MINUTES OF THE 1ST MEETING OF THE BOARD OF GOVERNORS OF THE INSTITUTE HELD

ON 27TH AUGUST, 2013 AT 4.00 P.M. IN THE COMMITTEE ROOM NO.2 OF THE CENTRAL
OFFICE, BANARAS HINDU UNIVERSITY, VARANASI

Members Present :

1. Dr. Lalji Singh : Chairman

2. Prof. Rajeev Sangal : Member
3. Prof. Narendra Ahuja : Member
4. Prof. Ganesh Bagaria : Member
5. Prof. T.V. Ramakrishnan : Member
6. Prof. K.K. Srivastava : Member
7. Prof. Om Parkash : Member

Dr. S.P. Mathur : Secretary

Prof. P.M. Bhargava could not attend the meeting due to his preoccupations and he was granted
leave of absence.

The Chairman extended a very warm welcome to all the members of the Board and thanked them
for sparing their valuable time out of their busy schedule to attend this meeting of the Board.

The agenda items were then taken up.

BoG Resol.No.1.1 Institute Vision and Tasks - Presentation by Director

Item No.1.1

The Director made power point presentation regarding the Institute’s Vision and
Tasks Ahead. The members appreciated it and made various suggestions, the
major ones are given below :

i. Efforts may be made to attract good faculty in the Institute.

ii. Ph.D. collaborations with Universities abroad.
iii. Create excitement in research areas through inter-institutional linkages and
working on problems whose solution can make a major impact on society.
iv. Interaction with other institutions of learning, BHU as well as outside BHU in
Varanasi, for developing Humanities department.

RESOLVED that the presentation made by the Director on ‘The Institute’s Vision and
Tasks Ahead’, as per Annexure – I of the Minutes, be approved and placed on
records.

BoG Resol.No.1.2 CONSIDERED creation of independent Humanities and Social Sciences Department
Item No.1.2
in the Institute encompassing Technical Writing Section.

The members noted that the Senate at its meeting held on 20.4.2013 had resolved
that steps be taken to create independent Humanities and Social Sciences
Department in the Institute encompassing Technical Writing Section. The members
also took note of the philosophy behind creation of such a Department in the Institute
as outlined in the agenda notes. Suggestion regarding name of Department was
Humanistic Studies rather than Humanities and Social Sciences which is very

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 common and does not convey the idea behind a different kind of department.

RESOLVED that the proposal for creation of independent Department of Humanistic

Studies in the Institute, encompassing Technical Writing Section, be approved. A
brainstorming workshop be organized to finalize approach & areas.

BoG Resol.No.1.3 CONSIDERED the actions taken by the Director regarding extending IIT pay scales
Item No.1.3
to the faculty members.

The members noted that in the minutes of the meeting of Expenditure Finance
Committee (EFC) held on 16.3.2010 to consider the proposal regarding conversion
of IT-BHU into IIT (BHU) and also in the D.O. No.16-11/2012-TS.1 dated 8th August,
2012 of Ms Amita Sharma, Additional Secretary, MHRD to Dr. Lalji Singh, Chairman,
BoG, it has inter-alia been mentioned that the IIT scales of pay for the faculty would
be extended after due process of scrutiny as per IIT norms and qualifications.

It was further noted that the Director has constituted an Institute Empowered
Committee under the Chairmanship of Professor T.V. Ramakrishnan, Member, BoG,
IIT (BHU) and process consisting of following four steps has also been prescribed:

(i) The faculty would fill the application proforma as part of self-appraisal and
submit to their HOD/Coordinator.

(ii) Department Faculty Affairs Committee (DFAC) would go through the

application of each faculty member in the department and will give its
recommendations to the Institute Empowered Committee.
(iii) The Institute Empowered Committee will go through the application and
the recommendation of the Department Faculty Affairs Committee (DFAC)
and give its recommendations to Director, IIT (BHU).
(iv) Placing of recommendations to the Board of Governors and subsequent
implementation.

One of the members brought to the notice of the Board that there are some faculty
members in the Institute who became eligible for UGC’s Career Advancement
Scheme for promotion before conversion of the erstwhile IT-BHU into IIT (BHU) i.e.
29.06.2012. However, their interviews could not be held by the BHU at that time
and they are requesting for their promotions before IIT pay scales are extended to
them.

