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NATURE SCIENCE FOUNDATION

Coimbatore 641 004, Tamil Nadu, India

APLICATION FORM AND CHECKLIST OF ACADEMIC

ADMINISTRATIVE AUDIT
Reference Number NSF/AAC/2.5 Date of Audit:
Name of the Organization & Address

Name of the Lead Auditing Chairman

Name of the Team Leader & Member

Name of the Subject Experts

Is it a new Audit (or) renewal process? New audit (or) Renewal audit, tick (√) any one.
If it is a Renewal audit, mention the date of last
audit:

Aim and major Objectives of Academic & Administrative Audit (AAA):

 The main aim of the Academic & Administrative Audit is to encourage reviews about the
Educational Institutions from the peers that are inside and outside of the Institutions by
visiting the sites and conducting a self-study about the processes carried out there.
 This helps them to ensure the quality of the standards in comparison with the previously
set benchmarks by the NAAC / NBA/ other Accreditation Bodies. Further, the Institutes
get an opportunity to understand the shortcomings and improve the quality of education
of the various processes and systems of the Institutions.
 This includes evaluation of all the curricular and co-curricular programmes and activities
which eventually helps the Institutes to maintain the high education standards on a long-
term basis for future prospects.
 The purpose of the Academic and Administrative Audit is to evaluate the performance of
the various Departments and Institution and give suggestions for further improvement of
the quality of teaching, research, administration, and curricular and extra-curricular
activities.
 It is useful to prepare a Self Study Report (SSR) for the purpose of Institution / Department
grading which aims to encourage self-evaluation, accountability, research, and innovation
in teaching and learning.
 It will also help to create healthy competition in curricular and extracurricular activities
among the Institutions / Departments. The grading will be performed based on the valid
documents and question wise as per the following criteria.
Advantages of Academic and Administrative Audit (AAA):
The advantages of an academic audit are manifold such as, but not limited:

 For Students: It helps in eliminating unnecessary workload and dwells mainly on those
essentially required for the success of a student’s career.

 For Teachers: It helps in clarifying their roles and responsibilities and thus avoids conflicts.

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 For Employers: It ensures availability of well-rounded students who can contribute from day one
itself.

 For Administrators: It gives an insight into the overall quality of the institution including its
strengths, weaknesses, opportunities and threats.

 For Management: It ensures the proper use and effectiveness of the processes, systems,
infrastructure, practices, infrastructure, HR and facilities in the practice of the institution and to
implement corrective measures.

I. Mandatory Parameters

1) Academic Aspects ⃰
S.No. Description of Records / Documents for Verification Observations Weightage
1. Course file (Contents, Students Name list, Syllabus,
Timetable, Teaching plan, Class test, Question papers,
Class test marks, Internal test question papers, Formula
sheet, Assignment Questions, 2 Marks questions with
answers, Question bank, Question Bank, University Model
Question papers, Lecture notes, Sample answer papers-
high, moderate and low performers)
2. Daily Test, Internal Test – Papers & Assignments
3. Daily Test and Internal Test Marks
4. Web portal Entry details
5. Challenging Students List
6. Supplementary Education details for each Subject
7. Report of Absentees sent to Parents
8. Action taken for Absent in the Internal test
9. Supplementary Education for Arrear Students
10. Question Bank, Lecture Materials – in College Webportal
& Questions papers (Class test and Internal test)
11. Laboratory Observation and Record book of students
(sample)
12. Result Analysis of Odd / Even Semester University
Examination
13. Final year Project Review Marks
14. Class Committee and Tutor ward Meetings Minutes
15. Syllabus Completion Report (Theory & Practical)
16. Laboratory Weekly Report
17. Students Attendance & Undertaking Forms if any
18. Students Late coming Monitoring Register
19. Class Committee Meeting Students Representatives list
(High, Moderate and Low Performers)
20. Discipline Committee Reports

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21. Students Movement Register

