Procedure followed in the decision making process

The cases are generally processed at the section level and the files are submitted to Under Secretary / Deputy Secretary / Joint Secretary / Additional Secretary / Secretary / Ministers as per the nature / requirement of the case. The cases shall be disposed of at the appropriate level based on the provisions contained in the Rules of Business/Secretariat Instructions and Kerala Secretariat Office Manual.

Norms set by Higher Education Department for the discharge of its functions

Decision taking officers shall ensure that proper priorities are given in respect of each case coming within their jurisdiction and necessary measures will be taken to check delay and arrears. Necessary provisions have been incorporated in the office manual for the speedy disposal of case and instructions are being issued from time to time for the discharge of the functions of the Department effectively.

Rules, Regulations, Instructions, Manuals held by the Department for discharge of its functions.

The Department discharge its functions in accordance with the instructions contained in Kerala Secretariat Office Manual, Secretariat Instructions, Rules of Business and other rules and other rules and regulations issued by Government from time to time.

Statement of Categories of document that are held by Department.

The document held by Higher Education Department include in the relevant files on the subjects dealt by the Department.

The Higher Education Department is functioning under the control of Principal Secretary. The work of the Department is distributed among 11 sections assigned with specific subjects as detailed below:

Higher Education (A) Department

Establishment papers of State Central Library, Thiruvananthapuram – L.W.A. Administrative sanctions of plan proposals, purchase of books, Advisory Committee formation, Approval of Administration Report, Amendment of State Central Library Subordinate Service Special Rules, Sanction of Casual Leave of HOD, examination of complaints from Library Members – implementation of Plan Proposals like RFID and others etc.  Papers relating to National Service Scheme, Releasing N.S.S grants for N.S.S Regular activities and Special camping programme, papers relating to Indira Gandhi N.S.S. National Award and State Award, papers relating to N.S.S. Advisory Committee, Account settlement etc.  Miscellaneous papers of NCC and Section.  That includes LA interpellation.  Subject committee, PAC, Draft paras, inspection reports, estimate committee and all other miscellaneous papers of the section.  Establishment paper of NCC Department, papers relating to Administrative Sanction, Ops of NCC, Inspection Report, LA Questions, LWA of incumbents, implementation of Plan Schemes, purchase of different items, Rent fixing of Buidlings DPC etc. Papers relating to Kerala State Library Council, Releasing Grants, Amendment of Libraries Act, LA Questions, DPC, Ops, IRS, Plan Schemes. Direct establishment of Common Pool Librarians and UGC Librarians (i.e acting on directorate also as there is no separate directorate for them) dealing with appointment of Librarians, Reporting of vacancies to  PSC, Framing and amendment of Special Rules for State Service and Subordinate Service, Regularisation of appointment in their posts, Declaration of probation, Sanctioning of Higher Grade and LWA, Preparation of Seniority list, Promotion in the State Service / Subordinate Service, Conducting DPC, Review of Confidential Reports, Sanctioning Advances like IFMA, Transfer and posting of Librarians, Issuing NOC for attending Interview / other jobs, Higher studies, passport etc., Grading of Libraries, Appointment of Librarians in vacant posts through Employment Exchange.  OPs regarding seniority dispute, liabilities, disbursement of pension, Sanctioning Pension, Disciplinary action against the officers, Deputation of the Librarians to various foreign services like IHRD,KPSC etc.

Higher Education (B) Department

All Papers relating to the grant-in-aid to Kerala, Mahatma Gandhi, Cochin, Calicut, Kannur and Sanskrit Universities, and NUALS Papers relating to Syndicate meetings of all the Universities. Inter University consultative committee. papers relating to University of Calicut Establishment of new University. Papers relating to Cochin University of Science & Technology Amendment to University Statutes/Acts. Fixing terms and conditions of the appointment of Vice-Chancellors in the Kerala/Calicut/Mahatma Gandhi/Sanskrit/Kannur Universities. Execution of Direct payment Agreement for new Aided Colleges. Papers relating to Kerala University. University Appellate tribunal. Starting of new Aided and unaided Arts and Science Colleges. Establishment of an Open University. Papers relating to admission to students in  B Ed Colleges. Papers relating to Mahatma Gandhi University, Sanskrit University, Kannur University. General Papers in University Education and minority status to unaided Arts & Science and Training Colleges.

