The Proctorial Board of ITM University is constituted with the solemn objective of
maintaining and developing a culture of discipline, integrity, and ethical behavior within
the university community. Recognizing the paramount importance of upholding academic
standards and preserving the reputation of the institution, the Board operates as a pillar
of governance and oversight. It is tasked with overseeing the implementation of university
rules and regulations, ensuring their equitable application across all facets of university
life.
The Board is committed to promoting a safe, harmonious, and conducive learning
environment where students, faculty, and staff can thrive academically, professionally,
and personally. Central to its mission is the prevention and resolution of disciplinary
infractions in a fair, just, and impartial manner. Through proactive monitoring, intervention,
and enforcement, the Board aims to deter and address instances of misconduct, ensuring
that any breaches of conduct are swiftly investigated and appropriately resolved.
In addition to maintaining discipline, the Proctorial Board strives to uphold the principles
of justice and due process in all its proceedings. It endeavors to protect the rights and
dignity of all individuals involved, respecting confidentiality while providing avenues
for grievances to be heard and addressed. By fostering a culture of accountability and
responsibility, the Board seeks to instill values of integrity and respect among students,
preparing them to become conscientious members of society.
Furthermore, the Proctorial Board collaborates closely with university stakeholders,
including faculty, administrators, and student representatives, to develop and implement
policies that reflect best practices in disciplinary management. It is committed to
continuous improvement, regularly reviewing its procedures and practices to ensure they
remain responsive to evolving needs and challenges within the university community.
Ultimately, the Proctorial Board of ITM University stands as a guardian of academic integrity,
ethical conduct, and community well-being, dedicated to cultivating an environment
where excellence, fairness, and mutual respect prevail.
Mission
To develop and maintain peaceful ambiance and law & order in the campus.
To develop harmony and discipline in the University campus.
To promote moral and social values amongst students.
To prevent the students from indulging in any unlawful and nefarious activities in and
around the campus.
To ensure not to allow any kind of groupism or regionalism in the campus.
Objectives
To develop and maintain congenial atmosphere for students for teaching, learning,
research and innovation.
To ensure that all academic, extracurricular, cultural and sports activities organized
by the university to be conducted in a hassle-free and friendly environment in the
campus.
To keep campus safe and secure for women teachers, students and scholars.
To resolve student issues through mediation and conciliation as far as possible.
To ensure safety and security of university’s assets and establishments.
To liaison with the District Administration for better law and order in the University
campus.
Role and Responsibility of Proctorial Board
Some specific responsibilities of the Board are as follows:
To maintain discipline in the college and ensure that the college rules are understood
and followed.
The Board has a formal role to receive and act upon complaints of alleged breaches
of these guidelines which are referred to it, whether by a Student, a member of staff
or any other person or body.
To keep an eye on the general moral behavior of the student.
To prevent the student from indulging in any political activities on college premises.
The Proctorial Board
There shall be a proctorial board to maintain the discipline amongst the students of
the ITM University, Gwalior. It shall consist of the following members:
A teacher preferably a professor nominated by Vice Chancellor (Chairman)
The Chief Proctor (Convener)
Dean Student Welfare
All Deans
All wardens of hostel
Two students nominated by the Vice Chancellor.
The Proctorial Board shall prepare a code of conduct, also taking in view the decisions
and judgement of Apex court and NHRC etc., to be followed by the students.
Any violation of the code of conduct or breach of any rule or regulations of the
university by any students shall be record as indiscipline and shall make the student
liable for discipline action against him/her.
The chief proctor and proctor shall be appointed by the Vice chancellor from amongst
the teachers of the university.
The Power and Duties of Chief Proctor
The chief Proctor shall get a Proctorial form filled by students and keep it for the
record in his/her office.
He/She will issue identity card to each student under his/her seal and signature.
He/She shall be authorized by the University to issue train and air travel concession
order to the bonafide students of the university.
He/She will place all the matters brought to his/her notice before the Proctorial Board
on being approved by the Vice Chancellor.
The procedure for handling student complaints and the subsequent inquiry process at the university are as follows:
Procedure of Complaint
Reach Out for Help: Students facing academic, administrative, personal, or disciplinary issues can approach their Department HOD, Proctor, or DSW for assistance. This can be done through a mail, written application or verbal communication.
Hostel and Mess Complaints: For students residing in hostels, any complaints related to hostel administration or mess facilities can be directed to the Warden, Chief Warden, Chief Proctor, DSW, or Dean.
Procedure of Inquiry
The Proctorial Board initiates an inquiry if the complaint is deemed valid, following these steps:
Complainant's Statement: The complainant is called for a hearing, and their statement is recorded.
Accused's Statement: The accused person(s) is called to provide their statement.
Witness Depositions: Witnesses identified by both parties are listed and called to record their statements.
Additional Evidence: Any evidence from security staff, other staff members, or individuals present during the incident is gathered, and their statements are recorded.
Cross-Examination: The accused and the complainant undergo cross-examination.
Examination of Evidence: If any material evidence like audio/video recordings or documents is available, it is examined, and its authenticity is verified.
Preliminary Report and Suspension: A comprehensive report is prepared, outlining the specific charges against the accused. A show-cause notice is issued, and the accused is suspended from classes until they submit their defense and a punishment is decided.
Defense Examination: The accused's defense, submitted in response to the show-cause notice, is carefully reviewed and examined.
Recommendation for Action:
Based on the "Students' Discipline and Conduct Rules," a report is prepared, recommending appropriate disciplinary action.
Final Decision: The final report and recommendations are submitted to the Vice-Chancellor for approval and final decision.
Communication of Punishment: The awarded punishment is conveyed to the student, bearing the signatures of the Chief Proctor and Vice-Chancellor.
Right to Appeal: The punished student has the right to appeal against the punishment, and the Chairman is the authorized person to handle such appeals.
This step-by-step process ensures a structured and fair approach to addressing student complaints and conducting inquiries, while also providing the accused with an opportunity to defend themselves and appeal the decision if necessary.
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