Bx;1

SAMBALPUR UNIVERSITY
JYOTMHAR, BURLA, ODISHA, 7 68019
www.suniv.ac.in

SPoNSORED RESEARCH & INDUSTRIAL CONSULTANCY(SRIC)

Rules, Guidelines

rr-t! r-l-l --r- _--l-r-_lrr_'

Edition
M"y, 2016
(Approved by the Syndicate vide Resolution No. 77 Dt.28.05.2016)
 RULES FOR SPONSORED RESEARCH AND INDUSTRIAL
coNSUUTANCY(SRrC)

I. PREAMBLE

Sambalpur University is a high-flying academic institution of Odisha adjudged

from the quality of teaching imparted to the learners as well as research being carried
out by the faculties in different disciplines. To encourage and support the research
in particular, a cell named as Sponsored Research and Industrial Consultancy (SRIC)
has been established in the University campus to promote and assist the faculty
members for undertaking research and consultancy work with outside agencies within
India and abroad which in turn enhances both economic and academic growth of
the University. The cell provides an opportunity to the faculty and academia to
apply their ideas for finding out solutions to the problems in emerging areas.

2,. FUNCTION OF THE SRIC CEIL

The SRIC cell will be managed by a Director (not below the rank of a Professor).
Two Office Assistants and a Peon shall be engaged on outsourcing basis in the SRIC
Office. The Cell will perform the following functions
(i) Approving the project, consultancy and testing proposals and monitoring
at the Central Basis

(ii) Keeping official records of all sponsored proiects and consultanry.

(iii) Submission of utilization to the sponsoring agency in time.
The followingprocedurewill be adopted for initiating, operatingand completing
the research projects funded by different funding agencies and industries.

3. DEFINITIONS

t.r University means Sambalpur University, Odisha

j.2 VC means the Vice-Chancellor, Sambalpur University, Odisha

t.j Department means all the academic departments, academic centres,

centres of excellence and academic service centres at the Sambalpur
University.

. 3.4 Director means Director, Sponsored Research and Industrial Consultancy

(SRIC), Sambalpur University, Odisha.
j.j SRICAdvisory Committee means committee for Sponsored Research &
Industrial Consultancy, Samb4lpur University.

3.6 Proiect implies sponsore.d research projects or industrial consultancy

projects or routine testing projects

3.2 Sponsored Research Projects means Research Projects spoirsored by

Government, public, private, national/international agencies and
autonomous bodies. Generally the project cost including expenditure
towards manpower, equipments, consumables and supporting serviceS of
the University is borne by the sPonsor.

3.8 Consultancy Project means consultancy assignment/job given by outside

agency to a faculty of the University for work within mutually'agreed
scope. It will also include a constrltanry assignment/job referred to the
Head of the Department or a functionary of the University which may be
taken up eq a Consultancy Project by faculty.
!

7.g Routine Testing proiect implies those testing worksrwhere the rates are
fixed by the department. The concerned Head of the Department will be
the PI.

3.ro Sponsor means the organization that offers a Project to the University
and provides necessary financial support for successful completion of the
project in time. ;.

t.rr piincipal Investigator (P.I.) is a member of the faculty/scientist of the

Universitywith neSessary expertise and competence to conduct a Research
and consultancy work. Normally, the faculty/scientist who zubmits the
project proposal and negotiates with the sponsor and is instrumental in
getting the project funding is the Principal Investigator (PI). In case of
research project, emeritus fellow/chair professor/ visiting professor may
also be the PI.

3.rz Co-lnvestigator (Co-PI) means a Person from amongst the faculty/

scientist (including Emeritus Fellow, chair faculty, visiting professor)
' , co-opted by the Principal Investigator to work jointly with him/her on
the Project
public sector
3.r3 Consultant: Consultant is an individual or government/
undertaking/ government company engaged for a specific period to carry
out specific job.
 the guidelines
3.4 Proiect Staff means a person appointed in conformitywith
to work on a project for a specified period'

j.rj SRIC Development Fund (SDF) means a part of the Institutional/

University Overhead Charges (IOC /UoC)/share received for sponsored
research and Industrial consultancy project credited to
a seParate fund
operated by Director (SRIC).

