Procedures and Policies

PRIVACY POLICY (Last updated: August 10, 2024)

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Consumer Control & Opt-Out Options

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

Email address
First name and last name
Phone number
Address, State, Province, ZIP/Postal code, City
Usage Data

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Information Collected while Using the Application

While using Our Application, in order to provide features of Our Application, We may collect, with Your prior permission:

Information regarding your location

We use this information to provide features of Our Service, to improve and customize Our Service. The information may be uploaded to the Company’s servers and/or a Service Provider’s server or it may be simply stored on Your device.

You can enable or disable access to this information at any time, through Your Device settings.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain our Service, including to monitor the usage of our Service.

To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.

For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.

To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.

To manage Your requests: To attend and manage Your requests to Us.

For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.

For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.

For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.

With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.

With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.

With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.

With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Delete Your Personal Data

You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.

Our Service may give You the ability to delete certain information about You from within the Service.

You may update, amend, or delete Your information at any time by signing in to Your Account, if you have one, and visiting the account settings section that allows you to manage Your personal information. You may also contact Us to request access to, correct, or delete any personal information that You have provided to Us.

Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Children’s Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent’s consent before We collect and use that information.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:
By Mail :info@nextgensoft.in

The college has well-established mechanism in place for maintenance of campus facilities. This is primarily achieved through the monitoring of various committees like Academic Council, Planning Board, Building Committee, Purchase Committee and IQAC with necessary support systems.

For the purchase institute has a committee. The committee has the following procedure for purchasing any of the following.

Committee call for the tender for the items which is going to purchase.
When tender arrive all the committee member sign on it and open it. Then compare the entire tender according to their prize.
The committee decided to give order to lowest prize company.

PHYSICAL FACILITIES

The maintenance of various buildings are achieved through periodic monitoring by the building committee and devising suitable proposal.
Annual Stock verification for each department.
Allocation of adequate budget for annual maintenance of college infrastructure.
Sufficient support staff is appointed to upkeep infrastructure Scheduled Maintenance and Repair of physical infrastructure, like painting, roof maintenance.
Provisions of Classroom Maintenance including furniture, doors and windows A computer instructor appointed by Management maintains Major ICT instruments.
Regular electrician decided by Management solved electricity related problems.
ACs and Water Coolers are regularly serviced.
Plumbing maintenance and repair, including water supply and tube well done whenever it required by professional Plumber.
Mechanical equipment and lab equipment are repaired periodically. Adequate protective measures like UPS, antivirus, firewalls, CCTV
The water tanks are cleaned regularly.

LABORATORY FACILITIES

A cost effective approach is followed in the laboratory network maintenance strategies.
Annual stock verification of equipments.
The equipment and instruments are maintained by hiring services as and when required. lab Equipment are repaired periodically.
The SOP for highly sophisticated equipment established and followed regularly.
Refurbishing of laboratory equipment is done at regular intervals. .
Calibration of laboratory equipment done regularly. .
For voltage fluctuation the institution uses voltage stabilizer and UPS. o
The institution has facility of mineral drinking water. o
All the valuable instruments, equipment and chemicals have separate space in specific cup-boards. .
There are ELCB switches in all laboratories as a safeguard for instruments.
Fire extinguishers are provided to every buildings and labs for safety purpose.

ICT AND INTERNET FACILITY

The college has a comprehensive lT policy regarding service, data, and network security.
The college has a mechanism of adopting free software and anti- piracy protocol.
Computer Instructor addresses internet broadband connectivity and Wi-Fi problems. .
The use of Internet facilities are distributed secured and monitored by Cyber Roam Software.
ln order to minimize e-waste, computers are serviced and reused as far as possible.
The Dynamic College Website, College Android App, INTRANET facility are maintained by appointed Computer instructor.

LIBRARY FACILITIES

The library is automated regularly through software Maintenance and digitizing of rare books, back volumes, manuscripts and reports with special care.
IT infrastructure is maintained regularly. .

SPORTS FACILITIES

Physical Director and Sports Committee monitor the maintenance of Sports Facilities. .
Regular maintenance of sports equipment.
Regular inspection and maintenance of sports fields and play Grounds.
Giving top priority to the safety of the players by renewing protective guards. .
The equipment in Indoor and Outdoor Gymnasium are regularly serviced and purchase new ones whenever required.

