RULES UNDER PERIYAR UNIVERSITY ACT, 1997

RULES UNDER PERIYAR UNIVERSITY ACT, 1997

I. STUDENTS' ADMISSION.

The admission of students to the University and the levy of fees in the University.--

As per the Act 35(i) on the recommendations of the Standing Committee on Academic Affairs (SCAA) and the Syndicate, the Vice-Chancellor is to modify the regulations regarding admission of students into the University. The followings are the standing rules as approved by the University. The rules are subject to modification from time to time to be in conformity with the rules and regulations that may be issued from time to time by the Government.

Students' Admission

Rules and qualifications for admission to Post-Graduate Programmes:

(i) M. Sc.--

An applicant for admission to the M. Sc. Degree course should possess a Bachelor's degree in the Faculties of Arts, Science, Commerce, Management Sciences and Physical Sciences.

Duration: Two Years.

(ii) M. Phil.--

(a)     (i) An applicant for admission to the M. Phil. course should possess a first or second class Master's Degree with 55% of marks (a concession of 5% for SC/ST candidates) from a recognised University in the subject concerned.

(ii) Candidates for admission to part-time M. Phil. course should be a teacher working in a University Department/Affiliated colleges whose qualifications are approved by the University or in Polytechnics, approved by the Director of Technical Education or in Higher Secondary Schools and High Schools approved by State Boards or in Central Board of Secondary Education or Educational Institutions of IAF (within the Periyar University area).

(b) Duration.--

One academic year for full-time and two academic years for part-time candidates.

(c) Course of Study.--

Part -I: Three written papers as per syllabus prescribed from time to time Part - II: Dissertation

(d) Admission to M. Phil. course shall be made by a Departmental Committee with the Head of the Department as its Convenor/Chairman.

(e) Merit of the candidates for admission shall be determined by the following procedure:--

The candidate will be evaluated against a total of 100 marks, distributed as below:--

(i) Marks obtained in Master's Degree calculated against a maximum of.	-	50 Marks.
(ii) Entrance Test.	-	50 Marks.
Total.	-	100 Marks.

Ph.D.:

(a)     (i) An applicant for admission to the Ph.D. degree of the University should possess a Master's Degree in the Faculties of Arts, Science, Fine Arts, Indian and other Languages, Commerce, Education, Management Sciences, Physical Education and Engineering and Technology with a minimum of 55% of marks in the aggregate or equivalent grade of a recognised University. For teachers recruited before 1988 and for SC/ST candidates, 50% of marks is the minimum eligibility.

(ii) For Ph.D. programme on part-time basis, teachers having two years of regular continuous service after acquiring the qualifying degree and working as mentioned in para La (ii) of this Chapter are eligible.

(b) Duration of Research:

For full-time.: Three Years.

For part-time.: Four Years.

Exemption.--Exemption of one year from the minimum duration is allowed for candidates possessing M. Phil. or M. Litt., or Master's Degree in the Faculty of Engineering and Technology.

(c) Admission to Ph.D. course shall be made by a committee with one or two recognised supervisors in the Department and a proposed supervisor with the Head of the Department as its Convenor.

(d) The merit of the candidate will be determined as per the following procedure and evaluated for 100 marks as follows:

(i) Marks obtained in Master's Degree calculated against a maximum of.	-	50 Marks.
(ii) Entrance Test.	-
Written Test.	-	50 Marks.
Total.	-	100 Marks.

The candidate should secure 25 marks out of 50 in the Entrance Test (written and viva-voce) to get a pass.

(e) No candidate shall be permitted to complete M. Phil. and Ph.D. Programmes after a period of four and six years, respectively.

(f) Detailed regulations, procedure for admission and examination/thesis evaluation shall be notified, from time, to time with the approval of the Syndicate.

II. FEES

The Syndicate shall approve the fees and penalty for nonpayment of fees by students on the recommendations of the Standing Committee on Academic Affairs.

S.No.	Fees Component.	M. Sc. Mathematics/M. Sc. Chemistry/M. Sc. Applied Botany/M. Sc. Environmental Science/M. Com. (C.A.) & P.G. Diploma in Medicinal Plants.		M.C.A./M. Sc. Information Technology/M. Sc. Biotechnology & M. Sc. Bioinformatics.
1.	ONE TIME FEE (Payable at the time of Admission). Admission Fee. Matricula Fee. Registration Fee. Recognition Fee. Cost of Application. Caution Deposit. (Refundable) Administrative Fee. Carrier Guidance Fee. TOTAL .(Rs.)	100 100 100 300 100 2000 300 500 3500		100 100 100 300 300 3000 300 500 4700
2.	ANNUAL FEES. Library fee. Sports Fee. Students Welfare Fund. Bar Coded Id Card Fee.	500 100 100 150		500 100 100 150
	Internet Charge Total (Rs.)	150  1000		150 1000
	M. Sc. Env. Science M. Com. (C.A.) &P.G. Diploma in Medicinal Plants.	M. Sc. Chem. & M.Sc., Applied Botany.	M. Sc., Maths.	M.C.A./M.Sc., Information Technology/M. Sc, Biotechnology & M.Sc., Bioinformatics.
3.	SEMESTER FEES. Tuition Fee. Laboratory Fee. Course Material Fee. Computer Charges. Total. (Rs.)	5000 1000 500 500 7000	2500 1000 500 500 4500	2000 500 500 3000	17500 2000 500 500 20500

The fees to be paid by the M. Phil. and Ph.D. students as per the current rates are given below:

Fees for M. Phil. and Ph.D. Courses.

