1 - 8th BoG Agenda Notes

TECHNICAL EDUCATION QUALITY IMPROVEMENT PROGRAMME
Phase II Sub Component 1.1
8th MEETING OF
THE BOARD OF GOVERNORS
DETAILED AGENDA NOTES
Date:
01-11-2013
Time:
10.00 am
Venue:
Hotel Chaithram, Thiruvananthapuram
GOVERNMENT ENGINEERING COLLEGE IDUKKI

PAINAVU P.O., IDUKKI-685 603 KERALA
Phone: 04862 233250 Fax: 04862 232477
Background:
The meeting of Board of Governors is convened regularly to monitor the progress
of implementation of TEQIP-II activities at GEC Idukki, under Sub component 1.1, with
particular emphasis to procurement and academic activities, and to accord the necessary
approvals and clearance for the ongoing activities as required in the implementation
guidelines of the scheme. The 8th meeting of the BoG is being convened on 1 st of
November, 2013.
The agenda items are given below:
Agenda Items
Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013
Page 2
Part A
Procedural
Sl. No
Items
Page No.
A1
Confirming the Minutes of the 7th Meeting of the Board of

Governors held on 10-07-2013 at Hotel Chaithram, Trivandrum
A2
Report on the action taken/action pending on the pertinent

decisions in the Minutes of the 7th Meeting of the Board of
Governors held on 10-07-2013 at Hotel Chaithram, Trivandrum
Part B
Discussion, Consideration and Ratification
Sl. No
Items
Page No.
B1
Consideration of the various procurement packages cancelled

till date, including civil works.
B2
Consideration of newly created procurement packages,

including civil works.
B3
Ratification of the various in house training programs for the

faculty, technical staff and administrative staff.
B4
Ratification of the various in house training programs for the

students.
B5
Ratification of the various training programs attended by

faculty, technical and administrative staff outside the institution.
B6
Long term plan for Academic Activities till December, 2014
B7
Ratification of the purchase of consumables and other minor

items for the TEQIP office till date.
B8
Ratification of the appointment of MIS officer
Part C
Reports
Sl. No
Items
Page No.
Page 3
C1
Status of fund position as on 01-11-2013
C2
Status of the faculty position as on 01-11-2013
C3
Status of the Construction projects as on 01-11-2013
11
C4
Status of the new PG/UG programs as on 01-11-2013
12
C5
Accreditation status of the UG programs
12
C5
Report on Remedial Classes
13
C6
Result Analysis with emphasis on Remedial Classes
15
Part D
Any other item with the permission of the Chair
Sl. No
D1
Items
Other Items
Page No.
15
Part E
Annexure
Sl. No
Items
Page No.
E1
Visiting Faculty Programmes, conducted and planned
62
E2
Reports on visits to NISH and Amal Jyothi School
63
E3
Feedback from Faculty handling Remedial Classes
68
E4
Report on Research and Development Cell
71
E5
Report on Faculty Experience Sharing after Training (FEST)
72
E6
List of Publications
74
TECHNICAL EDUCATION QUALITY IMPROVEMENT PROGRAMME

Phase II Sub Component 1.1
Page 4
8th MEETING OF THE BOARD OF GOVERNORS
DETAILED AGENDA NOTES

Part A
Procedural Items
A1. Confirmation of the Minutes of the 7th Meeting of the Board of Governors held
on 10-07-2013 at GEC Idukki
The Minutes of the 7th Meeting of Board of Governors of TEQIP Phase II of GEC
Idukki held on 10-07-13 at Hotel Chaithram, Trivandrum was sent to the Chairman and
upon his consent copies were circulated among the other members of the BoG. Comments
received were well addressed. A copy of the Minutes is appended as Appendix A1 for
confirmation.
BoG may consider the Minutes for approval.
Page 5
A2. Report on the action taken/action pending on the pertinent decisions in the
Minutes of the 7th Meeting of the Board of Governors held on 10-07-2013 at GEC
Idukki
The decisions taken by the Board as recorded in the Minutes of the 7 th Meeting of
the Board of Governors of TEQIP Phase II held on 10-07-2013 have been noted and
actions have been initiated. A report on the action taken and actions pending is presented
in the Table A2.1 given below.
Table A2.1
Sl. No
Decision Item
Action Taken
The BoG appreciated the programmes VFS programmes were conducted and
under VFS in the past and suggested more
programmes
are
planned.
arranging more such programmes Programmes are listed as Annexure E1.
during the current academic year in
consultation with the students.
BoG suggested that a team should

