HR Policy

---

3. Recruitment and Selection Process

The selection process is done purely on a merit basis. SRMIST embraces cultural diversity hence, the employees are recruited accordingly. Quality is never compromised in the recruitment process under any circumstances.

3.1 Recruitment Procedure

Whenever a vacancy arises, the requirement is notified to the Registrar’s Office by the Deans of the School/Heads of Sections along with the Manpower Requisition Form. The Manpower Requisition Form will be scrutinized by the Registrar, comparing the forecasted workload for the forthcoming semester. As per the norms of AICTE/ UGC, the Manpower requirement sheet will be prepared by the concerned Deans of the Schools. After forecasting, if the requirement is justified, the approval will be given by the Vice Chancellor/ Registrar and the same will be processed by the HR team of Registrar’s Office.

• Advertisement: The Registrar’s Office coordinates with the respective stakeholder and gives wide publicity of the Advertisement digitally (on the SRM website) and in print as required.
• Acknowledgment: The applications that are received by post/e-mail / in person in response to such advertisements are duly acknowledged.

3.1.1 Scrutiny of Profiles

The Dean of the particular school or the concerned authorities of a particular division will scrutinize the applications based on the eligibility norms of AICTE/ UGC and furnish the list of eligible candidates who can be called for the interview. This list is submitted to the Registrar.

• Preliminary Tests: Preliminary test is conducted for all the shortlisted candidates. The main motto of the SRMIST is to select the quality candidate to provide quality education to the students.

3.1.2 Interviewing:

• Constitution of Selection Committee: The Selection Committee is to be constituted by the Vice Chancellor to conduct Interviews of the candidates. The Selection Committee will be constituted as per the norms of AICTE/ UGC.

Following are the specifications of the Selection Committee.

(a) The Selection Committee for the post of Assistant Professor in the University shall have the following composition.

1. The Vice-Chancellor shall be the Chairperson of the Selection Committee.
2. Based on the panel submitted three experts in the concerned subject are nominated by the Vice Chancellor.
3. Dean of the concerned Faculty/Head/Chairperson of the Department/School or an academician nominated by the Chancellor, wherever applicable.

(b) The Selection Committee for the post of Associate Professor in the University shall have the following composition:

1. The Vice-Chancellor is to be the Chairperson of the Selection Committee.
2. An academician who is the nominee of the Chancellor, wherever applicable.
3. Three experts in the concerned subject/field nominated by the Vice Chancellor/Dean of the faculty/Head/Chairperson of the Department /School, wherever applicable.

(c) The composition of the Selection Committee for the post of Professor in the University shall be similar in composition to that of the post of Associate Professor.

• Interview Schedule: The Registrar’s office in consultation with the Vice Chancellor will finalize the interview schedule.
• Call for Interview: The Candidates who fulfill the eligibility criteria are sent an interview intimation (e­ mail/phone) indicating the date and time of the interview.
• On-Boarding Procedure:

• Interview Process: To test the Teaching-Learning Process (TLP) skills, a Selection Committee comprising senior faculty members would assess the incumbent’s performance on various criteria:

1. 1. Subject Knowledge
   2. Presentation
   3. Communication Skills
   4. Publications, Patents, Funds received, Project Received, etc.,
   5. Personality, Perception, Attitude, Learning Ability, Motivation etc.,

• Verification of Certificates and Letters of Reference:
  The verification of certificates is done before the interview by a chosen Committee. Similarly letters of reference certifying the conduct and character of the candidate are also verified as to authenticate the facts submitted.
• Offer of Appointment: The overall performance is assessed and ranked based on the assessment on the criteria. Depending upon the requirement and also on the merit of the candidate, they are short-listed and Offer Letters will be issued to the selected candidates.
• Acceptance: A candidate who has been selected for appointment has to give his/her acceptance by signing a copy of the Offer Letter. He/ She has to report for duty preferably on the date mentioned in the order. In case he/ she is not able to report for duty within the prescribed date, he/ she has to inform the Registrar Office or the respective Dean/ Director/ Section Head in writing prior to the said date of joining if there is any delay.
• Failure to Report for Duty: If any candidate has received the Offer Letter and fails to report within the particular time frame fixed, the Offer Letter stands cancelled. The next candidate in the panel will be considered for the appointment. The Offer order stands valid ONLY for 3 weeks from the date of the order unless otherwise notified.

