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ILMA’s FACULTY HANDBOOK 2017-2020

FACULTY HANDBOOK 2017-2020


ILMA’s FACULTY HANDBOOK 2017-2020

TABLE OF CONTENTS 1. Introduction & Foreword 2. Strategic Overview 

University’s Vision and Mission

Hierarchy & Departmental Structure

Faculties & Departments o Faculty of Management Sciences  Department of Business Administration o Faculty of Science & Technology  Department of Computer Science  Department of Software Engineering o Faculty of Media & Design  Department of Media Science

3. University and Faculty Based Policies


ILMA’s FACULTY HANDBOOK 2017-2020

1. Introduction & Foreword The Faculty Handbook is a guide to the faculty members and is developed to present general information about ILMA University formerly IBT, its policies, rules and practices applicable to its students. This Handbook is maintained by the Quality Assurance & Liaison (QAL) and its significant portions have been adopted by, or reflect actions of, ILMA’s Board of Governors. ILMA believes that all Higher Education Institutions stand on four pillars namely Infrastructure, Research, Academia and Faculty. ILMA University considers its Students as primary focus and gives full attention towards the students’ development and enhancement. The handbook is designed to cover all possible queries of the faculty members and ensure that the University’s policies are followed with particular interest in examinations, conduct and welfare, including all needs and pressures of faculty members.


2. Strategic Overview

ILMA’s FACULTY HANDBOOK 2017-2020

UNIVERSITY’S VISION AND MISSION Vision Our vision is based on a global perspective. We aspire for a society with scientific brilliance and technological mastery matching international criteria on quality parameters. The managerial excellence would make an unprecedented leap and unmatched stride further accentuating its already accelerated momentum. This would make the nation dynamically distinct, professionally progressive and competitively superior while focused on ultimate national gain. Our vision is to see this nation emerge as a competitive citizen of the multinational society. Mission To promote technical and employability skills and ethical values among the graduates needed for their success through offering them relevant and challenging educational programs, fostering an orderly, caring, supportive and creative environment and brokering new and empowering connections with the industry. HIERARCHY & DEPARTMENTAL STRUCTURE Following shall be the officers of the University: 1. The Chairman of the Board 2. The Chancellor 3. Pro-Chancellor 4. The Vice Chancellor 5. The Pro-Vice Chancellor 6. The Deans 7. The Directors (including Director Quality Assurance & Liaison) 8. The Head of the Teaching Departments 9. The Registrar 10. The Director Finance 11. Director of Planning & Development 12. The Controller of Examinations 13. The Director Audit 14. The Director ORIC 15. The Librarian 16. Others The Governor of Sindh is the Patron of the University. The University is headed by the Chancellor followed by Vice Chancellor, Pro-Chancellor, Pro-Vice Chancellor and Deans of all the Faculties. Others in direct reporting of the Vice Chancellor are Registrar, Director Quality Assurance Liaison, Director Audit, Director Finance, Controller Examinations and Director ORIC.


ILMA’s FACULTY HANDBOOK 2017-2020

FACULTIES & DEPARTMENTS

Faculty of Management Sciences Vision To provide students with distinctive, modern, practical and academic eligibility that coheres with the rapid local and international developments in today’s world of business and commerce. Mission Statement To provide an access for talented and determined students including those with meager financial means with the opportunity in the corporate sector by ensuring that the students are equipped with the business management & commerce related professional skills required to meet the contemporary market requirements. Department of Business Administration Vision To provide students with distinctive, modern, practical and academic eligibility that coheres with the rapid local and international developments in today’s world of business and commerce. Mission Statement To provide an access for talented and determined students including those with meager financial means with the opportunity in the corporate sector by ensuring that the students are equipped with the business management & commerce related professional skills required to meet the contemporary market requirements.


ILMA’s FACULTY HANDBOOK 2017-2020

Goal and Objectives Department of Business Administration realizes its mission statement by clearly defining its goals and objectives which are in accordance with its mission statement and also to the vision of the university which are as follows:  To prepare middle and top level managers capable of handling business in dynamic global environment.  To produce socially responsible and creative entrepreneurs capable of promoting business and industry for the socio-economic development of Pakistan.  To conduct research and management development program for enhancing the business knowledge.  To innovate and promote management program according to the emerging market needs.  To develop managers for public sector with competency in public policy and governance for national growth.  To provide education in all social classes regardless of their financial condition and promoting meritocracy. Programs Offering Each academic program under this department has its own specific objectives. The programs offered by the faculty are as follows: Bachelors Level Bachelors of Business Administration (BBA) Masters Level Executive Master’s of Business Administration (EMBA) Master’s of Business Administration (MBA) Masters in Management Sciences (MS-MS) Ph.D Ph.D in Management Sciences (PhD-MS)


ILMA’s FACULTY HANDBOOK 2017-2020

Faculty of Science and Technology Faculty of Science & Technology at ILMA University is the true center of excellence in cutting edge technologies and provides the most pleasant environment for research in a range of engineering and computing fields.

Vision The Faculty of Science & Technology is fully dedicated to sustain a Quality Management System based on defined standards of University. High level of Customer Satisfaction is maintained all over the year, which is deliberated through regular feedback. Mission Statement The Faculty of Science & Technology is committed to provide within the standards set by HEC and ILMA: a.

b.

c.

By providing graduate and undergraduate level mechanical engineering education that organizes students for existing industry, academics, research and development works, public and military services. By providing chance for faculty and students to involve themselves and put in to developments in the field of engineering in general and mechanical engineering in particular. By conducting specialized courses for development of professional engineers.

Department of Computer Science Vision To provide a mentored educational experience to every student by establishing a department with excellence in teaching and academic research at local and regional levels in the area of computer science and develop the qualified technologist for the market. Mission Statement To qualify specialized and excellent workforce in the field of computer science, to contribute to community service through a variety of programs, to carry out research addressing real life problems, and to offer consultancy and training services in first-class pedagogical environment and acquiring raw talent from under privileged sections of society and refining them into national assets. Goal and Objectives Department of Computer Science realizes its mission statement by clearly defining its goals and objectives which are in accordance with the vision of university which are as follows:  Development of research culture at the department and creation of conducive environment suitable for research based studies.  To produce socially responsible and creative entrepreneurs capable of promoting industry for the socio-economic and technological advancement in Pakistan.  To provide education in all social classes regardless of their financial condition and promoting meritocracy.


ILMA’s FACULTY HANDBOOK 2017-2020

Programs Offering Each academic program under this department has its own specific objectives. The programs offered by the faculty are as follows: Bachelors Level Bachelors of Computer Sciences(BS-CS) Masters Level MS in Computer Sciences (MS-CS) Department of Software Engineering Vision To provide a mentored educational experience to every student by establishing a department with excellence in teaching and academic research at local and regional levels in the area of software engineering, information technology, Mechatronics and engineering fields and develop the qualified engineers for the market. Mission Statement To qualify specialized and excellent workforce in the field of Software Engineering, to contribute to community service through a variety of programs, to carry out research addressing real life problems, and to offer consultancy and training services in first-class pedagogical environment and acquiring raw talent from under privileged sections of society and refining them into national assets. Goal and Objectives Department of Computer Science realizes its mission statement by clearly defining its goals and objectives which are in accordance with the vision of university which are as follows:  Development of research culture at the department and creation of conducive environment suitable for research based studies.  To produce socially responsible and creative entrepreneurs capable of promoting industry for the socio-economic and technological advancement in Pakistan.  To provide education in all social classes regardless of their financial condition and promoting meritocracy. Programs Offering Each academic program under this department has its own specific objectives. The programs offered by the faculty are as follows: Bachelors Level Bachelors of Software Engineering (BS-SE) Masters Level MS in Software Engineering (MS-SE)


ILMA’s FACULTY HANDBOOK 2017-2020

Faculty of Media & Design Faculty of Media & Design at ILMA University is the true center of excellence in providing social sciences education in various subjects. Vision Faculty of Media and Design’ future will be shaped by the core values that have defined our past: curricular innovation, collaborative methods, pioneering uses of technology, and experimentation. As part of Newly established department, ILMA shares an institutional vision that aligns with shifts in the global economy, society, and environment, which animate our mission and our values  

Creativity, innovation, and a desire to challenge the status quo, both in what and how we teach and in the intellectual ambitions of the faculty itself. Social engagement, orienting students’ academic experience to help them become critically engaged citizens dedicated to solving problems and contributing to the public good.

Mission Statement Faculty of Media and Design students are designers, artists, media-persons and scholars who learn to apply the transformative capacity of design responsibly, creatively, and purposefully. Our diverse community of students and faculty explores multiple sites and scales of engagement, from on-campus research initiatives to partnerships that bring about change Socio-Economic status of Pakistan and in the world.


ILMA’s FACULTY HANDBOOK 2017-2020

Department of Media Science Vision The Department of Media Science envisions a global society where citizens are engaged in their communities; where media professionals are ethical and committed to diversity and inclusivity, and embrace technology to serve the public good; and where people from all backgrounds think critically about the media. Mission Statement To prepare students for the society we envision for tomorrow, while modeling today the values of community engagement, ethical professionalism, diversity in a global world, critical reflection, and technology in service of the public good. Goal and Objectives Department of Media Science realizes its mission statement by clearly defining its goals and objectives which are in accordance with its mission statement and also to the vision of the university which are as follows:            

Develop students' understanding of basic knowledge in areas of practical journalism. Prepare students to understand general and practical reporting and subbing. Develop students' ability to demonstrate effective written and oral communication. Promote creative and critical thinking among students. Develop students' skills to use quantitative tools of data presentation and analysis. Prepare students to Use information technology to solve business problems. Enhance communication and interpersonal skill of students. Develop problem solving and decision making skills among students by engaging them in different activities and applied business projects. Develop students' ability to understand and analyze issues and situations having ethical and legal implications for in media. Develop students' aptitude to understand changing environment of reporting by engaging them in practical activities. Promote among students personal and professional integrity. Contribute to advancement of human intelligence and to the promulgation and development of knowledge and understanding in the media domain.

Programs Offering Bachelor Level BS Media Science (BS-MDS) Masters Level MS in Media Science (MS-Mds)


ILMA’s FACULTY HANDBOOK 2017-2020

COMMITMENT AND EXPECTATIONS ILMA faculty commits to provide the following for its students: 1.

Supportive & Conducive environment for all students.

2.

Effective teaching supported by appropriate materials and facilities.

4.

Prompt and fair grading of assessments.

5. Learning resources provided to aid learning. 6. Placement in the market Statutory Bodies Meeting Policies Structure Structure of the Statutory Bodies is defined in the Charter of the University. The structure of the Bodies is not subject to change and any additional person may only participate as a Special Invitee. A special invitee does not carry any voting power nor constitutes at quorum of the body. Number of Meetings The Statutory Bodies of the University shall have a minimum of four (4) meetings every Academic Year. Special Meetings may be arranged from time to time. In certain cases however, the Vice Chancellor of the University has the right to get agendas approved through circulation if in case there is a time constraint in calling a meeting. Process Agenda and Invites of the Statutory Bodies meeting must be sent to all members not less than Seven (7) days from the scheduled date of the meeting. Minutes of the meeting must be recorded by the Secretary of the Board/Committee/Council and must be circulated to all members by email within ten (10) days of the conduction of meeting. Following the minutes, an implementation plan shall be developed by the Regulatory & Publication division and details shall be filed in the yearly statutory bodies file. Additional Supporting Bodies Policies Following bodies are functioning in the University which acts as the Supporting bodies. These bodies are made to serve specific functions which are required for creating a supervisory platform at the University. These bodies are formed under approval of the Board of Governors and are headed by the Vice Chancellor. Formation of any such body is subject to approval from the requisite statutory bodies. Currently following bodies are active. Admission Review Committee


ILMA’s FACULTY HANDBOOK 2017-2020 ILMA maintains an elaborate process to regularly review and monitor the admission processes and practices to improve their effectiveness and alignment with the vision, mission and specific goals through its Admission Review Committee. Structure  Vice Chancellor  All Deans  Head of Admissions  Director Quality Assurance &Liaison  Director Audit  Registrar  Nominee of Vice Chancellor  Two Senior Faculty Members  Two junior Faculty Members

Chairman Member Member Member Member Secretary Member Member Member

Minimum Quorum for Meeting: 1/3 (One Third) Frequency of Meeting: 2 meetings in an academic year Admission Review Committee has following roles and powers;       

To evaluate and approve the admissions in every admission campaign; To give exemptions on program duration; To give exemption on Admission Criteria and previous grades; To give extensions in program duration in case the program of the student is not complete within program duration; To conduct Assessment Test for MS and PHD Students; Approval for Bi Major; To conduct aptitude test of the University and Interview process for every admission campaign in lieu of HEC Education Testing Council (ETC) test.

Research Review Committee Structure  Vice Chancellor  All Deans  Director ORIC  Director Quality Assurance &Liaison  Registrar  Nominee of Vice Chancellor  Two senior Faculty Members  Two junior Faculty Members

Chairman Member Member Member Secretary Member Member Member

Minimum Quorum for Meeting: 1/3 (One Third) Frequency of Meeting: 2 meetings in an academic year Research Review Committee is tasked with following role and powers  

To evaluate and approve the MS/MBA Thesis Reports and progress; To approve and assign supervisors for Thesis of MS/MBA;


ILMA’s FACULTY HANDBOOK 2017-2020  To suggest duration extension to ARC in case student’s thesis is not completed in time;  To evaluate and approve Bachelors Projects and Case Studies;  To review and suggest curriculum changes to Academic Council related to Research based Courses. Plagiarism Standing Committee Structure  Vice Chancellor  Pro-Vice Chancellor (Academics)  All Deans  Director ORIC  Director Quality Assurance & Liaison  Registrar  One senior Faculty Member  One junior Faculty Member  One eminent Scientist  Nominee HEC

Chairman Member Member Member Member Secretary Member Member Member Member

Minimum Quorum for Meeting: 1/3 (One Third) Frequency of Meeting: As & when required The Committee is tasked with following role and powers     

To investigate the reported plagiarism with transparency; To report the findings to HEC; To impose penalization according to the severity of the case; To publicize the name of author & supervisor involved in plagiarism; Any other action that the Committee deems fit & appropriate.

Corporate Advisory Board Structure  Pro-Vice Chancellor  Dean Faculty of Management Sciences  Dean Faculty of Engineering, Science & Technology  Dean Faculty of Media & Design  Two Industry Experts  Two Alumni  HoD Regulatory Department  HoD APD  Director Quality Assurance &Liaison  Registrar

Chairman Member Member Member Members Members Member Member Member Secretary

Minimum Quorum for Meeting: 1/3 (One Third) Frequency of Meeting: 2 meetings in an academic year Corporate Advisory Board is tasked with following role and powers 

To evaluate the programs of the University with respect to market requirements;


    

ILMA’s FACULTY HANDBOOK 2017-2020 To evaluate and give suggestions on the Curriculum and Outlines of the University; To suggest duration extension to ARC in case student’s thesis is not completed in time; To evaluate and approve Bachelors Projects and Case Studies; To review and suggest curriculum changes to Academic Council related to Research based Courses; To discuss and create avenues for Academia-Industry linkages on behalf of the University.

The Harassment Committee Structure  Pro-Vice Chancellor (Coordination)  Director ORIC  Director Quality Assurance & Liaison  Registrar  One Senior Male Faculty Member  One Senior Female Faculty Member  One Junior Male Faculty Member  One Junior Female Faculty Member  Nominee of the Disciplinary Committee  Head of the concerned Campus/Delivery Centre  Head of Student Counseling

Chairman Member Member Secretary Member Member Member Member Member Member Member

Minimum Quorum for Meeting: 1/3 (One Third) Frequency of Meeting: As & when required The Committee is tasked with following role and powers  

To investigate & resolve complaints of sexual harassment or any other forms of harassment lodged with the purpose to facilitate the policy implementation in letter and spirit; To be the custodian and the interpreter of the Policy Guidelines against Sexual Harassment in University;

The Disciplinary Committee The Committee is constituted to entertain, evaluate and decide on various case of breach of Decorum, Breach of Discipline. It also hears cases of Academic/Scholastic Dishonesty. The constitution of Committee is as follows:           

Vice Chancellor or his Nominee Pro-Vice Chancellor (Academics) All Deans Director ORIC Director Quality Assurance& Liaison Registrar Head of HR Chief Financial Officer Head of Student Counseling Nominee of Plagiarism Standing Committee Nominee of Admission Review Committee

Chairman Member Member Member Member Secretary Member Member Member Member Member


ILMA’s FACULTY HANDBOOK 2017-2020 Nominee of Research Review Committee Member

Minimum Quorum: 1/3rd Frequency: As & when required Appeal The Disciplinary Committee in its scheduled meeting calls the accused student, faculty or staff member to defend their case against the present evidences. The accused is given a clear chance to defend their case in all earnest or accepting their mistake and ask for leniency. The Committee gives it decision three days after the meeting in all cases presented in the meeting. The Secretary communicates the decision to respective accused. The accused then has three working days to appeal against the decision by submitting a written appeal at adb@ilma.edu.pk . The appeal is sent to a three member review committee setup by the Vice Chancellor. The review committee sees the case with a humanitarian stance and decides whether to upheld the decision or reduce/remove the sentence. ILMA Code of Stratagem and Curricula Policy ILMA’s Code of Stratagem and Curricula is the Code which encompasses the University’s Strategic alignment with the Faculties, Departments and Programs and Courses’ objectives. The Code is the Academia guide of the University and revolves around the alignment with all components of the University. It shall be ensured that curricula are fully aligned with the structural guidelines given by HEC. The code shall be published every two years and is subject to approval by the Board of Studies, Board of Faculty, Academic Council and Board of Governors. Strategic Plan Formulation Policy University’s and Faculties/Programs Strategies are made for three years. The code is written after the strategy is formulated. The current Strategy is formulated in 2017 for 2017-2019 for every faculty. The next strategic plan shall be formulated in 2019 for the next three years. The Code of stratagem is the manifestation of the University’s and Faculty’s Strategic Plan. Strategic Alignment of Curriculum Policy It is the policy of the University to keep all its components strategically and tactically aligned. The Curriculum of different programs and its courses are designed in a way that their objectives compliment the University’s vision & mission. During formulation of any curriculum or alteration of an existing curriculum, alignment with the University’s strategy is always kept into consideration. The Strategic plan shall be devised on the following principles:   

That vision, mission & goals of the respective Faculty & departments are realistic & aligned with the University’s vision, mission & goals; That sufficient resources are available to meet the vision & mission of the respective Faculty & departments; That proper Implementation evidence shall be maintained for required adjustments in the plan.


ILMA’s FACULTY HANDBOOK 2017-2020 Budget and Annual Statement Policy Budget There shall be a uniform documented budget for the University for All the Components. There shall be no separate budget for each Faculty. However, the same shall be distributed in the following proportion: 1. Department of Business Administration

35%

2. Department of Computer Science

25%

3. Department of Software Engineering

25%

4. Department of Media Science

15%

While preparing the Budget estimates, following shall be the key indicators: 1. Atleast 10% of the Budget shall reserved for Research and Development; 2. Atleast 10% of the Budget shall be reserved for granting Scholarships to the students; 3. Provision for procurement of books & other research material including online research subscriptions; 4. Provision for procurement of computers & other lab resources to maintain minimum Students to Computer ratio 3:1; 5. Provision for hiring of human resource to maintain minimum Faculty to Admin Staff ratio 1:1; Every respective Dean & Director Quality Assurance & Liaison shall identify their requirements and participate during the budget preparation cycle in close coordination with the Director Finance for onward approval from the Finance & Planning Committee and Board of Governors..

Audited Statements The University will issue annual financial statements and get them audited by a recognized auditing firm. The Audited Statements must be approved from Board of Governors and copy of the audited statements must be made available in case required by any visiting regulatory body or stake holders. The Financial statements shall reflect the following minimum benchmarks:   

Tangible Fixed Assets shall be maintained at a minimum of Rs. 100 Million; Working Capital shall be maintained at a minimum of Rs. 50 Million; Endowment Fund shall be maintained at a minimum of Rs. 50 Million.

Convocation Policy ILMA shall conduct a convocation of its graduating students once every year. Students who have completed all formalities of the program are graduated in the convocation by the Chancellor. Controller of Examination must compile a list of all graduating students who have completed all program requirements which should be countersigned by the Registrar. The list must be shared with the Deans of the


ILMA’s FACULTY HANDBOOK 2017-2020 Faculties before the convocation. CVs of the students shall be taken for publishing in Graduate Directory. Students are allotted convocation gowns and invitation cards upon payment of Convocation Fee. Annual Report Policy It has been approved that ILMA shall be publishing its Annual Report from July 2017. The annual report shall encompass Financial Performance, Operational Performance and Strategic Performance and will have Curricular and Extra/Co-Curricular information. The Annual Report shall be made available for ready reference of visiting regulatory bodies and stake holders and shall be a public document. Annual Report is required to be published annually after convocation post approval from the Vice Chancellor of the University. Course Outline Policy ILMA’s course outline policy encompasses the formation of Course outlines and its implementation. Detailed course outlines of the curricula are available with well-defined course objectives and learning outcomes. These outlines richly contain activity based teaching material like case studies, exercises, role plays, group activities, movie clips, journal article reviews and frequent presentations etc. session-wise. The outlines also provide room for soft skills development e.g. communication skills, leadership skills, critical thinking, analytical abilities etc. intended to be produced by the program. Course outlines have following fundamental constituents.                

Course Code Course Title Credit Hours Pre-requisites Course Coordinator (Head of the Teaching Department) Course Activity Teaching Material (Text & Reference Books) Course Objectives Session-wise Course Breakup Lab Component Learning Outcomes Policy related to Assignment/Project report, class conduction, class participation, Identification of Corporate Needs Class time breakup into theory, problem analysis, solution design, social & ethical issues, & emerging technologies Assessment Criteria Grading Criteria

Course Outline Approval Course outlines are shall be prepared by HoTD in consultation with faculty members & industry experts in Corporate Advisory Board, Board of Study, Board of Faculty, Academic Council, Board of Advanced Studies and Research.


ILMA’s FACULTY HANDBOOK 2017-2020 Course Outlines Outcome Course Outlines learning outcomes are evaluated through course reports made by the Faculty members &submitted to the concerned Deans. The Dean checks the course reports and evaluates if the learning outcomes have matched the course objectives and to what percentage. If any shortcoming is found in the course outline, the same is sent to Board of Study and CAB for insight. The revised course outlines are then approved in the Board of Faculty for onward approval from Academic Council. Guest Speaker Sessions Guest Speakers shall be invited from the corporate sector to create a productive interface between the curricula and corporate practices. Record of these guest speaker sessions, seminars and symposia conducted by the corporate experts shall be maintained by the concerned Hoods.

