GENERAL INFORMATION ON

SPONSORED RESEARCH PROJECTS &

CONSULTANCY JOBS

Industrial Research & Development Unit (IRD) Indian Institute of Technology Delhi

Hauz Khas, New Delhi 110016

Contact Persons : Kalyan Bhattacharjee (Mob 98101-52691) / Ramesh Thareja (Mob 986828-1902)

Telephones: 2659-1787, 2659-1758, 2659-1799, Fax: 2685-4715 E-mail: arird@admin.iitd.ac.in

April 2009

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CONTENTS

1. SPONSORED RESEARCH PROJECT PROPOSALS 1.1 PREPARATION OF THE PROPOSAL 1.2 OPERATION OF THE PROJECT 1.3 SUBMISSION OF PROGRESS REPORT 1.4 AUDITING OF FUNDS / ISSUE OF UTILISATION CERTIFICATE 1.5 PROJECT COMPLETION REPORT

2. CONSULTANCY JOB PROPOSALS 3. RECRUITMENT OF STAFF UNDER SPONSORED PROJECTS/CONSULTANCY JOBS

3.1 REGULAR SELECTION 3.2 ADHOC SELECTION 3.3 HIRING OF STAFF ON CONTRACT BASIS 3.4 SELECTION COMMITTEES 3.5 PAY SLABS

4. PROCEDURES/NORMS FOR PURCHASES UNDER THE PROJECTS 5. NATIONAL/INTERNATIONAL TRAVEL UNDER THE PROJECTS 6. PAYMENT OF O.T.A/HONORARIUM 7. TEMPORARY ADVANCE / PERMANENT IMPREST 8. PROFESSIONAL DEVELOPMENT FUND (PDF)

8.1 CREATION / GENERATION OF PDF 8.2 UTILIZATION OF PDF

ANNEXURES ANNEXURE – A Websites of Major Funding Agencies ANNEXURE – B Summary of the Sponsored Project

Proposal to be Submitted by PI to IRD Unit along with Project Proposal

FORM NO. IRD/E-1

ANNEXURE – C Consultancy Assignment Proposal and Agreement Form

FORM NO. IRD/E-2

ANNEXURE – D Form for Adhoc Appointment FORM NO. IRD/E-3 ANNEXURE – E Form for Award of Work on Contract

Bio-data of the Applicant FORM NO. IRD/E-4 FORM NO. IRD/E-4a

ANNEXURE – F Proposal for Travel within Country FORM NO. IRD/E-5 ANNEXURE – G Form for Temporary Advance FORM NO. IRD/A-1

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GENERAL INFORMATION ON

SPONSORED RESEARCH PROJECTS & CONSULTANCY JOBS The Institute encourages academic staff to undertake sponsored research projects and consultancy jobs. The entire expenditure for the operation of the project is required to be met by the sponsoring agency. The responsibility for operation of the project lies with Principal Investigator (PI) / Consultant Incharge (CI). The IRD (Estt.), IRD(A/C) and Central Stores & Purchase Section provide him/her the necessary administrative support. 1. SPONSORED RESEARCH PROJECT PROPOSALS

1.1 PREPARATION OF THE PROPOSAL

The project proposal should be formulated according to the format prescribed by the concerned Funding Agency. The format is available at the respective website of each Funding Agency (The names of major funding agencies and their web address may be seen at Annexure–A).

While making an estimate of the funds required for a project, the following budget heads should be taken into account:

(a) Salary of Project Staff (with designations) (b) Equipments (c) Consumables (d) Travel (specify if there is need for international travel) (e) Contingency (f) Admn. Overheads (@20% of project cost)

Please also note that as per BOG Resolution, honorarium can be paid to faculty

members carrying out Sponsored Research Projects if there is specific approval for it by the Funding agency. Accordingly this is to be shown explicitly in the approved budget break-up sanctioned by the Funding Agency.

The project proposal should be submitted to the concerned DRC/CRC for its

recommendations.

The proposal duly recommended by DRC/CRC should be sent to AR, IRD along with the following documents :

(a) A copy of the project proposal. (b) A copy of DRC/CRC’s recommendations on the project. (c) IRD Form No. IRD/E–1 (Annexure–B) duly filled in all respects. (d) Summary of proposed Research Project Proposal about in 250 words and

about 8-10 key words relevant to the project proposal. (This information is also to be sent by e-mail at arird@admin.iitd.ac.in)

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IRD Unit will examine the proposal and process the same to obtain the approval

of the competent authority. The competent authority for approving the proposal is as under: Director for project submitted to International agencies/ foreign organization

seeking grant in foreign currency. Dean IRD for projects submitted within the country seeking grant in Indian

currency.

After obtaining the approval of the Competent Authority, IRD (Estt.) will hand over a forwarding letter and the copy of the project proposal to the P.I. for submission to the funding agency.

2.2 OPERATION OF THE PROJECT

On receipt of sanction letter from the sponsoring agency, the IRD (Estt.) will obtain approval of the competent authority for its operation and will notify its operation along with details such as, IRD project code No., Title, Names of PI/Co-PIs, Project Staff with designations, Tenure of the project, Budget break-up etc.

3.3 SUBMISSION OF PROGRESS REPORT

The responsibility for the operation of project lies with the Principal Investigator (PI). It is his/her responsibility to prepare/submit regular progress reports, Utilization Certificate etc. required by the funding agency through IRD (Estt.)

The PI is required to submit progress report of the project to funding agency at specified intervals. IRD A/c can be asked to provide provisional Statement of Accounts of the project at any time during its operation.

4.4 AUDITING OF FUNDS / ISSUE OF UTILISATION CERTIFICATE

The AR (IRD A/c) will get the accounts of all the sponsored research projects audited every financial year by the external audit party and send the audited Statement of Accounts / Utilization Certificate (UC) to the IRD (Estt.) for onward submission to the sponsoring organization with a copy to the P.I.

