TECHNICAL TRANING INSTITUTE Institute Management Policy ...ttisamthang.bt/wp-content/uploads/2018/06/TTI-Samthang-policy-1.pdf · Page 1 of 74 Title This Document shall be known as

TECHNICAL TRANING INSTITUTE

Institute Management Policy Guidelines

2017

FORWARD

This document is intended to give guidance to all the stake holders of this institute, who desire to

associate with the functions of the institute in a more transparent, effective, efficient and in an

accountable manner. It is a ready reference of all the policies of this institute framed in line with

the policy of the Ministry of Labour and Human Resource, Bhutan.

The document is the collective effort of all the staff and trainees in this institute. It represents

conscious and farsighted efforts of the institute not only to give the best possible education &

training to our youth, but more importantly teach them to understand and appreciate the values of

our TVET system. Its content is drawn from the various documents/policy supplied by the

Ministry of Labour and Human Resource from time to time that are relevant to the context of this

institute.

With the decentralized system of management, the right to information is very much sought

after. The institute management, therefore, has critically deliberated and analyzed on each policy

to specifically inform all the stake holders. The document, however, is not something that is rigid

or un-amendable. It has its space and room for improvements and revisions as and when needed.

It can be amended and revised within the context of the institute’s social and cultural values and

as per the changing needs of our developmental stages of the nation and its aspirations.

Finally, it is hoped that this guide would serve its purpose as its first edition, continue to develop

and become a living document useful to all the stakeholders of the institute in carrying out their

roles and responsibilities more effectively and efficiently

Contents

Title...................................................................................................................................................................... 1

Extent and Commencement................................................................................................................................... 1

Purpose ................................................................................................................................................................ 1

Rule of Construction............................................................................................................................................. 1

Supersession......................................................................................................................................................... 1

Supplementary Order ........................................................................................................................................... 1

Authority for Amendment and Interpretation ........................................................................................................ 1

Institute Organization Chart ................................................................................................................................. 3

Relatable Policies .................................................................................................................................................... 4

1. Admission policy ................................................................................................................................................. 4

A. Purpose............................................................................................................................................................ 4

B. ELIGIBILITY CRITERIA.................................................................................................................................. 4

C. NON-ELIGIBILITY .......................................................................................................................................... 5

D. APPLICATION PROCEDURE ........................................................................................................................ 5

E. SELECTION PROCEDURE ............................................................................................................................. 6

3. Morning Assembly ............................................................................................................................................ 14

4. Trainees leave policy ......................................................................................................................................... 15

5. Warden/Matron ................................................................................................................................................ 15

Statement of Policy ............................................................................................................................................. 15

6. Welfare and celebration policy ........................................................................................................................ 15

A. Celebration Policy ......................................................................................................................................... 15

B. Farewell ........................................................................................................................................................ 16

C. Semso ............................................................................................................................................................ 16

7. Discipline Policy ........................................................................................................................................... 17

8. MESS MANAGEMENT POLICY ................................................................................................................... 19

9. Human Resource policy .................................................................................................................................... 20

A. Workshop (subject-related)/ Training and others ........................................................................................... 20

10. Trainee Safety Policy ...................................................................................................................................... 20

11. Library policy ................................................................................................................................................. 21

A. OPENING HOURS ........................................................................................................................................ 21

B. MEMBERSHIP CARD ................................................................................................................................... 21

C. DISCIPLINE .................................................................................................................................................. 21

D. BORROWING PROCEDURE ........................................................................................................................ 22

E. DAMAGE/ LOSS OF LIBRARY MATERIALS ................................................................................................. 23

12. Assessment Policy ........................................................................................................................................... 23

A. Mode of Assessment ....................................................................................................................................... 24

B. Eligibility Criteria for Assessment ................................................................................................................. 24

C. Promotion Criteria ....................................................................................................................................... 25

D. Eligibility criteria for Supplementary Assessment (Back Paper)..................................................................... 25

E. Criteria for Repetition .................................................................................................................................... 25

F. Use of Unfair Means ...................................................................................................................................... 26

G. Review/Re-Evaluation of Answer Scripts ...................................................................................................... 26

H. Continuous assessment marks ........................................................................................................................ 26

13.INDUSTRIAL LIAISON AND PUBLICITY UNIT (ILPU) .......................................................................... 34

14. Staff Quarter Allotment Policy 2017 .............................................................................................................. 34

15. Disaster ............................................................................................................................................................ 39

Application and Commencement: ....................................................................................................................... 39

Purpose .............................................................................................................................................................. 39

Definitions: ........................................................................................................................................................ 39

Incident Command System .................................................................................................................................. 40

Committees and their functions ........................................................................................................................... 41

Division Head .................................................................................................................................................... 41

1. Leadership roles & Responsibility of Principal: ............................................................................................ 42

2. Vice-Principal (Academic Department) .......................................................................................................... 42

3. Automobile HoD ............................................................................................................................................. 43

4. HVD HoD..................................................................................................................................................... 44

5. HEM HoD ...................................................................................................................................................... 45

6. ICT In charge ................................................................................................................................................ 46

7. Role& Responsibility of Exam Committee ....................................................................................................... 46 A. Assessment Coordinator ............................................................................................................................ 46 B. Assessment Committee Members .............................................................................................................. 47 C. Invigilators ................................................................................................................................................ 48 D. Subject In-charge ...................................................................................................................................... 49 E. Trainees: .................................................................................................................................................... 49 F. Moderation Committee .............................................................................................................................. 50

8. TERMS OF REFERENCE FOR INDUSTRIAL LIAISON AND PUBLICITY UNIT.......................................... 51 Terms of Reference ........................................................................................................................................ 51

9. Roles and Responsibilities of Games and sports ............................................................................................. 52

10. Roles and Responsibilities Cultural Committee ............................................................................................. 52

11. Roles & responsibilities of TRAINEE office bearers ..................................................................................... 53 A. Chief Counselors(s) ................................................................................................................................... 53 B. House Counselors ...................................................................................................................................... 53 C. Class Captain ............................................................................................................................................. 54 D. Games Captain .......................................................................................................................................... 54 E. Cultural Captain ........................................................................................................................................ 54 F. Mess Captain ............................................................................................................................................. 55 12. Store In-charge ......................................................................................................................................... 55

13. Administrative/Office Assistant ..................................................................................................................... 55

14. Care taker/Wet sweeper/Dry sweeper ........................................................................................................... 56

15. Cooks ........................................................................................................................................................... 56

16. Driver(s)....................................................................................................................................................... 57

17. IDF Committee ............................................................................................................................................. 57

18. HR Committee .............................................................................................................................................. 58

19. The responsibilities and functions of the Disciplinary Committee ................................................................. 58 A. Chair person .............................................................................................................................................. 59 B. Deputy chair person ................................................................................................................................... 59 C. Discipline Master ...................................................................................................................................... 60 D. Members ................................................................................................................................................... 60 E. Head of Department ................................................................................................................................... 60

20. Mess in-charge ............................................................................................................................................. 60

21. Disaster Management Committee ................................................................................................................. 61 A. Responsibilities ......................................................................................................................................... 61 B. Disaster ..................................................................................................................................................... 63 C. Evacuation ................................................................................................................................................. 64 D. Disaster report system ............................................................................................................................... 64 E. Activities ................................................................................................................................................... 64 F. Preparedness .............................................................................................................................................. 64

22. TOR for Librarian ........................................................................................................................................ 65

23. Roles and responsibilities of Warden/Matron ............................................................................................... 66

24. Health In charge........................................................................................................................................... 67

26. Standard Operation Procedure (SOP) for Recreational Facilities ................................................................ 67

Page 1 of 74

Title

This Document shall be known as the Technical Training Institute- Samthang Rules and

Regulations 2017 hereafter referred to as the TTISPD 2017.

Extent and Commencement

1. This Policy shall extend to all the employees within the institute system inclusive of

personnel on contract, General Service Personnel (GSP) and Elementary Service

Personnel (ESP).

2. This Policy shall not apply to:

a. Elected representatives;

b. Trainees

3. This Policy shall come into effect on January, 2018.

Purpose

The purpose of this Policy shall be to ensure parity, consistency and uniformity of personnel

actions in the Institute.

Rule of Construction

In this Policy, unless the context indicates otherwise, the singular shall include plural and the

masculine gender shall include the feminine gender and vice versa.

Supersession

All existing Policy, regulations, notifications and circulars in force concerning the subjects,

which are covered by the TTISRR 2017, shall be deemed to have been superseded from the

effective date of this Rule.

Supplementary Order

The Institute shall issue Orders consistent with this Policy as may be necessary from time to

time.

Authority for Amendment and Interpretation

The authority for amendment and interpretation of any provision under the TTISPD shall vest

with the institute administration and its interpretation shall be final and binding.

Procedure for revision of the TTISPD

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The Institute shall revise TTISPD in consultation with the staff at the end of financial or in the

beginning. The revision may occur at any time on clear justification by the institute

administrator.

Page 3 of 74

Institute Organization Chart

Principal

Training /Academic Secretary

Automobile Engineering

Heavy Earth Mover

Heavy Vehicle Driving

Entrepreneurship

Dzo/Maths/Eng/IT

Examination & Assessment

IOD/COD

Alumni Association

Non-Acedemic Secretary

Games & Sports

Cultural

Scouting

Rimdro/Choeshey

Trainee Support service Secretary

OHS

Trainee Leave

Discipline

Counselling

Library/Reading

Mess

Disaster

Administration Secretary

Staff Welfare

Meeting

Human Resource

Admission

Internal Audit

Captanship

AFD/Fianance HRC

Page 4 of 74

Relatable Policies

1. Admission policy

A. Purpose The Guideline shall promote fair, transparent, coherent and efficient selection of candidates for the training programmes offered by the TTI-Samthang. The Guideline will provide

clarity on the criteria for nomination, application procedures, selection procedures and other

training formalities. In particular, the Guidelines shall have the following objectives:

1. Provide training opportunities and support to all Bhutanese in the most fair, transparent, coherent and efficient manner.

2. Ensure that trained human resource is properly assigned and effectively utilized in the relevant sectors. In selecting candidates for training, consideration shall be given to how the skills, knowledge and capabilities acquired through training will be used upon completion of the training.

B. ELIGIBILITY CRITERIA A. General Criteria:

1. Fulfill the age, qualification and other requirements in the relevant field of study as

specified by the institute; 2. Have motivation to undertake employment in the relevant field.

