कार्यालय ज्ञापन
OFFICE MEMORANDUM
The following committees are constituted to make necessary arrangements for the 14th Convocation of the Institute, scheduled to be held on June 20, 2026:
· Dean (Academics) Coordinator
Dean (Students) Co-coordinator
|
Sr. No. |
Name of the Team Members |
Duties and Responsibilities |
|
01 |
Correspondence, Invitations, and Reception |
|
|
a. |
Dr. Hemant Thakur (TO) Mr. Tilak Raj (Dean Students Office) Mr. Dinesh Thakur (SMME) (updated link) |
All Communication with the Graduating Batch (except name announcement of medal awardees/ valedictorian) |
|
b. |
Dr. Gajendra Singh (Chair) Mr. Dushyant Sharma, Asst. Reg. Mr. Amit Kumar (CCE) Mr. Ajay Kumar (JA, SCENE)
|
Invitation Letter to Degree Holders, Convocation Schedule, Rehearsal Schedule, Invitation Letter to Parents, Alumni Meet Schedule. To notify the date of convocation to graduates. |
|
c. |
Registrar (Chair) Mr. Vineet Ms. Sushma Ms. Shradha Kumari (JLIA)
|
All Correspondence (except Graduating Batch), Invitations & Reception (Including Dispatches) All Invitation Letters. Correspondence with District Administration, President Office, MoE, External Agencies, Board, FC, Senate etc. Preparation of List of Invitees, Dispatch of Invitations, Liaison with the Invitees, Security Liaison, Reception of Invitees, and Protocol. |
|
02 |
Transportation and Accommodation |
|
|
|
Mr. Hira Singh Negi Mr. Sushil K Pal Mr. Rakesh Bhatt Mr. Dalvinder Kumar (JLA) Mr. Aman Yadav (JA) Mr. Rahul Sharma (JA, Dean Students Office) |
Accommodation and Transport for Invited Guests.
Accommodation (subject to availability) & Transport for students and their parents.
Parking arrangements. |
|
03 |
Catering & Refreshments |
|
|
a. |
Dr. Radhe Shyam Sharma and Dr. Harsh Soni (Chairs) Dr. Deepak Raina Dr. Kancharla Parimala Dr. Ridhi Arora Dr. Jinesh Machchhar Dr. Geeta Rani Mr. Pawan Kumar (Suptd.) Mr. Suman Kumar Mr. Ajay Kumar (JLA, SHSS) Ms. Aditi Thakur (JLA, SPS) Mr. Anugrah Rawat Mr. Rajbir (JA, SOM) |
High Tea for Alumni and faculty/staff joining the Convocation rehearsal. Convocation Lunch and VIP Lunch. |
|
b. |
Dr. Varun Kumar Jayapaul (Chair)
|
Management of refreshments and drinking water for VIPs & Senators on the (Auditorium) stage. |
|
04 |
Student Affairs and Alumni Meet |
|
|
a. |
Prof. Shubhajit Chowdhury Dr. Moumita Das Dr. Sumit Murab Dr. Garima Agrawal
Mr. Shiv Kamal (SCEE) |
Welcome to the Graduating Batch, Registration & Help Desk, Welcome Kit.
|
|
b. |
Dr. Saswata Adhikari Mr. Anuj Kumar Dubey Mr. Rajeev Kumar Sharma (DORA) Mr. Jitendra Namdev |
Alumni Function Alumni Meet, Alumni Souvenir for Graduating students only |
|
05 |
Arrangements of Gowns |
|
|
a. |
Dr. Kaushik Halder Dr. Indu Bala Mr. Abhijeet Tiwari Ms. Anjali (JLA, SCEE) Ms. Arsheen Gurung (SRIC) |
For Graduating Batch
To arrange and distribute |
|
b. |
Dr. Vivek Gupta (Chair) Dr. Neha Shukla Mr. Sandeep Kumar (SRIC) Mr. Puneet Sood (AMRC) Mr. Deepak K Sharma (Hindi Cell) Ms. Renu (Dean Student Office) Mr. Mohit Saini (JLA) 4 Student Tas (if required) |
For VIP’s and Faculty Members. To arrange Gowns with caps.
To get the Gowns ready to use including ironing and store using hangers in an orderly manner in the Robe rooms.