At this stage, the Director informed the members that there are eight Research
Associates in the Institute who are involved in teaching in various departments but
they have not been given the status of a faculty member and they may be
considered to be designated as faculty member after scrutiny as per IIT norms.

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 RESOLVED that the actions taken by the Director regarding extending IIT Pay
Scales to the faculty members including constitution of Institute Empowered
Committee and prescribing application proforma, as per Appendix 1.3 –C of the
Agenda, and the proforma for Department Faculty Affairs Committee to give its
recommendation to the Institute Empowered Committee, as per Appendix 1.3 – D of
the Agenda, be ratified and approved.

RESOLVED FURTHER that the faculty members of the Institute, who were eligible
but could not be considered by BHU for promotion under UGC’s Career
Advancement Scheme before 29.06.2012, be considered for promotion, as a one-
time measure since the Institute is under transitional phase. For this purpose,
suitable selection measures be taken.

RESOLVED STILL FURTHER that the Research Associates of the Institute may be
evaluated about their academic achievements, etc. through the forms given at
Appendix 1.3-C and 1.3-D of the Agenda but it should be made clear to them that
this exercise is being done without any obligation on the part of the Institute to treat
them at par with other faculty members of the Institute. Their cases may further be
assessed through a duly constituted Selection Committee as per IIT norms.

BoG Resol.No.1.4 CONSIDERED recording of the provisions regarding governance and Statutes &
Item No.1.4
Ordinances of IIT (BHU) contained in Section 10 (a) of the Institutes of Technology
(Amendment) Act, 2012, thereby inserting new Clauses (k) and (m) in Section 38 of
the principal Act – The Institutes of Technology Act, 1961, as amended from time to
time.

RESOLVED that the provisions contained in Section 10(a) of the Institutes of

Technology (Amendment) Act, 2012, thereby inserting new Clauses (k) and (m) in
the Section 38 of the principal Act, the Institutes of Technology Act, 1961, as
amended from time to time be recorded.

RESOLVED FURTHER that the Director be authorized to re-constitute the

Committee for drafting first Statutes for the Institute.

BoG Resol.No.1.5 CONSIDERED recording of the Resolution No. 115 dated 28.02.2013 of the
Item No.1.5
Executive Council, Banaras Hindu University regarding constitution of a Committee
to decide the terms of interaction and cooperation between the IIT (BHU) and BHU
on all issues concerning the two Institutions, and to draft an MoU and an MoA to be
signed between the two institutions that will guide the interaction and cooperation
providing adequate synergy to both the institutions.

The members noted the philosophy behind signing of an MoU between IIT (BHU)

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 and BHU. It was further noted that the recommendations of the Committee
constituted subsequent to the decision of the Executive Council, BHU, as well as the
drafted code/MoU shall be approved by the Executive Council of BHU as well as
BoG of the Institute, before being signed by the two institutions.

RESOLVED that the Resolution No.115 dated 28.2.2013 of the Executive Council,
Banaras Hindu University and its follow up actions be recorded.

BoG Resol.No.1.6 CONSIDERED recording of the Executive Council Resolution No.85 dated October
Item No.1.6
4, 2012, regarding sharing of staff of service units by the University and IIT (BHU) in
an appropriate proportion and its follow-up action by the BHU.

The members noted that BHU and IIT (BHU) being on the same campus will have to
share many common services. The members also noted that as a follow-up to the
aforementioned Resolution, a meeting of the Committee comprising officials from
BHU and IIT (BHU) was held under the Chairmanship of the Vice-Chancellor, BHU
on 17.10.2012. Subsequently, the Vice-Chancellor, BHU had constituted a
Committee under the Chairmanship of the Director, I.Ag. Sc., BHU.

It was further noted by the Board that a Committee consisting of members from BHU
and the Institute has already been constituted to draft MoU/MoA, to be signed
between the two institutions. As such, this issue may also be referred to this
Committee.

RESOLVED that the Executive Resolution No.85 dated October 4, 2012 regarding
sharing of staff of service units by the University and IIT (BHU) in an appropriate
proportion and its follow-up actions by BHU be recorded.

