Grievance Redressal Mechanism

A grievance refers to a formal complaint raised by any stakeholder against an individual, group, committee, or administration within the institute. Grievance Redressal primarily focuses on receiving and processing complaints from students, parents, and staff. It also encompasses taking necessary actions to address any issues raised by them in order to enhance service delivery within the institute.

Any individual associated with or affiliated to the organization, including staff, students, and parents, has the right to file a grievance. The acceptance of a grievance is contingent upon verifying the complainant's association with the institute and the relevance of the grievance to the aforementioned parties. Once a grievance is verified, it will be forwarded to the respective office responsible for addressing the issue. If required, the identity of the complainant will be kept confidential.

Grievance Redressal typically covers the following areas:

• Grievances related to ragging

• Grievances related to caste discrimination

• Grievances related to sexual harassment

In addition to these specific areas, Grievance Redressal also encompasses addressing grievances related to academic matters (e.g., unfair evaluation, improper conduct of exams, discrepancies in marks, etc.) and administrative issues (e.g., delays in issuing certificates, mishandling of documents, miscommunication, etc.) to ensure effective resolution and service improvement within the institute.

Grievance Mechanism for Ragging

The Supreme Court of India recognized and addressed the issue of ragging in Technical Institutions/Universities/Colleges in the country by admitting and hearing the mentioned Special Leave Petitions (SLPs). To tackle this problem effectively, the apex court established a committee headed by Dr. R. K. Raghavan, former Director of CBI, to provide specific recommendations for preventing ragging in educational institutions. The committee conducted a thorough study on the various factors contributing to ragging and gathered public opinion. Based on their findings, the committee submitted a detailed report with appropriate recommendations and measures to combat this menace. The recommendations were accepted, and the Supreme Court issued directives to all educational institutes for their implementation.

I. Factors identified by the committee:

1. Academic institutions themselves bear the primary responsibility for curbing ragging.
2. Ragging negatively affects the standards of higher education.
3. Institutions should be incentivized for curbing ragging, while there should be disincentives for failing to do so.
4. Enrollment in academic pursuits or campus life should not exempt any adult citizen from the penal provisions of the law.
5. Ragging should be seen as a failure to instill human values from the early stages of schooling.
6. Behavioral patterns among students, particularly potential 'raggers', need to be identified.
7. Measures against ragging should act as deterrents against its recurrence.
8. A coordinated effort is necessary at the school, higher educational institution, district administration, university, state, and central government levels to effectively curb ragging.
9. Media and civil society should be involved in this endeavor.

II. Recommendations approved by the Supreme Court:

1. The punishment for ragging should be exemplary and sufficiently harsh to deter its recurrence.
2. In cases where the victim, their parent/guardian, or the head of the institution is unsatisfied with the institutional action against ragging, a First Information Report (FIR) must be filed without exception by the institutional authorities with the local police. Any failure or deliberate delay in lodging the FIR shall be considered an act of culpable negligence by the institutional authority. If the victim or their parent/guardian intends to file an FIR directly with the police, the institutional authority is still required to file an FIR.
3. The prospectus issued by educational institutions should clearly state that indulging in ragging in the past or later discovery of such behavior can result in refusal of admission or expulsion from the institution.
4. It is the collective responsibility of the authorities and functionaries of the concerned institution to prevent ragging, and their actions can be scrutinized. In case of failure, appropriate action can be taken, such as denial of grants or assistance from state governments.
5. Institutions must immediately form anti-ragging committees and squads to ensure the implementation of the committee's recommendations. Any deviations from these recommendations should be promptly reported to the Supreme Court.
6. A Mentoring Cell should be established at the end of each academic year to promote the objectives outlined in the regulations. This cell should consist of student mentors who will guide and support incoming students, and the number of mentors should correspond to the number of student batches.
7. The Committee established by the Supreme Court will continue to monitor the functioning of anti-ragging committees and squads, as well as the implementation of the aforementioned recommendations.

III. Actions taken by the institute:

A. Formation of Committees & Squads: In compliance with the directives of the Honorable Supreme Court of India, the institute has established anti-ragging committees and squads to address the issue of ragging and ensure the implementation of all provisions mentioned in the verdict.

B. Installation of Permanent Hoardings/Banners: Prominent hoardings/banners have been erected within the institute to raise awareness among students, urging them to prevent and refrain from participating in ragging activities. These hoardings also display the names of officials and their contact numbers to be reached in case of any incidents of ragging.

