LOVELY PROFESSIONAL UNIVERSITY Student Employment Services Manual

LOVELY PROFESSIONAL UNIVERSITYPHAGWARA (DISTT. KAPURTHALA), PUNJAB

Student Employment Services Manual

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INDEX

Chapter No. Topic Page no.

I Objective 4

IIEligibility

4

IIITenure of these jobs

4

IV Nature and Description of Jobs 4 to 7

VJob Notifications

7

VISelection Process

7&8

VII Work Place 8

VIII Working Hours 8

IXSalary Structure

8

X Responsibilities of Reporting official 8&9

XIMarking Attendance and payment

9

XIILeave Policy

9&10

XIIIAppraisal & Feedback

10

XIVExit Policy

10&11

XV Filling Vacancies arising due to Exit ofstudent

11

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XVIResponsibility of student as an employee

11

Annexure

I Proposal for the availability of Part TimeJobs

12 to 14

II Application for Part time Jobs 15

III Student Assessment Sheet 16

IV Proposed List of selected StudentEmployees

17&18

V Proposed List of selected StudentEmployees

19

VI Student Employee Weekly Job Roster 20

VII Student Employee Attendance Sheet 21

VIII Salary Sheet for Student Employees 22&23

IX Pre Dated & Post Dated Leave Form 24

X Appraisal & Feedback Form 25

XI Exit Form 26

XII No due Certificate 27

XIII Experience Certificate 28

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The Student Employment Services in Lovely Professional University

This manual shall be called ‘Student Employment Services Manual’.

1.0 Objective

Lovely Professional University provides part time jobopportunities to its students to exploit their immense potentialand expose them to the world of work before actual employment.This would also help the students to participate in themanagement and development of the University, inculcating amongthem social values like dignity of labor, sense of belongingness,self dependence and hard work.

The students would be paid for these jobs and after satisfactorycompletion of the assigned job, the students will be issuedappreciation Letters.

2.0 Eligibility:2.1 All the regular students of Lovely Professional

University who are registered in the current term and arenot admitted in a programme/course with duration of lessthan six months are eligible to apply.

2.2 Certain CGPA could be applied as an eligibilitycriterion as per the requirement of job.

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3.0 Tenure of these jobs:3.1 The recruitment for these jobs will be done for a term

or for the complete project whichever is earlier.3.2 The recruitment shall be done as and when the

requirement arises in any department/ cell of theuniversity.

4.0 Nature and Description of Jobs:

Jobs which are offered by the University are divided into twocategories.

4.1 Category I: The jobs in category I require formaleducation in the particular discipline, work experienceand/or a minimum standard of achievement.

4.2 Category II: The jobs in category II do not requireformal education in the particular discipline, workexperience and/or a minimum standard of achievement.

Jobs in Category I

Sr.No

Nature of Job Description of Jobs

1 Peer Tutor Seniors and/bright students to teach andguide juniors and/ weak students in thesubjects of their specialization.

2 AssistantPhysiotherapists

To assist in all kinds of physiotherapistactivities.

(Students from Physiotherapy Department)3 Assistant

Pharmacista) To distribute medicines (Students from

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Department of Pharmacy)

b) To maintain a record of drugs/storeinventory

4 Medical LabTechnician

To assist in the work of Medical Lab.

(Students who have degree/diploma atgraduate level and pursuing M.Sc ClinicalMicrobiology, MLT)

5 Dietician To guide the students about the healthyhabits & diet chart.

(Students from Hotel Management)6 Contents

Assistants or

Content Developers

a) To assist Resource Persons /ResearchScholars in finding the contents fromdifferent websites, books and alliedreferences there upon.

b) To assist Department of Communicationin the development of content forprospectus or website or for any otherpromotional material.

7 AssistantTechnicians

a) Welding work

b) Motor winding

c) Repairing of broken furniture items

d) Assembling of products through off campus intakes , in specially formed workshops of the department concerned

8 AssistantCoaches/Trainers

To coach and monitor different sports andathletics activities, as per the needs andinterest of the students.