3.16 Departmental Development Fund (DDF) means a fund of the

Department to which a part of the University overhead charges/
share
by
from Research and consultancy Proiects are transferred for utilization
the Head of the DePartment.
Monitoring Committee (PMC)
3.r7 Proiect Monitoring Committee: Proiect
means the Committee constituted to monitor the large projects
with outlay
of more than Rs. roo lacs.
shall monitor the overall
3.rg sRIC Advisory committee: The committee
smooth function of the SRIC'

4. GENERAT
approval
4.r Individuals or Departments shall take up proiects after taking
of the Director (SRIC) through the Head of the concerned Department'
of
All funds in connection with Proiects should be received in the name
will
the Sambalpur University, Odisha. The account of Proiects/SDF/DDF
(sRIC)' Norms
be maintained by sRIC office and controlled by Director
for proiect initiation and management are given at Annexure
r'

The time spent by a faculty/scientist on Consultancy Proiect

will not
4.2
exceed orr" d"y per working week end, thus a total of 5z
man days during
the calendar Year.

Consultanry project from any sponsor can be takl.uP for

a minimum
4.3 visit or
amount of Rs. 3o,ooo/-. For consultation work involving only site
man-day for
personal discussion a minimum amount of Rs,5,ooo/- per
other non-
faculty/scientist and Rs.r,ooo/- per man-day for technical and
academic staff maY be charged'
during a calendar
4.4 University staff may be granted project leave up to r5 days
Consultancy
year for work related to Sponsored Research and Industrial
, Projects, in addition to the special casual leave available
as Per University

norms.
4.j Reports and data collected/originated out of project are the joint
Intellectual Property of the sponsor and the investigators which can be
used by the sponsor for its own use only and cannot be disclosed to a third
party without prior consent of the sponsor and the Principal Investigator.

4.6 The IpR policy of the University shall be applicable. However, if there is
a condition in MoU signed between the Sponsor and PI, regarding the
IPR

issue that will take precedence over the condition laid down in the above
Para.

The report of the Sponsored Resbarch and industrial consultancy project0

will be kept by PI for a period of o3 years from the date of closure of the
project and fur routine testing frorn the date of issue of rePort.

4.7 [f a prima-facie case of malpractice and/or misconduct is-established'by a

fact finding committee against a staff member in connection with
project(s), the VC, on the lecommendation of Director, SRIC may prohibit
the concerned staff member to take part in any new proiect either as
principal Investigator or investigator, till such time that a final decision is
taken by the appropriate authority in the matter. However, in such cases
the concerned staff member will be expected to complete his/her
obligations in the ongoing project(s) with which he/she is connected, in
ordef that the ongoing projects and obligations to the sponsor do not zuffer.
:
4.8 All purchases under proiects/ DDF shall be made as per University norms'
In case of equipment which is to be carried outside, the same should be
insured before they are taken out from the University/ Department and
with prior written permission of the Head of the Department.

4.9. Faculty/scientist may accept honorary membership of board of directors

of companies with the condition that there will not be any direct
involvement ofthe faculty in concerned industry/companyand the normal
duty in the Universi-ty shall not be hampered

4.ro A sitting fee of Rs. z,oool- is payable tQ an outside expert other than those
involv6d in the project for attending consultation meetings duly notified
by pI in connection wifh the project work with the approval of Director
(SRIC). The Amount shall 6e spent out of the DDF'
MANPOWXR

5.r Proiect staff

5.r.r The project staff shall be appointed for assisting/working on the

project as per prescribed selection procedure, designations,
qualifications and experience requirements and consolidated
fellowship/emoluments as given at Annexure 5.

5.r.2 Open selections will be held for all project position through
advertisements in atleast one News paper and University website'

j.r.j Appointments on all project positions drawing emolument shall

be on temporary contract /outsourcing only.

j.r.4 The Project staff shall work for fulfilling the objectives of the
project.

j.r.j The tenure of appointment of a project staff will be at the rnost for
the remaining duration of the project. The severance notice may
be issued to the project staff by the PI one month prior to the
termination of aPPointment.

5r.6 A contractual proiect staff appointed shall execute a Contract

Agreement with PI at the time of joining with the explicit provision
that the contract may be terminated by either side, the staffor PI,
by giving one month's notice or one month's consolidated
emoluments in lieu of the notice. The contract will be complete
when countersigned by Director (SRIC) who will retain the original
contract agreement. The project staff shall furnish an undertaking
in non-judicial stamp Paper duly executed by an Executive
Magistrate in the prescribed format declaring that he or she shall
not claim for permanent absorption in the University'

5.r,7 Appointment of project staff on contract basis against i project

position can be considered by Director (SRIC) on the
recommendation of the PI for a period not exceeding 89 days.