C. Undertaking from Students and Parents: At the time of registration, students, their parents, and/or guardians are required to submit a combined undertaking. This undertaking emphasizes adherence to the stipulations outlined in the directives and calls upon all relevant officials, students, parents, guardians, members of anti-ragging committees, and anti-ragging squads to effectively monitor and comply with the provisions set forth.

Grievance Mechanism for Caste Discrimination

The objectives and functions of the anti-discrimination cell in the college are as follows:

1. Collecting information on admission of SC/ST candidates: The cell is responsible for gathering regular information about the admission of SC/ST candidates in the institute. This helps in monitoring and evaluating the effectiveness of the policies and programs implemented by the government for the benefit of these candidates.
2. Grievance Redressal Cell: The anti-discrimination cell acts as a grievance redressal cell for SC/ST students and staff members of the institute. It provides necessary assistance and support in resolving their academic and administrative problems. This includes addressing any complaints or issues related to discrimination, harassment, or unequal treatment faced by SC/ST individuals within the college.
3. Remedial coaching classes: The cell conducts regular remedial coaching classes aimed at enhancing the life skills, personality development, and communication skills of SC/ST students. These classes are designed to provide additional support and guidance to students who may require extra assistance to excel academically.
4. Enrichment programs for slow and weak learners: In order to address the difficulties faced by SC/ST students, the cell organizes enrichment programs. These programs are specifically designed to cater to the needs of slow and weak learners, helping them improve their academic performance and overall development.

The overall goal of the anti-discrimination cell is to promote the special interests of SC/ST students, monitor the implementation of government policies, and provide support and guidance to ensure equal opportunities and a conducive learning environment for all students, irrespective of their background.

v  UGC Guidelines for Establishing an Anti-Discrimination Cell

The UGC (University Grants Commission) has issued guidelines in 1998 for the establishment of an Anti-Discrimination Cell. These guidelines aim to ensure equal opportunities for Scheduled Castes (SC) and Scheduled Tribes (ST) students and staff in educational institutions. The primary functions of these Cells include monitoring admissions, recruitment of teaching and non-teaching personnel, and assisting SC/ST categories in integrating with the institute's mainstream while addressing any difficulties they may face.

Objectives: According to the UGC Guidelines of 1988, the Anti-Discrimination Cell has the following objectives:

1. Implementation of Reservation Policy:
• Collecting data on the implementation of reservation policies for SCs/STs in the institute.
• Analyzing the data to identify trends and changes in meeting the required quota for admissions and appointments.
2. Follow-Up Measures:
• Taking necessary actions to achieve the objectives and targets set by the Government of India, Ministry of Human Resource Development (MHRD), and the UGC.
• Continuous monitoring and evaluation of the reservation policy in the institute.
• Planning measures to ensure effective implementation of the government's policies and programs.

Functioning of the Anti-Discrimination Cell: The Anti-Discrimination Cell operates by performing the following functions:

1. Monitoring Admissions:
• Circulating decisions and collecting information on SC/ST candidates' admissions for different courses in the institute.
• Taking follow-up actions as necessary.
2. Monitoring Appointments and Training:
• Disseminating government orders and decisions and collecting information on appointments and training of SC/ST communities in teaching and non-teaching positions.
• Taking appropriate follow-up actions.
3. Data Collection and Analysis:
• Collecting reports and information on various aspects of education, training, and employment of SC/ST candidates as per government orders.
• Analyzing data related to admissions, education, training, and employment of SC/ST communities.
• Preparing reports for transmission to the Ministry of Human Resource Development, University Grants Commission, and other relevant authorities.
4. Grievances Redressal:
• Addressing representations received from SC/ST candidates regarding admission, recruitment, promotion, and other related matters.
• Acting as a Grievances Redressal Cell for SC/ST students and employees, providing assistance in resolving their academic and administrative issues.
5. Remedial Coaching Scheme:
• Monitoring the effectiveness of the remedial coaching scheme.
6. Employment Register:
• Maintaining a register of SC/ST candidates for employment in various positions within the institute.
7. Additional Responsibilities:
• Undertaking any other tasks assigned to promote higher education among the SC/ST communities, considering their economic, social, and educational disadvantages.

v  Activities of the Anti-discrimination Cell at the Institute:

The institute established an anti-discrimination cell to collaborate with university authorities in implementing various policies and programs initiated by the Central Government, MHRD, UGC, and State Government to benefit SC/ST students. The cell also focuses on raising awareness among SC/ST students, particularly those from rural areas. Its dedicated staff actively coordinates and resolves admission-related issues. Moreover, they circulate information about government scholarships and fellowships to SC/ST students. The cell prioritizes equitable accommodation for male and female students in hostels and ensures the implementation of reservation rules in appointments and housing allocations for SC/ST employees.