Series of Event Policy Series of Events/Calendar of Activities is an event calendar which includes all Curricular, Co-Curricular and Extra-Curricular activities and is prepared departmental-wise every semester. Following are included in the Series of Events/ Calendar of Activities:        

Statutory Bodies meetings Events to be carried out by various Students’ & Alumni societies Semester breaks and public holidays Workshops, Seminars, Conferences & exhibitions Faculty development activities Students grooming & skills development activities Convocation & other major events Allied activities

Series of Events/ Calendar of Activities is approved by the Vice Chancellor and issued for the every semester. The departments are responsible for the implementation while Quality Assurance & Liaison for its evaluation. Software Development Policy ILMA has a dedicated in house Software Department which has developed the Central Database and the ingeniously developed Student Interactive Information Portal called Step. The department shall develop software ensuring highest standards of ethics and creativity. Each software version should have a written manual which should carry the signatures of Head of Software Development and Director Technical. Backup Policy Backup of the data shall be taken daily and saved in D Drive of the server and backup of the server shall be taken accordingly. The backup data should be stored at an off campus location in order to ensure the safety of the data. The University follows the policy of keeping records and data for maximum of two semesters at its main campus while old data is being stored at distant locations due to space availability. Server Policy


ILMA’s FACULTY HANDBOOK 2017-2020 Server must have a very strong back up and alternative electric supply. Server should be changed/upgraded every three years. Regulatory and Statutory Bodies Compliance Policy Compliance of Statutory Bodies is done through circulation of minutes to all stake holders via emails/courier. Same method is used for compliance of various regulatory policies. Change in policies and information received from HEC, NBEAC, NCEAC, NTC, CIEC and Governor House is shared by the Regulatory & Publications to all stake holders. The concerned division drafts a revised University’s policy based on the received instructions. The draft policy if approved is classified as addendum Policy and is put into effect by the order of the Vice Chancellor. The decisions of the Statutory bodies are circulated to concerned department vide emails and the departments. The University follows the policy of keeping statutory bodies minutes record for maximum two years at its main campus while old data is being stored at distant locations due to space availability. Database and STEP rights policy Database and STEP rights are controlled by Admin Panel and Control Panel respectively. Both these panels are available with Step Administrator who is available on step.admin@ilma.edu.pk. Basic rights are given to users based on their departmental operations and seniority in rank. If however any user wishes to have more rights, they may do so by writing an email to step.admin@ilma.edu.pk carrying an approval from their respective Head and also from the competent authority. Step Admin also give rights and passwords to STEP users including student, faculty and staff. Student rights are also assigned by the Step Admin. It is also the responsibility of the STEP Admin to address all the queries and technical difficulties of all DB and STEP users.

Premises Security Policy In light of the recent events in the country, there was a strong need to maintain and execute a detailed premises security policy. ILMA maintains owned land with main campus surrounded by vacant plots to both sides and an open back area. Other than the main campus, ILMA has three delivery centers in the city at Main Shahrah-e-Faisal & Rashid Minhas road. The security policy is mentioned below: External Security ILMA Administration department must keep a strong liaison with local Law Enforcing Agencies in the surrounding areas. Police and Rangers in the area must be available on call to deal with any unfortunate incident. CCTV Monitoring All external entrances should be fully covered by CCTV monitoring in order to raise the alarm level in case of any unfortunate incident or malicious movements. Parameter protections like motion sensors must be adopted where available along with contact point alarm systems ILMA Security Personnel’s


ILMA’s FACULTY HANDBOOK 2017-2020 ILMA Security guards must be fully trained to deal with any sort of situation at all times and should be military or police trained with effective weapons and ammunitions which should be regularly monitored by the Administration Department. Internal Camera Monitoring All corridors and public areas should be monitored throughout the operational hours of the University. A dedicated officer should be stationed for camera monitoring Security Rooms Security Rooms or scrutiny areas should be established at main campus and delivery centers in order to ensure that only the University Staff, Faculty or Student should enter the University. Every outsider should be allowed inside upon submission of CNIC card. Fire Extinguishers Fully functional fire extinguishers are to be installed at all areas of the main campus and delivery centers and regular trainings of faculty, staff and students to be conducted once in every semester. Environmental Policy In recent decades, many environmental problems have increased as a result of human activities and unplanned management of the technological development. ILMA realizes its responsibility to conserve and preserve the standard healthy level the following benchmarks:       

To maintain a drug/narcotics free main campus & delivery centers; To conduct various environmental related activities and celebrating different days; To discard in an appropriate manner all technology related items; To provide harassment free environment to students, faculty & staff members; To make utmost efforts to make ILMA a paper free premise by introducing more and more electronic methods of communication; To ensure plantation of trees within the premises; Water conservation is also ensured at all levels.


ILMA’s FACULTY HANDBOOK 2017-2020

Statutory Powers of University Officers a)

Vice Chancellor

The Vice Chancellor is the operation Head of the University and shall be appointed by the Chancellor, for a period of three years on such terms and conditions as it may determine. Academic Powers 1. Vice Chancellor shall be the Principal executive and academic officer of the University and shall be responsible for implementation of the provisions of the ACT, the statutes, the regulations and the rules, and execution of the policies and the programs of the University. 2. The Vice Chancellor shall in the absence of the Chancellor, preside over the meetings of the Authorities of which the Chancellor has to preside. 3. The Vice-Chancellor shall preside at the convocation of the University in the absence of the Chancellor. 4. Oversees academic planning, academic program review, and curriculum development 5. to appoint paper setters and examiners for all examinations of the University after receiving panels of names from the relevant Authorities; 6. to make such arrangements for the scrutiny of papers, marks and results as he may consider necessary; 7. Approval of the list of Graduates, Prize, Medal and Scholarship Winners on University results and declamation contests. Administrative Powers 1. In particular and without prejudice to the generality of the foregoing powers the Vice Chancellor shall also have the powers to create and fill temporary posts for a period not exceeding six months; 2. At any time when the office of the Vice-Chancellor is vacant, or the Vice Chancellor is absent or is unable to perform the functions of his office due to illness or some other cause, the Chancellor shall make such arrangements for the performance of the duties of the Vice-Chancellor as he may deem fit. 3. The Vice-Chancellor shall preside at the meetings of the Authorities of which he is the Chairman and be entitled to attend and preside at any meeting of any other Authority or body of the University. 4. The Vice-Chancellor may, in an emergency which in his opinion requires immediate action, take such action as he may consider necessary and shall, as soon thereafter as possible, report his action for approval to the officer, Authority or other body which in the ordinary course would have dealt with the matter. 5. Duties to be assigned to various Officers (Academic and Administrative) of the University. 6. Fixation of dates of Examinations. 7. To give higher start or Advance Increments whenever necessary within the grade for the posts for which he is appointing authority. 8. To make adhoc appointment of a Lecturer for a period of one year or till regular appointment is made, whichever of the two is earlier.


ILMA’s FACULTY HANDBOOK 2017-2020 9. To make adhoc appointments or promotions up to the rank of Assistant Registrar for a period of one year or till regular appointments are made, whichever of the two is earlier. 10. To confirm Administrative Staff only up to and including the rank of Administrative Officer. 11. To grant all kinds of leave and to make officiating arrangements including promotions for carrying on the work upto the rank of a Lecturer and Assistant Registrar. 12. To extend terms of Scholarships. 13. To appoint Inspection Committees. 14. To allow withdrawal of orders of rustication and expulsion and to allow re-admission after expulsion. 15. To nominate delegates of the University to conferences. 16. To declare a holiday(s) on a date(s) other than dates already approved by the Statutory in special circumstances 17. To permit the candidates, who were eligible to receive their degrees in the Annual Convocation, to be admitted to their respective degrees in the Vice-Chancellor's Convocations. 18. To permit the employees to join evening or morning classes and to appear in the examinations. 19. Permission to appear in an Examination. 20. To make such arrangements for the security of papers, grades and results as he may consider necessary; to direct teachers, officers and other employees of the University to take up such assignments in connection with teaching, research, examination, administration and such other activities in the University as he may consider necessary to exercise and perform such other powers and functions as may be prescribed. 21. Creation of Centers of University Examinations. 22. The Vice Chancellor may cause an inspection or inquiry to be made in respect of any matter connected with the University, and shall, from time to time, appoint such person or persons as he may deem fit, for the purposes of carrying out inspection of :i. the University, its buildings, Laboratories, Libraries, Workshops and equipment ; ii. any institution, college or hostel maintained or recognized by or affiliated to the University ; iii. The conduct of examinations held by the University. Financial Powers 1. To sanction all expenditures provided for in the approved budget, and to re- appropriate funds within the same major head of expenditure; to sanction by re-appropriation an amount not exceeding fifty thousand rupees for an unforeseen item not provided for in the budget, and report it to the Board at the next meeting; 2. To approve the Salary Payroll of Administrative Staff/ Faculty / Deans. 3. Fixation of Prices of University Publications. 4. To sanction Employee contribution fund (ECF) under the rules to all types of University employees. 5. To fix the rate at which remuneration should be paid if a person not holding a post of Professor, Associate Professor, Assistant Professor or Lecturer is appointed to deliver lectures on part-time basis. 6. To allow at his discretion higher starting pay to teachers appointed on ad-hoc basis, on basis of degrees from foreign Universities of repute. 7. To sanction special rate of T.A./D.A. in exceptional cases. 8. To sanction journey by Air to Examiners. 9. Acceptance of Endowments


ILMA’s FACULTY HANDBOOK 2017-2020 b)

Registrar

The Registrar shall be a whole-time officer of the University and shall be appointed by the Foundation on such terms and conditions as the Foundation may determine. The Registrar shall, subject to the statutes, regulations and rules have powers to be the Chief Academic and Administrative Officer of the University with overall responsibility for the Academic, Administrative and Research programs. Be the custodian of the common seal and the academic records of the University; perform such other duties as may be prescribed. Academic Powers 1. Management of all Academic activities of the University including admissions, enrolment and maintenance of student records. 2. Power to alter and correct date of birth in case of bonafide clerical error In case of staff 3. maintain a register of the students and graduates in the prescribed manner; 4. Human Resource Management of University Employees & related matters. 5. Collaboration with external agencies/ Institutions/ Signing of MoUs. 6. Correspondence with External Agencies. 7. Dealing with legal matters of the University. 8. Conduct of the University Convocation. Administrative Powers 1. To pass orders regarding employment, promotion, extension in service, leave arrangement of employees upto the rank of an Assistant, subject to appeal to the Vice-Chancellor. 2. Grant of Casual Leave to Assistant Registrars. 3. To take disciplinary action against Managerial and junior staff. 4. To confirm admissions and late admissions 5. To refer the cases to the BoG/Academic Council, as the case may be, relating to: a) Permission to Departments to start regular/ weekend Classes; and b) Draft Statutes and Regulations as finalized by the Statutes Boards 6. To grant permission to Junior/Senior staff and Assistants to appear in the University Examinations. 7. The Registrar shall be in-charge of the entire administration of the University and all matters relating to it shall be put up to him who will obtain orders of the Vice-Chancellor whenever necessary. 8. To give higher start or Advance Increments whenever necessary within the pay scale for the posts for which he is Appointing Authority. 9. Confirm employees up to and including the rank of Assistant. 10. Approve officiating arrangements/temporary promotions/appointments upto the post of Administrative Officer, not exceeding six months. (In case supersession of a person is involved approval of the Vice Chancellor will be obtained. 11. To grant all kinds of leave to employees for all pay scale with the consultation of Vice Chancellor.


ILMA’s FACULTY HANDBOOK 2017-2020 Financial Powers No Financial Power c)

Director Finance

The Director of Finance shall be a whole-time officer of the University and shall be appointed by the selection Board on such terms and conditions as the University may determine. Academic Powers The Director Finance has not any academic powers to indulge in any academic activity. Administrative Powers 1. The Director Finance shall manage the property, the finances and the investments of the University. 2. Prepare the annual and revised budget estimates of the University and present them to the Finance & Planning Committee and the Board; 3. Ensure that the funds of the University are expended for the purposes for which they are provided; and 4. Perform such other duties as may prescribed. 5. Procure stationary and Publication material. Financial Powers No Financial Power d)

Deans

There shall be a dean of each faculty who shall be the Chairman of the Board of Faculty and shall be nominated by the chancellor from amongst the three senior most Professors in the Faculty, on the recommendations of the Vice-Chancellor. Academic Powers 1. The Dean shall present candidates for admission to degrees, except honorary in the courses failing within the preview of the Faculty. 2. To declare results, award of medals and diplomas to the students. 3. The Dean shall be responsible for academic planning and academic audit of the programs and implementation of academic policies approved by the Academic Council in respect of academic development, maintenance of quality of education including standards of teaching and research and training of teachers within his faculty. Hershel shall work directly under the superintendence, direction and control of the Vice-Chancellor; 4. The Dean of Faculty shall be member of statutory bodies and committees as prescribed in the statutes. 5. interact with State Quality Assurance Agency in the pre-accreditation and post-accreditation quality assessment, sustenance and enhancement endeavors; 6. Enquire into any malpractices committed in any academic programs in the faculty by a university department, affiliated or conducted or community or autonomous, empowered autonomous colleges or cluster of institutions or recognized institutions, on being directed by the Academic Council and submit a report of the findings to the Academic Council. 7. The Dean shall exercise such other powers and perform such other duties as may be prescribed.


ILMA’s FACULTY HANDBOOK 2017-2020 Administrative Powers 1. The Dean shall hold office for three years, and shall be subject to reappointed as per the conditions as the Chancellor may deem fit. 2. To permit the Departments to proceed on excursions and on industrial/study tours within the country. The Dean should ensure that the teaching work in the Department does not suffer. 3. To grant casual leave to the Chairmen/Directors/Principals of Departments. 4. To make appointments of part-time lecturers for full academic session or a part thereof, under intimation to the Vice-Chancellor. 5. To nominate delegates of the University to conferences within the country. 6. All cases of appointments to be referred to the Selection Board should be submitted to the ViceChancellor through the Dean concerned. Financial Powers 1. To serve as the in charge of the University for financial matters, policy development and program evaluation. 2. To work in establishing and monitoring budget which enhances and supports the mission of the University. 3. To monitor allocation of funds to various academic and administrative activities of the University and transmission of recommended budgetary transfers 4. Overseeing all personnel matters involving academic and non-academic employees including recruiting 5. The Deans shall, under the general supervision of the Vice-Chancellor, exercise all administrative, financial and academic powers and such other duties or powers as may be delegated to him with approval of BOG or in special circumstances Chancellor allow him to exercise such powers for the 15 days of period. 6. To purchase any item from Rs.50,000/- to Rs.100,000/- related to any academic activity. e)

Head of the Teaching Department

Academic Powers 1. The Head of the Teaching Department concerned who shall act as its Chairman and convener; 2. The Chairman of the Teaching department shall plan, organize and supervise the work of the Department in accordance with the provisions of this Act and shall be responsible to the Dean of the Faculty in which his Department is comprised, for the work of his department. Administrative Powers 1. The Head of Departments will be competent to initiate, with the approval of the Vice Chancellor, disciplinary action against the employees of the Department. 2. The Head of Departments will be competent to assign duties and allot work to the Administrative and Editorial staff of the Department. 3. The Head of Department will be responsible for the internal control and discipline of the Department. Financial Powers No Financial Power


ILMA’s FACULTY HANDBOOK 2017-2020

ADMISSION POLICIES MANUAL A. Admission Review Committee Policy The structure of the ARC has been explained above along with frequency, quorum and minimum quorum and brief over view. ARC shall be the body which conducts, monitors and evaluate the entire Admission Process. ILMA has two major campaigns, spring and fall. Each campaign comprises of many sub campaign of 2-3 weeks. At the end of each sub-campaign, aptitude test/Education Testing Counsel (ETC) of HEC is conducted/required. The test result is reviewed &approved by ARC followed by interviews in the presence of ARC members. After Aptitude test, the files of registered students are sent to ARC for review and checking the student’s previous documentation, program relevancy, transfer credit and exemption approval and also the discount/scholarship awarded. Duration ARC checks the program duration in case of transfer/migrated students. The program start date is taken as the admission date at the previous DAI. The approved program duration is two times the actual duration of the program. In case of transfer/migration, ARC extends the duration by one year which is subject to further extension on recommendation of Research Review Committee. B. Admission Entry Criteria ILMA does not discriminate in its admissions and financial assistance policies on the basis of factors like race, gender, age, religion or ethnic background. ILMA maintains a documented policy for entry requirements describing minimum qualifications, grade/percentage/ division and marks obtained in the entry test which are totally aligned with the vision, mission and objectives of the University. Documented admission procedure also exists to ensure the principle of merit by adopting transparent procedures for selection of students. ILMA shall maintain evidence that the admission procedures have been thoroughly practiced on regular basis. ARC regularly review and monitor the admission processes and practices to improve their effectiveness and alignment with the vision, mission and specific goals of the University. Entry Criteria is as follow Program BBA,BS MBA

Entry Requirement Intermediate with Second Division or A level with maximum 3 C's Bachelor degree with 45% marks or 2.5 CGPA or above

EMBA

Bachelor degree with 45% marks with minimum 4 years of job experience

MS

16 years of education with second division or 3.0 CGPA and NTS/ARC/ETC GAT (General) with minimum 50 score


PhD

ILMA’s FACULTY HANDBOOK 2017-2020 MS/M-Phil or M-BA with minimum 18 year of education at 3.0 CGPA/1st Division of education before that along with NTS/ARC/ETC GAT (subjective) with minimum 60 score

Selection Evaluation Criteria Selection of applicants shall be a three-dimensional/phase process: Previous Academic Performance Aptitude Test/ARC Test/ETC Test Interview/ARC Panel Interview

20% 40% 40%

In case the student’s previous Academic Performance does not meet the Admission Entry Criteria, exception can be granted by ARC if the student has performed exceptionally well in Aptitude test and Interview. This exception is not valid for PHD students. PHD students must fulfill the entry criteria. In line with HEC guidance, ILMA takes following steps to improve quality of students’ intake: a. b. c. d. e. f.

Entry Test to assess student academic background in multiple areas Minimum Criteria for admissions in all programs is being followed strictly All admissions are strictly on merit basis without any discrimination. Legal verification of the students to provide peaceful atmosphere within the University Attestation & verification of academic documents of the student to ensure students’ integrity and to follow the HEC guidelines of academic dishonesty Foreign qualified students are required to submit Equivalence Certificate/documents from HEC prior to admissions.

C. Transfer Exemption Policy For transfer of credit hours in the same program following conditions shall be required to be met: a) The university/DAI from where the credits are being transferred is HEC recognized; b) Those courses for which the credit hours are to be transferred shall also match ILMA curriculum in content; c) The result of the course for which the credits are to be transferred should not be less than with C grade; d) Transfer shall be awarded for a maximum of 50% of the total credit hours of the program; e) Transfer shall not be awarded on Thesis, Electives and other Research based courses except PhD where exemption can be awarded on entire course work subject to NOC from transferring University& HEC. f) Ph.D. students seeking transfer must undergo the comprehensive examination conducted by the University; g) Dissertation is not subject to transfer credit; h) The student aspiring for such transfer shall need to submit the transcript for the evaluation of the courses;


ILMA’s FACULTY HANDBOOK 2017-2020 D. Types of Admissions ILMA has three types of Admission Categories.   

Confirmed Admission Provisional Admission Admission in Certificate Courses

Confirmed Admission: are students who have complete and relevant documentation and complete history is provided; Provisional Admission: are students who have submitted incomplete documents at the time of admission; Admission in Certificate Courses are offered to interested candidates which are offered in different semesters in degree programs offered by the University. The interested candidate may apply for the enrollment in the certificate courses either by submitting online application specifically for the certificate course(s) or in case student’s name doesn’t appear in the merit list for a certain degree program.

 

The candidates are required to fulfill all the admission formalities as required under a degree program admission. However, the minimum percentage or CGPA, grades required in last qualification of the candidate are relaxed under certificate courses owing to the fact that candidates who are unable to afford degree programs, may get similar pattern of education, facilities, advises & counseling, conducive & research based environment & seek knowledge, competency & skills by the qualified & learned faculty members. ILMA gives an opportunity to its students registered in certificate courses to enroll into degree programs in on later stage subject to availability of seats and academic performance of the student during the certification. Further, all the certificate courses shall have similar grading criteria as of the degree program and all the courses studied by the student shall be exempted at time of transfer of student to the degree program and date of admission of the student in the degree program shall be retrospective i.e. the date of admission in the certificate program. In case the student is enrolled in the degree program as provisional admission due to submission of incomplete documents, he shall be assigned tentative date of admission as DOA 1 and tentative date of confirmation of admission as DOA 2 which is usually a period from 6 to 8 months post DOA 1. In case the student submits his documents within DOA 2, his date of admission shall be confirmed which shall be his initial date of registration i.e. DOA1 while if the student fails to submit the documents within the time frame DOA 2, either ARC can grant further extension or his degree program shall be converted into a certificate course and he/she shall be issued incomplete transcript at the end of the semester. E. Documentation Policy Following documents shall be required at time of admission; Documents required: Following documents shall be necessarily submitted by the student along with the application form.


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ILMA’s FACULTY HANDBOOK 2017-2020 Photocopy of all previous Degrees/Transcripts; Photocopy of Interim Transcript (if result awaited); C.N.I.C., copy of parents/guardians and student (Form B in case student CNIC not available); Copy of NTS/ARC Test Certificate/ETC certificate whichever is applicable;

Foreign Students Students with foreign origin shall have to submit at least following additional documents:  Photocopy of visa and passport;  A certificate from the embassy or consulate;  Letter of validation of qualification by the embassy/consulate concerned to the satisfaction that the qualification of the candidate is equivalent to the locally required one. F. Admission Seats Policy Admission Seats for every program depends on the capacity of the University, number of dropouts and graduates in the given year. Current capacity of the University is 5000 students in three shifts. At any time the number of enrolled students cannot exceed the maximum capacity. The difference between the current students and graduating/dropout students determine the intake every semester subject to approval of the Vice Chancellor. G. Program Duration Policy Program Duration Policy is already discussed above H. Prospectus Policy ILMA shall issue the prospectus to all prospective students upon submission of admission form. ILMA Prospectus shall include basic departmental and curriculum information of the University. It should also include basic information about the University and its mission, vision and key management personal. Regulatory &Publications Division of ILMA shall issue a prospectus every year. I. Fee Structure and Campaign Policy ILMA Campaigns are already discussed above. If Head of Admissions wishes to bring any change in the fee structure, the recommendations shall be sent to the Vice Chancellor with the current fee structures of other Universities for comparative analysis. The Vice Chancellor upon comparative analysis shall approve or disapprove the recommendation. In case of approval, revised fee structures shall be printed and distributed to Admission department for onward campaigns. J. Admission Procedure  SUBMISSION Interested candidates fill in their online form prior to getting the submission made. Admissions Counselor assists the candidate in filling up the admission form Prior to submission, the candidate has to fill up the submission Performa. Admissions Counselor shall, along with the student, take the filled Performa to the Accounts desk and get the submission made. If the student is not available, the Admissions Counselor cannot get the submissions receipt cut unless valid information is provided and the submission Performa is completely filled by the Admissions Counselor. Also the reason of student’s absence must be mentioned in the Performa.