3.1.4     Procedure to be followed by new recruits:

Every employee while joining shall:

1. Submit the following to the respective Head of the Faculty/Office and to the HR department/Establishment Section.
   1. Joining Report
   2. All original degree certificates, marks sheets, and experience certificates for verification.
   3. Two recent passport-size photographs (for his / her personal file)
   4. Application for ID card, and opening bank account with Pan Card.
   5. Fitness Certificate after undergoing complete medical examination at the SRMIST Health Centre
   6. Relieving order from the previous employer, if working.
2. Take charge of all materials, files etc., from his (or) her predecessor viz. Deans / Directors / Section Heads and staff.

3. Newly joined faculty must attend the induction program

so as to keep abreast about SRMIST and their role.

3.1.5 MINIMUM QUALIFICATIONS FOR DIRECT RECRUITMENT OF STAFF AT SRMIST

1. Engineering & Technology Disciplines

Cadre	Qualification	Academic Experience (Minimum)
Asst. Professor	Ph.D. with First Class at Master’s level or both in the appropriate branch of Eng./ Tech. (Or) Equivalent Degree from an accredited Foreign University	Minimum Experience in the relevant field. NET/Ph.D.is mandatory
Associate Professors	Ph.D. with First Class at Master’s level or both in the appropriate branch of Eng./ Tech.	8 years Teaching experience minimum 5 Publications
Professor	Ph.D. with First class at Master’s level or both in the appropriate branch of Eng./ Tech.	Total teaching experience of 10 years with 5 years of experience as Associate Professor
Senior Professor	Ph.D. with First class at Master’s level or both in the Appropriate branch of Eng./ Tech.	Total teaching experience of 10 year as Professor
Director /Head	Should be a Professor with total teaching experience of 15 years Maximum age limit is 65 years

II Management Programme

Cadre	Qualification	Academic Experience
Assistant Professor	First Class Master’s degree in Business Management / Administration / Other relevant management-related discipline / PGDBM / PGDM programmes (minimum 2 years duration) recognized by AICTE / MHRD / UGC and declared equivalent to MBA by AICTE / AIU	0-5 years. Experience. Paper Presentation in refereed journals
Associate Professor	Ph.D. degree with First Class Master’s degree in Business Management / Administration / other relevant management-related discipline / PGDBM / PGDM programmes (minimum 2 years duration) recognized by AICTE / MHRD / UGC and declared equivalent to MBA by AICTE / AIU	8 years experience
Professor	Ph.D. degree with First Class Master’s degree in Business Management / Administration / other relevant management-related discipline / PGDBM / PGDM programmes (minimum 2 years duration) recognized by AICTE / MHRD / UGC and declared equivalent to MBA by AICTE / AIU	Total teaching experience of 10 years with 5 years of experience as Associate Professor
Senior Professor	Ph.D. with First class at Bachelor’s or Master’s level Business Management / Administration / other relevant management-related discipline / PGDBM / PGDM programmes (minimum 2 years duration) recognized by AICTE / MHRD / UGC and declared equivalent to MBA by AICTE / AIU	Total teaching experience of 10 years as Professor
Director/ Head	Should be a Professor with a total teaching experience of 15 years  Maximum age limit is 65 years

Appointment of the Vice Chancellor, Registrar, Controller of Examinations & Finance Officer

Required Qualifications

The qualifications and experience for the direct recruitment of the Vice Chancellor, Registrar, Controller of Examinations (COE) and Finance Officer shall be as prescribed by the UGC Regulations 2018.