Higher Education (C) Department

All papers including establishment papers relating to Government Law Colleges, Music Colleges, Sanskrit Colleges and Physical Education College, Kozhikode. Budget relating to Law Colleges. Papers relating to scholarships, national merit loan scholarships, Hindi scholarships, Merit cum means scholarships and post metric scholarships for minority students, suvarna jubilee scholarships, works under RIDF scheme. Papers relating to works in Collegiate Education Department. Purchase of equipments furniture stores books etc for the Colleges under Collegiate Education Department. Inspection report on purchase in the colleges. Repair works of vehicles in the Directorate of Collegiate Education Miscellaneous papers. All papers relating to UGC Scale of pay and UGC regulations.  Cluster of colleges, Higher Education Scholarship Fund, Recurring grants to CALS & R.

Higher Education (D) Department

Establishment papers relating to teaching and non-teaching staff of Private Arts & Science Colleges under Kerala, Mahatma Gandhi, Calicut and Kannur Universities.  All papers relating to grants to Private Arts and Science Colleges under Kerala, Mahatma Gandhi, Calicut and Kannur Universities.  OPs filed by teaching and non-teaching staff of Private Arts & Science colleges under Kerala, Mahatma Gandhi, Calicut and Kannur Universities.  Nomination of Government representatives to the selection committee of teaching and non-teaching staff of Private Arts & Science Colleges under Kerala, Mahatma Gandhi, Calicut and Kannur Universities.  General papers relating to teaching and non-teaching staff of all private colleges.  Petitions before committee on petitions.  Grading of Libraries of all the Private Colleges.  Draft para.  Miscellaneous papers of the section.

Higher Education (F) Department

Establishment papers of the Additional Director of Collegiate Education, Deputy Director of Collegiate Education, Principal (Spl. Gr.), Principals and Lecturer (Sel. Grade) of Government Arts & Science colleges.  Establishment papers related to teaching staff of Government Training colleges.  Establishment papers of non-teaching staff upto LDC of collegiate Education Department.  Creation of teaching post in Government Training Colleges, Deputation of Lecturer (Sel. Grade) and above of the Collegiate Education Department.  Continuance of temporary posts in Training Colleges.Establishment papers relating to Lecturer, Lecturer(Senior Grade) of Government Arts & Science Colleges, Budget papers of Collegiate Education Department.  Grant of Leave to Lecturer and Lecturer (Senior Grade) of Government Arts & Science Colleges.  Deputation of Lecturer and Lecturer (Senior Grade) of collegiate Education.  Continuance of temporary posts in Government Arts & Science Colleges.  Establishment papers of non-teaching staff (from UDC to Special Officer for Scholarships) of Collegiate Education Department.  Issues related to candidates selected by PSC as Lecturers in Government Arts & Science Colleges, creation of Lecturer posts in Government Arts & Science College.Establishment papers of the teaching staff of Centrally Sponsored. Schemes of colleges of Teacher Education including upgradation of Training college under the scheme.  Shifting of offices under Collegiate Education Department.  Fixation of rent for offices under the collegiate Education Department.  .  Establishment papers relating to teaching staff of Private Arts & Science Colleges under M.G University.  OP/WP filed by teaching staff of Private Arts & Science Colleges under M.G University.  Administration Report of Collegiate Education Department.  Miscellaneous papers of the section.

Higher Education (G) Department

Establishment matters of Teaching Faculty in the Govt. Engineering Colleges of the State.  Establishment matters relating to Principals of Govt Engineering Colleges/ Joint Director(ECS) and Director of Technical Education.  Students matters of B Tech, M Tech , MCA,MBA etc. in the Government Engineering Colleges.  Papers relating to preparation of Prospectus to Part Time B Tech in Government Engineering Colleges.  Papers of reservation of seats in the M Tech Course in Government Engineering Colleges, Deputation of Teaching Faculty for Higher Studies under the Quality Improvement Programme.  Starting of new Engineering colleges under Govt. Sector.  Upgradation of Government Engineering Colleges in the State.   Inspection Reports /Draft Para / Audit Para /PAC and C&AG relating to Government Engineering  Colleges.

Establishment papers relating to the Directorate of Technical Education – Regional Directorate of Technical Education at  Kothamanglam & Calicut. Budget papers relating to Technical Education Department. Inspection Report/Draft Para/ Audit Para/PAC and C&AG relating to Technical Education Department.  Purchase proposals of all Government Engineering Colleges.  Construction of buildings in all Government Engineering colleges and Office of the DTE.  Papers relating to IIM, Kozhikkode, IIT, IISER, IIST. Miscellaneous papers in the Higher Education (G) Department.

All Papers relating to Commissioner of Entrance Examinations.  Conduct of Entrance Examinations for Professional Degree Courses.  Enactment of Act for Professional Education.  Matters relating to the Justice P A Muhammad Committee/Fee regulatory committee/Admission supervisory committee. Allocation of Funds to the Committee.  Matters relating to admission to Engineering/ Medical and allied Courses.

