Aaa Toolkit Final

Knowledge Consortium of Gujarat (KCG)
Academic and Administrative Audit (AAA) for Colleges
Academic and Administrative Audit (AAA)

For Colleges in Gujarat

Department of Education
Government of Gujarat
______________________________________________________________________
1
__________________________________________________________________________________________________________________,
Block 12, 3rd Floor, Dr. Jeevraj Mehta Bhavan, Gandhinagar -382 010, Gujarat, India
Phone Number: 079 -23246292 Email Id: aaa.kcg@gmail.com

CONTENTS
I.
II.
Letter of Intention (LOI)

Criteria for Academic and Administrative Audit (AAA) in colleges
III.
Assessment Indicators
IV.
G-AAA Score
V.
AAA Tool kit

Part I
Part II
VI.
VII.
Guidelines to Peer Team members for AAA

Guidelines to Institutions for AAA
2
__________________________________________________________________________________________________________________,

I.
LETTER OF INTENTION: AFFILIATED /CONSTITUENT COLLEGES
1
2
3
4
5
We would like to opt for

Academic and Administrative Audit(AAA)
Name of the Institution
Name of the Head of the Institution
Designation of the Head of the
Institution
a. Contact Details of the college:
Address:
City:
Pin :
Tel:
Mobile:
Fax:
Email:
Website:
b. Contact Details of the Principal:
Address:
City:
Pin :
Tel:
Mobile:
Fax:
Email:
c.Contact Details of the IQAC Director:
Address:
City:
Pin :
Tel:
Mobile:
Fax:
Email:
6
7
8
Date of Establishment
Date of Recognition by UGC under
section 2(f)s
Date of Recognition by UGC under
section 12(B)
MM/DD/YYYY
MM/DD/YYYY
MM/DD/YYYY
3
__________________________________________________________________________________________________________________,

9
10
University to which College is

Affiliated
Nature of Funding
11
Faculties
12
Total Number of
(Number only)
13
Programmes Offered
(Numbers only)
14
Date of Accreditation/ReAccreditation
Date
15
Govt. Funded:
Grant in Aid:
Private/Self Financing:
Any other:
Arts:
Commerce:
Science:
Education:
Medical Science:
Management:
Distance Education:
Engineering and Tech:
Any other: ____________ (Please specify)
Teaching Staff:______
Non-Teaching Staff:___
Students: ____________
UG:_________
Research:_____
PG:_________
Others:______
MM/DD/YYYY
MM/DD/YYYY
4
__________________________________________________________________________________________________________________,

II.
Criteria for Academic and Administrative Audit (AAA) in

colleges
Sr.
No
Criteria
Weightage
(in %)
Marks
Academic Management
15
150
2.
Academic Practices
45
450
2.1 Human Resource
10
45
2.2 Teaching Learning Evaluation

Processes
50
225
2.3 Research Output
20
90
2.4 Community Outreach/Extension
10
45
2.5 Student Support
10
45
Infrastructure & Other

Facilities
25
250
Initiatives and
Supplementation
15
150
Total
100
1000
5
__________________________________________________________________________________________________________________,

III.
Assessment Indicators
Under each criteria, there are several key aspects and the assessment
indicators have been evolved to represent the marks obtained in the
respective aspects. The institution will be marked for each aspect under four
categories and the summation arrived at. The ranking of the score would be
based on the following criteria.
Score
Rank
Performance
Descriptor
Interpretation of the
Descriptor
751- 1000
Very Good
501 750
II
Good
301- 500
III
Satisfactory
300
IV
Unsatisfactory
High Level of academic

accomplishment
Level
of
academic
accomplishment
above
the
minimum
level
expected of an institution
Minimum
level
of
accomplishment expected
of an institution
Level
of
academic
accomplishment
below
minimum level expected
of an institution
6
__________________________________________________________________________________________________________________,

IV.
G-AAA SCORE
G-AAA score can be arrived at for an institution by merging the scores of
the present AAA exercise with the NAAC grade of the Institution, if
accredited during the same period.
NAAC Grade
DI
CI
BI
AI
II
DII
CII
BII
AII
III
DIII
CIII
BIII
AIII
IV
DIV
CIV
BIV
AIV
G AAA
Rank
7
__________________________________________________________________________________________________________________,

V.
AAA TOOL KIT
a. Information about Principal

b. Staff Information
c. Key Aspects
1. Academic Management
2. Academic Practices
3. Infrastructure and other Facilities
4. Initiatives and Supplementation
8
__________________________________________________________________________________________________________________,

a INFORMATION ABOUT PRINCIPALS

(Provide information on separate sheet wherever necessary.)
1. Name:__________________________________________________________________________________
2. Subject:________________________________________________________________________________
3. Qualifications:
Ph.D
M.Phil.
M.Sc. M.A.
M.Com
Any other (please specify) ______________
4. Teaching experience (in years): ____________________________________________________

5. Number of Teaching hours per week: ______________________________________________
6. Research Projects/Publications/Study material developed during last 5
years(Provide in separate sheet ):__________________________________________________
7. Contribution to enrich quality of teaching - learning during last 5 years:
(Seminars / Workshops / lectures / field visits organized): _____________________
8. Contribution to the growth and development of the Institution during last 5
years through following:
Committees
Positions held
Work done
9. Other responsibilities taken: (Please Specify)