Teaching Staff and other category of Staff Direct Recruitment

The procedure and guidelines as prescribed by “UGC Regulations on minimum qualification for appointment of teachers and other academic staff in the Universities and Colleges and measures for the maintenance of standards in Higher Education 2018” shall be followed for direct recruitment of all teaching and other category of staff.

Required Qualifications

SRMIST, shall recruit candidates with Ph.D. degree to all teaching positions as a policy.

 Filling of senior positions

For senior positions, the eligible faculty members of the Institution will be considered along with the other candidates, who apply against our notification.

Taking into account, the qualification, experience, academic and research contributions, projects executed, publications, etc., the position will be filled by the internal meritorious candidates selected by the committee.

Administrative Staff Direct Recruitment Selection procedure

The Selection Committee will be constituted by the Registrar and Vice Chancellor with the consent of the Management for selecting the Administrative Staff. Candidates will be selected by the Committee and finally approved by the Management through proper channel. The selection criteria will be followed at the time of recruiting candidates for Administrative positions.

After approval of the selection panel by the Management through the Vice Chancellor and Registrar, the selected candidates are appointed to the post for which he/she is selected by the Selection Committee.

3.2 Pay, Allowances and Annual Increment

• The scale of pay for all the faculty members will be fixed by the management from time to time on the basis of UGC scale of pay. The scale of pay of faculty members is furnished below:

3.2.1 Details of scale of pay of Teaching Staff

Sl. No.	Designation	Scale of Pay (Rs)
1	Assistant Professor	15600 – 39100 + 6000
2	Assistant Professor (Senior Gr.)	15600 – 39100 + 7000
3	Assistant Professor (Sel. Gr.)	15600 – 39100 + 8000
4	Associate Professor	37400 – 67000 + 9000
5	Professor	37400 – 67000 + 10000
6	Senior Professor	67000 (fixed)

3.2.2 Details of scale of pay of other category staff

Sl. No.	Designation	Scale of Pay (Rs)
1	Director (Physical Education)	37400 – 67000 + 10000
2	Deputy Director (Physical Education)	37400 – 67000 + 9000
3	Assistant Director (Physical Education)	15600 – 39100 + 6000
4	Librarian	37400 – 67000 + 10000
5	Deputy Librarian	37400 – 67000 + 9000
6	Assistant Librarian	15600 – 39100 + 6000
7	Placement and Training Officer	15600 – 39100 + 8000

All other staff members classified as non-teaching category (Administrative and Technical Staff), shall be governed by the scales of pay approved by the management on the basis of Tamil Nadu

Government / UGC’s scale of pay. The scale of pay applicable to non- teaching Administrative Staff and Technical Staff is given below:

Details of scale of pay for Administrative Staff:

Sl. No.	Designation	Scale of Pay (Rs)
1.	Deputy Registrar	15600 – 39100 + 7600
2.	Finance Officer	15600 – 39100 + 7600
3.	Assistant Registrar	15600 – 39100 + 5400
4.	Senior Superintendent	9300 – 34800 + 5200
5.	Superintendent	9300 – 34800 + 4600
6.	Selection Grade Assistant*	9300 – 34800 + 4600
7.	Senior Assistant	9300 – 34800 + 4200
8.	Assistant	5200 – 20200 + 2400
9.	Junior Assistant	5200 – 20200 + 2000
10.	Selection Grade Stenographer*	9300 – 34800 + 5200
11.	Senior Stenographer	9300 – 34800 + 4500
12.	Stenographer, Grade I	9300 – 34800 + 4200
13.	Stenographer, Grade II	5200 – 20200 + 2400
14.	Selection Grade Typist*	9300 – 34800 + 5000
15.	Senior Typist	9300 – 34800 + 4200
16.	Typist, Grade I	5200 – 20200 + 2400
17.	Typist, Grade II	5200 – 20200 + 2000
18.	Selection Grade Telephone Operator*	9300 – 34800 + 5000
19.	Senior Telephone Operator (Spl. Gr.)	9300 – 34800 + 4200
20.	Telephone Operator, Grade I	5200 – 20200 + 2400
21.	Telephone Operator, Grade II	5200 – 20200 + 2000
22.	Selection Grade Record Clerk*	5200 – 20200 + 2600
23.	Record Clerk, Grade I	5200 – 20200 + 2000
24.	Record Clerk, Grade II	5200 – 20200 + 1800
25.	Record Clerk, Grade III	5200 – 20200 + 1500
26.	Selection Grade Attender*	5200 – 20200 + 2400
27.	Attender, Grade I	4800 – 10000 + 1900
28.	Attender, Grade II	4800 – 10000+ 1600
29.	Attender, Grade III	4800 – 10000 + 1300