5.r.8 All the group C and class IV (or group D)services for the Project
shall be hired from outsourcing agencies.
 j.z StudentAssistants
The PI may engage University PG Students (who may or rhaf not be getting
fellowship/ assistantship) as student assistants for the project work. The
payment for such engagement shall be limited to Rs Sooo/- per month zubject
to provision of the project/consultancy.

5.3 OutsideConsultants
The PI may, with the prior approval of Director (SRIC) may avail the services
of individuals not in the University service ot goverhrnent organization as
Consultants. However, the amount payable tb consultant(s) shall be limited
to zoo/o of the total contracted amount in consultancy project.
6. TRAVEL

6.r The most expeditious and convenieht mode of travel should be used to
minimize period of absence from the University. Admissible DA or actual
boarding & lodging expenses will be paid on production of receipt as per
rules of this University, However, if the sponsor has speeified any specific
condition(s) for travel under the project that shall be followed normally.

6.2 Prior approval of VC will be required for all international travels and any
deviations from Cl.5.rabove.

7. FINAICEANDACCOUNTS
7.r Sponsored Research Proiect
7.r.r At'the time of submission of a sponsored research project proposal, the PI
shall make a provision, of Institutional/University Overhead Charges (IOC/
UOC) at the rate of zoo/o of the total project cost or at the rate permitted by
the sponsor. However, this will not be treated as a coqdition for accepting
the award of project. In case of project received from Govt. Agencies, the
' norms of the sponsor in respect of o/o overhead expenditure shall be follpwed.
T.r.zDetails of distribution of Sponsored Research Project shall be as below.
Total amount sanctioned = A
University Overhead charges = U=o.zoA*
"As per the norms of sponsored agenry in,case of Govt. Proiects
, 7.2 Consultancy/ Routine Testing Prciiects
 7.2,r At the time of submission of a consultancy project proposal, the PI shall
make a provision for Institutional /University share at the rate of z5o/o of the
total contracted project cost. However, such share shall be 4oo/o for routine
testings.

Details of distribution of Consultancy and Routine Testing Projects fund

shall be as below:

Consultancy works
Total amount Received after deduction
of service tax and other taxes if any = fi
Expenditure for consultancy work =E
University Overhead charges = U= (A-E) X o.z5
Distribution among persons involved in consultancy - D = (A-E) X o.7j
Routine Testing works
Total amount Received after deduction
of service tax and other taxes if any = 4
University Overhead charges = U= A X o.4o

7.3 Distribution of University Share (U)

SRIC Development Fund (SDF) = U X o.6
Department Development Fund (DDF) = U X o.4

2.4 A separate account head shall be maintained for each project by SRIC office.
The SRIC office shall be responsible for the submissionbf audited statement of
accounts as and when required by the sponsors. The audit shall be through
Chartered Accountant or as per the guidelines of the Sponsoring Agenry.

8. UTILIZATION OF DDF AND SDF

8.r. Utilization of DDF

DDF fund can be utilized for the following purposes as per University no-rms:
a. Development of Departmental Infra structure facilities like
equipment laboratories, class rooms, committee/ conference rooms/
furniture/energy charges etc..
b. Repair, maintenance and A.M.C of equipment'
c. Repair and maintenance of office and lab.
' d Seed money for holding conferences/ workshops and seminars etc.
 e. Advertisement, expenses for organizing meeting relating to prolect
(if it is not comirtg under the contingent grant or in any other budget
head of the project proposal).

The budget forutilizing DDF maybe recommended bytheTeachers Council

including the PI of the Department and approved by the Director, SRIC.

8.2 Utilization of SDF

SDF fund shall be utilized by the University as per approval of Syndicatel

VC as per the recommendation of Director,SRIC. The remuneration of
persons engaged in outsourced or part-time basis shall be paid out of the
SDF.

s. SPONSORS SPECIFIC CONDITIONS

Specific conditions of sponsor (e.g. DST, DAE, CSIR) for designation (s),
qualifications and employment condition(s) for manpower and other
expenditure related shall be followed.

ro. EXCEPTION CLAUSE

These guidelines shall normally be applicable to all Projects. However, any

changes required which does not constitute to policy change inay be approved
by VC on the recommendations of Director (SRIC).

n. REVIEW

Thesg rules may be reviewed normally in three years or as per needs.