ILMA’s FACULTY HANDBOOK 2017-2020 Submissions are to be only cut on PO and Cash only. Once submission is successfully made, Accounts department shall issue the admission kit to the candidate. Kit will include: A. B. C. D. E.

Prospectus Admission Form Document Checklist Sample test paper Fee Structure

ADMIT CARD ISSUANCE Admission Counselor will issue an admit card. SUBMISSION IN ABSENCE OF A/CS. (MANUAL RECEIPT) POLICY Accounts desk timings are 12-9. After the said timings, accounts department shall hand over 5-7 sets of (admission forms, prospectus, submission Performa, registration Performa) to Security department. 04 manual books will be issued for main campus& every delivery center. Any payment made before the Accounts department’s timings or after it shall be manually processed by Head of the Campus. By 12:00 pm daily, Accounts department will take reconciliation of the issued sets from Head of the Campus and will keep the remaining with them for further issuance. Sunday receipts to be cut by next day early. 

APTITUDE TEST

ARRANGEMENT FOR APTITUDE Admission department has to take the test schedule on every Thursday from the Vice Chancellor. Admissions department shall provide the test details of student to examination, Director Audit and Security. Examination department is responsible to make all the necessary arrangements for the aptitude test while Admission review committee shall be holding the seats for interviews. APTITUDE CONDUCTION To be conducted as per the schedule circulated to departments 3 days prior to the Aptitude Test. CALLS TO ABSENTEE Examinations department with the support of Front Desk personnel shall get the calls made to all the absentees. The calling remarks will be maintained in soft form and will be forwarded with the merit list working MERIT LIST Examinations department will prepare merit list for students on the very next day of Aptitude test and announce the Results on that day. Results are to be uploaded on website and Notice Boards by Examinations Department while Admission Counselors are responsible to inform all successful the candidates. FOLLOW UP TEST No follow up tests are allowed unless for some special cases where approval from the Vice Chancellor is to be taken.


ILMA’s FACULTY HANDBOOK 2017-2020 PHD / MS TEST REQUIREMENTS For MS/M-Phil and PhD programs, a specially designed test by the Admission Review Committee is to be undertaken. The test is formulated on the criteria set by NTS in its GAT and ETC guidelines.  REGISTRATION At the time of registration it is mandatory for Admissions Counselor to check all credentials of candidates and after information update, admission counselor will process toward registration confirmation and Student ID creation. Registration Performa is to be filled by student for submission to Accounts department. Incase student is absent, detailed Performa is to be filled by Admissions Counselor mentioning the reason of student’s absence. Registrations can only be done through Pay order and not otherwise. Accounts department shall be provided a merit list and has to check and report if any registration is out of merit list. Once all process is completed, Admission counselor will guide student for the Step Account creation. FILE COMPLETION AND DISCOUNT UPDATIONS If the student has applied for any waiver, then an application on the prescribed format along with the supporting document (already mentioned above with waiver details) must be submitted otherwise no discount shall be awarded/ given. Files will be considered as complete if meeting the following requirements and shall be kept in store. CHECKLIST  Online student admission form  Manual student admission form  Student information form  Undertaking for submission of pending documents  Admission scholarship form  Terms and conditions form  Fee structure  TR undertaking (if transfer credit is requested)  Low percentage undertaking (if applicable)  Result awaiting undertaking (if applicable)  Student CNIC or Form B  Parent/ Guardian CNIC  Transfer document  Previous Qualification documents:

K. Compilation of Data The Admissions Department shall tabulate & maintain the following data:  

Semester-wise & faculty-wise students enrollment data for under-graduate, graduate & postgraduate programs; Semester -wise & faculty-wise students intake data for under-graduate, graduate & post-graduate programs;


 

ILMA’s FACULTY HANDBOOK 2017-2020 Semester -wise average success rate data for under-graduate, graduate & post-graduate programs. Success percentage shall be calculated for every batch that have graduated with the formula [Registered students + Graduated students (same batch)]/ admitted students (same batch); Batch-wise average success rate data for under-graduate, graduate & post-graduate programs. Success percentage shall be calculated for every batch that have graduated with the formula [Registered students + Graduated students (same batch)]/ admitted students (same batch); Batch-wise dropout % data for under-graduate, graduate & post-graduate programs. Drop out percentage for academic reasons shall be calculated for every batch that have graduated with the formula (Total number of students of each batch who have left because of academic warnings/Total number of students admitted in that batch);

Student-to-Faculty Ratio shall be calculated (Total number of students in the degree program / [Permanent FTE+ Adjunct FTE + (Visiting Faculty /3)]).

For the purpose of understanding, following definitions shall be taken into account: o

Permanent faculty members are employed on full time basis by the University and include faculty from one departments teaching in other departments.

o

Adjunct faculty members are employed at another institution but are available to the University for certain period of time on full time basis.

o

Visiting Faculty members are with the University on course by course basis but they may work somewhere else also.


ILMA’s FACULTY HANDBOOK 2017-2020

ACADEMICS POLICIES MANUAL Enrollment Policy Semester Load ILMA operates two full semesters Spring and fall. Each semester comprises of 15 weeks. In summer, a 10 week Semester is also conducted for Students who have either missed a semester or for those who wish to repeat a course for grade up gradation. Spring Semester operates between Januarys to May. Fall Semester operates between Augusts to December. Student allotted load for full semester is as follow Program Bachelors Program Morning Students Bachelors Program Evening and Weekend Masters/MS Program Morning Masters/MS Program Evening and Weekend PHD Program

Minimum Load 3 Courses 2 Courses 3 Courses 2 Courses 1 Course

Maximum Load 6 Courses 4 Courses 5 Courses 3 Courses 3 Courses

Academic Calendar A full semester has a following Series of Event. Week 1- Week 4 Week 5 Week 6- Week 7 Week 8 Week 9-Week 10 Week 11 Week 12-14 Week 15

30% course work completion Quiz I& Guest Speaker Session 50% course work completion Midterm Examination 80% Course work completion Quiz II 100% Course Work Completion Final Examination

Following policy is to be followed with respect to enrollment:    

Batch system is not followed here at ILMA. Students belonging to various programs at variable levels can be enrolled in one course; Student can only be enrolled in a course which is part of their respective curriculum; Cross Curriculum enrollment is strictly prohibited; Class strength should be: o Undergraduate- 1 : 20; o Graduate 1 : 15; o Post Graduate (MS) 1: 12; o PhD: 1: 5. A new section is to be created upon reaching the enrollment strength of more than the allowable strength as above;


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ILMA’s FACULTY HANDBOOK 2017-2020

Students are not allowed to choose courses. All enrollments shall be done by the Academics Department keeping in track student’s registered campus, shift, specialization, duration and program; Students cannot drop a course. Students have the option to drop the Semester at least 2 weeks before start of the new semester and will be treated as freeze semester; After deadline, any semester drop shall be considered as withdraw and full fee will be charged. In case of PhD students, the similar enrollment policy shall be applicable for the Ph.D. course work;

Campus/Shift/Program Change Policy Students who wish to change their program, campus, shift or Specialization during the course of their program may do so under this policy. Following terms are applicable      

Program change is not allowed for cross faculty programs; Program change is not allowed if 50% program is complete; Student needs to retake all the additional courses of the program resulting due to program change. Exemption will only be granted on common courses; Campus change and shift change is applicable from the new semester. No campus or shift change shall be accepted for an ongoing semester; Specialization change is not allowed if any elective course of the current specialization is studied; Program change is not allowed in advanced programs like MS and PHD.

Course Replacement Policy Course Replacement is when due to curriculum change, the studied course of a student becomes an extra course. The said course is then replaced with the new course in the new curriculum. Following things need to be ensured:    

The new course is similar to the course that needs replacement; Both courses should belong to the same genre; The replaced course shall carry the same marks as the previous marks; Before issuance of transcript, it should be made sure by examinations that all required replacements are done.

Bi-Major Policy Students who wish to enroll in Bi Major Specialization may do so under these policy guidelines 

Students must complete their programs with one specialization in order to be eligible for Bi Majors;


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ILMA’s FACULTY HANDBOOK 2017-2020

Only two courses or 6 credit hours are required for Bi Major in an available specialization; Bi Major is only available in specialization available with a program. Cross domain specializations are not allowed; Approval for Bi Major can only be granted by the Admission Review Committee.

Student Progression and Drop out Policy ILMA maintains a formal mechanism for monitoring student progression for supporting its weak students in a sizeable number starting from the time once students are enrolled in respective courses in their very 2nd semester. The objective of the policy is to identify poorly performing students at an early bird stage, so that appropriate corrective measures may be taken to address their poor performance. Students may avail support services, including counselling from faculty members and further support from Hoods & respective Deans. As it is to be understood that if poor performance persists, students may face sanctions such as repeating a course, extension in their program duration or even being dropout from the University. The aim of this policy is to also encourage students to explore other options that may be more appropriate for them such as there may be other programs more suitable to continue and hence prevent students incurring significant costs. The University believes it must exercise a duty of care to students who incur fees and who are not well suited to their selected program. The University recognises that there can be extenuating circumstances for poor performance and therefore, Students Counseling department has been established for providing proper guidance and counselling to the students. Student Advisors shall be hired for guiding the students regarding course registration, add/drop of the courses, course withdrawal, semester freezing, attendance and other miscellaneous issues. Besides, the professional Counselors shall be available for discussing general problems relating to personal issues and shall maintain record of students counseled by them for future reference. Requirements for Graduation The requirements for successful completion of the program are based on academic and professional expectations and submission of verified/attested documents. Each student will be evaluated in terms of academic achievement, abilities, and professional behaviours. ILMA has in place effective mechanisms to identify and support students who are at risk of not progressing academically. This policy covers students undertaking undergraduate and postgraduate programs. Students must acquaint themselves with the relevant Award requirements for their course, including the most upto-date Course Outlines for the courses they are enrolled in and any requirements relevant to the specific subject or program. A student must make a genuine attempt to progress academically and is expected to at least achieve minimum academic standards in each semester, associated with attendance, course, and assessment requirements and by taking responsibility for their own academic progress.


ILMA’s FACULTY HANDBOOK 2017-2020

Throughout each semester, the Academics department will monitor each student’s academic performance. Any student who has failed to meet academic requirements (that is, maintaining a grade point average (GPA) as per their program requirements, will be automatically excluded from progressing and continuing in the program until the required GPA is achieved by repeating certain courses and enhancing their performance. Assessment parameters and instruments Assessment instruments, which may include examinations, in-class tests, written papers, presentations, participation, quizzes, group work, class discussions and presentations etc., are designed and developed as per the course: to reflect the integration and application of skills, knowledge and attitudes required for the learning outcomes being assessed and to ensure that students have an equitable opportunity to demonstrate their level of achievement in relation to the purpose of the subject. ILMA shall ensure that the dropout percentile of students on the basis of Academic reasons shall be between 5%-10% of the total students in the relevant program. Semester Drop Policy Semester Drop policy is already addressed above Class Time Management Policy For the purpose of Class time management, Front Desk has been established so that students can be facilitated on the very first step. Class Time Management is the clocking of contact hours. All faculty members must ensure that the classes are started on the assigned time. Break is given for 20 minutes at the end of first session of 1 Hour 20 minutes. After 20 minutes break another session of 1 Hour 20 minutes shall commence. It is the responsibilities of the faculty member that complete contact hours are honored. In case of breach or non-conformance, requisite session shall be considered null and void and no remuneration shall be awarded to the faculty member against that session. Multiple breach of CTM in a semester shall be subject to requisite disciplinary action by the Disciplinary Committee. Details of all CTM breach must be submitted to HR at the end of every week so that a report can be made for onward submission to Vice Chancellor. Class Size and Section Breakage Policy The maximum class size is already discussed above. Any class exceeding the maximum requirement is broken down into sections. While breaking sections, segregation based on programs is the first sorting criteria. A second sorting criterion is batches.


ILMA’s FACULTY HANDBOOK 2017-2020

Minimum Experience of a PhD Faculty Member to supervise Thesis It has been observed that in order to produce quality thesis by PhD scholar, role of supervisor is of paramount importance. However, it is the responsibility of an institution to ensure that supervisor fulfills the minimum eligibility criteria and minimum post doctorate experience for quality input and guidance of the PhD scholars. The policy is applicable on all PhD/MS/M...Phil qualified faculty members supervising PhD/MS/M...Phil/Equivalent Research work. 1. In case of PhD Qualified faculty member, BASR shall appoint a PhD faculty member as a supervisor for PhD/MS/M.Phil/Equivalent Research work provided he/she has acquired a minimum three years of post-doctorate relevant teaching/research/professional experience in an HEC recognized university or research/professional organization. 2. In case of PhD qualified Faculty member having less than three years of above experience should co-supervise at least two PhD/MS/M.Phil/Equivalent Research work as a Co-Supervisor with senior/HEC approved supervisor. 3. In case of faculty member having MS/M.Phil or equivalent qualification (with/without thesis) along with minimum of 4 years of relevant teaching/research/professional experience in HEC recognized university or research/professional organization, he/she can supervise the research of up to 5 MS/M/Phil or equivalent program students. However, the faculty member must have co- supervised at least 2 MS/M/Phil or equivalent program students along with senior/HEC approved supervisor. 4. The evaluation of research/professional experience of P.hd/MS/M.phil or equivalent qualified faculty member will be done by Research Review Committee based on best practices and experience of the members.


ILMA’s FACULTY HANDBOOK 2017-2020 ACCOUNTS POLICIES MANUAL A. Fee Collection Policy ILMA collects fee on the basis of Installments/lump sum basis as per the convenience of the students depending upon the financial constraints. Failure to clear dues before the 22nd of every month shall result in a charge of Rs. 1,000/- as late fee on outstanding receivables. Upon submission of fee, receipt shall be generated from the database and student copy shall be handed over to the student for their record. In case database receipt cannot be generated, manual receipt shall be given. At the end of the day, Daily Collection Report (DCR) shall be submitted to the Vice Chancellor for information. B. Late Fee Policy Late Fee Charging Policy It is the responsibility of accounts department to cut the receipt in the Head of late Fee first (if the late fee is payable) Dues Report and Dues Reconciliation Dues reconciliation will be made every month after late fee application and reconciliation will be sent before 27th of every month with remarks and justifications to Vice Chancellor’s office and Audit. Ledger Blocking and Late Fee Application Accounts Department is responsible for applying Late Fees on the students whose dues are not cleared after 22nd of every month passed. They block step Ledger of student, take status from database and apply late fees on those students. Once the late fee is applied, a report named Dues Reconciliation Report (DRR) is made to check if all balances are correct and then ledgers are activated at student Step account as mentioned above. C. Scholarship Policy ILMA Vision and Mission both highlight the University’s drive to make education accessible to all. For this case, ILMA gives out scholarships/discounts to the deserving students through its multiple admission campaigns as campaign discounts thereby making education affordable for all. Students must fulfill the requisite criteria for the award of scholarship/discount and submit requisite supporting documents to support their claim. ILMA shall have proper documentation for granting various kinds of scholarships that will be comprehensive enough to maintain transparency and fairness in granting the scholarships. A list of all kinds of scholarships available along with the respective procedures for access to these scholarships shall be disseminated to the students effectively through the students’ handbook, website and/or other channels and record of the recipients of various kinds of scholarships along with the amount of scholarship shall be maintained program-wise. In absence of requisite supporting evidence, Scholarship shall not be awarded. Accounts department gets the scholarship approved by the Vice Chancellor. In case a student is found to be in breach of code of conduct of the University or academic underperformance, his/her scholarship/discount maybe revoked. Certain scholarships are also available for staff and faculty members to pursue a higher educational qualification.


ILMA’s FACULTY HANDBOOK 2017-2020 D. Admission Freeze and Re-Admission policy Admission Freeze Admissions are freezed if earlier mentioned condition(s) are fulfilled as discussed in Admissions Policies Manual. Re-Admission Re-admission applications are to be compiled and checked with the database status of students whose admissions are cancelled. If the student is in confirmed status, there is no need to recover the documents, if the student is in any status other than confirmed, then student must be called for meeting and his complete documentation sets along with admissions set of undertaking is to be recovered;      

Step file must contain the student application supported with the documentations and Undertakings; For students who fail to attend the meeting for documentation or do not have certain documents should also be made part of the step for onwards decision by the Vice Chancellor; Program completion percentage should be mentioned on the application by the Vice Chancellor; All the recovery cases are to be put up in form of step file to examinations, where the documents will be scanned and records of the student will be updated, after files checking from examinations, the same will be routed to Director Audit &ARC; The documents will be held by Audit department for Updating in store. However the approvals on the applications will be reverted to Accounts department; All approved re-admission cases must be converted to new tag but the discount has to be revoked from onwards semester.

E. Manual Receipt Books Policy Manual receipt books shall be issued to Accounts department after clearance from Finance and dual scrutiny by Audit department. Six receipt books shall be issued to Head of Accounts at a time. One for each campus and two spare. In case, if one book is finished at a campus/delivery centre, Accounts officer will intimate the Head and get a spare book issued. Meanwhile, reconciliation needs to be put up for manual receipt book which will be duly signed by Director Finance and checked by Audit department. After this it will be submitted to the Vice Chancellor for approval and will then be issued by store. All receipts must be entered in Database. In case if any ID is not in database, then a list is to maintained of all IDs for which payment is received. These manual receipts shall be part of Finance department’s monthly MIS. Accounts department shall be keeping a manual book at each campus/delivery Centre for recording the entries manually for the cases where updating in database is not possible. In case the entries are manually recorded due to database issues, it is the responsibility of Accounts department to get the payments online as soon as database issue is rectified. F. Monthly Student Dues Report Policy Student Dues Report (SDR) shall be submitted by Accounts department to the Vice Chancellor on 22nd of every month after posting of late fee. Ledgers of students shall be opened after the Dues Report has been submitted to the Vice Chancellor’s Office.


ILMA’s FACULTY HANDBOOK 2017-2020 ALUMNI AND PLACEMENT POLICIES MANUAL Alumni & Placement department shall provide guidance to the students about their career-related problems by maintaining proper record ensuring that almost all graduating students get benefitted every year. A. Alumni Engagement and Participation Policy Alumni and Placement Department (APD) is created with the sole purpose of counseling the existing students with respect to internship opportunities and graduates for job placements. APD also maintains close coordination with Alumni for linkages and feedback with respect to market needs. Following is the minimum role of APD:             

Placements of alumni job MOUs between cooperate sector by alumni to ensure timely placements of students and Alumni. Arrange Seminars for student Internship Placement Meetings with alumni Work Shops Alumni Association meetings Alumni events Motivational Guest speaker session ILMA’s Job Fair Recruitment Drives Provide career counseling services to students Strong involvement in curriculum development, student grooming, student’s internship and student’s placement through Alumni Association.

Operational Procedures Coordination with Alumni  APD shall keep an updated record of the graduates through strong coordination with Examinations department;  These students are then called upon and a meeting is done to guide them for future. Catering to professional needs  All the students who are unemployed and the department finds that here is a need of training with respect to professional career and industry requirements, then a training session is planned and all such graduates are invited to attend;  After the training session, certificates are issued to the graduates and their CVs are collected.


ILMA’s FACULTY HANDBOOK 2017-2020 Liaison and socializing with alumni and companies    

APD also makes visits to various organizations and many graduates are contacted which are already enjoying professional careers; Socialize with alumni and get updates regarding their placements; Socialize with Alumni through events and gatherings; Continuous emphasis on creating mutual benefits through effective MOUs

Maintenance of record/updating on notice boards and social media  The departmental so keeps a record of key employers  Keep record of updated CVs to be forwarded in case of an urgent placement.  Makes sure that the notice boards, face book page and website are updated with respect to the vacancies, events and the schedules. Capacity Building  W orks on capacity building of students by arranging guest speaker sessions, workshops, seminars, counseling sessions and other events;  Works on creating and building up alumni based donation system. Placements  Liaison with the industry and the alumni for creating placement opportunities;  Coordination with the HR departments. Recruitment Drives  Conduction of Recruitment Drives of various companies that the student can get job opportunities;  Conduction of a yearly Job fair before the convocation so that the graduates can get jobs before entering into the market. Alumni Portal For the graduating students, registrations are required to be made for alumni portal. Alumni and placement department will get all the jobs posted and will keep follow up from students regarding placements  

All sorts of events updates will also be shared through this portal Students will have option for updating their profile and updating their CVs

Record Keeping APD keeps a record of CVs to be forwarded in case of an urgent placement. As soon as a vacancy arrives, the placement department analyzes the nature of job and contacts the students for an internal interview, the suitable candidates are then referred by the University Department also makes sure that the notice boards, face book pages and other social media sites are updated with respect to the vacancies, events and the schedules B. Alumni Association Policy ILMA’s Alumni Association shall be the Alumni representative body of the University. The body shall comprise of all the Alumni of the University who seek membership through registration on Alumni e portal.


ILMA’s FACULTY HANDBOOK 2017-2020 Only the Alumni of the University can be the member of this body. The aim of the association is to seek almost 80% active Alumni as its members. The association has a properly planned calendar of activities/Sue for meetings, workshops, seminars and allied activities to be held. Registration Registration for Alumni Association can be achieved through Alumni e portal without any membership fee. Purpose Purpose of the Association is to create a bridge between the Alumni and the University through arranging meet n greet sessions, Re-Unions, Sports events and involvement in University’s activities.