visit NISH, Trivandrum and Amal
Jyothi School, Painavu to identify
projects helpful to the differentlyabled children. The BoG also
suggested inviting Dr. Pavithran to
interact with the students.
BoG advised to collect feedbacks Feedbacks were collected and passed

from the teachers who were taking onto regular teachers. The feedbacks are
remedial classes, and pass these presented as Annexure E3.
feedbacks to regular teachers who
The teams from the College had visited

both the institutions and submitted
reports which are presented as Annexure
E2. Current Director of NISH has kindly
consented to visit the campus for an
interaction with the faculty and the
students.
Page 6
handled that subject. Feedbacks may

be presented in the next BoG meeting.
4
Academic and EAP committees

should discuss programmes/ subjects
for remedial classes. Senior faculty
should be included in the above
committees. Subjects with high failure
rates should be identified from past
result analyses. Weaker students
should be identified in the beginning
of semester itself, during first module.
Identify the weakest students and
motivate them to attend the classes.
For Basic Electronics and Information
Technology - start remedial classes
immediately. Academic and EAP
Committees can be convened in
Trivandrum with participation of BoG
members and other external experts.
Academic and EAP committees have met

regularly. Subjects requiring special
attention were identified from previous
result analyses. Remedial classes were
started for Basic Electronics and
Information Technology. Report on
Remedial Classes for the current
semester is listed as Report C5.
The BoG had, in the previous meeting

approved the proposal of an additional
payment of Rs. 5000/- to those ad-hoc
faculty with M. Tech. degree. The
decision shall be implemented from
the current academic year and the
expenditure may be booked under the
head Incremental Operating Cost.
The BoG also permitted to hire B.
Tech. degree holders if M. Tech.
holders are not available as guest
faculty.
The SPFU, Kerala has instructed that

payment of any kind of salary is not
allowed from the TEQIP funds and hence
the amount should not be paid.
The BoG asked the institution to Alumni database nearing completion.

complete the alumni database by the The webpage has been created.
end of the current semester and
involve the alumni in the placement
efforts. The new web page may be
created for this purpose with a link
provided on the institute website.
Regarding hiring of services from Collected feedback from KELTRON and
Page 7
FACE for soft skills training included a proposal in the procurement

programmes; the BoG granted the plan.
permission to avail the services
through
PMSS
as
service
procurement. The BoG also asked to
collect feedbacks from companies
providing service to the Institution.
8
The BoG wanted the institution to

form the R & D Cell as soon as
possible with a Senior Research
Adviser (SRA) as the Chairman. The
details about the Cell should be mailed
within a month to the BoG Chairman
and the members to get their
concurrence. The R & D Cell and the
SRA may help the faculty and students
(PG and UG) in identifying socially
relevant projects.
Dr. Ashok Rao has given his consent to

assume charge as the Senior Research
Adviser. Obtained the permission from
BoG Chairman for his appointment as
SRA over e-mail. He has agreed to visit
the institution during November, 2013.
The R & D Cell has been constituted.
Details regarding R & D Cell are listed in
Annexure E4.
The BoG also enquired about the Report on FEST is given as Annexure
conduct of Faculty Experience E5.
Sharing after Training (FEST)
programmes and asked the institution
to present the details during the next
meeting.
Part B
Items for Discussion, Consideration and Approvals
Sl. No
B1
Items
Consideration of the various procurement packages cancelled till date. The details
of cancelled packages and reason for cancellation are given in the Appendix B1.
Page 8
Decision needed: The board may consider and grant necessary approval.
B2
Consideration of newly created procurement packages for revising the

procurement plan. Few new packages have been proposed. The details are given
in the Appendix B2.
Decision needed: The board may consider and grant necessary approval.
B3
Ratification of the various in house training programs for the faculty, technical
staff and administrative staff. The details are given in the Appendix B3.
Decision needed: The board may kindly ratify.

B4
Ratification of the various in house training programs for the students. The details
are given in the Appendix B4.

B5
Ratification of the various training program attended by faculty, technical and

administrative staff outside the institution. The details are given in Appendix B5.

B6
Ratification of the long term plan for the academic activities till December, 2014.
The details are given in Appendix B6.
Decision needed: The board may consider the proposals

B7
Ratification of the purchase of consumables and other minor items for the TEQIP
office till date. The details of consumables and other minor items purchased are
given in the Appendix B7.