Higher Education (H) Department

Establishment papers of Gazetted Officers of Printing Department, Establishment papers of Technical Staff of the Printing Department, Papers relating to Writ petitions, Audit objections/Draft paras /PAC / Appropriation Accounts etc.

Establishment matters of Stationery Department, Miscellaneous papers , Purchase of Stationery stores, Compassionate Employment Scheme of Stationery Department, Audit objection /draft paras, Appropriation accounts,  reconciliation of accounts, Supplementary demands, budget estimates/Annual plan relating to Stationery Department Papers of Legislative Committee relating to Stationery Department.  Establishment papers of NGO’s(clerical) of Printing Department, Establishment of new presses in the State, Purchase of Machinery and equipments for Govt. Presses, Departmental Purchase Committee of Printing Department, Compassionate Employment Scheme of Printing Department, Sanction for Printing new forms and reprinting of old forms, All papers reated to Kerala Books and Publication Society, Budget Estimates annual plan, Reappropriation, Supplementary demands, Subject committee etc.

Higher Education (J) Department

Establishment papers relating to Colleges of Fine Arts, Thiruvananthapuram, Thrissur and Mavelikkara, LBS Centre for Science & Technology, Private Industrial Schools, Recognition of KGTE (TEN) courses in Engineering and Drawing, KGT (Typewriting and Shorthand) syllabus revision and miscellaneous papers of the section.  Establishment matters relating to the Ministerial staff of Government Engineering Colleges.  All papers relating to IHRD and LBS and its Self-financing Engineering Colleges and all papers relating to Centre for Engineering Research and Development (CERD).

Papers relating to sanction for new self-financing Engineering Colleges, MBA institutions, MCA Institutions, Hotel Management and Catering Technology (4 year Degree) institutions, College of applied Science and Model Polytechnics (under IHRD) and sanction of new courses in these institutions.  Papers relating to Engineering Colleges under KSRTC, CCEK and CAPE, Papers relating to conferment of minority status to self-financing Engineering Colleges and Educational Institutions under the Medical Sector, Papers relating to National Institute of Technology and Centre for Electronic Design & Technology.

Establishment matters relating to Technical High Schools, T.G.M.T Centre, Government Commercial Institute, Technical Higher Secondary School, under IHRD.  Establishment matters of three Private Aided Engineering Colleges (M.A College of Engineering, Kothamangalam, NSS College of Engineering, Palakkad and T.K.M. College of Engineering, Kollam) and papers from AICTE in respect of Aided Engineering Colleges.  Subject relating to the B.Tech Lateral Entry and State Project Facilitation Unit.

Higher Education (K) Department

Faculty Improvement Programme of University Grants Commission.  All UGC Assisted works relating to Government Colleges and Hostels, State level Bankers Committee Meeting, Miscellaneous papers of the section.

General Papers on Plan Schemes of Higher Education Department, Plan Review Meeting, Governors Address, Budget Speech, annual Plan formulation, Papers on Financial Assistance to Voluntary Sanskrit Institutions (Except Government Sanskrit College) Charitable Endowments relating to Colleges.  All papers relating to KSSTM.  Papers on ISDL Central Advisory Board of Education and Education Ministers Conference.

Miscellaneous papers in the Higher Education Department, Consolidation work of Higher Education Department, NABARD Meetings, Papers relating to Free Coaching and Allied Schemes to the Candidates belonging to Minority Communities, EDUSAT, Education Grid, Departmental Reviews, All papers relating to KSAVRC & NAAC, Students Conference, School of Aesthetic Institute, Convening of working Group Meeting, Monthly Business  / Fortnightly Statement, Chief Secretary’s Conference and follow up action, Governor’s Report, M.Ps Conference, Collector’s Conference, Visit from Union MHRD, Visit of Minority Affairs Committee etc.

Higher Education (L) Department

Establishment matters relating to all Government / Aided / Polytechnic Colleges in the State.Framing of Special Rules of Technical Education Department.Various Courses of Polytechnics (Approval, Recognition etc.), Construction works of Government / Aided Polytechnics. All matter relating to Centre for Continuing Education Kerala. Acquisition of land / purchase / construction / Rent fixation of Polytechnics Colleges.Subjects related to the students of Polytechnic Colleges & Courses.Papers related to Technical staff in Engineering College.

Higher Education (P) Department

Liaison between the Department and Legislature Secretariat on furnishing answer to L.A. and its consolidations. Watch over disposal of papers relating to various committees on the legislature. Watch furnishing of replies to Loksabha / Rajya Sabha from the related sections of Higher Education Department Right to Information Act.