9 Dress Menders To make minor mending in the dresses, etc;especially for hostellers.

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10 Lab Assistants a) To handle various service related issuesin the department like formatting system,loading of software etc

b) To handle all networking relatedproblems and monitor the smooth functioningof computers

Jobs in Category II Sr.No

Nature of Job Description of Jobs

1 Library Assistants a) To arrange books in shelves or Restoring

b) Maintaining gate entry register

c) Assisting students in the library

d)Overall supervision to maintaindiscipline in the library

2 Office Assistant To perform office management in variousdepartments like hostels ,clinic where 24hours services are provided

3 AssistantCounselors

a)To be engaged in in-campus counselingduring admission days

b) Off- campus counseling, in places oftheir living, during admission days

4 Data entryOperators

To enter and store data without affectingthe secrecy of the department concerned

5 AssistantSurveyors

To engage in different kinds of surveysconducted within the campus by differentdepartments.

6 Assistant (Quality a) To check the proxy/wrong travelers7page

control –Transportation)

b) Time checking: Arrival and Departure

c) Log book checking7 Receptionist/

Campus GuideTo answer queries in person, being at themain gate of the campus.

8 Tele-Support /Call CentreAssistant

To answer all the queries on phone/e-mailas per University guidelines.

9 Promoters To be participants in organizingexhibitions to promote in house productsprepared by students of differentprogrammes.

10 Security Personnel To assist guards in maintaining discipline.11 Main Gate

ReceptionTo making Visitor Passes etc.

12 Crèche To assist in taking care of children.

The above job descriptions are only illustrative and notexhaustive. Other jobs/areas could be added subsequently based onthe feedback from the students and requirements from Departments/Cells.

5.0 Job Notifications5.1 The department who wants to offer such jobs to the

students will first draft a proposal to be submitted toDSA. The proposal will contain the Job Description, JobSpecification, Terms and Conditions, Selection criteria,Selection panel and Selection process for the job. Theformat of the proposal is attached at Annexure I. Thesoliciting department is requested to add content as perits specific requirement.

5.2 The department shall ensure that employment of thestudent does not compromise confidentiality or internalsecrecy of the department & the University as a whole.

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5.3 The drafted proposal shall be forwarded to the Officeof DSA at least 2 Week before the start of the job

5.4 DSA will study the feasibility of jobs mentioned in theproposal and within one week seek approval from theOffice of the Pro Chancellor.

5.5 The job will be given a job ID No.5.6 After approval, the DSA will notify on the UMS details

of the student jobs for timely selection of the studentsand offering their services to the concerned Department.

6.0 Selection Process:6.1 Interested students need to apply online on the

prescribed application form. It must be noted thatstudent may apply if they want to serve a certain slottime equal to or less than but inclusive in the askedtime slot. For example, if the asked time slot is 2 PM to5 PM, the student may apply if he is available for 3 PMto 4 PM (Annexure II)

6.2 The selection process shall be proposed by thesolicitor department. Division of Student Affairs willfinalize the process, date, time and venue (preferablythe Division of Student Affairs premises) for theselection process. A nominee of Pro-Chancellor officeshall be appointed by Pro-Chancellor as a member of theselection panel. DSA may appoint a representative tooversee the matters from administrative and proceduralperspective.

6.3 As per the selection process designed by the Solicitordepartment, candidates may be short listed by theSelection committee on the basis of their applicationforms and CVs and the shortlisted students shall becalled to attend the selection process. The notificationinviting the shortlisted candidates must contain anInstructions sheet containing the expectations fromcandidates during the process. The Instruction sheet maycontain Rules during selection process, Items and

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testimonials to be presented during the process, Timingsof the process etc as applicable for the particularprocess.

6.4 The Solicitor Department should consider requirement ofkeeping additional candidates on reserve panel to meetany future requirement that may arise due to a studentleaving a job.

6.5 Selection Committee will then conduct the selectionprocess and fill the Student Assessment Sheet.(AnnexureIII)

6.6 Student Assessment sheets of all the experts will besent to DSA. The list will be finalized by the DSA aftertaking the security clearance of the candidates from thedepartment of security and discipline.

6.7 The list of selected candidates along with theapplicable terms and conditions shall be presented forapproval to Pro-Chancellor by DSA. (Annexure IV and V)

6.8 The copy of the approval, list of selected students andTerms and conditions shall be forwarded to AO ofsolicitor department and Department of Accounts forsalary disbursement matters.