B8
Ms. Littin Joseph was appointed as the MIS officer with effect from 1 st August,
2013.
Page 9
Part C
Reports
C1. The status of fund position as on 01.11.2013
Fund utilization status for the allotted 400 Lakh is presented in table C1.1 given below
Page 10
Sl.
No
Activity/Category of Expenditure
Improvement in teaching, training and learning

facilities
Total Budget
Provision out
of Rs. 1000
Lakh
Provision out
of Rs. 400
Lakh
(Tentative)
Amount
spent
Lakh
Lakh
Lakh
(a)
Expenditure on ICT enabled learning, related

software & hardware.
16.13026
(b)
Expenditure on New laboratory for new PG

programs
38.00
(c)
Expenditure on New laboratory for existing PG

programs
24.00
(d)
Expenditure on Existing laboratories

modernized/strengthened
55.70477
(e)
Expenditure on Library i.e. books, e-books,

journals, e-journals and course specific software
14.35615
550.00
300.00
(f)
Expenditure on membership of online journals &

consortium
(g)
Expenditure on digitally/virtually accessible

courses/subjects
(h)
Expenditure on Modernizing Classrooms
2.00
(i)
Expenditure on Procurement of Equipments etc.

for Institutes/ TEQIP unit.
43.00
(j)
Expenditure on Civil Work
18.40444
(k)
Others. (Specify if Material)
4.00
4.00
0
219.5956
Sub Total
2
Providing Assistantship for increased enrolment

in existing and new PG
100.00
2.00
0.49477
Enhancement of R&D and Institutional

Consultancy activities
20.00
3.00
1.08035
Faculty and Staff Development (FSD)
100.00
30.00
24.60367
Enhanced Interaction with Industry
40.00
5.00
4.38993
Institutional Management Capacity
30.00
10.00
7.91595
Page 11
Enhancement
7
Academic Reforms
20.00
20.00
9.9859
Academic Support for weak students
40.00
10.00
6.53374
Incremental Operating Cost
100.00
20.00
15.10248
1000.00
400.00
289.7024
TOTAL
In addition to the above,
1. Committed an amount of Rs. 128.02604 Lakh (Purchase order sent)

2. Initiated procurement for an amount of Rs. 141.41200 Lakh (Initiated)
C2. Status of faculty position as on 01-11-2013

The faculty position as on 01-11-2013 is given in the Table C2.1
Table C2.1
Electrical and Electronics Engg. Department
Professor
Associate Professor
Assistant Professor
Contract Faculty
Sanctioned
Nos.
Available
Nos.
Vacancy
Nos.
Qualification
2
4
11
1
1
8
7
1
3
3
Ph.D. 1
Ph.D. 1
M. Tech 8
M. Tech 2 B. Tech 5
Electronics and Communication Engg. Department
Professor
Associate Professor
Assistant Professor
Contract Faculty
Sanctioned
Nos.
Available
Nos.
Vacancy
Nos.
Qualification
1
3
9
1
3
3
6
0
0
6
PhD. 1
M. Tech 3
M. Tech 3
M. Tech 3 B. Tech 3
Computer Science & Engg. Department

Sanctioned
Available
Vacancy
Qualification
Page 12
Professor
Associate Professor
Assistant Professor
Contract Faculty
Nos.
Nos.
Nos.
1
2
7
0
0
4
8
1
2
3
M. Tech 4
M. Tech 4 B. Tech 4
Information Technology Department
Professor
Associate Professor
Assistant Professor
Contract Faculty
Sanctioned
Nos.
Available
Nos.
Vacancy
Nos.
1
2
7
0
0
7
3
1
2
0
Qualification
M. Tech 7
M. Tech 3
Mechanical Engineering Department
Professor
Associate Professor
Assistant Professor
Sanctioned
Nos.
Available
Nos.
Vacancy
Nos.
0
2
0
1
0
1
Contract Faculty
Qualification
M. Tech 1
PhD 1 M. Tech 1
B. Tech 2
2
Civil Engineering Department
Sanctioned
Nos.
Professor
Associate Professor
Assistant Professor
Contract Faculty
Assistant Professor
Contract Faculty
Available
Nos.
0
0
3
Vacancy
Nos.
0
0
1
2
Applied Science Department
0
0
2
Qualification
B. Tech 1
Sanctioned
Nos.
Available
Nos.
Vacancy
Nos.
Qualification
4
3
M. Sc. 4
M. Phil. 1 M. Sc. 2
Page 13
Page 14
C3. Status of the Construction projects as on 01-11-2013