5.5 PROJECT COMPLETION REPORT

The Principal Investigator is responsible for submitting the final report of the work done on the sponsored research project within one month of the completion along with the Statement of Receipt & Payment. Copies of the Report will be submitted by the PI directly to the sponsoring organization with a copy to IRD Unit for record.

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2. CONSULTANCY JOB PROPOSALS

The Consultancy proposal should be submitted on the prescribed Form No. IRD/ E–2 (Annexure–C) after going through the standard terms and conditions contained therein.

While preparing the break-up of the consultancy job, the following budget heads may be kept in mind.

Description of Budget Head Budget Code Amount

(Rupees)

A. INSTITUTE CHARGES @35% OF TOTAL CHARGES INSTOHS

B. EXPENSES i) Recurring : Salary/Cost of Labour, Honorarium

to Staff/Outside Consultants, Travel, Contingency, Consumables, etc.

RECUR

ii) Non-Recurring : Equipments, Materials of non-consumable nature NONRECUR

C. FEE FOR SCIENTIFIC & TECHNICAL ADVICE FEEST9

D. TOTAL CHARGES (A+B+C)

E. SERVICE TAX @10% OF D(Total Charges)

F. EDUCATION CESS @3% OF E(Service Tax)

G. GROSS AMOUNT (D+E+F)

(a) The minimum total charges for a consultancy job must be Rs.20,000/- (excluding

10.3% Service Tax plus Education Cess)

(b) All consultancy proposals shall be accompanied with a written communication from the client organization in original clearly indicating the title of the consultancy job, scope of work, duration, amount of consultancy, deliverables, etc.

(c) IRD Unit will examine the proposal and process the same to obtain the approval of the competent authority. The competent authority for approving the proposal is as under:

Director for all projects submitted to International agencies/ foreign organizations seeking grant in foreign currency, and also all projects where Total Charges are more than Rs.5 lacs.

Dean IRD for projects submitted within the country seeking grant in

Indian currency where Total Charges are up to Rs.5 lacs.

(d) The work on consultancy job shall be undertaken only after the prior approval of the competent authority and IRD (Estt.) issues a notification.

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General guidelines concerning consultancy jobs are given below: (a) Amount upto Rs. 25,000/- or 10% of the consultancy amount whichever is lower,

can be paid to Outside Consultant(s) after taking approval from the Dean, IRD. For payment over Rs.25,000/- and up to Rs. 50,000/- or 15% of the consultancy amount, whichever is lower, approval of the Committee set up under the chairmanship of Dean, IRD would be required. For payments over Rs. 50,000/- or over 15% of the consultancy amount, Director may approve the payments on the recommendation of the Committee set up under the chairmanship of Dean, IRD. Payment exceeding 20% of the total consultancy amount shall not be allowed to the Outside Consultant(s).

(b) The Consultant can have additional furniture/furnishing, telephone, fax, PCs in their office and also avail personal facilities like credit cards, accident insurance cover, from their consultancy job under the budget head “Expenses”. The maximum expenditure on this shall be restricted to 20% of the total consultancy amount. The condition for signing of agreement with the client on a stamp paper has been dispensed with except in cases where client desires the formal agreement. However, the standard terms and conditions for undertaking the consultancy assignment shall remain applicable and the deviation from these are to be clearly brought out in the consultancy proposal. The requirement of certificate from client for having satisfactory completion of the consultancy job is not required except in controversial cases. However, if the client is not satisfied with the work of the Consultant, it shall remain the total responsibility of the Consultant either to satisfy the client or ask IRD Unit to refund the charges to the Client. Consultancy Completion & Apportionment Proforma be filled to close CW.

(c) 10% of 35% fixed Institute Charges will be transferred to the PDF of CI/Co-CIs. Unspent balance, if any, under the "Expenses" budget head shall also be credited to the PDF of the concerned CI/Co-CIs.

(d) Minor purchases (without quotation) from budget funds up to a ceiling of Rs.15,000/-. For purchases above Rs. 15,000/- and upto to Rs. 1.00 lac can be done through a purchase committee without quotation. Purchase above 1.00 lac and upto Rs. 2.00 lac through a purchase committee with quotation. (For details and Major purchase rules please refer to Point number 4 at page 9).

(e) The Consultant In-charge (CI) can sanction honorarium to supporting staff for project work subject to a maximum of one third of the monthly gross salary.

(f) The Consultant In-charge are authorized to travel by Train/Air/Taxi/DLY Cars subject to such provision in the consultancy budget as per Institute norms. No prior approval is required for hiring the DLY Cars within the National Capital Region upto the maximum limit of six times in a month. The CIs having more than two projects, the limit on hiring of DLY Car during a month will be ten. During the months of April to September, air-conditioned DLY Cars can also be used without approval. However prior approval is required for hiring of DLY Cars exceeding six or ten visits (as the case may be) in a month and hiring of DLY Cars for journeys outside NCR.

(g) The Consultant In-charge can hire casual labour to a maximum of two persons per month as per approved rates. They can also award work of specialised nature on contract. Refer IRD circular No. IITD/IRD/M-52/5941 dated 14/10/1997.

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3. RECRUITMENT OF STAFF UNDER SPONSORED PROJECTS/CONSULTANCY JOBS

The staff can be appointed as detailed below:

3.1 Regular Selection (through Advertisement for the Duration of the Project) Since IIT Delhi is an “equal opportunity employer”, this procedure is followed for

appointment of staff for all projects. The advertisement for the posts is done by one of the following ways:

(i) by sending the advertisement to at least 15 various Institutions / organizations

within the country, or (ii) by publishing the advertisement in a national newspaper. For advertisement, PI/CI is required to provide the details of qualifications along with desired experience and the nature of the job for a particular post. However, the IRD will advertise the posts with approved qualifications & experience. Any additional qualification requirement proposed by the PI/CI will be put as desirable/preferable in the advertisement. The process of this type of selection takes about 6-8 weeks. The selected candidate can work for the duration of the project. However, the offer letter is issued for a year and renewed on yearly basis on the recommendation of the PI/CI. The selection of the candidates is effected by Standing Selection Committees constituted for this purpose.