B. Specific criteria for TTI programs:

1. Minimum qualification as required by the course with required documentation certified by competent authority;

2. Minimum age and other physical criteria as specified by the course requirements;

3. Positive attitude towards becoming a skilled worker;

4. Should not be reflected in the youth delinquent management system at the time of selection;

5. Must produce school leaving certificate with character certification;

6. Must not have tattoo on the body parts

Page 5 of 74

7. Must produce proof of citizenship;

8. Must produce medical certificate from competent medical authority;

9. Age as per RSTA rules if candidate opt for Driving & Earth Moving training

10. Both gender are eligible to undergo training

11. Duly filled Forms should be submitted to office during admission

C. NON-ELIGIBILITY

A candidate shall not be eligible for training if:

1. She/he has discontinued a training program to which previously nominated for

reasons other than ill health and outside the control of the candidate;

2. She/he fails to undertake training after acceptance for training by the institute, donor

or DTE for reasons other than ill health and outside the control of the candidate;

3. His/her scholarship granted previously was terminated by the Royal Government of

Bhutan for violation of training and/or other related rules and guidelines;

4. She/he has been nominated/shortlisted for another training program, pending

declaration of acceptance/result;

5. She/he has availed the same training in the past with the same curriculum.

D. APPLICATION PROCEDURE

1. Availability of all long term training and planned/customized training shall be

announced in the media and in Institute website, seeking application or nomination. The announcement shall contain details on program title, venue of the program, commencement date, duration, funding agency, application procedures and

requirements;

2. Application shall be submitted using appropriate Selection and Recruitment form in annexure I & II along with relevant documents, in compliance with these guidelines

and in accordance to the requirements specified in the announcement. The forms shall be made available on the institute websites;

3. Application shall be submitted on or before the last date of submission as announced by the training provider.

Page 6 of 74

E. SELECTION PROCEDURE

1. Candidate(s) shall be short listed by a admission committee based on class X marks;

2. All short-listed candidates shall be informed to take part in the selection interview

through institute website www.ttisamthang.bt

3. The admission committee must verify all documents as per the criteria for relevant programme during the selection interview;

4. The admission committee must conduct interview as per prescribed format; and may conduct or written interview or physical tests if applicable;

5. The admission committee members shall be empowered to make final and binding decisions deemed necessary if need arises;

6. The final selection shall be based on set weighting for selection criteria as prescribed

in annexure III.

Page 7 of 74

er C e r t if i c a t e

I , he r e by c e r t i f y t hat th e abo v e i n f o r ma ti on I ha v e p r o v i d e d i s c o rr e c t t o my kno w l e dg e . I

un d e rs t and t hat m y app l i c a t i o n f or s e l e c t i on t o a p r og ra m i s l i a b l e t o be r ej e c t e d i n t he e v e n t

t he i n f o r ma ti on I p r o v i d e d a bo v e i s i n c omp l e t e

o r

i n c o rr e c t

.

D a t e … … … ……… … … ……. S i g n a t u r e o f t h e A pp licant

TECHNICAL TRAINING INSTITUTE SAMTHANG - WANGDUE

R e g i s t r a ti on No . … … … …… … Date:………………………

( Please print in block letters )

I . P e r s o n al i n f o r m a t i on o f t h e C a n d i d a t e

N a m e o f C a n d i d a t e :……………………………………………………………………...

Gender : M ( ) F ( )

C i t i z e n I D C a r d N o : … …………… … ……… … … …………..

D a t e o f b i r t h: D a y …… ………… M o n

Annexure I

t h … … … ………… Y e a r … …… … ………….

Mobile No……………………………………….

Working Agency if employed …………………………………………………..

II. P e r m a n e n t a dd r e s s : F a t her ’ s N a me … ………………………………………….

V ill a ge … …………………………………………………… G e w o g …………………………………………………….

D z o n g k h a g …………………………………………………

M o b il e N o………………………………………………….

III. D o c u m e n t Required:

1. P h o t oc o p y of NC 2 Pass Certificate

2. P h o t oc o p y of Cl X/ XII Certificate

3. Experience Certificate if any

2. P h o t o c o p y o f I D card

3. Se c u r i t y Clearance

4. M e d i c a l Ce r t i fi c a t e

5. C h a r a c t

In Country Registration Form – NC-3

Page 8 of 74

I n C ou n tr y R eg i s t r a t i o n Fo r m - 201 7 R e g i s t r a ti on N o . … … … …… …

I . P e r s o n al i n f o r m a t i on o f t h e C a n d i d a t e

N a m e o f C a n d i d a t e … … …… … … … … … … …… … … … … Ge n d e r r : M / F …………..

C i t i z e n I D C a r d N o : … …………… … ……… … … …………..

D a t e o f b i r t h: D a y …… ………… M o n t h … … … ………… Y e a r … …… … ………….

Cont a ct No……………………………………….

P e r m a n e n t a dd r e s s :

F a t h er ’ s N a m e : .…… … …… … … …… … … ……

T h a r m N o…… … … … … … V ill a ge : ………… … … ……… G e w o g : … … … ……………….........

D z o n g k h a g …… …… … …………… … ……… M o b il e N o………… … …………… … ….

II . P e r s o n a l C o n t a c t A dd r e ss :

N a m e o f P ar e n t / G u ar d i a n … … … … ………… … …………. R e l a t i o n s h i p …………………...

A g e n c y / C o m p a n y … … … ………… … …… T e l # n o……………… … … ………………… III . D o c u m e n t R e q u i r e d :

1. P h o t oc o p y o f C l a s s X / X I I Ma r k s h e e t ( C o p y t o be s u b m i t t e d w i t h t h e r e g i s tr a t i o n f o r m )

2. P h o t o c o p y o f I D C a r d ( - do)

3. Se c u r i t y y C l e a r a nce ( - do)

4. M e d i c a l Ce r t i fi c a t e ( - do)

5. C h a r a c t er C e r t if i c a t e ( - do)

I V Co u r s e o f f e r e d : 1 . A u t o m o bi l e 2 . E a r t h M o v in g O p e r a t o r 3 . H e a v y V e h i c l e D r i v i n g

F i r s t S e c o n d T h i r d

I , he r e by c e r t i f y t hat th e abo v e i n f o r ma ti on I ha v e p r o v i d e d i s c o rr e c t t o my kno w l e dg e . I

un d e rs t and t hat m y app l i c a t i o n f or s e l e c t i on t o a p r og ra m i s l i a b l e t o be r ej e c t e d i n t he e v e n t

t he i n f o r ma ti on I p r o v i d e d a bo v e i s i n c omp l e t e o r i n c o rr e c t .

D a t e … … … ……… … … ……. S i g n a t u r e o f t h e A pp li c a nt

T e l e p h o n e : 0 2 - 4 8 1 7 6 7 / 0 2 - 4 8 1 3 0 5 / 0 2 - 4 8 1 8 9 3 F a x N o : 02 - 48 1 3 0 6 E - M A I L : tt i . s a m t h a n g @ g m a i l . c o m P .O. B o x 12 4 9 w e b s i t e : tt i s a m t h a n g . b t

W a n g d u e ph o d r a n g, B h u t a n

Annexure II

Page 9 of 74

Name: CID:

General Weightage for Selection Criteria

Sl. no

Criteria Total Marks

Marks

awarded

Remarks

1 APPEARANCE AND

MANNER

30 To be discussed during Principal meeting

a Hair style 10

b Tattoo 10

c Dress code 10

2 LANGUAGE

PROFICIENCY

15

a Dzongkha 5

b English 5

c Others 5

3 INTELLIGENCE, ABILITY

& COMPETENCE 35

Awareness of trade applied for 10

General awareness 5

Presentation skills (organization

of thought) 5

Analytical ability 5

Promptness in comprehension

and clarity in expression 5

Confidence 5

4 EXTRACURRICULAR

ACTIVITIES

CERTIFICATES

10

Annexure III

Page 10 of 74

Academic performance

certificate

3

Scout/Cultural/Literary 2

Social/community Service 1

Leadership 1

Games and Sports 3

Total 100

* The out of 90 marks to be converted to 45% for the final ranking. (Ex: if a candidate scored

80/90 in the interview, then this will convert to 40% in the final ranking criteria)

Page 11 of 74

Pre-service Undertaking

I, Mr./Mrs./Miss……………………………son/ daughter of Mr. ……………………bearing

Bhutanese Citizenship:…………

Hereby accept the offer of training opportunity from …………………………… for

studies/training in………………………………………………..for a duration

of………………….

I, hereby undertake to:

1. Pursue the course and complete it within the duration specified by the institute;

2. Conduct myself at all times in a manner befitting my status as a Bhutanese citizen

sponsored by the RGoB;

3. Carry out the training in a manner acceptable to the authorities of the training

institute;

4. Pursue the course and complete it within the duration specified by the institute;

5. Not change from the training programme specified in the letter of award or change the

institute;

6. Refrain from engaging in political, criminal or commercial activities and taking up

additional employment that shall be prejudicial to the interest and image of the

Kingdom of Bhutan;

7. Abstain from indulging in any activity that adversely affects the institution, national

sovereignty and integrity;

8. Refrain from giving expression and statements on national or international affairs and

in particular, from making any written or oral statement without specific prior

approval of the Royal government of Bhutan;

9. Shall agree to be penalized as per the selection & recruitment guidelines chapter 8,

clause 42 in event of not adhering by the requirements as specified in the guidelines.

Annexure IV

Page 12 of 74

I, do hereby confirm that I have been briefed on all rules governing my training and I have

understood them, including the implication and consequences of deviating from them.

In particular, I understand that in the event that I do not adhere to anyone of the above stated

conditions, my guarantor and/or I will be liable for legal action by the Royal Government of

Bhutan.

Caution: This is an important legal document and therefore, should be executed after clearly

understanding all the responsibilities, liabilities and implications.

In the event of any failure on the part of the above named person to abide by this

undertaking,….…………………………………………………………………, resident of

Selection and Recruitment Guidelines for the TTI-Samthang

………………………………………………………… hereby, undertake accept my liability or any other penalty as may be decided by the Royal Government.

In the event that I do not adhere to the above, I understand that I shall be liable for legal action by the Royal Government.

Sd/-

Place: (Affix Legal Stamp)

Date: Name :

Present Address :

Village :

Contact Detail:

Tel /mobile No :

Fax :

Email :

Page 13 of 74

Sd/-

Place: (Affix Legal Stamp)

Date: Name of Guarantor :

ID Card No :

Relation to the candidate :

Occupation :

Present Address :

Village :

Contact Detail:

Tel /mobile No :

Fax :

Email :

Witnesses:

1)……………………

…………………….

2)………………………………

Page 14 of 74

2. Staff Leave Policy

1. Instructors are entitled to various forms of leave such as casual leave, extraordinary

leave, paternity, medical leave, study leave and bereavement. However, any leave

should not be claimed as a matter of rights. Following clause need to be followed:

2. Instructor/teacher need to assign enough tasks to the trainees to keep them engaged

meaningfully in his or her absence.

3. Casual leave cannot be availed for 10 days at a stretch.

4. Staff applying for the leave must fill up the form (Leave application form) before

availing the leave and get it sanctioned by the principal.

5. Staff on leave must make sure in her or his absence, the institute is not affected.

6. Any key role, be in term of service or infrastructure should be handed over to an

equally competent colleague.

7. In case of leave availed for more than 10 days by staff, the extra leave days will be

adjusted from their earned leave or treated as extra ordinary leave with prior approval

from relevant agency.

