Infrastructure and Maintenance Policy

COIMBATORE – 641 114, Tamil Nadu, India

POLICY ON INFRASTRUCTURE UTILIZATION AND MAINTENANCE

Policy on Infrastructure and Maintenance

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Karunya Institute of Technology and Sciences has a vast campus in Coimbatore, Tamil Nadu State, and it is a fully residential Institution with around 7000 students and the faculty members staying in the campus. The state-of-the-art infrastructure at KITS comprises of innumerable buildings; smart classrooms; and hostels. Sports infrastructure includes cricket, football, hockey grounds, volleyball, tennis, badminton, basketball courts, gymnasium and also a few indoor and outdoor stadiums. It also has a captive energy generation unit and an electrical sub-station within the campus. Twenty four hour water and power supply is ensured in the campus. The other infrastructure facilities include a hospital, bank and ATMs, post office, canteens, etc. The institution has several STPs, biogas plants, solar power panels, paper recycling unit, rain water harvesting structures, apart from a farm and polyhouses. The campus in the lap of the Western Ghats has a collection of endogenous trees and plants and great care is taken to conserve the biodiversity of the campus. There are experimental stations maintained in the campus jointly with the Government Departments.

Apart from the general physical infrastructure, scientific and technical equipment and gadgets are to be managed in an optimal manner with greatest precision to attain the goals of the institution.

Effective maintenance and utilization of physical, academic and support facility are essential for smooth teaching, learning and research activities. It is essential to efficiently and effectively organize and allocate space, human resource, equipment and consumables for different activities of the Institution.

The optimal utilization of facilities is ensured through standard and innovative practices suitable for an academic institution.

At the time of commencement of the semester, new entrants shall undergo orientation/induction programme to understand the availability, access and utilization of physical, academic and support facility.

The staff and students have access to all academic buildings for teaching, learning and research. The timetable committee of different departments explores the possibilities of optimal use of the space and time. For laboratory work, classes shall be divided into batches for optimum utilization of resources.

MAINTENANCE OF BUILDINGS 1. The overall maintenance of the infrastructure of the institution including the buildings and garden, stadiums and playgrounds shall be the responsibility of the Construction and Maintenance Department (CMD), which is headed by a Chief Engineer.

2. All civil and electrical repair/service/work shall be carried out under the overall supervision of competent engineers and technical staff attached to the CMD.

3. Procurement of any civil engineering/electrical/plumbing material/books/lab equipment/furniture shall be allowed only through the Purchase Department against Purchase Request.

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4. The CMD shall be responsible for periodical preventive measures for the maintenance of the buildings, white-washing/painting the buildings once in three years, and in the case of important buildings, once in every year.

5. The CMD shall be also responsible for the plumbing works, rectifying leakages in pipe lines, providing uninterrupted water facility, maintenance of generator and other electrical works and pump-sets, replacing fire extinguishers as per requirement, and ensuring a clean environment in the whole campus with the help of the house keeping staff and other employees appointed by the Institution for the specific purpose.

6. The CMD shall ensure the availability of ramps and special toilet facilities for physically challenged, power backup facilities for the entire campus, and the availability of fire extinguishers, wherever needed, for complete safety.

The organizational chart and flowchart of activities of CMD are given in Figure 1.

MAINTENANCE OF CLASSROOMS •

The Heads of Departments shall be responsible for optimum utilization and maintenance of the classrooms/smart classrooms, seminar/lecture halls, equipment, furniture, department labs and libraries.

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The Heads of the Departments shall ensure that the classrooms have adequate furniture, tube/led lights, multiple electrical points, and uninterrupted electrical and water supply.

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All furniture, green/white boards, smart class rooms, LCD/overhead projectors, public addressing system, and podium shall be efficiently used for academic and research purposes.

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The classrooms/lecture halls shall be exclusively used for academic purpose.

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Stock register/log book shall be maintained and annual stock verification be conducted together with the committee constituted for the purpose by the Registrar.

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Any sort of damage/loss of the goods/leakage shall be immediately reported after detection to the CMD.

Any

repair

work/service

shall

be

performed

by

the

Institution

electricians/plumbers/carpenters so that works do not suffer.

•

Cleanliness inside and outside class rooms shall be given top priority.

The flowchart of cleanliness activities is given in Figure 2.