22. Staff Attendance Register
23. Class Alteration Register
24. Staff Leave / Permission Register
25. Laboratory – Equipment Movement Register
26. Laboratory – Service Register & Stock Register
27. Parents visit Register
28. Students Profile along with Xerox copy of certificates
29. Students Leave Application & Leave Card
30. Students OD Application with reason
31. Students Counselling Recommendation & Report
32. Department Meetings – Agenda & Minutes
33. Incoming & Outgoing Letters Register
34. Subject Allocation for Faculty members based on Subject
expertise
35. Work Load – Teaching & Non-Teaching
36. Lab Utilization and Allocation for Research activities
37. Feedback of Parents and Alumni
38. Laboratory / Workshop Maintenance Register
39. Safety & First Aid Equipment’s including Fire Extinguisher
40. Lab Manuals & Record Note Books
41. Samples of Project Reports
42. Samples of Project Reports covering both Under Graduate
and Post Graduates and Doctoral levels
2) Administrative Aspects ⃰
S.No Description of Records / Documents
1. Campus Area
2. Campus Ownership
3. Office Space
4. Area of Library
5. Security
6. Water facility
7. Power back up facility
8. Wash room facility
9. Parking facility
10. Class room
11. Staff room
12. Seminar room
13. Medical centre facility
14. Sports facility
15. Hostel (Boys and Girls)
16. Transportation of Students

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17. Support services - Bank / PO / Reprography

18. Canteen
19. Approach road
20. Garden
21. Auditorium / Assembly hall
22. Internet facility
23. Stores
24. Water treatment plant
25. Eco-Friendly procedures
26. Administrative training for Administrative staff
27. Computer facilities
3) Teaching and Learning Processes ⃰
1. Policy planning, monitoring & evaluation and
promotional activities facilitated by the Departmental &
Institutional level
2. Number of value-added certificate courses / Additional
courses / Non-Formal course / Job oriented courses / Skill
development courses offered till date by the Departmental
& Institutional level
3. Mention University ranks, if any, obtained for the academic
year batches. (Give the total number of students appeared
for the subject in the university)
4. Does the Department provide remedial coaching for tough
subjects covering core and elective courses?
5. Does the Institution & Department employ any innovations
in teaching and evaluation methods?
6. Did the Institution & Department design any curricula this
academic year? How long it is being revised?
7. Does the Institution & Department conduct student and
staff evaluation in semester wise?
8. Do the teachers complete topics according to the teaching
plan suggested?
9. How many teachers attended seminars / workshops /
conferences / refresher courses etc. during the academic
year.
10. Does the Institution & Department use any modern tools
and techniques in teaching and learning process?
11. Give details of faculty members, if any, who are selected as
resource persons for seminars / workshops / conferences /
refresher courses etc. during the academic year?
12. Does the Institution & Department conduct input-output
analysis as survey?
13. Does the Institution & Department have publications out of
the work done within the Department during the current
academic year?
14. Is the Institution & Department recognized as a research
centre from the University?

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15. Did the Institution & Department produce any Ph.D. during
the academic years? (Numbers may be given)
16. Does the Institution & Department have any running minor
research project? (Numbers and total amount may be given)
17. Does the Institution & Department have any ongoing major
/ minor research project now? (Numbers and total amount
received may be given)
18. Did the Institution & Department receive any financial
assistance from agencies like DST, SERB, DST-FIST,
UGC-SAP, DBT-Star Schemes, ICSSR, UGC, ICMR, DBT
(special schemes, other than projects and development
assistance), etc. during the academic year?
19. Did the Institution & Department conduct seminars /
workshops / conferences, etc. during the academic year?
20. Did the Institution & Department sign any MoU with
industry or any other agency?
21. Does the Institution & Department conduct consultancy
services?
22. Does the department conduct student counselling?
23. Does the Institution & Department arrange placement for
students?
24. Does the Institution & Department conduct/coordinate any
kind of extension activities?
25. Does the Institution & Department participate in
interdepartmental cultural contests?
26. Mention the association activities if any, during the
academic year
27. Mention the performance in the sports activities during the
academic year
28. Students Senate / Union, Grievances redressal Committee,
Welfare Committee, Counselling Centre, Ethics
Committee, Anti-ragging squad and committee
29. Are any members of the department involved in the
administrative activities / club / Forum / Chapter /
Professional bodies / committees of the University /
College?
30. Functioning of Alumni Association, Parents and Teachers
Association, Staff & Student’s Welfare Committee in the
Campus
31. Display of Laboratory Instruction Chart and availability of
Laboratory manual and stock for equipment, chemicals and
glassware and plasticware items in each Laboratory

II. Supplementary Parameters ⃰

S.No Description of Records / Documents Observations Weightage

1. Has Green Campus audit been undertaken in the
Organization?
2. Has Environment audit been undertaken in the
Organization?