6.9 The selected candidates will be inducted into the jobafter taking an undertaking of understanding andacceptance of the nature of job, working hours, no. ofdays and all other terms and conditions.

6.10 The Department of work will complete the StudentEmployee weekly Job Roster as per Annexure VI and submitone copy to the DSA for records.

7.0 Work Place: 7.1 Job sites available within LPU campus or any place

decided by LPU from time to time.

8.0 Working Hours:8.1 During the term when the academic session is going on,

a student is recommended to opt a maximum of 4 hrs a daysubject to the maximum of 20 hrs in a week. However, ifthe student employee is available for time more than

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recommended time limits he may be allowed by ReportingOfficial by taking written approval from Head, Divisionof Student Affairs. In any case a student cannot optfor more than 8 hrs a day.

8.2 In case the Department wishes to change the mode ofwork as defined in Annexure I the same could be done bysubmitting and Application to the DSA and on approval canimplement the change.

8.3 The time recorded in the attendance register shall be amultiple of 10 minutes. Total time devoted by a studentemployee in a month will be calculated by adding up eachsingle entry without rounding off and the sum will berounded off to the floor multiple of 1 hour to find thedevoted time in terms of hours only.

9.0 Salary Structure:9.1 Students working in jobs of Category I: Rs 35/- per

Hour.9.2 Students working in jobs of Category II: Rs 25/- per

Hour.

10.0 Responsibilities of Reporting official

10.1 To take for record CV of the student employee mentioning Name, Registration number and contact no. and containing details about Academic achievement, Co-curricular achievements, projects etc.

10.2 To take in hard and soft copy the Time-Table of studentto know the available free slots in which student can make himself/ herself available.

10.3 To take Account no. of the account of Student Employee for disbursement of salary.

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10.4 To design the Student Employment Job Roster.

10.5 To note attendance of student employee in the provided format.

10.6 To take over the work done by student employee at the end of each shift.

11.0 Marking Attendance and payment:11.1 The Reporting Officer will record the attendance of the

students.11.2 An attendance Register shall be maintained by reporting

official for the record of attendance. A new page shallbe opened for each new student employee according toformat provided in Annexure VII.

11.3 The record of the attendance shall be handed over toconcerned AO of the department.

11.4 The AO of the concerned Department will compile theSalary Sheet (as per Annexure VIII) of the students atthe end of every month or at the time of relieving ofstudent employee, whichever comes earlier and willforward the compiled attendance, Attendance record alongwith the approved terms and conditions to Department ofAudit for auditing.

11.5 The audited sheet of student employees’ attendancerecord shall be forwarded to Pro-Chancellor for approval.The approved copy shall be forwarded to Department ofAccounts for crediting the emoluments in the account ofthe student employees.

11.6 The salary will be disbursed within first 15 days ofevery month in case of continued service or within 15days of relieving of student employee, whicheverapplicable.

11.7

12.0 Leave Policy:12.1 A student should be very careful in choosing the time

slot according to his/her own schedule.12page

12.2 A student should not commit the time slots at the costof his/her classes as no compensation in the form ofattendance or any other component of continuousassessment will be provided.

12.3 If a student has already committed for the availabilityfor a time slot and later on is unable to come ,then hemust take leave at least one day prior to the date ofleave by filling the leave form(Annexure IX)

12.4 Post dated leaves are strictly discouraged among thestudents.

12.5 If a student is unable to reach at the specified placeand at the specified time, then he must intimate his/herunavailability to the Reporting Official telephonicallyand must fill the Post Dated leave format within 48 hrs.of the leave.(Annexure IX)

12.6 All the Pre & Post dated leaves will be sanctioned bythe DSA only and DSA will keep record of all Post datedleaves of the students employed on such Jobs.

12.7 In case a student is on leave without intimation, thenhe would be treated as ABSENT WITHOUT INFORMATION andsuch conduct may lead to the termination of the services.Reporting Official shall be responsible to intimate DSAabout such cases within 24 Hrs of the incident and DSAwill keep track of all such cases and may debar thestudent from appearing in subsequent recruitmentprocesses for Part-Time jobs.