8. During emergencies, the trainers must inform to the principal through call or any

media.

9. If the staff avail leaves from THIRD period during instructional days then it is

considered as HALF day leave.

10. Short leave would be entertained during his or her free period or need to adjust the

class; provided she or he returns to institute during the working hours itself.

11. Maternity/Paternity leave/Medical leave/ Extra Ordinary Leave/study leave/

Bereavement leave/ escort leave as per government policy in production of

documents.

3. Morning Assembly 3.1 Institute conducts morning assembly thrice a week for meaningful engagement, e.g

general announcement, evaluation and other performance

3.2 Principal will chair the assembly on Monday

3.3 IoD will use maximum 5 minutes for announcement etc so as not to disturb the

instructional hours.

3.4 Trainees to sing “the praise to god of wisdom” and “the praise to Zorig Lha” with

national anthem every morning.

3.5 All trainers and supporting staff should attend the assembly.

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3.6 Both trainers and trainees to maintain uniformity and absolute respect to the event.

4. Trainees leave policy 1. Trainers/warden/matron reserves the authority to grant short leave only.

2. Leave will be granted base on the need of the situation by the principal/Vice principal

3. Need to follow the day’s category for leave approval.

4. Unapproved absentee will be considered as unethical issues; and call for

administrative action.

5. Written application, phone calls and verbal request will be accepted as a mode of

seeking leave for trainees who are staying as day scholars.

6. Only written application will be accepted for classes boarders. However, phone calls

and verbal request would be accepted in case of emergency.

7. If the trainee’s student undergoes medical treatment, she or he should produce

medical certificate and medical prescription. She or he will be marked as medical

leave (ML) in attendance log book. Incase failing to produce the above requirement

then she or he will be considered as ABSENT.

8. Trainee Student taking leave on behalf of the institute (sport meet, religious discourse

and scout etc) will be marked as Institute leave (IL)

9. Leave more than three days should be reported to office before accepted to classes.

5. Warden/Matron

Statement of Policy

5.1 If the institute is not provided with matron and warden, the institute shall appoint the

same based on willingness amongst the staff to look after the boarders. They will be

provided with free quarter and free electricity charges

6. Welfare and celebration policy

A. Celebration Policy

Collection will be done from each teaching and support staff whenever staff visits other

staff places for any festive occasions. All need to pay irrespective of their attendance

during the occasion. The possible festive occasion are listed below:

Page 16 of 74

1. Birth of a new baby: Nu. 500 will be collected irrespective of the position level.

2. Birthday invitation: Birthdays will not be an official. If invited, interested groups have

their own choice to attend or not.

3. Rimdro and Loche invitation: Rimdro and loche will not be an official. If invited,

interested groups have their own choice to attend or not.

4. Institute annual rimdro ceremony: Nu. 1000 will be collected as a minimum floor

irrespective of the position level. Individual can pay more the Nu.1000 as per

willingness.

5. Promotion party: Nu 200 will be collected as contribution for the promotion party.

The beneficiary must arrange the party as it the custom of the institute. (staff can

organize the party in groups)

6. Marriage party: No authority to organize marriage parties, it depends upon the couple.

If marriage party are organized, Nu. 500 will be collected for the teaching staff, Nu.

400 will be collected for the supporting staff and Nu. 300 will be collected from GSP

and ESP. The collection would be spending on buying souvenir and other gift.

7. House warming: House warming will not be an official. If invited, interested groups

have their own choice to attend or not.

8. Car shower: If any staff purchases a new/an old vehicle for the first time and only if

the individual is offering the party, Nu. 300 will be collected irrespective of the

position level. Couple will do the single payment.

B. Farewell 1. Transfer case: Nu. 1000 will be collected irrespective to the position level and

individuals have to pay the money in cash. 40% of the collection would be spending

on buying souvenir and other gift. 60% will be reserved for buying the items (food

and refreshment).

2. Resignation and superannuation of staff: Nu. 1000 will be collected from all the staff

irrespective of the position level. 40% of the collection would be spending on buying

souvenir and other gift. 60% will be reserved for buying the items (food and

refreshment).

C. Semso 1. Nu. 1000 will be collected from all the staff irrespective of the position level, to pay

condolences to the bereaved family members of the staff (spouse, spouse parents,

Page 17 of 74

parents and children). The policy will only for staff direct dependant. However the

welfare committee could decide if the deceased happen to be very near. The semso for

relatives will not be entertained.

2. Nu. 2000 will be collected from each staff in demise of staff. The collection for

couple working under same organization shall not be compromised.

3. The staff welfare committee and other interested staff which does not affect the daily

schedule of the trainees teaching and learning process shall represent at the cremation

ground to pay the condolence to the victim.

4. Nu 200 will be collected from the teaching staff and support staff if there is demise of

trainees. The collection from the trainees will be coordinated by chief councilor.

5. Nu. 100 will be collected from all staff irrespective of the position level as a semso in

case the staff is admitted in the hospital or bed ridden for more than three days. Staff

welfare committee will represent the institute to visit the patient. If trainees are

admitted to the hospital for more than three days, institute is going to use institute

developmental fund (IDF) to pay the condolence to the victim.

6. If a staff member is away from the institute for more than six months without pay, he

or she will not have to make contribution.

7. Discipline Policy

Responsibilities, powers and functions of committees, divisions, departments, sections, units

and Instructors and In-charges concerning disciplinary matters.

Subject: This Job Description shall enhance the Institute General Rules and Regulation in

providing the harmonious when encountering disciplinary issues.

Application and Commencement: These rules shall apply to all the trainees of the Institute

and these Job descriptions shall come into force with immediate effect.

Appointment of Members: The Discipline Committee shall be composed of seven members

Chairperson: Principal

Deputy Chairperson: Vice Principal

Discipline Master: Elected from the committee

Members: HoDs, Warden, Matron and Class Teacher

1. Definitions: In these rules, unless the context otherwise requires,--

i. Class Teacher means the Concern individuals who is entrusted as

mentor for that particular class.

ii. ‘HoD’means the Head of Department.

iii. Staff means any personnel Teaching and Non-Teaching who is serving

the Institute regularly and who are paid by the Institute.

iv. Warden / Matron means the instructor who looks after the Trainees

affairs of the trainees during off hours

Page 18 of 74

v. Councilors means the elected trainee representatives

2. Conflict of Interest If a member of the Institute Discipline Committee has a conflict of

interest in a particular case, or has information about the discussion and resolution

that would not normally be revealed in the review process, that member should

declare the conflict and excuse him/herself from the proceedings for that meeting.

3. Meetings: Generally, the Institute Discipline Committee will only meet on an “as

needed” basis. The committee meetings should take place in a formal setting, usually

in a meeting or conference hall. It is important that the tone of the meeting be civil,

professional and fair, and so it is not appropriate to meet in an informal setting.

4. Confidentiality: The deliberations and decisions of the Institute Discipline Committee

are strictly confidential. Only the final decision should be reported, and this should be

reported only to the Trainee, the parents / Guardian of the Trainee whose suspension

is under discussion

5. Discussion and Decisions When reviewing a suspension, committee members should:

6. Keep an open mind

7. Carefully consider the documentation that is provided

8. Allow time for all voices to be heard

9. Listen to each other

10. Allow for mutual influence

11. Make every effort to reach a group consensus.

12. Whether the decision is reached by consensus or a vote, all committee

members should agree to:

i. Support the decision of the group

ii. Keep the deliberations confidential

iii. Do nothing to undermine or “second-guess” the decision once it is

finalized.

13. Documentation The Discipline Master should ensure that the documentation provided

to the committee is complete, accurate, and focused on the facts and processes of the

case in question. The documentation should be in plain language and should meet all

requirements for fairness and due process. The guiding principle is full disclosure to

all parties. All parties; including parents and Trainees should receive a copy of all

documentation supplied to the committee. This means that parents will also receive a

copy of all related documentation (If requested only) supplied by the Institute to the

committee, and the Institute will receive a copy of all related documentation supplied

by the parent to the committee. To ensure strict confidentiality, the committee

members does not keep minutes of its meetings and does not record or report the

discussions leading up to a decision or the position of individual committee members.

The final decision and resolution of the case is recorded in a Minutes of Meeting and

filed for record. A copy of any corresponding letter related to the case is also provided

to the Discipline master for future reference and record.

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8. MESS MANAGEMENT POLICY

1. Trainees mess will be coordinated by a committee comprising of some trainees of

different classes and staff nominated at the beginning of the year.

2. Trainees’ representatives and mess in-charge for management of the mess will run the

mess for a month.

3. Proper handing taking of stock balance of food items and record registers need to be

done in a standard format whenever there is change of mess management committee.

4. Mess management committee will be responsible for maintaining receipt, issue and

balance records.

5. All food and vegetable items need to be received after recording the items in receive

form which need to be entered in receive register.

6. Trainees’ representatives will be involved in receive and daily issue of the food items.

7. Mess In-charge(s) will monitor stock balance and issue on weekly basis to make sure

that mess items are not misused.

8. Daily issue of the items should be strictly done as per the menu prepared by the mess

management committee at the beginning of the academic session.

9. Monthly stipend details with expenditure to be displayed for general information.

10. Financial matters (payment of bills) will be handled by the Accountant.

11. Cleanliness of kitchen, utensils and cooks will be monitored by mess in-charge on

daily basis.

12. Empty sacks and containers are to be collected by cooks and kept properly.

13. Payment will be made by Accountant upon receipt of bill from supplier countersigned

by all the committee members

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9. Human Resource policy

Human capacity building will be given the highest priority. The policy is

based on giving equal opportunity on acquiring knowledge and experience.

To scaffold the aims, different criteria is set for different categories.

A. Workshop (subject-related)/ Training and others 1. Criteria set by the concerned agency

2. Relevancy (As per field)

3. Should not have applied for transfer

4. Frequency (No. of opportunities availed in that year excluding refresher course). Will

consider if he/she did not get the opportunity

5. Seniority in the present institute not in the service

6. Should be medically fit and sound

7. Draw lot.

• If the nominee rejects the offer owing to domestic or other reasons, a letter of

clarification to be submitted to the office for future reference.

10. Trainee Safety Policy 1. Safety of the Trainees when they are in the institute is the responsibility of the

concerned instructor, therefore, proper instructions from time to time on different

safety measures by instructors is a part of the instructors role.

2. Instructor need to seek prior permission from the institute administration to take

trainees for short tour, field trips, picnic or any other educational program outside the

Institute premises.

3. Instructor concerned need to create awareness about the different type of disasters

(like earthquake, fire, landslides, outbreak of communicable diseases etc.) and how to

be safe from these disasters from time to time to the trainees.

4. Classroom, workshop and any playground or recreational space should be free of

sharp and harmful object.