1
2
3
10. Best Practices in teaching & Administration introduced in the college in last 3
years
1
2
9
__________________________________________________________________________________________________________________,

b STAFF INFORMATION
(Distribute to all Staff Members and provide during Peer Team Members visit.)
1. Name:__________________________________________________________________________________
2. Designation: __________________________________________________________________________
3. Subject:________________________________________________________________________________
4. Qualifications: :
Ph.D
M.Phil.
M.Sc. M.A. M.Com
Any other (please specify) ______________
5. Teaching experience (in years): ____________________________________________________

6. Teaching methods used (Lectures, Field Trip, Projects etc) :_____________________
7. Technology used for teaching and frequency of use:______________________________
8. Study material developed during last 5 years:_____________________________________
9. Contribution to enrich quality of teaching - learning/administration during
last 5 years: ( Seminars / Workshops / lectures / field visits organized):_______
10. Contribution to the growth and development of the Institution during last 5
years through following:
Committees
Positions held
Work done
11. Other responsibilities taken & information in any: (Please Specify)

1
2
3.
10
__________________________________________________________________________________________________________________,

C. KEY ASPECTS
1. ACADEMIC MANAGEMENT (15%= 150 Marks)
Sr.No PARTICULARS
1.1.a Has Institution appointed a permanent
principal?
1.1.b Is she/he Ph.D.?
1.2.
Total Non-Teaching Staff _______________
1.3
Number of professional Programmes held for
non teaching staff in the last two years:
4
3
2
1
1.4
1.5
1.6
1.7.a
1.7.b
1.8.
1.9.a
Extent of grant utilization (UGC + Government

+fees) in the last two years
Utilization %
100%
75%
50%
Less than 25%
Is the perspective and strategic plan prepared
and being followed in the Institution?
Office Automation
1. Administration
a. Admission Processes
- Online Admission
- Other Processes only
b. Enrollment
c. Maintenance of Records
d. Declaration of Results
2. Accounts
a. Fees Collection
b. Maintenance of accounts
Is there a College website ?
Is it updated till ___________2011?
Is the College Library automated?
a. Record of Books
b. Issue and Return of Books
Does the library provide open access facility?
a. To all
b. To Only teachers
SCORE
Yes
-
SCORE
No -
Yes
No
12
09
06
03
Yes
12
09
06
03
10
No 0
Yes
Yes
Yes
Yes
Yes
6
4
4
4
4
No
No
No
No
No
0
0
0
0
0
Yes
Yes
Yes
Yes
Yes
Yes
Yes
4
4
6
3
5
5
No
No
No
No
No
No
No
0
0
0
0
0
0
Yes
Yes
6
3
No 0
11
__________________________________________________________________________________________________________________,

1.9.b
1.10
1.11
1.12
1.13
1.14
Is there Internet facility in the library?

a. For All
b. For Teachers only
Is there an Anti ragging Cell in the college ?
Are there any Welfare schemes?
If Yes, List them______
Is there a Womens Development Cell/Anti
Sexual Harassment Cell?
Is there a functional Alumni Association?
(minimum of 1 meeting per year)
Do you organize Institution & Stake holders
Interaction Cell (ISIC) meet?
(minimum one meeting per year)
(Stake holders : Governing Board, Parents,
Alumni, Industries, etc.)
Total
Yes
Yes
Yes
Yes
5
3
10
10
No 0
Yes
10
No 0
Yes
10
No 0
Yes
10
No 0
No 0
No 0
150
12
__________________________________________________________________________________________________________________,

2. ACADEMIC PRACTICES (45%=450 Marks)

2.1 HUMAN RESOURCE (10%= 45 Marks)
Sr.No
PARTICULARS
2.1.1
Total Permanent Staff(Teaching) _______________
2.1.2
A. How many faculties have attended FIP?

71% to 100%
41% to 70%
Up to 40%
3
2
1
12
06
03
15
10
05
15
2.1.3
2.1.4
B. Faculties who have attended Refresher or

Orientation Courses
71% to 100%
41% to 70%
Up to 40%
Participation of Faculties in Capacity Building
Workshops (CBCS, MMI, UDISHA, NME-ICT, KMP
etc.)
71% to 100%
41% to 70%
Up to 40%
Innovative Practices
SCORE
SCORE
-
45
Total
2.2 TEACHING LEARNING- EVALUATION PROCESS (50% = 225 Marks)

Sr. No
2.2.1
PARTICULARS
SCORE
Number of programmes/courses offered
2.2.2
SCORE
CBCS system
Multidisciplinary approach
Any other specify
20
No 0
Percentage of students who graduated during

last 1 or 2 year(s):
First Class, Second Class, Pass Class
13
__________________________________________________________________________________________________________________,

>50% First Class
>50% Second Class
> 50% Pass Class
2.2.3
2.2.4
2.2.5
2.2.6
Contribution of the faculty in Course Design

