Academic Monitoring Committee (AMC)

The Academic Monitoring Committee (AMC) of Jayalakshmi Institute of Technology is headed by the Academic-Director/Dean – Planning, Monitoring and Continuous Education and comprises the Heads of all Departments and Department Academic Coordinators (DACs).

The AMC is responsible for the planning, monitoring, and review of overall academic operations, activities, procedures, and functioning of the institution. The Committee ensures proper maintenance of all relevant academic documents and records in coordination with various institutional committees and departmental coordinators.

The AMC oversees all academic aspects to ensure effective curriculum planning, implementation, monitoring, and continuous improvement in alignment with AICTE norms, Anna University regulations, and NAAC quality parameters.

Objectives of the AMC

The objectives of the Academic Monitoring Committee are:

• To provide clear and structured guidelines to all teaching staff regarding curriculum planning and implementation.
• To develop and implement an effective academic monitoring mechanism to ensure proper execution of the academic planner.
• To ensure that all departments complete academic planning before the commencement of each semester for the smooth conduct of theory and practical classes.
• To ensure effective teaching–learning processes throughout the semester.
• To ensure systematic and continuous assessment and evaluation to support the teaching–learning process.
• To ensure that slow learners and advanced learners are identified and supported according to their academic needs.
• To ensure structured mentoring for students’ academic progress and personality development.
• To ensure attainment of Course Outcomes (COs) and Program Outcomes (POs) in accordance with Outcome-Based Education (OBE).
• To monitor students’ academic performance, training activities, and placement progress.
• To plan and monitor faculty development initiatives such as FDPs, STTPs, workshops, seminars, and conferences.

Roles and Responsibilities

The Academic-Director Dean – Planning, Monitoring and Continuous Education shall be responsible for the following activities:

• In consultation with the Principal and Heads of Departments, constitute the Academic Monitoring Committee (AMC), comprising the Heads of all Departments and Department Academic Coordinators (DACs), who are generally the Deputy HoD or Time Table Coordinator.
• Provide academic guidelines to the Department Academic Coordinators and collect periodic academic reports from them. The consolidated report shall be submitted to the Principal for corrective measures, if required.
• Prepare the Institute Event Calendar in alignment with the Academic Calendar and submit it to the Principal for approval. The approved calendar shall be circulated to all departments at least 15 days prior to the commencement of the semester.
• Ensure that slow learners and advanced learners are identified and supported according to their academic needs.
• In consultation with the Principal and Heads of Departments, circulate the following academic information to ensure smooth conduct of the semester:
  1. Semester start and end dates
  2. List of public holidays
  3. Schedule of Continuous Internal Evaluation (CIE) tests and Semester End Examinations
  4. Schedule for student feedback
  5. Schedule for Industrial Visits and Guest Lectures
  6. Dates of annual events (Annual Day, Sports Meet, METE, CONCOCT, etc.)
  7. Quality Improvement Programs (QIPs) such as short-term courses, FDPs, STTPs, conferences, seminars, and workshops
  8. AAT submission dates and practical/project examination schedules
  9. Guidelines for make-up classes, remedial classes, and make-up examinations

Department Academic Coordinator (DAC)

The Department Academic Coordinator shall monitor and ensure the following:

• Display of the Class Time Table and timely distribution of individual faculty timetables, along with proper tabulation of faculty workload.
• Monitoring of student attendance through the CMS Portal.
• Monitoring of syllabus coverage through the CMS Portal.
• Maintenance of records related to communication (letters/SMS) sent to parents regarding student performance.
• Maintenance and verification of mentor records.
• Maintenance of records of make-up classes conducted.
• Display of monthly attendance, defaulter list, CIE test marks, and other academic performance indicators.
• Conduct interaction meetings with course faculty, if required, and prepare Minutes of the Meeting.
• Analyze and follow up on various feedback mechanisms related to academics, including:
  1. Turn I Feedback (Early Semester)
  2. TTurn II Feedback (End of Semester & OBE)
  3. TCourse Exit Survey
• Student Satisfaction Survey
• Execute Academic Audit activities for each semester and submit reports to the HoD and Dean.
• Report cases of faculty not reporting or late reporting to lectures/practical to the HoD, Dean, and Principal for necessary action.

Mentoring System

Objectives of Mentoring

The objectives of the Mentoring System at Jayalakshmi Institute of Technology are:

• To understand the students’ needs, strengths, and potential.
• To personally support students in improving their academic performance, soft skills, and overall personality development.
• To guide students in overcoming academic difficulties and personal challenges.
• To promote healthy peer interaction and positive learning relationships.

Roles and Responsibilities of Mentors

The Mentor shall:

• Collect the list of allotted students and the Green Book (Mentor Record Book) from the Dean of Student Affairs / Head of the Department for updating student records.
• Collect and verify the “Student Information” from the respective student portal (CMS).
• Establish regular communication with parents through telephonic discussions and appraise them of their ward’s academic progress and overall development.
• Conduct mentor–mentee meetings at least once every two weeks.
• Act as a Counselor, Guide, and Mentor to the student.
• Encourage students to engage in open and constructive dialogue.
• Record observations regarding the student’s achievements, concerns, doubts, fears, and grievances.
• Evaluate each student’s abilities, strengths, and areas for improvement.
• Assist students in overcoming weaknesses and strengthening their capabilities to achieve their academic and career objectives.
• Update student-related information in the CMS portal regularly.
• Report academically weak students and cases requiring special assistance to the Dean of Student Affairs and HoD through proper channel.
• Ensure that the HoD / First Year Department Coordinator hands over the Mentor Records to the respective Department HoD at the end of each academic year.
• Maintain strict confidentiality regarding matters disclosed by students during mentoring and counseling sessions.