Pramukh Swami Science & H D Patel Arts College, Kadi

PROFESSIONAL CODE SUGGESTED BY STATUTORY BODIES

Administration

The College administration is carried out by the Principal with the help of various bodies such as the office, the College Governing Body (CGB), Board of Management (BOM), IQAC and the Staff Committees. The CGB is an advisory board that helps the Principal in his academic and administrative functions. It is composed of the Principal, the Management Representatives, the Principals of the Campus Colleges, Vice-principal, IQAC Coordinator, Nodal Officer of Vocational Program. The CGB meets periodically to decide upon major academic and administrative issues. The National Service Scheme, National Cadet Corps, the WDC, and the various committees and clubs of the college help in the all round personality development of the students.

Functions, Duties and Responsibilities of the Principal:

The Principal shall be the head of the College and shall be responsible for the internal management and administration of the college. In the absence of the Principal, the Vice-Principal or in his absence the Faculty In-charge of Science and Arts Faculties shall be in charge of the duties of the Principal. No person shall be appointed as Principal who does not possess the qualifications and experience prescribed by the UGC Regulations.

1 Administrative Function (Powers):-

The supervision of Teaching staff and Non-teaching staff and maintenance of discipline in the institution.

Appointments:–

Provisional appointments through Employment exchange/,Guest Faculty and Daily wages appointment in contingencies.
Internal transfer of Attendees from one department to another.

Leave:-

Sanction all kinds of leave except study leave, LWP- up-to 4 months and Special disability leaves to Teaching staff and Non Teaching staff are granted with permission to the Sanction Authorities. Sanction Maternity and Paternity leave to Teaching Staff and Non Teaching Staff.
Sanction Casual Leave to Teaching Staff and Non Teaching Staff.
Sanction of Special Casual Leave to Teaching Staff and Non teaching staff

Increment:-

Sanction increments to the Teaching Staff and Non Teaching Staff as per state government rules.
Sanction payment of belated increments to the Teaching Staff and Non Teaching Staff as per state government rules.

Permission to Leave Nation and State:-

To sanction permission to Teaching Staff and Non Teaching staff to leave state or Nation up to a maximum period of 4 months.

Entries in Service Book:-

Making necessary entries in the Service Book of to the Teaching Staff and Non Teaching Staff as per state government rules.
Preparation of Annual Reports of various UGC Schemes.

Reconstitution of Committees:-

Sapta-Dhara Committee, Research Committee, Anti-ragging etc.

Internal Transfer of Furniture and Equipment:-

From one Department to another.

Financial Functions (Powers):-

Temporary Advance from GPF. Purchase of Equipments, books etc as per the Guidelines of the Sanctioning Authorities in consultation with the College Purchase Committee.

Refund:-

To sanction the refund of fees or fines realized from students contrary to rules.

Non-recurring Contingent charges:-

To sanction Non-recurring contingent charges provided there is budget provisions.

Periodic Review of stocks:-

To conduct Annual review of stocks and other assets of the institution as on 31st March every year.

Distribution of Budget allotments:-

To distributes Budget allotments to various departments of the college.

Preparation of Budget Proposal:-

Annual Budget proposal preparation for every financial year

Preparation of UGC Plan Proposal:-

Preparation of UGC Plan Proposal for a plan period.

Academic Functions (Powers):-

Supervision over students and maintenance of discipline in the college.
Endowed Scholarships, prizes and medal:-
To sanction endowed scholarships, prizes and medals to students.
Stoppage of Scholarship:-
To stop the further payments of any scholarship to a student if his/her conduct, progress or attendance is unsatisfactory and order continued payment of the same when he/she attain the satisfactory level.

Promotion and detention of students:–

To make final decisions on class promotions and detentions of students keeping in view of the rules stipulated by the Govt. and University time to time.
To declare holiday for the institution due to contingencies and compensate the same afterwards.
Issue of TC and Conduct Certificate to the outgoing students.
Appointment· & Remuneration of Guest Faculties

Functions, Duties and Responsibilities of the Vice Principal :

To provide help and support to the Principal in the academic matters entrusted by the Principal.
The Vice-Principal has no right to take decisions against the policies of the Principal in his absence.
He has to perform his duties as Vice-Principal without detrimental to the regular teaching duties.
To attend Delegation of Administrative and Academic field
To approve the draft communications to the public on behalf of the Principal
Granting of Casual Leave to the Teaching Staff and Non-Teaching Staff as per state government rules.
To sign fair copies of communications on behalf of the Principal of his approval, if these are to be sent to the subordinates.
Overall supervision of the subordinate Teaching Staff and Non-Teaching Staff.

