COCHIN UNIVERSITY OF SCIENCE AND TECHNOLOGY

(Abstract)

UGC Regulations 20 10 - Career Advancement Placements/ DirectRecruitment of Library Professionals - Development of AcademicPerformance Indicator (API) based Performance Based Appraisal System(PBAS) in the University - Report submitted by the Committeeconstituted by the Academic Council - Resolution of the AcademicCouncil - Communicated - Orders issued.

ADMINISTRATION 'A' SECTION

No.Ad.A5/ 175/UGC Vol. IV Dated, Kochi-22, 01.01.2014E ;|;6

Read: 1. G.O (P) No. 392/2010/H.Edn dated 10.12.20102. U.O No. Ad. D2/UGC/PR/2OO6 dated 22.12.20103. Item No. II (1) of the Academic Council held on

27.07.2013.4. Item No. II (37) of the Academic Council held on

30.11.2013.

O R D E R6

As per the UniversitY Grants Commission Regulations 2010, theUniversity has to develop an Academic Performance Indicator (API)based Performance Based Appraisal System (PBAS) to be followedtransparently in all selection processes for Direct Recruitment andCareer Advancement Placements of Teachers/ Library Professionals.Accordingly, Academic Performance Indicator based Performance BasedAppraisal System (PBAS) formats were devised for the teachers of theUniversity.

The Academic Council at its meeting held on 27.07.20 13[Item No. II (I)] resolved to constitute a Committee, consisting of thefollowing members for formulating the Academic Performance Indicator(API) based Performance Based Appraisal System (PBAS) for CareerAdvancement/ Direct Recruitment of Libraiy Professionals underUniversity Grants Commission Regulations 2010 :-

DFKPoulose Jacob, Pro-Vice-Chancellor

· Prof. P.R PoduvalDr. V.S Sebastian

Accordingly, the Committee at its meeting held 'on 13.11.2013 atthe Pro-Vice-Chancellors Chamber considered the matter of calculationof Academic Performance Indicator (API) to be used for CareerAdvancement Scheme of Library Professionals in accordance with theUniversity Grants Commission Regulations 2010 and submitted ,itsreport along with a proforma for promotion/direct recruitinent of Library

professionals (Appendix I).

(Contd...2)

2 -

The Academic Council held on 30.11.2013 considered the abovereport submitted by the committee and resolved to accept thePerformance Based Appraisal System (PBA$) proforma for SelfAssessment/ Direct Recruitment/ Promotion under University GrantsCommission Career Advancement Scheme for University DeputyLibrarian/University Assistant Librarian/ Equivalent posts. The proformaalong with the instructions is appended (Appendix I). ' '

Orders are therefore issued communicating the resolution' of ·theAcademic Council subject' to reporting to Syndicate. i ' I

To

Dr. k,iSa%nProfessor -Fharge-of

REGWTRARL

All Heads/ Directors of Departments/ SchoolsThe Principal, School of EngineeringThe Principal, Cochin University College of Engineering KuttanadThe University Librarian in-chargeThe Joint Director of Local Fund AuditThe Director, Centry'for Information Resource Management

(to upload in the University website)The Joint Registrar (Academic) /Assistant Registrar (Academic)PS to VC/PS to PVC/PA to Registrar/PA to Finance OfficerConference Section (for noting the follow-up action)Day File/ Stock File/File Copy

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Name & Address of the University Department:

REVISED PBAS PROFORMA FOR SELF ASSESSMENT / DIRECT REcRUjTMENTlPROMOTION UNDER UGC CAREER ADVANCEMENT"SCHEME FOR UNIVERSITYDEPUTY LIBRARIAN/UNIVERSITY ASSISTANT LIBRARIAN/COLLEGE

"" -LIBRMemN equivalent posts

Application for promotion from: Self Ass.essment:

Direct Recruitment:

. . .CAS Promotion:

Total API score calculated as per Appendix 3: qp

Period of Assessment for the purpose of Self Assessment / Promotion:

Instructions for promotion under UGC Career Advancement Scheme (CAS) for Library

- Staf{,g=bin flniversity of Science & Technology, Cochin 682022

Instructions for Filling up Part B of the PBAS Proforma

For promotion as :(i) Assistant Librarian to Assistant Librarian (Senior Scale) : Stage 1 to Stage 2(ii) Assistant Librarian (Senior Scale) to Deputy Librarian / Assistant Librarian (SQection

Grade) : Stage 2 to State 3(iii) Deputy Librarian / Assistant Librarian (Selection Grade) to Deputy Librarian /

Assistant Librarian : Stage 3 to Stage 4(iv) Deputy Librarian / Assistant Librarian (Selection Grade) Stage 4 to Librarian

(University only) Stage 5

- r ·,m"~-B o£.the Proforma is based on Appendix Ill, Table VII of the UGC Regulations2010.

