associations for ideas on
this. However, each division must ensure that they fully comply with the laws and regulations of the
regions in which they function. A zonal division in India need not register with a registrar of societies
in India unless they purchase some immovable assets such as a building for an office. However if they
collect large funds through donations etc. It is necessary for them to check with prevailing taxation
laws to avoid possibility of losing their funds through fines or in the worst case scenario their parent
creating division dissolving the division on receiving complaints of violations.

A division based in another country may also be dissolved on receiving complaints from within India
that a particular group is carrying out activities inmical to interests of India. The IITs exist in India
and are funded by government of india. Therefore it is is essential that even charitable and social
organizations emerging out of them do not carry out any activity that is contrary to interests of India.
Simply maintaining and creating a database is a neutral activity as is having a party but as activities of
a particular division expands they may begin to encroach upon questionable areas. The present author
States this with Canada in mind. There are several activities of social or religious organizations within
it that are being highly objected to by India.
 5

This while the launching postal zone in India is 110I16 the IIT campus is only a part of this zone and
the student division must be confined to it On the other hand headquarter division may include other
IITians from outside IIT provided their primary residence is in New Delhi 110016

The senior division may have members from anywhere within the country since they can
communicate online if necessary. Their role is only marginal once a zone is created. The headquarters
division may like to meet more frequently and therefore they have been kept within the same postal
zone.

It may be mentioned that in developing the present structure, other institutions allotting permanent
unique IDs were researched. In particular the procedures of British Indian Army were highly used
since it has withstood the test of times as opposed to Indian Navy that has changed methods. However
, our task was more complicated . Indian army officers pass through same gate twice a year and can be
allotted serialised numbers note easily. IITians now come out of several gates several times a year.

CLAUSE 4:The ID

Now the central issue at hand the ID itself

Discussions with Professor Chawla an IITian and the Head of Mechanical Engineering division as
well as a first year mechanical engineering student Gaurav Meena all enthusiastic with the concept
resulted in a sixteen digit numeric ID of the type

xxxx/xxxx/xxxx/xxxx

Some but not all the digits of this unique ID can be guessed by anyone with an IIT degree

The first digit for those having graduated in the 1900 s is 0, but from 2000 onwards is 1

As an example those who graduated in 1971 the first four digits shall be

0071

Someone who graduate in year 2000 it is

1000
 6

One graduating in 2025 it shall be

1025

The second digit is zero in all cases at present but in future it may be put to other use

Next Four digits

These are reserved for assignment by the senior division as opposed to remaining eight reserved for
use by headquarter division , (UNLESS the division is created by seniors in which case the senior
division assigns all twelve, digits) presently centered around mechanical engineering department of
IIT Delhi

The fifth digit is assigned as follows:

0 for a person holding a master's or PhD degree from any university in India or abroad as also a
BTech from any of the IITs

1 for those holding a B.Tech degree only.

The sixth, seventh and eighth numbers are in serial.order in which the senior division creates or
approves requests for new geographical divisions. The first one, the head quarter division has been
created at IIT Delhi and it was assigned the numbers 0 as well as three more zeros for both Professors
Ravi and Chawla. They not only hold a BTech degree but also PhDs

Hence both end up with numbers

0000 in second field of 16 digits.

ie

00xx/0000/xxxx/xxxx

Their final number can be assigned by me after. they have submitted their processing fee of Rupees
100. In this case as an exception applied to founding members instead of inserting their actual year of
graduation all zeros are chosen so that both Professors Ravi and Anoop Chawla have the sixteen digits
as

0000000000000000
 7

How to arrange data in an excel worksheet if two persons have same number, the answer is
alphabetical order

Therefore the PAN IIT database shall have numbers of both these founders at top.

In general the smaller the number, the more senior the person just as in the Indian Army.

How the last eight digits are to be used precisely is a matter that the head quarter division shall decide.
They are far more experienced in use of modern computer technology then as seniors.

Uniqueness of numbers shall be assured because of the way in which either senior division or head
quarter division assigns ID. An IITian must not apply to both because then they shall end up with two
IDs and once detected by system both may be canceled at least until they reapply for a new unique ID

Further details shall be posted in a supplement to this volume.

Incidentally the permanent ID of this author is

0071000000000000

Student Numbers

Students who have not yet acquired a degree from an IIT may also apply for a life long unique ID
based on their expected year of graduation eg our founder student President Gaurav Meena expects to
graduate in 2027 his ID shall be

1027/0000/0000/0000

We do not know if they shall get a postgraduate degree or even complete their degree but we seniors
give them the benefit of doubt. Hopefully IT will encourage them to finish in time and acquire a
postgraduate degree sometime during their lifetime. Very many IITians do that

Clause 5

The various divisions

 8

A. The senior division governing committee shall consist of between 1 and five members at least
two of them the chairman and co chairman shall be plus 70 in age and hold atleast a BTech
degree from any of IITs

The duties of senior division shall be to encourage creations of new geographical division and/ or
approve requests for sane from IITians anywhere. The request must come from two persons jointly the
chairman and co-chairman by email to author at his email address

iitians@aol.com

Please query at this email address for any details

Alternatively a request can be sent to headquarters division , the head department of Mechanical
Engineering Professor K R Ravi

Please do not send a query to both.