3.2.3 Allowances

Allowances such as Dearness Allowance (DA), House Rent Allowance (HRA) and other allowances if any shall be as fixed by the Management from time to time for all the regular employees.

3.2.4 Sanction of Increment

(a) For Teaching Staff  

The annual increment according to the scale applicable to the employee shall be granted after every year of service if the work and the conduct of the employee are reported to be satisfactory as per the Appraisal Report. The annual increment is granted based on their performance, qualification, and experience as assessed by the performance appraisal system as well as fulfilling the required norms/criteria of the Institution.

In case an employee is on a consolidated pay and not on a scale of pay, ad hoc allowance may be given after the end of every year at the discretion of the Management.

Additional increment/incentives may also be offered to the deserving staff based on their performance, and outstanding work, irrespective of their qualification and experience.

The annual increment will be withheld (with cumulative or without cumulative) as a punishment after following the due disciplinary procedure.

When an employee working in a lower category is promoted to a higher category, the increment will fall due after he/she completes one year of service in the higher post.

The increment date will be postponed if he/she is on leave or on loss of pay for a certain period.

An increment that accrues on a day other than the first date of a month shall be given on the month when the employee completes one year of service (however it is to be noted that the date of joining is between 1^st and 15^th, the increments will accrue from that month onwards and if it is 16^th and afterward, it will be effective from the succeeding month only) and subsequent increments will be regulated from 1^st July of every year.

Increment to all teaching staff (faculty members) shall be sanctioned based on the Self Appraisal for Academic Performance Index (API).

(b) For Non-Teaching Staff (Administrative and Technical staff)

For all staff members other than faculty members, increments will be sanctioned based on a satisfactory report by the reporting officer in the format prescribed.

In the event of either postponement/stoppage of increment for a staff member on disciplinary grounds or otherwise, his/her case will be considered for an annual increment as per the procedure.

3.3.  WELFARE FACILITIES FOR STAFF:

1. 1. 1. All the regular employees of SRMIST are covered under Provident Fund Scheme. Those who are covered under the Provident Fund Scheme are eligible for Pension subject to the provisions of the Employee Provident Fund Act 1952.
      2. For academic and Admin Staff who are coming under the purview of the ESI Act, 1948 are covered by the Employees State Insurance scheme (ESI).
      3. The ESI benefits are medical benefit, sickness benefit, maternity benefit, disablement benefit, dependents benefit, funeral expenses and other benefits.
      4. All the staff members who are having continuous service more than 5 years in this institution are eligible for service Gratuity as per the Payment of Gratuity Act, 1972.Gratuity is calculated as (Basic + DA) X 15/26 X number of years of service.
      5. Medical benefits are provided to the faculty members, Academic and Administrative staff of this institution. The employee of SRMIST and their family members can avail the treatments in SRM Medical College with the concession as applicable.
      6. Free education is provided to the wards of deceased employee, in case an employee died during his/her service at SRMIST.
      7. The Management is providing free education/ concession in fees for children of the deserving staff members.
      8. The staff members are provided with rent-free staff quarters/ at a concessional rate.
      9. The air-conditioned vehicle is provided to the Officials as applicable.
      10. Free air-conditioned transport is provided to all the teaching staff members to commute to the campus.
      11. Interest-free salary advances for the academic and administrative staff members are provided.
      12. Free boarding and Lodging for certain faculties, staff holding the position of Director Hostels, Assistant Director Hostels, Warden, Deputy Warden and Assistant Warden Posts.
      13. Free food is provided to the drivers of SRMIST along with three sets of stitched uniforms are provided every year.
      14. The staff welfare scheme is available to the Academic and administrative staff members. From the scheme, funds will be provided for the ceremonies such as marriage, Ear boring ceremony, superannuation, death of the individual/family members, etc.,
      15. In the event of the death of an employee, while in service his/her dependent will be provided employment, on compassionate grounds.
      16. Insurance coverage for all the staff members working in Faculty of Engineering and Technology. Rs. 50,000/- is provided to the staff members, in case of any death/ partial disablement.
      17. Internet facility is made available in the campus
      18. Special permission is granted to the staff participating in indoor or outdoor games during intercollegiate tournaments.