· For Category Ill the detailed information for the entire assessment period is to beprovided.

The proforma is to be filled up as per .these tables and self-assessment scores given. For eachcategory, even though several avenues of activities and their API scores are given to provide

.choice/opportunity to the teacher, maximum limit of scores that can be given or carried forwardunder each category/area is indicated in Table ;VII of the UGC Regulations.

The self - assessment scores are further to be based on the indicators/activities given below.. (Universities may modify the detailed indicators and related scores based on their experience and

requirement without changing the score requirement assigned and sub - categories in AppendixIll, Table VII.) r 0

NB...: The self-assessment scores are subject to verification by the university/college, and by the" "screeml!lgal:;n-venfication Committee or Selection Committee as the case may be.

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Cochin University of Science & technology reserves the right to modifY the criteria/normsas required form time to time without any notice.

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CATEGORY I: PROCUREMENT, ORGANIZATION, AND DELIVERY OF

KNOWLEDGE AND INFORMATION THROUGH LIBRARY

SERVICES

Maximum score allotted: 125Minimum API Score required:75

Indicators / Activities MaximumNo. Score

Library resources organisation and maintenance of1 books journals 40

reports; Provision of Library literaturereader-services, literature retrievalservices to researchers and analysis of reports; Provision of assistanceto the departments of college with the required inputs for preparingreports, manuals and related documents; Assistance towards updating

website with activity related information and for bringing outinstitutional Newsletters, etc.

1.1 Library resources organisation and maintenance of books, journals,r

reportsBooks collected / acquired (collection Building) (2 points each)

Books (Text Books, Reference Books, Books on General Reading

" etc.) purchased

" journals Subscribed

· E-journals, E-books, CD-ROMs

· Reports collected

" Back volumes collected / BoundMaintenance of collection (2 points each),

· Technical Processing

· Accessioning

.· Classification

· Cataloguing

· Book Binding" Training to library staff to maintain collection

Book Purchase Policy (2 points each)

· Recommended by Teachers· Recommended by Students/Staff (other than teachers)

· Recommended by Check list

· Publisher Catalogue° Books Review, exhibition , etc

" Arrangement of Collection / Stack Arrangement

" Subject-wise / Classified shelving

· Alphabetical shelving" Stock verification is completed regularly

" Write off/ weeding out of books, reading materials, etc.· Collection Promotion .Expl.:- Display, Additions list, in house

exhibition

1

Provision of Library reader-services, literature, retrieval services to researchers1.2 and analysis of reports (2 points each)

" Reference Service" Current Awareness Services" Selective Dissemination of Information Services

" Bibliographic/Catalogues/ Index Services" Inter Library loan Services ""-Am?k - . .

" On-line Public Access catalogue (OPAC)

" Home lending Services" Reprographic Services ,'*° Internet Information Services" Information Extension Services C

e.$?' E-Journals Services . Ej%

" Period ical Contents Services #

" Information Analysis for catalogue / Index

" Document Deriving Services" Audio-Visuals information Services· Indexing / Abstracting ServicesDisplay of new arrivalsLiterature search

1.3 Provision of assistance to the departments of University / departmentsWith the required inputs for preparing reports, manuals andrelated documents (2 points eaCh)

· Assistance by providing documents under documents delivery facilitiesto Departments L-- "=

· Assistance by providing Technical guidance to develop DepartmentalLibrary

· Assistance by providing books to faculties of Department

· Assistance by providing Indexing / Abstracting /Periodical Contents to !' AN5faculties of Departments/.Sections i

Z

· Data inputs for preparing ann'ua! reports S

· Data inputs for preparing other reports (AICTE,UGC, NAAC...etc1.4 Assistance towards updating website with activity related information

and for bringing out institutional Newsletters etc. (2 points each)" Information Provided about Library' Information Provided about Services rendered

· Information Provided about Link of e-Resources· Information Provided about new additions" Information Provided about Transactions" Information Provided about Library members· Information Provided for University / College publication