RESOLVED FURTHER that the Vice-Chancellor, BHU be requested that the issue
of sharing of service units by the University and IIT(BHU) in an appropriate
proportion, may be referred to the Committee constituted vide Resolution No.115
dated 28.2.2013 of the Executive Council, BHU for drafting MoU to be signed
between the two institutions.

BoG Resol.No.1.7 CONSIDERED recording of the communication regarding creation of non-faculty

Item No.1.7
posts in IIT(BHU), vide letter F. No. 16-11/2012 TS.1, dated 15.05.2013 from Shri
Alok Mishra, Director, MHRD and letter F.No. 32-14/2013-TS.1, dated 10.06.2013 of
Shri Prisca Mathew, Under Secretary, MHRD.

The Director informed the Board that subsequent to receipt of the aforementioned
letters from MHRD, to meet immediate crisis of shortage of staff in the Institute, the
posts of Registrar(1), Deputy Registrars(2), Assistant Registrar(3) and Junior
Assistants(16) have been advertised on 20.08.2013 vide advertisement no. 01/2013-

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 14.

The members noted that 44 new posts have been sanctioned by the MHRD vide
aforementioned letter dated 15.05.2013 after taking into account the number of posts
already available in the Institute and some of the posts have been advertised
accordingly. Further, the MHRD, vide aforesaid letter dated 10.06.2013 has inter alia
communicated that as per Section 6(i)(h) of the Act, IITs are allowed to design their
administrative/management/technical staff structure as per requirement after due
approval from their BoG. Further, they are allowed to institute and recruit non-faculty
positions as per the 10:1.1 student to non-faculty ratio after due approval of the BoG.
However, approval of MHRD would be required if the total non-faculty posts
(permanent and contractual of one year or more) exceeds the 10:1.1 ratio.

RESOLVED that the letter F. No. 16-11/2012 TS.1 dated 15.5.2013 as per
Appendix-1.7-E of the Agenda and letter F.No.32-14/2013-TS.1 dated 10.06.2013 as
per Appendix-1.7-F of the Agenda be recorded.

RESOLVED FURTHER that release of advertisement no.01/2013-14 dated

20.8.2013 for various non-faculty administrative/ministerial posts be noted.

BoG Resol.No.1.8 CONSIDERED nominees of the Board to various Selection Committees for
Item No.1.8
appointment on different posts of the Institute.
The members noted the provisions contained in the Statute 12 (3) of IIT, Kanpur
regarding composition of various Selection Committees.

RESOLVED that the lists of experts for nominees of the Board for various positions
of the Institute be placed before the Board.

RESOLVED FURTHER that Selection Committees for faculty members, names may
be invited from the Departments/Schools.

RESOLVED STILL FURTHER that process for obtaining names of Visitors’

nominees for the post of Professor be started.

BoG Resol.No.1.9 CONSIDERED procedure for appointment of Deans in the Institute.

Item No.1.9
The members noted that presently one Dean (Academic Affairs) and four Professor-
in-charges have been appointed in the Institute by the Executive Council, BHU
(functioning as BoG at that time). Further, Prof. Surendra Kumar was appointed as
Dean (Academic Affairs) for the remaining period of his term as Dean of the
erstwhile Faculty of Engineering & Technology, in terms of Section 6 of the Institutes
of Technology (Amendment) Act, 2012, thereby inserting Clause 5 B (d) in the

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 principal Act – the Institutes of Technology Act, 1961. The members also perused
the procedure followed by IIT-Kanpur for appointment of Deans.

Some members suggested that there should be a provision for appointment of a

person outside the Institute also as a Dean. This can be done by firstly offering him
the position of a Professor in the Institute.

RESOLVED that provision of five Deans, as per IIT-Kanpur norms and procedures,
be made. However, there will be a provision for appointment of a person outside
the Institute as a Dean, by firstly/simultaneously offering him the position of a
Professor in the Institute.

RESOLVED FUTHER that the existing Professor-in-charges may continue till

Summer 2014 or till the date of superannuation, whichever is earlier.

RESOLVED STILL FURTHER that process be started for appointment of Deans in

place of the Professor-in-charges. The Professor-in-charge may also be considered
for the position of the Dean. However, in case a different person is selected as
Dean, they may take over in Summer 2014 i.e. 30.6.2014 or superannuation of
present Professor-in-charge, whichever is earlier. The persons selected as Dean will
be called ‘Dean- designate’.