3.2 Adhoc Selection – This selection is like walk-in-interview and is for the maximum period of six months. It is advertised internally (within Institute’s Depts./ Centres/Sections). PI/CI is required to fill in Form No. IRD/E–3 (Annexure–D) for this purpose. Further, (i) the PI/CI has to ensure that there is a gap of at least five working days

between the issue of advertisement and the date of interview. (ii) the PI/CI is required to provide the details of qualifications along with desired

experience and the nature of the job for a particular post. However, the IRD will advertise the posts with approved qualifications & experience. Any additional qualification requirement proposed by the PI/CI will be put as desirable /preferable in the advertisement.

The selection of the candidates is effected by Standing Selection Committees constituted for this purpose.

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3.3 Hiring of staff on contract basis – The PI/CI may hire the services of persons on contract basis against vacant posts for a specific work pertaining to the project up to a maximum period of three months. Such proposals may be forwarded to IRD on the prescribed Form No. IRD/E–4 and Bio-Data Form No. IRD/E–4a (Annexure–E).

3.4 Selection Committees

The composition of selection committees for different categories of posts is as follows:

Sr. Project Consultant, Project Consultant or equivalent

Sr. Project Scientist, Project Scientist, Sr. Project Officer, Project Officer or equivalent

Project Associate, Sr. Project Assistant, Project Assistant, Jr. Project Assistant, Project Attendant, Jr. Project Attendant

1. Director (Chairman) 2. Principal Investigator/Co-PI 3. Head of the Deptt./Centre 4. One Expert Nominee of the

Senate from within the Institute

5. One Outside Expert

1. Chairman (from the approved panel for Standing Selection Committees)

2. Principal Investigator/Co-PI 3. Head of the Dept./Centre 4. Two Expert Nominees from

within the Institute 5. One Outside Expert (Not

required for Project Scientist)

1. Chairman (from the approved panel for Standing Selection Committees)

2. Principal Investigator/Co-PI 3. Head of Dept./Centre 4.One Expert Nominee from

within the Institute (Not required for Project Attendant/ Jr. Project Attendant)

The schedule of Standing Selection Committees is notified about a month in advance for a period of 3-4 months.

3.5 Pay Slabs

The prevailing consolidated pay slabs for project staff are given below: S.No. DESIGNATION CONSOLIDATED PAY SLABS A. Scientific Staff 01. Sr. Project Consultant 32,000 34,200 36,400 38,600 39,80002. Project Consultant 28,000 29,800 31,600 33,400 35,20003. Sr. Project Engineer / Scientist 24,500 26,000 27,500 29,000 30,50004. Project Engineer / Scientist 22,000 23,200 24,400 25,600 26,80005. Project Associate 20,000 21,000 22,000 23,000 24,000B. Administrative Officer Staff 06. Sr. Project Officer 21,000 22,500 24,000 25,500 27,00007. Project Officer 18,000 19,200 20,400 21,600 22,800C. Technical & Admin Support Staff 08. Sr. Project Assistant 16,000 17,000 18,000 19,000 20,00009. Project Assistant 13,500 14,400 15,300 16,200 17,10010. Jr. Project Assistant 9,500 10,100 10,700 11,300 11,90011. Project Attendant 7,800 8,200 8,600 9,000 9,40012. Jr. Project Attendant 5,500 5,900 6,300 6,700 7,100

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4 PROCEDURES/NORMS FOR PURCHASES UNDER THE PROJECTS (Ref. Institute notification No. IITD/SP(R)2008-09/2864 dated 31-Mar-2008 effective from 01-Apr-2008.) The Stores & Purchase Section will make the purchase of the equipment/supplies in accordance with the Purchase Rules of the Institute. The Dept./Centre storekeepers are to be approached for the necessary procurements. The purchases normally fall under the following three categories :

Minor Purchase Medium Purchase Major Purchase

Purchases up to Rs.15,000/-

(Without Quotation)

Purchases above 15,000/- and up to Rs. 1.00 lac

(Purchase Committee Without quotation)

Purchase above Rs. 1.00 lac and up to Rs. 2.00 lac (excluding freight, insurance, bank charges, custom duty etc.)

(Purchase Committee with quotation)

Purchase above Rs. 2.00 Lac and up to Rs. 25.00 Lac (excluding freight, insurance, bank charges, custom duty etc.)

Purchases above 25.00 Lac

Purchases up to a ceiling of Rs.15,000/- at one time after certifying the reasonability of prices can be made. The purchases may be effected either through a permanent imprest or through a temporary advance of up to Rs.15,000/- that may be specifically drawn for the purchase in the name of PI/CI.

1. At least three faculty members / Group ‘A’ officers as purchase committee members.

2. If necessary, the buyer may draw advance up to Rs. 1.0 lac for making cash purchases while ensuring that no single payment exceeds Rs.15,000/-

3. If the payment to vendor is 15,000/- or more, the payment must be through Cheque. If recommended by the PC, payment through Cheque may be made to the supplier against proforma invoice. The amount may be treated as advance in the name of buyer.

The committee shall be approved by Head/PI

At least three faculty members/ Group ‘A’ officers as purchase committee members. The Committee shall be approved by Head/PI

1. Chairman to be nominated by the PI.

2. At least three faculty

members/ Group A officers as members.

The Committee shall be approved by DDA / Dean (IRD)

The Committee with the following composition shall be approved by the Director. 1. Chairman to be

nominated by the Director.

2. Concerned PI/CI 3. Two experts to be

nominated by the PI/CI.

