Manual 6
[Section 4(1)(b)(vi)]
Statement of Categories of documents held in the Shivaji University Kolhapur
S. No.
Section
Document
Contents
1
Board of Sports
University players name list
Details about University Players
2
External
List of Team Manager &
Coaches
List of external students
3
Eligibility
Subject Equivalence file
4
All
Departments
Government Resolutions,
Circulars and letters
Agenda for Meeting
Minutes of Meeting
5
Academic
Syllabi
Perspective plan of the
University.
Type of Document
Non Confidential after
tournaments
Details about Team Managers and Non Confidential after
Coaches.
tournaments
This file contains the list of external Non confidential
students admitted to various courses of
the University.
This file carries the information Non confidential after
regarding equivalence of the old its circulation
subjects with new subjects.
Government Resolution File / Circular Non confidential
File / Letter File
Agenda of meetings conducted by the Non confidential
sections concerned.
Minutes of meetings conducted by the Non confidential after
sections concerned.
its circulation
Syllabi of various courses conducted by Non confidential after
the University
its circulation
Details about the locations of the Non Confidential after
colleges and institutions of higher publications.
learning in a manner ensuring equitable
distribution of facilities for higher
education.
S. No.
Section
Document
6
7
Planning and
Development
Board of Sports
8
Administration
U.G.C.
Resolutions
Circulars
Minutes of Board of
Sports
Attendance registrar
Personal files
Contents
and U.G.C. Resolution
Decision taken by the authority
Type of Document
Non confidential
Non Confidential after
its circulation.
Signature of the present member
Non confidential
Record of the employee as regards Confidential
appointment, confirmations, pay scale,
promotion, leaves etc.
Confidential Reports
Yearly assessment of the employees
Confidential for the
as per the Standard Code Rules, 1984. third party and non
confidential
to
the
person concerned after
its declaration.
List of Selection Committee Details of the Selection Committees Confidential till the
Members.
members appointed for the purpose of selection process is
appointments on various posts.
completed.
Selection Merit list & Waiting Merit List of the candidates selected Confidential till
list.
and
the
waiting
list
as
per Declaration.
recommendations of the Selection
Committee according to the merits of
the candidates.
Resolutions/Notification/
As per the subject mater of the Non confidential
Circulars etc. issued by the Circulars/Resolutions.
Central
Government/State
Government/U.G.C. etc.
S. No.
Section
Document
Contents
9
Meetings and
Record Section
10
Academic
11
Election Unit
12
Planning and
Development
13
Examination
Record relating to Meetings Agenda, minutes of the meeting, action
of Senate.
taken report of the concerned section.
Record relating to meetings
of Management Council
Record relating to meetings
of Academic Council.
Record relating to meetings
of Standing Committee.
Academic Calendar
Tentative calendar of the University
regarding dates of various meetings,
seminars, workshops, programmes
Marks list for various subject Subject-wise marks are mentioned in
received from CAP.
the mark lists. The Mark lists are
received through CAP.
Mark-lists of practical/oral/ Subject wise/seat number wise marks
term work /examinations are given by the examiners are
received from examiners .
mentioned in the Mark lists. The Mark
lists are received through the Principals
of the Affiliated Colleges.
Ledgers of Results
Ledgers are the duplicate copies of the
Marks statements issues to the
students .
Verification Ledger
This ledger carries the information
regarding name of the students, for
which subjects students have applied
for verification, information regarding
change/ no change in marks and the
reference no. Under which no change
has been sent.
Type of Document
Non Confidential after
circulation of Minutes.
Non-confidential
Confidential upto
declaration of results .
Confidential upto
declaration of results .
Non confidential after
declaration of results .
Non confidential after
declaration of results .
S. No.
Section
Document
13
Examination
Change cases of verification.
Change cases of revaluation.
Time Table file
Contents
It carries the information regarding
change in marks of the students.
This file carries the detailed information
of examination including day, time, date
& class, name of the subjects etc.
Panel of Examiners
This file carries the information
regarding subject wise teachers who
can be the examiners.
Statistical
Information This file carries the branches, classes
regarding result
information regarding number of
students appeared for examinations,
number of students absent, number of
students passed in First class, Second
class, pass class & ATKT and
percentage of the result.
Circular file
This file carries the circulars issued by
the Examination Section from time to
time.
Panel of Paper Setter /
Details about the Paper Setter /
Examiner / Moderator
Examiner / Moderator.
Declaration of results
The record of the results declared of
various examinations is maintained in
the form of ledgers.
Type of Document
Confidential up to its
declaration .
Non confidential
Confidential
Non confidential
Non confidential
Confidential
Non confidential after
its declaration.
14
Estate/
Engineering
Original tenders & related
documents.
Minutes of meetings of
Buildings
&
Works
Committee.
Bill of works executed for the
University.
Measurement books
Land Acquisition Record
Correspondence made with
State Government, Central
Government, U.G.C., P.W.D.,
Irrigation, Municipal council,
Corporation,
other
Departments, and Internal
correspondence, consulting
Architect, Contractors etc.
Valuation
of
University
assets, land etc.
As submitted by the tenderer, from time
to time.
Minutes of meetings in respect of the
business of the meeting.
Confidential till its
acceptance.
Non confidential after
its circulation.
Details regarding the bills
Non confidential
Measurement of all work
All details about the Land Acquisition
Correspondence as per the subject
matter.
Non confidential
Non confidential
Non confidential
Details as regards with the Valuation of Non confidential
the University land, buildings, assets
etc.
All Architectural drawings.
Architectural plans in respect of Non confidential
constructions of the University buildings
etc.
Information regarding water Details regarding water supply scheme
Non confidential
supply scheme & related & related documents of water supply
documents of water supply section.
section.
S. No.
Section
Document
14
Estate/Engineering Comparative statement of
quoted / negotiated rates of
different contractors .
Letter of intent to I.S .D.
issued to the contractor
Letter of work order issued
to the contractor
Total period consumed by
the contractor for completion
of any project on sanction of
the University authority
Total expenditure incurred
on the project (separate
head-wise- Civil, Electrical,
Air Conditioner etc.).
General
Information
including prominent features
of the campus/ individual
building/
project.
Administrative sanction to
any work.
Technical sanction to any
works
Financial sanction to any
works
Timely circulars
Contents
Type of Document
Comparative statement of quoted /
negotiated
rates
of
different
contractors.
Letter of intents issued to various
contractors.
Letter of work orders
Non confidential after
its approval.
Non confidential after
its approval.
Non confidential
Details regarding the period consumed Non confidential
by the contractor for completing
project.
Details regarding the total expenditure
Non confidential
Details regarding campus, building and
projects.
Non confidential
Details
regarding
administrative
sanction to any work.
Details regarding Technical sanction to
any work.
Details regarding Financial sanction to
any work.
Details regarding the Circulars issued
from time to time.
Non confidential
Non confidential
Non confidential
Non confidential
S. No.
Section
14
Estate/Engineering Information
regarding
Electrical Sub station.
Information
regarding
Architects panel.
Information about functioning
of EPABX system.
Information about Electricity
Bill
Information
regarding
facilities provided by the
Guest House.
.
Document
Contents
Type of Document
Details regarding Electrical Sub Non confidential
station.
Details regarding Architects panel
Non confidential
All details about EPABX
Non confidential
Details about the Electricity Bill
Non confidential
All details about the facilities
Non confidential