BoG Resol.No.1.10 CONSIDERED procedure for appointment of Heads of the

Item No.1.10
Departments/Coordinators of Schools in the Institute.

The members noted that as per order dated 28.07.2012 of the Chairman, Board of
Governors, duly ratified by the Executive Council, BHU (functioning as BoG at that
time) vide Resolution no.70 dated October 4, 2012, the appointment of Heads of the
Departments/Coordinators of Schools in the Institute is being made in terms of
Statute 20 of IIT, Kanpur.

It was pointed out to the Board that no system has been laid down in the relevant
Statute of IIT – Kanpur. However, as per practice, all the faculty members of a
Department/School are consulted by the Director to decide the name of the Head of
the Department/Coordinator of the School.

It was also mentioned by the Director that it is important to create a culture of

“friendliness”. A 3-day workshop is planned at the end of September 2013 to
promote the environment of harmony.

RESOLVED that the provisions contained in Statute 20 of IIT Kanpur be continued to

be followed. Moreover, the appointment of a Head of a Department will take place

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 after individual consultation of the faculty members of the Department by the
Director. This process may be carried out for all the departments and schools
starting now.

BoG Resol.No.1.11 CONSIDERED the request of the Registrar (Offtg.), Motilal Nehru National Institute
Item No.1.11
of Technology, Allahabad, to place Prof. P.Chakrabarti, Director, MNNIT, Allahabad
and Professor, Deptt. of Electronics Engg., IIT (BHU) in the HAG grade of Rs.
67000-79000.

The members noted that the MHRD’s Notification no.F.No.34-9/2012-TS.III

dated 8th April 2013 provides that those Professors of NITs and Centrally
Funded Technical Institutions (CFTIs), who are appointed as Directors in the
NITs system by the MHRD, shall deemed to have been placed in the HAG
scale of Rs.67,000 –Rs.79,000/- notionally from the day they took charge as
Directors in NITs or from the day guidelines were issued by the ministry vide
its letter No. F.23-1/2008-TS.II dated 18.08.2009, whichever is later.

It further mentions that since the Directors of NITs are duly appointed in a
Higher Scale than HAG and recommended by the selection committee and
appointed with the consent of the Visitor, the procedure laid down in the
order dated 22nd March, 2013 shall not be applicable to them.

The members further noted that as per MHRD guidelines, HAG scale of Rs.67,000
–Rs.79,000/- without any grade pay has been extended upto a maximum of
40% of the posts of Professors in IITs etc. and is admissible to Professor in
AGP of Rs.10,500/- p.m. or Rs.10,000/-. The members further noted that
Prof. P. Chakrabarti and Prof. Anand Mohan, Professors of the Department of
Electronics Engineering were appointed as Directors of MNNIT, Allahabad and NIT,
Kurukshetra respectively by the Visitor and both of them joined their duties w.e.f.
3.6.2011 and both are presently in the AGP of Rs.10,000/-.

RESOLVED that in view of MHRD’s notification dated 8.4.2013, read with

notification dated 18.08.2009, 15.09.2010 and 04.02.2011, Prof. P. Chakrabarti and
Prof. Anand Mohan be extended HAG scale of Rs.67,000–Rs.79,000/-
notionally w.e.f. 29.06.2012 i.e. from the date of conversion of the erstwhile
IT-BHU into IIT (BHU).

BoG Resol.No.1.12 CONSIDERED adoption of the OMs/ letters of MHRD/ UGC, as detailed below, for
Item No.1.12
their implementation in the Institute.

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 RESOLVED that the following OMs/ letters of MHRD/ UGC be adopted for
implementation in the Institute :