51% to 100%
26% to 50%
5% to 25%
<5%
Extent to which lecture plans and outlines (log
books) are prepared and implemented by the
individual faculty?
81% to 100%
51 % to 80%
31 % to 50%
<30%
Is academic calendar being prepared and
implemented?
Use of any other Teaching Learning Tools
- OHP
- LCD
- Videos
- Interactive boards
- Any other (Please specify)
2.2.7
2.2.8
2.2.9
2.2.10
2.2.11
15
12
09
10
05
2.5
01
Yes
Yes
Yes
Yes
Yes
25
20
15
10
10
10
10
10
7.5
7.5
7.5
7.5
0
0
0
0
05
Use of ICT in teaching Learning Evaluation
- e-journals
- IT enabled classrooms
- Online assessment
- Online assignment
submission
- Online feedback on teaching &

learning
Do you offer Bridge Courses/ remedial courses? Yes
Are projects, assignments, field work, seminars
etc. part of curriculum?
A. Evaluation of Teachers by Students
B. Is it analysed and communicated?
Innovative teaching practices
Total
No 0
No 0
No 0
25
No 0
Yes
25
No 0
Yes
Yes
Yes
5
5
20
No 0
No 0
No 0
225
14
__________________________________________________________________________________________________________________,

2.3 RESEARCH OUTPUT (20%) 90 Marks

Sr. No
2.3.1
Particular
SCORE
SCORE
a. Percentage of teachers with Ph.D as the

highest qualification:
b. Percentage of teachers with M.Phil as the
highest qualification:
c. Percentage of teachers with UGC NET or
SLET:
[Total % = % of (a) + % of (b) + % of (c)]

81% to 100%
51% to 80%
31% to 50%
<30%
2.3.2
2.3.3
Publications (Last 3 years):

Articles in refereed Journals, Books and Edited
volumes
Are you generating resources through
consultancy?
15
12
09
06
10
Yes
05
No 0
Yes
05
No 0
10
05
No 0
2.3.4
Sponsorship of events and resources generated
2.3.5
State /National/ International level Seminars/

workshops/conferences organized during last 1
year/ 2 years.
>1 Yes
1 Yes
Number of Faculties engaged in research:
2.3.6
a. Sponsored research projects:

Completed _________________
(At least 1)
Ongoing ___________________
(At least 1)
12
08
15
__________________________________________________________________________________________________________________,

b. Unsponsored research
2.3.7
Completed ________________
(At least 1)
07
Ongoing ___________________
(At least 1)
03
Yes
15
Innovative practices
No 0
90
Total
2.4 COMMUNITY OUTREACH /EXTENSION (10%) 45 Marks

Sr. No
PARTICULARS
SCORE
SCORE
2.4.1
Number of Outreach projects (???????)
2.4.2
NSS
NCC
NGOs
Own funds
Local funds
Govt. funds
Number of faculty hours for outreach activities
Yes
Yes
Yes
Yes
Yes
Yes
Yes
05
05
1.25
1.25
1.25
1.25
10
2.4.3
Number of student hours for outreach activities
Yes
10
No 0
2.4.4
Innovative practices (Specify with report)
Yes
10
No 0
No 0
No 0
45
Total
2.5 STUDENTS SUPPORT (10%) 45 Marks

Sr. No
PARTICULARS
2.5.1
Number of effective teaching days

(Number of working days Exam days)
140 or >140
120-139
100-119
<100
SCORE
04
03
02
01
SCORE
16
__________________________________________________________________________________________________________________,

2.5.2
2.5.3
2.5.4
2.5.5
2.5.6
2.5.7
Use of Power Points in Classes/ Use of BISAG

inputs
>50% students
< 50% students
Does the Institute do anything for the
improvement in learning quality enhancement?
If yes, List them_________________
Do you conduct study visits, field trips,
Exhibitions learning quality enhancement?
Are any Personality development programmes
conducted?
Do you organize & document various extra
curricular activities?
a. Is there a student council in place?
Yes
2.5
1.25
2.5
No
Yes
04
No
Yes
04
No
Yes
04
No
Yes
03
No
Yes
Yes
Yes
02
01
03
No
No
No
0
0
0
Yes
03
No
Yes
03
No
Yes
10
No
b. How often do they meet?
2.5.8
2.5.9
2.5.10
2.5.11
2 or more times
Once only
Does your College have any Feedback
Mechanism (students, Faculties & Industry)?
Do you have any Community Audit Mechanism?
(through Stake holders)
Discipline, Decorum & Ambience (in class and
campus.)
Innovative Practices (Specify)
Total
45
17
__________________________________________________________________________________________________________________,

3. INFRASTRUCTURAL FACILITY (25% = 250 Marks)
Sr.No
3.1
3.2
3.3
3.4
3.5
PARTICULARS
SCORE
Campus Area
Exemplary
Good
Inadequate
07
04
02
Owned by Management
On rent
Exemplary
Good
Inadequate
07
04
07
04
02
Yes
Yes
Yes
03
02
02
02
02
02
02
No
No
No
0
0
0
07
04
02
05
No
07
04
02
05
Exemplary
Good
Inadequate
05
03
01
Exemplary
Good
Inadequate
05
03
01
Campus Ownership
Office Space
a. Area of Library _________________

b. Do you have separate reading area for
student & Staff?
c. Do you display the new arrivals?
d. Do you maintain Book Volumes?
e. No. of Books per student
___________
f. No. of Issue/Return books per day ____________
g . No. of Research Journals
___________
h. No. of Periodicals
___________
Laboratories
Exemplary
Good
Inadequate
3.6
3.7
Security
Potable Water facility
Exemplary
Good
Inadequate
3.8
3.9.a
3.9.b
SCORE
Power Backup facility