STUDENTS SHOULD approach their student Chairman or Co Chairman for their permanent ID. The
student chair cannot allott the ID but he shall collect the application form and processing fee of Rs
100 by hand , collect them and then mail them to this author chair of the seniors division or to
headquarters division. Individual submissions by many students may create chaos. The student chair
shall then mail them to this author after deducting expenses for taxi travel to post office, speed post
expense , lunch etc and mail the balance as a postal order to

Professor Ashok Malhotra

82, Third Avenue

Goms Defence Colony

jaipur 302021.

The student chair must ensure that expenses for not exceed collection since reimbursement at this
stage is not possible.

An initial proposal of just rs 10 that Gaurav paid has been revised to Rs 100 because in first year of
our association we would like to encourage membership of actively interested students only. This
students, unable to join, now have all the time in the world to get their unique ID even after
graduation. Students are often short of money.

Clause 6 Geographical divisions

Geographical divisions must be no larger than an official time zone of a country. Countries that have
only one official time can have a country wide zone.
 9

These zones too must have governing bodies consisting of IIT Graduates . At least two, the chair and
co chair must hold a BTech degree from any IIT as well as a postgraduate degree from any university.

The minimum number of members of the senior division is one and maximum five. The minimum
numbers for all other divisions is at least two a chair and a co chair and a maximum of five. Non
voting invitees may be invited by any of the governing committees for online or physical meetings

Clause 7

Minimum duties of all the divisions is to hold at least one annual general body meeting, prepare a
report of proceedings, upload it on a webpage as well as submit a copy to their creator division by
post for a paper record in A4 size paper.

The senior division shall hold a general body meeting on first Sunday of September at 10am in the
Rose garden opposite IIT Delhi unless an alternative Avenue is announced well in advance.

Other divisions shall hold their annual general body meeting at timings and locations as decided by
them at any time during May to end July except the headquarters division that shall hold a meeting
during August. This is so that senior division and head quarter divisions has time to consider the
reports of other divisions and perhaps include content in their own reports

If a division fails to hold such an annual meeting it shall be considered dissolved.

The headquarters division or senior division may also of their own dissolve any division created by
them in case of any adverse reports.

Clause 8

Changes of rules

Any change of these rules and procedures must be approved by both the senior division and
headquarter division so as to ensure soundness of futures as the database expands. A change may be
initiated by any of the two on their own deliberation or because of requests for same from any
member of database
 10

The database shall be a public one open between 9 to 5 Mondays to Fridays for browsing by any one.
Being a public database it shall not contain any personal info of the member except name , IIT etc that
is already available widely elsewhere. Individual divisions may maintain a separate database if they
wish with more personal details such as phone numbers etc. That is private to the group. However an
email address shall be required for communications. It is suggested that now popular IITians such as
Rajat Gupta open a new email id for this least one day they find a request from ten thousand students
asking for advice. Incase it happens to their stated email they can always close that account and
update database on their own with a new address.

Clause 9

While the head quarter may move within India, it is necessary that Both the senior division and
headquarter divisions are within India and have governing members , upto five each that live within
India.

Clause 10

While a headquarter division may move if the existing headquarter wishes to discontinue playing that
role or for any other reason, it is hoped that it is centered in New Delhi 110016. It is a far more central
place than for example Jodhpur or Guwahati. It is also fortunate that presently the headquarters chairs
are within the mechanical engineering department, a far more central department than say the center
of biomedical engineering.

Clause 11

The chairs and co-chairs may decide among themselves as to who plays which role. The default
position is the person more senior in age is the chair and younger co-chair Members may also leave
because of any reason. If they do so, remaining members of the 5 member body shall search for and
include new members to replace. A member may also be changed by a constructive vote of
replacement by other members of the committee, i.e. suggesting a new name as well agreeable to all.

Clause 12

While it was stated that rules may be only changed at the end of a year, the author of this document
may update this document for any missing or erroneous content during the year. Published documents
including student thesis have to be revised several times but the revisions have to be done by the
student only not another. The same with the present document
 11

Apoendix.

Application Form

Make up your own on an A4 size sheet with following info in same order

Name as in official records

First name/ middle/ last

Year of degree from IIT or expected year of degree for students:

Name of IIT .

Department or center :

Date of Birth as on official documents: .

Dd/mm/yyyy

Email address:

Submit hard copy by post with application fee of Rs Hundred in postal order if in India or US dollar
ten by postal order or cheque if outside India to either

Professor K R Ravi .