Members The Alumni Association shall have following members: President Vice president Finance Secretary Operations Secretary Alumni Liaison Secretary Curriculum Advisory Secretary Placement Secretary Sport Secretary The Patron of the Alumni Association shall be Head of APD. The Patron shall sanction funds that may be required by the association to carry out certain activities after seeking written approval from the Vice Chancellor. The funds for Alumni Association are budgeted under the head of Entertainment which shall not exceed 2% of the total entertainment budget. C. Alumni Meet up/Re-Union Policy Alumni Meet up/Re-Union shall be conducted every two years under the supervision of Alumni Association. A feasibility shall be submitted to the Vice Chancellor by the Head of APD with budgeted expenses and receipts. The approval for covering the difference if any shall be approved by the Vice Chancellor. Once approved, Alumni Association will execute the plan for conduction of Alumni Meet up/Re-union. The Alumni Meet up/Re-Union should be arranged in the convocation weekend.


ILMA’s FACULTY HANDBOOK 2017-2020 D. Placement and Career Counseling Policy Placement Department maintains active relationship with various Head of the HR Departments of leading Industrial and Corporate Companies, Head Hunting Firms and other electronic recruitment companies. Different requirements are generated by partner companies asking for CV’s of our students and Alumni. If relevant CV’s are available in the database, the CV’s are sent to the concerned companies and then active follow up is done. If relevant CVs are not available, the job requirements are placed on ILMA official Face book page and on ILMA Alumni portal. The received data is then delivered to the companies. Apart from these recruitment drives and job fairs are also arranged actively. E. Placement & Graduates Records and Documentation Policy ILMA has documented placement and internship procedures. APD maintains record of placement activities every semester including job fairs, on the campus hiring/Recruitment Drives, students’ referred to the employing agencies etc. containing the number of students got recruited as a result of these activities; The department shall also keep a record of key employers who have hired our alumni and students on job/internships and get up date regarding job vacancies. In addition to the above, APD shall keep upgraded record of CVs of students to be forwarded in case of an urgent placement. As soon as a vacancy arrives, the APD will analyze the nature of job and contact the students for an internal interview. The suitable candidates are then referred by the University. APD shall make sure that the notice boards, face book page and website are updated with respect to the vacancies, events and the schedules in time. APD shall also maintain Graduates ’Directory and sends it to all key employers and the HR agencies for better future prospects of the students. F. Student Finishing School Policy Alumni and Placement Division arranges various events and activities for development of soft skills in the graduating students. ILMA will perform soft skills infusion in graduating students by training them in speaking, presentations and CV writing skills with the objective of preparing them for tin their entry in their professional careers. Till a formal Finishing School is made with complete by laws, APD will conduct these Skills Development Sessions for students’ grooming. Further, documented system exists at ILMA for personality and skills development of the students including imparting employability skills to the final semester students and taking initiatives beyond classroom teaching in the form of organizing workshops and seminars etc. for the student grooming. A regular calendar of such activities shall be developed and implemented every semester. This calendar shall be communicated to the students through multiple channels and impact of such activities shall be measured by APD at the end of every semester.


ILMA’s FACULTY HANDBOOK 2017-2020 EXAMINATION POLICIES MANUAL Comprehensive examination rules at the ILMA University have been formulated in the light of HEC guidelines containing measures relating to safety and secrecy of the question papers, invigilation process and conduct of the examinations, marking the answer scripts, submission of results, and grades/divisions/GPA ranges, etc. These rules are well-communicated to the students and the faculty members through the student’s and the faculty’s handbooks, and are placed on the website as well. A specialized examination cell exists at ILMA headed by a fulltime Controller of Examinations with vast experience of the function and assisted by the experienced staff. Examinations Department has a strong room for safe custody of the question papers and has sufficient equipment like photocopier for photocopying the question papers and computers for compiling and saving the results. A. Examination Conduction Policy The purpose of this Policy and Procedures is to maintain coordinated, consistent examination practices across the University for setting valid and reliable assessment whereby student learning outcomes are determined, feedback is given to students on their progress and final result grades are awarded as an aid to successful learning and an encouragement to apply their knowledge and skills in an analytical and critical manner. Assessment Tasks & Schedules There shall be six Assessment Tasks given in the Table below that the University students shall confront with during their course of study. Composition of the Assessment Tasks shall be all inclusive that shall address variety of learning styles the students may possess and shall reflect the learning outcomes of the academic programs as well. Furthermore, as shown below in the Table, the Assessment Tasks shall be appropriately spaced and scheduled throughout the study period in such a way that students receive feedback on successive stages of the task. Besides, the assessment tasks depict diverse information like mode of their grading, marks distribution, schedule of assessment, duration of assessment and result submission time etc. No.

Assessment Tasks

Mode of Grading

Marks Distribution

Schedule

Duration of Assessment

Result Submission

1

Quiz 1 & 2

In-class Assessment

10%

5th & 11th 1 Hour Week

In next class session

2

Mid-term Test

Regular examination conducted by Exam. Department

20%

08th Week

2 Hour

In one week

3

Assignment

In-class Assessment

15%

10th Week

15 Minutes With Final Presentation Result

4

Final Subjective

Regular examination conducted by Exam. Department

35%

15th Week

3 Hour

In One week


5

Class Participation

6

Final Project

ILMA’s FACULTY HANDBOOK 2017-2020 In-class Assessment 10% Continuou ______ s Process A practical course related activity conducted in class

10%

14th Week

One Day

With Final Result With Final Result

Grading the Assessment Tasks Absolute Marking System shall be followed for grading the Assessment Tasks. This system is based on actual achievement of the student that is simply in the form percent of total points possible in each assessment task. Marks thus obtained shall be presented in the form of Numerical Grade (NG) as well as in Alphabetical Grade (AG). Each AG is then assigned respective Grade Point (GP). Equivalence of numerical grades to alphabetical grades and the resultant grade point is given below.

Numerical Grade

Grade Point

Alphabetical Grade (AG)

(NG)

(GP)

88-100

4.00

A

84-87

3.70

A-

80-83

3.30

B+

76-79

3.00

B

72-75

2.75

B-

68-71

2.50

C+

64-67

2.25

C

60-63

2.00

C-

50-59

1.8

D

0-49

0

F

The Faculty member or Teaching Assistant (TA) appointed to mark assessment items, have a responsibility to assess students’ work fairly, objectively and consistently in their class. Students’ assessment tasks shall be marked both in a quantified form, such as scores or grades, and a qualitative form such as comments, model answers or suggested readings. Grading the Quizzes There shall be two quizzes conducted half way down the mid-term and final examinations by the faculty member. Quizzes should aim at assessing level of knowledge, comprehension, analysis, synthesis and


ILMA’s FACULTY HANDBOOK 2017-2020 application relating to the subject among the students, hence to be designed accordingly. Both quizzes shall be of one hour each, fetching its grades independent of the other. Grading the Final Projects/Assignments Final Projects/Assignments shall be assigned on group basis with members ranging from 2 to 5 depending upon strength of the class itself. The Faculty member shall take all measures to control the menace of social loafing through clearly stating the responsibilities of each individual group member in completing the Final project/Assignment. The marks distribution shall be duly communicated to the students when they are assigned the Final project/Assignment work and shall be accessed through combination of report writing and presentations. During the presentation, each individual from the group presenting the topic shall have to present his/her part and during questions and answers session, anybody from the group can answer the questions. Assessment of the presentation shall be held as shown in table below.

Assessment

Contents

Description of Assessment Features  

Knowledge of subject matter; Structure & clarity of the presentation contents.

Appropriateness of dressing, self-presentation, and posture; Use of effective language and gestures, maintaining eye contacts, speaking loudly, clearly and with vocal variety; Use of effective audio-visual aids; Appropriateness of timing. Demonstration of good listening skills; Ability to answer questions, defend ideas and give supporting examples.

Delivery 

Question Answers

and

   

Marks Distribution 50%

30%

20%

Grading the Final Project/Assignment The Final Project/Assignment is a task given by the Faculty member to the entire class to be completed at the end of the session. Final Project/Assignment is added in the assessment criteria to test the practical knowledge of the student with respect to the course contents. Activity participation shall be assessed on following levels: Level of Participation in Final Project/Assignment

Description of Participation

Marks

Outstanding Contributor

Contribution in activity reflect exceptional preparation with substantive ideas, providing major insights and exceptional leadership quality

100%


Good Contributor

ILMA’s FACULTY HANDBOOK 2017-2020 Contribution in activity reflect thorough preparation, ideas offered are usually substantive, providing good insights and a good team player and motivator.

85%

Adequate Contributor

Contribution in activity reflect satisfactory preparation, ideas offered are sometimes substantive, provide generally useful insights but seldom offer a new direction for the discussion and is a team player

70%

Non-Participant

This person says little or nothing in activity. Hence, there is not an adequate basis for evaluation.

50%

Unsatisfactory Contributor

Total disassociation with the entire activity owning to lack of presence in the class and activity discussions.

0%


ILMA’s FACULTY HANDBOOK 2017-2020 Grading the Mid-Term and Final Exams Scripts of mid-term and final written examinations shall be marked anonymously. For that purpose, the Examinations department staff shall be removing students’ name and number portion from the face of the answer script. Re-assessment of Mid-Term and Final Exam Scripts If a student is not satisfied with the grades assigned in the mid-term and final exams, he/she may apply to the Controller of Examinations (CoE) for re-assessment of the answer scripts after having paid the prescribed fee on the Step. The Controller of Examinations shall refer the case to respective Dean for designating an examiner other than the Faculty member or Teaching Assistant of the subject who originally graded the script. Outcome of re-assessment of the script shall be final. The final grades already uploaded on the database shall be amended accordingly by the Controller of Examinations. Grading the Class Participation The score for class participation of the student is awarded by the faculty member to every student at the end of the session. Level of Participation in class

Description of Participation in class

Marks

Outstanding Contributor

Participation in class reflects exceptional preparation with substantive ideas, providing major insights.

100%

Good Contributor

Participation in class reflect thorough preparation, ideas offered are usually substantive, providing good insights.

85%

Adequate Contributor

Participation in class reflect satisfactory preparation, ideas offered are sometimes substantive, provide generally useful insights but seldom offer a new direction for the discussion.

70&

Non-Participant

This person says little or nothing in class. Hence, there is not an adequate basis for evaluation.

50%

Unsatisfactory Contributor

Participation in class reflects inadequate preparation. Ideas offered are seldom substantive; provide few if any insights and never a constructive direction for the class.

0%

However, there shall not be awarded any marks for attendance. Students shall not be given discriminatory marks unless the students remain below the specified minimum attendance requirements. Feedback on Assessment Tasks


ILMA’s FACULTY HANDBOOK 2017-2020 Students shall be entitled to timely and constructive feedback related to achievement of learning outcomes on all assessment tasks completed during the semester. However, there shall be no feedback given to the students on the final examination. Administration of Mid-term and Final Examinations Effective administration of the mid-term and final examinations shall entail the following steps: 

Preparing the Examination Schedule

Controller of Examinations shall prepare and issue schedule for the mid-term and final examinations for all campuses/delivery centers separately at least one week earlier before the examination. The examination schedule shall be displayed on the notice boards in the respective campuses/delivery centres and posted on the Step as well. Copy of schedules shall be circulated to all faculty members through e- mail. Receiving the Question Papers Controller of Examinations shall issue a circular for call of question papers from the Faculty members/Teaching Assistants at least one week prior to commencement of the examination carrying guidelines regarding submission of question papers including the submission deadline. Examinations department shall receive soft copies of question papers through Dean of the respective Faculty who shall be responsible for moderation of the question papers received from the respective Faculty members/Teaching Assistants and maintaining their quality. There shall be two papers received for each course of which any one shall be used in the regular examination and the other will be spared for the make-up or repeat examination by the Controller of Examinations. Format of the Question Paper/Moderation At ILMA, system to monitor, evaluate and moderate the question papers for different exams exists. Question papers shall strictly be designed according to the University’s format. Question paper designed on any other format shall be rejected during the moderation process by the Dean or finally by the Controller of Examinations. During the moderation process, respective Faculty Dean shall ensure the quality of question papers by looking at the following requirements:       

Tow equal competency level paper are made by the concerned faculty; Course coverage – ensuring appropriate link with the relevant course contents and the intended course objectives and learning outcomes; Appropriateness of volume and length – appropriately spanning onto the schedule length of time; Comprehensiveness and maturity – offering insight and depth on the subject, and comprehensiveness and completeness of the question statement; Grammatical accuracy of language; Clarity of instruction – clearly giving the instruction, if any, as how to attempt particularly the question paper; Clarity of marks – question paper shall clearly show besides the total marks, individual marks against each question if the questions do not carry equal marks. If all questions carry equal marks, it


ILMA’s FACULTY HANDBOOK 2017-2020 shall be mentioned on the question paper at its particular place. Besides, if the question paper has various portions, marks assigned to each portion shall be mentioned against it. Maintenance of Confidentiality and Security of the Question Papers Faculty members, Faculty Deans and the Controller of Examinations shall collectively be responsible for maintenance of confidentiality of the question papers. Faculty members shall send soft copies of the question papers to the Controller of Examinations on a specified email address. The CoE, in turn, shall forward them to the respective Dean for moderation through a specified e-mail address other than the official one. The Dean shall than send back the moderated paper to the CoE. In the Examinations Department, the Controller of Examinations shall take following measures to preserve confidentiality and security of the question papers:   

Ensuring that copies of examination papers are securely locked away at all times, and that no persons have unauthorized access to them. Duplicate keys are solely kept under his/her own control; Ensuring that a strong room is secured for storage of the examination materials including the question papers. Ordinary cupboard and filing cabinet locks shall not be acceptable; Supervising the process of copying examination papers at all times. Care must be taken that all copies of examination papers including master and spoilt copies, whether intermediate draft or final are removed from the copier, and securely locked away until they are destroyed. In cases where a printer has a memory, ensuring that the main file is deleted from the printer memory; Ensuring that the number of persons engaged in the typing and/or duplicating of an examination paper is the absolute minimum. Ensuring further that relatives of, or persons with any close personal relationships with students taking examination or internees & probationary staff are not involved in the compiling, typing and/or copying of examination papers.

Creating Pool of Invigilators and Assigning Invigilation Duties The Controller of Examinations shall advise the departments for nomination of staff members as invigilators for the examinations. No extra remuneration shall be paid to the staff members for doing the invigilation duties. There shall be two invigilators for the first fifty students and one additional invigilator for every additional fifty students or part thereof. Faculty member of the subject shall invariably be part of the invigilation team as a Chief Invigilator. In his/her absence, any other person shall be designated as Chief Invigilator by the Controller of Examinations. Further, he/she will assign duties to the invigilators and shall give briefing to them on their duties as invigilators. Preparing the Examination Room Materials The Examination packets shall be prepared at least one day before examination containing following items:  Attendance Sheet  Award List  Answer Scripts  Supplementary sheets  Copies of question paper


   

ILMA’s FACULTY HANDBOOK 2017-2020 Answer scripts along with supplementary sheets required for the respective examination shall be prepared through applying seal of Examinations Department on them, assigning unique serial numbers to each answer script and supplementary sheet, and serializing the answer scripts. All examination packets of question paper shall be sealed and kept under lock and key. Examinations department’s staff shall get the packet received to the Chief Invigilator of the respective examination 15 minutes prior to start of the examination. Chief Invigilator shall open the examination packets only in examination hall, 5 minutes before the start of examination.

Arrival of Invigilation Staff at the Examination Hall All invigilators shall reach the examination venue at least 20 minutes before the published start time of the examination. The chief invigilators shall ensure start of the examination at the published time. Invigilators must be active in their invigilation and check frequently by walking around the hall. Deciding Eligibility of Students for Examination The Chief Invigilator shall not allow those students to appear in the mid-term and final examinations who:  Are not enrolled in the respective course of study;  Do not carry the clearance slip duly signed by the designated officer;  Do not meet the minimum attendance criterion of 80%. The HOTD has the power to grant exception in this case depending on case to case basis. Students to Prove their Identity The students shall produce their ID card and clearance slip on demand at each examination. Failure to provide suitable identification during an examination may result in suspension of access to results and academic transcripts until identification requirements are met. Late Arrivals Candidates who arrive within the first 30 minutes of the examination start-time shall be allowed to undertake the examination. However, they shall not be allowed any additional time. Candidates who arrive later than 30 minutes of the examination start-time shall not be permitted to undertake the examination. The HOTD has the power to grant exception in this case depending on case to case basis Unauthorized Material The invigilators shall ensure that brief-cases, handbags, cell phones, books, notes or any other materials not authorized by the Faculty member or Chief Invigilator are placed in the designated area and that each student sits at the table allotted to him or her. The invigilators shall also ensure that all cell phones are switched off and left in the pockets or bags. No cell phone shall be on the desk. Permission of External Materials in the Examination Following materials shall be allowed in the examination hall by the Chief Invigilator under the circumstances and conditions mentioned against each of them: 

Use of Dictionaries in Examinations


ILMA’s FACULTY HANDBOOK 2017-2020 A student may take an English/foreign language dictionary with direct word to word translation only and in printed, not electronic, format into an examination. The dictionary must not contain any notations or any additional material and must be presented to the invigilators for inspection. Students shall be refused permission to use dictionaries that contain notations or additional materials. 

Use of Formula Sheets/Log Books and other Printed Materials

Use of formula sheets and other printed material may be used in an examination if allowed by the Faculty member. If printed material or formula sheets are allowed, the cover page of the examination question paper must specify clearly what may be used. Students shall be required to be advised of this in advance. 

Use of Electronic Devices

The nature and use of programmable electronic devices shall be decided by the Faculty member and indicated on the cover of the examination paper. Students shall be advised of this in advance. Calculators and other electronic devices approved for use in an examination must have any programmable memory cleared prior to being brought into the examination hall. Non-programmable calculators, where allowed, must have volatile memory only and must not have alpha facilities. A candidate using an authorized electronic device in an examination shall be responsible for its operation. Any failure or malfunction of the device shall not constitute grounds for a deferred examination or other special arrangements. Materials for Open-book Examinations Students shall be allowed to bring in and make use of all kinds of materials for the open-book papers except mobile phone if the Faculty member has clearly advised the Examinations department to do so and has mentioned it on the question paper as well. However, during an open-book paper, the students shall not be allowed to talk mutually and discuss the examination matters. Presence of Faculty member at Examination The Faculty member must be available at the venue where the examination is being held to deal with substantive issues relating to the paper or, at least, should be on call telephonically throughout the duration of the examination. Question Paper Reading Time Candidates shall not be allowed to commence writing until the announcement made by the Chief Invigilator. Marking Attendance Sheet The invigilators shall get all candidates marked their attendance on the specified attendance sheet provided by the Examinations department. The sheet shall include name of the student, registration number, number of the answer script and his/her signature. Once all students have marked attendance, the invigilators shall reconcile headcounts with attendance sheet. Chief invigilator shall submit this sheet to the Examinations department on conclusion of the examination. Early Departure from Examination Rooms


ILMA’s FACULTY HANDBOOK 2017-2020 Except in the special circumstances like illness, a candidate shall not be allowed to leave the examination room until 30 minutes after the commencement of writing time in the mid-term examinations and until 01 hour after the commencement of writing time in the final examination. Likewise, the candidates shall not be allowed to leave during the final 10 minutes of any examination. Illness during Examination If a student becomes ill during an examination and cannot continue with the examination the chief invigilator shall note this and report the matter to examinations department. Such student shall also be advised to apply onto the Step for a make-up/deferred examination the circumstances under which the student left without completing the examination and visit the Examinations department as soon as possible with supporting documents. In such case, the Controller of Examinations shall report the matter to the Registrar who, shall determine, in consultation with the Vice Chancellor, whether the student shall be given a make-up/deferred examination, subject to provision of relevant supporting documentation. However, in case a student leaves the examination room temporarily due to illness, but remains under supervision during that time, no extra time shall be allowed for the student to complete the examination. Leaving out for Lavatory The Chief Invigilator shall allow the students to use the lavatory as follows:  

No student shall be allowed to use the lavatory during the first hour; Not more than one student is allowed to leave the hall at a time.

Interruption to Examinations Where an examination is impacted by an unexpected interruption e.g. power failure, computer/software malfunction, earthquake, bomb threat, fire alarm etc. the Chief Invigilator shall implement appropriate actions as initiated by the Controller of Examinations, Registrar or the Head of the Campus as the case may be. A significant disruption may include repeated minor disruptions in the same examination session. In the event of an evacuation of an examination hall, the Registrar shall determine that the examination is declared void and a new examination scheduled for a date and time within the current examination period. However, minor disruptions to an examination, say for a period of 15 minutes or less shall be accommodated by the provision of an equivalent period of additional time added to the end of the allocated examination time. Use of Unfair Means The Chief Invigilator may immediately expel, from the examination hall, any candidate who adopts unfair means and/or commits an infringement of this Policy read along with the Academic Honesty Policy. In such case, the Chief Invigilator shall report any breach of this policy to the Controller of Examinations, which shall refer the same to the Registrar. Any such allegation shall be investigated and resolved in accordance with the Academic Honesty Policy. Conclusion of Examination


ILMA’s FACULTY HANDBOOK 2017-2020 At the conclusion of the examination, all students shall remain seated until their papers are collected by the invigilators or until the Chief Invigilator has given them permission to leave the examination hall. The invigilators must collect the answer scripts before the students are given permission to leave the hall. The invigilators shall ensure that candidates have correctly filled the covers of their answer sheets, entered the number of extra answer sheets used before they collect the same. Once students have left the hall, the invigilators shall count all scripts and ensure that their total tallies with the total of students sat in the examination. The Chief Invigilator shall hand over the attendance lists of the students, answer scripts and any other communication to the Controller of Examinations on completion of the examination. Allocating and Recording Final Result Grades Faculty members/Teaching Assistants shall be responsible for recording and reporting the results for each assessment task in the respective award sheets and submitting them to the Examinations department according to the result submission schedules. The Examinations department shall collate the results for all assessment tasks submitted and conclude a final result grade for each student. Final result grades shall not be provided to students until results have been officially released by the University. A result once displayed and uploaded on the database shall be final and shall be immune to any change in the ordinary circumstances except those provided in this policy. Change to Final Results Controller of Examinations shall be vested with the powers to make amendment in the final results uploaded on the database in special circumstances within one year of time of declaration of the result, commonly because of;   

due to re-assessment under the provisions; rectification of any clerical or computational error highlighted through an online application by the student; such change in the final result grades shall be brought about only through proper documentation and recorded in writing under the signatures of Controller of Examinations.