4. AR (IRD A/Cs) / Nominee

5. DR/ AR (Stores)/ Nominee

A Technical Evaluation Committee (Sub Committee of PFC) shall be constituted for technical evaluation of bids. The composition of TEC shall be 1. Chairman (same as in PFC) 2. Concerned PI/CI 3. Two experts (same as in PFC).

Minor Purchases can be ordered from online stores duly ensuring the reasonability of the price.

Note : LARGE PURCHASES SHOULD NOT BE SPLIT IN SMALLER LOTS SO AS TO QUALIFY UNDER MINOR AND MEDIUM PURCHASE CATEGORY.

IRD follows Institute rules for purchases. For complete details please refer to the Comprehensive Stores and Purchase Rules 2008 approved by BoG. (Ref. above).

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5 NATIONAL/INTERNATIONAL TRAVEL UNDER THE PROJECTS

The Principal Investigator / Consultant Incharge and others can visit places outside the Institute as per entitlement, subject to availability of funds under budget head “Travel or TA/DA” of the project. However sanction of Head of the Department / Centre is required for being away from the Institute. In case relaxation of entitled norms is desired, approval of the competent authority, presently Dean IRD, is required. Such request on the prescribed Form No. IRD/E–5 (Annexure-F) should be sent to IRD (A/cs) with proper justification. International travel for project associated activities is allowed only if such provisions exist in the budget approved by the sponsoring agency of the project; otherwise the concurrence of the Funding Agency on the same is required. Prior approval of the Director (through Estt. – I Section) is required for travel abroad. No prior approval is required for hiring of DLY Taxi within the National Capital Region (NCR) up to maximum limit of six times in a month. If the PIs/CIs have more than two projects, the limit on hiring of DLY Taxi during the month will be ten. During the months of April to September, air-conditioned DLY Taxis can also be used without approval. A temporary advance can be drawn for the visits on a prescribed form (obtainable from IRD Unit). Form No. IRD/A–1 (Annexure–G).

6 PAYMENT OF O.T.A/HONORARIUM

The PI/CI can engage regular staff of the Institute for project work on OTA/Honorarium basis. The payments are made as per their entitlement as notified by the Institute from time to time. The expenditure involved shall be met from the project budget provision under Staff salary/OTA/Honorarium. Concerned HoD/HoC is the competent authority to sanction OTA/honorarium to supporting staff. HoD/HoC can sanction honorarium for B,C & D category staff for project/consultancy work without filling OTA form subject to one-third (1/3) of the monthly gross salary. The students registered for their Ph.D./M.Tech./M.S(R) can also be engaged under the consultancy/sponsored projects. They are required to perform the assigned work in addition to their normal duties related to Assistantships/Fellowships. The Ph.D. and M.Tech. students can be paid honorarium up to a maximum of Rs.6000/- and Rs.3,000/- pm respectively. The PIs/CIs may also hire the services of those students who are not drawing any assistantship and pay them assistantship at par with PG Section norms up to the approved amount of assistantship/fellowship in accordance with their qualification, etc. The UG students may also be engaged for project work and be paid a maximum of Rs.2,000/- per month during non-vacation period and Rs.5,000/ per month during vacation period. Project Staff appointed under the projects are not eligible for any OTA/Honorarium.

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7 TEMPORARY ADVANCE / PERMANENT IMPREST

In order to meet day-to-day contingent expenses of the project, the PI/CI can draw permanent imprest (up to Rs.10,000/-) from project fund in his/her own name or his nominee. Temporary advance for specific purchase can also be drawn by the PI/CI directly from IRD Accounts by applying in a prescribed Form No. IRD/A–1 (Annexure–G). The adjustment account against the advances are to be submitted within a period of one month from the date of drawal of advance.

8 PROFESSIONAL DEVELOPMENT FUND (PDF)

8.1 CREATION / GENERATION OF PDF The Professional Development Fund (PDF) is generated by crediting: (a) 20% of the Administrative Overheads of Sponsored Research Projects amongst

PI/Co-PI(s). (b) 10% of the Admn. Overheads of the consultancy jobs amongst CI/Co-CIs. (c) Unspent amount of the consultancy jobs as per the recommendation of CI. (d) 10% of Admn. Overheads and unspent balance of the Conferences organized

by the Institute, as per the recommendation of Conference Coordinator.

8.2 UTILIZATION OF PDF The PDF can be utilised for the following purposes: (a) TA/DA and Registration fee for attending the Conferences in India or abroad. (b) Membership fee for Professional Societies. (c) Purchase of Professional Books, video and DVD/CD ROM etc. (d) Equipment, air-conditioner, and phone/fax facilities in the office or lab. (e) Purchase of PCs/ Laptops and its accessories. (f) Upgradation or purchase of portable or desktop computers and related

peripherals for use by the faculty at any location as per the working requirement. (g) Purchase of office or lab furniture. (h) Purchase of Cellular Phone and expenses including the charges for the cash

card and other monthly expenses on calls restricted to Rs.750/- per month (only for sponsored research projects/consultancy jobs related activities).

(i) Recruitment of project staff by PIs/CIs as per IRD norms for a short-term period not exceeding six months in a financial year.

The Up-gradation/Replacement of Cell Phone is allowed after three years of its purchase provided that the earlier one has been written-off as per Institute rules. All purchases shall be made following the IRD/ Institute Purchase Rules. The procured items shall be properly accounted for and shall remain the property of the Institute.

Websites of Major Funding Agencies

1.

Aeronautics Research and Development Board (ARDB)

http://www.drdo.com/boards/ardb

2.

Bhabha Atomic Research Centre (BARC) http://www.barc.ernet.in

3.

Centre for Development of Advanced Computing (CDAC)

http://www.cdac.in

4.

Centre for Development of Telematics (C-DOT)

http://www.cdot.com

5.