13.0 Appraisal & Feedback13.1 At the time of completion of job or term whichever is

earlier, Reporting Officer is required to fill theAppraisal & Feedback form of all the students (AnnexureX).

13.2 This form must be filled within the seven working daysof relieving of the student.

13.3 DSA will be responsible for keeping track of appraisalof students and will use the information in case thestudent is recruited again.

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13.4 DSA shall, time to time, confirm upon the optimumutilization of student employees by cross-checking theworkload and related documentation and by physicallyvisiting the job site.

14.0 Exit Policy14.1 A student should book the job slots according to

his/her availability but if due to some unforeseencircumstances he is not able to continue the job thenhe/she must request DSA to cancel further slots.

14.2 In such case, an exit form (Annexure XI) must besubmitted in the office of DSA after obtaining remarks ofReporting authority giving a notice period of One Week.

14.3 A student will be relieved from the job at the end ofthe term or the completion of the project whichever isearlier.

14.4 Student employee shall have to obtain the No duescertificate and submit it in the office of DSA on his/herlast working day. (Annexure XII)

14.5 Students are strictly advised to complete all theformalities at the time of relieving, failing which shalldebar them from obtaining appreciation letter and thesame will be considered as an act of indiscipline andshall be dealt accordingly.

14.6 An Employment experience certificate shall be providedto the Student Employee at the time of relieving from thejob, if the student employee has devoted at least 100 manhours on the job from the time of appointment.

14.7 A student employee shall not be provided certificate inthe following cases,

14.7.1 If the tenure of the job is less than100 man hours.

14.7.2 If the Student Employee is suspendedfrom the job due to low level of performanceor due to deviant workplace behavior.

14.7.3 If the Student Employee is underdisciplinary probation.

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14.8 Student Employee may ask a provisional certificateduring the tenure of job, if required. The StudentEmployee shall have to submit a written application tothe Reporting Officer.

14.9 The Reporting Officer shall forward all the relatedrequests to Division of Student Affairs, who then shallissue the certificates.

15.0 Filling Vacancies arising due to Exit of student15.1 Vacancy arising due to exit of a student employee can

be filled in by the DSA along with the consent ofconcerned department by following ways:

15.1.1 Appointing students who are alreadyworking and meeting the requirements of thejob.

15.1.2 Notifying the job on the UMS andfollowing the complete process of recruitmentall over again.

16.0 Responsibility of student as an employee16.1 The student employee is required to be punctual and

regular.16.2 The student employee should always work with the aim of

improving work efficiency and organizational development.16.3 The student employee should be a good team member.16.4 The student employee should judiciously utilize the

resources of the organization.16.5 The student employee should be loyal to his/her work

and maintain confidentiality of the work assigned to him.16.6 The student employee should maintain proper decorum at

his/her work place.

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Annexure I

(Refer to Para5.1)

Proposal for the availability of Part Time Jobs

Job Title-

Number of Vacancies:

Nature of job-

Division/ Department-

Beginning Date & End Date (Please write REGULAR if the job is ofcontinuous nature):___________________

Mode of Job (Hourly wages; or monthly salary when employment is 8hrs. a day):_______________

Working Hours (Average hours per day):_____________________

Preferable Time Slots and days (could be presented in a weeklytime-table form):____________________

(Time slots for different weekdays could be different as per theconvenience)

Estimated No. of Days in a week: ____________________

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Whether Job could be done in varying time slots each day: Yes/ No

Whether Job can be accomplished by deploying different personnelat different time-slots: Yes/ No

Location-

Purpose of the position- < Includes goals of the function>

Key Performance Indicators- < Results expected to be achieved andtask completed in given time frame>

Responsibilities and duties- < enlist all the responsibilitiesand duties to be performed in the job>

Academic Qualifications required (if any) - <Mention Essentialones>

Work Experience required-< If any>

Personal Qualities - < Minimum 3>

Selection Criterion- <e.g. Minimum CGPA, Any interest, Knowledge,Personality Traits, Competencies, abilities >

Selection process with instructions -< Mention all the steps andrequired instructions for candidates>

Any other remarks-

*Interviews Required :( YES/NO) ________________________

If yes: - Suggested Interview Panel: (At least two members havingdesignation not below the rank of lecturer/ Project officer, oneof which must be from the solicitor department and none fromoutside the university. One member to be filled at the end shallbe a nominee of Pro-Chancellor office and will be appointed byPro-Chancellor.)