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Construction & Maintenance Department Chief Engineer Construction

Electrical Wing

Maintenance

(Electrical Engineer)

Electricians

Architect

Generator Operators

Housekeeping & Gardening

Civil works

Problem Reported

Requirement s Intimated

AMC

No

Yes In-house Outsourcing

Sourcing of Material

Water Supply (Pump Operator)

Preventive Maintenance

Service Request

Allotment of Work

Plumbing

Supervisors

Maintenanc Regular Maintenance

Site Engineer

Company

Carried out by Department Staff / Outsourcing

Service Request

Preparation of Scheme Drawing

Allotment of Work

Budgeting

Sourcing of Material

Approval of EC

Stores Purchase

Department Outsourcing Stores Purchase

Implementation

DTCP Permission Implementation

Completion Report

Preparation of Tender Document & Invitation

Completion Report

Building Committee

Short listing Contractors Awarding the Work

CMD

Project Management

Figure1: Functions of Construction and Maintenance Department

Completion of Work & Handing over

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Campus Cleanliness

House Keeping (Outsourced)

Housekeeping Supervisor

Team of Helpers

Work carried out

Authorized by the Department Staff

Checked by Supervisor

Reported to Chief Engineer

Figure 2: Maintenance of Campus Cleanliness MAINTENANCE OF IT FACILITIES 1. The CCTV, biometric devices, and the Wi-Fi facility shall be maintained by the Computer Technology Centre (CTC) under the overall supervision of the Head, and repairs shall be carried out by the CTC immediately after the problems are reported.

2. The Campus Management Team shall be responsible for maintaining the Eduserve and other campus management facilities and also updating or rectifying the system, whenever necessary.

3. Public Address System and Audio Visual Aids shall be maintained and repaired, if need be, by the skilled technical staff of Karunya Media Centre under the supervision of the Head of the Centre.

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MAINTENANCE OF LABORATORIES • The laboratories of the Institution shall be optimally used for enhancing the skill and practical ability of the students, demonstrating the functioning of equipment, carrying out experiments, incubation and for research and product development activities.

• The timetable of practical classes shall be chalked out for optimally utilizing the laboratories.

• Prior permission from the Institution authorities shall be taken for the purpose of consultancy services utilizing the laboratory facilities of the Institution.

• The equipment for the laboratories shall be purchased by inviting quotations.

• For the purchase of equipment for the laboratories, quotations shall be invited as per the Institution norms and orders be placed with the firm offering standard equipment at reasonable rate after preparing the comparative statements.

• Service and maintenance of the equipment shall be done by the respective suppliers through AMC and/or on call basis.

• Stock register and log books for laboratory equipment shall be maintained and annual stock verification done by the specific committee constituted by the Registrar.

MAINTENANCE OF COMPUTER LABORATORIES AND NETWORK The Computer Technology Centre is responsible for the optimum utilization and Computer and Network maintenance.

• The laboratories shall be utilized for academic and research activities, for conducting online courses, quizzes, tests and assignments and examinations.

• In order to ensure optimum utilization of the facilities, well planned time tables shall serve as a guideline.

• Stock register shall be verified, updated and maintained.

• The systems in the computer labs shall be maintained by the hardware engineers and technicians under the supervision of the Head of the Centre.

•

Internet and Wi-Fi facilities for the entire campus shall be maintained by skilled engineers and technicians appointed for catering to this specific purpose.

The flowchart of activities related to maintenance of equipment / instruments is given in the Figure 3.

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Problem Notification

Equipment/Gadgets (other than teaching)

Equipment/Instrument (for teaching/research)

Public Address System

Warranty or AMC

Yes

Company Intimated

No Certification from HoD/Dean

Approved (from higher officials)

Interacting the Company (on call basis)

Problem Solved

Figure 3: Maintenance of Equipment/Instrument MAINTENANCE OF LIBRARY

•

The Chief Librarian shall be responsible for the overall management of the central library.

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Library shall generally function from 09:00 to 23:00 hrs on all working days.

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Photocopying and scanning facilities in the library shall be utilized with prior permission.

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The racks and furniture in reading hall shall always be properly maintained.

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The books shall be indexed following the standard codes and shelved with clear labelling and numbering systems for easy access to the users.

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Online, and if necessary, offline catalogues shall be updated with every new addition of books.

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•

Stock register shall be maintained and verified annually by the committee appointed for the purpose by the Registrar.

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The gate register and issue register shall have the record of daily users.

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Xerox/copier machine and scanner in the library shall be serviced periodically through AMC and/or on call basis.

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Access, issue and return of the books shall be under the careful vigilance of the Library staff.

•

Library shall maintain the Accession Register, Circulation Register, Fine Register, Gate Entry Register, Missing Books, No Dues, E-Journal Usage Statistics Reports, whenever necessary.

•

Stock verification shall be done once in four years as per the Institution norms.

MAINTENANCE OF SPORTS INFRASTRUCTURE The Physical Education Director is fully responsible for proper utilization and maintenance of the Sports Infrastructure.