Head Department of Mechanical Engineering

IIT Delhi

New Delhi 110016

or to

prof Ashok Malhotra

82 goms Defence colony

Jaipur 302021

note : students pl submit form and fee by hand to your student chair
 12

—__

End Of Rules

_-

Appendix

Content after this, appendix or appendices not part of rules. Included for interest of readers only. in
subsequent years this type of content shall form part of annual report, that would include updated rules
too, and are exoected to be published in september, october or november, every year.

appendix
 13

Two of the many minds without fear from IIT graduates of yesteryears that have
made significant contributions to shaping the world as exists today

author using first person now,

I have mentioned in my blogs that there have been times since childhood that
intuitions on various matters, minor or major, have struck me from time to time
through life. As a career scientist and a professor of technology I did not discuss the
matter much with others because many consider the stuff from the mystic realms
strange. However, I have talked more of it since retiring from a scientific career
around a decade ago and even given it a name - Himalayas Born Intuition - for
perhaps that is where it was born. Moreover, if the leading scientist of humanity-
Einstein – could talk of it there is no reason for me not to.

Last month, one morning one such intuition struck me at random. It was about a
dear old college friend - Rajat Gupta. He was voming for a visit. He did. After leaving
college, we have not had much opportunity to meet being in different countries. We
have communicated much though, ever since the advent of emails. Rajat Gupta is a
well-known personality around the world.

A Photo from April 6, 2019 at home of author

 14

Rajat Gupta with Ashok Malhotra at his home

 15

Ashok Malhotra book Jaipur Rajat Gupta

Comments
 16

Vinod Khurana said…

Lovely recap with wonderful pictures.May God Bless you & dear Rajat ji. We
hold both of you in very high esteem.

with warm regards

Vinod

April 08, 2019

Ashok said…

Thanks a lot Vinod for we know your comments come from a pure heart. Love
and regards.

April 08, 2019

Anonymous said…

C'est généralement en qualité de mandataire.

April 09, 2019

Post a Comment

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 22

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been a senior Advisor as well as a Vice President at the world Bank in Washington
DC. From his youngest days Anil Sood knew that he would excel in whatever he did.
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graduated at the top of his class.Many of Anils Sood's enlightening thoughts on world
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admitted through a rigorous countrywide examination. Many aspired to enter these
well-funded and foreign monitored institutes but only a few of the brightest made it.
Disciplines such as Mechanical Engineering, because of their general appeal, were
 23

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- January 29, 2015

Our dear Mech71 friend Nirmal Singh from USA arrived to arrange a get together for
all mech71 friends located in Delhi. KC on a visit to India from Canada too joined in.
Nothing describes what followed better than some of the pictures of the event
compiled by Vinod Marwaha and the poem that Vinod Khurana churned out The
whirlwind from the west shook lions in their den Sixteen of them came charging and
descended at the end Mrs.and Mr. Nirmal Mrs. and Gen.Manjit They tame and host
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the beasts roaring wild but sixty plus each Mrs. and Mr. KC Mrs. and Mr.GB They
lend colour and grace to the circus in full swing Gulla and shorty dissect the
favourites in the poll One a joker and the other butt of jokes Manchi bets on his
proven horse VKG wades in waters deep a lean golf stick lifts far and higher Subhash
attentive and nodding often Sunil appreciates silently and smiling often A tall girl
torments taller Gulati's heart Vij jeal

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Mech 71 Golden Jubilee Celebrations

- December 09, 2016

2 016 marks fifty years of friendship of a group of some fifty 16-17 years old boys
most of whom met for the first time in 1966 as students to a mechanical engineering
program at IIT Delhi. Many first met outside the cabin of an aging Sikh Doctor who
stripped them before pronouncing them fit for the program. Over the next several
years these boys not only became Mechanical Engineering graduates, some went on
to become leading professionals, businessmen, professors etc. in India and around
the world, some poets, thinkers, activists and spiritualists too after concluding
successful professional careers, each exploring and moving through life in his own
unique way similar to no other member of the group yet each an equally important
component of a single beautiful tree. As an example the chief of the Indian IRS now
retired, Vinod Khurana, has become a prolific poet. Much shall be found about the
doings and lives of members in earlier posts of this blog. Through it all, thi

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Computer and Smart Phone Updates are making Millions Cry

- January 10, 2018

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NOTE: This blog is mainly confined to posts on doings of mech71 friends, but lest
the world gather the impression that all mech71ers do is party, drink and dance, this
single post in this blog is an exception on a general topic as an illustration of the fact
that mech71ers do other things at times too, often making an importance difference
in the world just as this post did in the lives of all on the planet Internet based
devices such as smartphones and computers have become part of modern life making
it possible for carrying out tasks that were impossible or very difficult in past. But it
is has been a mixed blessing and there are aspects of it that are creating misery for
humans too. This note touches on just one of them – Frequent Updates As a user, a
human attempts to acquire a good device or computer to meet his essential needs.
Perhaps it has a windows operating system or a Google android one. He has some
preinstalled applications to carry out common task

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ASHOK

International educator, thinker, technologist, scientist and mystic ever striving to do the right
thing as pleasing to God in his humble understanding. Dr. Ashok Malhotra holds a doctoral
degree in engineering from the University of British Columbia, Canada.
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End of Documents with best wishes and love to all IITians everywhere.