Rules and Regulations

Note: This draft of the Rules for NEI is to be presented to the Board of Governors for review, amendments, and revisions as necessary. The proposed rules in this document are also subject to modification in accordance with changes to the Charter, Statutes, or Regulations of the Institute.

A. Definitions

1. Employee: A full-time employee of the Institute.
2. Rules: Service rules of NEI as formulated by the Board of Governors and amended from time to time.
3. Service: Includes the period during which an employee is on duty or on leave authorized by the Competent Authority. It excludes any period of unauthorized absence or overstayed leave unless explicitly approved by the Competent Authority.
4. Scrutiny Committee: A committee formed by the Competent Authority for evaluating and shortlisting candidates for appointments.
5. Selection Committee: A committee constituted by the Competent Authority for selecting suitable candidates for support staff or management positions.
6. HR: The Human Resource Department of the Institute.
7. Substantive Pay: The fixed pay of an employee in a pay scale, excluding allowances, benefits, or other emoluments.
8. Family: The employee’s spouse and dependent children residing with and fully dependent on the employee.
9. Allowances: Recurring or non-recurring payments other than pay granted to an employee.

B. Appointment, Promotion, Retirement, Resignation, and Termination of Service

1. Procedures for the Appointment of Academic Staff

a) The Head of the academic unit identifies the need for faculty and prepares a detailed document justifying the requirement based on student numbers and existing faculty specializations.

b) The Head submits the demand document to the respective Dean for endorsement and comments.

c) The Dean, in collaboration with the Head, presents the proposal to the Vice-Chancellor for approval.

d) The VC reviews the proposal, approves it (with or without modifications), and forwards it to HR.

e) HR advertises the vacant positions as per Institute regulations.

f) HR informs the VC once a sufficient number of applications have been received.

g) HR forwards all candidate dossiers to the Director of the Quality Enhancement Cell (QEC) for verification of eligibility in line with Institute regulations.

h) The VC constitutes a Scrutiny Committee comprising the Dean, Head of the academic unit, and two senior faculty members from the academic unit.

i) The Director QEC sends the verified candidate dossiers to the Head of the academic unit.

j) The Scrutiny Committee invites eligible candidates for presentations and evaluates them based on predefined criteria.

This structure ensures clarity, fairness, and alignment with Institute regulations in the hiring and management of academic staff.

A. Candidate Shortlisting and Appointment Process

1. Shortlisting of Candidates

a) The Scrutiny Committee will prepare a merit-based list of eligible candidates in descending order based on the approved criteria.

The number of shortlisted candidates will be determined as follows:

• Five candidates for one position.
• Eight candidates for two positions.
• Two additional candidates for every additional position.

b) The Scrutiny Committee will forward all candidate dossiers along with a summary of their credentials, ranked by merit, to the HR department.

1. Preparation for Selection Board Meeting

a) The HR department will include the shortlisted candidates as an

agenda item for discussion in the upcoming Selection Board meeting.

b) The Selection Board will finalize appointments and instruct the Registrar to issue appointment letters to the successful candidates.

c) The Selection Board may also maintain a waiting list of candidates in addition to the selected ones if deemed necessary.

B. Commencement of Service

1. Joining Date

a) An employee’s service will officially commence on the working

day they report for duty at the location specified by the appointing authority, provided they report before noon. Otherwise, their service will commence from the next working day.

b) Upon joining, the HR department will provide the employee with the Terms and Conditions of Service. The employee must complete an employee profile and submit all required documents to HR.

C. Probationary Period

1. Overview

a) All regular employees will undergo a probationary period upon appointment.

1. Rules Governing Probation

i. The probationary period for regular employees is 3 months from the date of joining.

ii. During this period, either the employee or the Institute may terminate employment.

iii. Employees are required to serve the probationary period only once during their tenure, regardless of promotions, transfers, or contractual assignments.

iv. The probationary period will count as part of the total service duration upon confirmation.

v. Rehired employees who were previously permanent will undergo a fresh probationary period of 1/12 months.

vi. Unsatisfactory performance during probation may result in a three-month extension. If performance remains inadequate, the employee’s service may be terminated after consultation with the respective head.

vii. Employees successfully completing probation will receive written confirmation of permanent employment.

viii. Employees on probation will be entitled to all benefits as outlined in the Institute’s policies.