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11. Library policy

A. OPENING HOURS Monday – Friday 9:00AM to 3:30PM

Saturday 9:30Am t0 12:00PM

The library is closed on Sundays and all public holidays

B. MEMBERSHIP CARD a) Staff and trainees should possess the membership card from library

b) Membership card is nontransferable. Trainees must not lend their Readers

Ticket to any other trainee to borrow books from the Library. Library facilities

will be withdrawn for trainees misusing cards

c) Reader’s ticket must be renewed every semester/ year as notified.

d) First year trainees should get their Reader’s Ticket issued from the library

e) In case a trainee loses his/ her Reader’s Ticket then the trainees should report

the loss of ticket immediately to the librarian and apply for a duplicate card by

paying Nu. 20/- per ticket.

C. DISCIPLINE a. All trainees must observe total silence in the library at all times

b. Trainees must maintain the decorum of the library room

c. All trainees and faculties are required to show their institute membership card to

librarian upon entrance to the library

d. Use of mobile phones is strictly prohibited in the library

e. The personal belongings must not bring inside the library. The librarian shall not take

any responsibility for loss of personal property or books already signed out to a

trainee

f. Anyone caught marking, defacing or mutilating books or any other library material

will have to pay for the material with the most current edition

g. Good order must be observed in the library at all times for example placing of feet on

the furniture, eating and drinking, smoking, sleeping etc. will not be allowed

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h. Trainees must reshelf books after you select the book of your choice

i. The institute Leaving Certificate or Transfer Certificate will be issued to trainees only

after he/ she has returned all the Library books and cleared all library dues.

D. BORROWING PROCEDURE a. Borrowing period is strictly between 9:00am and 3:30pm on weekdays and 9:30am

and 12:30 pm on Saturdays

b. A trainee must have membership card to be able to use the library services

c. All trainees must present their institute membership card before borrowing any library

materials

d. Library materials may not be removed from the library unless the librarian has

properly issued them out

e. Trainees are allowed to borrow a maximum of three books for a period of two weeks

f. All borrowed materials must be returned on or before the deadline

g. Trainees are not allowed to borrow books on behalf of others or transfer borrowed

materials to other Trainees

h. Trainees with overdue materials and overdue fines will not be allowed to use the

library services

i. All reserve materials must be returned at the specified time

The following materials can only be used within the library

a. Reference books

b. Kuensel

c. Journals and magazines

d. Manual books (Vehicle repair and service manual books)

a. Note: For trainee the manual books are issue only for a day and must return by

3:30 PM. If failing to return shall fine Nu.20 per manual books

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E. DAMAGE/ LOSS OF LIBRARY MATERIALS a. All trainees will be held responsible for any damage or loss of library materials in

their possession and will be required to meet the cost of replacement

b. Trainees must ensure that the books they borrow are in good condition to avoid being

held responsible for any damages noted while returning the books

c. When books are issued, trainees should check the pages of the issued books and if

pages are found missing, they should report the same to the Librarian before leaving

the library.

d. On returning the books, if pages are found missing, the borrower of the book shall be

held accountable for the missing pages and shall accordingly be fined

e. Lost books must be reported to the librarian immediately. If book is not found trainee

should replace the book or pay doubles the price

f. Lost library books that are recovered, must be handed to the librarian as they remain

the property of the institute library

12. Assessment Policy

Title: This policy shall be called the “INSTITUTIONAL ASSESSMENTS POLICY 2017’

A. Application and Commencement: These rules shall apply to all the Teaching faculty,

Exam committee and the trainees of the Institute and these rules shall come into force with

immediate effect.

B. Definitions: In these rules, unless the context otherwise requires,

a) ‘Chairman’ means the head of the Institute ; Principal

b) Deputy Chairman means as the second in command; Vice principal

c) ‘HoD’ means the Head of Department.

d) Teaching faculty means any personnel Teaching entrusted with the

teaching responsibility.

e) Exam committee means the members who are entrusted with the

responsibility of execution of assessment within the Institute and control

the fairness of assessment being performed.

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C. Appointment of Members: For the smooth running of the whole Assessment system, the

concerned persons have been categorized into various designations and groups as shown

below, along with the duties and responsibilities of individuals and groups. TheExam

Committee shall be composed of seven members

a) Chairperson: Principal

b) Deputy Chairperson: Vice Principal

c) Exam Coordinator: Elected from the committee

d) Members: one representative from Driving

One from Earth Moving Department

One from Electrical section

One from first year

One from second year

A. Mode of Assessment 1. Assessment is conducted at the end of each module with the due information to

Assessment Coordinator by the concerned Instructor.

2. The record of the module assessment should be kept with the concerned instructors

and shall be made available for auditing and result compilation at the end of the year.

3. The progress of the trainees based on the module assessment should be clearly

communicated in the Module Progress Chart

4. Institutional Assessment is conducted at the end of every year, requiring the trainees

to fulfill the minimum % to be promoted to the succeeding year.

B. Eligibility Criteria for Assessment

1. Trainees should obtain a minimum of 90% class and workshop attendance.

2. In case of illness, trainees should obtain a minimum of 75% attendance. Eligibility

will be conditioned to the production of authentic medical documents from a

competent authority and a certificate of fitness. However trainees will be declared

medically unfit if sick for more than one month continuously.

3. Trainees failing to obtain the minimum attendance requirement due to official reasons

like representing the Institute/country in sports, game competitions, etc. the

governing clause will be relaxed by the Principal as deemed necessary.

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C. Promotion Criteria

1. Trainees should obtain a minimum percentage of 40% in theory and 60% in practical

to be promoted to the next succeeding year.

2. Trainees who are declared successful in the supplementary Assessment.

D. Eligibility criteria for Supplementary Assessment (Back Paper) 1. Supplementary Assessment will be conducted during the last week of winter/summer

vacation.

2. Trainees who fails to clear the re-assessment paper (incase if the trainees are unbale to

clear any re-assessment module)

3. Trainees failing in any two modules (both practical & theory)

4. Trainees fulfilling the eligibility criteria for Assessment but fail to appear in

the Assessment on medical ground. Authentic medical documents from a competent

authority and a certificate of fitness, they are considered to have foregone a chance. It

is imperative for them to fulfill clause III (I) to be promoted.

5. Trainees whose attendance falls short of the minimum.In case of the latter, it becomes

crucial for such trainees to fulfill clause III (I) in the remaining subjects failing which

they will be declared unsuccessful.

NB:Evaluation of the supplementary Assessment answer scripts will not be governed by

clause I (3) (last para) since it is only a formality for promotion but will be assessed on its

full marks.

a) Marks obtained in the supplementary Assessment will not supersede the

original marks, latter will remain valid for the compilation of results.

E. Criteria for Repetition In view of the acute shortage of skilled people in the country and TTI Samthang being the

part of TVET sector, it will not expel any trainees who does not perform well in the

tests/Assessment but she/he will be given ample chances to improve her/his performance.

a) Trainees failing in more than two modules.

b) Trainees obtaining pass marks but declared unable to perform critical components.

c) A trainee scoring less than 40% marks in theory.

d) Trainees who fail to clear both the back paper.

e) Trainees not satisfying the minimum attendance requirement in three or more

subjects.

f) Trainees failing in the industrial attachment Programme.

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For the trainee repeating the final semester, their industrial attachment marks of the preceding

year will be carried forward for the final assessment of the practical.

NB:Trainees failing in the first semester of first year should report to the Institute before the

date of New Admission test and interview, so that, their seats can be confirmed.

F. Use of Unfair Means a) Trainees adopting unfair means for any subject in a test/Assessment will be

declared unsuccessful.

b) They will be eligible to rejoin as per proceeding regulations.

The following will be considered as unfair means: -

I. Carrying any written material into the Assessment hall.

II. Changing the allotted seat.

III. Conversing/Discussing with friends.

IV. Helping or taking help from friends or invigilators.

V. Exchanging materials/answer scripts or any activity in the hall deemed and

endorsed as “Unfair means” by the Assessment Committee.

G. Review/Re-Evaluation of Answer Scripts

If a trainee has any type of doubt or feels that she/he needs some clarification regarding the

evaluation of his/her answer scripts he/she may express the same in writing to the Principal

along with a re-evaluation fee of Nu. 50/- per subject within one month of the declaration of

results of the concerned Assessment. Subsequently, the Assessment Committee along with

the concerned subject Instructor shall review the answer script. However, the review will be

limited to the following: -

a) Check if any question or part thereof was left without correction.

b) If any mistake was committed in adding the marks allotted to each question in the

answer script.

c) Verify the total marks.

Appropriate disciplinary action will be taken against the individual Instructor/Instructor who

is found to have committed any mistake is evaluation due to negligence, lack of seriousness

or partiality.

The whole exercise will be excited in the presence of and under the supervision of the

Principal only.

H. Continuous assessment marks a. For national Assessment, the following will be the distribution of marks for CA

submission

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✓ Institutional assessment - 80

✓ Attendance - 10

Attendance

Percentage

0-60% 61%-

70%

71%-

80%

81% -

90%

91% -

95%

96% -

100%

Marks 00 03 05 07 09 10

Social Competence (10):

1. Team Work 02

2. Interpersonal Relations 02

3. Attitude 02

4. Punctuality 02

5. Social co-curricular activities 02

b. For the Institutional assessment the following shall be applied.

✓ OJT – 20 marks

✓ Academic subject-10% ( For Auto-mechanic & auto-electrician only)

Note: Institutional assessment is converted to 20% as CA for National Assessment

12 Grading

The grade based on the assessment will be awarded as under

Percentage Definition

80-100 Competent with distinction (CD)

70-79.99 Competent with Merit (CM)

60-69.99 Competent (C)

0-59.99 Not Yet Competent (NYC)

Page 28 of 74

ANNEXURE

I. Candidate Resource (For Practical):

Unit Title

Unit Code

Total Marks

Pass mark

Time

Assignment:

Direction:

1. Respond to assessors

2. Adhere to occupational health and safety at all times of performance

3. Perform activities in sequence, in case of confusion please contact your

assessors

4. Performance will be assessed on the following criteria:

a.

Page 29 of 74

II. Observation Checklist (For Practical)

Unit Title:

Unit Code:

Assignment:

Candidate’s Name: CID NO:

Place of Assessment: Date of Assessment:

During the demonstration of skills did the candidate do following: Marks

Allocated

Marks

Obtained Remarks

Total Marks Obtained

The Candidate’s performance was (Place Tick mark{✓}) Satisfactory:

Not Satisfactory:

Assessor’s Name: Signature:

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Chief Assessor’s Name Signature:

Page 31 of 74

B. (RUBRIC) Does the job outcome meets the following criteria? Circle the appropriate criterion.

Name of Candidate Date & Time of assessment: Assessed by:

Criteria / Marks 4 3 2 1

1.

2.

3.

4.

5.

Minimum acceptable level of peformance:

.

Page 32 of 74

ASSESSOR’S

Assignment

Sl. No Name of Participant

Assessment Criteria

1 2 3 4 5 Total Remarks

Criteria

1.

2.

3.

4.

5.