Status of civil works is shown in Table C3.1. Works highlighted here are inclusive all
construction activities undertaken and those which are progressing in the campus, and not
the works financed under TEQIP alone. The matter is reported for favour of information.
Table C3.1
Sl.
No.
Name of work
Estimate (in Lakhs)
Current status
1.
M. Tech Class rooms
20
Completed
2.
Compound wall
146
Completed
3.
Internal road
50
Completed
4.
Academic Block-II
346
90% completed, Can be

commissioned by December 2013
5.
Men's Hostel
226

6.
Ladies Hostel
279

7.
Staff Hostel
205

8.
Staff Quarters
345

9.
Academic Block-I
512

10.
Internal earthen road, surface

pavement and side protection
106
Completed
Status of the Civil Works under TEQIP Phase II as on 01-11-2013

Page 15
Table C3.2
Sl.
No.
1.
2.
Name of work
Estimate (in Lakhs)
ReroofingSecond year Academic block

Repair WorksWorkshop Block
Current status
9.1133
Completed
10.2598
Completed
C4. Status of the new PG/UG programs as on 01-11-2013

Sl. No.
Name of the program
Current Status
M. Tech in Power Electronics and

Control [EEE]
This program has been commenced during

the academic year 2011-12 with an intake
of 18 students; now total students strength
is 36.
M. Tech in Computer Science and

Systems Engineering [CSE]

of 18.
M. Tech in Network Engineering

[IT]

of 18.
B. Tech in Mechanical
Engineering

of 60.
M. Tech in VLSI & Embedded

Systems [ECE]
AICTE approval, Government sanction and

University affiliation have been obtained,
waiting for allotment of students by DTE.
C5. Accreditation status of the UG programs

The accreditation of all eligible UG programs is mandatory for the project
institutions. The institution has already prepared a draft Self Assessment Report (SAR)
Page 16
and presented before the meeting held on 02-01-2013 at DTE, Thiruvananthapuram.

Based on the suggestions of the meeting, the institution again modified the SAR. The
college presented the revised SAR at the meeting held at CUSAT during 11-12 March
2013. The SAR is updated with the latest details as on October 2013. The college is
registered in NBA website for accreditation. NBA has allotted the File No. 26-40-2013NBA to the institute.
The college has also submitted application for the accreditation to the NBA. The
application no. 520-23/03/2013 dated 23/03/2013 of Government Engineering College,
Idukkis seeking accreditation of the following levels and programme(s) as detailed below
has been received by NBA.
Discipline
Engineering & Technology
Format
Tier II
Level
Programme
Under Graduate
Computer Science & Engg.
Under Graduate
Electrical & Electronics Engg.
Under Graduate
Electronics & Communication Engg.
Under Graduate
Information Technology
C6. Report on Remedial Classes

1. Bridge classes for S3 students
Bridge classes were conducted for S3 IT and S3 ECE students at the beginning of the semesters.
Faculty Name
Designation
Class
Subject
Prof. Mala JB
Assistant Professor, IT
S3 IT
Computer Fundamentals
Prof. Shijin Knox GU
S3 ECE
Basics of C Programming
Prof. VigilKumar VV
S3 IT
Basics of C Programming
Prof. Anu George
Assistant Professor, ECE
S3 ECE
Basic Electronics
Prof. Ambily N
Assistant Professor, ECE
S3 IT
Basic Electronics
Prof. Binumon P
Assistant Professor,
S3 IT & S3 ECE Basic Mathematics
Page 17
Mathematics
Mr. Anilal R
Trade Instructor, IT
S3 IT
Linux Fundamentals
2. Soft skill development classes for S1S2 students

Mr. Ajith Menon, Professional HRD Trainer, visiting faculty at IMG Calicut had given a
motivational talk and introductory class on engineering for the first year students of all
branches from 5th to 6th September, 2013.
3. Diagnostic test and bridge classes for S1S2 students
A diagnostic test on Mathematics, Physics, English and Problem solving was conducted
for the first year students on 21st July, 2013. Based on the performance of the students, a
cut off mark was decided and students requiring special training were identified. Bridge
courses for these subjects are scheduled for November, 2013. Time schedule has been
prepared and the faculty is identified and informed.
4. Remedial class for students with back papers from previous semesters
As per the request from students with back papers from the previous semesters, remedial
classes have been arranged. Faculty was asked to solve problems and answer previous
year question papers rather than taking regular classes. Classes were conducted by each
department for at least 2 subjects per semester. On an average of 15 students per class
attended the classes.
5. Remedial classes for regular students
Based on the first series examination results and the previous semester results, weak
students and subjects with higher failure rates were identified. Remedial classes were
conducted for those subjects after the regular class hours. Faculty is instructed to take a
maximum of 15 hours for each subject. Conveyance has been arranged for the students
after the classes.
Page 18
6. Conduct of evening classes