• Regular practice to students on Athletic events such as, Kabaddi, Kho-Kho, Volley Ball, Ball Badminton and practice for Athletes shall be given in the playground.

• Regular practices for Shuttlecock, Table Tennis, and Chess etc. shall be provided to the students in the Indoor Stadium.

• All sports equipment shall be maintained in good condition by the Head of the Department of Physical Education for regular use by the students.

• Stock Register shall be updated with every new procurement/condemnation • Annual Stock Verification shall be performed with the help of the committee constituted for the purpose by the Registrar.

• Any Tournament/ Practice to neighboring institutions/students shall be conducted / provided only with prior permission of the Institution authorities.

The flowchart of activities related to the maintenance of sports infrastructure is given in Figure 4.

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Problem reported

Warranty or AMC

Yes

Company Intimated

No Approval from higher officials If required Invite Company (on call basis)

Problem Solved

Figure 4: Maintenance of Sports and Games Gadgets and Facilities MAINTENANCE OF VEHICLES

• The vehicles of the Institution shall be used only for official purposes.

• The vehicles shall be maintained well by the drivers appointed by the Institution.

• The CMD/PRO shall allocate duty to the drivers.

• The drivers shall maintain the log book for diesel and other repair works of the vehicles.

• The Fitness Certificate for all the vehicles shall be renewed with the RTO office every year.

GENERAL MAINTENANCE PROCEDURE

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The Heads of Departments/Unit Heads shall inform the CMD for any kind of repair/breakdown in writing/mail.

•

The CMD shall depute the technician/electrician to the department/unit concerned to complete the job within two days.

•

On completion of the work, the technician/electrician shall record the nature of the work in the maintenance register and get it attested by the concerned Head of the Department/Unit.

•

When accessories are needed to complete a work, the carpenter/technician/electrician shall intimate it to the CMD to purchase and provide within a timeframe

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•

If an equipment/machine is not covered under AMC, the service/repair work can be outsourced with due permission from the Registrar.

•

All the condemned items shall be duly reported to the Administration for discarding or auctioning.

•

The departments and units shall maintain stock registers and the Institution stock verification committee shall verify them once in two years and report to the authorities.

MAINTENANCE POLICY:

• Apart from Periodic Maintenance, Preventive and Breakdown Maintenance shall form an integral part of the mechanism for effective utilization of infrastructure.

• Annual Maintenance Contract (AMC) shall be entered into for costly equipment in the laboratories.

• Repair and replacements for electronics, electrical equipment, computers, and furniture, need to be done periodically.

PERIODIC MAINTENANCE:

• Periodic Maintenance of the facilities/equipment as per the schedule shall be carefully executed by the persons responsible for the work.

• Proper procedures shall be followed with regard to periodic maintenance of the Institution’s

electric

equipment and electronic gadgets, buildings, gardening system, water bodies, vehicles, equipment for gymnasium/sport/games.

BREAK-DOWN MAINTENANCE:

•

In the event of the break-down of any asset, property, equipment or facility, which needs urgent repair, the Institution shall attend to it immediately for the uninterrupted flow of work.

•

Facilities such as furniture, water-systems, electric system, IT infrastructure like CCTV, biometric devices, Wi-Fi, website, vehicles, Public Address System and lab equipment shall come under the Breakdown Maintenance System.

•

For the break-down of any electronic gadget, or any equipment with warranty periods, the suppliers or their agencies shall be forthwith contacted for the restoration of work through repair/replacement as per the requirement.

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AMC POLICY: 

The Institution’s laboratory equipment and other High Value items are to be maintained by the respective suppliers as per the AMC Policy.

UTILIZATION POLICY:

•

The Institution mandates and insists upon optimum utilization of all facilities, except for those equipment, gadgets or systems which need cooling or recovery time.

STOCK REGISTERS

•

All Departments/Sections shall maintain stock registers which are to be updated with each new purchase or condemnation.

•

The Institution mandates and ensures Annual Stock Verification by the specific persons assigned for the purpose, records of which are maintained by the respective Department/Unit.

•

Those items, which are condemned, shall be reported in writing to the Administration for necessary action.

•

Optimum utilization of Library resources by the staff and students shall be ensured.

CONDEMNING OLD, DEFUNCT OR UNUSABLE ITEMS 

The instruments / equipment shall be condemned if those are old, defunct or unusable, in which case it shall be reported to the Registrar, who will constitute a committee for this specific purpose. Based on the recommendations of the committee and the norms of the Institution, necessary actions are to be taken to condemn the unusable / defunct items.

REVIEWS

The Vice Chancellor along with the Executive Committee Members shall conduct periodic review and draw up plans for further development of facilities to fulfil the targets and goals of the Institution.

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