NOTE: Minimum acceptable level of peformance:

Assessed by:

Page 33 of 74

III.Tools, Equipment & materials List

Tool and equipment required

Sl.no Name Qty required

Remarks

Raw materials(consumables) required:

Sl.no Particulars specification Qty required

Rate Amount Remarks

Total

Page 34 of 74

13.INDUSTRIAL LIAISON AND PUBLICITY UNIT (ILPU)

Industry Liaison and Publicity Unit (ILPU) will, within the framework of activities shall

undertake activities to bridge the gap between the Institute and industry. The ILPU will facilitate

to provide opportunities and choices available for all the trainees, regardless of gender, socio-

economic class, religion, disability, age or cultural background. This is one of the most important

units of the institutes.

14. Staff Quarter Allotment Policy 2017

Title: These rules shall be called the “Staff Quarter Allotment Policy 2017”

Application and Commencement: These rules shall apply to all the Teaching andNon-teaching

Staff of the Instituteand these rules shall come into force with immediate effect.

1. Definitions: In these rules, unless the context otherwise requires,--

a) ‘Chairman’ means the Principal.

b) ‘HoD’means the Head of Department.

c) Staff means any personnel Teaching and Non-Teaching who is serving the

Institute regularly and who are paid by the Institute.

d) Staff Quarters means the houses / quarters situated within the Campus in

Technical Training Institute Samthang for allotment to the regular employees.

e)

2. Classification of categories: For the purpose of allotment of quarters, the staff members

of the Institute are classified into three categories as indicated below:-

i. Priority category

ii. Essentiality category

iii. Seniority Category

3. Allotment of quarters: - The allotment of quarters to the various categories listed in Rule

4 will be made based on the following conditions and for everyone, allotment of quarters

for each classification (Type of quarters)

A. Priority Category: The institutional Head(s) who have the highest responsibility for

decision making and answerable to the queries falls under this category:

i. Principal

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ii. Vice-Principal

b. The Principal’s quarters is a designated quarters and the same is post attached. The quarter will NOT be made available to the

other staffs of the Institute on any conditions

B. Essentiality Category

c. The categories of staff whose services are essential for effective functioning of the

Institute are to be considered for allotment of quarters on priority basis as decided by the

Quarters Committee. The category of post identified are:

1. Accountant

2. Only ONE Driver

3. Warden / Matron

4. Store Keeper

d. and the allotment would be given on preference over the categories mentioned

and the allotment would be considered on their application put to the committee.

C. Seniority Category

e. Staffs are entitled for allotment of quarters on the basis of seniority of application

and service in Technical Training Institute Samthang but not on the basis of

seniority in age, service etc.

4. Change of Quarters: The staff who are staying in the quarters are entitled to request for

change or shift to another quarters on the following two conditions:

a) on availability of staff quarter

b) If there are NO staff members on waiting list for the next staff quarter allotment.

5. Quarters Committee:A Committee called as ‘Staff Quarters Allotment Committee’ shall

beconstituted with the following members:

1. Principal : ChairPerson

2. Vice-Principal : Deputy Chair

3. Head of Departments : Member

4. Accountant : Member

5. ADM Assistant : Member

6. Store In-charge : Member

6. The Quarters Committee will meet at least once in three months to perform the following

functions:

a. a) To review the rules and guidelines periodically and suggest changes if

required.

7. To scrutinize applications and recommend for allotment of quarters

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8. On directions from the Chairperson, the members shall convene the meeting

as and when required and submit the vacancy position along with the requisitions for

allotment of quarters. The committee shall record the proceedings of the meetings and

the recommendations of the Committee shall be forwarded to the Principal’s for final

approval.

9. Authority: The Committee has the authority to decide with regard to the allotment of

quarters and their decision is final and binding on all concerned

10. Cancellation of allotment: In the case of an employee who is residing in the quarters, the

allotment is liable to be cancelled if,

11. The staff member indulges in any action / activity which is detrimental to the interest of

the Institute

12. The staff member indulges in activities such as gambling, unruly behavior, misconduct of

any kind, noise pollution, eve teasing etc.

13. The staff member sublet or transfer the residence allotted to him / her or any portion

thereof.

14. The staff member use the quarters for any other purpose except as residence for his / her

family and dependent parents and fail to maintain the premises and compound if any,

attached thereto in a clean and hygienic condition.

15. Taking over and handing over: Two committee members as nominated during the

allotment meeting shall be the competent authority either to hand over or take over the

quarters. The staff member is required to sign in the prescribed form and the register

maintained for this purpose both at the time of allotment and vacating the quarters. The

committee member shall hand over the quarter upon fully inspecting the vacant quarter.

D.Maintenance of Staff quarter

The maintenance of the staff quarter shall be the sole responsibility of the Institute

however the following norms has to be followed:

a) The staff tenant shall apply to the Chairperson requesting for maintenance filling the

requesting form

b) The committee upon the request for maintenance shall verify the need and urgency of

maintenance and approve it.

c) The institute will NOT replace bulbs and tubes

d) The cleanliness of the staff quarter and the surrounding is the sole responsibility of

the tenants.

Page 37 of 74

Annexure qtr-01

FORM OF APPLICATION FOR ALLOTMENT OF STAFF QUARTERS

1. Name of the Applicant :

2. Sex :

3. Designation :

4. I.D. Card No. :

5. Employee ID card Number :

6. Name of the Department :

7. Nature of appointment: Permanent / On Probation / Temporary.

8. Date of joining the present assignment :

I hereby agreed to abide by the Institute Staff quarter allotment policy and I shall be subjected to

the withdrawal of the facility if I fail to comply with the norms.

Date: Signature of the applicant

For Official Purpose

14.1.1 Apartment Number:

14.1.2 Date of allotment:

Signature of Chairman

Page 38 of 74

Annexure qtr-02

FORM FOR MAINTENANCE OF STAFF QUARTERS

1. Name of the Applicant :

2. Quarter number :

3. Location of Quarter :

4. Nature of complaint

Sl.No Nature of complaint qty Estimation

Remarks Nu. Ch.

For Official Purpose

i. Remarks by the committee (Inspection of the quarter)

ii. Approved

iii. Not approved

iv. Remarks if any:

Signature of Chairman

Page 39 of 74

15. Disaster Management

Application and Commencement: These guidelines shall apply when TTI Samthang

encounters any disaster of natural calamities or manmade. These guidelines shall come into

application from the date approved by Institute.

Purpose 1.1 Samthang today sits in path of Glacial Lake Outburst Flood and the population should be

reminded of 1994 experience. The data shows, the Wangdue Punakha region had four

cases of GLOF in the last 40 years which actually is a threat as such being prepared for

such incidences should be a priority.

1.2 The hazard Zonation for Disaster preparedness has actually identified the Driving track

area as a red zone and the Infrastructure areas as a yellow zone as such identification of

evacuation area is deemed necessary.

1.3 The Disaster Management Plan (DMP) provides the necessary guidance to organize and

direct the Technical Training Institute Samthang (TTIS) operations in the event of a

major emergency or disaster.

1.4 The goal is to provide a means:

✓ To use Institute resources in order to protect and prevent potential emergencies

whenever possible, and deal efficiently with the effects of these events if they do

occur

✓ To respond to save lives and protect property;

✓ To promote a means to recover and resume the normal mission and critical

business functions.

✓ Protection of human life;

✓ Support of health, safety, and basic care services;

✓ Protection of Institute assets and properties;

✓ Assessment of damages; and

✓ Restoration of essential programs and general campus operations.

In all of these efforts, TTI Samthang will continue to mitigate as many hazards as possible to

promote a disaster resistant atmosphere.

Definitions:

• Disaster: Any event resulting in great loss and misfortune due to the natural

calamities (Fire, water, wind and slides) and manmade incidences.

• Incident Command system: The Incident Command System (ICS) is a

standardized on-site management system designed to enable effective, efficient

incident management by integrating a combination of facilities, equipment,

Page 40 of 74

Incident Commander (Principal

Operation (HoD-Earth

Movers)

Warden / Matron, House

counsillors)

Planning (HoD Automobile)

Chief councillors

Logistics (HoD Driving)

All class captains

Finance and Administration

(Accountant)

ADM staffs

Media Focal Person (Vice

Principal)

personnel, procedures, and communications operating within a common

organizational structure.

• Incident: an instance of something happening or occurrence.

Incident Command System TTI Samthang Incident command system will have five major management functions

that are the foundation during the disaster. These functions include:

a. Incident Command

Sets the incident objectives, strategies, and priorities and has overall responsibility

for the incident.

b. Operations

Conducts operations to reach the incident objectives. Establishes the tactics and

directs all operational resources.

c. Planning

Supports the incident action planning process by tracking resources,

collecting/analyzing information, and maintaining documentation.

d. Logistics

Provides resources and needed services to support the achievement of the incident

objectives.

e. Finance & Administration

Monitors costs related to the incident. Provides accounting, procurement, time

recording, and cost analyses

Page 41 of 74

Committees and their functions

Division Head

The Institute aims to base the administration on three pillars; transparency,

accountability and decentralization. Head of the institute is supported by Five

division heads.

1. Academic Secretary

2. Non-Academic Secretary

3. Administration Secretary

4. Student Support Service Secretary

5. AFD

Page 42 of 74

1. Leadership roles & Responsibility of Principal:

1.1. Principal is the Educational leader of the institute and has the overall

responsibilities for the institute.

1.2. Ensure that educational programs and curriculum is implemented.

1.3. Ensure proper attendance of staff and trainees as required by the

Department.

1.4. Communicate regularly with the parents about the trainees

performance in the institute.

1.5. Ensure that reasonable steps are taken to create and maintain safe,

orderly, positive and effective learning environment.

1.6. Ensure that ministry's policies are followed.

1.7. Identify the staffing needs of the institute.

1.8. Evaluate the performance of instructors and other staff of the

institute.

1.9. Perform such other duties assigned by Departments and the Ministry.

2. Vice-Principal (Academic Department)

In the academic affairs, the Vice-Principal works in close co-ordination with the

instructors. More explicitly the Vice Principal for academic affairs is responsible

for:

Page 43 of 74

1. Appointing, in consultation with the Principal, the department heads,

committee coordinators, and others.

2. Organizing staff meetings;

3. Running the institute in the absence of the Principal;

4. serving as a member of the Institute management, discipline, admission

and other important committees

5. Coordinating substitution measures;

6. supervising the smooth conduct of all the curriculum and academic

matter

7. Smooth conduct of examinations (internal and National Assessment)

8. Promote staff development for academic excellence and achievement;

9. Implementation of curriculum

3. Automobile HoD a. Organize departmental meetings and submit minutes to Principal.

b. Prepare training plan in consultation with the instructors and in line with the Institute

calendar.

c. Verify the weekly/monthly plan prepared by the instructors.

d. Verify the lesson plan prepared by Instructors and provide constructive feedback.

e. Mentor instructor, and supervise the maintaining of training vehicles.

f. Verify the goods issue note (training materials, tools and equipment).

g. Prepare annual budget for training materials, tools and equipment.

h. Plan OJT and Industrial tour.

i. Prepare monitoring plan for OJT.

j. Conduct OJT assessment as per OJT assessment guidelines.