 Annexure - r
1. PROIECT INITIATION AND MANAGEMENT

1.r Each project will

have a Principal Investigator (P.1.) who will be a faculty
member of the Univerqity and who will be responsible for :

(i) Formulating the project proposal which may include

(a) planning of the work to be done,
(b) estimating costs according to the guidelines provided in the
later section, and

(ii)
"' ;:1":.;ilH::[lHT":lH,'lHlf illlit'"TH:]$:
Co-ordination and execution of work,
(iii) Handling all communications with the sponsor,
(i") Writing of intermediate and final reports according to the project
proposal

(") Ensuring that all reports bear the name of the Principal Investigator
and his/her signatures and the name(s) of the Investigator(s) who
participated in the project,
("i) Signingthe Memorandum of Understanding (MoU) orAgreementwith
the sponsor, if required. Guidelines for MoU/Agreement are given at
Annexure z.
r.2 The PI may, at his discretion, co-opt the names of other faculty members/
Scientists as co-Investigators(Co-Pl).

r.j The PI will prepare research project proposal in conformity with:

(i) permitted designation and emolument/fellowship rates for project staff

with qualification and experience as specified by the sPonsor -
(ii) provision for Institution overhead charges as per the rules of the
University,
(iii) other guidelines for Sponsored Research Projects, and

(iv) Rules, Regulations & Statutes of the University

r.4. The project proposal submitted by PI and duly forwarded by the Head of the
Department/School shall be submitted to the SRIC for approval ofthe Director,
 SRIC. One copy of the approved project proposal shall be retained in SRIC
cell for record. If any of the submitted, projects is asked for revision before
sanction, one copy of the revised project proposal shall be submitted to SRIC
for record and future use.

r.5 For additional requirement of land/ space/ and construction prior,approval

shall be accorded at the time of slrbmission of the proposal to the Sponsoring
agency

t6 If the project is with a non-goverRment agency, a statement on terms and

conditions of the project including the right of patents and royalties must be
spelt out clearly.

r.j If an MOU is to be signed later on, the exact terms and conditions of the
MOU, including a summary of tfre finalized Project, shall be submitted to the
Director, SRIC

r.8 Once a project proposal is sanctioned, the PI shall submit a coPy of the l€tter
of sanction and details of the information to Director, SRIC cell through the
HOD in the format for project initiation form as given inAnnexule-3 before
the start of the project. After the commencement of the project all
comrnunications to the funding agency shall be informed to SRIC for record.

r.g The date of start of the project will be the date of actual receipt of first
instalment of the grant sanctioned'or as specified by the funding agency.

r.lo After receiving the funds from the sponsorc by the University, the funds will
, b" transferred by the COF as per the tecommerldation of the Director, SRIC to
' the newly opened account on the project of the PI after deduction of the
University Overhead Charges as per rule. The University Overhead charges(U)
, shall be directlytransferred bythe COF to the SRIC account (elC) to be opened
by the Director, SRIC

r.ll The Chairman, PG. Council, Comptroller of Finance, Head of the Department
of the concerned discipline and Principal Investigator (convener) shall
constitute the Purchase Committee. The OUAm/Govt. of Odishapurchase rule
vide No. 4%glF dated L3.z.2orzasamended from time to time shall be followed
for purchaie of items.

r.r2 All consumable items shall be purchased by the PI directly. For all non-
consurnable items purchase order shall be placed by the HOD and shall be
received, stock entered in the stock register of the department and shall be
 issued to the PI for the project use. The PI shall make payments to the party on
satisfactory installation of the items after due approval of the HOD. After
completion of the project the PI shall return all the non-consumable items to
the Department and shall obtain a clearance from the HOD.

r.lJ The TA/DA in the project for field work and visits outside Odisha (in India or
Abroad) or within Odisha can be paid as per rules of the Sambalpur University
or as per guidelines of the funding agency to the PI, Co-PI and Project staff as
well as Ph.D. studentsworkingon jobsrelated to the Projectworkupon approval
and justification by the PI.

r.r4 The period spent by the PI, Co-PI and Project Staff on field work or collaborative
work in another laboratory relating to research work of the project (in India
orAbroad) shall be treated as on duty (provided this does not affect the teaching
obligation) and shall need the approval of Director, SRIC on the basis of
recommendation by the concerned Head of the Department.

r.r5 The PI shall prepare the statement of expenditure and utilization certificate
of every project as per the time schedule and format prescribed by the funding
agency. The same may be sent to the SRIC within r5 days of the said date for
confirmation/reconciliation for onward transmission to the funding agency
along with annual report of the work done.