Make-up/Deferred Examinations A student who, through illness or other exceptional cause beyond their control, is unable to attend an examination may lodge an application to sit in a make-up/deferred examination after having paid the prescribed fee. Such examination shall be held before final examination whereas I-Grade examination shall be held along with the second week of the subsequent semester. A student wishing to avail the above examination shall make an application through STEP, together with any substantiating documents, to the Controller of Examinations as soon as possible not later than seven days after the scheduled examination. Applications for such examinations are considered by the Controller of Examinations.


ILMA’s FACULTY HANDBOOK 2017-2020 B. Paper Moderation Policy Paper moderation is already discussed above in Examination Conduction Policy C. Scrutiny and Re-Checking Policy Scrutiny and Re-checking policy is already discussed above in Examination Conduction Policy D. Marks Query Policy Marks query policy is already discussed above in Examination Conduction Policy E. Date Sheet and Scheduling Policy Scheduling and Date sheet has been discussed above in Examination Conduction Policy F. Academic/Scholastic Dishonesty Policy ILMA University is recognized nationally for its excellence. The success of the University is based on faculty and students who work very hard to achieve the University’s vision & goals. An important element of the success of the university is the perception by students, faculty and potential employers that students are evaluated fairly on the basis of their own work completed in accordance with the instructions provided. This perception can only be grounded in a culture of honesty and ethical conduct where there is no tolerance of scholastic dishonesty. Maintaining such a culture requires acceptance of certain responsibilities by both faculty and students. The purpose of this policy statement is to describe those responsibilities and to clearly define behavior that constitutes academic dishonesty. It is in all students' interest to avoid committing acts of scholastic dishonesty and to discourage others from committing such acts. Each dishonest act can harm the quality and reputation of the degree and thereby lower the value of the honest work of all other students. In a culture of dishonesty, it is impossible to know whether achievements were honestly earned or accomplished through unethical means. In such a culture, grades are not a valid indicator of achievement, and the final degree is not a valid indicator of a minimum level of knowledge. Were the University to acquire a reputation for tolerating dishonesty, it would devalue the degrees of all present and future alumni. Maintaining the quality and integrity of the programs at ILMA, is not the only reason why it is important to emphasize ethical conduct. The curriculum within the University prepares students for a profession in which honesty and ethical behavior are essential characteristics. It is important for students to develop a strong sense of ethics while still in the University and to carry it with them into the workplace. Students who have completed their education in a culture of ethical behavior should easily make the transition to a culture of ethical behavior as employees. Further, it is impossible to create an environment that is completely free of opportunities and temptations to behave unethically. In order to maintain the reputation and quality of the degree, it is the responsibility of each individual to understand the definition of unethical behavior and to resist all temptations to behave unethically. This is easier to do in an atmosphere of honesty, where each student is confident that all other students are also behaving ethically. If all students and faculty fulfill their respective responsibilities, the culture of honesty at ILMA will be maintained.


ILMA’s FACULTY HANDBOOK 2017-2020 Responsibilities of the Students to be communicated through Student Manual 1. To understand the definition of scholastic dishonesty The first step in building a culture of honesty is to insure that students have a clear understanding of what is permissible behavior and what is not permissible behavior. If a student has any questions concerning the application of the rules prohibiting scholastic dishonesty in regard to a particular assignment, it is the responsibility of that student to seek clarification from the instructor of the course. 2. To understand the instructions for each assignment, quiz or examination Course objectives differ, and there will be some variation in permissible behavior from one assignment to another, and from one class to another. In some classes exams may be open book, while in many others they will be closed book. For some assignments students will be allowed to collaborate with other students, while for other assignments students will be prohibited from collaborating with other students. It is the responsibility of the student to understand the instructions for each assignment, and to ask the instructor for clarification whenever necessary. There are three particular sets of circumstances in which assignments may provide opportunities for dishonest behavior that students must be very careful to avoid. All sets of circumstances are related to outof-class "cases" or "projects" that may be assigned in many of the classes in the University.

First, it is neither practicable nor desirable for an instructor to prepare completely new assignments each time a course is offered. If the ethical implications are not considered, some students may seek assistance from a student who took the course previously. However, to provide such assistance would be an act of scholastic dishonesty under all circumstances.

Second, students are usually directed by the instructor for the course to complete these cases and projects on either an individual basis or on a group basis. Collaboration between individuals or groups may be entirely or partially prohibited. If the ethical implications are not considered, some students may seek unauthorized assistance. However, to seek or provide such assistance when it is prohibited would also be an act of scholastic dishonesty.

Third, it is sometimes the case that a course examination is similar to an examination used in a previous semester. Unless explicitly authorized, students should not have access to old examinations papers. 3. To refrain from committing any acts of scholastic dishonesty If each student understands the definition of scholastic dishonesty and the instructions for each assignment, then he or she should be able to avoid committing acts of scholastic dishonesty. Ignorance of the definition of scholastic dishonesty is not an excuse for dishonest behavior. In addition, although assignments in classes are frequently very challenging, the difficulty of an assignment is never an excuse to behave dishonestly. 4. To take appropriate action when acts of scholastic dishonesty are observed Commission of an act of scholastic dishonesty by a student is not a victimless offense. All of the other students in the class are victims because their honest efforts cannot be fairly evaluated if work by some students has been unfairly accomplished. All other students in the program, even if they are not in that class, are victims because the integrity of the program has been compromised. As a result, to passively observe dishonest behavior is to condone it and to encourage it. To avoid condoning or encouraging such behavior, students have the responsibility to take action that will prevent dishonest acts from occurring now or in the future.


ILMA’s FACULTY HANDBOOK 2017-2020 Appropriate actions include confronting the student who has committed the act and reporting the observed behavior to the instructor. Failure to act allows dishonest students to victimize all of the honest students in the program, and serves to lower the value of the honest students' achievements. Responsibilities of the Faculty in the University to be communicated through Faculty Manual The faculty also assumes certain responsibilities to maintain a culture of scholastic integrity. However, these responsibilities are not a condition that must be met before students are expected to behave honestly. That is, even if a student perceives that a faculty member has not met one of the responsibilities detailed below, this does not justify dishonest behavior. The appropriate response in such instances is to discuss the issue with the faculty member / Dean. 1. To communicate clearly in writing the instructions for each assignment One of the most important steps to take to reduce accidental scholastic dishonesty is to communicate clearly to students exactly what behavior is acceptable and what behavior is not. The faculty have agreed that written instructions should be provided for each type of assignment that will be made during the semester. These instructions should either be gathered together in the syllabus for all types of assignments for the course, or should be given on the face of each assignment. In particular, the instructions should clearly indicate with whom, and to what extent, the student may and may not collaborate on out-of-class assignments, and what other resources (books, computers, databases, etc.) may be used on out-of-class assignments. 2. To design assignments that minimize the opportunity for scholastic dishonesty while still achieving the educational objectives of the assignments It is obvious that it is easier to commit dishonest acts on some assignments than on others. Under the second student responsibility discussed above, two situations were discussed in particular: assignments that were used in prior semesters and out-of-class assignments for which collaboration is restricted. However, the judgment of the faculty is that it would severely reduce the quality of the education provided by the curriculum to eliminate these types of assignments. Therefore, Faculty members are free to give such assignments when they are deemed appropriate, but the faculty will also attempt to minimize the opportunity for scholastic dishonesty when these assignments are designed. 3. To evaluate assignments on the basis of reasonable expectations given the difficulty of the assignment The faculty has committed to consider the difficulty of the assignment when assigning grades. This does not mean that all students behaving honestly will be able to complete all assignments perfectly. Assignments in classes are frequently designed to provide students with opportunities to work on real-world problems to which there are no clear answers. 4. To actively and consistently enforce the university rules governing scholastic dishonesty Even though the faculty assumes that students are behaving honorably, from time to time individual instructors may have evidence that one or more students have committed an act of scholastic dishonesty. Under these circumstances it is the responsibility of the faculty member to initiate the proceedings against the student(s) by referring their case to the Disciplinary Committee of the University which looks after all discipline related issues of Staff, Students and Faculty. The University has determined that the appropriate penalty to recommend for acts of scholastic dishonesty is an "F" in the course, unless there are extenuating circumstances that indicate either a lesser or a greater penalty should be recommended. For example, a lesser penalty (such as an "F" on the assignment) may be


ILMA’s FACULTY HANDBOOK 2017-2020 recommended if there is clear evidence of significant mitigating circumstances. On the other hand, a greater penalty (such as rustication from the University or heavy fine) may be recommended if the dishonest act is especially egregious, or if the student has committed prior acts of scholastic dishonesty. Definition of Scholastic Dishonesty ILMA Definition of "scholastic dishonesty" includes, but is not limited to, cheating, plagiarism, collusion, falsifying scholastic records, and any act designed to give unfair advantage to the student, or the attempt to commit such an act.

Cheating Following acts are considered as Cheating. 1. Copying from another student's test paper Copying from another student's examination will always be an act of scholastic dishonesty. In addition, reproducing all or a part of another student's homework, essay, or other written assignment for which a grade will be assigned will always be an act of scholastic dishonesty. 2. Using during a test materials not authorized by the person giving the test Such materials might include programmable calculators, computers, notes, books, handouts, etc. Students should be sure to clearly understand what materials are permitted for each test. 3. Failing to comply with instructions given by the person administering the test Students should comply with all instructions, including where to sit, when to begin working on the exam, and when to stop working on the exam. 4. Possession during a test of materials which are not authorized by the person giving the test, such as class notes or specifically designed "crib notes." The presence of textbooks constitutes a violation only if they have been specifically prohibited by the person administering the test. Not only is use of unauthorized materials during a test an act of scholastic dishonesty, but possession of such materials is also an act of scholastic dishonesty. 5. Using, buying, stealing, transporting, or soliciting in whole or part the contents of an un-administered test, test key, home work solution or computer program. This includes obtaining or providing a solution (prepared either by a student or the instructor) for current semester assignments that are the same as, or similar to, assignments that were used in previous semesters or were otherwise available. 6. Collaborating with or seeking aid from another student during a exam or other assignment without authority In addition to seeking assistance from another student, this includes seeking unauthorized assistance from any non-student, such as a friend or relative. This also includes the use of another student's information with or without that student's knowledge. Any assistance from a tutor on a graded assignment is prohibited unless authorized by the instructor in advance. Occasionally a student will inadvertently overhear information that may be beneficial in completing an exam or an assignment. It will constitute scholastic dishonesty if the student uses that information to his or her advantage without reporting the incident to the instructor.


ILMA’s FACULTY HANDBOOK 2017-2020 7. Discussing the contents of an examination with another student who will take the examination Frequently, students in different sections of the same course will take the same or similar exams at different times on the same day. In addition, because of illness or some other reason, students may take an exam before or after it is taken by the rest of the class. In these circumstances, it is scholastic dishonesty to seek or provide information that may in any way aid a student who has not yet taken the exam. It is the responsibility of the student who has taken the exam to determine whether another student has already taken the exam before discussing it, and it is the responsibility of the student who has not taken the exam to inform other students of that fact. 8. Divulging the contents of an examination, for the purpose of preserving questions for use by another, when the instructor has designated that the examination is not to be removed from the examination room or not to be returned to the student At times, the faculty member will seek to prevent copies of an exam from circulating generally, so that, for example, the exam may be administered to other students. When the faculty member has indicated to the students that this is the case, it is an act of scholastic dishonesty to provide or receive information about the contents of that exam. 9. Substituting for another person, or permitting another person to substitute for one's self, to take a test This standard of conduct applies to all out-of-class and in-class assignments for which collaboration is prohibited or constrained. Students are expected to do their own work for all assignments. 10. Paying or offering money or other valuable thing to, or coercing another person to obtain an unadministered test, test key, homework solution, or computer program, or information about an unadministered test, test key, homework solution, or computer program This includes obtaining or providing solutions to current semester assignments or examinations that are the same as, or similar to, assignments or examinations that were used in previous semesters. 11. Falsifying research data, laboratory reports, and/or other academic work offered for credit This includes fabricating events or accomplishments related to outside projects such as audit engagements or Consultancy engagements. 12. Taking, keeping, misplacing, or damaging the property of the university, or of another, if the student knows or reasonably should know that an unfair academic advantage would be gained by such conduct This is particularly important with regard to library and computer resources. Frequently, case assignments may involve library research, where many students will rely on the same library resources to complete the case. It will constitute scholastic dishonesty for a student to take, misplace or damage library resources in such a way as to render them unavailable or unfit for other students. Similarly, many students may rely on computer data bases for completion of an assignment. It will constitute scholastic dishonesty for a student to in any way damage the accessibility of computer resources in such a way as to render them unfit for use by other students. 13. Misrepresention of facts, including providing false grades or resumes, for the purpose of obtaining an academic or financial benefit or injuring another student academically or financially In general, any misrepresentation of facts to gain an unfair advantage will constitute scholastic dishonesty. For example, a student who misleads his or her instructor about the reasons for not taking an examination or for turning in an assignment after the deadline has committed an act of scholastic dishonesty. Similarly, it will be considered an act of scholastic dishonesty for a student to report false information on a resume.


ILMA’s FACULTY HANDBOOK 2017-2020 Plagiarism According to the University rules "plagiarism" includes, but is not limited to, the appropriation, buying, receiving as a gift, or obtaining by any means another person's work and the submission of it as one's own academic work offered for credit. Plagiarism can usually be avoided by clearly citing the work of others when it appears in your own work. This means that the full extent of the reliance on the other work is clearly indicated. Whatever is being quoted should either appear in quotation marks (if it is relatively brief) or be indented (if it is more than a sentence or two). If a summary of facts or an argument is presented that is a paraphrase of another person's work that should be clearly indicated even if the material is not directly quoted. Plagiarism is not restricted to copying from a published source. Copying without acknowledgment from an unpublished manuscript that was, for example, written by another student would also constitute plagiarism. If a student completes an assignment and then uses all or a portion of that assignment as full or a partial completion of another assignment, in the same class or in a different class, without the express permission of the instructor, the student has committed scholastic dishonesty. In general, substantially the same work product should not be turned in for credit in more than one class without the instructor's permission. Collusion "Collusion" includes, but is not limited to, the unauthorized collaboration with another person in preparing academic assignments offered for credit or collaboration with another person to commit a violation of any section of the rules on scholastic dishonesty. On the one hand, the faculty wants to encourage students to interact outside of class. Often this type of interaction facilitates the learning process for everyone. On the other hand, the faculty wish to reserve the right to give students assignments that are to be completed either individually or in small groups outside of class without Consultancy with others. Such assignments often cannot be completed in class because they require too much time, or because they require library or computer resources not available in the classroom. It is the responsibility of the faculty member to provide clear instructions on the extent of collaboration that is acceptable, and it is the responsibility of the student to understand and to conform to those instructions. The student has the responsibility to clarify any ambiguity by Consultancy the faculty member. Here is a partial list of the types of collaboration instructions that may be given for individual and group assignments: 1. Unlimited collaboration with all other students in the class for individual assignments, or with all other groups in the class for group assignments; 2. Unlimited collaboration with all other students (groups) in the class prior to producing the final work product such as an essay or report. The writing of the essay or report is to be done strictly on an individual student (group) basis; 3. No collaboration is permitted with other students (groups) at all. All aspects of the assignment are to be completed on a strictly individual student (group) basis. As a general rule, collaboration with anyone who is not a student in that class will always be prohibited. This includes other students who are not enrolled in the class other faculty members, and friends and relatives.


ILMA’s FACULTY HANDBOOK 2017-2020 Falsifying Academic Records "Falsifying Academic Records" includes, but is not limited to, the altering of grades or other falsification of academic records such as applications for admission, the award of a degree, grade reports, test papers, registration materials, and reporting forms used by the Office of the Registrar. In the context of a particular course, the most important example of "falsifying academic records" would be changing an answer on a test or other assignment after it has been graded, and then submitting it to be regarded as though it had not been changed. This would be a clear case of scholastic dishonesty. Misrepresentation of Academic Background Any student taking admission on fake documentation or providing false and misleading information at the time of admission is a serious offence. Such an action can lead to the harshest of punishment including but not restricted to immediate rustication, monetary penalization or legal proceedings. The case shall be referred to Disciplinary Committee for necessary punishment. Misbehavior with Staff or Faculty Member Any act of misbehavior with ILMA staff or faculty is considered an extremely serious offence. Such an action shall be referred to Disciplinary Committee for strict action against the culprit. The level of punishment may vary from suspension of admission or monetary penalization. Damaging University’s Property Any act of willful damage to University’s property or assets are considered as breach of discipline and is made subject to initiation of disciplinary proceedings against the student. Any such incident is refereed to Disciplinary Committee for necessary action G. Document Storage Policy Examinations department requires storage of only one year of examination data in hardcopy at the University. Previous three years data is to be stored at an off campus location including examination copies & verification records. Regular backup of the soft data must be taken by Director Technical or his/her designated staff after 15 days. H. Letter, Transcript and Degree Issuance Policy ILMA Policy for Document Issuance comes under the forte of Examinations Department. Students and Alumni apply for their respective document from the list of documents available on the request panel on Step. All requisite information regarding the issuance process is available on STeP including the fee/ charges for each document and turnaround time for collection. Once the document is ready for issuance, students are informed w.r.t. the date of collection on STeP. Any student who fails to collect the document on given date has to re-apply. Letter and transcript both need to be signed by the Controller of Examinations and Registrar. Transcript needs to be stamped by the University’s common Seal. Degree needs to be signed by the Chancellor under University’s common Seal. Only one transcript and degree can be issued to a student. Issuance of a duplicate transcript and degree requires a signed affidavit along with copy of FIR for loss of transcript/degree.


ILMA’s FACULTY HANDBOOK 2017-2020 PROCUREMENT AND FINANCE POLICY A. Procurement Policy for General and Specialized Inventory ILMA procurement policy for general and specialized inventory entails that any department which wishes to procure any item ranging from General Inventory i.e. Stationary, souvenirs to specialized inventory like gowns or shields must write to procurement@ilma.edu.pk and also submit a manual requisition form upon getting the quotes for approval. Once the approved requisition is submitted, procurement department should deliver the requirement ranging between three to fifteen days. B. Examination and General Stationary Policy Examination and General stationary policy requires that Examination should send the request for A Sheets and B sheets along with the current size of inventory to procurement at least 20 days in advance. Procurement Department after getting the requisite approval shall try to deliver the stationary within 10 days. In case of Journals printing, the designed journal duly approved by the competent authority must reach the procurement with complete specifications of printing requirements. Procurement would take 15 days to arrange the printed and binded journals. In case of Books and External Journals procurement, all requirements must reach procurement department on the given address 1 month before semester start. The requisition should carry the signatures of the Vice Chancellor followed by concerned Hod, Dean and Director QAL. C. Bank Opening and Account Statement Policy ILMA Bank opening requires that the Bank Account may only be opened in an AAA rated bank with good market repute. Selection of the bank depends primarily on the best daily product rate along with the potential services and facilities bank is offering to the students during the fee submission process and to the staff during the account opening process. Furthermore, ILMA requires monthly account statements for monthly account reconciliation. It is paramount that the bank offers this service without any issues. Another requirement for bank account is online banking facility and remote transfer facility. D. Endowment Fund Policy As already discussed, the University is required to keep the Endowment fund at minimum of Rs.50 million at all times. Endowment fund is a reserve fund which is not subject to be used at any time. Endowment fund can only be accessed or used by approval of the Board of Governors. E. Finance Data Backup Policy The Finance department follows the policy of keeping records and data for the current financial year only till the external audit is completed after which the data is being stored at distant locations due to space availability.


ILMA’s FACULTY HANDBOOK 2017-2020 HR POLICIES MANUAL HR shall prepare Faculty Resource Plan every semester to identify the gaps and to fill the incumbents for maximum delivery of the courses in the desired manner. A. Faculty & Staff Hiring& Documentation Policy At ILMA we are always in the hunt to attract top talent to the University. In order to get this done, our HR Department is always keeping the communication open with different faculty & staff members. Equal Employment Opportunity ILMA shall abide by the principle of equal employment opportunity to ensure selection of the best qualified human resource, without discrimination on the basis of factors such as race, ethnic origin, religion, color, age, gender, or marital status.

Disability Employment Consistent with the job qualifications and its operational needs, ILMA shall continue to accommodate all qualified human resource with disabilities. Faculty& staff requirements arise in following circumstances:  There is no faculty member in the current roaster which can teach a set of particular specialization courses in the upcoming semester;  Faculty member of a certain area/specialization has resigned;  A new program is launched requiring certain specialization or skill set;  A faculty member has taken medical leave, training or educational sabbatical;  Dean or Head of The Department (HOTD) has requested for a certain faculty member/a Research Fellow/administrative or lower staff; Ascertaining the vacant position and exploring the alternatives, Head of the Teaching Department concerned, Deans Concerned, Academics Department or any officer of university shall identify and communicate the incumbents to the Human Resources Department. The same shall be publicized in the reputed newspaper/ official website and/or face book page for the identification of required candidates. The Selection Board shall evaluate the short listed members through a panel interview process. Based on the results of the Selection Board, final selection of the candidates is made and successful candidate shall be offered a contract after fulfillment of all HR requirements. In case, the hiring needs to be done on immediate grounds, Human Resource department shall seek approval from the Vice Chancellor to fill the position who shall appear before the Board later.


ILMA’s FACULTY HANDBOOK 2017-2020 Selection Criteria for Faculty ILMA has the policy of keeping maximum number of full time or adjunct faculty members. Visiting faculty members are avoided and focus is given to adjunct faculty members. Adjunct faculty is given a long term contract with a monthly salary, if required.

Faculty shall be strictly hired according to the criteria laid down by University from time to time. Accordingly, HEC specified criteria for faculty is given below: Position Lecturer

Assistant Professor

Associate Professor

Minimum Qualification

Experience

18 years of Education from HEC Not required but recognized institutions or foreign reasonable teaching or industry experience at institutions having HEC equivalence national or international level shall be given preference PhD in the relevant field effective from January 1, 2018 OR 18 years of qualification in case the At least two years of candidate has been promoted as teaching or industry Assistant Professor from the retiring experience at national institution or international level PhD in the relevant field Atleast 10 years of teaching or industry experience at national or international level

Minimum Number of Publications Not required

Not required

Atleast 10 research publications in HEC recognized journals or journals enlisted in ISI web of science or web of knowledge with minimum 4 publications in the last 5 years.


Professor

ILMA’s FACULTY HANDBOOK 2017-2020 PhD in the relevant field Atleast 15 years of teaching or industry experience at national or international level

Atleast 15 research publications in HEC recognized journals or journals enlisted in ISI web of science or web of knowledge with minimum 5 publications in the last 5 years.