Washroom facility (for Male)
Washroom facility (for Female)
18
__________________________________________________________________________________________________________________,

3.9.c
3.10
3.11
3.12
3.13
3.14.a
3.14.b
3.15
3.16
3.17
3.18
Washroom facility (for Staff)

Exemplary
Good
Inadequate
05
03
01
Exemplary
Adequate
Inadequate
08
04
02
Exemplary
Adequate
Inadequate
15
10
05
15
12
09
06
15
10
05
Exemplary
Adequate
Inadequate
07
04
02
Exemplary
Adequate
Inadequate
07
04
02
Health Centre facility

First-aid facility
10
05
12
08
05
Parking
Class rooms (as per requirement)
Staff room (Tick only one)

Individual Staff room with IT facility
Staff room with separate cabins
Departmental Staff
Common
Seminar Room
Exemplary
Adequate
Inadequate
Common room (Boys)
Common room (Girls)
Medical Centre facility
Sports Facility
(2 mark for separate ground for each sport)
(Maximum 6)
Indoor Sports facility
(2 mark for each indoor sports facility)
(Maximum 4)
Gymnasium
19
__________________________________________________________________________________________________________________,

3.19.a
3.19.b
Hostel (Boys)
Exemplary
Adequate (with mess)
Inadequate
08
06
03
Exemplary
Adequate (with mess)
Inadequate
12
06
03
Hostel (Girls)
3.20
Transportation for students
05
3.21
Support services (Bank/PO/Xerox)
03
3.22
Canteen
05
3.23
Approach Road
05
3.24
Garden
07
3.25
Auditorium/ Assembly hall
05
3.26
Internet facility
For Staff & students :
For staff only:
08
04
Exemplary
Satisfactory
Not satisfactory
15
10
05
3.27
Overall Maintenance
Total
250
20
__________________________________________________________________________________________________________________,

4. INSTITUTIONAL INITIATIVES IN HIGHER EDUCATION (15% = 150 Marks)

Questions under different initiatives carry 2.5 marks each : (42*2.5=105)
Sr. No
Particular
PART- 1
4.1.
4.1.1
SANDHAN
Has the college installed the required dish and
antenna for BISAG Programmes?
4.1.2
Is there a separate room in the college where

TV/LCD has been installed for watching the
BISAG lectures?
4.1.3
What is the percentage of Faculty members

from your college have delivered lecture/(s) at
the BISAG Studio?
4.1.4
4.1.5
4.2
4.2.1
4.2.2
4.2.3
81% to 100%
61% to 80%
40 % to 60%
20% to 40%
<20%
Is the Video Communication at work facility
installed and operational?
How frequently do the students from your
college ask questions during the live telecast of
lectures?
regularly
Seldom
Never
SAPTADHARA
Have all students filled the Saptadhara form ?
>80%
<80%
Have you appointed different staff member for
different dharas?
Have all students opted for at least one of
dharas ?
Score
Score
Yes
2.5
No
Yes
2.5
No
Yes
2.5
2.0
1.5
1.0
0.5
2.5
No
2.5
1.25
0
Yes
Yes
Yes
2.5
1.5
2.5
No
No
Yes
2.5
No
21
__________________________________________________________________________________________________________________,

4.2.4
4.2.5
4.2.6
Is Saptadhara activity conducted at least once a

month?
Have you maintained record for Saptadhara
fund utilization ?
How many students of your college participated
in the state level competition in different
dharas in the academic year 2010-11?
4.2.7
Performance of the College in the Saptadhara

Bands at the Zonal and State Level
4.3
INFORMATION AND COMMUNICATION

TECHNOLOGY (NME-ICT)
How many Faculty members/ Administrative
staff can operate MS-Word/ Power point and
Microsoft Excel?
Teaching__________ Non teaching ____________
Did your College arrange for Training of Faculty
members in the use of Computers ?
How many Computers do you have in the
College ?
Does the College have Internet facilities?
4.3.1
4.3.2
4.3.3
4.3.4
4.3.5
4.3.6
4.4.
4.4.1
Have your Faculty members undergone training

for NME-ICT?
If yes, How many?
List out names of Faculty and non teaching Staff
with their respective e-mail ids.
Yes
2.5
No
Yes
2.5
No
2.5
2.5
2.5
Yes
2.5
No
2.5
Yes
2.5
No
Yes
2.5
No
Yes
2.5
No
2.5
4.4.2
PLACEMENT ACTIVITY / UDISHA

Has the Udisha Placement cell/ Career
Counseling Cell been formed in your college?
How many students have been enrolled ?
4.4.3
Has there has been any campus placement?
Yes
2.5
No
4.4.4
Have you conducted any pre placement training

for students placements?
If yes, then Specify.
Have you organized any company visits or
guidance camp for students?
Does the placement cell maintain the record of
job opportunities and students?
Yes
2.5
No
Yes
2.5
No
Yes
2.5
No
4.4.5
4.4.6
22
__________________________________________________________________________________________________________________,