Records to be maintained by the Mentor

The Mentor shall maintain the following records:

1. Student Information Record
2. Mentoring Record (Academic, Psychological, and Financial aspects, if applicable)
3. Attendance Register of Mentor–Mentee Meetings

Course Faculty

The Course Faculty is responsible for all academic, instructional, and assessment activities related to assigned courses, including:

Academic Responsibilities

• Preparing and maintaining the Schedule of Instruction, Course Plan, Course File, and relevant academic records.
• Taking attendance for each lecture and practical session and maintaining accurate attendance records.
• Maintaining daily attendance reports and informing the HoD about students who remain continuously absent for more than five days.
• Providing subject notes, unit-wise question banks, definitions and terminology, AAT topics, assignments, and other learning materials to students.
• Conducting periodic internal examinations, make-up classes, and remedial classes for slow learners.
• Updating and maintaining the Personal File as per institutional requirements.

Teaching–Learning and Assessment Responsibilities

• Developing teaching materials and lesson plans.
• Setting up laboratories and experiments (where applicable).
• Engaging in additional academic activities such as student counseling and academic guidance.
• Setting and evaluating test papers.
• Arranging and conducting internal assessments and tests.
• Performing invigilation duties for CIE / SEE / University Examinations.
• Evaluating answer scripts for CIE / SEE / University Examinations.
• Guiding, implementing, and evaluating student project work.
• Conducting and evaluating AAT (Academic Assessment Tasks), as applicable.

Curriculum and Academic Development

• Contributing to curriculum development in view of emerging technologies, industry demands, and academic advancements.
• Participating in syllabus revision and outcome mapping under Outcome-Based Education (OBE).

Student Development and Institutional Contribution

• Serving as an adviser to student technical associations and guiding co-curricular and extracurricular activities.
• Contributing to holistic development of students through academic and non-academic mentoring.
• Undertaking administrative responsibilities at departmental and institutional levels as a member or convener of committees.

Research and Professional Development

• Engaging in research and development activities.
• Participating in professional and technical societies.
• Involving in continuing education activities such as FDPs, STTPs, seminars, workshops, conferences, and expert lectures, either as an organizer or participant.

Department Time Table Coordinator

The Time Table Coordinator shall be responsible for the effective implementation and monitoring of the approved academic timetable at the departmental level. The responsibilities include:

• Ensuring that the Roll Call List, batch details, and students’ and their parents’ / local guardians’ contact information (address, mobile number, email ID, etc.) are properly maintained and updated.
• Collecting and maintaining Theory and Practical Attendance Records (through CMS and/or physical registers) from Course Faculty and preparing the defaulter students’ list on a fortnightly basis.
• Monitoring the regular conduct of lectures and practical sessions. In case of faculty leave, arranging suitable alternative classes and ensuring that the missed sessions are compensated through extra classes, if required.
• Informing the Head of the Department about substitute arrangements made for lectures and practical sessions when a faculty member is on leave.
• Displaying the defaulters’ list and preparing a schedule for make-up classes.
• Preparing provisional and final detention lists in consultation with the Department Academic Coordinator (DAC) and HoD, and displaying the same on the notice board as per institutional norms.
• Monitoring syllabus completion (both Theory and Practical) on a fortnightly basis and submitting the status report to the HoD and Department Academic Coordinator.
• Collecting and maintaining records of make-up classes conducted.
• Recording informal feedback from students regarding academic scheduling and classroom issues, if any.
• Conducting regular Course Faculty meetings and maintaining proper records (Minutes of the Meeting).
• Monitoring late-reporting students and taking necessary corrective measures in consultation with the HoD.

Laboratory In-Charge

The Laboratory In-Charge shall be responsible for the effective management, maintenance, and academic utilization of the laboratory. The responsibilities include:

• Disseminating the Vision and Mission statements of the Institution and Department within the laboratory.
• Maintaining the Dead-Stock Register and ensuring proper inventory control of laboratory equipment and assets.
• Preparing and updating the Laboratory Manual and ELRV (Experiment Learning Resource Video) for each experiment, as applicable.
• Displaying relevant information in the laboratory, including:
  1. Laboratory Time Table
  2. Total Laboratory Cost
  3. List of Major Equipment
  4. Laboratory Area
  5. Standard Operating Procedures (SOPs)
• Displaying instructional models, charts, slides, and other teaching aids.
• Monitoring the condition of laboratory equipment and ensuring:
  1. Preventive and predictive maintenance
  2. Calibration
  3. Annual Maintenance Contracts (AMC)
  4. Proper documentation of maintenance activities
• Recommending procurement of new equipment to meet teaching and syllabus requirements, including:
  1. Erection, installation, and commissioning of new equipment
  2. Procurement of consumables
  3. Upgradation before implementation of revised syllabus (if any)
• Determining appropriate batch size, number of equipment sets, and demonstration kits required for effective laboratory conduct.
• Preparing day-to-day Continuous Assessment Lab Sheets for each batch.
• Conducting mock practical and/or oral examinations for students.
• Maintaining the Laboratory Utilization Register and Equipment Utilization Records for specific academic or consultancy work.
• Maintaining records related to calibration, testing, and consultancy activities (if any) conducted in the laboratory.
• Collecting and analyzing periodic student feedback regarding laboratory facilities, instruments, and special requirements.
• Preparing and submitting the annual Laboratory Budget proposal.
• Ensuring laboratory safety, discipline, and cleanliness in compliance with institutional safety norms.

Committee Members