D. Confirmation of Service

On satisfactory completion of the probationary or extended probationary period, the employee will be confirmed as a permanent staff member.

E. Performance Evaluation

1. Annual Appraisal

a) A formal performance evaluation will be conducted annually for all employees.

b) The evaluation process will include an independent appraisal by the immediate supervisor, an evaluation by the respective head of the academic or administrative unit, and a final review by the Vice Chancellor.

1. Evaluation Criteria

a) Each employee will be assessed using a performance appraisal form tailored to their job description.

1. Evaluation Process

a) The performance evaluation will follow these steps:

i. Immediate supervisors and heads of units will independently complete the evaluation form.

ii. The Dean (for academic staff) or Registrar (for management / support staff) will assign final scores for each performance factor.

iii. Scores from all performance indicators will be combined to calculate the total score.

iv. Employees will highlight achievements, identify reasons for any shortcomings, and list their training requirements.

v. Heads of units will receive periodic feedback from Deans or their superiors to identify strengths and areas for improvement.

F. Results of Performance Evaluation

1. Outcomes

a) Exceptional performance will be formally acknowledged in a letter from the employee’s head.

b) Unsatisfactory performance will lead to two written warnings. If no improvement is seen, the employee will face consequences regarding annual increments and / or promotions.

c) Evaluation results will guide decisions on annual increments and promotions

1. Promotion

a) Promotion Criteria

The following criteria will govern the promotion of employees to higher positions:

i. Fulfillment of the eligibility requirements for the position

under consideration.

ii. Satisfactory evaluation reports for the last two years.

iii. At least one year of service in the current position. (This condition may be relaxed by the Chancellor in exceptional cases.)

iv. Promotions for academic positions and managerial roles will be reviewed and decided by the Selection Board.

v. Promotions for managerial positions and support staff roles will be reviewed and decided by the Selection Committee.

b) Pay Fixation on Promotion

i. Upon promotion, the Vice Chancellor will determine the new salary based on the recommendations of the Selection Board or Selection Committee.

ii. If there is no vacancy for the higher position, an employee eligible for promotion will receive an additional increment while awaiting the opportunity for promotion.

1. Transfer

a) Management and Support Staff

Employees in management and support roles may be transferred to any department or unit of the Institute as deemed necessary by the relevant authority, unless otherwise specified in their appointment letter.

b) Faculty Transfers

Faculty members may be directed to transfer all or part of their responsibilities to a closely related or allied academic unit. Such transfers will be made through mutual understanding between the heads of the two academic units and on the advice of the Vice Chancellor.

1. Retirement

a) Retirement Age

The retirement age for regular and permanent employees is 65 years.

b) Provident Fund Entitlement

Upon retirement, employees will be entitled to reimbursement of their Provident Fund, calculated based on their contributions during their tenure.

c) Exit Feedback

The Manager HR will provide an Exit Feedback Form to retiring employees. This form will be reviewed with the employee by the head of the academic unit or Dean (for academic staff) or Registrar (for non-academic staff), along with the Manager HR.

1. Resignation

a) Notice Period

Employees may resign from the Institute by giving prior written notice. If the required notice is not served, the employee must pay an amount equal to their salary for the notice period.

b) Duration of Notice

• Confirmed employees: One month.
• Faculty members: One month before the start of new semester or academic session.
• Employees on probation: Two weeks. The competent authority may waive the notice period partially or fully.

c) Provident Fund Entitlement

Resigning employees will be entitled to reimbursement of their Provident Fund, calculated based on their contributions.

