PTVA's Director Desk
Computer Centre Policy
  1. Objective
    1. The Institute’s computer centre policy exists to maintain, secure, and ensure legal and appropriate use of Information technology infrastructure established by the Institute on the campus.
    2. This policy establishes institute-wide strategies and responsibilities for protecting the Confidentiality, Integrity, and Availability of the information assets that are accessed, created, managed, and/or controlled by the institute.
    3. Information assets addressed by the policy include data, information systems, computers, network devices, intellectual property, as well as documents and verbally communicated information
  2. Applicability
    1. Applies to all the users such as Students, Teaching Staff and Non-Teaching Staff members of the Institute.
    2. Resources
      • Network Devices wired/ wireless
      • Internet Access
      • Official Websites, web applications
      • Official Email services
      • Data Storage
      • Mobile/ Desktop / server computing facility
      • Documentation facility (Printers/Scanners)
      • Multimedia Contents
  3. Policy
    1. Responsible use of Information Technology Resources

      PTVA’s Institute of Management provides computing, networking and information resources for use as business tools to support their efforts to meet their institute related objectives. Individuals are expected to be careful, honest, responsible, and civil in the use of computers and networks. Any use of institute’s computers and networks by employee(s)/student(s) that is inappropriate to the workplace or otherwise contributes to creating a harassing or uncomfortable workplace, or creates a legal risk will subject the employee(s)/student(s) to counselling, formal disciplinary action and/or termination.

      The Institute reserves the right to restrict the use of its information technology resources and to remove or limit the access to information technology resources as required.

    2. IT Hardware Installation

      Institute network user community needs to observe certain precautions while getting their computers or peripherals installed so that he/she may face minimum inconvenience due to interruption of services due to hardware failures.

    3. Warranty & Annual Maintenance Contract

      Computers purchased by the institute should preferably be with 1-year on-site comprehensive warranty. After the expiry of warranty, computers should be under annual maintenance contract. Such maintenance should include OS re-installation and checking virus related problems also.

    4. Network Cable Connection

      While connecting the computer to the network, the connecting network cable should be away from any electrical/electronic equipment, as they interfere with the network communication. Further, no other electrical/electronic equipment should be shared with the power supply from where the computer and its peripherals are connected.

    5. File and Print Sharing Facilities

      File and print sharing facilities on the computer over the network should be installed only when it is absolutely required. When files are shared through network, they should be protected with password and also with read only access rule.

    6. Shifting Computer from One Location to another

      Computer system may be moved from one location to another with prior written intimation to the Computer Centre, as Computer Centre maintains a record of computer identification names and corresponding IP address.

    7. Maintenance of Computer Systems provided by the Institute

      For all the computers in the institute premises the responsible person/incharge/AMC personnel of the Computer Centre will attend the complaints related to any maintenance related issues and work towards resolving the same with authority(ies) of the institute.

    8. Noncompliance

      PTVAIM’s faculty, staff, and students not complying with computer hardware installation policy may leave themselves and others at risk of network related problems which could result in damaged or lost files, inoperable computer resulting in loss of productivity. Hence, disciplinary action will be taken against those individuals who are not complying with the policy of the institute.

    9. Software Installation and Licensing Policy

      Any computer purchases made by the institute should make sure that such computer systems have all licensed software (operating system, antivirus software and necessary application software) installed. Respecting the anti-piracy laws of the country, the institute’s IT policy does not allow any pirated/unauthorized software installation on the institute owned computers. In case of any such instances, institute will hold the individual personally responsible for any pirated software installed on the computers.

    10. Backup(s) of Data

      Individual users should perform regular backups of their vital data present on their computers. Virus infections often destroy data on an individual's computer. Without proper backups, recovery of destroyed files may be impossible. Backup of all important documents should be taken every 15 days that are of administrative & financial nature and atleast every 1 month with respect to data and documents of teaching staff.