In order to establish and run a particular department under the concerned Faculty, following minimum of Human Resource shall be required:     

Professor Associate Professor Assistant Professor Lecture Administrative & Lower Staff

Min no. 1 Min no. 1 Min no. 2 Min no, 2 Min no. Equal to teaching staff

Relaxation may be given by the Selection Board of the University in case faculty members doesn’t meet the qualification in a particular field/department in the local market. Employment Contract Letter 

An employment contract letter shall be issued to the selected candidate from the department of Human Resources after completion of the probation which will be from 3-6 months and may be waived subject to approval of the Vice Chancellor.

Submission of Required Documents On the day the new employee joins the duty he / she shall be submitting:  Joining report on the specified format  Updated CV mentioning detail of affiliation with other universities/institutions/industry  Copies of academic qualification including marksheets/transcripts & degrees  HEC Equivalence in case of foreign qualification  Copies of other relevant professional qualifications/certifications  Copy of CNIC The probation period will be from three to six months. The contract shall be revoked in case the performance of the member is not satisfactory during the probation or the appointment is not deemed appropriate by the Selection Board and the member shall be released from his services. The composition of Selection Board is as follows:    

The Vice Chancellor as Chairman One member by the Board Two persons of eminence nominated by the Board from outside the University The Dean of the Faculty concerned


   

ILMA’s FACULTY HANDBOOK 2017-2020 The Head of the Teaching Department concerned Two persons nominated by the Society Three experts from the standing list of experts in case of selection of Professors, Associate Professors, Assistant Professors & Lecturers Two experts from the standing list of experts in case of selection of others

Termination of Service during Probation ILMA reserves the right to terminate services of any probationer with approval of the Vice Chancellor within the probation period without any notice upon him/her especially in the following situations:  Where it has become clear that an employee will not be able to reach the standard required even after further instruction and/or training;  Where he/she commits any material or persistent breach of any part of the employment conditions:  Where he/she becomes of unsound mind:  Where he/she is guilty of will full neglect, gross misconduct or gross incompetence in the performance of his/her duties or does or omit to do any other act, which is prejudicial to the interests of the ILMA. Resignation from Service during Probation Likewise, the probationer shall also have the right to resign from service anytime during the probation period after having served15days’notice. B. Faculty Course Allocation Policy The Faculty Course Allocation is done by the Academics in consultation with Deans/HoTDs. Following considerations are given during Course allocation:   

Preference is given to full time Faculty; Course relatedness and course grip is considered before allocation; Previous track record and evaluation by QAL;

C. Faculty Work load Policy Faculty workload shall be multi-component and for the purpose of this policy it shall be apportioned into following four areas, across which any individual faculty member's proportion of effort may vary.    

Teaching Research Services (Counseling, Mentoring, Advisory& Community) Administration

Within this context, the University shall establish minimal expectations for the individual faculty across the four domains. It is also possible that responsibilities other than teaching are not assigned to the workload of the faculty members. Teaching Following activities shall constitute teaching for the purpose of this policy.


       

ILMA’s FACULTY HANDBOOK 2017-2020 Designing new courses Preparation for a course – including development of material for new courses and curricula and preparation of lectures and demonstrations Time in the classroom – instructing a recurring credit class or section of a class in a formal setting Supervision of students in independent study courses Supervision of graduate students on thesis and dissertation research Preparation of assessment tools – exams, quizzes, assignments, etc. Grading of exams/quizzes/assignments General counseling and advising of students on academic issues, and general career choices

Research Work directed at the generation of new knowledge or materials for publication in professional journals, technical reports, other similar professional outlets or presentations at professional meetings, creation of dramatic, literary or artistic works, creation of professional books, book chapters, or monographs and creation of new products like computer programs etc. shall be treated as research work for the purpose of this policy. It shall be ensured that while assigning different responsibilities to the faculty, a minimum of 25% time shall be allocated for research & development work by a faculty member. Services Citizenship activities that contribute to the operation of the University like serving or chairing committees, time spent in integrating information for the HEC and other governmental agencies, activities associated with student societies, professional groups, Journal Reviewer, etc. and activities associated with shared governance, academic affairs, and other forms of University’s operation shall be treated as service for the purpose of this policy. Besides, the faculty members shall provide counseling & advisory services to students related to curricular & non-curricular activities of the students & matters related to their careers and personal issues. Every faculty member shall display the advisory/counseling timings outside their faculty sitting area for students’ convenience. Besides, faculty shall be encouraged to engage themselves along with students in development and service of communities ensuring sizable number of students and faculty members to actually engage in this work. Administration Activities associated with the day-to-day operations of the University including the activities of the Faculty Deans, the administrative activities of Departmental Heads, activities related to the day-to-day financial management and fiscal operations, activities that relate to hiring of faculty and staff and administration of employees’ programs, activities needed to maintain relations with the local community, alumni, governmental entities and the public in general, and activities related to maintaining the existing grounds and facilities, providing utility services, facilities and space management etc.

Guidelines for Assigning Workload Domains and Equivalences Domain-wise Workload Apportionment amongst Faculty Members Category Teaching

Professors

Teaching (Normal Courseload) 2

Overload (in case of contingency only) 1

Research, Services & Administration

Remaining time available shall be apportioned


ILMA’s FACULTY HANDBOOK 2017-2020 Associate 3 1 among the research, services and administration Professor domains proportionate to the sum of responsibilities assigned in these respective domains. Assistant 4 1 Professors Lecturers 4 1 Note: in case of overload, the faculty member shall be compensated with extra remuneration per course by the University. D. Faculty & Staff Training & Development Policy Faculty& Staff Training & Development is one of the main focuses of ILMA. A set of strategic, proactive, catalytic, and capacity-building activities needs to be designed to facilitate employees in attracting extramural research, creating relationships, and developing and implementing strategies that increase competitiveness and skills. Once an employee has completed the probation period, he/she becomes eligible for training &development programs under the following areas:        

Educational Development Specialization Trainings Workshops, Trainings and Seminars HEC based trainings Skills Enhancement Personal Grooming HEC research & Travel grants by atleast 50% of the faculty members every two years Initiate new plans

The activities practiced for faculty development covering the above areas at ILMA include:     

Initiating and nurturing partnerships; Networks, and alliances between and amongst faculty members at different Universities; Designing and implementing strategic services for faculty such as workshops, trainings, conferences & events; Providing assistance to the faculty members in submission of their research papers for their professional & academic development; Creating awareness amongst the faculty members in respect of their part in Corporate Social Responsibility, Community Outreach & professional domains within the legal framework.

E. Faculty Research Incentive Policy Research & Development by faculty members as researchers and in attracting extramural research funding increases faculty competitiveness. ILMA is proud to assist its faculty members in submission of their research papers for their professional & academic development at its own cost. Besides, various cash & in kind incentives may be announced by the University from time to time for motivating research related work by the Faculty Members.


ILMA’s FACULTY HANDBOOK 2017-2020 Journal Category/ Conference Cash Incentive Publication Fee Incentive Z Category Journal No Incentive No Incentive Y Category Journal PKR 5000 No Incentive X Category Journal PKR 7500 30% Contribution or $ 300 Whichever is lesser W Category Journal PKR 10000 50% Contribution or $ 300 Whichever is lesser National Conference PKR 3000 No Incentive International Conference PKR 5000 Conference Fee F. Faculty Consultancy Policy Consultancy is defined as professional activity related to the faculty member's field or discipline, where a fee-for-service or equivalent relationship with a third party exists whereby the faculty members agree to use his or her professional capabilities to further the agenda of a third party, in return for an immediate or prospective gain. Several types of faculty activities, other than regular, are not "Consultancy” for the purpose of this policy. These are: 

Media/Seminar Appearances

Scholarly communications in the form of television productions, art works, etc., though frequently earning financial profit for a faculty member and for another party (e.g., publisher/producer), are not viewed as consultation.


ILMA’s FACULTY HANDBOOK 2017-2020 

Educational and Governmental Organizations Service

Service on National Commissions (including HEC), on governmental agencies and Boards, peer-group review panels, on visiting committees or advisory groups to other universities, and on StatutoryBodies under ILMA, Services to Educational and Governmental Organizations as faculty member don’t fall within this category. 

Personal Arrangements for Financial Gains

Faculty members may pursue a variety of endeavors for financial profit that are not directly related to the person's field or discipline – the efforts that are part of the faculty member's private life and shall not come under the Consultancy for the purpose of this policy. However, such endeavors may only be pursued after the full-time commitment to ILMA has been fulfilled and do not fall within the scope of the University’s Conflict of Interest’s policy. Whereas Consultancy can provide an important means of continuing professional growth for the faculty and can provide them with a currency and experience in aspects of their professional fields outside the context of the University itself, nature of the Consultancy work has in it the potential for distraction for the faculty from their primary responsibilities with the University. Thus, the University expects that all members of faculty will conduct their outside activities in a manner which reflects credit on themselves, their profession, and the University and strike a fair balance between Consultancy and their regular faculty duties within the University. Consultancy Hours    

Full-time faculty members may spend 10 days in the academic year through proper permission from the Faculty Dean and final approval by the Vice Chancellor on a prospective basis; The Faculty members shall be encouraged to undertake consultancy work during the summer semester when they are already undergoing reduced teaching load. The faculty members’ days off on consultancy shall be treated as paid holiday under the ILMA Leave Policy; Faculty members are also allowed to carry out consultancy by the hour and not by the day. In such cases, they can spend a total of 30 hours in an academic year on consultancy work. This mode of consultancy hours may permit the faculty members added flexibility in carrying out Consultancy and still protect the primary interests of the University; In order to avail time off for consultancy, the faculty members shall have to disclose the details of the consultancy agreement including name of the company, nature of the services and total time required for that purpose. A copy of the agreement shall also be required to be submitted for record.


ILMA’s FACULTY HANDBOOK 2017-2020 Consultancy Agreement is of personal Nature The Consultancy relationship between the consultant and the outside entity shall be a personal agreement to which ILMA is not a party, thus, latter shall have no liability or responsibility for the terms of the agreement or the performance by the faculty member of the Consultancy services. No use of University property for consultancy Faculty members shall not use facilities, equipment, materials, personnel or similar resources of ILMA in the Consultancy activities. Nor they shall engage or employ students, to provide services under the Consultancy arrangement without the prior consent of the Faculty Dean. Neither the faculty member nor the company for which he/she consults shall use the ILMA’s name or logo in connection with the Consultancy services, except that the faculty member may use the ILMA’s name in describing his/her credentials or title. Conflict of Interest Conflict of interest between the employees and the ILMA may arise in the following situation:  

 

A situation in which an individual’s financial, non-financial, professional or other personal considerations may directly or indirectly affect, or have the appearance of affecting, his or her professional judgment in exercising any University duty or responsibility; In a situation where an individual engages in outside activities including Consultancy, participation in civic or charitable organizations, working as a technical or professional advisor or practitioner, either paid or unpaid, that interferes with his or her primary obligation and commitment to the University; Exploitation of students and University resources for private gain; Providing unauthorized access to outsiders to confidential information acquired through conduct of University business or research activities.

Conflict of Commitment A conflict of commitment shall be seemed to have occurred when a Staff or Faculty member’s professional loyalty is not to ILMA because the time devoted to outside activities adversely affects their capacity to meet the ILMA responsibilities. Conflicts of commitment usually involve issues of time allocation. Whenever an individual’s outside Consultancy activities shall exceed permitted limits as set forth in the Faculty Consultancy Policy, a conflict of commitment shall be deemed to have existed. According to this policy, Faculty engagement in outside professional activities is a privilege and not a right and must not detract from a Faculty member's obligation to his or her University duties.


ILMA’s FACULTY HANDBOOK 2017-2020 Guiding Principles Staff members shall be responsible for avoiding conflicts of interests as well as situations in which their actions might reasonably lead one to believe a conflict exists. Good judgment of staff members is essential, and no list of rules can provide direction for all the varied circumstances that may arise. If a situation raising questions of Conflict of Interest or Conflict of Commitment arises, staff members are urged to discuss the situation with their Dean/HoD. Considerations of personal gain must not influence the decisions or actions of individuals in discharging their University responsibilities. The members must not be in a position to act on behalf of or make decisions for the University if their personal economic gain or interest may directly or indirectly influence, or have the appearance of influencing, the performance of their ILMA duties. The staff members shall not accept for themselves, or the benefit of any relative or friend, any payments, loans, services, excessive entertainment, favors involving more than ordinary social amenity, or gifts of more than token value, from any person or organization doing or seeking to do business with the University. The University expects that all members of faculty shall conduct their outside activities in a manner which reflects credit on themselves, their profession, and the University and strike a fair balance between Consultancy and their regular faculty duties within the University. The requirement of freedom from conflict of interest shall apply with equal force to the family and associates of each staff member of the ILMA. For the purposes of this policy, the family of an individual shall include her/his spouse, parents, siblings, children, and any other blood relative if the latter resides in the same household. An associate of an individual shall include any person, trust, organization or enterprise (of a business nature) with respect to which the individual or any member of her/his family (1) is a director, officer, employee, member, partner or trustee, or (2) has a significant financial interest or any other interest which enables him or her to exercise control or significantly influence policy. When the staff members voluntarily participate in civic and political activities, including those where participation is on company time, they shall not be considered representatives of, or in any manner acting for, the University. Any liabilities incurred thereon shall be the sole responsibility of the staff members. G. Faculty Promotion and Evaluation Policy Apart from the minimum requirements stipulated by the regulatory criteria, the applicant Faculty Member should have completed at least one year of service at ILMA since his/her appointment, before he/she becomes eligible for the promotion. Promotion Criteria ILMA recognizes four main criteria pertinent to Faculty for attainment of the next rank:    

Educational Qualification Length of Service Research Record Consistent Excellent Performance during the Review Period


ILMA’s FACULTY HANDBOOK 2017-2020 Performance appraisal reports for the entire review period shall be taken as the supporting documents for this purpose. Promotion Criteria Review Period Promotion criteria entailed shall be reviewed for the entire academic career of the applicant. Performance criteria entailed shall be evaluated since last promotion of the Faculty Member at ILMA or from the day of his/her induction if no promotion has been granted earlier. The Selection Board shall review the performance of the candidate in the light of supporting materials like appraisal forms by Head of the Departments & QAL and shall take decision unanimously to grant or deny promotion within 30 days of having received the application. The SB’s decision shall record full report upon the reasons for its granting/denying the promotion. H. Faculty Privileges, Needs & Facilitations ILMA cares for its faculty members as part of its professional and University development. ILMA has adopted a Forward-Looking Management Practices that facilitates the needs of its faculty members so that they act in a responsive &competent manner. E.g.    

Best Faculty of the month; Friendly Sports matches; Competitive salary packages; Recreational activities, Good environment etc.

FACILITATION BY SENIORITY Visiting/Adjunct Professor: ILMA will hire Visiting/adjunct faculty members to replace faculty on leave or to provide coverage in an area where the administration doesn't want to hire longer tenured faculty members. Visiting/adjunct faculty will generally carry teaching loads at significantly lower remunerations for providing cost effective teaching facilities. Lecturers: it’s a junior position or entry level position as a Faculty member of ILMA for a relatively longer term than visiting/adjunct faculty member on the basis of performance& evaluation by QAL, students &Management of ILMA; Assistant Professors: A faculty position requiring excellent presentation skills, fanatical analytical skills, a clear focus and the discipline for continued research. They must also have teaching experience with excellent students’ evaluation understanding. They will also serve in statutory boards and contribute to the academic milieu. They need support in gaining teaching experience in their fields. Associate Professors: Associate professors need to balance a heavy teaching load and general universityrelated duties with their own research endeavors. Professors: They will need to serve as members in statutory boards and contribute to the academic milieu by heading the different departments. They entail rigorous coursework, extensive research and successful completion of a dissertation for ILMA. They also need to bring in grants & sponsorship, to establish linkages to the outside world, to support HR in providing quality faculty members and most importantly to act as supervisors in producing PhDs at ILMA.


ILMA’s FACULTY HANDBOOK 2017-2020 FACILITATION BY ROLE Teaching Role: the faculty members’ needs to be trained in latest pedagogical tools as applied in the advanced countries to provide students with quality & satisfactory education; for this, continuous professional development in the area of teaching should be focused. Administrative Role: Besides teaching, the faculty members must be able to develop within them, such qualities, as to run various non-academic affairs of ILMA with keenness, self-confidence and organized manner. Human Resource Development Role: Faculty members need to be trained in identifying, selecting and recruiting quality staff & faculty which is paramount in achieving vision & mission of ILMA. They should be made part of Selection Board for implementing right selection procedures. Advisory & Counseling Role: Faculty members need to be trained in staff, faculty & students counseling in deciding their areas of specialization, their careers, research work and last but not the least, in producing confident output of refined individuals. I. Faculty Code of Ethics Policy Code of Ethics is part of the University Academic/Dishonesty Policy. J. Course Files Policy Dean (in consultation with HoD) will determine the duties / responsibilities of each faculty member. In addition to the satisfactory fulfillment of teaching assignments, one of the major responsibilities of a faculty member is to maintain and provide course file to the Dean/HoD at the end of every semester. A COURSE FILE is required for each course of the respective program and will be maintained by every faculty member containing the following documents:      

Updated Course Outlines Lectures in Soft copy Model solutions of all assessments Evidence of use of local cases and other materials Result & Attendance sheet of the course Faculty Course Assessment Report

Semester-Wise Assessment of Utility of Courses The Faculty Course Assessment report shall provide assessment of the utility of the courses at the end of every semester and shall be used to decide the continuity of the courses as part of curricula. The assessment of utility will be based on the following parameters:      

Learning Outcomes: Knowledge Dissemination: Development of Cognitive/Interpersonal & Analytical Skills: Technology Parameters; Industry Relevance; Students’ Feedback.


ILMA’s FACULTY HANDBOOK 2017-2020 QAL shall evaluate the above parameters and all the courses evaluated at <65% shall be forwarded to CAB, BoS&BoF for their discontinuation or improvisation for onwards approval from Academic Counsel. The record of such assessment shall be maintained by QAL on semester basis. In case of Lab Component If course has credit hours pertaining to Lab, then an independent folder/file be maintained to provide the following:           

Lab Objectives Lab Contents Weekly plan of contents of lab lectures delivered Copy of material given to students List of Reference Material Copy of assignments, quizzes, examinations given in lab Model solutions of all assessments tests given in lab Complete result of the lab Outcomes Assessment Detail of technology involved Design skills/techniques practiced

Course contents should richly contain activity based teaching material like case studies, exercises, role plays, group activities, movie clips, journal article reviews and frequent presentations etc., if applicable, session-wise. Course outlines should reflect soft skills development e.g. communication skills, leadership skills, critical thinking, analytical abilities etc. intended to be produced by the program. The course Files will be submitted to the respective HoD at the end of semester in hard along with the Course Report duly filled and signed by the faculty member which will be accordingly reviewed by the Dean/HoD and countersigned for onward submission to QAL for analysis. The Course report &Analysis report by QAL will be used to decide the continuity of the courses as part of curricula. K. Guest Speaker Session Policy Collaboration between ILMA and industries is critical for skills development (education and training), the generation, acquisition, and adoption of knowledge (innovation and technology transfer), and the promotion of entrepreneurship (start-ups and spin-offs). The benefits of the linkages are wide-reaching: Research partnerships: Inter-organizational arrangements for pursuing collaborative ORIC assignments, including research consortia and joint projects; Research services: Research-related activities commissioned to ILMA by industrial clients, including contract research, Consultancy, quality control and prototype development. Academic entrepreneurship: Development and commercial exploitation of technologies pursued by academic inventors. Human resource training and transfer: Training of industry employees, internship programs, postgraduate training in industry, training of university faculty and research staff, adjunct faculty of industry participants.


ILMA’s FACULTY HANDBOOK 2017-2020 Commercialization of intellectual property: Transfer of university-generated IP (such as patents) to firms (e.g., via licensing). Stimulate additional private R&D investment (additional effect) ILMA-industry collaboration can also expand the relevance of research carried out in public Universities foster the commercialization of public R&D outcomes, and increase the mobility of labor between public and private sectors. The students of ILMA will be offered internships in various banks, textile firms, telecom firms, pharmaceutical companies etc, and keeping in view of their specialization. The curricula need to be redesigned for the purpose of linkage. For this purpose opinion of industry experts will be taken on board through Corporate Advisory Board and representation of corporate world in different statutory bodies of the University. Corporate will sponsor various research projects conducted by ILMA students in order to encourage research environment. Signing of MoUs with various corporate entities related to placements & internships, research based activities, sponsorships, training & developments, corporate consultancy etc. These sessions will also improve personality and skills traits of the students including imparting employability skills to the final semester students and takes initiatives beyond classroom teaching. Procedure for Inviting & Conducting Guest Speaker Sessions: The respective faculty member shall send an email to HR with the following details, 10 days prior to the session:        

Name of Guest Speaker: Designation: Affiliation/Organization: Date of Session: Time of Session: Title/Topic of Session: Course Code: Course Title:

The HR after taking approval will send confirmation of the slot to the faculty member. The Faculty member will then send official invitation to the Guest Speaker requesting him for the confirmation and submitting the notes/slides to be presented on the day of the session. On the day of the session, Faculty member shall ensure maximum participation of the students in the session with high level interaction between the students and the Speaker. At the end of the session, the guest speaker shall be awarded with ILMA’s shield and/or a certificate of appreciation and record of the same shall be maintained by the HR Department.