r.16 The preparation of the utilization certificate (UC) at the end of each year and
at the final closure shall be prepared by Chattered Accountant or any
competent authority to prepare such certificates. The UC shall be signed by
both Registrar and/ or Comptroller of Finance (COF) of Sambalpur University
. as the case may be.
r.r7 Each project should have separate stock register for assets, accession,
consumable and non-consumable articles.
r.r8 Separate account should be opened for each article purchase on separate page
with full particulars unless the transactions in respect of articles small in
are-
number, in which case a page may be utilized for recording receipts and issue
for more than one article provided the accounts in respect of different articles
are not mixed up on that page.

r.r9 All entries in the stock book shall be signed by the PI.
r.2g Physical verification of stock shall be conducted at least once in a year.
r.2r Equipments purchased specifically for each project will be the property of the
respective Department on the completion of the project unless the sponsoring
body desires otherwise.

r.z2 The PI shall prepare the Progress report alongwith the settlement ofaccounts
which should be submitted in the prescribed format given by the agency if any
to the Finance Office through SRIC. Afterverification, the reports and accounts
with a forwarding letter shall be returned to the PI frorrt SRIC for onward
transmission to the funding agency.

a.z3 The final progress and UC at the completion of the prdectwill be sent to the
funding agency in the prescribed format given by the agency if any.

r.24 Statement of final accounts and a list of articles (non-consumables) left over
at the time of termination of the project and purchased out of the project
funds should be sent in triplicate to the SRIC in the prescribed Performa
(Annexure-4) and verified by the Internal Audit Officer of thd University.
These articles may be transferred to the Department stock register except where
the sponsoring bodies do not allow the Department to retain the articles
without paying them the book value of the articles. In case the Department
does not want these articles, the same will be auctioned through the Engineer's
office.

r.2j It shall be the responsibility of the PI to get project v.'ork completed

satisfactorily within the sanctioned grant and duration.

r.z6 The PI shall ensure that the head-wise expenditure does not exceed the
.budgetary allocation as applicable.

a.zj The PI shall maintain the details of equipment purchased out of research
project funds separately for each project and send a copy of the record to
Director (SRIC) for record.
r.z8 The Pl shall be responsible for maintenance of Laboratory Record Book (LRB)
preparation and submission of periodical and/or final technical report(s) of
the research project work to the sponsor as required. He/she will also send a
copy of the final technical report to Director (SRIC).

r.2g The PI shall writeto the sponsor for timely release of funds with a copy to the
Director (SRIC) foi follow up, if necessary.
 r.3o No retiring faculty member be allowed to submit a consultancy project
proposal as Principal Investigator (PI) or if the proposed duration of the project
falls beyond the date of retirement of PI.

r.3r The Emeritus Fellows, Chair Faculty, Visiting Faculty, etc. can be appointed/
nominated/ continued as principal investigator for research projects if the
sponsors do not have any objection.

The retired faculty/scientist working under Emeritus Fellowship be allowed

to continue as Principal Investigators in the ongoing consultancy projects, if
) the sponsors do not have any objection.

) Emeritus Fellows, Chair Faculty, Visiting Faculty, etc. can only be

investigator(s) for the new consultancy projects.

r.32 If the PI leave the University, retires or proceeds on leave or not available for
some reason, Director SRIC, on the recommendation of the P.l. and approval
of sponsoring agency can appoint (if he/she is available) a new PI, who will
assume the powers and responsibilities of the PI. The new PI should be
agreeable to become PI. The new PI will also give an undertaking to complete
the project in the remaining funds and time period, to the Director (SRIC)
.-
. through H.O.D. However, in exceptional circumstances, a retired faculty
member may continue to work as P.I. with the approval of the Director, if he/
she continues to serve the University in some other capacity.

r.j3 Normally the agreed charges'of the consultancy project are to be deposited
by the sponsor, in full, before the work commences. However, this stipulation
is negotiable. In cases where the work is started with only partial charges
deposited in advance, the arrangements of subsequent receipt of funds from
the client have to be clearly spelled out in advance.
t
r.A Project file will be closed with the submission of final project report and
E
final settlement of accounts etc.
2. BUDGETARYNORMS

A. FOR RESEARCH PROIECTS

The total agreed charges of a Research project will consist of the University
share, actual expenses of the project covering following.

