SECTION A: STUDENT CLUBS & ACTIVITIES GOVERNANCE
A.1 Club Structure & Management
Each Registered Club Must Have:
- 1 Faculty Advisor (one faculty member per club; one club per faculty minimum assignment)
- Executive Committee (Execom): 10 student leaders minimum
- Active Members: 15+ students minimum (apart from Execom)
- Total Club Strength: 25+ members minimum
Faculty Responsibilities:
- Oversee club activities and student conduct
- Approve event proposals and budgets
- Mentor student leadership
- Maintain club records and attendance registers
Club Requirements:
Requirement | Details |
Evidence |
Minimum Events/Semester | 2 events per semester (4/year minimum) | Event reports, photos, attendance registers, feedback, POs addressed etc |
Event Documentation | Event proposal, attendance list, post-event report | Maintained by Execom & Faculty Advisor |
Budget Accountability | Submit budget proposal; account for all expenditure | Receipts, financial statements |
Member Engagement | Active participation tracking; mentoring of new members | Attendance records, participation logs |
A.2 Teaching–Learning and Academic Excellence
- Implement and continuously strengthen Outcome-Based Education (OBE).
- Promote student-centric and experiential learning approaches.
- Encourage innovative pedagogical practices including activity-based, project-based, problem-based and collaborative learning.
- Integrate ICT and emerging technologies into teaching-learning.
- Use continuous assessment, feedback and attainment analysis to improve student learning.
- Provide remedial support for slow learners and enrichment opportunities for advanced learners.
- Strengthen industry-oriented learning through internships, projects, expert interactions and certifications.
- Periodically review teaching-learning practices and document continuous improvement.
- IQAC Coordinator shall ensure the evidence of OBE and Dean Academics shall ensure the smooth implementation of OBE.
Area | Institutional expectation | Evidence |
OBE | CO/PO/PSO attainment and improvement | Attainment reports |
Pedagogy | Innovative/student-centric methods | Course files, activity records |
Student Support | Remedial & advanced learner support | Registers, reports |
Experiential Learning | Projects, internships, industry exposure | Project/internship records |
Mentoring | Regular mentoring and student interaction | Mentoring register |
Continuous Improvement | Action based on attainment/feedback | Action Taken Reports |
A.3 Student Feedback and Continuous Improvement
- Obtain periodic feedback from students on courses, teaching-learning processes and academic support.
- Analyse feedback at the department/institutional level.
- Communicate relevant findings to faculty and concerned committees.
- Initiate corrective and improvement measures based on feedback.
- Document the actions taken and monitor their effectiveness.
- Use feedback, along with CO/PO attainment and academic performance, as inputs for continuous improvement.
SECTION B: FACULTY PERFORMANCE APPRAISAL REQUIREMENTS
Annual Performance Standards for All Faculty
Academic Year Cycle: July – June
Appraisal Submission Deadline: June 30 (before academic year ends)
B.1 Teaching & Mentoring Obligations (Mandatory)
Requirement | Details | Verification Method |
Guide B.Tech Projects | Minimum 1 project per faculty per year | Project registration records; project completion forms |
Publish B.Tech Project Work | Mandatory publication of at least one student project as research paper/technical report | Published papers, conference proceedings, technical reports (indexed or non-indexed) |
Mentor Students | Mentor minimum 25-50 students per year | Mentoring register with student names, domains, guidance hours |
Student Interaction Log | Maintain record of student meetings, guidance provided, outcomes | Mentoring documentation |
B.2 Professional Development (Mandatory)
Requirement | Details | Verification Method |
MOOC Courses | Attend minimum 2 MOOC courses per year (online learning) | MOOC completion certificates; topics related to specialization or emerging technologies |
FDP (Faculty Development Program) | Attend 1 FDP per year (online/offline) | FDP participation certificate; topic area reported |
Conference Attendance | Attend minimum 1 national/international conference per year | Conference registration, abstracts, presentation slides |
B.3 Research & Publications (Mandatory)
Requirement | Details | Verification Method |
Scopus-Indexed Publication | Publish minimum 1 research paper in Scopus-indexed journal /Good international Conferences per year | Published article (PDF), journal acceptance letter, proof of publication (journal index page) |
Publication Quality Target | Q3-Q4 journals preferred; minimum impact factor 1.5 | Journal metrics provided in publication list |
B.4 Academic Event Organization (Mandatory)
Requirement | Details | Verification Method |
National-Level Technical Event | Organize/co-organize minimum 1 national-level technical event per year | Event prospectus, participant list (≥50 participants from ≥3 institutions), post-event report |
Event Categories (Choose One or More): | Seminar, workshop, symposium, competition, hackathon, or technical festival | Event approval letter from department/college |
B.5 Administrative Duties (Mandatory)
Duty | Details |
Department-Level Additional Duty | 1 mandatory department responsibility (coordinator for: curriculum, placement, exams, research, labs, student welfare, etc.) |
