कार्यालय ज्ञापन 

                                                                                              Office Memorandum

Subject: Policy and procedures regarding MTB Club Activities and Usage policy of the materials under Club.

On approval of the Competent Authority, the following guidelines and policies are hereby approved for running, operating, organizing and managing the activities and events under the MTB club:

1. In the beginning of session, a student would be appointed as Club Coordinator as per the procedure decided by the Election Committee of Gymkhana Secretaries.

2. The student who wants to contest the election must have undergone a relevant short-term course for a duration of 7 days or more at the Atal Bihari Vajpayee Institute of Mountaineering and Allied Sports, Manali, or at a similar institution.

3. The coordinator will form his/her core team for organizing club activities. The selection of the core team would be based on criteria decided by the competent authority. The members of the team having completed a minimum of 7 days or more duration course at the Atal Bihari Vajpayee Institute of Mountaineering and Allied Sports, Manali or at a similar institution will be preferred, however this is not a mandatory condition for club members. 

4. The Club will hold its activities with the advance approval of the competent authority.

5. All the properties of the club will be kept in the room allocated to the club below Oak Mess, North campus.

6. The key of the lock of the club room will be kept in Dean (S) Secretariat, A9 and will be issued to the club coordinator only.

7. The club will prepare an inventory of all its material and will maintain a proper record of purchasing/holding/weeded out materials in consultation with the competent authority.

8. The club coordinator will be responsible for all material and its usage.

9. There must be a proper record of the activities/usage of materials with a date/time record.

10. In case of any discrepancies in records/usage of the material, it is the responsibility of the club coordinator to report immediately to the competent authority.

11. In case of violation of any of the above said guidelines, disciplinary action will be taken against the club coordinator or the person responsible.

Usage policy of MTB materials by the institute community members: The property of the Club is the property of IIT Mandi. While using the material, an Institute community member will be required to adhere to following guidelines:

1. An item from the MTB Club would be issued to an Institute ID card holder including students, and all such personnel which falls under the regular remuneration/salary drawing category of IIT Mandi except the dependents of such personnel.

2. The material will remain in possession of the Club Coordinator. During the lending period, the borrower is required to abide by rules and regulations of the club.

3. An item will be issued to the borrower as per the availability of the item. The club will issue the item to the borrower while satisfying the identification of the borrower only.

4. The borrower will be required to fill an undertaking form before borrowing an item.

5. The item will be lent on an advance payment basis only in addition to the caution money. The borrower is required to pay the rent amount to the Student Gymkhana account only.

6. Lending of an item is in the preview of the Club. The availability of the item does not mean that it is available for issue by default.

7. The issued item can be recalled at any time if it is required by the club.

8. The borrower will be responsible for the borrowed item. Any damage to the item will be compensated by the borrower only.

Rental charges to rent an item (for non-gymkhana activities):

Note:

1. Bike submission (return) margin period will be 10-15 minutes only.

2. Proper submission will be considered only if the related items are submitted at MTB club, below Oak mess, North Campus.