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k. Plan and propose industrial tour for staff.

l. Monitor the modular assessment as per modular CBT assessment guidelines.

m. Monitor and ensure that the modular competency progress chart is maintained by the

class in-charges.

n. Monitor and ensure that a proper time table is prepared by exam coordinator and

assessment is conducted smoothly.

o. Monitor and ensure that verification of trainees’ logbook maintained by trainees is done

by the instructors.

p. Evaluate the training program (M&E) as per QMS and submit report to the Principal.

q. Participate in relevant meetings/discussions and participate in institute development plans

and extra-curricular activities.

r. Propose the Development of CBLM and revision of curriculum.

s. Propose training and attachments for the teaching staff.

4. HVD HoD a. Organize departmental meetings and submit minutes to Principal.


calendar.



e. Mentor instructor, and supervise the maintaining of training vehicles.

f. Verify the goods issue note (training materials, tools and equipment).

g. Prepare annual budget for training materials, tools and equipment.

h. Plan OJT ( on Various Highway Routes)

i. Prepare monitoring plan for OJT.

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j. Monitor the modular assessment as per modular CBT assessment guidelines.

k. Monitor and ensure that the modular competency progress chart is maintained by the

class in-charges.

l. Monitor and ensure that a proper time table is prepared by exam coordinator and

assessment is conducted smoothly.

m. Monitor and ensure that verification of trainees’ logbook maintained by trainees is done

by the instructors.

n. Evaluate the training program (M&E) as per QMS and submit report to the Principal.

5. HEM HoD a. Organize departmental meetings and submit minutes to Principal.


calendar.



e. Mentor and supervise the Jr. Instructors

f. Record and maintained training machineries and equipments.

g. Verify the goods issue note (training materials, tools and equipment).

h. Prepare annual budget for training materials, tools and equipment.

i. Plan OJT and Industrial tour in consultation with Institute management.

j. Prepare monitoring plan for OJT in consultation with Institute management.

k. Conduct OJT assessment as per OJT assessment guidelines.

l. Plan and propose industrial attachment for Instructor

m. Monitor the modular assessment as per modular CBT assessment guidelines.

n. Monitor and ensure that the modular competency progress chart is maintained by the

concern Instructor.

o. Monitor and ensure that verification of trainees’ logbook maintained by trainees is done

by the instructors.

p. Evaluate the training program (M&E) as per QMS and submit report to the Principal.

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q. Participate in relevant meetings/discussions and participate in institute development plans

and extra-curricular activities.

r. Propose the Development of training materials, curriculum and its revision.

s. Coordinate Heavy Earth Moving related training and assessment in consultation with

Institute management.

6. ICT In charge a. Maintain system performance by troubleshooting system hardware, software, networks

and operating system.

b. Troubleshoot and respond timely and accurately.

c. Install and configure hardware and software

d. Responsible for maintaining, implementing, configuring, and repairing all computer

systems and related peripheral systems and equipment

e. Maintain inventory of supplies and equipment

f. Performs other duties of a similar nature or level

g. Maintain, modify and update existing website.

h. Keep website current, determine sources and compile information for updates and inputs.

i. Conducts theoretical and practical Classes for all the trainees.

j. Develops teaching/training materials and lesson plans

k. Carries out any responsibility as assigned by the Head of the Institute.

7. Role& Responsibility of Exam Committee

A. Assessment Coordinator

He/she shall be nominated from the teaching staff and shall be charged with overall supervision

and execution of the logistical arrangements for all tests and Assessments. In addition he/she

shall be responsible for the following: -

a) Prepare the schedule for the various tests and Assessments and submit the same to the

Principal in time.

b) Prepare the test/Assessment roster for the teaching staff.

c) Compile question papers and marking schemes as per schedule.

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d) Scrutinize the question papers and suggest change wherever necessary and along with HOD

concerned and the Vice-Principal make sure that the prescribed curriculum has been

completed and covered.

e) Make arrangement for reproducing the required number of copies for question paper.

f) Appoint an assessment supervisor for each day’s assessment.

g) Delegate and assign task to the member committee.

h) Collect and compile mark sheets from the various subject In-charges.

i) Prepare results for the various test and assessment for maintaining the records.

j) Arrange cross and random checking of corrected assessment answer scripts as well as the

mark sheets.

k) Maintain complete confidentiality of the assessment records and proceedings Assessment

Supervisor

He/she shall, on being nominated by the Assessment coordinator and carry out the following

duties:

a) Make the appropriate sitting arrangements in the Assessment Hall.

b) See to the preparation of question papers and answer scripts for the day’s Test/ assessment.

c) Check the attendance of the invigilators and inform the Assessment Co-coordinator

accordingly.

d) See to the orderly collection of answer scripts and arranges them and submit them to the

Assessment Coordinator.

e) Ensure the detail information required are properly recorded.

B. Assessment Committee Members

On being nominated and confirmed by Assessment Coordinator, they shall perform the duties as

and when assigned to them by the Assessment Coordinator.Members will be changed after

completion of one year.

a) They shall extend all possible help to the Assessment Coordinator as and when required, for

the smooth running of the whole assessment system.

b) See to the orderly collection of papers from Assessment supervisor based on the trainee list

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c) Segregate the papers in section wise and hand over to the concerned instructors for correction

in consultation with assessment coordinator

d) Prepare answers script for distribution in the exam hall in consultation with Assessment

coordinator

e) Maintain confidentiality of assessment marks and proceeding till the results are officially

announced.

f) Archive the Assessment sheets and hand over to the assessment coordinator for safe keeping

C. Invigilators

The invigilators have the sacred duty of seeing to the maintenance absolute discipline and

integrity in the Assessment Hall. They should strictly adhere to the following norms for the

effective execution of their duties: -

a) They should report to the Assessment Hall at least five minutes before the commencement

of the Assessment.

b) They should make sure that the trainees take no unwanted/objectionable material into the

Assessment Hall.

c) During the invigilation duty period, they should not involve themselves in any other activity

whatsoever except strict invigilation.

d) They should see that no unfair means of whatsoever nature is used in the Assessment Hall.

e) If anyone is found using any such means, the invigilators should immediately bring the

matter to the notice of the Assessment Committee.

f) No questions should be entertained after the first 15 minutes.

g) They should see that no trainee does not move from his/her place nor leaves the Assessment

Hall before the stipulated time.

h) During shift invigilation system they should wait till the replacement comes and takes

charge of the Assessment Hall.

i) At the end of the time allotted for the Assessment, the invigilators should make sure that the

trainees stop writing and hand over the answer scripts in an orderly and disciplined manner.

j) If an invigilator is found to be assisting any of the trainees in answering the questions, in any

way whatsoever, the matter will be viewed very seriously and disciplinary action will be

taken against the individual.

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D. Subject In-charge

While setting questions for the Assessments, the various subject In-charges may note the

following: -

a) The Assessments will be for two hours/except for Engineering Drawing which will be for 3

hours.

b) Each subject will carry a total of 100 marks.

c) About 60% of the written paper should be allocated for objective type questions.

d) Any diagrams/drawings related to the questions, should be drawn and submitted on A4 size

paper with the question number clearly indicated.

e) For all the Assessments, the question paper should be submitted along with solutions and

marking schemes in case a question bank has not been submitted.

f) The assessment for the practical should be based on Criterion Reference Test.

g) The question paper should have the following pattern. SEE Annexure

h) Whenever an Assessment is conducted, the concerned subject Instructor should be present

in the Assessment Hall for the first fifteen minutes for clearing any possible double that the

trainees may have.

i) During evaluation of answer scripts, due care should be taken so that no injustice of any

kind is done to the trainee concerned. If any injustice is detected in the evaluation of

answer scripts, appropriate disciplinary action will be taken against the individual

Instructor.

E. Trainees:

While appearing for any test/Assessment the trainees should strictly adhere to the following

norms:-

a) Each trainee should carry his/her own pens, pencils and other materials required for the

Assessments.

b) There should not be unwanted material of any kind whatsoever on his/her person.

c) The trainees should move within the Assessment Hall as noiselessly as possible so as to

keep up the ethics and decorum of the Assessment Hall.

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d) The trainees should read the question papers thoroughly within the first 15 minutes and get

all doubts cleared from the invigilators/subject Instructors, no doubt will be entertained after

the first 15 minutes.

e) The trainees shall clearly write their personal details as demanded by the assessment sheet

f) Holding consultation or conversing with any one during Assessment will lead to immediate

expulsion from the Assessment hall.

g) Answer script can be submitted only after one and half hours from the commencement of

Assessment.

h) Submission of the answer script should be carried out in total silence and in an orderly

manner.

i) As a rule no trainee is allowed to leave the Assessment hall during the Assessment period,

before one and half hour. However if a trainee happens to be ill, he/she should obtain the

necessary anticipatory permission from the Assessment supervisor in writing and inform the

invigilators accordingly.

j) If a trainee falls ill in the Assessments hall and is unable to continue the Assessment, he/she

will forgo the chance for the particular Assessment and the normal assessment criteria will

be follow.

k) If a trainee does not submit his/her answer script, a warning letter will be issued and “Zero”

marks will be awarded in the particular subject.

l) An answer script without personal information missing will lose five marks from the total

scored by the individual trainee.

m) If question number is not written on the answer script then no marks will be given for an

objective type question and half of the scored marks for a subjective type question will be

deducted.

F. Moderation Committee

Committee will comprise of all HOD of the concerned department, two senior staff members

from the particular trade and Assessment coordinator. They will carry out following activities.

a) Select questions from the question bank and the concerned subject Instructor will prepare

marking scheme before evaluation answer scripts.

b) Moderating question papers and marking scheme, if question bank is not available.

c) Re-evaluating answer scripts whenever necessity arises.

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NB: Other than Engineering Drawing and Practical, if question bank does not exist, two

sets of question paper and marking schemes should be submitted. This is done in order to

compensate for any back-paper cases.

8. TERMS OF REFERENCE FOR INDUSTRIAL LIAISON AND PUBLICITY UNIT

a. To provide relevant information on jobs and career opportunities;

b. To facilitate the linkages with industries through industrial visit, OJT, staff attachment

and ad hoc visit;

c. To coordinate and organise campus recruitment and placement services;

d. To maintain the database of employment status of the graduates;

e. To initiate and maintain the alumni association activities;

f. To initiate and employ the graduates in the relevant industries; and

g. To initiate the means of acknowledging the industry for their participation.