Sl. Ref. No. of the OM/ letter Subject

No.
1. F.No. 2-15/2004-TS.V dated Foreign visits of Directors of the IITs
12.08.2004 of Shri Ravi Mathur, and IIMs, for its implementation in
Joint Secretary, MHRD the Institute.
(Appendix 1.12-A of the Agenda)
2. F.No.13-4/2005 dated 22.02.2006 Introduction of a Modified
of Sri Ravi Mathur, Joint Secretary Recruitment & Career Progression
to the Government of India, MHRD. Scheme (RCPS) for non-teaching
(Appendix1.12-B of the Agenda) employees in Group B,C & D of all
IITs.
3. No.1-32/2006-U.II/U.I(i) dated Scheme of revision of pay of
31.12.2008 of Shri R. Chakravarty, teachers and equivalent cadres in
Deputy Secretary to the universities and colleges following
Government of India, MHRD. the revision of pay scales of Central
(Appendix 1.12-C of the Agenda) Government employees on the
recommendations of the Sixth
Central Pay Commission.
(For Library Sector)
4. No.1-32/2006-U.II/U.I(ii) dated Scheme of revision of pay scales,
31.12.2008 of Shri R. Chakravarty, for the posts of Registrar, Deputy
Deputy Secretary to the Registrar, Assistant Registrar,
Government of India, MHRD. Controller of Examination, Deputy
(Appendix 1.12-D of the Agenda) Controller of Examination, Assistant
Controller of Examination, Finance
Officer, Deputy Finance Officer and
Assistant Finance Officer following
the revision of pay scales of Central
Government employees on the
recommendations of the Sixth
Central Pay Commission –
regarding.
(For Administrative Sector)
5. No.F.3-1/2009-U.I dated 4.6.2009 Scheme of revision of pay of
of Shri R. Chakravarty, Deputy teachers and equivalent cadres in
Secretary to the Government of universities and colleges and as
India, MHRD. also for the posts of Registrar,
(Appendix 1.12-E of the Agenda) Deputy Registrar, etc.
(For Library and Administrative Sector)

6. (i) No. 1-36/2009-U.II dated 26.8.2010 Scheme of revision of pay of

of Shri H.R. Joshi, Director, MHRD. teachers and equivalent cadres in
(Appendix 1.12-F of the Agenda) universities and colleges following
the revision of pay scales of Central
Government employees on the
recommendations of the Sixth
Central Pay Commission.
(For Deputy Librarian)
(ii) No.1-36/2009-U.II dated 23.9.2010 Scheme of revision of pay of
of Shri Rajender Kalwani, Under teachers and equivalent cadres in
Secretary to the Government of universities and colleges following
India, MHRD. the revision of pay scales of Central
(Appendix 1.12-G of the Agenda) Government employees on the
recommendations of the Sixth
Central Pay Commission.
(For Deputy Librarian)

7. No.F.20-28/2009(CU/JCRC) dated Clarification regarding

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 30.09.2011 of Shri A.K. Saroya, implementation scale of pay of PB-4
Under Secretary, UGC. with G.P. Rs.8700 on completion of
(Appendix 1.12-H of the Agenda) 5 years in the pre-revised of
Rs.12000-420-18300 and quoting
the clarification given by MHRD.
(For Administrative Sector)

8. D.O. No. 32-15/2012-TS.1 dated Prescribed time schedule for

30.11.2012 of Shri R.D. Sahay, preparation and submission of
Joint Secretary, MHRD. Annual Accounts/ Report by all
(Appendix 1.12-I of the Agenda) Central Autonomous Bodies of
MHRD.

9. OM No. 10/02/2011-E.III/A dated Fixation of pay on promotion to post

07.01.2013 of Shri Amar Nath carrying higher duties and
Singh, Deputy Secretary to the responsibilities but carrying the
Government of India, Ministry of same grade pay.
Finance.
(Appendix 1.12-J of the Agenda)

10. F.No.17-8/2009 T.S.1 dated Modified Assured Career

23.01.2013 of Sri Yatendra Kumar, Progression Scheme (MACPS) for
Under Secretary to the Government the Central Government Civilian
of India, MHRD. employees- extension of the order
(Appendix 1.12-K of the Agenda) issued by Ministry of Personnel,
Public Grievances & Pension,
Deptt.of Personnel & Training to IITs.
11. F.No.34-9/2012-TS III dated Implementation of the HAG Scales
08.04.2013 of Sri Rajesh Singh, in the National Institutes of
Director (NITs), Government of Technology (NITs)- regarding.
India, MHRD. (Also applicable for Professors of
(Appendix 1.12-L of the Agenda) CFTIs who are appointed as
Directors in the NITs system by
MHRD).
12. No. 12-60/2013-U1 dated Implementation of reservation policy
25.06.2013 of Sri R.P. Sisodia, of the Central Government.
Joint Secretary to the Government
of India, MHRD.
(Appendix 1.12-M of the Agenda)

BoG Resol.No.1.13
Item No.1.13 CONSIDERED the various orders of the Chairman, Board of Governors of IIT (BHU)
for ratification.