1. Termination

a) Termination Procedure

The Institute reserves the right to terminate an employee’s services or request their resignation.

b) Warnings for Unsatisfactory Performance

i. In cases of poor performance or indiscipline, two written warnings will be issued to confirmed employees.

ii. Each warning must be issued at least one month apart to provide sufficient time for improvement.

iii. If no improvement is observed, the employee will be informed about potential consequences regarding increments or promotions and issued a final warning.

c) Final Recommendation and Termination

If performance remains unsatisfactory, the Dean (for academic staff) or Registrar (for non-academic staff) may recommend termination to the Vice Chancellor, who will finalize the decision.

d) Appeals

Employees may appeal termination decisions to the Board of Governors, whose decision will be final and binding.

e) Termination during Probation

Employees on probation may be terminated without prior warning, notice, or reason.

1. Final Settlement

a) Clearance Process

All departing employees (resigning, retiring, or terminated) must obtain a clearance certificate from relevant departments, ensuring that institute property (e.g., library materials, laptops, vehicles) is returned.

b) Provident Fund Withdrawal

Departing employees will be entitled to a full withdrawal of their Provident Fund accumulations.

c) Performance Appraisal

Each resigning or retiring employee will receive a completed Performance Appraisal Form from their respective academic or administrative head.

A. Policy on Travel and Outside Stay on Official Duties

1. Official Travel Policy

Upon the recommendation of the Head of an academic unit, Dean, Registrar, Controller of Examinations, or Librarian, the Vice Chancellor may authorize official travel for faculty members and/or administrative officers within or outside Pakistan. Employees shall be entitled to the following modes of travel with expenses reimbursed by the Institute:

Note:

• The Vice Chancellor may allow an employee or a group of employees to use official vehicles, commercially rented vehicles, or personal vehicles.
• For personal vehicle use, reimbursement will equal the current fuel price per liter, regardless of the number of passengers.

.

1. Daily Allowance Policy for Outside Stay on Official Duty

Institute employees traveling on official duty will receive a daily allowance as per the following rates:

Notes:

• Daily allowance will cover the days spent on duty, including travel time.
• A 24-hour duration counts as one day; time exceeding 8 hours but less than 24 hours counts as one full day, while 3–8 hours counts as half a day.
• Daily allowance excludes reimbursement for food, personal travel within the city, telephone calls, or laundry unless specifically authorized by the Vice Chancellor.

1. Hotel Reimbursement Policy

Employees traveling on official duties shall receive reimbursement for actual expenses incurred for stays at hotels approved by the Vice Chancellor.

B. Vehicle Policy

1. Vehicle Allocation

The Vice Chancellor determines vehicle allocation for Institute employees, except for the Vice Chancellor’s allocation, which is decided by the Chancellor.

1. Vehicle Registration

Institute-allocated vehicles will be registered in the name of the Institute.

1. Custody of Allocated Vehicles

Employees must return allocated vehicles to the Institute upon retirement or resignation.

1. Maintenance and Insurance

The Institute shall bear the costs of maintenance and insurance for allocated vehicles.

C. Health Care Policy

1. Health Insurance Coverage

All permanent employees and their dependents will receive health insurance coverage provided by the Institite through an insurance company. The Institute will pay the insurance premium.

a) Eligibility

• All permanent employees and their dependents are eligible.
• Dependents must be as defined by the insurance policy.
• Employees covered by another organization's insurance cannot claim Institute insurance.

b) Procedure

• The Institute will ensure accurate registration of employees with the insurance provider post-probation.
• Employees must report any changes in dependents immediately to HR.
• In emergencies, employees must follow insurance guidelines and notify HR promptly.
• The Institute is not responsible for claims violating the insurance company’s policy terms.

1. OPD Claims

The Institute provides OPD medical reimbursement for employees and their dependents as follows:

1. Conditions

• Claims are valid only for Institute employees and their dependents.
• Dependents listed under one employee cannot be claimed by another.
• Employees benefiting from another organization’s OPD cannot claim through the Institute.

b) Reimbursable Items

• Medicines, lab tests, doctor fees, and infant immunizations.

c) Documentation Requirements

• Doctor's prescription (photocopy).
• Doctor’s bill (original, stamped, and signed).
• Medicine bills (original).

d) Claim Submission and Approval

• Heads of departments must approve claims before submission to HR for verification and forwarding to the Accounts Department.
• Claims must be submitted by the 20th of each month.

e) Annual Limits

Unused balances may be carried forward for one year.