S. No.	Particulars	M. Phil.		Ph.D.
		Humanities in Rs.	Sciences in Rs.	Humanities in Rs.	Sciences in Rs.
1.	Tuition Fee	865	1440	800	1200
2.	Special Lab. Fee, where applicable for
	chemicals/computers	690	690	1200	1200
3.	Caution Deposit, where applicable for
	Science/Psychology	575	575	1500	1500
4.	Library Fees	115	115	200	200
5.	Development of Infrastructure Facilities	25	25	100	100
6.	Cultural/Youth Festival	10	10	20	20
7.	Registration Fee	230	230	500	500
8.	Recognition Fee:
	(a) For candidates from abroad	2000	2000	-	-
	(b) For other University candidates in India	175	175	-	-
9.	Matriculation Fee (candidates from other University area)	25	25

Other miscellaneous fees are prescribed in the Prospectus.

The fees prescribed are subject to revision by the Syndicate from time to time.

III. SCHOLARSHIPS, FELLOWSHIPS, MEDALS, PRIZES, ETC.

As per the Chapter V, section 3(2f) of Statutes of the University, the SCAA shall constitute committees for the institution of scholarships, fellowships, medals, prizes, grants-in-aid, etc. and formulate rules for such awards from time to time.

(1) A Committee consisting of the Registrar, one Head of the Department nominated by the Vice-Chancellor with the Assistant Registrar as the Secretary shall make recommendations to the Vice-Chancellor for the institution of scholarships, fellowships, studentships, medals, prizes etc., as and when necessary. The same Committee shall also decide on the persons to whom the various scholarships, medals and prizes shall be awarded as per the rules prescribed from time to time by the Syndicate. The Committee is also empowered to co-opt one or more of the Professors/Heads of Departments of Colleges/University Departments to assist in the work.

(2) These revised rules shall come into force with effect from the academic year 2001-2002 and shall be applicable to the students admitted under the Semester system of education.

A. Scholarships and Fee Concession

Eligible students belonging to BC, MBC, SC, ST, and DNC can apply for State/Central Government scholarships and fee concession.

B. Rules for the award of prizes and medals in the Periyar University, Salem.

(1) The endowment consists of Rs. 25,000/- invested in fixed deposit of Post Office/National Savings Certificate, Salem Central Co-operative Bank/any Nationalised Bank, the interest of which is utilised towards the award of a prize or medal.

(2) The prize shall be in the form of a gold plated silver medal and books, or in any other suitable form, at the discretion of the University authorities, based on the recommendations of a committee appointed for the purpose.

(3) The prize shall be awarded annually in the convocation to the student as directed by the sponsor of the prize.

(4) In case of equality, the marks obtained in the First and Second year will be taken into account. If there is equality even according to previous years, the prize shall be divided equally among the winners.

(5) If, in any year, the prize be not awarded, the interest on the investment shall be added to the corpus of the fund.

(6) Any additions of prizes/medals will be awarded in accordance with the above rules. Any alteration by the sponsors in the award of medal subsequently will be approved/decided by the Syndicate.

Details of Endowments for Awarding Gold Medals to 1st Rank Students

S.No.	Name/College/Institution.	Name of Endowment.	Amount	Course.
1.	Prof. T. Gnanam, DTE, Chennai,	Prof. T.M. Balasubramanian.	50,000/-	B.E. Electrical Engg.
2.	Annai Mathammal Sheela	Annai Mathammal.	25,000/-	5 Year M. Sc.
	Engg. College, Namakkal.	Sheela Engg.		Info. Tech.
3.	Adhiyamaan Educational and Research Institutions, Hosur.	Dr. M. Thambidurai.	20,000/-	B.E. Mech. Engg.
4.	Adhiyamaan Educational and Research Institutions, Hosur.	Dr. M. Thambidurai.	20,000/-	B.E. Elect, and Com.
5.	Adhiyamaan Educational and Research Institutions, Hosur	Dr. M. Thambidurai.	20,000/-	B.E. Comp. Science Engg.
6.	KSR College of Technology, Tiruchengode.	Lion Dr. K.S. Rangasamy.	20,000/-	B.E./B. Tech. Information.
7.	KSR College of Arts and Science, Tiruchengode.	Thiru. Sennimalai Gounder and Tmt. Pachiammal.	20,000/-	B.C.A.
8.	Muthayammal Educational Trust, Rasipuram	(Late) Thiru. A. Subbu.	20,000/-	M.C.A./M. Sc. Bio-Tech.
9.	SSM Institute of Textile Technology, Komarapalayam.	Sri. V.K. Rangasamy Gounder.	20,000/-	M.B.A.
10.	Dr. R. Sethupathi Ramalingam, Vice-Chancellor, Periyar University, Salem.	Morangam Karunaiyamkadu Rasappa Gounder and Pavayammal.	20,000/-	M. Sc. Bio-Informatics M. Sc., Bio-Tech & B. Sc., Botany alternatively.
11.	Sona College of Technology, Salem.	(Late) Sri M.S. Chockalingam.	20,000/-	B.E. Information.
12.	Sona College of Technology, Salem.	(Late) Sri. M.S. Chockalingam.	20,000/-	M.B.A.
13.	Salem Sowdeswari College, Salem.	Salem Sowdeswari College.	25,000/-	M.C.A.
14.	Salem Sowdeswari College, Salem.	Salem Sowdeswari College.	25,000/-	M. Sc. Stat, and Compo Appln.
15.	Sengunthar Arts and Science College, Tiruchengode.	Thiru. K. Anbazhagan	20,000/-	M.A. Tamil.
16.	Dr. R. Sethupathi Ramalingam Vice-Chancellor, Periyar University, Salem.	Veerapandi Thiru. S. Arumugam.	20,000/-	B.A. Tamil
17.	Sengunthar Arts and Science College, Tiruchengode.	T.P. Arumugam-Dhanalakshmi.	20,000/-	M.B.A.
18.	Sengunthar Arts and Science, Tiruchengode.	Jansons T.S. Natarajan- Padmavathy	20,000/-	M. Sc. Applied Micro-Biology.
19.	Prof. P. Rajendran.	Tmt. Manonmani Palaniappan.	20,000/-	B.A. History.
20.	Dr. P. Murugesa Bhupathy, Professor, TNAU, Coimbatore.	Veerapandi Thiru S. Arumugam.	20,000/-	B.E. Overall.
21.	Mrs. A. Thangam, M/s. Siddha Yoga Pharma, Velur.	Tmt. Renganayaki Arumugam.	20,000/-	M. Sc. Zoology Girl Student.

