1. Proposal Submission by Coordinators

1. The coordinator or organizer of the conference/workshop/short-term course prepares a course approval form in the prescribed format available on the Office of Outreach Activities (OOA) website.
2. The proposal should include details like the proposed period, objective, financial sources of the event, registration fees, required rooms, and likely no. of participants or speakers.
3. The proposal is then submitted to the Office of Outreach Activities (OOA).

2. Confirmation of Room Booking by VH

4. After submission, OOA sent the proposal to the Visitors Hostel (VH) to confirm the availability of rooms or venues required for the event.
5. The VH office checks the room availability and issues a confirmation, which is crucial to ensure the logistical feasibility of hosting the event.
6. This step is essential to prevent scheduling conflicts and ensure the proposed venue meets the event requirements.

3. Signature by the PIC (Professor-in-Charge), OOA

7. The confirmed proposal (with room booking confirmation) is then forwarded to the Professor-in-Charge (PIC), OOA.
8. The PIC reviews the details of the proposal and validates that the proposal aligns with the policies of the Office of Outreach Activities (OOA).
9. Upon verification, the PIC signs the proposal to authorize further processing.

4. Submission to the Deputy Director’s Office for Approval

10. The signed proposal is then forwarded to the Deputy Director’s office for formal approval.
11. The Deputy Director’s office reviews the proposal from a higher administrative perspective, ensuring that all aspects and objectives are met.
12. Then, the Deputy Director approved the proposal.

5. Issuance of Approval Letter by OOA

13. With the Deputy Director's approval, the OOA prepares and issues an official approval letter for the event.
14. This letter formally authorizes the event and serves as a document permitting the organizers/coordinators to proceed with other arrangements.

6.Submission of Account Opening Form at Office of Outreach Activities (OOA)

15. Once the Deputy Director approves the outreach activity, the coordinator will submit an account opening form to the OOA. (available on the OOA website)
16. The OOA then facilitates opening a financial account specific to the event for the specified financial year.
17. The SBI account details of OOA will be provided to transfer all incoming funds. All incoming funds concerning the conduction of the course, like registration fees, sponsorship funds, grants, and other related sources, will be parked in the specific outreach program account created for this purpose. Invoices will also be issued by the OOA wherever required.
18. The coordinator will operate the event expenditures through the OOA.

7. Event Execution and Management

19. With all approvals in place, the coordinators can organize the event.
20. This includes finalizing speakers, confirming participants, arranging logistics, managing communications, and ensuring adherence to the approved schedule and budget. (according to Institute purchase norms only)
21. Strict Adherence to purchase norms: During the event execution, all purchases and expenditures must strictly follow the institute's purchase norms and the General Financial Rules (GFR). This includes adhering to goods and services procurement guidelines established by the Institute.
22. As per the existing Rules, Direct purchases can be made up to Rs. 50,000/- only.
23. The PO should be released before the events for purchases above Rs.50,000.

8. Post-Event Submission of Expenditure and Honorarium Forms

24. After the event is completed, the coordinator must settle all advances drawn and complete the expenditure, reimbursement procedure, and honorarium forms.
25. UC (Utilization Certificate)/SoE (Statement of Expenditure) will also be issued by the OOA wherever required or requested by coordinators after approval of PIC, OOA.
26. These documents ensure that all financial transactions are recorded and accounted for in the official records for auditing purposes by the Audit Section of the Institute.
27. Established Institute accounting norms will be followed for management and closing of the course account.

9. Closure of Event or Conference Account

28. Once the OOA settles the accounts, the coordinator will close the financial account for the event by filling out the appropriate Course Closure form available on the OOA website.
29. The account closure signifies the end of the financial and administrative responsibilities associated with the event.
30. A final report summarizing the event’s outcomes and financials may be submitted to the OOA as part of the closure process. (form available at OOA website)

Note: Additional Guidelines for International Conferences

1. Clearance from the Ministry of External Affairs (MEA):

1. Organizers must obtain clearance from the Ministry of External Affairs for events involving international participants.
2. This clearance process should be initiated at least 30 days before the event date, ensuring ample time for processing.

2. Submission of Participants' Details:

1. For events with international speakers or participants, the coordinator needs to prepare a list containing personal details of all international attendees.
2. A formal letter, signed by the organizer and approved by the institution, should accompany the participants' list.

3. Coordination with the Registrar’s Office:

1. The organizer must send the participant list and the signed letter to the Registrar’s Office for further processing.
2. The Registrar’s Office facilitates the clearance process with MEA and ensures that all international legal protocols are observed.

4. Copy of Event Approval:

1. A copy of the approval letter issued for the event should also be attached to the documents sent to the Registrar’s Office.
2. This ensures that all official documentation is consistent and complete, streamlining the approval process.

(This comprehensive approach ensures that all institutional, financial, and legal requirements are met for organizing (short-term courses, workshops, conferences or self-financed events, and internship programs) under the Office of Outreach Activities (OOA), promoting efficient management and adherence to guidelines.)