Terms of Reference

a. The ILPU shall have a coordinator and an assistant;

b. The principal will be chairperson and Vice Principal will be the Coordinator. The

Assistant will be HoDs of the Section/Department. They will shoulder the

responsibility in addition to their normal duty.

c. Liaise with employing agencies for OJT/ATP placement of trainees and coordinate

placement in collaboration with HoDs;

d. Prepare plans, schedules and proposals for OJT placements based on the feedback

and appraise the management accordingly;

e. Plan and coordinate effective interaction between industries/organizations and

institute i.e planning and organizing OJT/ATP visits by staff to employing agencies

and inviting guest speakers in consultation with the respective HoDs;

f. Coordinate advocacy programs in collaboration with the HoDs and Management;

g. Evaluate and update the labour market information;

h. Coordinate on-campus recruitment for graduates;

i. Liaise with different industries for attachment of instructors and industrial visit by

trainees.

j. Coordinate monitoring activities;

k. Maintain systematic records of plans, programs and correspondences pertaining to

ILPU activities;

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l. ILPU shall coordinate meeting/briefing/presentation on OJT, field attachment,

industrial tour, field visit, etc;

m. Organize and coordinate assessment of the OJT trainees and their de-briefing

presentations at the end of the OJT;

n. Coordinate meeting with Institute Advisory Body (IAB);

o. Coordinate with DHR’s focal person on Institute-Industry linkage.

9. Roles and Responsibilities of Games and sports a. Provide equal and fair opportunities and ensure effective use of games and sports

facilities by trainees (girls & boys)

b. Prepare requisition of games and sports items.

c. Motivate and encourage trainees by awarding Certificate to Winner and Runners up.

d. Fair and justice play is being coordinate by drawing fixture of matches before

competition is held.

e. Nominate games counselor so that he/she coordinate all the activities in absence of

games In-charge.

f. After every competition, attendance should be taken so that they know importance of

their presents.

g. If any outsider wanted to use institute playground, fares (Nu 500) should be collected

and maintain records accordingly.

h. Dress cord should be strictly maintained by the players for safety precaution.

i. Refreshment must be given during half time (Final competition).

j. Prepare and maintain play ground during official matches.

k. Provide games equipment to trainees through their representative.

l. Plans and organizes games and sports activities and competitions as schedule.

10. Roles and Responsibilities Cultural Committee a. Plans and organizes cultural activities of the institute.

b. Encourage and ensure active participation in cultural activities by trainees.

c. Coordinate annual institute Rimdro.

d. Inculcate aesthetic cultural values.

e. Coordinate cultural and traditional program during VVIP visit.

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f. Coordinate religious teaching program in the institute in consultation with management

g. Coordinate community service in consultation with management

h. Maintain and record cultural and chadri items

i. Indent cultural and chadri items

j. Coordinate national event

11. Roles & responsibilities of TRAINEE office bearers By virtue of being selected as Leaders, first and foremost they have the prime responsibility of

setting good examples and adhering to the institute rules and regulation besides the

responsibilities they are shouldered with

A. Chief Counselors(s)

1. Should act as a bridge between the student trainees and the office for smooth functioning

of the institute assisted by other house councilors, coordinators and class captains.

2. Report to the duty place ahead of others.

3. Supervise morning social work.

4. Conduct the assembly.

5. Ensure the safety of the institute property.

6. Supervise the captains in coordinating their work.

7. Must keep close vigilance over student trainees.

8. Report any kind of misconduct to provost.

B. House Counselors


2. Assist provost.

3. Lead and attend all the house activities.

4. Maintain hostel discipline.

5. Maintain cleanliness in and around the hostel.

6. Help the boarder student trainees in need.

7. Ensure that the hostel doors and windows are closed and all electrical appliances are put

off when not in use.

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8. Report any kind of misconduct to the provost.

9. Maintain and update record of attendance on daily basis.

10. Drop the hostel keys in the VP’s office before the morning assembly and collect only

during the lunch time and after school.

11. Assist the health coordinator during health related activities.

12. Inform provost and mess in charges about the sick children.

13. Make sure the trainee patients are timely referred to the hospital.

14. Maintain a record of attendance for sick trainees in the hostel. Use it to regulate the sick

trainees referred to hospital.

15. Ensure that the concerned IoD is informed about the number of sick students

C. Class Captain


2. Control the class in the absence of teacher/trainers.

3. Maintain the classrooms.

4. Assist class teachers and subject teachers whenever necessary.

5. Remind the concerned teachers if he/she doesn’t arrive in the classroom after 5 minutes.

6. Take initiative to decorate the classroom.

7. Inform class teachers and subject teachers on absentees.

8. Ensure that classroom doors and windows are closed and all electrical appliances are

turned off.

9. Maintain and update attendance sheet and submit it every day concern instructor.

10. Maintain the reading record and submit to the Librarian.

11. Collect and submit trainees log book to concern instructor.

D. Games Captain

1. Assist games and sports coordinators.

2. Encourage and motivate other students to participate.

3. Attend, initiate and conduct all kinds of games and sports activities.

4. Inform other trainees on rules and regulations of various games and sports.

5. Assist in taking care of the games equipment.

6. Organize games during weekends and holidays with prior approval from the Games in-

charge.

7. Collect ground fees and hand over to accountant

E. Cultural Captain

1. Coordinate all prayers in the institute.

2. Ensure the altar and prayer hall is kept clean.

3. Arrange altar before the conduct of morning and evening prayer.

4. Take care of all religious items in the prayer hall.

5. Maintain record and report on the absentees to the teacher/instructor on duty.

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6. Make sure the doors and windows are closed and electrical appliances are turned off after

the use of prayer hall.

7. Take attendance of the trainees during the prayers

8. Maintain the decorum of the prayer hall

9. Ensure absentees are accorded fines as per the institute rules and regulation

10. Assist the culture in-charge in all the cultural related programs.

11. Assist and coordinate cultural activities in the institute.

12. Take care of the cultural items, equipment and audio visual facilities.

F. Mess Captain

1. Assist the mess in charges in mess related activities.

2. Ensure in improving the quality and quantity of food in the mess.

3. Coordinate monthly mess review meeting.

4. Assist in maintaining cleanliness of the store and kitchen.

5. Responsible for the care of sacks and empty containers and its sale record.

6. Maintain the record of vegetables supplied by the houses and display it on the general

notice board.

7. Display the menu on the board

12. Store In-charge

a. Maintain stock register for stationary items.

b. Update the stock balance ready for any audit verification at all time.

c. Prepare the requisition for the stationary on time in compliance to the need of the

institute.

d. Maintain issue register.

e. Dispose the unusable books with proper formalities.

f. Keep store neat and clean.

g. Maintain loss book record.

13. Administrative/Office Assistant a. Drafting and dispatching correspondence.

b. Maintain proper office records and files.

c. Liaise with various people in relation to office work.

d. Submission of reports to ministry and department

e. Attend official calls

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f. Keep records of personal files of staff with updated information

g. Issuing of Transfer certificate to outgoing trainees

h. Be the sources of data and information

14. Care taker/Wet sweeper/Dry sweeper a. Maintain cleanliness in the office and staff room.

b. Preparation and serving of tea for the staff.

c. Ensure safety of building and other properties during off hours and winter vacation.

d. Receive newspapers from local agent and hand over to the office.

e. Help in minor repair and maintenance of the institute.

f. Maintenance of institute fencing and help in the minor maintenance work.

g. Assist in the preparation of meals during the special occasions, arrival of guests and

social gathering.

h. Custodian of the institute properties

i. Ensure animals do not enter the campus

j. Ensure lights are put on and off

k. Ensure there is enough water in the institute all the time

l. Carry out any work assigned by the administration.

15. Cooks a. Maintain cleanliness in and around the kitchen.

b. Preparation of meals as per menu.

c. Serve food on time.

d. Taking care of water sources and pipe line.

e. Not entertaining outsider to enter the kitchen.

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f. Carry out any work assigned by the administration

16. Driver(s) a. Drive/operate the vehicle in a manner that is safe, reliable and efficient

b. Transport either passengers or goods safely to their destination

c. Observe and comply with all road safety regulations, health and safety regulations, RSTA

Acts and RGoB rules and regulation

d. Supervise other drivers if necessary

e. Carry out minor repairs and maintenance of the vehicle on a routine basis

f. Report to the immediate supervisor for any vehicle faults and necessary repairs

g. Carry out any other task assign by the supervisors

h. Maintain the log book, movement orders, etc on a daily basis and renew all necessary

documents on time.

i. Keep the vehicle clean and tidy at all times.

j. Personal presentation especially when ferrying passengers. He/she must be clean, tidy

and professional at all times.

k. Carry out any tasks assigned

17. IDF Committee

a. Collects IDF from the trainers.

b. Identifies needs for the use of IDF as proposed by respective committees.

c. Makes purchases observing financial norms through respective

committees.

d. Maintains proper records.

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e. Be accountable and transparent.

18. HR Committee a. Provide vision and direction to the Institute

b. Safeguard the institute level policies and enhance efficiency in management

c. approve programs and activities

d. Ensure reviews and assessment of the institute performance

e. facilitate support to the institute to plan and carry out developmental work

f. Mobilize human and material resources support from the community

g. Assist in organizing major institute events

h. Provide guidance and support to the school management team

i. Ensures pleasant, purposeful and quality leadership with clear and attainable goals.

j. Gives clear sense of direction and purpose to all the activities in institute.

k. Ensures consistent/good monitoring and support system.

l. Frames the institute policies.

m. Look after the institute welfare.

n. Maintains good staff group dynamics

o. Review the progress of the institute and provide necessary feedback.

p. Assist principal in implementing the plan and activities

19. The responsibilities and functions of the Disciplinary Committee

a. To hear appeals from disciplinary measures taken by the Head of Department,

Instructor and in-charges

b. To hear charges brought against any trainee

c. To refer the matter to Department, Ministry and law enforcements if the charges

may lead to the expulsion due to severe crime

d. To fix a date for the disciplinary hearing

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e. To summon the trainee charged and the Enforcement Section to attend before it to

give evidence in relation to the charges made against the trainee

f. To consider and determine, after conclusion of the hearing, whether or not each

charge has been proved

g. To hear and consider pleas in mitigation

h. To notify the Participant charged of the decision in writing including any award

of warning based on Rules and Regulation for Technical Training Institutes and

Institutes for Zorig chusum 2015.

i. The committee members shall not leak confidential information that is obtained in

their capacity as members of the Disciplinary Committee during the term of office

as well as after resignation from office.

j. The summary and result of discussion of the agenda of the Disciplinary

Committee shall be recorded in the minutes.

k. Keep record of the offence and compile the forms for future references.

l. To review the disciplinary rules and procedures from time to time and make

recommendations to the Institute

m. To impose any of the penalties listed in Rules and Regulation for Technical

Training Institutes and Institutes for Zorig chusum 2015.

A. Chair person

a. Maintain transparency, non-bias opinion and confidentiality.

b. Declare conflict of interest when appropriate and appoint an interim-chair when

conflict is determined.

c. Review and finalize all meeting minutes in advance of Committee member

circulation.

d. Sign all records, reports, member decision letters and /or other forms related to

the Committee activities.

e. Manage controversy and unethical behavior amongst Committee members

f. Assign pre-hearing conference chair, specific to each pre-hearing conference.

g. Assign Discipline hearing panel members, specific to each Discipline hearing.

h. The Committee Chairman may call the Disciplinary Committee meeting as

necessary.