The Anti-discrimination Cell monitors the following activities at the Institute:

• The cell widely publicizes various government and authority scholarships to all faculty members and students through circulars.
• It addresses the concerns of SC/ST students and employees by engaging with institute authorities and successfully resolving some of the issues amicably. Ultimately, the cell acts as a user-friendly counselor for all SC/ST employees and students.
• The cell assists SC/ST research scholars in obtaining university and government fellowships.
• It implements various schemes from MHRD and the University Grants Commission, aiming to enhance the learning levels of Schedule Caste and Schedule Tribe candidates, bringing them up to par with other communities.
• The institute promptly provides statistical information on all aspects to both the Government of India and the State Government.
• The anti-discrimination cell offers guidance to various institute committees regarding promotions and recruitment, ensuring adherence to the latest rules and regulations concerning SC/ST reservations.
• The cell establishes and manages a Book Bank and Book Grants specifically for SC/ST students at the institute. It advises students to make use of the Book Bank facilities and borrow books as per availability.

v  Special Initiatives of the Anti-discrimination Cell

The institute has implemented special initiatives aimed at providing support and guidance to students from the SC/ST communities. These initiatives include the following:

1. Remedial English Coaching Class
2. IAS Coaching Class
3. Coaching Classes for NET/SLET
4. Bank Coaching Classes
5. Research Methodology Classes

Filing a Complaint

To file a complaint, individuals can submit a written complaint to the Coordinator of the anti-discrimination cell. This facility is open to all students and employees of the institute, including contractual, casual, and temporary staff.

Complaint Drop Box

An easily accessible drop box is provided in the anti-discrimination cell for the convenience of students and employees from the SC/ST communities. They can drop their complaints in the box if they wish to do so.

Constitutional Safeguards and Legislation for SCs/STs

·       The Constitution of India enshrines Constitutional Safeguards and Legislation to protect the rights and interests of Scheduled Castes (SCs) and Scheduled Tribes (STs). As a sovereign socialist secular democratic republic, India upholds the Fundamental Right to Equality, which includes the right to equality before the law, prohibition of discrimination (as stated in Article 15), and equality of opportunities in public employment (as stated in Article 16). However, the Constitution also allows the state to make special provisions for women, children, SCs, and STs.

·       To eliminate the social evil of untouchability, Article 17 of the Constitution declares its abolition in any form. The Directive Principles of State Policy, as outlined in Article 46, emphasize the promotion of educational and economic interests of SCs, STs, and other weaker sections of society. Hindu religious institutions that have a public character are open to all classes and sections of Hindus, as stated in Article 25b. Any restrictions or discrimination based on access to public establishments, such as shops, restaurants, hotels, or places of public entertainment, are prohibited under Article 15(2). In cases where there is inadequate representation, Article 16 and 355 permit states to implement reservation policies for backward classes in public services.

·       To ensure the welfare and protection of Tribals, states establish Tribal Advisory Councils and separate departments as mandated by Article 164, 338, and the Fifth Schedule. Special provisions for the administration and control of scheduled and tribal areas are outlined in Article 244, the Fifth Schedule, and the Sixth Schedule.

·       The Reservation Policy serves as a Constitutional mechanism to create a society of equals. It recognizes that true equality requires addressing historical injustices and social imbalances. Reservation for SCs and STs is based on the principle of compensatory justice, acknowledging the suffering they have endured for generations through no fault of their own. The Constitution has allocated reservation quotas for SCs and STs, which correspond to their respective population percentages of 15% and 7.5%.

v  legislation

·       The Civil Rights Protection Act of 1955 (formerly known as the Untouchability Offences Act, 1955), which has been in effect since 1976, establishes penalties for the prevention of any individual, based on untouchability, from enjoying the rights granted by the abolition of untouchability.

·       The Prevention of Atrocities against Scheduled Castes and Scheduled Tribes Act of 1989 defines specific offenses that are considered atrocities and imposes strict punishments for their commission. The Act also includes comprehensive regulations that outline measures for providing relief, rehabilitation, and prevention for the affected individuals.