4.4.7
4.4.8
4.4.9
4.5
4.5.1
4.5.2
4.5.3
4.6
4.6.1
4.6.2
4.6.3
Are the students provided computers and

Internet to search job, to down load application
forms etc?
Does the college have a system of registering
students at the Employment office?
Does the college subscribe to magazines like
Employment News, Rojgar Samachar etc?
If yes, Give names of magazines.
CHOICE BASED CREDIT SYSTEM (CBCS)

Have your Faculty members been sent for
training in CBCS ?
Has your College arranged for Training on CBCS
for college Staff?
Is your College familiar with e Content ?
>50% of Faculties
> 50% of Students
VANCHE GUJARAT
Has your College conducted any programme for
Vaanche Gujarat ?
Do your students know about `Tartun Pustak?
Yes
2.5
No
Yes
2.5
No
Yes
2.5
No
Yes
2.5
No
Yes
2.5
No
Yes
Yes
1.25
1.25
No
No
0
0
Yes
2.5
No
Yes
2.5
No
Yes
2.5
No
Yes
2.5
No
4.6.4
Do your students know about `Mane

GamtuPustak?
Are any Faculty members taking interest in
spreading awareness about Vaanche Gujarat
Abhiyaan ?
4.7
GUJARAT QUIZ (GQ)
4.7.1
Do your students know about the Gujarat Quiz ?
Yes
2.5
No
4.7.2
How many students have participated in GQ ?

>50%
<50%
How many students have cleared Cluster level
and qualified for District level Competition?
Yes
Yes
2.5
1.25
2.5
No
No
0
0
0
Yes
2.5
No
4.7.3
4.7.4
Is there a committee to implement GQ at your

college?
23
__________________________________________________________________________________________________________________,

4.8
4.8.1
DELL-SCOPE
Does your College have a Digital English
Language Lab ?
Do you propose to apply for a DELL ?
4.8.2
4.8.3
How many students use the DELL in a day ?

At least 10%
Have your teachers taken any Courses in
SCOPE?
How many teachers pass the SCOPE
Certification in a year?
Total
4.8.4
4.8.5
Yes
2.5
No
Yes
2.5
No
Yes
Yes
2.5
2.5
No
No
0
0
Yes
2.5
No
105
** The following questions carry 3+6+6

respectively. (15 Marks)
A. Does your College facilitate Academic links/
collaborations/ MoU, etc with other centers of
higher learning ?
B. Does the college have a functional Alumni
Association?
C. Number of students enrolled ______
Activities of Alumni Association _____
Give details of any Progressive Practices of the
Institution if any.
Total
Yes
No
Yes
No
Yes
No
15
PART 2 ABOUT OTHER INITIATIVES (30 Marks)

Please enclose a detailed write up for each initiative giving Context,
Objectives, Action plan, resources utilized and generated, if applicable and its
impact.
24
__________________________________________________________________________________________________________________,

Guidelines
VI.
VII.
Guidelines to Peer Team Members(PTM) for AAA
Guidelines to Institutions for AAA
25
__________________________________________________________________________________________________________________,

VI. GUIDELINES TO THE PEER TEAM FOR AAA

1. AAA PEER TEAM VISIT
AAA is about facilitation of excellence in higher educational institutions in the state by the
stake holders of higher education primarily by teachers, management and community.
Guided by the philosophy of mutual trust, the Peer Team has to carry out an AAA of Higher
Education Institutions objectively with greater focus on issues related to the outcome. The
KCG has evolved the following guidelines for the Peer Team Members (PTM) to realize
these objectives.
2. AAA STAGES
Stage I: In the Pre visit stage the Peer Team should:
Understand the institution and its context of operation

Prepare the list of institutional documents to be reviewed, and the points for
interaction with the various stakeholders.
Prepare a draft report based on the AAA submitted (both the quantitative and
evaluative report), and collate it according to the KCG format, keeping in mind the
Criteria, Key Aspects and the Assessment-Indicator-guidelines.
Complete all pre-visit preparation online if possible.
Communicate travel plans to the institution well in advance and also send a copy of
the travel plans to KCG office.
Stage - II: During the visit