1. Punishment on the Misuse of Health Cover facilities.

In an employee is found to have misused the Health Care Policy of the Institute, such as giving incorrect information in the health insurance registration form, making false / bogus claim of health insurance or submitting false / bogus OPD claims, the Institute will suspend any one or both the components of its Health Care Policy for a period of time that will depend on the nature and extent of the misuse.

A. POLICY ON CONSULTANCY, RESEARCH, AND TRAINING

1. Consultancy, Research, and Training Opportunities

Faculty members are permitted to offer their expertise in consultancy, research, and training to the corporate sector, other universities, organizations, or individuals.

1. Approval Process

Faculty members planning to conduct such activities on Institute premises must inform the Registrar and obtain prior approval if the activity requires the use of the Institute’s physical or human resources.

1. Profit-Sharing Formula

The distribution of profit earned from consultancy, research, or training activities will follow these guidelines:

1. No Institute Resources Used: The faculty member retains 100% of the profit.
2. Use of Physical Resources Only: The faculty member retains 75% of the profit, while 25% is deposited in the Institute's account.
3. Use of Both Physical and Human Resources: The faculty member retains 50% of the profit. The remaining 50% is deposited in the Institute’s account, with half of this amount distributed among Institute employees involved in the activity.

B. LEAVE POLICY

1. Leave Rules

• All leave applications must be submitted to the competent authority through proper channels.
• Leave cannot be claimed as a right; the competent authority may refuse any leave application.
• The HR department will maintain leave records for all employees.

1. Types of Leave

The following types of leave are available:

• Casual Leave
• Sick Leave
• Study Leave
• Earned Leave
• Maternity Leave
• Paternity Leave
• Extraordinary Leave Without Pay
• Sabbatical Leave

a) Casual Leave

• Granted for urgent personal matters or unforeseen circumstances.
• Maximum of 12 days per calendar year; unused leave lapses.
• Not granted in combination with other types of leave.
• A maximum of 7 consecutive days of casual leave is allowed.

b) Sick Leave

• Up to 15 days per calendar year, with a valid medical certificate (not required for absences up to 2 days).
• An additional 1 month may be granted if admitted as an indoor patient in a recognized hospital.

c) Study Leave

• Granted to permanent employees with at least 3 years of service for specialized study or research related to their work.
• Earned leave can be combined with study leave, but no other leave types are combinable.
• Additional unpaid study leave of up to 1 year may be granted in exceptional cases.
• Applicants must sign a legal bond to:
• Rejoin the Institute after leave.
• Serve the Institute for at least twice the duration of the study leave.
• Repay any financial benefits received during leave if conditions are not met.
• Study leave counts toward seniority and increments.

d) Earned Leave

• Employees working 5 days a week earn 1 day per month of duty; 6-day workers earn additional leave.
• Leave can be accumulated up to 60 days, with encashment available at retirement or resignation.
• Accumulated leave beyond 60 days (up to 180 days) can be en-cashed at 50%.

e) Maternity Leave

• Up to 45 days on full pay, from the date of confinement.
• Granted once every 3 years of service and combinable with other leave types.

f) Paternity Leave

• Up to 15 days on full pay within 6 months of childbirth.
• Granted once every 3 years of service and combinable with other leave types.

g) Extraordinary Leave without Pay

• Granted when no other leave is available.
• No pay, allowances, or benefits during this period, and the duration does not count toward service or increments.

h) Sabbatical Leave

• Designed for faculty development through advanced study, research, or professional experience.
• Available to permanent faculty with at least 3 years of service.
• Duration: Up to 2 months per year of service, capped at 1 year.
• Basic pay may be allowed during the leave at the Vice Chancellor’s discretion.

i) Unauthorized Leave Extension

• Absence beyond approved leave without authorization results in forfeiture of pay for the period of absence.
• Overstayed leave will be double-counted as leave deduction, or adjusted against future leave earnings if no balance exists.