RESOLVED that the orders of the Chairman, BoG, as per details given hereunder,
be ratified and approved.

RESOLVED FURTHER that the Institute Works Committee be authorized to approve

minor renovation in various units of the Institute within upper ceiling of Rs.25 lakhs
instead of Rs.5.0 lakhs as mentioned in the Notification
No.IIT(BHU)/ADM/98(xiii)/Gen/566/L dated 4.2.2013 [Appendix-1.13(c)-A of the
Agenda]. Further, the Chairman, Institute Works Committee be included as one of
the members of the Building & Works Committee.

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 RESOLVED STILL FURTHER that in the Notification
No.IIT(BHU)/ADM/115(i)/Gen/655/L dated 13.3.2013 [Appendix-1.13(g)-B of the
Agenda], the phrase “that the calls for the amount were made for official purposes (if
it is prepaid)” be deleted. Further, in other cases of telephone/mobile
reimbursements, such a certificate that the calls were made for official purpose, be
not insisted upon.

Sl.No. PARTICULARS DATE OF

ORDER
(a) Procedure for credit and sanction of Earned Leave and 03.05.2013
entitlement of vacation leave to faculty members of the
Institute.
(b) Permitting Prof. Rajeev Sangal, Director, IIT(BHU) to (i) 02.05.2013
avail medical facilities under BHU’s Contributory Health and
Scheme Rules – 2005 at par with other faculty members of 18.05.2013
the Institute (ii) join GSLI Scheme of L.I.C. like any other
faculty member of the Institute and (iii) subscribe to the
Contributory Provident Fund-Cum-Gratuity Scheme at par
with other employees of the Institute.
(c) Authorizing the Institute Works Committee to study the 09.03.2013
initial estimates and do all the ground works on behalf of
Building & Works Committee.
(d) Revision in Fee structure for various Programmes of the 10.5.2013
Institute for the session 2012-13/2013-14. and
12.7.2013
(e) Approving minor corrections incorporated in the Transitory 1.4.2013
Ordinances approved by the Senate in its meeting held on
1-10-2012.
(f) Approving the various Resolutions of the Minutes of the 25.06.2013
meetings of the Senate held on 20.04.2013,13.06. 2013 and
and 06.07.2013 respectively. 08.07.2013
(g) Approving the proposal for reimbursement of mobile/ 09.03.2013
telephone bills to various officials of the Institute.
(h) Approving Rolling Advertisement for various faculty 14.03.2013
positions.
(i) Regarding authorization/delegation of powers to the 29.03.2013
Institute’s Officials for signing of cheques issued out of
MHRD’s Plan and Non-Plan grants.
(j) Regarding Online fee collection for IIT (BHU) from session 03.07.2013
2013-14, through the State Bank of India, IT-BHU branch
and opening of a new Bank Account for the aforesaid
purpose.

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 (k) Regarding transfer of expenditure incurred out of Special 29.03.2013
Fund-Institute Development Fund to Non Plan-Non Salary
Components grant released by MHRD.
(l) Regarding approval of Annual Accounts & Balance Sheet 25.06.2013
for the F.Y. 2012-13.

(m) Regarding reimbursement of Non-Salary expenditure, 30.03.2013

incurred by the BHU in respect of IIT (BHU), from
29.06.2012 to 31.03.2013.
(n) Regarding approval of Chartered Accountant for 04.08.2013
undertaking accounting services in the Institute for the F.Y.
2013-14.

BoG Resol.No.1.14 CONSIDERED recording of Office Memorandum No.F.25-2/2009-IFD dated 1st April,
Item No.1.14
2010 of Shri T.V.A. Ram, Asst. Financial Adviser, MHRD and D.O. No.16-11/2012-
TS.1, dated 8th August, 2012 of Ms Amita Sharma, Additional Secretary, MHRD.

RESOLVED that the following OM/letter of MHRD be recorded as per Appendix-

1.14-A to 1.14-D of the Agenda:

a. Office Memorandum No.F.25-2/2009-IFD dated 1st April, 2010 of Shri T.V.A.