·       In accordance with the 65th Amendment to the Constitution Act of 1990, the Special Post under Article 338 of the Constitution has been replaced by the National Commission for Scheduled Castes and Scheduled Tribes. The primary purpose of this commission is to investigate and monitor all matters pertaining to the protection of SCs/STs as guaranteed by the Constitution and other relevant laws.

v  Scholarship schemes

Scholarship schemes play a vital role in supporting students from marginalized backgrounds, particularly SCs/STs, who face barriers in pursuing higher education. These schemes serve as a source of encouragement for talented students who lack the financial resources to continue their studies. Government scholarship schemes encompass a range of categories, including merit-based, need-based, student-specific, and career-specific scholarships.

Merit-based scholarships are awarded to students based on their exceptional academic achievements and performance. These scholarships recognize and reward students who have demonstrated outstanding potential and excellence in their studies.

Need-based scholarships aim to assist students from economically disadvantaged backgrounds. By considering the financial circumstances of students, these scholarships aim to alleviate the financial burden and enable them to pursue their education.

Student-specific scholarships focus on providing equal opportunities for education to specific groups, such as SCs/STs, who have historically faced social and economic disadvantages. These scholarships aim to bridge the gap and promote inclusivity in education.

Internal Complaint Committee

In accordance with "The Sexual Harassment of Women at Workplace (Prevention, Prohibition, and Redressal) Act, 2013," and as per the notification of DBATU, SNPTIOP has established the Internal Complaints Committee (ICC) to prevent and address complaints of sexual harassment. The roles and responsibilities are as follows:

Students and Employees:

• It is the duty of all students and employees to refrain from engaging in any behavior that may constitute sexual harassment within the institute.
• Incidents of sexual harassment should be promptly reported without fear or favor.
• Foster an environment that promotes growth and development, free from the fear of harassment.
• Seek guidance and clarification from the ICC whenever necessary.

Heads of all Administrative/Academic Committees:

• Ensure the absence of a hostile working environment within the institute.
• Ensure that all staff members in their respective sections/departments understand the purpose of the policy.
• Immediately report any received complaints or grievances to the relevant authorities.
• Prevent victimization of the aggrieved party at the institute where the alleged incident took place.

Policy

SNPTIOP is dedicated to establishing a healthy and supportive work environment that empowers both students and employees (both teaching and non-teaching) to carry out their responsibilities without experiencing any form of gender bias, prejudice, or sexual harassment. The institute is firmly committed to nurturing an atmosphere of mutual respect and dignity for all individuals associated with it.

In line with this commitment, it is expected that all employees and students remain mindful of their conduct and refrain from engaging in any behavior that could be deemed offensive or inappropriate by their peers. The institute unequivocally denounces and will not tolerate any acts that may constitute sexual harassment within its premises, under any circumstances.

SNPTIOP adheres to the "Vishakha Guidelines" and "The Sexual Harassment of Women at Workplace (Prevention, Prohibition, and Redressal) Act 2013," which ensure protection against sexual harassment and gender inequality in the institute.

Ø  Procedure for Filing Complaints

To initiate the process of filing a complaint, any employee or student of SNPTIOP who believes they have experienced sexual harassment or gender-based disparity, whether direct or indirect, should promptly submit a written complaint to any member of the Internal Complaints Committee (ICC). The complaint must be accompanied by the complainant's signature, along with the date, and should be filed within three months from the date of the incident.

The complaint should clearly outline the nature of the allegations, providing specific details regarding the date, time, and description of the events. If there were any witnesses present, their names should be mentioned, and any available evidence supporting the allegations should be included. Additionally, the complaint should contain the contact details of the aggrieved party, including their address, phone number, department, and the name(s) of the alleged harasser(s), if known.

If the complaint has been submitted to a Department Head, it is imperative that they promptly forward it to the ICC for further investigation.