Duties and Responsibilities of Accountant

Timely disposal of audit objection and Cash book preparation General Duties and Responsibilities of Head Clerk of the College Office

General Administration and Supervision of the office.
Member in Purchase Committee and preparation of minutes.
Member of CGB.
Member UGC Planning Board of the College.
Member of IQAC of the College.
Member of UGC Building Construction Committee.
Take personal attention to utilize the complete amount allotted to the college under State
Plan/Non-Plan Fund and UGC Fund on monthly target basis. Verification and timely disposal of Audit objection.
Propagate good practices in official procedures.

Library Rules

Student is permitted to borrow at a time 3 books from the College Library.
Books will be issued only on production of Identity Cards.
A P.G. is permitted to borrow 5 books at a time from College Library.
Research students shall enjoy all the privileges of postgraduate students.
Books taken out by students shall not be retained or more than 10 days from the date of issue or for a shorter period fixed by the Head of the Department. If the due date falls on a holiday or a day on which the library is closed for any reason the books must be returned on the next working day.
Failure to return a book on the due date makes the student liable to fine of Re. 1/- per day.
All such fines should be paid to the library authorized person to receive and a receipt therefore should be obtained and preserved.

The College Committees:

Under the Chairmanship of the Principal, all the College Committee Coordinators have the following procedure:

The coordinator selects the co-coordinator of the committee to perform the committee duties effectively in his/her absence and to make the work more effective.
The Coordinator along with the co-coordinator selects other senior faculty members as well as student representatives as part of the committee.
In the beginning of the academic year, the coordinator arranges a committee meeting to decide the annual plan of action, rules and regulations of the committee are reconsidered and to make possible amendments for improvement in the performance, possible activity dates, distribution of duties, and students’ involvement in the entire committee act.
During the second semester of the academic year, another committee meeting is called in by the.
Coordinator to analysis the committee performance. And to achieve the goals and execute the action plan of the committee, all possible steps are discussed with the committee members along with the student representatives and to redesign the academic plan for effective execution.
To prepare minutes of the meetings and submit it to the Principal for advance discussion over the Committee progress.

The College Department Clubs:

1. All the HODs under the Chairmanship of the Principal are the Coordinators of the Departmental Clubs.
The Coordinator along with other faculty members of the Department as well as student representatives forms the Department Club.
In the beginning of the academic year, the coordinator arranges the Department Club meeting to decide the annual plan of action, possible dates, place, required infrastructural aids and external academic resources to execute the activities effectively. New innovative ideas and suggestions are welcomed and accordingly possible amendments for improvement in the performance of the Department Club are made along with the Club members regarding the previous year activities and their outcome.
During the second semester of the academic year, another Club Meeting is called in by the coordinator to analysis the Club performance. And to achieve the goals and execute the action plan of the Club, all possible steps are discussed with the Club members along with the student representatives and to redesign the academic plan for effective execution.
To prepare minutes of the meetings and submit it to the Principal for advance discussion over the Club progress and also at the end of the year submit an Annual Progress Report.

IQAC :

The IQAC works in accordance with the guide lines issued by the UGC and acts as a changing agent in the institution. Promoting quality initiatives by motivating the Departments, organizing training programmes, encouraging faculty in participating in National/International academic Programmes and helping the institution in maintaining a favourable learning environment are the prime functions undertaken by the IQAC. The Committee (IQAC) meets quarterly every year to discuss plans and review progress of the earlier plans implemented. During every quarterly meeting, three departmental presentations, each from Science, Arts and Vocation Program, is promoted for healthy academic, research and innovative competitions and comparison among the departments. Along with this, IQAC aims at organizing Workshops, Seminars, Conferences and Guest Lectures for FDP and Students’ overall academic development. And finally prepares AQAR and submits it to NAAC Portal in time every year.

CGB: As the Sarva Vidyalaya Kelavani Mandal (SVKM) Kadi runs multiple educational institutes like Arts College. The College Governing Body is constituted for the smooth functioning of each educational institute. Governing Body is consists of the President, vice president and Secretaries of Sarva Vidyalaya Kelavani Mandal (SVKM) Kadi, Principals of the Campus Colleges. The main function of CGB is to focus upon the Infrastructural Development as well as academic appreciation of College IQAC. Whenever required, an additional financial support is provided along with the UGC funding, to accomplish the Infrastructural development in a dignified way and to organize an academic research oriented educational event as well. Apart from these College Level Statutory Bodies, we do follow strictly the University and State level Statutory Bodies’ rules.

Leave Rules, Pension Rules and General Service rules Govt. of Gujarat https://financedepartment.gujarat.gov.in/Documents/Rule-Eng_4_2014-2-13_662.pdf
Hemchandracharya North Gujarat University Act Govt. of Gujarat