Council of Scientific & Industrial Research (CSIR)

http://www.csir.res.in

6.

Defence Research & Development Organisation (DRDO)

http://www.drdo.nic.in

7.

Department of Atomic Energy http://www.dae.gov.in

8.

Department of Biotechnology (DBT) http://dbtindia.nic.in

9.

Department of Chemicals & Petrochemicals, Ministry of Chemicals & Fertilizers

http://chemicals.nic.in

10.

Department of Fertilizers, Ministry of Chemicals & Fertilizers

http://fert.nic.in

11.

Department of Ocean Development http://dod.nic.in

12.

Department of Science & Technology (DST) http://dst.gov.in

13.

Indian Council of Agricultural Research (ICAR)

http://www.icar.org.in

14.

Indian Council of Medical Research (ICMR) http://www.icmr.nic.in

15.

Indian Council of Social Science Research (ICSSR)

http://www.icssr.org

16.

Indian National Science Academy (INSA) http://www.insa.ac.in

17.

Indian Space Research Organisation (ISRO) http://www.isro.org

18.

Indo French Centre for the Promotion of Advanced Research (IFCPAR)

http://www.cefipra.org

19.

Ministry of Agro & Rural Industries http://ari.nic.in

20.

Ministry of Communications & Information Technology

http://www.moc.gov.in

21.

Ministry of Defence http://www.mod.nic.in

22. Ministry of Environment & Forests (MoEF) http://envfor.nic.in

23.

Ministry of Health & Family Welfare http://mohfw.nic.in

24.

Ministry of Non-Conventional Energy Sources (MNES)

http://mnes.nic.in

25.

Ministry of Petroleum & Natural Gas http://petroleum.nic.in

26.

Ministry of Power http://powermin.nic.in

27.

Ministry of Rural Development http://www.rural.nic.in

28.

Ministry of Small Scale Industries http://ssi.nic.in

29.

Ministry of Textiles http://texmin.nic.in

30.

Ministry of Urban Development http://urbanindia.nic.in

31.

Ministry of Water Resources http://wrmin.nic.in

32.

Naval Research Board (NRB) http://www.nrbdrdo.res.in

33.

Northern Indian Textile Research Association (NITRA)

http://www.nitratextile.org

34.

Oil & Natural Gas Corporation Ltd (ONGC) http://www.ongcindia.com

35.

Petroleum Conservation Research Association (PCRA)

http://www.pcra.org

36.

Tata Institute of Fundamental Research http://www.tifr.res.in

37.

Technology Information, Forecasting & Assessment Council (TIFAC)

http://www.tifac.org.in

38. Deutsche Forschungsgemeinschaft (DFG – German Research Foundation)

http://www.dfg.de/en/

FORM NO. IRD/E-1

Industrial Research & Development Unit Email: arird@admin.iitd.ac.in

SUMMARY OF THE SPONSORED PROJECT PROPOSAL TO BE

SUBMITTED BY PI TO IRD UNIT ALONG WITH PROJECT PROPOSAL • Project Title:

• Department/Centre:

• Principal Investigator (with Employee Code):

• Co-Principal Investigator(s)* (with Employee Code): (1)

(2)

* In case, the Co-PI is from other Department/Centre, the HOD/HOC of the respective Department/Centre has to approve the same and in case Co-PI belongs to outside Institute/Organisation then the concurrence from his/her parent organization is also necessary.

• Sponsoring Agency (with Complete Address):

• Project Duration:

• Budget: Total Rs.

• Administrative Overhead Charges @20%: Rs.

• Summary of proposed Research Project Proposal and about 8-10 keywords relevant to the project proposal may please be attached (This information may also be sent by e-mail at irdadmin@ird.iitd.ac.in).

Certificate of Chairperson DRC/CRC It is certified that: 1. The above project proposal submitted by ___________________________ has been discussed

as per IRD guidelines on ________________ and approved by DRC/CRC. The summary along with the project proposal is forwarded herewith for further processing.

2. The requirements of space for office, lab and equipments, technical support, central facilities,

computational requirement etc. relating to the above project were also discussed and it was agreed that all these facilities would be provided by the Department/Centre. The DRC/CRC approved the same.

Chairperson, DRC/CRC Through: HOD/HOC Signature: _________________ Date: _____________________

Revised April 2009

FORM NO. IRD/E-2Indian Institute of Technology Delhi Industrial Research & Development Unit Hauz Khas, New Delhi - 110 016, INDIA EPABX: 1799, 7156 Fax: 2685 4715 Email: arird@admin.iitd.ac.in

Consultancy Assignment Proposal and Agreement Form

TITLE OF THE CONSULTANCY (Kindly fill in BLOCK letters) CONSULTANT INCHARGE

Name: Designation: Department/Centre: Telephone: Direct: EPABX: Extn Email:

EXPECTED TIME SCHEDULE

Duration: Years Months Weeks Starting Date:

CLIENT DETAILS (Kindly fill in BLOCK letters)

Firm’s Name: Address: Contact Person’s Name: Designation: City: Pin: Ph. Ext. Fax Email

TOTAL CHARGES AND PAYMENT DETAILS

Mode of Payment: → By Cheque By Draft Telegraphic Transfer Currency: → Indian Rupees Foreign → Country: Currency: Payment enclosed: → Full Payment Part Payment

Total Value (in figures)

Total Value (in words) Bank's Name and Branch

DD/Cheque No.

DD/Cheque Amount DD/Cheque Date

SCOPE OF THE CONSULTANCY (attach separate sheet, if necessary)

Consultancy Type (Please ) Product Development Process Development Checking of Design Checking of Analysis Report writing/Evaluation Advice Testing & Interpretation

Client Type (Please ) Private Sector Govt. Sector Public Sector Funding Agency Foreign Organisation Others (please

specify)

AGREEMENT BETWEEN CLIENT AND CONSULTANT This agreement is subject to the Standard Terms and Conditions contained herein (overleaf) for undertaking consultancy projects at IIT Delhi. The Consultant Incharge(s) certify that these terms and conditions have been made known to the client organization and it has agreed to adhere to the same.