IV. STUDENTS CONDUCT, CONTROL AND DISCIPLINE.

A. Conduct:

(1) Every student of the University shall be of good discipline and behaviour and assist the University authorities to maintain discipline in the University.

(2) Every student shall help the University in preserving its properties and no student shall cause damage or loss to the property of the University.

(3) No student shall, except with the previous permission of the Director of Students' Welfare/Dean/Head of the Department of the respective colleges, participate in a radio broadcast or contribute any article or write any letter either in his own name or other person's name in a newspaper or in a periodical, produce any literature which is likely to bring disrepute to the University.

(4) No student shall disrupt or cause disruption to the smooth functioning of the academic activities of the University.

(5) Dress Regulations.--

The following dress regulations are compulsory and should generally be observed.

(a) For Men Students:

(i) For lecture rooms, laboratories and within the precincts of the college, shirts and pants and foot-wear.

(ii) For field classes, khaki shirts with half sleeves tucked into khaki pants.

(iii) For tournaments and compulsory games, games shirt and shorts with or with out stockings and shoes.

(iv) For ceremonial occasions and important functions, college blazer, white pant, white shirt, college tie and foot-wear.

(b) For Women Students:

(i) For lecture rooms, any simple dress, preferably a sari and blouse/chudithar with a shawl. For laboratory work in Biology and Physical Science, an over-coat and putting up of hair are essential.

(ii) For field classes: Chudithar with shawl.

(iii)For ceremonial occasions and important functions white sari and college blazer.

B. General:

(i) The students should strictly avoid smoking, chewing of betel leaves, chewing-gums, eating nuts, etc. and should not use distracting cosmetics in class rooms and in field classes.

(ii) When the Professor, Reader, Lecturer or Instructor enters in the class room, the students will remain standing until the teacher takes his seat. This rule does not apply to practical classes. No student may leave a class without permission or until the class is dismissed.

(iii) The Head of concerned college shall have discretionary powers to rusticate and expel students both from the college and hostel and inform the Registrar immediately.

V. PUNISHMENTS TO BE METED OUT FOR UNFAIR MEANS DURING EXAMINATIONS.

1. The Principal/Head of the University Departments in which the students are registered shall be responsible for dealing with all cases of use of unfair means in examinations.

2. The invigilator concerned shall report to the Controller of Examinations/Principal on the day of the occurrence of each case of unfair means with full details of the evidence and written explanation of the student concerned.

3. The Controller of Examinations/Principal shall take appropriate action immediately on receipt of the report and the penalty may be that--

(a) the student found using unfair means during the examinations (Theory/Practical) may be deemed to have failed in all the courses in that semester and also debarred from the college, during the subsequent semester;

(b) for using unfair means of a serious nature warranting higher penalties than those indicated in clause 3 (a) above, the student may be debarred from the University for a period of three semesters or more or permanently after obtaining the orders of the Vice-Chancellor. In such cases, the student concerned shall not be allowed to sit for the remaining examinations in the concerned course or other courses.

Details of each case together with all material evidence and, recommendations and orders of the Principal/Head of the Department/Controller of Examinations shall be communicated forthwith to the Registrar of the University. The Principal/Head of the Department/Controller of Examinations shall report each case falling under clause (3) above immediately after passing orders to the Registrar of the University.

VI. TRAVELLING ALLOWANCE.

The Tamil Nadu Government Travelling Allowance Rules shall govern the payment of daily and travelling allowance to the Periyar University Employees.

RATE OF TRAVELLING ALLOWANCE AND REMUNERATION TO EXAMINERS.

A. Travelling Allowance:

(1) The following general rules shall apply in all cases:--

(i) No halting allowance is admissible to Examiners who are resident or have their place of business within the radius of 15 km. of Periyar University campus for journeys made by them to attend meetings held within the 15 k.m. limit of the University.

(ii) No travelling or halting allowance for attending meetings of Examiners will be paid to members of such authorities, who are resident or have their place of business within the limits of the University campus.

(iii) Travelling allowance will be paid only by the shortest route.

Note: This will not, however, be insisted upon in cases it is not conveniently possible for the members to travel by the shortest route covering very long journeys to attend to University work

(iv) Travelling allowance will be paid only for journeys or portions of journeys performed within the limits of the State or from outside the State to the place of business.

(v) Travelling or halting allowance will not be paid to members if they have received or claimed from any other public body such allowances for the journey which enabled them to attend the meeting of the University body.