A. WORK SCHEDULE

1. Work Hours for Administrative Employees

a) The standard work hours for administrative employees are 48 hours per week.

b) The workweek consists of six working days.

c) Regular office hours:

• Regular Days: 09:00 AM to 03:00 PM
• Ramadan: 08:00 AM to 02:30 PM

• d) Lunch break: One hour daily, except during Ramadan.
• e) Friday Prayer Break: Half an hour every Friday.

1. Work Hours for Faculty Members

a) Faculty responsibilities must align with the Institute’s Vision and Mission Statements.

b) Workload distribution for faculty will be determined based on the Institute's goals, faculty members' needs, and the academic unit's requirements.

c) Faculty members are expected to pursue excellence in generating, transmitting, applying, and preserving knowledge.

d) Full-time faculty members must adhere to work schedules as specified in their contracts.

e) The minimum teaching load will be as per their contract agreements.

f) Faculty duties include institutional service, academic program development, curricular design, and professional development.

g) Workload policies are subject to approval by the Academic Council and the Board of Governors.

1. Public Holidays

All employees are entitled to paid public holidays as gazette by the Government of Punjab.

1. Payment of Overtime for Administrative Staff

a) Entitlement

i. Regular employees (lower staff) are eligible for overtime compensation when required to work beyond 10 hours in a day.

ii. Overtime for up to 2 hours will not be compensated, except in the following cases:

• Required to work on weekly or public holidays.
• Assigned to work a second shift as a replacement.

b) Rules Governing Overtime Compensation

1. Overtime must be authorized in advance by the head of the department.
2. Employees working overtime without prior authorization will not be eligible for compensation.
3. Overtime compensation will be calculated at 1/8th of the daily gross salary for each hour of eligible overtime.

c) Procedure

1. The head of the department must formally notify and authorize staff for overtime work in advance.
2. A consolidated monthly overtime report must be submitted to the Accounts Department for inclusion in payroll.

REGULATIONS

Note:

This draft outlines the National Excellence Institute’s Regulations, to be presented to the Board of Governors for consideration and amendments. These provisions are subject to modifications in accordance with changes in the Institute Charter and Statutes.

A. COURSES OF STUDY

1. Academic Organization

The academic functions of the Institute, including teaching, research, and knowledge dissemination, are organized under the following Faculties:

• a) Faculty of Computer Sciences and Technology
• b) Faculty of Business and Management Sciences
• c) Other faculties as may be prescribed by the Statutes.

1. Faculty Structure

a) Each Faculty will have a Head of Department as its academic head.

b) Faculties will comprise one or more of the following academic units: Departments, Schools, Colleges, Institutes, or Centers.

c) Heads of academic units will hold the following titles:

• Departments / Schools: Chairperson
• Colleges: Principal
• Centers / Institutes: Director

d) Heads of units will be responsible for planning, organizing, and supervising academic work, reporting to the Head of Department.

B. ORGANIZATION AND CONDUCT OF TEACHING

1. Academic Programs

The Institute offers programs tailored to market needs and accreditation requirements. The table below outlines program details:

1. Syllabus and Courses

a) Teaching will follow the syllabi and courses approved by the Academic Council as per HEC requirement.

b) Credit hours measure students’ workloads, with one credit hour equivalent to three hours of classroom teaching or lab work.

1. Teaching Methodologies

a) Teaching will involve lectures, tutorials, workshops, seminars, and practical work.

b) English will be the medium of instruction except for language courses.

1. Attendance and Examination

a) Students must attend at least 85% of classes to qualify for examinations.

1. Study Programs

Study programs will be offered at various levels based on:

• Market needs.
• Availability of human and non-human resources.
• Compliance with the standards of the Higher Education Commission (HEC) and relevant accreditation councils, where applicable.

1. Course Organization

Teaching across academic units, institutes, or colleges, including affiliated institutions, will be structured through courses specified for each academic program and approved by the relevant academic bodies of the Institute.

1. Syllabus Approval

The syllabus for each course will be developed and approved by the relevant academic bodies of the Institute.