Distribution & Collection of Convocation Gown. |
|
06 |
Academic Affairs & Convocation Procession |
|
|
a. |
Dr. Himanshu Pathak (Chair) Dr. Raj Kiran Dr. Vikash Tripathi Dr. Shashwat Bhattacharya Mr. Balbir Singh Mr. Kuldeep |
Convocation Procession (Rehearsal and Management on Convocation Day), Convocation Announcements, Preparation of Citation, Chief Guest/Guest of Honor Introduction on Stage. |
|
b. |
AD (Research) & DR (Academics) (Chairs) All staff members of the Academics Section |
Preparation of Degree for Award, Preparation of Medals, Preparation of Certificates, No Dues-related matters. (Record keeping of all above) |
|
07 |
Convocation Venues & Management, Civil Work, Electricity and Lighting |
|
|
a. |
Associate Dean (I&S) Chair
All staff members of the Construction Wing |
Planning, Tendering, Ordering, and Preparation of Convocation Venue/Refreshment Venue (in consultation with catering management committees)/Group Photograph Venue, two robe rooms (Graduating Batch/Faculty & Guests) with mirrors & hangers, Audio-Visuals, Flower Decoration, Toilets near Convocation Venue/Refreshment Venue, LCD and Screening of the Convocation outside the Auditorium. Cleanliness of the Campus, Repair of Roads, Beautification of Campus, Approach Road to Pandaal, Barricading, Fire Safety – Pandaal, Uninterrupted Supply of Electricity, Providing Manpower to other Teams. Liaison with PWD for upkeeping of Mandi-Kamand Road. |
|
b. |
Dr. Kaustav Sarkar (Chair)
Mr. Kumar Palit (C4DFED) Mr. Dushyant Kumar (SMSS) Mr. Atul Sen (JLA) |
Management of Convocation Venue (except stage): Entry/Exit, Planning of seating arrangement in the Hall with Sign Boards, Venue before & during Convocation, Directions from IIT entrance towards Convocation. Name stickers on seats for the Graduating Batch and others. |
|
08 |
Photography, Videography, and Group Photo |
|
|
a. |
Dr. Prateek Saxena (Chair) Dr. Nirmalya Kajuri Mr. Pavin Samuel Mr. Sunil Kumar (JLA, SCENE) |
To ensure the photography and videography of the entire event and group photo of the graduating batch with any other arrangements as may be required. |
|
09 |
Design and Printing |
|
|
a. |
Dr. Bhaskar Mondal Dr. Harsad Vijay Kulkarni Dr. Priyank Singh Dr. Gyan Swaroop Mr. Rakesh Kumar (CCE) Mr. Akash Gautam (CCE) |
Designing a Common Theme for the 14th Convocation, Invitation Cards & Food Coupons, Vehicle Passes, Banners, Cut-outs and their placement in Mandi and Kamand Campus including Convocation/ Refreshment Venue and Backdrop for Stage. Distribution of Food Coupons: · Graduating Students – Provide food coupons to the Student Affairs and Alumni Meet Committee 4(a) for further distribution. · Faculty and Staff – Provide food coupons to the Correspondence committee for further distribution. · Students involved in Convocation Duties – Provide food coupons to the Dean Students' Office for further distribution. · Provide food coupons to the respective committee wherever required for further distribution. |
|
b. |
Associate Dean (Research) (Chair) Dr. Rahul Shrestha Dr. Vaibhav Gupta Dr. Deepak Deelip Patil Mr. Sameem Khan |
Publication of Convocation Brochure Messages from the President of India, MoE Minister, Director’s Report, etc. |
|
10 |
Media |
|
|
a. |
Dr. Sarthak Nag (Chair) Dr. Yash Guleria Mr. Veomesh Rawat Mr. Anurag Rawat |
Media & Press related Communications |
|
11 |
Website Development |
|
|
a. |
Dean (DCS) (Chair) All staff members of the DCS. |
Website Development |
|
12 |
Security of Campus |
|
|
a. |
Mr. Vivek Tiwari (Chair) Mr. Hira Singh Negi Security Team |
To ensure complete security on the campus in general and at the other places of the Convocation in particular, Control on entry/exit, and Discipline at Convocation. |
|
13 |
Stage Logistics Committee |
|
|
a. |
Dr. Shivang Shekhar (Chair) Dr. Deepak Sachan Dr. Archi Banerjee Ms. Isita Mahanty Nandi Ms. Shelika Dr. Sonali Malhotra Mr. Sanjeev Sharma (SCENE) Mr. Tarun Verma (SCEE) Mr. Sanjay Kumar (SRIC) |
All kinds of logistics requirements on stage Bouquet, lighting, furniture, podium, setting TV, sound system, display, sitting arrangement, National Anthem and Saraswati Vandana etc.
|
|
b. |
|
Stage Anchoring |
|
14 |
Special Purchase Committee |
|
|
a. |
Dr. Sunny Zafar (Chair) Dr. Gaurav Sood Mr. Parminder Jit Mr. Gaurav Katoch Mr. Vijay Singh (SRIC) |
To process all the purchases on the recommendations of the concerned committees. |
|
15 |
Medical Facilities |
|
|
a. |
Dr. Chander Singh (Chair) Medical Team (As deployed by CMO) |
Medical Facilities |
Note:
1. For all the purchases related to Convocation, the Coordinator and co-coordinator shall be the CFA upto Rs. 5 lakh. Cases above 5 lakh shall be processed with the approval of the Director.
2. All concerned committees shall act as Purchase Committee for their respective roles. The committee will be responsible for obtaining prior approval from coordinator/co-coordinator on the estimates, arrange quotations, and to make purchase committee recommendations.
3. The committee under chairmanship of Dr. Sunny Zafar will act as Special Purchase Committee to process all the purchases on the recommendations of the concerned committees. This committee will also obtain approval of CFA and arrange for the issue of Purchase Orders through S&P/Construction Wing, as applicable.
4. Purchase Orders shall be issued only through S&P Section/Construction Wing.
This issues on the approval of the Competent Authority.
(Dr. Kumar Sambhav Pandey)
Registrar
Copy To: (via email)
1. Directorate
2. All Faculty/Staff through email
3. Institute Website