(2) Travelling allowance will be paid at the following rates:--

(a) Examiners appointed for conducting the Methodology and viva-voce examinations of Ph.D. candidates; One and quarter single First Class railway fare each way.

(3) Conveyance allowance (actual bus fare) will be paid to the Examiners, (Excepting the staff of the University) whose place of business is within a radius of 15 k.m. from the University campus.

No mileage is admissible for journeys within the Corporation limits. Mileage will be paid to places situated outside the Corporation limits at a distance of 5 k.m. and over from the nearest Railway Station. No mileage will be paid for fractions of a k.m.

(4) Payment of detention allowance between two or more meetings: For any period not exceeding one week between meetings or adjourned meetings, if any, Examiners will be paid detention allowance or travelling allowance for a second journey, whichever is less. This rule will apply also for journeys made in connection with viva-voce or qualifying examinations or any other University business at the same place or in different places.

Note: In the case of meetings of University Authorities or their Committees this rule will not operate

(5) Normally, no vacation address will be recognised for Examiners appointed for any of the examination. However, Examiners will be paid travelling allowance from their usual place of business or wherever they may be at the time, whichever is less in respect of journeys made by them to attend the examination work.

(6) When a member is unable from any cause beyond his control to complete a journey or to attend the meeting for which the journey was made, he may draw travelling allowance from his headquarters to the place at which his journey was interrupted or the causes preventing his attendance occurred and back, but he will not be entitled to any halting allowance.

(7) An Examiner will be entitled to travelling allowance, only if the journey is made from his usual place to business. If the return journey is made to a place other than that from where he started, travelling allowance for the journey will be restricted to that admissible for the onward journey.P

(8) Travelling allowance can be claimed only after the return journey is completed.

Travelling allowance will be paid, provided the return journey is made within ten days from (i) the completion of the University examinations, or (ii) the date of the meeting for which attendance was necessary.

Note: This limit of ten days applies also to the onward journey.

(9) Travelling allowance bills should bear the counter-signature of the Chairman of the Students Advisory Committee or in his absence, the Dean of the concerned college or Head of the Department.

B. Remuneration:

The rate of remuneration for External Examiners appointed for examining Post-graduate students under semester system will be as follows:--

(1)	Evaluation of thesis for M. Phil.	Rs. 50/- per thesis per examiner.
(2)	Evaluation of thesis for Ph.D.	Rs. 200/- per thesis per examiner,
(3)	For viva-voce in qualifying,	TA/DA as per TA rules of TN Govt. (Doctorate committee) examination for Ph.D.
(4)	For viva-voce in final examination for Ph.D.	Rs. 150/- per student per examiner.

VII. MANAGEMENT OF FUNDS RECEIVED AS DONATIONS.

Section 42(c) of the Act, provides for management of endowments and other receipts such as donations from non-Governmental agencies such as private trusts and individual donations for specific or general purposes. Such funds may be accepted by the University with the approval of the Syndicate of the University. After examining the purpose behind such donations, the Syndicate shall be the final authority either to accept or reject such donations and also to decide on the mode of investment and utilisation of the funds taking into consideration the purpose desired by the donor(s).

VIII. UNIVERSITY LIBRARY.

A. Procedure for the purchase of books for the University Library:

(1) Foreign Books: The University Library will invite quotations for the supply of foreign publications, annually, from the leading book-sellers in India. The quotations thus received will be tabulated to find out the nature of the conversion rates for the foreign currencies adopted by the book trade of India.

The University will, after studying the trends in the conversion rates followed in the book trade of India, evolve its own rates on the basis of the quotations received. The rates so formulated in respect of the terms of business, etc. will be circulated among the leading book-sellers who have furnished their quotations to find out whether the University rates and terms of business are agreeable to them. The replies received from the various booksellers will be processed and those book-sellers who agree to effect the supply of foreign and Indian books under the University rules and terms of business will be appointed as the agents of the University for the year.

After the appointment of the agents, the Library will send the book selection lists to all the above said approved agents for the year, to find out from them, which of the books can be supplied by them, or which of them can be procured either from India or from abroad within the time required for the same.

On getting their replies, supply orders will be placed with each agent for the books which he has agreed to supply or procure them for the University.

In case of more than one agent willing to supply one or more books, the discretion of placing supply order will rest with the University.

(a) University rates.--

The University evolves its own conversion rates which will be advantageous for the University, in the sense, that it can get all its requirements', since the rates will act as an incentive to the book trade.

The evolving of the University rates permits the University to have elasticity in having more number of agents as the source of supply of its required publication than to have one single agent, selected merely by his lowest quotation without judging whether he could be in a position to effect all the supplies single-handed. In reality, it is seen that wherever single agents are selected, then, the supply of the entire requirements are poor, since the agent will be ready to supply only such of those publications wherein he can make some profit and not the publications which will result him in a loss.

The principle here is that the Library has always the authority to accept the lower prices by higher discount. But, it should not mean that the small margin in terms of discount should come in the way of the growth of the Library and hinder the academic, research and extension education programmes of the University.

For the above said purpose, a minimum of 10% to 15% discount will be adopted by the University in general.

(b) Exchange rate.--

The Exchange rates for foreign currencies will be followed as per the rates approved by the good officers committee of the Ministry of Human Resources Development issued, from time to time. In aspect of their foreign currencies, the official exchanged rate will be adopted.

(c) Duration of supply period.--

The University will stipulate every year the duration of supply period to the agents for the books ordered with them.