B. Deputy chair person


b. The Committee Vice-Chairman shall support the Committee Chair person and

assume the office of Committee Chairman or act on behalf of the Committee

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Chairman when the Committee Chairman is absent or has a problem discharging

his/her duties.

c. Write and review with the designated staff member the Committee’s decision

reports for the case.

C. Discipline Master

a. Present the case to the Members

Appoint any one member to keep the minutes of Meeting

b. Maintain record of the Cases

c. Maintain the confidentiality of the cases

d. Maintain the case register and have it signed for authenticity

e. Call of meeting in consultation with the Chair and Deputy chair

D. Members


b. The members will hear and pass the judgement based on the true and best

judgement

c. Call the individual parents / guardians to inform about the case and its

consequences.

E. Head of Department

a. Resolve the nitty gritty cases within the Department itself

b. Hear the cases and forward the case only if the magnitude of the case requires

stern action to the discipline committee with proper documentation and evidence

c. Mentor the instructors in handling of cases

d. Forward the case with complete documents for discourse.

20. Mess in-charge a. Prepare supply order based on the items required for the mess.

b. Receive mess items from the suppliers.

c. Supervise the appointed trainees mess in-charge to maintain the records of items receipt

and issues.

d. Provide meals based on the menu prepared by the Institute.

e. Monitor the cleanliness of the Institute kitchen/store and check if the meals are prepared

hygienically.

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f. Supervise and maintain the discipline during the meals.

g. Monitor the food wastage.

h. Maintain the integrity of the appointed trainees mess in-charges.

i. Monitor trainees’ discipline while serving meals.

j. Submit monthly mess bills attached with supply order to the accounts section.

k. Collect suggestions and feedbacks from the trainees at the end of a month to improve the

meals.

l. Hand over the mess stock balance and kitchen utensils to the following mess in-charge.

21. Disaster Management Committee 1. Plans and prepares to face any disasters with safety measures. Trains the staff and

trainees on how to face disasters.

2. Raises awareness of the disasters in time.

3. Arranges materials to use during the disaster’s time.

4. Prepare action plan for the disaster management.

A. Responsibilities

a. The Incident Commander (Principal)

- Managing the incident by establishing objectives, planning strategies, and

implementing tactics.

- Manage ICS management functions.

- Assess outcomes to determine the effectiveness of the incident action plan.

- The IC will report to Dasho Dzongdag and the Director, Department of

Technical Education as the first priority and will also respond to the queries

from any relevant agencies.

- Every responsible member of the ICS will report to the IC on hourly basis on

the status of the operation however in emergency he/she contacted as deem fit.

b. Media focal person (Vice Principal)

- Authorizes the release of information to the news media

- Requests for additional resources

- Use of volunteers and auxiliary personnel, and release of resources

- No other members of the institute will talk to media so as to avoid false and

wrong information to the public.

- The whole team will report to the Media focal person on an hourly basis.

c. Operation

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- The Operations Section is responsible for managing all incident specific

operations of an emergency response.

- The head of the Operations Team is the Head of Department (Earth Moving)

supported by warden, Matron and Councilors.

- The Operations Section will expand as dictated by the number of resources

involved in the response and by the span of control.

- This section is also responsible to depute the personnel to safeguard the

institute properties from theft and vandalism and should be backed by the

faculty of Automobile Department. However the deputation of the personnel

should be done upon the study of safety only.

- No population will enter the disaster struck areas unless a green signal is

given by the operation section.

d. Planning

- The Planning Section is responsible for collecting, monitoring, evaluating, and

disseminating information relating to the response effort.

- The Section is responsible for developing, and updating the Incident Action

Plan throughout the response.

- The head of the Planning Section is the Head of Department (Automobile

Department)

e. Logistics

- The head of the Logistics Section is the Head of Department (driving

Department)

- This section is responsible for providing a basic comfortable situation

addressing the food clothing and shelter during the emergency.

- This section will also be responsible for ensuring the total safety of the

evacuated population within the relief camp.

- This section is also responsible for providing a first aid and medical assistance

to the evacuees and ensure no other diseases outbreaks within the relief camp.

f. Finance and Administration

- The head of the Finance and administration Section is the Accountant (ADM

& Finance)

- This department will manage as many resources in terms of financial aids or

goods as possible to curb the disaster phase.

- The total transparency and bookkeeping should also be maintained so as to be

accountable for future queries.

-

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B. Disaster

Any occurrence, or threat thereof, whether natural, technological, or manmade which

results or may result in substantial injury or harm to the Institute’s population or

substantial damage to, or loss of, property. The institute identifies three different

types of disaster:

a. “Manmade disaster” means a

disaster situation caused by

an action against the

population and asset

including arson. In such

cases, the Institute population

will gather in the Basketball

court till the situation is under

control.

b. “Natural disaster” means a disaster caused by a

natural event caused by an earthquake, Wind, landslides, flood

and natural caused fires. Under these circumstances, the

population will again gather in Basketball court except on the

glacial lake outburst flood where the gathering will be in the

Main assembly ground.

c. “Technological disaster” means an emergency

caused by a technological failure or accident, including, but not

limited to, an explosion, transportation accident, other hazardous

material incident and fire in the training facilities area. In this

situation the population will gather in the basketball court.

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C. Evacuation

The Institute campus is in close proximity of hospitals as under:

a. Bajo Hospital: 4Kms

b. Punakha Hospital: 7Kms

c. Bjimthankha BHU: 12kms

In addition, the Institute also have the First aid room equipped

with the basic necessities of first aid items.

D. Disaster report system

Should any misfortune befall the Samthang population, the Principal as a head will

immediately report to the Director, Department of Technical Education and Dasho

Dzongdag, Wangdue Dzongkhag Administration.

E. Activities

a. Samthang TTI as a whole will follow the following schedule strictly to be disaster

prepared:

1. Hold the disaster drill quarterly with all the trainees

2. Hold the disaster drill half yearly with the whole family

3. Conduct the earth quake drill half yearly

4. Conduct firefighting and use of equipment on half yearly basis

b. Invite the guest lecture on disaster

c. Provide 1st aid training

F. Preparedness

a. Samthang will install fire

extinguishers throughout

the campus and ensure that

the equipment is functional

b. All the faculties and staffs

should be able to operate

the equipment

c. Samthang campus should

have at least three fire

hydrants installed at the

following locations

- Workshop

- Hostel

- Staff quarter

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This however should not be misused for any of the vehicle servicing or gardening

purpose

d. The emergency contact number of the core management should be displayed in

the prominent place

e. The Institute emergency evacuation map should be clearly drawn at two

prominent places

f. All the staffs will have emergency kits bag set at their individual homes.

g. The staffs should also hold the disaster drill at their personal level with their

family.

h. The institute should have fire sand area in potential fire zone area.

i. All the workshop should have one first aid corner equipped with appropriate tools

and medications.

j. The institute should have one room specifically identified as a first aid and

recovery room equipped with basic first aid equipment and stretcher.

k. Plant many trees in the northern side to have the ground water recharge and

stabilize the soil from flood.

l. A proper file line should be made in the northern side of the institute campus so as

to control any fire outbreak spreading out of the campus.

22. TOR for Librarian 1. Ensure to maintain the decorum of Library room.

2. Maintain the stock register

3. Receive the library books, invoices and verify physical items. Then handover the invoices

to Accounts for necessary action.

4. Ensure books are arrange appropriately

5. Ensure the library furniture are arrange appropriately

6. Maintain every book with accession numbers

7. Sort out the books according to the trades

8. Every trade will have library period allotted in a week.

9. Ensure to issue number of books as per norms.

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10. Ensure to review library rules

11. Keep records of the books issued

12. Collect fines in case of lost or damaged and late submission of text books or library

books.

13. Make requisition for library books in consultation the Head of Department and Principal.

14. Carryout any academic and non-academic responsibilities bestowed by the Head of the

Institute.

15. Principal/vice principal may check the books are maintained properly and give

suggestions whenever necessary

16. Take accountability of any Library items in the library room ( Books,

Electronics/Electrical items, furniture, equipment etc.)

23. Roles and responsibilities of Warden/Matron 1. List down the list of all the boarders and take regular attendance

2. Provide them beds

3. Do not allow any weapons in the hostel

4. Draw room and latrine cleaning routine in the hostel

5. Maintain clean surroundings in the institute

6. Ensure trainees are in the campus at all times.

7. Ensure trainees stay calmly and quietly in the room

8. Make sure every trainee takes care of their belongings

9. Ensure trainees attend studies and prayer in time

10. Do not entertain trainees to be sick unless they are genuinely sick

11. Sick trainees should be sent to hospital for check up and get prescription

12. In case of seriously sick trainee intimate office or call parents to get their children to

attend for further medical checkup

13. Ensure to put off and on the light

14. Make sure every bedding is appropriately maintained at all times

15. Attend all the meals with proper dress without fail

16. Do not allow food and any edible things in the room to maintain cleanliness

17. All the practical classes should be attended with institute uniform except on Sundays

18. Door should be under lock and key on all the days

19. Do not allow trainees to dry clothes on the doors and windows

20. Ensure no guest/parents/relatives can sleep in the dormitory

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21. Be available within the institute premises

24. Health In charge

1. Creates awareness about personal hygiene and cleanliness among the Trainees.

2. Coordinate to checks personal hygiene of trainees constantly.

3. Ensures proper sanitation within the institute premises.

4. Organizes de-worming and health check-ups of trainees.

5. Organizes health related activities both in and outside the Institute.

6. Gets and distributes basic medicines.

7. Gives FIRST AID to trainees.

26. Standard Operation Procedure (SOP) for Recreational Facilities In order to ensure optimum utilization of fixed asset (Dining Hall) with integrity, transparency

and accountability any organization or individual out of Ministry and institute will be given the

opportunity to use with the following terms and conditions:

1. Make pre-booking of the facilities from the office in order to avoid double booking

through phone or letter.

2. Principal/Vice Principal/Offtg. will be the competent approving authority

3. The charges for the facilities are as follows

a) MPH for Meeting/ workshop/training - Nu. 1000/day

b) Archery range - Nu. 500 a day

c) Football ground – Nu. 500 per match

d) Basketball court – Nu. 500 per match

e) Volley ball court – Nu. 500 per match

4. The above charges will be handed over to the Institute Accountant and deposit in IDF

fund with proper documentation

5. If any individual booked and cancelled any programs, he/she/teams will not be given an

opportunity in future

6. For screening of movie, both trainee and staff will pay sum of Nu. 20/- but the owner

may not pay the hall charge

7. No individual has right to revise the above rates.

8. No individual has right to use hall as per their convenient rate.

9. The SOP is subjected for revision after every two years or in need basis.

10. The HRC members will be the committee members

11. Their decision is the final and binding.

12. For security and to avoid problem no outsider will join the staff and trainees for movie

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13. Anyone who operates bar during the archery match will pay sum of Nu. 500/day as

charges.

14. The bar operator will clean the area after the match. If found not done, his/her

participation will be forfeited.

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