Ram, Asst. Financial Adviser, MHRD and Corrigendum No.F.25-2/2009/IFD
dated 6th May, 2010 of Shri Navin Soi, Director, MHRD regarding the
minutes of the meeting of the Expenditure Finance Committee (EFC) held
on 16th March, 2010.

b. D.O. No.16-11/2012-TS.1, dated 8th August, 2012 of Ms Amita Sharma,

Additional Secretary, MHRD addressed to Dr. Lalji Singh, Chairman, Board
of Governors, Indian Institute of Technology (BHU).

BoG Resol.No.1.15 CONSIDERED the constitution of Finance Committee of the Institute in terms of
Item No.1.15
Statute 5 of IIT-Kanpur.

The members noted that the Finance Committee of the Institute has been constituted
in terms of Statute 5 of IIT-Kanpur.

RESOLVED that the Finance Committee of the Institute constituted vide Notification
No. IIT(BHU)/898/L dated 29/30.05.2013 of the Registrar (Offtg.), as per Appendix
1.15-A of the Agenda, be recorded.

BoG Resol.No.1.16 CONSIDERED rate of Special Allowances to the faculty members for additional work
Item No.1.16

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 assigned by the Institute.

The members noted that the MHRD vide its letter no.F.No.1-1/2010-TS.1 dated 23rd
September, 2010 has prescribed Special Allowances for various positions in the IITs.
However, BHU has fixed some higher grades for the equivalent position in the
University.

At this stage, one of the members suggested that some other positions may also be
considered to be included for payment honorarium to faculty members of the Institute
for performing additional work.

RESOLVED that in view of the fact that the nature of additional work in many cases
is similar to those at BHU, the rates of honorarium fixed by BHU for the faculty
members be adopted for implementation in the Institute. Further, the Director be
authorized to consider inclusion of other posts, at par with those at BHU, for payment
of honorarium to the faculty members of the Institute.

BoG Resol.No.1.17 CONSIDERED norms of payment of Travelling Allowance to the candidates called
Item No.1.17
for interview for various positions.

The members noted that the Statute 12 (14) of IIT, Kanpur provides that candidates
selected for interview for a post in the Institute may be paid such Travelling
Allowances as may be determined by the Board from time to time.

RESOLVED that the norms of payment of Travelling Allowance to the candidates

called for interview for various positions, followed by IIT-Kanpur, as mentioned
hereunder, be followed in the Institute against production of original rail ticket:

(i) For Group ‘A’ posts 2nd AC rail fare (Rajdhani Express also)/ Chair
Car in Shatabdi Express to & fro rail fare by the
shortest route
(ii) For Group ‘B’ posts AC 3 Tier rail fare (Rajdhani Express also)/
Chair Car in Shatabdi Express to & fro rail fare
by the shortest route
(iii) For Group ‘C’ posts Sleeper Class rail fare

BoG Resol.No.1.18 CONSIDERED authorizing for signing of Memorandum of Understanding (MoU) with
Item No.1.18
external agencies on behalf of the Institute.

The members noted the provisions contained in Statute 9(13) of IIT-Kanpur.

RESOLVED that information in this regard be collected from IIT, Kanpur and a
proposal be accordingly placed before the Board.

BoG Resol.No.1.19 CONSIDERED the system of confirmation of Minutes of the meetings of the Board.
Item No.1.19

The members noted the provision contained in Statute 2(12) of IIT, Kanpur

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 regarding confirmation of Minutes. It was felt that a faster system of confirmation of
Minutes needs to be devised so that the decisions of the Board are implemented
immediately without waiting for formal confirmation of the Minutes in the next
meeting of the Board.

RESOLVED that the draft Minutes of the Board be sent through e-mail to all the
members present in the meeting. If no amendment is suggested within seven days,
the Minutes be taken as approved by the Chairman and will be formally confirmed in
the next meeting of the Board. The decisions of the Board be implemented
immediately without waiting for formal confirmation of the Minutes.

Further, if a major amendment is suggested by any member of the Board in respect

of any decision recorded in the draft minutes, which is not resolved through e-mail
discussion, the differing versions of the minutes on any item may be put to vote by e-
mail circulation. The voted version would be treated as part of minutes.