1. Credit Hours and Workload

• The total workload for students, including classroom attendance, independent research, or studies, will be measured in credit hours.
• One credit hour generally equals three hours of classroom teaching.
• Three hours of lab work are equivalent to one hour of classroom teaching.

1. Teaching Load per Course

Each course will typically involve two classes per week.

1. Course Instructors

• Courses, except internships, will be taught by Institute teachers or individuals formally recognized as "teachers" by the Institute.

1. Compliance with Syllabi

Students are required to follow the approved syllabi and courses of study as prescribed by the Academic Council and Syndicate.

1. Medium of Instruction

English will be the primary medium of instruction, except for language courses.

C. Admissions and Expulsion Policy

Details are provided in the Admission Policy document.

D. Conditions for Admission and Award of Degree Certificates

Details are provided in the Admission Policy and Examination Policy documents.

E. Conduct of Examinations

Details are provided in the Examination Policy document.

F. Independent Research Requirements for Research Degrees

1. Research Procedures for MS/MPhil and PhD

The process for conducting research to meet the requirements for MS/MPhil and PhD theses is outlined below:

1. Original Research Requirement

An MS/MPhil or PhD thesis must be based on independent research that:

• Has not been submitted elsewhere as a thesis, research report, term paper, or assignment.

1. Contribution Requirements

• MS/MPhil Thesis: Must include at least one original contribution.
• PhD Thesis: Must include at least two original contributions.

1. Areas of Contribution

Original contributions may include one or more of the following:

1. Development of a new concept or conceptual framework.
2. Formulation of a new theory or model.
3. Creation of an innovative research design or technique for quantitative or qualitative studies.
4. First-time meaningful application of existing research designs or techniques to a new discipline.
5. Compilation of previously unavailable data or construction of a useful dataset.
6. Production of reliable empirical results that offer new insights for policymaking

G. The Institution of Fellowships, Scholarships, Medals, and Prizes

1. Fellowships

Fellowships are available to registered MS/MPhil and PhD students, subject to certain terms and conditions. Fellowship titles include Research Assistant or Teaching Assistant, as recommended by the head of the academic unit. The fellowship amount will equal the full semester fee, and recipients will assist the academic unit in teaching and/or research.

Terms and Conditions for Fellowship Awards:

a) Fellowships are initially awarded for one semester and may be renewed based on the student’s academic merit and conduct.

b) Candidates must not be receiving any other fellowship or funding.

c) For newly admitted students, the candidate must rank in the top 50% of the admission merit list (fractions rounded to one).

d) For students who have completed at least one semester but are not yet working on their theses:

i. Must rank in the top 50% based on the GPA of the most recent semester.

ii. Must have a CGPA of at least 3.50 out of 4.00.

1. Must not have an F grade in any course.
2. Must have a clean disciplinary record.

e) For students working on their theses and having completed coursework requirements:

i. Must rank in the top 50% based on CGPA in coursework.

ii. Must have a CGPA of at least 3.50 out of 4.00.

iii. Must not have an F grade in any course.

iv. Positive recommendations from the head of the academic unit.

1. Research supervisor's satisfaction with the candidate’s progress.
2. Clean disciplinary record.

Procedure for Fellowship Award:

a) The head of the academic unit will submit recommendations to the Vice Chancellor at the beginning of each semester.

b) The Vice Chancellor may approve, request revisions, or reject recommendations. Revised recommendations must include justification.

c) The Vice Chancellor may suspend or terminate a fellowship based on unsatisfactory performance or failure to meet conditions.

d) Students may be required to refund fellowship amounts for unsatisfactory performance or premature termination of studies.

e) Fellows will work under the supervision of the head of the academic unit and a teacher appointed by the Advanced Studies and Research Board.

f) Progress reports must be submitted each semester to the head of the academic unit and the Vice Chancellor.

1. Scholarships and Financial Assistance

All registered students are eligible for merit-based and talent-based scholarships at admission and during their studies. Students may also access various need-based financial assistance options. Detailed criteria and amounts are outlined in the Scholarship & Financial Assistance Policy document.