. (i) Permanent equipment to be procured / fabrication of equipment or

models.
 (ii) Conzumable materials'

(iii) Travel expenses in connection with the

proiect work (domestic and
foreign if budgeted/ allor'ved by sponsor)
(iv)Computationalorotherqhargespayabletoanyotheroutsideagency.
(books'
(rr) All contingency expenses for preparation of report , literatufe
and any other item budgeted under the
iournals) and audit expenses
proposal and approved by the sponsor'

(vi)Expensesforworktobecarriedoutonpay-:ltbasisthroughResearch
Fellow/ProjectFellow/ProiectAssistant/FieldAssistant,Iemuneration
to student assistants etc'
(vii)InsuranceonequipmentandmanPowerduringtravel

B.FORCONSUUTANCYANDTESTINGPRoIECTS,"'i
----- :":;,
The total agreed charges of a conzultancy
Univt
:onsist of the UniversitY
proiectwill consist
share, actual expenses and the remuneration
to be- distributed to,the,flcultl
following costs related to the
and staff. The actual expenses should covei'the
per government rules'
proiect. The service tax will be applicable as

(i) Permanent equipment to be procured / fabrication of equipment or

models.

(ii) Consumable materials',

proiect work'
(iii) Travel expenses in connection with the
Investigator may have
(iv) computational or other charges the Principal
topaytotheUniversityoranyotheroutsideagencyinthecourseof
the execution of the work'
equipment in the departments
(.t,) Charges to be paid for the use of specific
or central facilities'
(vi)ContingencyexPensestocovercostofsupplies,preparationofreport,
typing, word processing, drawing, drafting,
stationery reproduction,
professional societies)'
Iiterature (books, iournals; membership fee for
Postage,courier,FAXandtelephone(includingrentalandSTD/tSD
. ' call bills of telephone at residence or mobile
of insurance
phones), cost
and medical
J;"rsonnel/ equipment being used for the proiect
reimbursementonduty(excludingmajorailments)forstaffetc.
 , (vii) Expenses.for work to.be.carried out on payment basis, remuneration
to scholar / assistants etc..
(viii)Insurance on equipment and manpower during travel

(ix) Any other costs considered appropriate.

The approval of the'Director SRIC to'make any expenditure from the project
funds assumes that funds are available in the project for the purpose.

3. COLLABORATION WITH OUTSIDE ORGANIZATIONS

If collaboration with other Govt./Public Sector organizations is envisaged, the
nature scope and financial budget of the proposed arrangements will also be
specified at the time of submitting the project proposal for approval.

+. DISAGREEMENTS / DISPUTES

4.r Any disagreement within the University arising at any stage of a Consuitancy
project will be resolved in consultation with Director (SRIC) / VC to ensure
an expeditious removal of bottlenecks and smooth functioning of the
project.

4.2 ln case of any dispute arising at any stage of Consultanry, project between
Investigator(s) and the sponsor(s), the Investigator(s) will be responsible
for settlement of the dispute.

4.3 All disputes will be subject to jurisdiction at Civil Courts at Sambalpur.

PUBLICATION OF RESUXTS

PI will have the right to publish the work carried out by him/her unless the
sponsors have an agreement under which there prior permission is required. In
such cases the draft paper before publication will be submitted to sponsors and
if no objections are raised within one month of the submission of the proposal
to publish the result, it will be assumed that the sponsors have no objection to
the pullication.
PROJECT MONTTORING COMMTTTEE

For large projects the Project Monitoring Committee with the following
composition shall ieview and assess the progress periodically (at least once a
year) for timely completion of the projects. The committee may also advise
. Director (SRIC) in. any other matter on the project.
(r) Director, SRIC Convenor

(r) Head of the concerned Deptt or his nominee Member

6) Head of one more Deptt. from relevant field of his nominee Member

(+) One faculty Member from relevant field lvlember

(l) Principal Investigator Member

(6) One expert from outside the University in relevant field nominated by the
VC., if required(or representative'of sPonsor, if required by sponsor).

0) COF, Sambalpur University Ivitee Member

7. SRIC ADVISORY COMMITTEE .

(i) Chairman, P.G. Council, S.U.

(ii) Directqr, SRIC (Convener)
(iii) One Professor of Science, S. U. (nominated byV.C.)
(iv) One Professor from Social Science of S. U. (nominated by V'C.)
(") One Professor of Humanities (nominated by V.C.)
(vi) One professor of Business Administartion (nominated by V.C.)

8. FORMS

To ensure smooth administration & management of Projects, only the forms

supplied by Director (SRIC) will be used by the PIs and others concerned.
 Annexure - z

GUIDELINES FOR MoU/AGREEMENT

If a MoU/Agreement is required to be signed with the sponsor of a Consultancy

Project, it should generally include the following clauses. Additional clauses may be
added if considered necessarv:

1. Creneral

This section should include the reference to the proposed Consultancy and
identify the parties concerned pertaining to the MoU.