S. No. Name UId Designat Departme Email- Mobile

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ion nt id no.12

Any other Terms and Conditions: < For example Hosteller etc.>

Any Special Benefits to Selected candidates on monthly salary basis< For example relaxation in transportation charges, hostel charges and so on.>

To be notified on UMS: - < Mention date of notification>

Last Date of application: - <Mention last date of application>

Remarks:

Authorized By (Only HD/HoD/CoD):________________________

Name & ID: ______________ Designation:_______________________

Dept: __________________Contact No.:_______________________

For Use of Office of Division of Student Affairs Only

Job-Id:

Date of Selection process:

Time of selection process:

Venue:

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Remarks:

Recommended by:

_________________________

Name & ID: ______________Designation: _________________

For Use of Office of Pro-Chancellor Only

Nominee of Pro-Chancellor


Dept: __________________Contact No.:______________________

Approved By:

Pro-Chancellor

Annexure II

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Date: Sign:

(Refer to Para 6.1)

Application for Part time Jobs

Name: ________ RegistrationNo.________________

Programme Name: _________________________Current CGPA:___________________

Class of :__________________________( Year of Passing)

E-Mail ID: ________________ Mob.No.______________________

Hosteller: (Yes/ No)

Current Address:_______________________________________________________________

Permanent Address:_____________________________________________________________

Scholarship availed: Yes/ No If yes amount:______________________

Annual Family Income: _______________________

Job ID No.:____________________________

Preferable Time slots and Days: __________________________

(Student may choose different time slots for different weekdaysas per their convenience)

Any Previous Experience: (Outside LPU & Inside LPU)

(Nature of Job, Tenure, Name of Employee)_______________________

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Interest/Hobbies: 1) ________________

2) ________________

3) ________________

Annexure III

(Refer to Para6.5)

Student Assessment Sheet

Brief Guidelines for Interviewer

1. It should be ensured that the judgment of the expert isindependent and is not made after consultation with eachother.

2. Interviewer must give subjective comments for each parameterin the specified place.

3. Interviewer must maintain the secrecy of this assessmentsheet and should not disclose it to anyone including thestudent.

Name:________ RegistrationNo.________________

(Giving rating on 10 Point scale with “10” being the best and “0”being the poorest)

Parameters Rating Credits Actual MarksObtained

InterviewersComments

Personality 321page

Attitude 3Communication

2

Knowledge ofWork/Experience

2

Total 10

For Experts:

Do you know the candidate earlier? (Please Tick) YES____NO___IfYes, Since When_________

OverallComments______________________________________________________________

Name & Unique ID of expert: ___________ Signature with Date:_________

Annexure IV

(Refer to Para 6.7)

Proposed List of selected Student Employees

Job-Id:

Job Title-

Nature of job-

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Division/ Department-

Reporting Official:


Dept: __________________Contact No.:_______________________

List of Selected Students:

S.No.

Name Registration no.

Program andyr.

Contact no.

Authorized By:

(Only HD/HoD/CoD)


Dept: __________________Contact No.:_______________________

For Use of Office of Division of Student Affairs Only

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Remarks:

Recommended by:

_________________________


For Use of Office of Pro-Chancellor Only

Approved By:

Pro-Chancellor

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Date: Sign:

Annexure V

(Refer to Para 6.7)

Terms and Conditions

Authorized By:

(Only HD/HoD/CoD)

Name & ID:______________Designation:________________________

Dept:__________________Contact No.:________________________

Recommended by:

Name & ID:______________Designation:________________________

Dept:__________________Contact No.:________________________

Approved By:

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Pro-Chancellor

Annexure VI

(Refer to Para 6.10)

Student Employee Weekly Job RosterName of Student Employee: Reg. No.:

Name of Department: Name of Division:

Shift 1 Shift 2 Shift 3 Sign.ReportingOfficial

Time in1

Time out 1

Time in 2

Time out 2

Time in 3

Time out 3

Monday Tuesday

Wednesday Thursday Friday Saturday Sunday

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Annexure VII


Student Employee Attendance Sheet

(To be recorded manually in hard copy register)

Student Employee Attendance SheetName of St. Employee: Registration no.:

Time slots

Timein1

Timeout 1

Timein2

Timeout 2

Timein 3

Timeout 3

Sign.St.