1. Gold Medals

For each academic program (except PhD), students with the best overall performance may receive a gold medal, subject to the following conditions:

a) The highest CGPA is achieved. In case of a tie, total marks in mandatory courses will decide the winner. If the tie persists, all tied students will receive medals.

b) The CGPA must be at least 3.75 out of 4.00.

c) No F grades during the degree program.

d) Completion of degree requirements within the prescribed time.

e) No disciplinary penalties or punishments.

f) For transferred credits, at least 90% of required credits must be completed at National Excellence Institute.

H. Use of the Library

Library Membership and Material Categories

The Institute library is accessible to three categories of members. Library materials are classified as:

1. Reference Material: Reference books, monographs.
2. Reserved Material: Reserved books, magazines.
3. Restricted Material: Rare books, journals, theses, encyclopedias, microfilms, audio/video records, and protected documents.

Conditions for Library Use:

1. Library entry is allowed during officially declared hours.
2. Restricted material cannot be borrowed but may be consulted within the library.
3. Borrowing limits are as follows:

1. Urgently required books may be recalled at short notice.
2. Lost books must be replaced with the same edition and quality. If unavailable, the original price with a 10% annual compound increase must be paid. If the price is unknown, the Library Committee will determine the value.
3. Theft, mutilation, or damage of library materials will incur penalties imposed by the Library Committee.
4. Borrowed books must be returned by the due date. Late fines are Rs. 10 per day for two weeks and Rs. 50 per day thereafter.
5. Special materials (e.g., microfilms, autographs) may be loaned to academic units on the Dean's approval.
6. Personal items (e.g., umbrellas, combustible materials) must be deposited at the entrance.
7. Borrowed materials must be shown to the attendant upon exit.
8. Eating, loud conversations, exercising, or disruptive behavior in the library is prohibited.
9. New arrivals of books, journals, and other materials will be regularly notified by the Librarian to academic units

I. Formation of Faculties, Academic Units, and Academic Boards

1. The formation of faculties will initially be the responsibility of the Academic Committee formed by the Board of Governors. This Committee will decide on the academic units to be established within each faculty and the academic programs to be introduced in each unit.
2. Once the Institute begins operations, the Academic Committee will evolve into the Academic Council, which will oversee all key decisions on academic matters.
3. The formation, responsibilities, and powers of the Academic Council are outlined in the Institute Charter.
4. The Academic Council will be supported by other academic bodies as detailed below.

Academic Bodies

Board of Studies

1. A Board of Studies (BoS) shall be established for each Department or School as prescribed.
2. Composition:

a) Chairperson of the Department or Director of the School, who will also chair the BoS.

b) All Professors and Associate Professors of the Department or School.

c) Two Institute teachers, other than Professors or Associate Professors, appointed by the Academic Council.

d) Three external experts appointed by the Vice Chancellor.

1. The term of office for non-ex officio members will be three years.
2. The quorum for a BoS meeting will be one-half of the total members, with fractions rounded up.
3. Functions of the BoS:

a) Propose new academic programs for the Department or School to the Board of Faculty (BoF).

b) Recommend changes to existing academic programs, syllabi, and course structures for BoF consideration.

c) Submit standing lists of external examiners for PhD and MS/MPhil theses to the Board of Advanced Studies and Research (BASR).

d) Suggest panels for paper setters, examiners, and evaluators to the respective Dean.

e) Propose measures to improve teaching and research quality within the Department or School.

f) Perform other functions as prescribed by Regulations.

Board of Faculty (BoF)

1. A Board of Faculty shall be established as prescribed by Regulations.
2. Composition:

a) Dean of the Faculty, who will also chair the BoF.

b) Chairpersons of Departments and Directors of Schools within the Faculty.

c) All Professors and Associate Professors within the Faculty.

d) Two Institute teachers, other than Professors or Associate Professors, appointed by the Academic Council.

e) Three external Professors or eminent scholars appointed by the Vice Chancellor.