For the purposeful AAA visit, it is imperative for the AAA team to be professional in their
approach and courteous to the members of host institutions. The chairperson should
ensure smooth conduct of AAA process and adequate interaction among AAA PTM while
preparing first draft of AAA report.
The team should conduct the visit and on the basis of evidences prepare the report. The
thrust of visit should be outcome oriented and suggest what may be done, not be concerned
with what is (in terms of weaknesses) but what ought to be done and how.
The visit schedule is to be prepared by the AAA PTM in consultation with the host
institution. PTM should avoid any last minute changes in the visit schedule.
During the visit AAA PTM should meet various constituents of the host institutions viz.,
students, teachers, administrative staff/non-teaching staff, management, alumni
association, parent association, MOU partners, employers etc.
In the process of AAA, focus should be on the validation of the information provided in AAA
on the basis of documents and evidences. AAA PT, however, has to go beyond validation
26
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and find out what was done by the institution to overcome weaknesses and challenges. The
PTM may, in a cordial manner, ask questions for the reasons behind measures not
undertaken and specify in the form of recommendations as what needs to be done on long
and short term basis to the institution. This approach should be applicable in all major
areas of operation of the institution including cells and associations. The Chairperson must
ensure the validation of factual data/information provided in AAA and ensure that the
report is prepared valuing the inputs from all the members.
3. REPORT PREPARATION
Peer team would prepare as per the prescribed format. The report should be prepared
accurately considering various criteria for AAA.
As per the guidelines of KCG, the PTR is to be shared with the VC/Principal of the
institution. The VC/Principal of the University/ College may suggest any factual
corrections, which may be incorporated by the Chairperson of the Peer Team in
consultation with other PTM.
The Chairperson should sign the PTR (on every page). The members of the team should
sign on the last page of the report. After going through the report, if the Head of the
Institution agrees with the report, he/she has to sign the report and affix the official
institutional seal and date.
The Chairperson should also attach the actual schedule of the visit, certified by the Head of
the Institution, as an annexure to the PTR.
A Declaration for having followed the Code of Conduct and Maintenance of Ethical
Standards as set by KCG jointly signed by the PTM and the Head of the Institution, should
be submitted along with the PTR.
4. OTHER GUIDELINES
The Chairperson of the peer team shall speak at the Exit meeting on behalf of the team.
PTM should submit all related papers to the KCG Office.
The Chairperson of the peer team must ensure that the PTR document file (drafts and final)
must be deleted from the hardware of the computer(s) used for the purpose.
The PTR should be submitted separately in sealed envelopes as per the following:
Profile of the institution duly checked and signed by the PTM and Head of the
Institution.
Duly signed copy of the PTR.
Soft copy of PTR
Feedback from PTM
27
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The envelopes should be addressed and mailed immediately to the KCG office.
5. CODE OF CONDUCT AND ETHICAL STANDARDS

In keeping with the traditions of the AAA Process of KCG, and to maintain professionalism,
strictly avoid accepting gifts in any form, from the Head / Management /any other
representative of the institution. The peer team members are also requested not to take
any of their family members.
KCG stipulates that no peer team member should accept consultancy services and/or apply
for a job at the institution within six month of the visit.
Once the visit is over, peer team members are requested not to encourage subsequent
contacts with the institution and also not to divulge the proceedings of the On-site visit,
the PTR and the grades awarded to the institution. The KCG will process and communicate
the results to the institution.
6. AFTER VISIT, DOCUMENTS TO BE SUBMITTED TO KCG:
a. Toolkit
b. Score sheet
c. Detail Report (In Duplicate)
d. Annexure 1
e. Annexure 2
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VII.
GUIDELINES TO THE INSTITUTIONS FOR AAA
Academic and Administrative Audit (AAA) by KCG is to facilitate quality improvement

through partnership. Therefore, the smooth conduct of a Peer Team Visit requires close
coordination between the KCG, the Peer Team and the Assessed Institution.
I. Coordination of the Visit:
The Assessment visit will be coordinated by the Chairperson of the peer team or the KCG
Officer or by any one member of the Peer Team, designated as the Member Coordinator,
supported by the concerned KCG Coordinator, operating from the Headquarters.
II. Before the Visit:
1. The institution should nominate a person, preferably the Principal or Coordinator of the
Steering Committee, which prepared the institutional AAA Report (AAAR), as a
representative of the institution, to interact with the KCG Officer and the Peer Team
members. The person so nominated should have:
sufficient knowledge of the institution
access to institutional data
good will on the campus
adequate knowledge of the KCG Academic and Administrative Audit process
2. The nominated person should be in touch with KCG, the Peer Team Members (on
receipt of information from KCG) and make necessary arrangements in advance, for
accommodation, local travel and logistics of the visit. The addresses, phone/fax
numbers, at the place of stay of the Peer Team may be intimated to the designated KCG
Officer, Member Coordinator and the Peer Team Members in advance.
The place of stay may be selected with the following criteria in mind:
Proximity to the Institution.
Hygienic accommodation with necessary basic amenities.
Economical to the extent possible.
(Expensive accommodation in star hotels should be avoided)
3. Make arrangements to provide a room at the institution, with a computer, printer,
necessary stationery, two high density re-writable CDs and an assistant for support. As
the team discussions are sometimes scheduled for late evenings, secretarial assistance
may be required till late hours, as per the requirement of the peer team. One set of the
institutional AAA Report (AAAR) may be made available to the Peer Team during its
discussion sessions at the place of stay, for reference.
4. Generally, a tentative visit schedule will be suggested to the institution by KCG in
advance avoiding disruption of classroom activities so that most of the members of the
faculty would be available for interactions with the peer team. The sequence of visits to
29
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the departments and to the other facilities like Library, Gymkhana, Auditorium etc.,
may be planned well, to minimize the time for the visits.
5. Place all the relevant documents in the Peer Team meeting room and provide a list of
the same. The Preparation of documents for peer team perusal is a part of the
institutional preparation and the peer team may validate the AAAR by verifying the
documents.
Documents for the Perusal of the Peer Team
Act and Statutes of the Affiliating University.

