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~EasyGuideforAll~

LetterProcessing LeavePermission
Attendance Deregistration
MedicalLeave

Dean(UGS)
IITKharagpur
Email:deanac@hijli.iitkgp.ernet.in
11January2017
FormalLeaveLetterProcessing
FormalLeaveLetterFlow
Studentsshouldnotsendemails/Letters
directlytoDean(UGS).
FormalLeaveLettersubmissionflow
CourseTeacher FacultyAdvisor HOD
Dean(UGS)
Eachforwardedlettershouldhave
departmentalrecommendationtotakequick
decisionontheletter.
LeavePermission
Stepstobefollowedby
StudentsforLeave PriorPermission
Step1:WritealeaveletteraddressingtoHODalongwith
thereasonandsupportingdocument
Step2:GetitforwardedthroughTeacher/facultyAdvisor
Step3:ObtainleaveapprovalfromHODifitsforlessthan
twoweeksleave
Step4:ObtainleaveapprovalfromDean(UGS)ifitsfor
morethanTwoweeksleave
Step5:Submitanapprovedleaveletter(byHOD/Dean
(UGS))copyto
(i)Departmentofficefortherecord
(ii)ToALLconcernteacherswhoseclassesyouwillbemissingduring
yourabsence,
(iii)FacultyAdvisor,and
(iv)Ownrecordfile.
StepstobefollowedbyStudentsforLeave
LeavingCampuswithoutPermission
Step1:InformyourFacultyAdvisoraboutyourabsenceby
Email/Phonecall/SMSorhandingoverhandwrittenletterthrough
yourfriend.
Step2:Onreturningtothecampus,immediatelywritealeave
letteraddressingtoHODalongwiththereasonandsupporting
document
Step3:GetitforwardedthroughTeacher/facultyAdvisor
Step4:ObtainleaveapprovalfromHODifitsforlessthantwo
weeksleave
Step5:ObtainleaveapprovalfromDean(UGS)ifitsformorethan
Twoweeksleave
Step6:Submitanapprovedleaveletter(byHOD/Dean(UGS))copy
to
(i)Departmentofficefortherecord
(ii)ToALLconcernteacherswhoseclassesyouwillbemissingduringyour
absence,
(iii)FacultyAdvisor,and
(iv)Ownrecordfile.
Attendance
Attendance
Clause7.1:Attendanceinallclasses
(lectures,tutorials,laboratories,workshops,
ExtraAcademicActivityincludingitsrelated
campsandotherpublicizedactivitiesetc.)is
compulsory.Astudentmaybedebarred from
appearingatanexaminationonthegroundof
unsatisfactoryattendance.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Attendance
Clause7.2:Theteacherconcernedmay
condoneabsencefromclassesforaveryshort
periodduetounavoidablereasonsprovided
he/sheissatisfiedwiththeexplanation.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Attendance
Clause7.2.1:Iftheperiodofabsenceisfora
shortduration(ofnotmorethantwoweeks)
applicationforleaveshallhavetobe
submittedtotheHeadoftheDepartment
concernedstatingfullythereasonsforthe
leaverequestedforalongwithsupporting
document(s).TheHeadoftheDepartment
willgrantsuchleave.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Attendance
Clause7.2.2:Absenceforaperiodnot
exceedingtwoweeksinasemesterdueto
sicknessoranyotherunavoidablereasonfor
whichpriorapplicationcouldnotbemade
maybecondonedbytheHeadofthe
Department providedheissatisfiedwiththe
explanation.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Attendance
Clause7.3:Iftheperiodofabsenceislikelyto
exceedtwoweeks,apriorapplicationforgrant
ofleavewillhavetobesubmittedthroughthe
HeadoftheDepartmenttotheDean
(UndergraduateStudies),withthesupporting
documents.
Thedecisiontograntorcondonesuchleaveshall
betakenbytheDean(UndergraduateStudies)
afterconsideringtherecommendationofthe
HeadoftheDepartment.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Attendance
Clause7.4:Itwillbetheresponsibilityofthe
student togethisabsencefromclasses
condonedbytheappropriateauthority.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Attendance
Clause7.5:Absencefromclasseswithout
priorpermissionwillbeconsideredasanact
ofindiscipline. Suchcaseswillbedealtwithin
accordancewithSection5.7(Rulesand
Regulation).

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Attendance
Clause7.6:Astudentmustintimatehis/her
absencetotheWardenoftheHallinwhich
he/sheisresiding,beforeavailingofanyleave.
Failingtodosowillbeconstruedasbreachof
discipline andwillbedealtwithasper
provisionsinSection8.5(Rulesand
regulation)

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Deregistration
Deregistration
Clause23.1:Thestudentcanbede
registeredinasubjectofasemesterbythe
concernedteacheronthegroundofpoor
attendance.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Deregistration
Clause23.2:Ifastudentdoesnothavea
minimumof80%attendanceinasubject,
he/shecanbederegisteredfromthesubject
atthediscretionofthesubjectteacher.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Deregistration
Clause23.3:Onlyonetimederegistrationis
permissibleandnorevocationofthe
deregisteredsubjectisadmissible,expecton
genuinemedicalgrounds.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Deregistration
Clause23.4:EmailWarningshouldbegiven
tothestudentsbythesubjectteacherpriorto
deregistration.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Deregistration
Clause23.5:Thederegistrationprocess
shallcommenceaftertheMidsemester
Examination.However,incaseofprojects(BTP
andMTPforDualDegree),comprehensive
vivavoceandSummerTraining/Internship,
thereisnoscopeforderegistrationbythe
concernedteachers.

Reproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


Deregistration
Clause23.6:Thederegistrationwillstop
twoweeksbeforetheEndSemester
Examination.(Revised)

Important:TeachermustPreferablygivea Warning(four
weeksbeforeendsemesterexam)byemailandtake
commitmentorclarificationsabouttheabsenteeismin
writingwiththesupportingdocumentsfromthestudent
sothatafterderegistration,issuerelatedtorevocation
ofderegistration doesntariseatall.

SomepartReproducedfrom RuleandRegulation http://www.iitkgp.ac.in/files/stu_ad.pdf


MedicalLeave
MedicalLeave
StudentsmuststrictlyadheretotheMedical
Leaveproceduregivenat:
https://erp.iitkgp.ernet.in/Acad/StudentGuideTo
MedicalLeave.pdf
Allthemedicalleaveshouldberegularizedby
approvalfromFacultyAdvisor/HOD/Dean(UGS)
dependinguponthedurationofleaveasper
attendanceregulations.Submittheapproved
leavelettercopytoalltheteacherstoaccountfor
yourabsenceintheclasses.
Thankyou