      These electronic Backup must be taken on atleast 04 External Hard Disks (For example, Two at Institute and Two shall be kept outside of the Institute at safe place in Locker by office personnel) and the same has to be kept at a safe location outside the institute. Hence, institute has taken a locker at Pethe Safety Lockers (P) Ltd. where all important data related to the Institute shall be kept in the form of portable drive (external hard disc).

    11. IP Address Allocation

      Any computer (PC/Server) that will be connected to the institute network, should have an IP address assigned by the computer centre. Following a systematic approach, the range of IP addresses that will be allocated to each computer is decided.

    12. Email Account Use Policy

      In an effort to increase the efficient distribution of critical information to all faculty and staff it is recommended to utilize the institute’s e-mail services, for formal institute communication and for academic & other official purposes. E-mail for formal communications will facilitate the delivery of messages and documents. Formal University communications are official notices from the institute to faculty, staff and students. These communications may include administrative content, such as human resources information, policy messages, general institute messages, official announcements, etc.

    13. Responsibilities of the Administrative Unit

      Computer Centre needs latest information from the Admin Office of the institute for providing network and other IT facilities to the new members of the institute and for withdrawal of these facilities from those who are leaving the institute, and also for keeping PTVAIM’S website up-to-date in respect of its contents under the guidance of the faculty incharge. The IT resource along with the admin office shall back(s) up all the required data of employees leaving the organization in the institute’s external hard disk drive.

    14. Video Surveillance Policy

      The CCTV system has been installed by institute with the primary purpose of reducing the threat of crime generally, protecting institute’s premises and helping to ensure the safety of all staff, students and visitors consistent with respect for the individuals' privacy. These purposes will be achieved by monitoring the system to:

      • Deter those having criminal intent
      • Assist in the prevention and detection of crime
      • Facilitate the identification, apprehension and prosecution of offenders in relation to crime and public order.
      • Facilitate the identification of any activities/event which might warrant disciplinary proceedings being taken against staff or students and assist in providing evidence to managers and/or to a member of staff or student against whom disciplinary or other action is, or is threatened to be taken.
Computer Centre Standard Operating Procedure
Aim :
  • The computer centre is an all-purpose facility designed to meet the requirements of the academic and administrative staff and the students of the institute.
  • The systems in the centre are equipped with the latest software which are in tune with the industry requirements.
  • The faculty can update their technical skills by using various packages available in the systems and can share their knowledge with the students.
  1. Email account creation
    1. The accounts department is entrusted with the task of creating new accounts for new hire, which generates the new email account. All usernames are tracked so as to avoid duplication.
    2. The email account for new hires is created within one hour. The accounts department immediately informs the new hires by mailing the user name and temporary password to their personal email account. The new hire is prompted to change the temporary password on the first login.
    3. The nomenclature followed for teaching staff is; firstalphabet(firstname)
    4. The institute has a standard email account id for the Director of the institute with the email id and Non-Teaching staff which comprises of the accounts admin, and library section with their email ids as, and respectively.
  2. Email account deletion
    1. When a faculty member leaves the institute by resignation or termination, the email account will revert to the institute. In case of termination the email account gets blocked by the accounts department within 30 minutes of termination.
    2. If the employee resigns the email id will revert to the institute after completing the exit formalities on the last day of the employee in the organization. The accounts department changes the password of the email account and keeps the email account active for 30 days before deleting.
    3. The account holder is expected to clear the account of personal correspondence before leaving.
  3. Warranty & Annual Maintenance Contract
    1. Computers purchased by the institute should be on a comprehensive warranty of 1-year on-site.
    2. After the expiry of warranty, computers should be under annual maintenance contract. Such maintenance should include OS re-installation and checking virus related problems also.
    3. The computers should be periodically checked every 3 months for any operating system related updates, new versions of software and general hardware related issues.
  4. Maintenance of Computer Systems provided by the Institute
    1. In case of complaints related to any maintenance issues of the computer hardware or defunct functioning of any software the employee should mail /call the IT resource person.
    2. The responsible person/in charge/AMC personnel of the Computer Centre will attend the complaints related to any maintenance related issues and work towards resolving the same within 2-3 working days depending on the nature of problem.
  5. Data Backup
    1. The institute has external hard disks drive of data storage capacity of 500 Giga Byte to 2 Tera Byte. Important data relating to various functions viz. academic, examinations, accounts and administration is stored in these hard disks drive. The storage is placed on the campus and outside the premises in the trust office for future retrieval.
    2. Data is backed up periodically every 15 days (atleast once a month for teaching staff) in the portable drive (external hard disk) which is in the institute and at Pethe Safety Lockers (P) Ltd. The cycle of data backup is twice between 12th to 15th & 28th to 30th of every month.
    3. Data is backed up to provide disaster recovery and for future retrieval.
  6. Website Updation and Maintenance
    1. Any update to be made on the institute’s website has to be routed through the faculty in charge of the website and the Director of the institute.
    2. A request mail containing the nature of the Updation along with the content needs to be mailed to the faculty in charge at least 24 hours in advance
    3. The faculty in charge sends the details of the content to the vendor in charge of the website updation and maintenance.
    4. The vendor updates the content on the website within 3-6 hours of sending him the content if the request is made on working days between Monday to Friday depending on the nature of updation and urgency of the task. If request is raised post working hours after 6:00 pm on Friday, the content would get updated on the next working day i.e. on Monday
  7. Audio Visual
    1. The Computer Centre resource personnel will assist teaching and non-teaching staff with any audio visual needs. To ensure a successful conference or presentation, the following must occur;
    2. A request is to be raised with the computer centre resource at least 24 hours in advance to ensure the request is met diligently.
    3. The resource person will attend to the request raised to ensure the details of the project and plan accordingly.
  8. Disposal of Electronic Equipment
    1. The Computer Centre disposes of outdated electronic equipment. In order to dispose of equipment, the user must submit an email to the computer centre resource/ in charge marking a carbon copy to the vendor and the director, faculty in charge and accounts department.
    2. The IT resource will keep outdated equipment in storage for at least 60 days, after which, the equipment will be disposed of at an environmentally friendly electronics recycle location or the vendor where the hard drives will be destroyed and a certificate of destruction will follow.
Building, Maintenance & Repairs Policy
  1. Objective

