MAINTENANCE POLICY (PHYSICAL, ACADEMIC AND SUPPORT)

1. PREAMBLE

The College has established Maintenance Policy (Physical, Academic, and Support) in alignment with its vision and mission. The primary mandate of this policy is to ensure proper service condition through the physical, academic, and support machinery of the institution for its overall active functioning.

2. POLICY STATEMENT

This policy ensures all physical, academic and support infrastructure are well equipped and maintained to sustain the high-quality teaching and learning in the college without any service interruptions.

3. OBJECTIVE

This policy is designed to develop action plans and procedures for the maintenance, repair and replacement of all equipments – physical, academic and support infrastructure to sustain the quality of teaching and learning and ensure the College’s effective operations.

4. SCOPE

Details of all hi-tech equipment, machinery, and guarantee/warranty of the equipment – physical, academic, and support infrastructure of the college is maintained in the Asset Register. Records details include:

• Date of purchase
• Name & Details of fund utilized to purchase
• Purchase Invoice details
• Purchase price
• Contact details for service contract
• Location of equipment/ machinery in the College
• Staff member responsible for everyday check
• Setting out a uniform maintenance and repair procedure for all the equipment across all the departments and centers of the College.
• Ensure the effective utilization of resources for teaching, learning, and training.
• Ensure the replacement of equipment and furniture in a procedural way on a regular basis without service interruptions.

5. ROLE OF THE MANAGEMENT 

ROLE	RESPONSIBILITIES
Head of Administration –  Secretary	· Overall responsibility for service and maintenance of all physical, academic, and support infrastructure equipment. · Maintenance of the Building, Furniture, Electricals, Garden, Sports-Ground, and IT are forwarded by the Secretary to the respective In-charge for necessary actions.
Maintenance officer	· Overall in-charge of building, furniture and housekeeping services.
Electric Appliances In-Charge	· Overall in charge of lighting, electrical, solar & cable and internet in the Conference halls, Audio-Visual rooms and Auditorium (both indoors and open-air). · Responsible for the periodical/annual maintenance of the above in the respective locations. · To maintain records of periodic maintenance, repair logs, and replacement details of the concerned equipment.
Garden  In-Charge	· Overall in-charge of College Garden- Compost making and maintenance of the garden. · Responsible for the periodical/annual maintenance of the above in the respective locations.
Sports Ground In-Charge	· Overall in-charge of Sports Ground and its maintenance (Refer Sports-Policy for details). · Responsible for the periodical/annual maintenance of the above in the respective locations.
IT In-Charge	· Overall in charge of IT equipment (Refer IT-policy for details). · Responsible for the periodical/annual maintenance of the above in the respective locations. · To maintain records of periodic maintenance, repair logs, and replacement details of the concerned equipment.
ERP In-Charge	· Overall in charge of ERP(Refer ERP Policy)

6.  PROCEDURE FOR MAINTENANCE

• The following procedures provide acceptable, routine and effective maintenance and repair of academic resources.
• Regular lubrication of machinery/equipment (Gen Sets, moving parts).
• Checking of electrical equipments including generator and its components to ensure proper operation.
• Acquire maintenance contract from the supplier/vendor for all the equipments purchased and for servicing major equipment defects with or without warranty.
• Regular clean-up and maintenance of Reverse Osmosis Water Filters in the College premises, including overhead water tanks, rainwater sump, well, bore-well are done periodically at the end of each semester.
• Regular clean-up and maintenance of the college kitchen and its equipment are done by the Kitchen Staff / Canteen in-charge.
• At the end of every semester, periodical maintenance is carried out.
• Maintain servicing records for all equipments in the database of the College and in the Asset Register.

REPAIR

• Repair is carried out based on the request from the concerned in-charge.
• For equipment under warranty, the supplier is informed to rectify.
• For equipment outside warranty, the in-charge will fix faults with the help of College technicians if possible. Any faults that can’t be rectified by local technicians will be handed over for external servicing.

REPLACEMENT

• Any parts to be replaced during repair servicing will be purchased in incompliance with the college’s financial rules and regulations.
• Any equipment/furniture found to be obsolete or not repairable due to unavailability of spares or any other reasons, will be replaced as a whole as per the College purchaseprocedure.
• Any obsolete equipment or furniture still working in good condition is donated to sister institutions in the District/State.

SUPPORT

• Adequate housekeeping staff are available at any point of time during the working hours of the College.
• Appropriate number of housekeeping staff to all the floors of the College, to ensure clean classrooms, lecture halls, computer labs, and toilets for students and staff.
• Ensure that the toilets are regularly cleaned at scheduled times daily.
• Ensure that the students’ and staff’ special requests for arrangements while organizing seminars, workshops, conferences, and other such academic, co-curricular programs are met.

7. DISSEMINATION OF POLICY INFORMATION

This policy is disseminated to all stakeholders through the Total Quality Management (TQM) and Non-Teaching Staff Meeting including the College website.