Signature of the Consultant Incharge Signature of the Client Date: Date: Revised April 2009

CW For Office Use Only

STANDARD TERMS AND CONDITIONS OF CONTRACT FOR CONSULTANCY These terms and conditions are to cover projects for the development of products, processes, field studies, model studies, calculations, economic and technical consulting and other forms of project of specific interest to the client. The conditions are binding unless otherwise agreed upon in a separate document. 1. PROJECT PLANNING: The Institute shall, together with the Client, prepare work plan and budget for the project or parts of the

project wherever the project size or subject makes this necessary. This plan shall normally be accepted by the Client before commencement of the work on the project. The Institute shall supply information regarding the progress of the project at any time at the Client’s request. the Client may, with the agreement of the Institute, follow the progress of the project personally, or through a third party named by the Client. The Institute and the Client shall agree on the form and frequency of formal reports concerning the progress and the results of the project.

2. RESPONSIBILITY: The Institute undertakes to carry out the project as conscientiously as conditions allow, but accepts no economic

responsibility, should the work not lead to expected results. The Institute accepts the project on condition that the Client renounces all right to claim damages for losses sustained directly or indirectly in consequence of the work done by the Institute.

3. DISCRETION: The Institute undertakes to handle with discretion reports, results, the identity of the Client, and all material which the

Client places at the disposal of the Institute in connection with the project.

4. SUB-CONTRACTING: The Institute reserves the right to allow any work, experimental or otherwise to be carried out by a third party provided this does not result in the danger of information of a confidential nature coming into the hands of unauthorized persons.

5. RESULTS OF THE PROJECT: The results of all work done by the Institute in connection with the project, incorporated in written

reports in accordance with paragraph 1, shall remain the property of the Client. Results arrived at with little or no involvement on the part of the Client are available free of charge for the Client’s own use. However, the Institute reserves the right to use such results in connection with activities outside the scope of the project. Inventions are covered in paragraph 6. If the Client consists of several individuals, all questions of Client, rights between the Clients must be settled between such individuals, and are of no concern to the Institute. Unless otherwise agreed, all reports are to be sent to the Client in triplicate. The Institute has the right to retain a copy.

6. INVENTIONS: All reports of Institute on the project are the property of the Client. This includes patentable inventions while working

on the project.

7. PUBLISHING THE RESULTS/OUTCOME OF THE CONSULTANCY: The results/outcome of the consultancy must not be exploited by the client organization for its business interests by using IIT Delhi’s name/logo through press advertisements/publicity material or in any other manner. Manuscripts of academic papers, brochures, advertisements or other form of published material which refer to or quote the propriety results of the project shall be vetted by both parties before publication.

8. COMMUNICATION OF RESULTS TO A THIRD PARTY: The institute may not, without the written agreement of the Client,

communicate the results of the project to a third party. The Client shall arrange the necessary agreement of all parties on the Client’s side who may have publication rights with respect to the project.

9. PROJECTS FOR OTHER CLIENTS: The institute may normally undertake other projects in the same field provided - to the best of

the Institute’s knowledge and belief - there exists no danger of information of a confidential nature coming into hands of a third party. Any agreement to restrict the Institute from undertaking similar projects during or after the life of the project, shall be covered by a separate contract.

10. APPARATUS: Instruments and/or equipment obtained in connection with the project and charged to the client remain the property of

IITD, unless otherwise it is specifically agreed to by the institute.

11. TERMINATION OF THE PROJECT: The client has a right to terminate the project at any time, but shall be liable for all reasonable expenses incurred in connection with halting work already in progress according to the agreed work programme. The Institute has the right to terminate the project with three months’ notice except where otherwise agreed upon. The client in this case will not be liable for any expenses incurred after the period of notice.

12. NORMAL TERMS OF PAYMENT: The payment of the Institute charges for the consultancy projects are required to be deposited in

full (unless otherwise it is specifically agreed by the Institute) before the start of the work, through a crossed bank draft/ cheque (Bank drafts in the case of private organisations and by draft/cheque for others). The draft/cheque is to be drawn in favour of "Indian Institute of Technology, Delhi" and sent either to the Consultant or the Dean, Industrial Research and Development (IRD) and drawn on any bank in Delhi.

13. DISPUTES: In the event of any dispute or difference between the parties hereto, such dispute or differences shall be resolved

amicably by mutual consultation. If such resolution is not possible, then the unresolved dispute or difference shall be referred to an outside arbitrator to be nominated by the Director of the Institute for a reasoned Award. The Award of the arbitrator shall be binding on the parties to the dispute.

14. SERVICE TAX: As per Service Tax Act of G.O.I., the service tax plus education cess @ 10.3% will be levied on total consultancy

charges and this amount is to be borne by the client organisation. Revised April 09

DETAILS OF THE CONSULTANT INCHARGE AND CO-CONSULTANT INCHARGE(S)

Employee’s Name and Code Designation Dept/Centre Load of this consultancy

(hours/week)*

Signature

CI: Co-CI: Co-CI: * As per the BoG Resolution No. BG/18/97, a faculty member can devote up to 8 hours/week for all consultancies at a given time.