Rules, regulations, and/or guidelines relating to the composition, powers and
functions of the various Academic and Administrative authorities and
committees. These may include the details of the Governing Body, Board of
Management, admissions, Academic Calendar, rules of recruitment of faculty and
staff, academic linkages, consultancy, extension, library committee, research
committee, purchase procedures and other financial norms, etc. (These are only
indicative and not exhaustive).
Guidelines for the Grievance Redressal Cell and the Complaints Cell for addressing
issues of sexual harassment of women at workplace.
Guidelines for the publication units (if any)
Criteria for facilitating professional development programmes for the faculty.
Documents containing the current list of academic programmes, duration, fee
structure etc.
Institutional annual Calendar.
Annual Reports of the past two years.
Master plan of the institution.
Records of student feedback.
Annual Budget.
MoU with collaborating agencies
Special recognition, grants, awards, etc.
Audited accounts of the institution and the auditors reports for the past two years.
Research projects sanctioned by external funding agencies.
Government regulations regarding policies and sanctions.
Approvals of regulatory bodies for the programmes run by the institution.
Any other documents as deemed necessary by the institution / Peer Team.
6. Give adequate publicity about the visit of the Peer Team to the teachers, students and
administrative staff.
7. It is preferable to have the Peer Team visit the institution on regular working days.
30
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8. Provide all the departments with the time-schedule of the visits. During the visit, each
Head of the Department shall make a Power-Point Presentation for 10-15 minutes ,the
highlights/ achievements of the concerned department/s during the general meeting of
all the academic heads.
9. Orient the departments on the purpose of the Peer Team visit. The team would be
visiting the institution after a thorough study and analysis of the AAAR provided by the
institution. The purpose of the visit is to validate the claims of the institution as detailed
in its AAA Report, through interactions, inferences and checking relevant documents.
Further, the Peer Team will look for evidences, to understand the collective impact of
the faculty and the institutional ambience, on the educational experience and outcome
of the students.
III. During the Visit :

1. The Institutional Coordinator is responsible for the coordination of the on-campus visit.
Changes in the schedule, if any, are to be made in consultation with the KCG Officer
/Member Coordinator/ Chairman of the Peer team.
2. To facilitate free communication, it is requested, to avoid the presence of the Head of
the Institution/ faculty members/ management representatives, during the Peer Team
interactions with students, parents, alumni, and other stakeholders. However, should
any of these representatives be alumni of the institution, they may participate as
members of the alumni.
3. It is requested that only the Principal or designated Institutional Coordinator guides the
team during the visit to the departments/ facilities.
4. All ceremonial activities should be replaced by introduction of the basic objectives of
the visit and brief introduction of the matters. It should not exceed 15 min.
5. All the heads of departments/ units may be directed to cooperate with the visiting team,
to adhere to the time-schedule. Faculty interactions in the departments may be
participatory in nature.
6. The departments may submit additional documents (if any) to the Peer Team.
7. For interactions with students, about 30-40 students may be randomly drawn, to have
representatives from different faculties, different socio-economic strata, and levels of
study. It must also include representatives of NCC, NSS and various Co-curricular Clubs
and Associations of the institution. All arrangements may be made for facilitating quick
interactions.
31
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8. The institution may arrange working lunch for the Peer Team at the institution itself. It
is requested to avoid garlanding, serving of refreshments and snacks in all the
departments.
9. Limit the number of photographs of the teams visit to various locations. Video
shooting of the visit shall be avoided.
IV. On the last day of the Visit :

1. Organization of an Exit meeting (Maximum time 30 Minutes)
1.
2.
3.
4.
Welcome by the Head of the Institution

Remarks by the Chairperson of the Peer Team
Handing over of the Peer Team Report (PTR) to The Principal
Vote of Thanks.
2. Arrange for the schedule of the exit meeting in consultation with the Chairperson of
The Peer Team /Member Coordinator, after the completion of the Peer Team Report (PTR).
This meeting shall be addressed only by the Chairperson of the Peer Team. The purpose of
the Exit meetis to share the Peer Teams perceptions and general observations about the
institution, without disclosing the institutional point/grade. This is not an interactive
session. A representative group of management, faculty, (Steering Committee members,
Heads of Departments and others), students, parents and alumni may be invited. Press
coverage of the Exit Meeting is to be strictly avoided.
3. TA of the Peer Team members and the KCG Official will be taken care of by KCG.
V. Press Release :
1.The institution may at its own discretion issue a press release about the Peer Team Visit
to the institution and any reference to KCG should be of a general nature only. The PTR
should not be shared with the press till the results are officially announced by KCG.
VI. Other Matters :
1. A copy of any additional document/s provided to the Peer team, during the course of
the visit, may be mailed to the KCG Coordinator, under a covering letter from the Head
of the institution.
2. Send a few photographs and media coverage (press clippings) of the Peer Team Visit,
for KCG records. Kindly indicate the name of the institution and the visit dates on the
reverse of the photographs.
32
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3. The Head of the institution is required to submit a brief report to KCG, on the
institutions experience and feedback on the process and procedures adopted during
the Peer Team visit. This Report should reach the KCG Office, not later than ten
days after the completion of the on site visit. (See Annexure- 1)
4. KCG has a provision for appeals, should institutions be aggrieved regarding the
assessment process or its outcome or any other related issue.
5. KCG encourages the assessee institution/s to use the electronic mode more extensively,
to interact with the Director/Academic staff, on any issue related to the Peer Team visit.
6. KCG invites Institution/s to visit its website (www.kcg-edu.org), for updates on its
quality initiatives.
VII. Code of Conduct and Ethical Standards :