Scope

This section should spell out briefly the nature of work, its limitations and the
expected end results.

3. Time Frame
This clause must indicate the expected duration of the project and should also
indicate the schedule of review of progress, submission of reports etc., if any.

4. Consultancy Charges and payment terms

The document must clearly indicate the charges to be paid including applicable
service tax along with payment terms.

). Responsibilities
This clause should define clearly the responsibilities of the various parties with
regard to making the data and / or material available for the work as also for
the return of the same, as and if applicable.

6. Patents/Publications
The MoU should clearly spell out the arrangements proposed to be made with
regard to any patents or publications arising out of the proposed Corrsultancy
project.

7. Force Maieure

This is an important clause and must be included to safeguard the interest of

the various parties due to one or more of the unforeseen force majeure events
8. Disagreement/DisPute
The document shall provide for. a suitable €hannel to settle any disptrtes or
differences related to the execution of the Consultancy project, which shall
conform to clause given earlier.

9. Liability
This clause,should indicate the maximum liability which is to be accepted in
the event of the project being terminated without completion at any stage.

1(). Amendment to the MoU

The clause should specifu a provision for amendments to any one or more clauses
of the MoU through mutual consent, at'any stage during work of the project,
due to any reason whatsoever.
 Annexure - 3
PROIECT INITIATION FORM
1, Name and address of Principal Investigator a Name
b. Address
z. Name and address of Principal Co-lnvestigator(s) if any a. Name
b. Address
3. Name ofthe funding agency and Title ofproject a Name of the fundingagency
b.Title of the project
4. Details ofthe project a Sanction Letter No.
b. Total amounts sanctioned
c. Salaries
d. Consumables
e. Equipments
f. Contingency
g. Overheadh.Duration
5. Letter No. and amount of first installment release a. Letter No.
b. First installment in (Rs.)
6. Date of receipt of the first installment amount by the a Date of receipt
University, Date of Commencement and Completion of b. Date of commencement
the project c. Proposed date of completion
n Requirement from the University
8. Number and Details of completed project(s) by Principal a. Title of the project
Investigator(Title of the project, N"-e of the funding b. Name of the fundingagency
agency, Total sanctioned amount, Duration, Project c. Total sanctioned amount
Closure) till date d. Duration(frop....1e...=--|ears)
e. Date of completion
f. audit report
g. Utilization Certificate
9. Number and Details of completed project(s) by Principal a. Title of the project
Co-lnvestigator(Title ofthe project, Name ofthe funding b. Name of the funding agency
agency, Total sanctioned amount, Duration, Project c. Total sanctioned amount
Closure) till date d. Duration(frop....fe...=--|ears)
e, Date of completion
f. audit report
g. Utilization Certificate
10. Number and Details of ongoing project(s) by Principal a Title of the project
Investigator(Title of the project, Name of the funding b. Name of the funding agency
agency, Total sanctioned amount, Duration, Project c, Total sanctioned amount
Closure) d. Duration(fro6....1s...=--years)
e. Project Enclosure(Yes/No)
f. Present Status
lt. Number and Details of Ongoing project(s) by Principal a Title of the project
Co-lnvestigator(Title of the project, Name of the funding b. Name of the funding agenry
agency, Total sanctioned amount; Duration, Project c, Total sanctioned amount
Closure) d. Duration(from....to...---years)
e. Project Enclosure(Yes/No)
We certify that no civil/electrical modifications shall be carried out without prior permission from the
University authority.
We will follow the norms and conditions ofthe University/SRlc rules framed during time to time for the
execution and completion of the project.
Signature of the Principal Investigator with Date
Sigrature of the Principal Co-Investigator with Date
Counter Signature of the HOD with Date