    To timely maintain Institute’s building and its assets according to regulatory & statutory compliance.

  2. Applicability

    To all students and staff members of P.T.V.A’s Institute of Management.

  3. Policy
    1. Introduction

      The buildings are assets which need to be maintained in order that they may function effectively and efficiently in supporting the delivery of services. Any deterioration in a buildings physical condition, due to lack of maintenance can adversely affect service delivery, and also create legal, health & safety and reputation issues for the Institute.

      The maintenance of buildings is critical to the proper management of assets and the overall management of capital receipts, in achieving the Institute’s objectives.

      The creation of a BMR Policy clarifies the roles and responsibilities of all parties and maps out a process of prioritisation of limited resources to make premises safe and operational.

    2. Scope of building maintenance

      Maintenance can be defined as ‘the combination of all technical and administrative actions including supervision, intended to retain an item or restore it, to a state in which it can perform a required function’.

      This policy applies to the maintenance of all institute owned assets and, for clarity, a building is defined as – “Any roofed structure enclosing space and intended for use as a shelter (for people or property) or for educational, and administrative functions.

      Building maintenance activities includes all work on existing building assets, including utility services and external infrastructure within site that is undertaken to achieve the following objectives.

      • To retain the asset in a condition in which it can perform its intended function.
      • To prevent deterioration and failure or extend the life of the asset.
      • To restore to correct operation within agreed specification.
      • To restore physical condition to an agreed specification.
      • To recover from structural and service failure.

      Work excluded from ‘building maintenance includes:

      • Improvements and upgrading to meet new service capacity or function.
      • Refurbishment to new condition to extend the capacity of the asset.
      • Optimising capital receipts on disposal of building assets where additional income exceeds expenditure.
    3. Management process

      The Building, Maintenance & Repairs committee, was established to co-ordinate and prioritise the maintenance of the institute’s assets.