3.4 PROBATION AND PLACEMENT

3.4.1Probation

The appointment to any post in the Institute is temporary for a period of one year. After assessing the performance during the first year and found to be satisfactory, the services will be regularised. The probation period for the Faculty members, Non-Teaching and Administrative staff is one year from the date of joining.

In case, the performance of the employee is not satisfactory during the probationary period, the period of probation may be extended.

The rule of probation shall not apply to appointments made on a part-time basis or contract basis.

3.4.2 Placement of staff

All employees as per recruitment policy are attached to the department to which he/she was selected. However, the Management/competent authority has the right to redeploy any employee to any other department in the best interest of the Institution depending upon the need and exigency

3.4.3 Promotion based on Seniority

Overall seniority list category/post-wise will be prepared based on the date of joining of an employee in a particular post for the regular employees. The following rules shall be adopted:

Any promotion may be awarded to the senior employee strictly as per the seniority list prepared. If any disciplinary action is pending against an employee, his/her promotion may be kept in abeyance. The promotion may be re-opened for the employee after finalization of the disciplinary action against him/her and the promotion may be awarded if he/she is exonerated from the charges.

The individuals recruited on contract appointment or on a temporary basis for a short duration, need not be included in the seniority list. In case a staff member is recruited on consolidated wages and subsequently absorbed in the regular scale of pay, the seniority shall be fixed only from the date of his/her permanent appointment to the post.

3.5. PERFORMANCE APPRAISAL & CAREER ADVANCEMENT

3.5.1. Performance Appraisal 

The main objective of having a Performance Appraisal System is to provide a structural process of feedback about the performance of employees. It is crucial for both the employer and employee because it serves as a blueprint of the strengths and weaknesses.

It is the duty of the respective Deans / Heads, of the Departments to check the entries and append his/her comments in an unbiased manner by taking into account the interest of the department.

A review committee formed by the institution shall review the performance of every faculty member and recommend for annual increment, career advancement if the performance is satisfactory. In case, a faculty member’s performance is consistently unsatisfactory, based on the recommendation of the committee, the Management would take appropriate action as deemed fit.

The Management of the Institute reviews the performance of faculty members every year and based on this, annual increment, career advancement, etc. will be given to the faculty. The following are the important provisions.

3.5.2. Career Advancement Scheme (CAS) for Faculty

For all teaching faculty Career Advancement Scheme (CAS)/ Promotion will be given following the procedure and guidelines prescribed by “UGC Regulations on minimum qualification for appointment of teachers and other academic staff in the Universities and Colleges and measures for the maintenance of standards in Higher Education 2018” with the minimum duration of service and API score.

3.5.3. Promotion Policy

The Promotion Policy is set for the promotion of the faculty and staff members who are eligible for promotion. These guidelines policy are to provide specific and measurable goals for faculty and staff members to qualify for a promotion.