(d) Dealer-Library Plan.--

The University Library will enter into an agreement with the leading publishers of the world through the representative book-sellers available in India, to mail their latest publications directly. These books will be referred to the Head of the Departments for their opinion. If the book/books is/are not approved by the University, it/they will be returned to the representative book-seller. Orders for the approved books will be placed with the representative book-seller and the bills settled under the University rates.

(e) On approval basis.--

Book-sellers who have been selected as agents on the basis of their acceptance to adopt the University rates can be permitted to send the latest books on the basis of approval. These books will be examined by the concerned Heads of Departments in the Library and only after obtaining their specific recommendations, final orders will be placed by the Librarian. The rejected books will be returned to the book-sellers. The book-sellers will be insisted to allow a period of 30 days for the books sent on approval basis to the University for its thorough examination.

(2) Indian Books.--

In the case of Indian books, the University reserves the right to purchase them directly from the publishers. This does not prevent the University in getting their required Indian Publications through the agents. Latest Indian books will be purchased from the concerned Indian publishers without calling for competitive quotations.

(3) Publication of learned bodies and society publications.--

The University can procure the publications of learned bodies and other society publications which are not easily procurable through its agents, directly from the publishers and settle their bills by UNESCO book coupons.

(4) Standing order for special serial publications.--

Standing order shall be placed with the leading foreign publishers such as Commonwealth Agriculture Bureau, Annual Review Inc., etc., which are not easily procurable in the normal trade channel.

B. Procedure for the purchase of journals and newspapers:

(1) Newspapers.--

The newspapers should be purchased either from the publishers or through local agents after making advance payments.

(2) Indian Journals.--

They should be purchased from the concerned publishers, after making advance payment.

(3) Foreign Journals.--

Standing orders may be placed with the concerned foreign publishers abroad for the supply of the foreign journals. The invoices will be arranged to be received every year before the end of November. These invoices will be arranged to be sent to the State Bank of India with Form 'A' to obtain necessary foreign exchange. The State Bank of India will issue the bank drafts which will be sent to the concerned foreign publishers towards the advance payment of annual subscriptions of their journals. The particulars of payment and the receipt of the issues of the journals should be noted in the stock register.

C. Procedure for the binding of books.--

(1) A binding register should be maintained in the Library. Books, which are to be bound, should be collected periodically from the various bookshelves.

(2) The loose issues of Journals should also be collected periodically from the Journal Section as soon as the supply of a complete volume of any particular journal is received. The index, title-page, etc. should be placed in the appropriate places and the volumes should be collated. Then entries are to be made in the Binding register.

(3) Quotations are to be called for from the leading local presses who are undertaking binding work. According to the nature of the publication, the binding may be done either with Half-Calico and Half-Leather or Full Calico. After obtaining quotations as per the specifications, they are to be tabulated and "University rates" are to be arrived at as in the case of the purchase of books. The binding work may be split up among more than one binder.

(4) Agreement in the prescribed form is to be got signed from each binder in the stamped paper. All agreements are to be signed by the Finance Officer on behalf of the University. An earnest money of Rs. 500/- should be collected from each binder if the binding work is entrusted to 3 or 4 binders simultaneously. If one single binder is entrusted with the whole work, then, the earnest money may be fixed at Rs. 2000/-.

(5) After the binding work is completed, the bound volumes are to be carefully checked up before the binders bills are passed for payment. The particulars of payment are to be recorded in the Binding Register.

D. Procedure for the procurement of back volumes of Journals.--

Competitive quotations are to be called for before supply orders are placed for the procurement of back volumes of Journals.

Back volumes are to be purchased only in the case of Journals, which are currently subscribed.

E. Procedure for the withdrawal of worn-out books from the stock of the Library.--

A Register of 'worn-out' books should be maintained in the Library. Publications, which cannot be bound, should be periodically withdrawn from the stock of the Library. They should be placed before the Library Committee for a thorough examination. After getting the approval of the Library Committee, such publications may be withdrawn from the stock and disposed off.

F. Procedure for the acceptance of donated books:

A Register of 'Donated Books' should be maintained in the Library. As soon as a donated book is received, a letter acknowledging the receipt of the publication should be sent to the Donor. Only after getting the approval of the Library Committee, such publications should be brought into stock.

G. Library Rules:

(1) Authority.--

The University Library shall be located in the main campus and it shall be under the control of a University Librarian who is directly responsible to the Vice-Chancellor as per Chapter VII (17) of Statutes.

(2) Opening Hours.--

The Library shall be open from 9.00 to 18.00 hours on all working days and on Saturdays, Sundays and all other public holidays, it will work between 8.00 and 14.00 hours.

Note: The loan counter shall be closed half an hour before the closing of the Library.

(3) Admission.--

(a) The Library is primarily intended for the staff and students of the Periyar University who can make use of the library collections, facilities and services in accordance with the rules. Others can use the Library (for consultation) only with the special permission of the University Librarian.

(b) Research students and Honorary workers engaged in special research under the Heads of the Departments of the University will be required to deposit a sum of Rs. 500/- as caution deposit for consultation and borrowing of books from the Library.

(c) Scientific workers and other private persons can be admitted as members of the Library at the discretion of the University Librarian. They should deposit an amount of Rs. 500/-as Caution Money Deposit for admission.

(d) If within three years of the death of a caution deposit holder, no claim is made by his/her/heir/heirs for refund of the deposit amount, the deposit amount of such members shall lapse into the University.

(4) Loan Service.--

(a) Books can be taken out from the Library only on the Ticket System. A book will be lent out on loan to a member only, in exchange for one of his tickets. This ticket will be handed over back to the member when he returns the book.