BREAK UP OF TOTAL CHARGES

Budget Head Description Budget Code Amount (Rupees)

A. INSTITUTE CHARGES @ 35% OF TOTAL CHARGES

INSTOHS

B. EXPENSES i) Recurring: Salary/Cost of Labour, Honorarium to Staff/Outside

Consultants, Travel, Contingency, Consumables, etc. RECUR

ii) Non-Recurring: Equipments, Materials, etc. NONRECUR

C. FEE FOR SCIENTIFIC & TECHNICAL ADVICE FEEST9

D. TOTAL CHARGES (A + B + C)

E. SERVICE TAX @ 10% OF D(Total Charges)

F. EDUCATION CESS @ 3% OF E(Service Tax)

G. GROSS AMOUNT (D+E+F)

Signature of HoD/HoC Signature of the Consultant Incharge (DD(F), in case HoD/HoC is CI). Date: EPABX:

FOR OFFICE USE ONLY A.R., IRD Associate Dean, IRD Dean, IRD

Revised April 2009

Industrial Research & Development Unit FORM NO. IRD/E-3Email: arird@admin.iitd.ac.in FORM FOR ADHOC APPOINTMENT (Maximum for a period of 6 months)

IMPORTANT: Adhoc appointment through Standing Selection Committee is resorted only to cater to the urgent requirement of the project. Therefore, adhoc selection is not to be proposed as a matter of routine and it should confine to project research positions only. PIs/CIs are requested to initiate action for regular selection as 2nd Adhoc Selection for the same post is not undertaken by IRD. 1. Title and Code of the Project:

2. a) Name of the P.I./C.I.

b) Department/Centre:

3. a) Duration of the Project:

b) Scheduled Date of Completion

Posts Vacant: 4. Status of positions available

No. of Posts:

5. Post for which selection is proposed:

6. Duration for which adhoc appointment

is proposed (Max. 6 months):

7. Qualifications and Experience required:

8. Composition of Selection Committee (Please refer the Guidelines on the reverse.):

Details of Chairperson: Interview Details Name of the Chairperson Dept./Centre

Date Time Details of other Members: Name of Faculty/Other Member Emp.

Code Dept./Centre PI/CI/HoD/HoC/

Internal Expert P.I./C.I. HoD/HoC

Revised April 2009

Details of Outside Expert(s), if any: Name of the Expert Address Contact

Nos./Fax Email Address

__________________________________ Signature of HoD/HoC with Date

___________________________________ Signature of Principal Investigator with Date

FOR IRD OFFICE USE ONLY

GUIDELINES FOR THE COMPOSITION OF SELECTION COMMITTEE

Project Consultant, or equivalent

Sr. Project Scientist, Project Scientist, or equivalent

Project Associate, Sr. Project Assistant, Project Assistant, Jr.

Project Assistant, Project Attendant, or equivalent

• Director (Chairman) • Principal Investigator/Co-PI • Head of the Dept./Centre • One Expert Nominee of the

Senate from within the Institute

• One Outside Expert

• Chairman (from the approved panel for Standing Selection Committees)

• Principal Investigator/Co-PI • Head of the Dept./Centre • Two Expert Nominee from

within the Institute • One Outside Expert (for Sr.

Project Scientist)

• Chairman (from the approved panel for Standing Selection Committees)

• Principal Investigator/Co-PI • Head of the Dept./Centre • One Expert Nominee from

within the Institute (Not required for Project Attendant)

IRD TELEPHONE NOS

Dean, IRD 1707 Assoc. Dean, IRD 1715 AR, IRD 1787 AR, IRD A/c 1758 IRD Unit 1799, 7194 IRD Accounts 7192, 1769

Revised April 2009

FORM NO. IRD/E-4Industrial Research & Development Unit Email: arird@admin.iitd.ac.in

FORM FOR AWARD OF WORK ON CONTRACT

1.

Title and Code of the project: ____________________________________________

____________________________________________

2. Name of the PI/CI: _________________________________________

3. Department/Centre: ____________________________________________

4. Type of skills required for the proposed work

on contract:

____________________________________________

____________________________________________

____________________________________________

5. Duration for the execution of the contract work

and starting date (normally 1 month, max. 3 months):

____________________________________________

6. Identify the specific deliverables by the

contract awardee:

____________________________________________

____________________________________________

____________________________________________

____________________________________________

7. Payment proposed: Rs.___________________ per month

8. Name of the person proposed to be given the job on contract (attach Biodata on Form No. IRD/E-4a and photocopies of educational qualifications/work experience):

____________________________________________

9. Has the proposed person been awarded

previous contracts in the same project? If yes,

please give details:

____________________________________________

S.No. From To Amount Paid

DATE : ___/___/___ SIGNATURE OF THE P.I./C.I.

Revised April 2009

RECOMMENDATIONS OF THE STANDING COMMITTEE

1. Total Contract Amount: Rs. __________________________

(Rupees_________________________________________________)

2. Terms & Conditions for release of

payments against the contract

amount:

__________________________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________

Head of the Dept./Centre Another faculty member of the Dept./Centre

PI/CI

AR (IRD A/c)

FOR IRD OFFICE USE ONLY

The Recommendations of the Standing Committee are submitted for consideration/approval. AR (IRD) AD (IRD)

Revised April 2009

FORM NO. IRD/E-4a

Bio-data of the Applicant

1. Name in full (in block letters) __________________________________________ 2. Address (in block letters)

(i) For Communication __________________________________________ __________________________________________

(ii) Permanent __________________________________________

__________________________________________

3. Particulars of age (as per Matriculation or equivalent Certificate) (i) Date of Birth ________________________ (ii) Age _________ years __________ months (iii) Place of Birth _______________________

4. Father’s/Husband’s Name __________________________________________ 5. Are you member of SC/ST/OBC/Ex.S.Men/PH ________________________________

(If ‘Yes’ mention and attach certificate from District Magistrate/Tehsil or the concerned competent authority)

6. Particulars of Qualification and Experience:

(If space is insufficient, attach separate sheet. Attested copies of certificates/testimonials in support of the qualifications and experience mentioned must be attached.)

(i) Qualifications (in chronological order):-

Educational/Technical/

Professional Exam Passed

Discipline Grades/ Division

% of marks obtained

Year of passing

Name of the University/ Board

Revised April 2009

(ii) Experience (in chronological order):-

Employer Designation Period

From To

Length

Yrs Months

Nature of duties/ area of

specialisation etc.