32 Information Communication Technologies (ICT) and other new technologies 0

application for up gradation of Library Services such as automation ofcatalogue, learning resources, procurement functions, circulation operationsincluding membership records, serial subscription system, reference andinformation services, library security (technology based methods such asRFIS, CCTV), development of library management tools (software), intranetmanagement. (Maximum Score: 30 points)

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2.1 Information Communication Technologies (ICT) and other new technologies

application for up gradation of Library Services (2 points each)

" Library Automation" Data Capturing" Provision of OPAC" Membership data creation / Readers data creation

" Computerized Reports Generation" Computerized Alphabetic list of books generation

" Daily / Weekly /Monthly computerized Reports generation fortransaction

" Computerized Acquisition" Computerized periodicals Registration" Computerized list of back volumes' Computerized list of members / readers

Provision of Library security (technology based methods such as RFID, CCTV). (22.2 points)

" RFID Technology" CCTV Technology

" 3MP Technology

" Other electronic Security

· Library Management Software" Internet for Library management /function

Development, Organization and management of e-resources including their3 accessibility over lntranet / Internet, 25

Digitization of library resources, e- delivery of information, etc.Development, Organization and management of e-resources including their

3.1 accessibility over Intranet / lnternet(4 points each)

· Web Resources facilities provided to readers ExpI. - Consortia, Openaccess journals, DOAJ, j-Gate, etc.

3.2 Digitization of library resources & e-delivery of information in the University

· Digital Library developed for readers ( 4 points)" Information collected and delivered thorough electronic devices to

Institutional Departments / Sections and readers ( 4 points)" Digitization / Computerization of Library ( 4 points)

" Digitization / Lamination of Rare Books, Manuscripts, etc( 4 points)

Management of e-Recourses

· Databases Subscribed ( 4 points)Types of Databases Management

· CDs stored ( 1 points)

· Hard Disk stored (1 points)· Printed and stored ( 1 points)

4 User Awareness and Instruction programmes {orientation Lectures, Users 20training in the use of library services as e-resources, OPAC; Knowledge

resources, user promotion programmes like organizing book exhibitions,other interactive latest learning resources etc.

4.1 User Awareness and Instruction programmes(3 points each)

· Users education activities" Training or knowledge inculcation to readers about , How to use library

resources· Library talks / Lectures arranged for users· Instructions inculcation / display about OPAC

3

"1

Information Sources promotion programmes (3 points each)

· Originating Books exhibition

Originating journals display

° Bulletin Board Services" Display of New Added books" Conducting Information literacy programmes

Additional services such as extending library facilities on holidays, Shelf5 Order 10

Maintenance, Library User Manual, Building and Extending InstitutionalLibrary Facilities to outsiders throukh External Membership Norms.

5.1 Additional services such as extending library facilities on holidays (2 pointseach)

" Textbook Section services provided" Reading Room facilities provided" If required, Reading Room hours extended

Sanitary and Drinking Water services provided including" holidays

Shelf Indicators / stickers maintained in stack to guide the" readers" Library users manual brought out to guide the readers

Institutional Library Facilities to outsiders through External5.2 Membership

Norms. (2 points each)

° Reference Service" Reprographic" Temporary memberships" Referral service· Memberships opened to institutes" Inter Library Loan SeNices provided to institutes

CATEGORY II: CO-CURRICULAR EXTENSION AND PROFESSIONAL DEVELOPMENT

RELATED ACTIVITIESMaximum score allotted: 50 Minimum API Score required: 15Sr. Nature of Activity . Max.

No Score

ii) Students related co-curricular, extension and field based activities (Such 10

as CulturalExchange and Library Service Programmes, Various level ofextramural andintramural programmes, extension, library-literary work throughdifferentchannels)

Students related co-curricular, extension and field based activities (5 pointseach)

" Cultural/ exchange programmes originated for internalInstitutions students

" Cultural/ exchange programmes originated for externalInstitutions students

" Originating of Extension programmes arranged for awarenessamong students / public

" Lectures delivered for local students / Lectures delivered for university

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students" Library Hours arranged for internal/ external students.. Library Service provided outsiders. Professional support to other libraries

(ii) Contribution to Corporate Life and Management of the Library units and 10institutionthrough participation in library and administrative committees andresponsibilities.Contribution to Corporate Life and Management of the Library units andinstitutionthrough participation in library and administrative committees andresponsibilities.(2 points each)

" Library committee is formed" Library committee meets regularly· Senate" Management Council' Academic Council' Book selection committee

Local University / Dept. Library committees

· Selection committees/screening cum Evaluation committeesI

' Professional Development Activities {such as participation in seminars,(iii) conferences, 30

short term courses, e-library training courses, workshops and evens, talks,lectures,membership of associations, dissemination and general articles not coveredincateRory Ill below).Professional Development Activities (5 points each)

· Participation in Seminars / Conferences / Workshops,Training Course, etc.

