What are the Instructions related to Documents for HoD's signature for approval, recommendation, or forwarding?
1. All request for approvals should be either fully ‘fully by digital through AMS’ or ‘physical hardcopy’ and through proper channel. Office do not recommend email approvals.
Important: Email related to all administrative and academic needs should be addressed to
office@civil.iitb.ac.in with a copy to
hod@civil.iitb.ac.in. Do not send email to personal email id of hod for hod related matters. Sensitive or confidential information if any may be sent ONLY to
hod@civil.iitb.ac.in.
2.
Digital: This mode is preferred. The request letter/filled form as relevant should upload in AMS portal (For any doubt refer
AMS Help). First get your facad/supervisors digital signature, and then request HoD's signature (search for misc.head.civil) by using the 'REQUEST SIGNATURE' option of AMS. Keep office in copy (search for misc.office.civil) by using the 'SEND DOCUMENT' of AMS.
2.
Physical: It means hard copy of your request on A4 paper with your facad/supervisors signature on the hard copy (this is preferred, since main building requires hard copy in most cases), with relevant attachments.
4.
Note: We do not encourage mixing of physical and digital, and copy pasting scanned version of your signature. Only exception is that if you have a collaborator outside IITB and his/her signature can be an inserted or signed by hand using digital pens.
5. All students requests should have:
a. The roll number and full name
b. The admission category (B. Tech/M. Tech/PhD and TA/TAP/QIP/ etc,)
c. All signatures should have date (not applicable if signed through AMS).
6. All TA/TAP/QIP etc. students must get prior approval for leave (except for medical emergencies) before proceeding for leave. Forgetting to punch attendance is strongly discouraged and may have to be treated as leave or may result into lapse of stipend.
7. All financial matters require prior approval, and bills have to be submitted at the earliest (as per institute norms) and a copy of the approval must be submitted along with settlement/reimbursement requests.
8. All HoD office related mails should be sent to
office@civil.iitb.ac.in for academic/administrative matters and
stores@civil.iitb.ac.in for financial/purchase matter (and if in doubt which category, then sent to both) and need not to be copied hod. It is also advised not sent any email to individual staff of the HoD's office.
9.
Meeting HoD: Most of the matters can be resolved by your supervisor/facad and/or office staff. If any matter is still not resolved, please mail
hod@civil.iitb.ac.in with cc to
office@civil.iitb.ac.in