Pay Scale and Present Salary

7. Any Other relevant Information

I hereby declare that all particulars in this form are correct and true to the best of my knowledge & belief and nothing has been concealed therein.

______________________________

SIGNATURE OF THE APPLICANT PLACE : ______________ DATE : ______________

Revised April 2009

Industrial Research & Development Unit FORM NO. IRD/E-5Email: arird@admin.iitd.ac.in PROPOSAL FOR TRAVEL WITHIN COUNTRY (Including local travel)

IMPORTANT: The proposal is to be submitted to IRD Accounts directly for the travel as per the entitled norms. In case, relaxation in entitled norms is desired or registration fee is required, the proposal is to be sent to IRD Office for the approval of the competent authority. 1. Title and Code of the Project:

Duration of the Project:

2. a) Name of the P.I./C.I.

b) Department/Centre:

3. Details of Faculty/Staff likely to travel:

#. Name of the Employee Emp. Code Designation Basic Pay Dept./Centre

4. Institutions to be Visited:

Duration of Visit #. Institution Name & Address from to

Purpose of Visit

5. Approval Required for:

Registration Fee (if any) Amount: Rs. Cheque/DD in favour of: Temporary Advance (if any) Amount: Rs.

Mode of Travel (Please tick) Air Train Other (Please specify)

___________________

___________________

___________________

TA/DA (Please tick) TA* DA Other (Please specify)

___________________

___________________

___________________

* Local Travel (not permissible if DA is claimed) Revised April 2009

6. If relaxation in norms of entitled travel is

desired, please give justification:

7. P.I./C.I.'s specific Recommendations (if

any)

__________________________________ Signature of HoD/HoC Name: Date:

___________________________________ Signature of P.I./C.I. Name: Date:

FOR IRD OFFICE USE ONLY

IMPORTANT GUIDELINES • The Principal Investigator/Consultant Incharge and others can visit places outside the

institute as per entitlement, subject to availability of funds under budget head "Travel or TA/DA" of the project.

• PI/CI is the sanctioning authority, however sanction of Head of the Department/Centre is required for being away from the Institute.

• Temporary Advance can be drawn for the visits. • In case relaxation of entitled norms is desired, approval of the competent authority is

required. • Entitlement: Basic 16400/- & above: Air Travel/1st AC, Basic 8500 – 16399/- : 2nd AC

Train, Basic 4100 – 8499/- : 1st Class Train and Basic upto Rs. 4100/- : 2nd Class Train.

IRD TELEPHONE NOS.

Dean, IRD 1707 Associate Dean, IRD 1715 AR, IRD 1787 AR, IRD A/c 1758 Head Cashier, IRD A/c 1797 IRD Unit 1799, 7194 IRD Accounts 7192, 1769

Revised : April 2009

Industrial Research & Development (Accounts) FORM NO. IRD/A-1EPABX Assistant Registrar (A/c): 1758, 7192, 1769 FORM FOR TEMPORARY ADVANCE (This form is to be filled-in for Permanent Imprest also.)

1. Title and Code of the Project:

2. a) Name of P.I./C.I.

b) Department/Centre:

3. Details of Faculty/Staff authorised to receive the Advance:

Name of the Employee Emp. Code Designation Dept./Centre

4. Purpose of Temporary Advance:

(Purchase Committee/Petty Purchase

Also list the items to be purchased)

5. Details of Temporary Advance:

Amount to be drawn (in Rupees) Budget Head In figures In words

6. Sl. No. of Temporary Advance Register

at the Dept./Centre:

C E R T I F I C A T E

The adjustment account against this advance would be submitted within a period of one month from the date of drawal of advance (Ref. GFR Rule 258 (4) (2-vii)).

Principal Investigator/C.I. Name: Date:

Signature of Applicant Name: Date:

FOR USE IN IRD ACCOUNTS ONLY

Entered at page no. _________ of Temporary Advance Register. Pay Rs. ____________________ (Rupees ____________________________________________________________________) as Temporary Advance for the above purpose to Prof./Dr./Mr./Ms._____________________________ chargeable to Project No. __________________ Budget Head(s) ___________________________.

Dealing Assistant A.R. IRD Accounts / Associate Dean, IRD

 

Document Author (IRD) : Kalyan Bhattacharjee, Updated : April 2009 

 

Sub : Consultancy Completion and Apportionment Proforma

The consultancy job (CW___________) entitled ___________________________________________________

__________________________________________________________________________________________

Notified by IRD Unit vide its reference No. ___________________ dated _____________ was undertaken by

me independently/with contribution(s) from _____________________ (Name(s) of other contributor(s) to the

consultancy assignment, if any).

It is certified that the job has been successfully completed as per the consultancy agreement and the

results/deliverables have been provided to the client vide letter No.______________ dated _____________.

(Please enclose a copy of the report submitted to the client with details of the measurements and/or calculations

made as well as other deliverables of the consultancy job for records of the IRD Unit. In order to ensure

confidentiality of the information contained in the report (wherever required), the same may be sent under

confidential cover addressed to Dean, IRD by name. Such reports shall be returned back to the Consultant

Incharge after a period of one year (or any other suitable period as decided by the IRD Board)) I also certify that

the report submitted and other deliverables provided to the client have been accepted by the client.

The Consultancy job may be considered as completed and therefore the apportionment of the Fee for Scientific

and Technical Advice as given below may please be approved and disbursed:

S.No. Name Dept./Centre/School Employee Code Amount 1. 2.

______________________________________ Head of the Deptt/Centre/School Signature and name of the Consultant Incharge

                    Date : 

Indian Institute Of Technology Delhi Hauz Khas, New Delhi–110 016. Website : www.iitd.ac.in

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