The Library ticket(s) of a member will be valid for 3 years (36 months) in the case of Staff members and Ph.D. Scholars and 2 years (24 months) in the case of M. Sc. Students.

(b) To get enrolled as a member, a person should make an application in the prescribed form to the University Librarian who will scrutinise it and issue the necessary membership tickets as indicated below:

Categories.	No. of Books.
(1) Officers of the University.	4
(2) Professors, Readers.	4
(3) Lecturers.	3
(4) Post-graduate Students.	2
(5) Administrative and other categories of employees.	1

(c) Staff members on transfer or retirement or resignation shall return all the Library tickets and other dues, if any, and take the "No Due Certificate" from the Librarian, failing which the last pay certificate or resignation will not be issued or accepted.

Note:    (i) The University will not accept the resignation or issue of last pay certificate to any of its staff members of any category either at Salem or outside, unless the "No Due Certificate" of the Library is received by the University.

(ii) Any lapses on this account shall make the concerned University employee responsible for such lapses to make good the loss incurred by the Library.

(d) In the case of students, they will surrender their Library tickets 15 days before leaving the University and obtain the "No Due Certificate". For the students under Semester system, the "No Due Certificate" should be obtained before the issue of Hall-ticket.

(e)     (i) If a member loses his borrower's tickets, he should immediately report the matter to the University Librarian in writing. In the meanwhile, he should make all efforts to trace the ticket(s) so lost and send a second report at the end of the period (15 days) stating the result of his endeavour. If the original ticket(s) is/are found out, a duplicate ticket(s) will be issued at the discretion of the Librarian at the cost of Rs. 10/- (Rupees ten only per ticket).

The University Librarian will issue either the duplicate ticket(s) or the "No Due Certificate" only on receipt of the second report.

(ii) Duplicate ticket(s) will be issued for the damaged ticket(s) on payment of Rs. 10/- (Rupees ten only) per ticket.

(f) On no account, the book(s) borrowed from the University Library are transferable to any other member; nor shall any member borrow book(s) on other members ticket(s).

(g) At the discretion of the University Librarian, any book loaned to any member can be called back without assigning any reasons thereof.

(h) Inter-library Loan.--

Inter-library loan will be effected for the benefit of Central, State, Private libraries or institutions on reciprocal basis by the University. The request for such loan of book(s) from that Library or Institution should come from the Head of the Institution to the University Library.

(5) Loan Period.--

(a) The maximum permissible period for loaning the University Library books and holdings shall be as follows:--

(1) Books. 14 days.

(2) Bound Volume of Periodicals, Bulletins, etc. 7 days.

(b) A book can be renewed for a further period of loan only if this renewal is advised prior to the date of expiry of the original loan and if there is no other request for the same book, only two consecutive renewals can be done for each book on loan on each occasion.

(i) Renewal of loan shall be done on the physical production of the Book(s) at the Library Counter

(c) No renewal will be allowed for bound volumes of periodicals.

(6) Overdue charges.--

If a member fails to return the borrowed book on the due date, he is liable to be charged an overdue charge of Rs. 1/- per day per volume.

(7) Loss of Library Books.--

(a) The members are requested to report immediately to the University Librarian any cases of losses of borrowed Library books. The actual value of the book lost with the percentage of 10% on the value of the book with the forwarding charges, if any, incurred by the University during the acquisition of the book along with the overdue charges, if any, will be recovered in full from the member by the University Librarian, who will have the full authority to fix the cost of the book(s) lost.

(b) If a member is in arrears, he will not be issued book(s) until clears the arrears.

(8) General Rules.--

(a) Readers are requested to observe the Library rules prescribed in order to keep the Library purposeful.

(b) Members who disregard the Library rules are liable for the appropriate disciplinary action by the University.

(c) The Vice-Chancellor may amend or modify the rules as and when required.

H. OTHER FACILITIES.

The University shall provide facilities for shopping and marketing. Buildings may be rented to co-operative provision stores, barber shop, tailor shop, washerman, petty pan shops, tea stall, etc.

The University may provide the essential street lighting, sanitation, drinking water supply, drainage, etc., within the campus.

The University may run cafeteria in the campus. The cafeteria should normally be run on "No Profit No Loss" basis through a committee appointed with the University employees as members.

The University may also permit State-owned or private town and city buses to ply through the campus and also provide bus shelters at convenient points for the benefit of the University employees and students. However, the right of permitting such outside buses into the University campus should always be reserved.

Rules for Cafeteria at the Campus.

(1) The name of the cafeteria shall be "University Cafeteria".

(2) The cafeteria will provide break-fast, lunch, snacks, soft drinks, etc.

(3) The transactions will be on cash paid coupon system.

(4) The rules formulated by the authorities of the University should be given effect as and when necessary, from time to time.

IX. UNIVERSITY BUILDINGS.

(a) Allotment of Bungalows and Quarters.

(1) These rules shall regulate the allocation of residential Bungalows and Quarters in the Periyar University, Salem.

(2) The Registrar of the University shall be responsible for proper allotment of the Bungalows and quarters and recovery of rent. The quarters and bungalows will be allotted on the specific written request only. The Registrar shall allot the Bungalows on the approval of the Vice-Chancellor.

(3) Employees in the cadre of Readers and Lecturers and similar cadre and above only are eligible for allotment of Bungalows and quarters.

Note: If both husband and wife are employed in one station, only one member will be eligible for Bungalow/Quarters and the person to whom it is allotted will not be eligible for the house rent allowance.