· Delivered lectures for professionals at Seminars, Conferences,Workshops,Training, Orientation/ Refresher Courses.

· Membership of Professional Associations· Professional Information Disseminated through Bulletin Board,

Brochures, Pamphlets etc· Creation of information, new methodology, new techniques to

manage library profession· Editor / Sub-editor / Associate editor/ Patron etc. of

publications

· Organizer / Convener/ Committee Members etc. forp rofessional activities

· General articles and other literary works

5

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CATEGORY Ill: RESEARCH AND PUBLICATIONS AND ACADEMIC CONTRIBUTIONS

Sr. Parameters Particulars API Score allotted

No.

lll(a) Research Refereed journals * 15 per publicationlIPublication

(journals)

Non-Refereed but recognized and 10 per publicationreputed

journals and periodicals, havingISBN / ISSN numbersConference Proceedings as full 10 per publicationpapers, etc.

P

(Abstract not to be included) I

, " Total of Ill (A)r,

Ill(b)

Research Publications 50/sole author 10/chapter !: (Books, Chapters in Text or Reference Books In an edited book' Books other than Published by

Refereed journal International Publishers with anarticles) ,established

peer'review system.

Subject Books by National / State 25jsole authorlevelpublishers and Central Govt. 5/chapter in anPublicationswith isbn/issn numbers. edited book

Subject Books by Other local 15/sole author ""1publishers withISBN/ISSN numbers. 3/chapter in ani

6

iedited book i

l

._.._Chapters contributed to editedknowledgebased volumes published by 10/chapterInternational

6

Publishers

~Chapters in knowledge basedvolumes by

|ndian/Nationa| level publishers 5/chapter

withJ

ISBN/ISSN numbers and withi

t

numbers ofll i

national and international

directories

Total of Ill (B)

llll(C)

(i) Sponsored projects Major projects amount mobilized 20 / projectwith grants

carried out/ ongoing above Rs. 5.0 Lakhs

Major projects Amount j¶projectmobilized withl

minimum of Rs. 3.00 Lakhs up to

Rs. 5.00

Lakhs ,

i Minor projects (Amount iO/projectmobilized withgrants above Rs. 25,000 up to Rs.3 Lakhs) I'

IC

Iii) Consultancy projects Amount mobilized with minimum 10 per Rs. 2 Lakhsof RS.2.00

! carried out / ongoing Lakhs.

Amount mobilised in multiple of

Rs. 2 Lakhs.

= R

(iii) Completed projects : Completed project report 20 / Major project(Accepted by

Quality Evaluation funding agency) 10 / Minor projecti

l iv) projects Outcome / Major Policy document of Govt. iO/ State Level;

Bodks at

Outputs Central and State level: 30 / National,level;50/lnternational

Level Output/

Patent

Totalof Ill

(C)11ID

MLISC Degree awarded only 2 per candidateProjectGuidance

M.Phill Degree awarded only 3 per candidate

. a

7

!(|1) Ph.D. Degree awarded only 10 per candidate

m 7 per candidateThesis Submitted

Total of Ill (D)

IIIE(i) Refresher course Not less than two weeks duration 20 each

S,' Methodology

workshops, Training,Teaching-Learning-

Evaluation Technology Not less than one weeks 10 eachduration

Programmes, Soft

Skills development

Programmes, Facult

yDevelopment

Program m es (Max: 30

points)

Iii) Papers in Conference/ ,Partitipation and Presentation ofresearch

l Seminars / workshops papers (oral/poster) in

etc.(that are not International Conference 10 Points each

!included in Ill A) **

National 7.5 Points each 1

Regional/State level 5 Points each

Local —University/College level 3 Points each

- -—(iii) International 10 Points each

Nati9nal level 5 Points each

Regional /Local level 3 Point each

, , invited to deliver lecture or|Make presentations forkonferences / symposia

I Total of Ill (E)

8