ILMAâ&#x20AC;&#x2122;s FACULTY HANDBOOK 2017-2020 L. Lab Session Policy Conducting lab sessions for computer courses is mandatory. Practical learning is a favored teaching methodology at the University. Details of the lab usage are mentioned in the Lab Handbook which is a part of the manual. M. Faculty Retention and Exit Policy ILMA believes in staff and faculty retention. For this purpose, all efforts need to be made for making the Operation hours conducive for teaching. If a faculty member wishes to leave the University or the University doesnâ&#x20AC;&#x2122;t wish to continue taking the services of a particular faculty member, the said faculty member should be made to sit with the Head of HR and Dean/Associate Dean for an exit interview to ensure both parties know the reason for discontinuation. This exit interview shall be properly documented by the HR for corrective measures and to maintain faculty turnover not more than 5% N. Attendance and Leave Policy It is the policy of ILMA to provide a framework for granting and administrating leaves to the eligible employees and to explain them their leave entitlement and the procedure for availing leave and to ensure timely reporting and accurate recording of absences. LEAVE CANNOT BE CLAIMED AS A MATTER OF RIGHT DURING EXIGENCIES ILMA believes time-off from the job availed in the manners given in this policy as matter of right of all its employees, however, this right cannot be asserted when the exigencies of service so require. Accordingly, the HR shall have discretion to refuse leave of any description if the time requested for a leave conflicts with department operations, or to approve it for an alternate time. . RECALL FROM LEAVE ILMA normally discourages recall from leave. Nevertheless, it reserves the right to recall staff from leave due to exigencies of work. In such cases, the period of un-availed leave shall be credited to staff leave account and the staff shall be reimbursed the travel expenses incurred to and from the place recalled if out of the province. LEAVE SANCTIONING AUTHORITY Head of Department/Dean shall be authorized to sanction leave of any description in the manners described in this policy that shall be finally approved by the Registrar and the Vice Chancellor.However, authority to sanction Special Leave shall exclusively be residing with the Vice Chancellor in the manner provided in this policy. CASUAL LEAVE All employees shall be permissible with maximum ten (10) days as casual leave in one leave year to meet the unforeseen circumstances. Maximum three (3) days casual leave at a time may be granted but this cannot be taken in conjunction with other leave to prolong the leave period. CASUAL LEAVE CAN NEITHER BE CARRIED FORWARD NOR EN-CASHED Casual leave is to be consumed within the current leave year and shall not be carried forward to the next year nor shall be en-cashed, rather unconsumed leave shall lapse automatically at the end of the leave year.


ILMAâ&#x20AC;&#x2122;s FACULTY HANDBOOK 2017-2020 MEDICAL LEAVE All permanent employees shall be eligible with a maximum of eight (8) days paid medical leave in a leave year. Medical leave shall only be utilized for medical purpose and shall not be taken in conjunction with other leave to prolong the leave period. Medical leave for more than 3 days at a stretch shall not be granted unless supported by certificate issued by a registered medical practitioner acceptable to ILMA. In case the employee had already availed medical leave of 3 or more consecutive working days due to emergent situation, he/she shall be producing medical certificate or other evidence of illness satisfactory to the ILMA on the day of joining. MEDICAL LEAVE CAN NEITHER BE CARRIED FORWARD NOR EN-CASHED Medical leave is to be consumed within a year and shall not be carried forward to the next year nor shall be en-cashed, rather unconsumed leave shall lapse automatically at the end of the leave year. PART LEAVE Staff members shall be entitled to avail Part Leave in two formats: Quarter-day Leave (up to ½ Hour) Half-day Leave (up to 4 Hours). Occurrences of quarter-day leave and half-day leave shall be converted into the full-day leave in the manners that 2 occurrences of half-day leave shall be treated as equivalent to 1 occurrence of full-day leave whereas 3 occurrences of quarter shall be treated as equivalent to 1 occurrence of full-day Leave Such leave shall be adjusted against the compensatory leave, casual leave, sick leave, annual leave of the employee in same chronological order depending upon their availability. ANNUAL LEAVE All employees shall be eligible with a maximum of fifteen (15) days paid annual leave in a year. Annual leave can be availed in full at one time or in broken periods of 7 days minimum. However, part leave can be adjusted against the annual leave if the employee has already exhausted quota of casual and sick leave. Annual Leave Roster to be maintained HR Department shall be responsible for preparing leave roster for the annual leave of all employees in the beginning of the year and organize work execution during the leave of concerned employee. The employee shall apply for the annual leave well in advance so that arrangements could be made for the replacement during the incumbent is on leave. Annual leave can be carried forward Employees can carry forward their annual leave to the next year but maximum up to 30 days. However, the employee shall not be entitled to avail more than 15 days annual leave in one stretch. Accrued annual leave exceeding 30 days shall lapse automatically. ENTITLEMENT OF LEAVE FOR THE EMPLOYEES JOINING ILMA The employees joining ILMA shall be having available casual leave, medical leave and annual leave on prorata basis as per their date of joining. For example, 15 days annual leave shall be apportioned per month by dividing it by 12 i.e. 1.25 leave per month. MATERNITY LEAVE


ILMA’s FACULTY HANDBOOK 2017-2020 All permanent female employees shall be will be eligible for paid maternity leave of up to 90 days – 45 days each during prenatal and postnatal periods subject to approval of the Vice Chancellor. Maternity leave shall be admissible after at least 03 years of completed service with ILMA once in 03 years and for up to 2 deliveries in entire service. To facilitate arrangements for cover of duties, application for maternity leave shall have to be made to the leave sanctioning authority in this policy not less than two months prior to the date of commencement of leave supported by a certificate by the Gynecologist to that effect who, in turn, shall forward that application to the Human Resource Department after granting approval. OFFICIAL LEAVE Any official tour, meeting or gathering that requires time-off from the duty shall be treated as paid official leave. A leave application in this connection shall be filed to the Vice Chancellor before this leave is availed. The employees out to conferences and seminars to read research papers or to conduct training in the corporate sector shall also be entitled to 08 days a year official leave provided they produce the training schedule and flyer and get the leave approved from their respective Head of Department, Registrar and the Vice Chancellor. SPECIAL LEAVE Any type of leave which has not been written in this policy shall be treated as special leave and shall finally be approved by the Vice Chancellor routed through the HoD and the Registrar. Special leave can be of any duration and it shall always be treated as without pay. A Special Leave Application Form for such leave shall be filled and submitted to the Human Resources Department after having got approved by the Vice Chancellor or Registrar as the case may be. WEEKLY HOLIDAY All employees whether contractual, permanent or probationer shall be entitled to weekly off-days and Gazette holidays published by the Government of Pakistan. However, the staff who are required to work on weekly off-days and Gazette shall be compensated in the manners given in this policy. COMPENSATORY TIME-OFF All employees who work on Sundays/weekly off-days/gazette holidays in the manners provided by the ILMA Attendance and shall be entitled to one (01) compensatory leave in requital for working on each such day. For Faculty and the Concurrent Staff who teach on Sundays shall be entitled to compensatory time-off with prior approval of the HoD in the following manners:  

Half-day time off for one class taught; Full-day off for two or more classes taught.

SANDWICH HOLIDAYS AND OFF-DAYS For any kind of leave taken, gazette holidays, Sundays and other weekly off-days, if any, falling during the period of leave, shall be counted as part of that leave. ADJUSTMENT OF LEAVE UNDER ONE ACCOUNT AGAINST THE OTHER Leave availed under casual and medical description shall not be allowed to be adjusted against the annual leave if the leave quota under these heads has already been exhausted.


ILMA’s FACULTY HANDBOOK 2017-2020 So, accordingly, if an employee avails the casual leave or medical leave without having sufficient leave credit available under these heads the period of absence shall be treated as unauthorized absence from duty unless this period of absence from duty is converted into special leave by the competent authority under special circumstances. However, quota of casual leave can be adjusted against the quota of medical leave and the vice versa in case quota of leave under one head is already exhausted. O. Staff pay scale and Increment Policy It is policy of the ILMA to provide base compensation for its employees, which is competitive in order to attract and retain high caliber individuals while maintaining an internally consistent and equitable incentive structure. Minimum Wages ILMA shall continue to abide by the Govt. of Pakistan's periodic decisions regarding minimum wages for various categories of employees. Pay Period University's employees shall be paid on a monthly basis with payment being made before 5th working day of the next month. Deductions  Income Tax shall be deducted from the salary according to the FBR and shall be deposited to the Board with in the stipulated time period. However, in case of any further income tax related liability, it will be the sole responsibility of the employee him/herself  An amount of 5% of the gross salary shall also be deducted on account of ECF (Employees’ Contribution Fund). Pay Structure& Grade S. No.

Grade

Pay scale

1

Lower Staff

Rs. 0 to Rs. 15,000/-

2

I

Rs. 15,000/- to Rs. 25,000/-

3

II

Rs. 25,000/- to Rs. 45,000/-

4

III

Rs. 45,000/- to Rs. 75,000/-

5

IV

Rs. 75,000/- to Rs. 125,000/-

6

V

Rs. 125,000/- to Rs. 200,000/-

7

VI

Rs. 200,000/-& above

However, the Competent Authority may allow relaxation in the above slab based on the competency of the candidates.


ILMA’s FACULTY HANDBOOK 2017-2020 Merit-based Raise  

All the employees with minimum service of six months shall be rewarded commensurate to their performance with a merit-based raise as determined by the Vice Chancellor; Application of these guide lines shall ultimately result in salaries which reflect the longevity of service and the level of performance.

Pay Raise Cycle  

In the absence of a Board's decision to the contrary, the effective date for pay increases shall be the renewal date of contract. With the exception of raises for promotional purposes, no pay raise shall be granted during the fiscal year.

Pay Raise for the Employees Place date “Maximum" of the Pay Range  

Reaching the "maximum" of the pay range shall not entitle or necessitate promotion. However, he/she can be allowed a "move-over" to the next Pay Grade who has reached the "maximum" of his/her current Pay Grade. The "move-over," doesn’t constitute promotion.

Faculty Pay Structure Designation Professor Associate Professor Assistant Professor Lecturer

Pay Range (Rupees) Minimum-- Maximum 80,000- 450,000 60,000- 350,000 40,000- 250,000 20,000- 60,000

Note: This pay structure/range may agreement/working hours of the faculty.

vary

depending

on

the

contractual

P. Dress Code and Hygiene Policy It is the intent of ILMA through this dress code, to ensure all employees present themselves in a manner which enhances their professional image to all the stake holders including public. Dress Code Though no dress code can cover all contingencies and, accordingly, employees must exert certain amount of judgment in their choice of clothing to wear to work, following guide lines shall be minimal to follow: For Male Staff Members:  The staff is required to wear the dress i.e.trouser & a closed collar shirt with a tie, or Safari Suit, except on Friday when a Shalwar & Qameez along with Waist coat may be worn with closed ended shoes;  Clothing shall be pressed and never wrinkled. Torn, dirty, or frayed clothing shall be unacceptable;  Any clothing that has words, terms, or pictures that may be offensive to other employees in general shall not be acceptable;  Flashy athletic shoes, thongs, flip-flops, and slippers shall not be acceptable in the office;  Not-shirts and jean so fancy color shall be acceptable;


 

ILMA’s FACULTY HANDBOOK 2017-2020 No visible tattoos shall be acceptable; Violators of the above guidelines shall be imposed with a fine of Rs.2,000.

For Female Staff Members:        

Shirts & Trousers, Shalwar & Qameez along with Dupatta or Saris in subtle colors; Clothing shall be neat & clean; Clothing shall be pressed and never wrinkled. Torn, dirty, or frayed clothing shall be unacceptable; Any clothing that has words, terms, or pictures that may be offensive to other employees in general shall not be acceptable; Flashy athletic shoes, thongs, flip-flops, and slippers shall not be acceptable in the office; No T-shirts and jeans of any color shall be acceptable; No visible tattoos shall be acceptable; Violators of the above guidelines shall be imposed with a fine of Rs. 2,000.

Q. Staff Code of Ethics Policy The Faculty members and administrative employees must be bound by the common duty in the pursuit of the individual responsibility to the ethical objectives of ILMA. They shall be individually responsible to each other as well as to the students, parents, and community in large as well as the government that represents the entire citizen exhibiting in their own actions the highest ethical standards and for avoiding any impropriety or appearance of improper behavior that might reflect negative lay upon the University.          

Harassment Free Environment Confidentiality Conflict of Interest and Commitment Fraud and Corruption Appropriate Use of the ILMA Resources Non-discrimination in Hiring and Admissions Practices Social Media & Public Comments Plagiarism Reporting an alleged violation of the Code Refraining from False Reporting

R. Gender Discrimination and Sexual Harassment Policy The same has already been discussed earlier in detail. S. Staff Retention and Exit Policy ILMA has policy to identify standard modes of separation from service available to the employees and ILMA both and to introduce uniform method of clearing dues of the exiting employees as well as securing the return of assigned property or equipment from the employees separating from employment and settling the outstanding accounts, if any, with them.


ILMA’s FACULTY HANDBOOK 2017-2020 Modes of Separation   

Resignation Job Abandonment Termination from Service(Termination Simplicities)

Clearance Procedure  

 

The exiting employee shall be required to hand over the charge to the designated officer: After having the handing/taking over undertaken, the HR shall issue a clearance report duly signed by all the HoDs on the specified format that indicates that the exiting employee has no outstanding dues or work-related obligations and has duly returned in good condition the property, equipment, electronic data, files, and any other items including library books which belong to ILMA and the exiting employee has satisfactorily discharged all work-related obligations: Clearance reports shall finally be signed by the Head of HR followed by the Vice Chancellor and sent to the Finance department for full and final settlement: The exiting employee shall be issued experience letter by the HR department if demanded by the exiting employee subject to fulfillment of all the HR formalities

Exit Interview  

Separated employees, whether voluntary or in voluntary, shall be referred to the HR for an exit interview; HR shall conduct study over exit interviews and suggest good management practices and employee retention on techniques.

T. Staff Benefits Policy ILMA aims to provide a comprehensive package of benefits to its employees in order to attract and retain high performance individuals: Staff Qualification Enhancement Policy  

5% more Tuition fee waiver on top of prevailing discount / scholarship shall be awarded to all staff members and their families: These tuition fee waivers will be defined waivers and certain conditions do apply from case to case basis.

Transport Facility The University offers Conveyance Allowance to all the staff members in their monthly salaries. Those employees (female preferred), who reside far away from the main campus/delivery centers, avail the transport facility, which is subsidized with a reasonable amount by the University. An individual who desires to avail this facility must get prior approval from the Head of HR. As specified, amount shall be charged in this regard which can be revised from time to time by the HR.


ILMA’s FACULTY HANDBOOK 2017-2020 Employees’ Performance Award (EPA) The aim of EPA is to establish a high sense of motivation inside the employees so that they feel full pride and contentment during their job performance on long-term basis.      

EPA would be given absolutely on outstanding performance; An employee who has served at least for 01year at the University; HOD discretion to recommend an employee for maximum two times; Vice Chancellor shall give the final approval: The duration for the EPA can be changed as per the discretion of the HR; Also, Department of the month is also honored and best performing HOD is given with monetary reward.

Employees’ Contribution Fund (ECF) ILMA is pleased to implement the Employees Contribution Fund for the betterment of staff members on monthly basis. All the staff & faculty members (excluding the lower staff e.g. peons, sweepers, guards, electricians, security officer and site supervisor) will come under this policy with following terms and conditions:  

 

The amount of 05% from an employee’s Gross Pay will be deducted each month; The main objective of the Employees Contribution Fund is to introduce savings amongst the employer and the employees mainly on long/short term for the benefit of employees' families to enable the employees to rehabilitate after retirement; to provide refundable / non-refundable advances on grounds of extreme necessity to meet unforeseen and unavoidable expenditures during service; The Fund will be paid to the employees while leaving the University on their own desire, whatever ECF would have been contributed so far by them at the time of his/her full and final dues payment; All employees having served for the consecutive two years after their probationary period would be permissible to draw his/her contributions as per the above mentioned policy.

Data Management by HR The University follows the policy of keeping payrolls & cheques issued record for a maximum period of two months while the older data is sent to distant locations due to space limitations at its main campus


ILMAâ&#x20AC;&#x2122;s FACULTY HANDBOOK 2017-2020 I. PhD Thesis Evaluation In order to improve the quality of Thesis of PhD students and to bring out its quality as per the international standards, review & evaluation of the same needs to be done by the laureates of technologically/academically advanced countries. The supervisor shall nominate any 4 foreign evaluators out of 35 approved countries list in the field of Science, Engineering & Technology and present the same to BASR for approval. â&#x20AC;˘

The revised list of technologically advanced countries is as under:

1.

Australia

18. Luxemburg

2.

Austria

19. Malaysia

3.

Belgium

20. Netherland

4.

Bulgaria

21. New Zealand

5.

Canada

22. Norway

6.

China

23. Poland

7.

Czech Republic

24. Romania

8.

Denmark

25. Singapore

9.

Estonia

26. South Africa

10.

Finland

27. South Korea

11.

France

28. Spain

12.

Germany

29. Sweden

13.

Greece

30. Switzerland

14.

Hong Kong

31. Turkey

15.

Hungry

32. United Kingdom

16.

Iceland

33. United States

17.

Ireland

34. Italy

35. Japan

Out of the four nominated foreign experts from the above list of technologically/academically advanced Countries two shall be selected by the BASR for sending the thesis for foreign evaluation.


J.

ILMAâ&#x20AC;&#x2122;s FACULTY HANDBOOK 2017-2020 Minimum requirements for award of PhD Degree

In order to improve the standard & quality of PhD Thesis, this policy set-forth standardized minimum requirements for approval of PhD Thesis and notification for award of PhD degree. The policy covers PhD degree in all the programs at ILMA. The Supervisor shall submit the following documentation along with final evaluated thesis to BASR for approval of degree: 1. 2. 3.

PhD thesis Authorâ&#x20AC;&#x2122;s declaration Plagiarism undertaking by the PhD Scholar Certificate of Approval of PhD thesis by Examination Committee.

If these requirements are not included, the PhD scholar will not be eligible to get the degree and enter in PhD Country Directory (PCD), which is mandatory for attestation of PhD degree


ILMAâ&#x20AC;&#x2122;s FACULTY HANDBOOK 2017-2020 RESEARCH AND PUBLICATION POLICIES MANUAL Office of Research, Innovation & Commercialization (ORIC) exists at ILMA as a fully functional research centre by a full-time experienced doctoral faculty as Director ORIC. Besides, ILMA has active special Research Groups which conduct research in different fields. These groups must yield useful research output every year. ILMA puts special focus on Research & Development by allocating at least 10% of its budget for R & D Faculty members and Research Groups shall develop an annual plan for their R&D work. Faculty members shall also make efforts to secure sufficient numbers of funded national and international projects from the corporate and the government sector organizations. ORIC shall establish active collaboration of University with the industry regarding generation of specific research output which shall be used by the industry as a best practice or a solution of their problems. ORIC shall also distribute the research output as Projects and assignments to the students to enable them to relate current corporate issues with their curriculum. Further, ORIC shall share the innovative developments with industry and academia through exhibitions and national & international research conferences at least once in a year. The faculty members of the University shall have an adequate mix of degrees and experience of research in different fields (e.g. Marketing, HRM, Accounting and Finance, and Economics etc.) and the publications of faculty members shall exhibit the field in which they are associated. In addition to the above and according to the Faculty Workload Policy, a minimum of 25% of the time shall be devoted by the faculty members to R & D work. The research output of the faculty members will eventually substantiates the time allocation and plan. Research work of the faculty members shall be published in reputed HEC recognized national and international journals and conferences (having impact factor). Proper alignment of R&D with the course portfolio of the programs ILMA is offering shall be ensured and courses shall be introduced / updated / changed / merged due to this R&D process and outcome. The same shall be shared regularly in classrooms in the form of case studies, research articles, monographs etc. The University shall acquire benefits from the publications of its scholars. The faculty members shall write research papers and publish them. In this process, they acquire more knowledge on the themes they work on and transfer their knowledge to the students and faculty members in particular. Subsequently they will work as bridge between the University and industry, and the policy making units in the government and enhance the prestige and credibility of its research. Below shall be reproduced research policy which is aligned with vision, mission, and goals of the University and shall be fully used as a vehicle to promote research in the University.


ILMA’s FACULTY HANDBOOK 2017-2020 A. Research Conduction Policy Thesis Policy  Thesis shall be conducted twice a semester;  Applicable for students who have successfully completed all of their courses and are just left with thesis;  Thesis I and II is merged to Thesis with 6 credit hours. Duration and Extension  Students enrolled in spring semester for their Thesis shall be allowed to prepare their thesis till summers; similarly those enrolled in Fall for their Thesis shall be allowed to start their thesis from summer so that they are able to prepare a sound research;  Students requiring extension for their thesis after viva, shall be allowed additional one semester (i.e. for Spring , student can avail extensions till Fall, whereas for Fall, students can avail extensions till Spring) Mechanism  Students enrolled in thesis will be given a schedule from Academics department of their meeting hours with their supervisor;  The maximum number of PhD students under the supervision of a full time faculty member will normally be five which may be increased to 8 under special circumstances subject to prior approval of the Higher Education Commission.  Students can meet their supervisors during the meeting hours where the supervisor will mark the attendance of students and will guide the students in respect of the research;  Meeting minutes will be maintained which should be signed by both the supervisor and student and a copy of it should be kept with the student for submission with the thesis;  Minutes kept with supervisor and a copy should be submitted to Academics department along with attendance sheet after the end of the week;  Academics department shall keep noting of the attendance and the progress through the document submitted by the supervisor;  In the 13th week of every semester, students are supposed to submit their thesis to Academics department;  Thesis must be signed by the supervisor and must have similarity index report signed by ORIC department;  It would be student’s responsibility to get the research checked for similarity index from ORIC department using Turn-it-in software;  The similarity index report and the thesis submitted to Academics should have the signatures of respective authorities not older than 3 days;  After getting all the required submissions, Academics department shall align the viva of students with Research Review Committee;  Viva will be taken by RRC, and observations will be shared with the students at the time of result announcement, along with the remarks from RRC if they require student to avail extensions except; o Students who haven’t submitted their thesis or those failing to defend their thesis on major areas shall be marked F grade and no extension will be provided, and the student shall have to repeat the thesis; o Charges of repeat will apply.


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ILMA’s FACULTY HANDBOOK 2017-2020 For those allowed for availing extensions shall be charged with fee. This shall be half of the thesis fee; Once the research is clear, either from initial viva or after availing extension, Student will have to submit three binded copies to Academics department. Academics department will not convert the students to TGR unless binded copies are submitted with the Academics.

Existing Students Mechanism  For existing students who are currently enrolled in their thesis, their results will be evaluated, those clearing their thesis 1 will be enrolled in Fall and will be treat in a manner similar to those availing extensions of Spring;  For existing students failing Thesis 1 shall be enrolled in thesis of 6 credit hours with repeat course fee charged. B. Conference Conduction and Participation Policy  

The University shall assist & encourage all faculty members to participate in academic conferences/seminars/ workshops within and out of Pakistan; Assistance by the University for the participating member shall include: o Paid leaves for the number of days required for the said event; o Registration fee for the conference/symposium and the TA/DA as per rules of the University for the events within Pakistan maximum twice a year; o Paid leaves for the number of days required for the said event and 50% of the TA/DA as per rules of the University for the events outside Pakistan maximum once a year; ILMA ORIC shall also arrange and conduct at least one National and International Conferences every year.