Redressal of Complaint

1. Upon receiving a complaint, the ICC may, at the request of the aggrieved party, attempt to resolve the matter through conciliation between the aggrieved party and the respondent before commencing an inquiry.
2. If a settlement is reached in accordance with the above point (1), the ICC will not conduct any further inquiry. The details of the settlement will be recorded by the ICC and forwarded to the employer for appropriate action as per the recommendations.
3. The ICC will provide copies of the recorded settlement mentioned in point (2) to both the aggrieved party and the respondent.
4. If the complaint is not resolved through conciliation as described in point (3), the ICC will proceed to initiate an inquiry. The inquiry should be completed within a period of 90 days.
5. During the inquiry process, upon written request by the aggrieved party, the ICC may recommend the management of SNPTIOP to: a. Transfer the aggrieved party or respondent to another department/practice. b. Grant leave to the aggrieved party for a period of up to one month.
6. The alleged respondent will receive a copy of the complaint and will be directed by the ICC to submit a written response to the allegations within a specified timeframe.
7. The ICC will conduct the proceedings in accordance with the principles of natural justice, the Act, and this Policy. It will ensure both parties have a fair opportunity to present their case. Any documents presented by either party must be signed to certify their authenticity.
8. In the event that the respondent chooses not to participate in the proceedings, the ICC will continue the inquiry, taking into account the available information.
9. Minutes of all ICC proceedings will be prepared and signed by the committee members.
10. The ICC will document its findings in writing, along with explanations and recommendations, and forward them to the administrative section within 10 days of completing the inquiry. If the ICC identifies a prima facie criminal case, it will explicitly state this in the report.
11. If the ICC concludes that the allegations against the respondent have not been proven, it will recommend that the management of SNPTIOP take action against the respondent for sexual harassment as a misconduct, in accordance with SNPTIOP's disciplinary policy.
12. If the ICC concludes that the allegations against the respondent have not been proven, it will recommend that no action is required to be taken in the matter.
13. In continuation of point (12) above, if the ICC determines that the allegations made against the respondent are malicious, false, or made with a misleading intent, and if the aggrieved party has produced false or misleading documents, the ICC may recommend that the management of SNPTIOP take action against the aggrieved party in accordance with SNPTIOP's disciplinary policy.
14. If, during the proceedings, the committee finds that any person or respondent has victimized the aggrieved party and/or any person assisting the aggrieved party, the committee will document such instances in writing and recommend that the management of SNPTIOP take disciplinary action against those individuals.

v  Confidentiality

Considering the sensitive nature of sexual harassment and its profound impact on both the victim and the individual accused, SNPTIOP places utmost importance on maintaining strict confidentiality regarding such complaints and the ensuing inquiry process.

All aspects related to the identity, address, and personal information of the aggrieved person, respondent, and any witnesses involved, as well as the proceedings themselves, including statements and supporting materials, and the recommendations of the ICC, shall be treated with absolute confidentiality. ICC members are strictly prohibited from disclosing any of these details to other employees within SNPTIOP or to any external parties.

The ICC is responsible for emphasizing the critical need for confidentiality to all employees who may be involved in discussions related to the complaint, stressing the potential consequences of disciplinary action in case of any breach of confidentiality. This ensures that a safe and secure environment is maintained, fostering trust and encouraging individuals to come forward without fear of their privacy being compromised.

v  Miscellaneous

The ICC will diligently maintain records of all cases and establish communication channels with DBATU, to which the institute is affiliated. This communication will occur on an annual basis or as required by the university.

SNPTIOP takes proactive measures to ensure effective implementation of this policy throughout the institute. Necessary communications and training sessions will be conducted to raise awareness and provide guidance to all members of the institute regarding this policy. By disseminating information and fostering a culture of understanding and adherence, SNPTIOP aims to promote a safe and respectful environment for everyone associated with the institution.

v  The responsibilities of the ICC are as follows:

1. Create awareness among employees, including students, about the existence and role of the ICC in addressing complaints of sexual harassment.
2. Receive and register complaints related to sexual harassment in accordance with the established procedures.
3. Conduct thorough inquiries into the complaints, assessing whether the facts presented meet the criteria for "sexual harassment" as defined in the policy.
4. Organize meetings to provide a fair and impartial platform for both parties involved to present their respective cases.
5. Summon witnesses and gather relevant documents to evaluate the allegations outlined in the complaint.
6. Recommend appropriate disciplinary actions in accordance with the institute's policy, based on the findings and conclusions drawn from the inquiry.
7. Monitor and ensure that SNPTIOP follows up on the recommendations provided by the ICC, taking the necessary actions in a timely manner.
8. Maintain strict confidentiality regarding the details of the complaints and all proceedings, ensuring that privacy is respected throughout the entire process.

The disciplinary actions that may be recommended by the ICC, in accordance with the institute's policy, include:

Ø  Permanent transfer or suspension without pay, or both.

Ø  Imposition of a fine equivalent to two months' salary.

Ø  Stoppage of increment, with or without cumulative effect.

Ø  Reduction in level or rank.

Ø  Termination or dismissal from the services of SNPTIOP.

Ø  Any other appropriate action based on the disciplinary policy of the institute.

The specific action taken will depend on the severity and nature of the offense, as well as the established guidelines and policies of SNPTIOP.