(4) The persons eligible for different type of quarters will be classified into distinct groups with reference to the actual pay drawn by them. The members in each group will be arranged in the order of seniority with reference to their salary. Within the same category, if more than one person draw the same salary, the date of next increment in respect of each candidate shall be taken into consideration and the person getting earlier increment should always be given priority over the others. If there are no permanent or officiating servants, then, the claims of the persons appointed temporarily will be considered with reference to their date of first appointment in continuous service.

(5) Quarters, except those coming under rule 3, shall ordinarily be allotted according to the seniority and as per the following pay range of all categories put together.

'A' Type quarters. - Pay Rs. 10,000/- and above.

'B' Type quarters. - Pay Rs. 5,500/- and above.

'C' Type quarters. - Pay Rs. 2,500/- and above.

(6) Mutual exchange of Bungalows and quarters within a type shall be permitted at the discretion of the Registrar. Persons who are occupying a higher or a lower type of Bungalow or quarters due to some reasons or other in the interest of the University work shall be given the eligible type of quarters at the earliest opportunity.

(7) The employees working in the essential posts, University officers and Heads of Departments will have preferential claims for allotment of bungalows and quarters with the approval of the Vice-Chancellor.

(8) Bungalows and quarters allotted on preferential or seniority basis should ordinarily be vacated within the period of joining time, when the allottee is transferred from the post. He or she will, however, be given a limit to vacate the bungalow or the quarters on request.

(9) Persons to whom Bungalows and quarters have been allotted shall be liable to pay rent from the date of allotment of quarters, irrespective of the date of occupation, at a maximum of 10% of his basic pay or as per rules in force in the Government of Tamil Nadu as house rent whichever is less. The rent chargeable for the quarters shall be deducted from the allottees salary at the source of payment. The allottees are not eligible for the house rent allowance from the date of allotment of the quarters.

(10) No Bungalows and Quarters shall be occupied by those other than the allottees. No sub-letting of Bungalows or quarters either in whole or in part is allowed. The allottee should not change or alter any of the permanent fittings of fixtures in the quarters.

Both at the time of occupation and vacation of quarters, the allottee shall take charge and hand over charge of all fittings and fixtures of the quarters and acknowledgement. Any deficiencies noted at the time of handing over charge shall be charged against the allottee.

(11) Employees of the University on leave, irrespective of with or without allowances for a period of not exceeding four months and employees under suspension will be allowed to retain their Bungalows and quarters on payment of rent. The employees who are on leave on medical certificate with or without pay beyond the period of four months will be permitted to retain the Bungalows and quarters on production of medical certificate with the approval of the Vice-Chancellor.

(12) Not less than 30 days notice shall be given to the Registrar, if the occupant desires to surrender the Bungalow or quarters. If sufficient notice is not given, the occupant is liable to pay rent and taxes upto the date on which the surrender is accepted.

(13) The usual rent fixed for the bungalows/quarters and penal rent at 40% of the monthly total emoluments of the occupants shall be collected for the period beyond the expiry of the date of retention allowed or till they are vacated.

(14) Permission shall be granted by the Vice-Chancellor for retention of the Bungalow or quarters, as the case may be, upto a maximum period of three months in the following cases:--

(i) From the date of retirement, in the case of employees retiring from service;

(ii) To the members of the family from the date of demise of the employees in the case of employees who expired while in service; and

(iii) From the date of re-employment in the case of reemployed employees.

The rent and taxes shall be collected at the same rates recovered earlier either in advance every month or adjusted from the amount due, as the case may be.

(15) The employees whose services are terminated or who are dismissed from service shall vacate the Bungalow or quarters immediately (on the date of order). In cases of default, they shall be evicted as in item 16 below in addition to the recovery of usual rent and taxes due and penal rates of rent at 40 per cent of the emoluments last drawn by such employees while on duty.

(16) The employees who refuse to vacate the Bungalow/quarters and continue to occupy unauthorisedly, they shall be evicted if persuation fails, by using such force as is necessary with the help of the Security staff and Police.

(17) No University quarters should be kept vacant at any time.

(18) The non-eligible type quarters may also be allotted to an employee with the prior approval of the Vice-Chancellor.

(19) Any type of vacant quarters may be allotted to the next senior person on compulsory basis and the rent collected as per rules if there is no application pending allotment.

(20) Applications for the allotment of residential accommodation in the University campus shall be received in the prescribed proforma given below.

APPLICATION FOR ALLOTMENT OF BUNGALOWS/QUARTERS IN THE UNIVERSITY CAMPUS.

To

The Registrar,

Periyar University,

Salem-636 011.

Through the proper channel.

Sir,

I request that the University Bungalow/Quarters eligible may kindly be allotted to me. I am furnishing the required particulars.

1     (a) Name and Designation (in full)

(b) Status (Emergency, probationer, approved probationer, etc)

2     (a) Scale of pay, pay and allowances drawn ...

in Rs. ... p.m.

Pay ...

D.A. ...

H.RA. ...

O.C.A. ...

C.A. ...

Any other allowance. ...

TOTAL. ...

(b) Date of first appointment in each category....

(c) Total service.

(d) Due date for next increment.

3 Office in which working.

4 Nature of Work and timings (Administrative/Teaching/Research, etc).

5 Permanent address.

6 Married/Single (Total No. of family members to be furnished).

Male:

Female:

Children:

Total:

7 Details (with type) of quarters required for.

8 Whether any other members of the family allotted a quarters in the University Campus). ...

9 Any other relevant particulars.

The above particulars are true to the best of my knowledge and belief. I declare that I will abide by the rules prescribed by the University, from time to time.