BoG Resol.No.1.20 CONSIDERED recording of the letter no. II/21022/73(0002)13-FC-II dated

Item No.1.20
25.02.2013 from the Under Secretary, Government of India, Ministry of Home Affairs,
New Delhi, regarding Foreign Contribution (Regulation) Act, 2010.

The members noted that in response to the online application submitted by the
Institute of 2.1.2013 to the Secretary, Ministry of Home Affairs seeking permission for
registration for acceptance of foreign contributions, the Under Secretary, vide his
letter dated 25.02.2013 informed that as per Ministry’s Gazette Notification dated
1.7.2011, the Institute come under the provision of the order and in the light of
Section 50 of the Foreign Contribution (Regulation) Act, 2010, the Institute is
exempted from the operation of provision of the FCRA, Act.

RESOLVED that the letter No.II/21022/73(0002)13-FC-II, dated 25.02.2013 from the

Under Secretary, Ministry of Home Affairs, be recorded and further action be taken
accordingly.

BoG Resol.No.1.21 CONSIDERED modification in the guidelines for engaging retired teachers/ research
Item No.1.21
scholars/ guest lectures for taking classes on per lecture basis.

The members noted that the Chairman, Board of Governors, IIT (BHU) vide his order
dated 12.01.2013 had approved the guidelines for engaging retired teachers/
research scholars/ guest lectures for taking classes on per lecture basis, which was
duly ratified by the Executive Council, BHU (functioning as BoG at that time) vide its
Resolution no.100 dated 28.2.2013. However, in terms of guideline at sl.no.2 of the
Notification no. IIT/ACD/2012-13/564 dated 04.02.2013, all the recommendations of
the Department Faculty Affairs Committee (DFAC) are required to be forwarded to

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 the Director/ Dean (Academic Affairs) for prior approval.

RESOLVED that the guideline at sl.no.2 of the aforementioned Notification dated

04.02.2013 be replaced to read as under :

Retired teachers of Institute of Technology (BHU)/Indian Institute of Technology

(BHU)/ retired faculty from one of IITs also, if he is residing in Varanasi taking
theory and practical classes be paid honorarium @ Rs.1000/- per lecture of one
hour to a maximum of Rs.30,000/- p.m. Reasonable procedure will be followed
to identify teaching needs and suitable teachers who can fulfil the requirement,
which will be approved by Director.

BoG Resol.No.1.22 CONSIDERED the recommendations made by the Senate at its meeting held
Item No.1.22
on 31.07.2013 in respect of change of names of the Department of Computer
Engineering to Department of Computer Science & Engineering and
Department of Mathematics to the Department of Mathematical Sciences.
 
The members noted that the Senate at its meeting held on 31st July, 2013,
vide Resolution nos. 5.10 and 5.11, has recommended for the change in the
names of the Department of Computer Engineering to Department of
Computer Science & Engineering and Department of Mathematics to the
Department of Mathematical Sciences respectively.

RESOLVED that the Department of Computer Engineering be renamed as

Department of Computer Science & Engineering and Department of
Mathematics be renamed as Department of Mathematical Sciences.

BoG Resol.No.1.23 CONSIDERED Ordinances governing Undergraduate and Postgraduate

Item No.1.23
Programmes, approved by the Senate.

The members noted that after detailed discussions, at various stages/levels,

the Senate at its meeting held on 31st July, 2013, vide Resolution nos. 5.6(i)
& 5.6(ii) and 5.7(i) & 5.7(ii) has approved the Undergraduate Ordinances
along with Supplementary Ordinances and the Postgraduate Ordinances
along with Supplementary Ordinances respectively.

RESOLVED that the Undergraduate Ordinances along with Supplementary

Ordinances, as per Appendix 1.23 – B of the Agenda, and the Postgraduate
Ordinances along with Supplementary Ordinances, as per Appendix 1.23 – C

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 of the Agenda, be approved.

RESOLVED FURTHER that the finalised version be got printed and

distributed among all the concerned, including students.

The meeting then ended with a vote of thanks to the Chair.

Sd/- Sd/- Sd/-

( S.P. MATHUR ) ( RAJEEV SANGAL ) ( LALJI SINGH )

SECRETARY DIRECTOR CHAIRMAN

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