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3. Has Energy audit been undertaken in the Organization?

4. Has Waste management audit been undertaken in the
Organization?
5. Has Hygiene audit been undertaken in the Organization?
6. Have any other audits undertaken in the Organization other
than Environment / Green campus / Energy / Hygiene /
Waste management audit?
7. Whether Drinking water / RO water / Borewell water / Open
well water / Pond water / Municipal or Corporation water
checked for physico-chemical properties?
8. Whether Sign boards indicating plastic free campus, tobacco
free campus, don’t waste water, don’t walk on the lawns,
don’t plug flowers, etc. kept across the campus?
9. Signing of MoU with Govt. and NGOs to ensure ecofriendly
campus maintenance
10. Functioning of Nature club, Eco club, Cell, Forum,
Association, NCC, NSS bodies and Social Service League
for Students and staff members on environment
conservation

III. Exemplary Parameters ⃰

S.No Description of Records / Documents Observations Weightage

1. Conduction of awareness programmes and outreach
programmes for environmental monitoring and ecosystem
maintenance to the stakeholders
2. Measurement of Carbon footprint in the Campus been
carried out?, If Yes, mention the value in metric tons
3. Has the organization ensured that personnel performing
environmental specific tasks have the required knowledge
such as education, training programme, seminars,
conferences, workshops, camps, etc.?
4. Are any biofertilizers, organic manures, farmyard manures,
vermicompost, green manures and chemical fertilizers used
in the campus to maintain the ecofriendly campus
5. Any steps taken for organic, inorganic, toxic, e-waste,
biomedical, food, sewage waste management, segregation
of wastes and reuse methods
6. Projects and Dissertation works and Scholarly publications
on environmental science and management carried out
7. Campus facilities for disabled, special needs and or
maternity care including security, safety and health
infrastructure facilities for stakeholder’s wellbeing
8. Whether food handlers, mainly canteen, hostel and
restaurants, guest house employees, wear proper aprons,
headgear, hand gloves etc.
9. Monitoring of efficient hand wash, urinals and latrine and
bath room facilities in the campus.

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10. Details of pest management strategies adopted (cockroach

traps, rodents control measures, insect repellents and other
control facilities) in the campus

⃰ Each Criteria carries one mark each. Total weightage multiplied by 0.91 to arrive total out of 100.

Grading System of Certification

S.No Descriptions Grade Weightage

1. If Mandatory parameters are not Unsatisfactory/ < 40
fulfilled Inadequate
2. If Mandatory parameters are Satisfactory 41-60
fulfilled
3. If Mandatory along with Good 61-75
Supplementary parameters are
fulfilled
4. If Mandatory along with Very Good > 75
Supplementary and Exemplary
parameters are fulfilled

Reference:
1. Gnanamangai, B.M., Murugananth, G. and Rajalakshmi, S. 2021. A Manual on
Environmental Management Audits to Educational Institutions and Industrial Sectors.
Laser Park Publishing House, Coimbatore, Tamil Nadu, India. 366 p. [ISBN 978-81-
952088-4-5].
2. Rajalakshmi, S., Amzad Basha, K. and Asif Jamal, G.A. 2023. A Manual on Waste
Management Audit. Laser Park Publishing House, Coimbatore, Tamil Nadu, India. 163
p. [ISBN 978-93-92032-34-9].
3. National Building Code of India 2016. Bureau of Indian Standards. Volume I and II, Manak
Bhavan, Bahadur Shah Zafar Marg, New Delhi, India.

Prepared by Checked By Approved by

Programme Manager Technical Manager Quality Manager

Signature of the Director (Admin) Signature of the Lead Auditor

Signature of the Team Leader Signature of the Team Member

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