The institution shall refrain from presenting gifts (in kind or in any other form), to the peer
team members or extend overt hospitality, other than what is permissible as per KCG
norms. It shall also refrain from offering any kind of hospitality for the family of the Peer
Team members.
Once the visit is over, the institution shall not encourage subsequent contact with the peer
team members regarding the Academic and Administrative Audit (AAA) process and
outcome. Any related queries should be directed only to the KCG Office.
The institution shall also refrain from offering any kind of consultancy services and/or
jobs to the peer team members for at least one year after the declaration of the
Accreditation results by KCG. However , Academic assignments may be given.
The institutional authority, is required to submit a duly signed certification for having
adhered to the Code of Conduct and Maintenance of Ethical Standards (See Annexure-2)
Annexures 1 and 2 shall be submitted to KCG not later than ten days of the
Peer Team Visit to the Institution.
33
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Annexure-1
Format for the Feedback on the Peer Team from
the Head of the Institution
Name of the Institution:
Address:
1. About the PeerTeam:
2.About the organization of Peer Team Visit:
3.About the Process of Assessment:
4.Any other:
Date:
Signature of the Head of the Institution with seal

34
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Annexure-2
DECLARATION
Adherence to the Code of Conduct and Ethical Standards
Name of the Institution:
Declaration by the Head of the Institution:

Certified that the institution or its management has not offered any gifts (in kind or in any
other form), to any of the Peer Team members or their representatives, before, during or
soon after the Assessment and Accreditation visit to the institution.
Certified that no hospitality was provided to the family members of any of the Peer Team
members.
Certified that no paid consultancy/job/assignment shall be offered to any peer team

member for a period of one year after the declaration of the accreditation status of the
institution, by the KCG.
Place:
Date:
Signature of the Head of the Institution with office seal
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Knowledge Consortium of Gujarat (KCG)

Academic and Administrative Audit (AAA) for Colleges

Academic and Administrative Audit (AAA)

Knowledge Consortium of Gujarat (KCG)

Knowledge Consortium of Gujarat (KCG)

Letter of Intention (LOI)

AAA Tool kit

Guidelines to Peer Team members for AAA

Knowledge Consortium of Gujarat (KCG)

LETTER OF INTENTION: AFFILIATED /CONSTITUENT COLLEGES

We would like to opt for

Knowledge Consortium of Gujarat (KCG)

University to which College is

Knowledge Consortium of Gujarat (KCG)

Criteria for Academic and Administrative Audit (AAA) in

2.1 Human Resource

2.2 Teaching Learning Evaluation

2.3 Research Output

2.4 Community Outreach/Extension

2.5 Student Support

Infrastructure & Other

Knowledge Consortium of Gujarat (KCG)

High Level of academic

Knowledge Consortium of Gujarat (KCG)

Knowledge Consortium of Gujarat (KCG)

AAA TOOL KIT

a. Information about Principal

Knowledge Consortium of Gujarat (KCG)

a INFORMATION ABOUT PRINCIPALS

4. Teaching experience (in years): ____________________________________________________

9. Other responsibilities taken: (Please Specify)

Knowledge Consortium of Gujarat (KCG)

5. Teaching experience (in years): ____________________________________________________

11. Other responsibilities taken & information in any: (Please Specify)

Knowledge Consortium of Gujarat (KCG)

Extent of grant utilization (UGC + Government

Knowledge Consortium of Gujarat (KCG)

Is there Internet facility in the library?

Knowledge Consortium of Gujarat (KCG)

2. ACADEMIC PRACTICES (45%=450 Marks)

Total Permanent Staff(Teaching) _______________

A. How many faculties have attended FIP?

B. Faculties who have attended Refresher or

2.2 TEACHING LEARNING- EVALUATION PROCESS (50% = 225 Marks)

Number of programmes/courses offered

Percentage of students who graduated during

Knowledge Consortium of Gujarat (KCG)

Contribution of the faculty in Course Design

Use of ICT in teaching Learning Evaluation

- Online feedback on teaching &

Knowledge Consortium of Gujarat (KCG)

2.3 RESEARCH OUTPUT (20%) 90 Marks

a. Percentage of teachers with Ph.D as the

[Total % = % of (a) + % of (b) + % of (c)]

Publications (Last 3 years):

Sponsorship of events and resources generated

State /National/ International level Seminars/

a. Sponsored research projects:

Knowledge Consortium of Gujarat (KCG)

2.4 COMMUNITY OUTREACH /EXTENSION (10%) 45 Marks

Number of Outreach projects (???????)

Number of student hours for outreach activities

Innovative practices (Specify with report)

2.5 STUDENTS SUPPORT (10%) 45 Marks