1. The term of office for non-ex officio members will be three years.
2. The quorum for a BoF meeting will be one-half of the total members, with fractions rounded up.
3. Functions of the BoF:

a) Recommend the establishment of new Departments or Schools to the Academic Council.

b) Propose new academic programs to the Academic Council, either directly or based on BoS recommendations.

c) Review proposals from various BoS for changes to academic programs, syllabi, and course structures, and make recommendations to the Academic Council.

d) Propose measures to enhance teaching and research quality within the Faculty.

e) Perform other functions as prescribed by Regulations.

Board of Advanced Studies and Research (BASR)

1. An ASRB shall be established as prescribed by Regulations.
2. Composition:

a) Vice Chancellor, who will chair the Board.

b) Deans of Faculties.

c) Three Institute faculty members with outstanding research profiles, appointed by the Academic Council.

d) Three external Professors or eminent scholars, appointed by the Vice Chancellor.

1. The term of office for non-ex officio members will be three years.
2. The quorum for BASR meeting will be one-half of the total members, with fractions rounded up.
3. Functions of the BASR:

a) Develop guidelines for appointing external examiners for PhD and MS/MPhil theses.

b) Oversee the conduct of external examinations and oral defenses for PhD and MS/MPhil theses.

c) Review and approve the standing lists of external examiners submitted by the BoS.

d) Approve research proposals and titles for PhD theses.

e) Evaluate reports from external examiners on PhD theses.

f) Advise Institute authorities on advancing research and studies.

g) Appoint thesis supervisors for PhD and MS/MPhil students.

h) Perform other functions as prescribed by statutes.

J. The Selection Board

1. A Selection Board shall be established as prescribed by Regulations.
2. Composition:
3. Vice Chancellor, who will chair the Board.
4. Two members of the Board of Governors, excluding Institute employees, appointed by the Board of Governors.
5. Three external eminent scholars, appointed by the Board of Governors.
6. Chairperson of the Higher Education Commission of Punjab or their nominee.
7. Dean of the relevant Faculty.
8. Chairperson or Director of the relevant Department or School.
9. The Institute Registrar will act as Secretary to the Selection Board, presenting cases for selection and promotion but not participating in interviews or assessments.
10. The term of office for non-ex officio members will be three years.
11. The quorum for a Selection Board meeting will be four members.
12. Members who are candidates for a position under consideration cannot participate in related proceedings.
13. For teaching positions, the Board will consult or co-opt two subject experts selected from a pre-approved standing list.
14. All recommendations by the Selection Board will be presented to the Board of Governors, which holds the final appointment authority.
15. Functions of the Selection Board:

a) Review applications for teaching and administrative positions and recommend suitable candidates to the Board of Governors.

b) Recommend higher initial pay for exceptional cases, with justification.

c) Recommend the appointment of eminently qualified individuals on special terms.

d) Evaluate and recommend promotions for teaching and administrative positions.

e) Propose revisions to the standing list of subject experts.

f) Resolve disagreements with the Board of Governors by referring matters for reconsideration or escalating unresolved issues to the Chancellor, whose decision will be final.

K. The Finance and Planning (F&P) Committee

1. A Finance and Planning (F&P) Committee shall be established as prescribed by Regulations.
2. The F&P Committee shall consist of the following members:

a) The Chancellor, who will serve as Chairperson of the Committee.

b) The Vice Chancellor.

c) Two nominees of the Board of Governors.

d) Two experts in finance and planning, nominated by the Chancellor.

e) One Dean, nominated by the Vice Chancellor.

f) The Treasurer of the Institute, who will also act as Secretary of the F&P Committee.

1. Members of the F&P Committee, other than ex-officio members, will hold office for three years.
2. The quorum for an F&P Committee meeting will be four members.
3. Functions of the F&P Committee:

a) Review and deliberate on the annual statement of accounts for presentation and advice to the Board of Governors.

b) Examine and deliberate on the annual and revised budget estimates and provide recommendations to the Board of Governors.

c) Monitor the financial position of the Institute on a quarterly basis or as required.

d) Advise the Board of Governors on matters related to planning, development, finance, investments, and accounts of the Institute.

e) Develop short-term and long-term development plans.

f) Formulate staff and resource development plans.

g) Perform other functions as prescribed by Statute