      Responsibility of users will be clearly stated in order that day to day management of the buildings are understood and appropriate training will be provided.

    4. Policies and standards

      The following summarises the structure proposed for the effective and efficient management of building maintenance within the Authority.

      The Maintenance Policy is based upon the following criteria in order of priority.

      • Health & Safety issues.
      • Statutory requirements e.g., fire, electrical etc.
      • Structural integrity of all institute owned non-Housing building stock.
      • Ensuring Civic/main operational public buildings and ‘front facing’ public paying facilities, e.g. Leisure facilities, are maintained at a suitable standard to reflect their purpose.
      • Building fabric, except for unoccupied assets and those identified for disposal
      • Maintenance of unoccupied assets and those identified for disposal.
    5. Condition Assessment/ Surveys

      Periodic (every 15 days) assessment and survey of the assets are done by the Maintenance committee. Observations are recorded and actions are taken after approval from management.

    6. List of equipment / services and their maintenance
      1. Air Conditioners: Institute premises is centrally air conditioned and has engaged M/s Daikin Air-conditioning India Pvt. Ltd.
      2. Water Purifier / water coolers: The drinking water facility has been adequately available and provided in the Institute’s premises. Currently we are having AMC for water purifier and water coolers. Cleaning of all reservoirs is done on six monthly basis and testing of water is done periodically every three months. Portable water supply and outlets for drinking water are placed at strategic locations.
      3. Lift: The lift facility of the Institute has been procured from M/s ThyssenKrupp Elevators (India) Pvt. Ltd. and the maintenance is also being carried out by the same vendor. The Institute is having 5 years of maintenance contract with aforesaid vendor.
      4. Biometric Machine: The institute has biometric attendance for teaching and non- teaching staff and its maintenance is done through AMC.
      5. CCTV: The institute is covered by CCTV surveillance and the working of CCTV is maintained by AMC.
      6. EPABX System: All telephone are connected to EPBAX and it is maintained by AMC.
      7. Pest Control: Regular pest control is done in the institute by AMC.
      8. Fire: The institute is equipped with fire safety devices as per compliance and maintenance of fire safety equipment’s is done on regular basis by AMC.
Library & Information Resource Centre Policy
  1. Objective

    To achieve smooth, coordinated functioning of library and help students, faculty and staff to get maximum benefits of the facilities available in library.

  2. Applicability

    To all students and staff members of P.T.V.A’s Institute of Management

  3. Policy

    PTVA’s Institute of Management practices Dr. S. R. Ranganathan’s (Father of Library Science) Five Laws of Library Science in view of the growing Information and Technological trends, changing user expectations, supporting research and innovation through qualitative collection.

    These Laws are:

    • Books (Documents) are for use.
    • Every reader his/her book (documents).
    • Every book (documents) its reader.
    • Save the time of the reader.
    • The library is a growing organism.

    These shall be achieved by

    • Building Qualitative collection to support teaching, learning, research and innovation activities.
    • Building advanced technological infrastructure to support all library housekeeping operations.
    • Undertaking training activities to make the use more aware of the library and online resources.
    1. Procurement policy and procedure
      1. Purchase and use of current titles.

        The Library undertakes following method for purchasing new titles.

        • The Library procures books recommended by the University and as per AICTE Norms.
        • The library procures the books which are duly recommended by teachers and students through the process of filling up ‘Requisition Form’.
        • The Library procures books on Approval basis from various book venders considering courses available in our Institute. The teachers are invited to approve the books by filling up the Requisition Form.
        • The Library invites quotations from vendor(s) regarding cost and discount available on each title.
        • After receiving Sanction from The Director Sir, approved books are procured.
      2. E – Journals / Online Databases

        Online journals and databases are subscribed to meet growing requirements of students for project work, assignments research work as well as for the undertaken by our faculty members including those pursing doctoral degrees.