In SRMIST, the Promotion policy is framed based on the guidelines of the UGC and the recommendations of the internal expert committee. This Promotion policy may be modified from time to time based on the regulations of the UGC and with the suggestions provided by the expert committee.

3.6 Training and Development:

1. A separate entity in SRMIST, called the Directorate of Learning and Development (DLD) is providing training to faculty members and staff of SRMIST.
2. The training needs of an individual are analyzed and based on the requirement, training will be provided to the faculty members and staff to enhance their professional growth, so to acquire new skills and foster personal development.
3. The Directorate of Learning and Development provides training to the faculty members and staff about the latest trends and innovative practices in education through thought-provoking discussions and interactive sessions led by renowned experts in the field. The following are the training modules provided by the Directorate of Learning and Development of SRMIST to the faculty and Staff members:

(i) Cambridge Professional Development Qualifications for Higher Education Educators, in which comprehensive programs are meticulously designed to enhance teaching and leadership practices, resulting in tangible improvements in student learning outcomes.

(ii) The CDIO Initiative is an educational framework that stresses engineering fundamentals set in the context of conceiving, designing, implementing and operating real-world systems and products.

(iii) TPACK is a technology integration framework that identifies three types of knowledge instructors need to combine for successful edtech integration—technological, pedagogical, and content knowledge.

(iv) Engineering Projects in Community Service (EPICS) is an engineering design-based service learning and social entrepreneurship program that incorporates the engineering and human-centered design processes in providing solutions to real world problems facing society.

• TransformAtive LEarning NeTwork [TALENT] is evolved to motivate and facilitates excellence in teaching and learning process within SRMIST as well as to achieve global educational needs.

3.7 Exit Interview Policy (EIP):

An exit interview will be conducted only for faculty members and staff who make a choice of leaving the institution. Those dismissed/removed from service will not be eligible for EIP.

The purpose of conducting an exit interview is to identify the factors which contribute to an employee’s decision to leave the institution and also to enable the institution to bring in measures to rectify valid suggestions/points.

It will also guide the organisation to improve or develop better recruitment and retention strategies.

Procedure:

• The designated representative will contact the employee and invite him/her to attend an exit interview at a mutually convenient date and time. The report on the Exit Interview should be forwarded to the HR Department.
• The exit interview should take place as soon as possible but only after the date of leaving has been confirmed.
• The employee will be asked a standard set of questions and also be given a chance to discuss any other concerns.
• If an employee is not willing to participate in an exit interview, he/she will be encouraged to complete an Exit Interview Questionnaire.

Confidentiality:

The information received through the exit Interviews will be maintained confidentially.

Reporting:

The information received from the authority who conducted the exit interview will be analysed by the HR Section so as to identify areas or determine trends that may need to be addressed.

Periodically, the HR department will share their analysis and recommendations to the authorities concerned.

• A summary of action taken during the year on the basis of exit interview information.
• Any action to be implemented in the concerned department based on the information obtained in the exit interview.

3.8 RETIREMENT AND SEVERANCE

3.8.1 Retirement / Superannuation

Normally the age of superannuation of a faculty member is 65 years. However, the extension of service will be given on contract depending on the need and the salary may be fixed as consolidated pay.

The age of superannuation in the categories of Librarians and Directors of Physical Education will be 65 years only.

Normally, the age of superannuation for non-teaching staff is 60 years. However, the services of such employees will be extended subject to the approval of the Management and consolidated pay will be given.

3.8.2 Resignation:

If a member (Teaching or Non-Teaching) intends to resign from their services, he/she shall give either 3 months’ notice or 1 month notice, as the case may be. The salary for the shorter period of notice shall be paid in lieu thereof.

The resignation of faculty members during the middle of the academic year will not be accepted.

3.8.3 Termination of Service:

If any member (Teaching or Non-Teaching) is involved in any misconduct/ misbehavior in the workplace, necessary disciplinary action will be initiated and proportionate punishment will be imposed.