College-Level Additional Duty | 1 mandatory college responsibility (committee member, event coordinator, festival lead, NSS advisor, etc.) |
Club Advisor | 1 student club assignment (governance per Section A) |
B.6 Program Performance Appraisal Form
National-Level Seminar Series | 2 series minimum (recurring annually) | Theme-based seminars conducted regularly throughout academic year | Series schedule, speaker details, participant feedback |
FDP Programs | 2/year | 1 Online FDP + 1 Offline FDP on emerging technologies or industry-relevant topics | FDP certificates, attendance records |
Technical Symposium | 1/year | Annual flagship event featuring student projects, research showcases, technical competitions | Symposium schedule, participant list, results |
SECTION C: DEPARTMENTAL KEY PERFORMANCE INDICATORS
C.1 Research & Innovation
Requirement | Target | Details |
Faculty Publications | All faculty publishing in Scopus-indexed journals/Conferences | Track departmental publication count; celebrate high performers |
Student Research Projects | All final-year B.Tech students engaged in research/innovative projects | Project registration, publication/presentation of results |
Funded Research Proposals | Submit minimum 1 external research proposals/year (DST, SERB, DBT, ICMR, ANRF, etc.) | Proposal copies, submission dates, funding status tracking |
C.2 Departmental Committee & Coordination
Role | Assignment | Responsibility |
Department Research Coordinator | 1 faculty assigned | Oversee publication submissions, external grant applications, research seminars |
Placement Coordinator | 1-2 faculty assigned | Manage industry recruitment, alumni relations, career guidance |
Curriculum Coordinator | 1 faculty assigned | Update courses per OBE framework, align with industry needs |
FDP & Training Coordinator | 1 faculty assigned | Plan and execute faculty development programs |
Student Welfare Officer | 1 faculty assigned | Oversee student mentoring, club activities, student grievances |
C.3 Departmental Performance Report
Submit by June 30:
DEPARTMENT: _________________________
ACADEMIC YEAR: _________________________
DEPARTMENT HEAD: _________________________
- EVENTS ORGANIZED:
International Events: _____ | Details: _________________________
Seminar Series Conducted: _____ | Topics: _________________________
FDP Programs: _____ (Online: ___ | Offline: ___)
Technical Symposium Details: _________________________
- FACULTY RESEARCH & PUBLICATIONS:
Total Faculty Publications (Scopus): _____
Funded Projects (Active): _____
New Research Proposals Submitted: _____
- STUDENT ENGAGEMENT:
B.Tech Projects Guided: _____
Student Publications: _____
Student Conference Presentations: _____
- ACHIEVEMENTS & RECOGNITION:
Awards/Recognitions Received: _________________________
Industry Partnerships Initiated: _________________________
Alumni Engagement Initiatives: _________________________
- CHALLENGES & RECOMMENDATIONS:
_________________________________________________________________
DEPARTMENT HEAD SIGNATURE: _________________ DATE: _________
PRINCIPAL/DEAN SIGNATURE: _________________ DATE: _________
SECTION D: TRACKING & ACCOUNTABILITY
Performance Monitoring Dashboard
Maintained by: Human Resources / Academic Affairs Office
Faculty/Department | Teaching | Research | Events | Admin | Score | Status |
Example | ✓ | ✓ | ✓ | ✓ | 100% | Exceeds |
Review Cycles:
- Mid-Year Review (December): Check progress on goals
- Annual Review (June): Complete appraisal submission & evaluation
- Recognition: High performers recognized in college annual report & awards ceremony
Incentives & Recognitions
For Exceeding Standards (≥90% performance):
- Performance bonus/increment consideration
- Public recognition in college newsletter/website
- Preferential consideration for sabbatical/research leave
- Funding for conference travel/research equipment
For Non-Compliance (<70% performance):
- Written notice requesting explanation
- Mentoring by senior faculty
- Performance improvement plan (6-month review)
- Potential impact on appraisal rating & promotion eligibility
SECTION E: IMPLEMENTATION TIMELINE
Phase | Timeline | Action |
Communication | July 1 – July 15 | Circulate policy to all faculty & department heads; conduct orientation workshop |
Planning | July 16 – August 31 | Faculty & departments plan activities, submit event proposals, research plans |
Execution | September – June | Implement activities; maintain records; conduct mid-year review (December) |
Appraisal Submission | June 1 – June 30 | All performance appraisals due; documentation review |
Evaluation | July 1 – July 15 | HR reviews appraisals; calculates scores; prepares recognition list |
Recognition | 30 July | Annual awards ceremony; publication of results |
SECTION F: DOCUMENTATION REQUIREMENTS
Each faculty member & department must maintain:
- Mentoring Register: Names of 30+ mentees, guidance topics, dates, outcomes
- Publication Log: All Scopus-indexed papers with acceptance letters, proofs
- Event Attendance Certificates: MOOCs, FDP, conferences with topics
- Project Guidance Records: Project titles, students, outcomes, publications
- Club Advisor Reports: Club activities, members, events, attendance
- Administrative Duty Documentation: Tasks completed, reports submitted
Submission Format: Digital copy (PDF/Word) + physical copy with signatures
Prepared by
Internal Quality Assurance Cell
LBS Institute of Technology for Women (LBSITW)
Poojappura, Thiruvananthapuram, Kerala