      3. Software

        The library software i.e. SLIM21 keeps track of the documents. The library staff makes use of software to answer queries by students regarding location of book shelves, issuance and number of copies available.

    2. Discount offered on books/ periodicals

      Every registered book suppliers need to offer discount on the books purchased for the library.

      The registered book vendors/publishers offer 20% discount on books through the Good Office Committee (refer to GOC by laws) suggests

      10% discounts on books. However, we get around 20% and less than in few cases.

      As per as journals are concerned, by GOC rule, we do not get any discount on periodicals. However, there are some subscription agents who offer us discount and there are no ‘fixed discount rates’.

      Annexure: GOC Regulations

    3. Inter library loan policy

      I. Definition

      An interlibrary loan is a transaction in which a library material, or a copy of the material, is made available by one library to another Library of the college/institutes/organization upon request.

      II. Purpose

      The purpose of interlibrary loan services is to obtain library materials for our patrons that are not available in our Library and to lend materials from our collection to all eligible requesting libraries.

      III. Interlibrary Borrowing

      A. The reader needs to request for the title in writing. The participating library needs to submit the request in writing and collect the book, if it is available in our Library.

      B. Loan Materials

      1. The following materials are usually available for interlibrary loan:
        • Books
        • Photocopies of periodical and newspaper articles (from hard copy, microfilm and microfiche).
      2. Most libraries will not ordinarily lend the following types of material:
        • Rare or valuable material, including manuscripts
        • Bulky or fragile items that are difficult or expensive to ship
        • Material in high demand at the lending library (i.e. “best sellers” recently published items, etc.)
        • Audio visual materials

      C. Borrower’s Responsibilities

      1. Each patron is responsible for checking the holdings of our Library for the item before requesting it on interlibrary loan.
      2. Loan Period:
        • Maximum 20 Days for Teaching and Non-teaching Members
        • Maximum 7 Days for Students
    4. Circulation Policy
      1. 3 books/Journals are issued against library card to every student for 15 days. After 15 days of the issuance, the borrower of books/study material has to return or reissue (only 1 reissue is allowed) book for further 15days otherwise Rs.5 per day fine will be charged.
      2. To help students book reissue facility available on phone only once.
      3. If issued Books or Journals are lost, students are required to inform library counter immediately to avoid levying further fines and follow the guidelines related to replacement cost along the fine on prorata basis.
      4. If Library card is Lost, Duplicate library card can be given on payment of duplicate library card charges.
    5. General Rules
      1. Library will remain open From 8.30 a.m. to 9.00 p.m. (Monday to Saturday). From 10 a.m. to 6 p.m. (Sunday)
      2. Library will be closed on Public holidays
      3. Bag/Cell phone/Laptop not allowed in Library
      4. Consuming food or drinks (except water) is not allowed in library.
      5. Pin drop silence and library decorum is expected.
      6. Damage to Library Property will have disciplinary action.
    6. Newspapers Policy

      We believe that Newspapers are the Stepping stone to inculcate reading habit among the students at the same time provide information which will be very helpful in their academic and professional life. Newspaper are playing vital role in updating current information to students and staff. Our Library has been subscribing leading Newspapers.

      The Library undertakes following method for purchasing of Newspapers.

      • The library Subscribed Newspapers which are duly recommended by teachers through email request.
      • After Receiving Newspaper Requisition, enquiry is made by library to local newspaper agent regarding cost of recommended newspaper
      • After getting approval from Director Sir, Newspaper will be subscribed on monthly bill basis.
      • Stands are available in library for display of newspapers.
      1. 3.7.1 Discard policy - Old newspapers are discarded on half yearly basis. Books are not discarded till now as the institute was set up in 2009 and the same has to be retained for minimum 15 years which are in good and legible condition.
    7. e-Books / e-Journals/ e-database

      Institute shall subscribe e-Books / e-Journals/ e-database from time to time as required by AICTE and on teachers. Also Library in-charge shall maintain usage report of all e-databases and discuss with relevant teachers at the time of renewal.