I
I
L
 Annexure - 4

FORMAI FOR CLOSING OF PROIECT RTSnIRCH PROPoSAL

The above noted project hasterminated/completed on-, the relevant

details of the project are being given.
r. Title of the project
z. FundingAgenry
3. a. Duration of the Project
b. No. & Date of Sanctiort Order
c. Date of ReceiPt of Fund
d Date of coinmencerflent
e. Date of comPletion
Name of the lnvestigatot '
Designation
Department/ Center/ Institute
Name of the Co-Investigator
Designation
9. Department/Center/Institute
10. Total funds received including salaries without overhead charges
n. Whether the final accounts of the completed projects for all the years have
been submitted/closed. [f not, reason thereof'
t2. Amount of the unspent balance( if any) and reason there of
L3. Whether the unspent balance is to be returned to the sponsoring body'
the
14. whether the certificate of 'no liability' against the project to enablebody is
University to refund the unspent balance, if any, to the sponsoring
enclosed or not. Ifnot, reasons thereof'
r5. the final Technical Report of t!9 project for onward transmission to
- Whether
the sponsoring body, is enclosed or not. If not, reasons thereof:
t6. Whether all the 3dvances have been rendered and reconciled with the
Finance Office. If not, reason thereof:
:r7. List of non-consumables articles
sNo ltem(s)
ilff;:" i'fr:ii:" ::i'o:*" ffi::iilJlHft:iif,i:*?
Signatures of the Investigator: : Date:
Date:
Signatures of the Co-Investigator(if any)
Date:
Head of the Department/Director of center/Institute
(Signature) with Seal
 Annexure -5

SELECTION PROCEDURES FOR RECRUITMENT OF PROIECT STAFF

(Including for Walk in Interview) AND TERMS & CONDITIONS

I. PREPARATION OF DRAFTADVERTISEMENT
(i) Principal Investigatorwill send the draft advertisement to Director (SRIC)
for approval through the HOD
(j) Director (SRIC) will approve the draft advertisement and return it to the
Principal Investigator for notification/ advertisement.
a. ADVERTISEMENT OF THE POSITIONS
The Principal Investigator will advertise the positions through University website
and through other means and receive the applications.

3. SCREENING OF APPLICATIONS
(i) The P.I. will fix the meeting of Screening Committee and send the report
of the screening committee to Director (SRIC) for approval.
(ii) The P.l. will issue the letters to the candidates called for interview after
Screening Committee report has been approved by Director (SRIC).
(iii) For walk in interview, screening is not required.

4. SCREENINGCOMMITTEECONSTITUTION
(i) HOD of the concerned Department Chairman
(ii) Concerned Principal Investigator Member
(iii) One faculty member from the Department as available to Member
the P.I
5. INTERVIEW
(i) The PI will fix the date of the interview and get the interview conducted.
The PI will send the recommendations of the Selection Committee to
Director (SRIC) for approval in the format as given in Annexure-6.
(ii) The PI will arrange the walk-in-interviews on the advertised date by a
duly approved Selection Committee.
6. SETECTION COMMITTEE CONSTITUTION
(i) One Professor nominated by the VC Chairman
(ii) Head of the Concerned Department Member
(iii) Concerned Principal Investigator Covenor
'(iv) One expert member from outside the Department Member
nominated by VC
 Member
(v) One external expert frofn outside the Universiqy
(If required bY the sPdftsor)

z. FINAL SELECTION / APPOINTMENT

(SRIC) and
Selection Committee r€port will be approved by Director
appointment letter will be issued by PI'
g. ,conduct Rules: The project staff shall maintain record and secrecy of the
, findings/technical information and shall not commuilicat€ ifl any mannerwithout
any Person or
the aplroval of the P.l any official document or information to
They shall also follow general code of conduct of the University'
"g".r"y.
g. Disciplinary Proceedings: Director (sRIC) may, at his own discretion or on
the recomrrtendation of the pI, constirute committee(s) to conduct
disciplinary
proceedingr project staf{, if necessary. On the basis of the report of the
"g"i"tt d:isciplinary action may be initiated and penalty be imposed
'cornmittee, suiiable
by the Director (SRIC).
to take leave as per
ro. Leave: All proiect staff working on project shall be entitled
of leave rule'
the leave rule of sponsoring agency. In case there is no spelt out
types of leave:
project staffshall be entitlei to take leave as per the for following
Casual leave: r5 days Per year or Proportionate there
of
year or more)or
Maternity leave: r8o days (Only for the appointment for a
proportionate there of
Medical Leave: ro days Per year or proportionate there
of
by PI'
The recordof the leave shall be allowed and maintained
 Annexure - 6

FORMAT OF RCOMMENDATION FOR THE TEMPORARY

ENGAGEMENT IN RESEARCH PROIECT

l. Details of the project: a. Title of the project

b. Name of the Funding agency

c. Name of the P.G. Department

2. Type ofthe post:

3. Merit list:

4. Salary

5. Duration of employment
6. Terms and condition of
employment (Temporary/
Permanent, Sanction of leave
etc.)

7. Signature of the members of (i) Principallnvestigator

selection Committee (ii) V.C. Nominee
(iii) Head of the Dept./Centre
(iv) Subject Expert (Inside the Dept.)
(") Subject Expert (Outside the Dept.)