Employee

Sign.Reportin

gOfficial

Date

1-Aug-11

900 Hrs

1030 Hrs

1230 Hrs

1430 Hrs

1600 Hrs

1800 Hrs

2-Aug-11

3-Aug-11

4-Aug-11

5-Aug-11

6-Aug-

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117-Aug-

11

8-Aug-11

9-Aug-11

10-Aug-11

Annexure VIII


Salary Sheet for Student Employees

Salary Sheet for Student EmployeesDepartment: Division: Reporting Official: S.No. Name

Registration No. Bank

Bank Acc.No. Man hours

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Signature of Concerned A.O

Signature of Head of Division

Signature of Auditor

Approved by Pro Chancellor

Annexure IX

(Refer to Para 12.3, 12.5)

Pre Dated & Post Dated Leave Form

Name: ____________________________ Regd.No.__________________

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Department Name: __________________________________

Date: From__________________________To_______________________

Leave Type :_______________( Pre Dated/Post Dated/Long Leave)

Day Span :_________________( Full Day/Half Day/2hr Slot)

Leave Applied for_________Day(s)

Date & Time of Applying Leave:____________________________________

Recommended /Not Recommended: _________________________________

Date:___________________________Sign:______________________________

(To be recommended by Reporting Officer)

Sanctioned /Not Sanctioned: _________________________________

Date: ___________________________ Sign:______________________________

(To be sanctioned by Head of Reporting Officer)

Annexure X

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Appraisal & Feedback Form

To be filled by reporting Officer

Department of Work: ___________________________________

Name: __________________________ Registration No.________________________________

Time period of Appraisal:

From ____________________To__________________________________________________

Project/Assignment handled: (a) ___________________________________________________

(b) _______________________________________________

Attributes assessed (Out of a score of 10)

a) Sincerity ________________________________________________________

b) Dependability ________________________________________________________

c) Adaptability ________________________________________________________

d) Discipline ________________________________________________________

e) Innovativeness ________________________________________________________

f) Team Work ________________________________________________________

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Strong Point: __________________________________________________________________

Trait meriting improvement: ______________________________________________________

Counseling Offered (If any): ______________________________________________________

___________________________________________________

Name & UID of Reporting OfficerSign with date

______________________________________________________________

Name & UID of Head of Reporting OfficerSign with date

Annexure XI


Exit Form

Name:_________________ Registration No.:_____________

Department: ___________________________

ToDivision of student Affairs

Lovely Professional University

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Phagwara, Punjab

Date: ___________________ (write date on which resignation submitted)

Subject: Resignation

Respected Sir/Madam,

I wish to inform that due to_______________________ <give reason>I will not be able to

Continue my services.

<If you are serving the notice period of One Week, then include the following>

I will be serving the notice period of One Week and wish to be relieved on ______________.

<If you are not serving the notice period of One Week, then include the following>

I will not be serving the notice period of One Week and wish to be relieved immediately.

Write anything you want to convey.

Yours sincerely

NameRegistration No.Contact NumberSignature with dateRemarks of Reporting Officer (Recommended/Not Recommended) ____________________

Annexure XII

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No due Certificate

Date:____________________

Name: ___________________________ Registration No.:________________

Department: ______________________

Date of Joining: ____________________

Date of Relieving: ___________________

Status of issued items: _______________

I have handed over my complete charge to Mr./Ms._______________ and nothing is pending from my side.

Signature with date

________________________________________________

Name & UID of Reporting Officer Sign withdate

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Annexure XIIIRef: (refer to para

14.6)

To whomsoever it may concern

This is to certify that Mr. / Ms. _________________ worked as StudentEmployee in the Department of _____________ under the Division/Faculty of __________________ from _______ to ____________.

During his stay his work and conduct was found satisfactory.

_____________________________________________________

(Reporting Official) AuthorizedSignatory

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LOVELY PROFESSIONAL UNIVERSITY Student Employment Services Manual

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