University examinations for S3, S5 and S7 are scheduled to commence on 07-11-13.
Number of contact hours expected till the last working day (28-10-13) will not be
sufficient for the faculty to complete the portions. So a decision has been made by the
committee along with the council members to arrange evening classes for the students,
starting from 21-10-13 onwards.
The timing of the classes for S3 students were from 4 pm to 8.30 pm and for S5
and S7 students were from 5pm to 9:30 pm with a tea break of 30 minutes in between. In
order to encourage the students to attend the classes, the committee decided to arrange
conveyance and dinner for the students. Regular faculty has decided to forego
remuneration. These decisions were properly communicated to all PTA executive
members through PTA Vice President and also intimated hostel wardens and caretakers
through letters.
Almost all students from the four departments benefited from these classes.
Evening classes started on 21-10-13 and ended on 24-10-13. Arrangements were made to
conduct classes for the students on Saturday (26-10-13) and Sunday (27-10-13) during
day time.
A meeting of students representatives of all classes was convened on 22-10-13 and
feedbacks were collected. Students asked for changing the time schedule and hence from
23-10-13 onwards the time schedules got changed for S3 students as 4 to 7.15pm and for
S5 and S7 students as 5 to 8.15pm with a tea break of 15minutes in between. A meeting of
Wardens/ Caretakers of all the hostels was convened on 22-10-13 and they had expressed
satisfaction with the arrangements.
Based on the feedback received from the students, it is decided to conduct evening
classes for 2-3 days/ week during the next semester. The schedule for the classes will be
published along with the regular time table at the beginning of the semester.
7. Remedial class for S1S2 students for Basic Electronics and IT
Page 19
As per the instruction from BoG, arranged an introductory as well a fundamental

awareness class for Basic Electronics and IT for all S 1S2 students on 29-10-13 and 30-1013 by Prof. Anu George and Prof. Vigilkumar V V
C6. Result Analysis

Result analysis of regular students is given in the Appendix C1. Result analysis
for remedial classes is given in the Appendix C2.
D. Other items with the permission of the Chair

Items to be included in the agenda with the permission of the Chair is given in
Appendix D1.
Page 20

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TECHNICAL EDUCATION QUALITY IMPROVEMENT PROGRAMME

Phase II Sub Component 1.1

DETAILED AGENDA NOTES

Hotel Chaithram, Thiruvananthapuram

GOVERNMENT ENGINEERING COLLEGE IDUKKI

Confirming the Minutes of the 7th Meeting of the Board of

Report on the action taken/action pending on the pertinent

Consideration of the various procurement packages cancelled

Consideration of newly created procurement packages,

Ratification of the various in house training programs for the

Ratification of the various in house training programs for the

Ratification of the various training programs attended by

Long term plan for Academic Activities till December, 2014

Ratification of the purchase of consumables and other minor

Ratification of the appointment of MIS officer

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013

Status of fund position as on 01-11-2013

Status of the faculty position as on 01-11-2013

Status of the Construction projects as on 01-11-2013

Status of the new PG/UG programs as on 01-11-2013

Accreditation status of the UG programs

Report on Remedial Classes

Result Analysis with emphasis on Remedial Classes

Visiting Faculty Programmes, conducted and planned

Reports on visits to NISH and Amal Jyothi School

Feedback from Faculty handling Remedial Classes

Report on Research and Development Cell

Report on Faculty Experience Sharing after Training (FEST)

TECHNICAL EDUCATION QUALITY IMPROVEMENT PROGRAMME

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013

8th MEETING OF THE BOARD OF GOVERNORS

DETAILED AGENDA NOTES

BoG may consider the Minutes for approval.

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013

BoG suggested that a team should

BoG advised to collect feedbacks Feedbacks were collected and passed

The teams from the College had visited

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013

handled that subject. Feedbacks may

Academic and EAP committees

Academic and EAP committees have met

The BoG had, in the previous meeting

The SPFU, Kerala has instructed that

The BoG asked the institution to Alumni database nearing completion.

Regarding hiring of services from Collected feedback from KELTRON and

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013

FACE for soft skills training included a proposal in the procurement

The BoG wanted the institution to

Dr. Ashok Rao has given his consent to

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013

Consideration of newly created procurement packages for revising the

Decision needed: The board may kindly ratify.

Decision needed: The board may kindly ratify.

Ratification of the various training program attended by faculty, technical and

Decision needed: The board may kindly ratify.

Decision needed: The board may consider the proposals

Decision needed: The board may kindly ratify.

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013

Decision needed: The board may kindly ratify.

Detailed Agenda Notes, TEQIP II, GEC IDUKKI, November 2013

Improvement in teaching, training and learning

Expenditure on ICT enabled learning, related

Expenditure on New laboratory for new PG