C. Research Review Committee Policy Research Review Committee has been discussed above D. Incubation Centre Policy It is resolved that ILMA shall initiate the Incubation Centre at its Main Campus. The Incubation Centre shall work under the domain of ORIC and shall work closely with the Corporate Advisory Board of the University to develop a state of the art centre for business and technology incubation by providing a conducive environment to startups. The incubation center should create linkages would leading corporate giants in order to create smoother environment for our students to interact and grow in professional capacity E. Innovation Incentive and Intellectual Property Policy ILMA Innovation Incentive and Intellectual property policy states that ILMA shall endeavor to create a forum for commercialization of ILMA students’ projects. ILMA ORIC shall seek Intellectual Property for selected projects and then work for commercialization aspect of these projects. For all innovation based activities, the University shall bear the expenditure of Intellectual Property rights and will also give monetary incentive to students whose Innovative projects are being commercialized. F. Commercialization and Research Collaboration Policy


ILMA’s FACULTY HANDBOOK 2017-2020 ILMA Commercialization and Research Collaboration Policy states that ILMA ORIC shall create collaboration and liaison with other Academic and Corporate institutions to enhance commercialization prospects and also research based collaborations. All MoUs and approvals for such collaborations shall be sent to Vice-chancellor for approval. The ORIC shall maintain data of all the funded projects carried out by the University faculty on annual basis including the name of the principal investigator, funding agency, amount of funding and completion stage of the project. G. Publication Policy ILMA Publication policy states that Regulatory &Publications Division must ensure;  ILMA’s Journals must be recognized by HEC for producing quality research;  ILMA Journals are indexed at sites of international repute;  ILMA Journals must be double peer reviewed;  ILMA Journals Editorial Meeting must be conducted twice a year;  ILMA Journals Editorial Board members should not publish more than one paper per volume;  At any time, in house research papers published in the journal should not be more than 25%;  ILMA Journals must be peer reviewed by national &International reviewers;  ILMA Journals papers must not have a similarity index of more than 19%;  ILMA Journals must have a zero plagiarism policy;  ILMA Journals must be published twice a year.


ILMA’s FACULTY HANDBOOK 2017-2020 QUALITY ASSURANCE AND LIAISON POLICIES MANUAL

QAL Functioning Structure

Director QAL Office Assistant Deputy Director QAL

Asst. Director QAL

QAL Officer-I

QAL Officer-II

QAL Officer-III

Director Quality Assurance & Liaison (QAL)            

Implementing quality assurance processes and methods of evaluation to affirm that the quality of the higher education standards is being maintained. Responsible to ensure that the university’s quality assurance procedures are designed to fit in with the arrangements in place nationally for maintaining and improving the quality of Higher Education. Develop quality assurance processes and methods of evaluation to affirm that the quality of provision and the standard of awards are being maintained and to foster curriculum, subject and staff development, together with research and other scholarly activities. Responsible to develop program specifications. These are standard set of information clarifying what knowledge, understanding, skills and other attributes a student will have developed on successfully completing a specific program. Responsible to develop qualifications framework by setting out the attributes and abilities that can be expected from the holder of a qualification, i.e. Master’s, M. Phil., Doctoral. Responsible for defining clear and explicit standards as points of reference to the reviews to be carried out. It should also help the employees to know as to what they could expect from candidates. Responsible for the review of academic affiliations with other institutions in terms of effective management of standards and quality of programs. Responsible for the review of quality standards and the quality of teaching and learning in each subject area. Responsible for promoting public confidence that the quality and standards of the award of degrees are enhanced and safeguarded. Review the Self Assessment reports of all Non-Accredited Programs. Participates in all aspects of the Self Assessment Reports of academic programs following the HEC’s guidelines. Review the Institutional Performance Evaluation (IPE).


     

ILMA’s FACULTY HANDBOOK 2017-2020 Represent the Institution and Liaison with Regulatory bodies. Review the Formulation of Program Mission, Objectives and alignment of learning outcomes. Review the Policy Manuals of Institution Prepared by QAL department. Review the NCEAC/CIEC/ NBEAC Accreditation bodies Performa Prepared by the department. Review the MS/PhD students and Supervisor Files. Review descriptive briefs, analytical notes, and articles about various operations of the University.

Deputy Director Quality Assurance & Liaison  Prepared Self Assessment reports of Non-Accredited Programs.  Evaluate Institutional Performance Evaluation (IPE).  Arrange Trainings/ Workshops for Staff/ Faculty development.  Collect Feedback through Surveys for academic program assessment  Formulate Program Mission, Objectives and design Learning outcomes  Assess Program mission, objectives and learning outcomes on the basis of qualitative data.  Formulate Program Teams (PT) for the conduction of Self Assessment Reports and also coordinate till the assessment completed.  Formulate Assessment Teams (AT) for assessing the findings of PT team. And on the basis of AT findings Implementation plan designed for critical decision making.  Analyze the Feedback data and did its interpretation.  Assessment of the Utility of the Course.  Prepared Policy Manuals of Institution.  NBEAC Documentation aligned with evidences  Prepared NBEAC Registration Application with required documentation.  NCEAC Documentation aligned with evidences  Measures taken to enhancing the Computer Labs, Networking Labs, Electronic Labs.  Responsible to develop procedures for the following: • Approval of new program • Annual Monitoring and evaluation including program monitoring, Faculty monitoring, and student perceptions • Departmental review • Student feedback • Employer feedback • Quality assurance of Master’s, M. Phil and PhD degree programs • Subject review • Institutional assessment • Program specifications

Assistant Director Quality Assurance & Liaison       

Coordinate with various departments throughout the organization for collecting statistical data. Compile and report statistical data for compliance with HEC & other concerned bodies. Liaison with faculty members for compilation of self-assessment reports. Assist supervisors in routine jobs of the department. Liaison with faculty members for compilation of course files. Prepares and participates in all aspects of the Self Assessment Reports of academic programs following the HEC’s guidelines. Prepares and participates in producing high quality publications for the University, such as, Annual Reports, Course Catalogue, Student Handbook


ILMA’s FACULTY HANDBOOK 2017-2020 Quality Assurance Officer-I     

Review course files as per checklist and communicate concerned faculty members if report is not as per the requirement. Prepared Policy Addendums and forward to Deputy Director QAL. Conduct Peer-Review Survey. Conduct Faculty Survey. Evaluate required feedbacks.

Quality Assurance Officer-II     

Review course files as per checklist and communicate concerned faculty members if report is not as per the requirement. Prepared Policy Addendums and forward to Deputy Director QAL. Conduct Peer-Review Survey. Conduct Faculty Survey. Evaluate required feedbacks.

Quality Assurance Officer-III     

Review course files as per checklist and communicate concerned faculty members if report is not as per the requirement. Prepared Policy Addendums and forward to Deputy Director QAL. Conduct Peer-Review Survey. Conduct Faculty Survey. Evaluate required feedbacks.

Office Assistant  

Directly in-coordination with Director QAL. Assist and follow-up of all departmental tasks as per the direction of Director QAL.

Quality Assurance and Liaison Policy ILMA Quality Enhancement Cell has been re-designated as Quality Assurance and Liaison Department. The purpose of this change was to highlight the domain of this department. ILMA QAL performs all the functions of the Quality Enhancement Cell and also incorporates subsequent Liaison with various Quality Enhancement Departments of National Universities, International Academic Linkages and also various Regulatory Bodies including but not restricted to HEC, NBEAC, NCEAC, NTC and CIEC. The QAL shall evaluate and check internal University operations, perform various quality evaluation exercises, enhance quality standards, make Self-Assessment Reports, University Yearly Performance Report, Academic Linkages and Regulatory Correspondences. Also, QAL shall make an objective assessment of faculty members’ performance in all areas of their workload that is based on performance goals properly communicated to the faculty. QAL shall also analyze that faculty capabilities and skills in teaching and research have improved consistently over the recent years as a result of the faculty development activities by HR and their participation in external academic, professional organizations and statutory bodies as members.


ILMA’s FACULTY HANDBOOK 2017-2020 Also, QAL shall actively participate in University’s budget preparation and shall be accordingly informed about the actual allocation of the same. Yearly Progress Review of HEC QAL shall fulfill all the requirements of HEC Yearly Progress Review report and adhere to all the guidelines prescribed by HEC from time to time which shall be integral part of this policy manual. Efforts shall be made to obtain top most category “W” from HEC in this regard. Moreover, QAL department is solely responsible to prepare YPR report and align evidences that are asked by the QAA of HEC. SAR Formulation Policy SAR reports shall be prepared by program team formulated by QAL Department with the consultation and approval of Vice chancellor (VC). After completion of SAR of the program, assessment team formulated with the approval of VC for preparing AT report. Moreover, Dean of the program shall formulate implementation plan on the basis of AT report and finalized the SAR. The implementation plan shall be sent to VC for the final approval so that implementation will be made. Institutional Performance Evaluation (IPE) QAL department prepare Institutional performance evaluation report and collect evidences from concerned departments as per the defined standards. To evaluate IPE following composition shall be notified: 1. Three internal Members from the University notified for the evaluation 2. At least 1 external member shall be notified for evaluation Statutory Roles of QAL Director QAL is a member of following statutory bodies of University:  Board of Governors (BoG)  Academic Council (AC)  Board of Advance Studies and Research (BASAR)  Selection Board (SB)  Finance & Planning Committee (FPC)  Board of Faculties (BOF)  Board of Studies (BOS) And also a member of all sub-servants statutory bodies and as well part of Plagiarism standing committee of the University. Moreover, QAL is a part of budgetary allocation and regarding this the Director QAL discusses the portion of budget in FPC and BOG.


ILMA’s FACULTY HANDBOOK 2017-2020 QAL Membership QAL department shall seek membership of external Quality Assurance bodies for accreditation and take guidance from these bodies. Evaluation Mechanism QAL department made evaluation of the following surveys periodically/ semester wise: 1. Graduate Survey Evaluation (Periodically) 2. Alumni Survey (Periodically) 3. Student Evaluation (Semester-Wise) 4. Faculty Evaluation by Student (Semester-Wise) 5. Employer Survey (Periodically) Faculty Evaluation Disseminate Procedure Evaluation of student satisfaction ratings shall be shared with faculty by QAL department through memos and copy of the same forwarded to HOTD/Dean. Moreover, the results of satisfaction and dissatisfaction would be discussed with faculty during the submission of course files to HOTD/Dean and also same presented in the departmental meetings. Linkages Policy ILMA has a documented policy to set up active international linkages for joint research, curriculum development, teaching with national &international universities and industry through MoUs. ILMA QAL shall initiate multilateral linkages for the University. The linkages that the University can create for itself are           

Academics Based National/International Linkages Students Exchange Programs Faculty Exchange Programs Journals’ Exchange Programs Research Based National/International Linkages Corporate Collaboration based National/International Linkages CSR based National/International Linkages Admission based National/International Linkages Placement based National/International Linkages Quality Assurance based National/International Linkages International study tours for the students and faculty

Following should be ensured in all linkages    

No linkage or MoU shall be for transfer of ownership of the University or use of premises by another company or benefactor; No Linkage or MoU for grant of franchise or for granting affiliation of any sort; No linkage or MoU for any illegal, unethical or anti national arrangement; Active national academic linkages for joint research, curriculum development, teaching with at least five such linkages every three years;


  

ILMA’s FACULTY HANDBOOK 2017-2020 Active national business linkages with at least five such linkages every three years; Inclusion of international members in various advisory roles with at least 10% of the members of advisory board/ academic bodies’ from international organizations or the organizations in Pakistan or have served in senior positions outside Pakistan. MOUs with social and philanthropist organizations for community support purposes shall be implemented through joint activities.


ILMA’s FACULTY HANDBOOK 2017-2020 STUDENT COUNSELING POLICIES MANUAL ILMA shall ensure that Suggestion boxes are installed for feedback from the students and record of suggestions shall be maintained and utilized in taking decisions. A. Student Academic Counseling Policy Student Counseling Department is tasked with catering to student’s academic, personal and professional requirements. The Department is formed to cater to all these student requirements. Furthermore, every campus/delivery centre has a dedicated and independent Counseling Department with one senior manager to resolve students’ issues. As a matter of policy, all student issues received on STeP or in person must be resolved in 15 working days. A report of non-concluded, non-responded correspondence shall be sent to Vice Chancellor’s Office for necessary action against the department. B. Sports Room Timing Policy Student lounges and sports room/gym shall be made accessible to student between 11:00am-07:00pm every day except Sundays. An on duty Sports Officer must be presented at all times to ensure no injury happens to students nor the assets of the University are mishandled. C. Student Co-Curricular and other Activities Policy Student Co-Curricular activities are to be governed by different student societies headed by various Head of Departments and supported by students. All co-curricular activities are planned in a yearly calendar in the form of Series of Events (SoE). Funded and non-funded activities are pre-planned and managed by different societies. The student societies shall take initiatives for development and service to the communities. APD shall estimate the impact of social support activities on the society and the students through a proper mechanism on yearly basis and properly document the same. Besides, the societies shall perform such activities to support the environment protection policies. D. Student Internship Policy ILMA doesn’t have compulsion of Internship in the programs offered. However internships are encouraged and Alumni and Placement Department is tasked with creating internships and jobs for our students and alumni through the network of placement partners. APD is tasked with getting frequent internships& placements per month and regularly shares profile of our students and alumni with key employers. E. Student & Faculty Handbook Policy Student& Faculty Handbooks must be placed on STeP in downloadable format for all students. Student’s Handbook must include basic operational information for students and should be updated every three years, available on the website.


ILMA’s FACULTY HANDBOOK 2017-2020 F. Student ID Card Policy To enter in the campus/delivery centre, ILMA’s ID card is mandatory. Security officer has to check the ID card with each and every student entering the premises. Along with the checking of ID card, it is also the responsibility of Security Officer to check the expiry of the card. For the students who have not received their cards, the Security Officer shall immediately handover the card available in his office against a valid receiving from the student in hardcopy. Student not having ID cards or those carrying invalid or expired cards shall be made to wait at the security room and immediately informed to the Head of Security, who will then meet the student and inquire about the reason of non-compliance of card policy. It is mandatory on the Security officer to check the status of these waiting students in order to take appropriate decision. Existing New Null/ New CWC Students For cards forgotten or expired or lost, students have to apply for a duplicate card. Students will be asked to submit the duplicate card charges at the Accounts Counter and submit a copy of receipt to Security Officer after which his/her entry will be allowed. All students’ application for duplicate card will be monitored by HOD Security, who shall process them and get the cards printed through Creative department within one week and submit to Security Office for delivery to students. After two weeks of the receipt date, entry should be restricted as no card should be kept in pending once student has applied for it. For all the duplicate cards printing, HOD Security must instruct Creative department to get the card printed as per old validity. For the students, whose cards are not printed or not in the ID cards list, Security officer has to note the case in his daily report and intimate to HoD Security for onwards follow up on the case. Alumni / TGR/ CGR Students Other Campuses Alumni/CGR/TGR student coming to delivery centers other than Main are to be guided by the Security Staff that the issues of graduates will only be dealt at Main campus through online appointment via STeP. Main Campus Card is not mandatory; however such students shall not be allowed to meet except APD, who will then note the case and guide the student to take appointment through panel at STeP. Students should be properly guided that the case will only be put to process if applied through appointment. For students who are old graduates and do not have access to their STeP account, the case is to be noted and STeP account is to be made. Cancelled Student Other Campuses Cancelled students coming to delivery centers other than Main are to be guided by the Security staff that their issues will only be dealt at Main campus through online appointment via STeP. Incase Security Officer is unable to deal the students; it is advised to coordinate with HoD Security for dealing with such cases.


ILMAâ&#x20AC;&#x2122;s FACULTY HANDBOOK 2017-2020 Main Campus Cancelled students are not to be allowed inside the campus unless if they have come through an appointment or for payment of their dues, for which security officer has to call HoD who will then check the case and go with the student to the Accounts Counter, get the payment made and make sure the student exits the campus. Admission Visitor Policy A maximum 30 serial numbers passes shall be available with Security Officers. Visits pertaining to admissions are to be given token according to the serial number in use. Such serial numbers along with the name and brief details of the visitor shall be noted by the Security Officer and after getting the required formalities done from the visitor, the Security shall allow the person to Admissions department. G. Student Code of Ethics Policy ILMA Students, Staff and Faculty must abide by the Code of Ethics which is duly covered in ILMA Academic and Scholastic Dishonesty Policy. The other salient points of Code of Ethics are Responsibilities of the Students to be communicated through Code of Ethics 1. To understand the definition of scholastic dishonesty The first step in building a culture of honesty is to insure that students have a clear understanding of what is permissible behavior and what is not permissible behavior. If a student has any questions concerning the application of the rules prohibiting scholastic dishonesty in regard to a particular assignment, it is the responsibility of that student to seek clarification from the Faculty member of the course. 2. To understand the instructions for each assignment, quiz or examination Course objectives differ, and there will be some variation in permissible behavior from one assignment to another, and from one class to another. In some classes exams may be open book, while in many others they will be closed book. For some assignments students will be allowed to collaborate with other students, while for other assignments students will be prohibited from collaborating with other students. It is the responsibility of the student to understand the instructions for each assignment, and to ask the instructor for clarification whenever necessary. There are three particular sets of circumstances in which assignments may provide opportunities for dishonest behavior that students must be very careful to avoid. All sets of circumstances are related to outof-class "cases" or "projects" that may be assigned in many of the classes in the University. First, it is neither practicable nor desirable for a faculty member to prepare completely new assignments each time a course is offered. If the ethical implications are not considered, some students may seek assistance from a student who took the course previously. However, to provide such assistance would be an act of scholastic dishonesty under all circumstances. Second, students are usually directed by the instructor for the course to complete these cases and projects on either an individual basis or on a group basis. Collaboration between individuals or groups may be entirely or partially prohibited. If the ethical implications are not considered, some students may seek unauthorized assistance. However, to seek or provide such assistance when it is prohibited would also be an act of scholastic dishonesty.


ILMA’s FACULTY HANDBOOK 2017-2020 Third, it is sometimes the case that a course examination is similar to an examination used in a previous semester. Different instructors have different policies on whether students are authorized to access previous examinations and their solutions. Such policies should be clarified for each individual course. Unless explicitly authorized, students should not seek or provide old examination papers to the students. 3. To refrain from committing any acts of scholastic dishonesty If each student understands the definition of scholastic dishonesty and the instructions for each assignment, then he or she should be able to avoid committing acts of scholastic dishonesty. Ignorance of the definition of scholastic dishonesty is not an excuse for dishonest behavior. In addition, although assignments in classes are frequently very challenging, the difficulty of an assignment is never an excuse to behave dishonestly. 4. To take appropriate action when acts of scholastic dishonesty are observed Commission of an act of scholastic dishonesty by a student is not a victimless offense. All of the other students in the class are victims because their honest efforts cannot be fairly evaluated if work by some students has been unfairly accomplished. All other students in the program, even if they are not in that class, are victims because the integrity of the program has been compromised. As a result, to passively observe dishonest behavior is to condone it and to encourage it. To avoid condoning or encouraging such behavior, students have the responsibility to take action that will prevent dishonest acts from occurring now or in the future. Appropriate actions include confronting the student who has committed the act and reporting the observed behavior to the faculty member. Failure to act allows dishonest students to victimize all of the honest students in the program, and serves to lower the value of the honest students' achievements. H. Library Books Issuance and Lab Usage Policy Managing Books, Journals & Magazines New requirements are made by the HOD Academics in line with the curriculum and the course outlines being updated every semester duly approved by the HoDs & Deans and are proposed to the Vice Chancellor’s Office for approval. The approved books, journals and magazines will then be procured by the Procurement department. All new books, journals and magazines purchased are to be recorded in Library Information Management System (LIMS) by the Librarian. ILMA shall ensure presence of at least 15000 latest editions, original books from international major publishers with student to book ratio of 1: 4. Besides, at any point in time, at least 05 IEEE/ACM transactions/proceedings and 10 technical magazines shall be available in hard copies in the library. Newspapers All newspapers shall be aligned by this Department for future reference. Issuance Record & Fines Issuance will be done through manual book card, and will be maintained in LIMS mentioning the due date. After the due date a nominal fine per day will be charged till the book is returned. Every Saturday the weekly fine report shall be mailed to Audit department for checking and verification. The same will be compiled till 22nd of every month and accordingly notices will be placed on STeP and fines shall be imposed on students’ ledgers. Lab support  Lab timings shall be from 9 to 9 for every campus/delivery centre;  Maintenance of labs for classes and general usage;  Upgrading the systems as and when required;


ILMA’s FACULTY HANDBOOK 2017-2020  Installation of new software as per the requirement of the course. ILMA shall maintain, upgrade following types of Labs:    

Programming Lab Systems Lab Hardware Lab Media & Fashion Lab

I. STeP Management Policy ILMA University is catering to students’ issues through STeP. All students’ queries on STeP are to be entertained by Examinations department except ones which are related to Academic issues like Enrollment or campus/program/shift change. Students have the option of registering a self-explanatory request through “For other request” panel which is monitored by Student Counseling Department. For all such request of students, Examinations, Academics and Student issues need to process the applications in one week, seek approval and conclude within 15 working days.

J. Student Meeting and Appointment Policy Appointment panel is activated on STEP to facilitate the meetings with students’ parents/guardians. Student may select of the appointment timings through STEP and appointment will be given to him there and then. There is no charge for appointments. Students whose parents are willing to meet the management personnel may take appointment through this panel. It should be noted that parent/guardian has to turn up on the exact date and time as taken through appointment. Student cannot avail the appointment if his parent/guardian fails to turn up, as for students; Student Counseling Department is already available to serve. Alumni students are also allowed to avail appointments. Bringing parent/guardian is not mandatory on them. Same applies for cancelled students also. K. Student Skill Enhancement Policy ILMA shall endeavor to inculcate soft skills in its entire students through Seminars, Workshops, Trainings and Guest Speaker Sessions. For this purpose, regular sessions shall be made part of the Series of Event and circulated to all so that most students can benefit from this session and it enhances the skills of the students for better professional proficiency L. Student Bodies Policy Student Co-Curricular activities are to be governed by different student bodies headed by various Head of Departments and supported by students working under the guidance of the Registrar. All co-curricular activities are planned in a yearly calendar in the form of SOE. Funded and non-funded activities are preplanned and managed by different societies.

Ilma Faculty Hand Book 2017-2020  

The Faculty Handbook is a guide to the faculty members and is developed to present general information about ILMA University formerly IBT, i...

Ilma Faculty Hand Book 2017-2020  

The Faculty Handbook is a guide to the faculty members and is developed to present general information about ILMA University formerly IBT, i...

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