Place:

Date:

No. Yours faithfully,

Signature of the applicant

Recommendations of the forwarding authority

No.

Date:

Signature and Designation

(b) Rules for the occupation and renting of the Guest Houses of the Periyar University.

The rules and regulations for the occupation of the University Guest Houses shall be formulated after the construction of the University Guest Houses and approved by the Syndicate.

X. UNIVERSITY VEHICLES.

(a) Procedure for maintenance, repair, etc., of motor vehicles.

(1) The officer in charge of the vehicle shall be responsible for the proper use, maintenance and repair of the vehicle.

(2) Driving the vehicle.--

(a) Each vehicle shall be under the sole charge of a qualified driver and except on sufficient and valid ground, no vehicle shall be transferred from the charge of one driver to another.

(b) On no account, the person other than the driver of the vehicle shall be allowed to drive or otherwise handle the vehicle:

Provided that nothing contained in the sub-rule shall be applicable to officers who are competent to inspect vehicle or test the vehicle on inspection or for purpose of repair:

Provided further that if an officer or any person travelling in a vehicle is satisfied that the driver is temporarily incapacitated from managing the vehicle due to fatigue or illness or any other cause, he may take over driving or otherwise handle the vehicle provided he holds a current driving licence to drive a vehicle of that type.

(3) Duties and responsibilities of driver.--

(a) The driver of a vehicle shall act under the orders, direction or instructions of the officer-in-charge of the vehicle.

(b) It shall be the duty of every driver to keep both inside and outside of his vehicle clean and also to keep all connections and joints so tight that there is no leakage of fuel, oil, air or water anywhere on several systems of vehicles. Faults that he cannot himself set right shall be reported in writing as soon as possible to the officer-in-charge of the vehicle. He shall carry out the routine checkups and the proper maintenance of the vehicle every day.

(c) Periodical cleaning, lubricating and servicing should be attended as per the instructions of the service manual controlling officer of the vehicle.

(4) Periodical inspection.--

On receipt of a report from the driver, the officer-in-charge of the vehicle should send it immediately to the authorised workshop concerned and see that the vehicle is inspected completely and that any other defect which might be noticed later on or any item requiring attention at the workshop is also attended to as expeditiously as possible.

(5) Maintenance of the log books.--

(a) Printed log books (Part-I & II) in the prescribed format shall be maintained for each vehicle. The log books relating to that vehicle shall be transferred along with the vehicle if transferred to other places.

(b) Monthly petrol/diesel performance of the vehicle shall be worked out at the end of each month and entered in the log book indicating the actual KM per litre obtained during the month. If the consumption of petrol/diesel is excessive, the matter shall be investigated by sending the vehicle to an authorised workshop to rectify the defects, if any.

(c) Strict economy shall be observed in the consumption of petrol and the consumption should not exceed the quota, if any, allotted to that vehicle. If excess fuel is used, it should be got ratified by the authority concerned.

(6) The registers, records, etc. are to be maintained as per the Tamil Nadu Government Motor Vehicle Rules.

(7) Physical verification.--

(a) Physical verification of vehicles and spare parts and inspection of registers shall be checked by the inspecting officers and the audit staff during their visits.

(8) Repairs to vehicles.--

Repairs to the vehicles shall fall under categories:

(a) Minor repairs; and

(b) Major repairs.

As a rule, all repairs shall be made only after obtaining technical sanction from the concerned technical officer. However repairs of minor nature may be carried out in the local recognised workshops by the officer-in-charge of the vehicle, on the report made by the drivers concerned.

(9) Purchase of spare parts, tyres, tubes and batteries.--

Spare parts required for the vehicle shall be purchased as per the rules applicable to the purchase of Stores. Tyres and tubes required for the motor vehicle should be purchased following the instructions issued for the purpose. The requirements and replacements of batteries and tyres shall be anticipated well in advance and purchase shall be effected without causing hindrance to the routine work.

(10) Accidents.--

All accidents shall be promptly reported to the Vice-Chancellor, furnishing sufficient details of the accident and injuries to the persons and damage to the properties involved. The progress of Police investigation and the case, if any, filed before a Court of law, shall be watched and detailed reports shall be sent to the Vice-Chancellor, from time to time.

(11) Due date of insurance and taxes to be paid to the vehicles should be followed and timely paid. Fitness certificate of the vehicles, if any, should be furnished in time.

XI. PURCHASE OF STORES.

(1) General.--

These rules deal with the general procedure to be followed by the University in regard to purchase of all kinds of stores required for consumption or use of the University or its Departments/Institutions for the purpose of imparting instructions to students, carrying out research, etc., in the interest of the University. Stores which are absolutely necessary for the above purpose should alone be purchased.

These rules do not apply to funds covered under extracurricular activities and contributed funds of sports, game, associations, cafeteria, trusts, medals, endowments, mess funds, conference, workshop, seminar, symposia, etc. The committees appointed to operate the above funds and functions shall make relevant procedure for the smooth functioning of their activities.

(2) Authority competent to purchase stores.--

The powers and financial limits of the authorities competent to accord financial sanction to the purchase of stores, etc. are given in the Appendix-XII. The financial limits prescribed are exclusive of sales tax, all other duties, charges and incidental charges. The term "at a time" means each file processed and approved by the competent authority.

(3) Explanation.--

The financial limits prescribed pertain to a particular item of stores. For official convenience, quotations may be called for a number of items on the same file and orders can be placed for each item not exceeding the financial items, even though if all the items are put together, it may exceed the financial limits.

Quotations once called for will be valid for a period of six months unless the quotation has indicated otherwise. Based on the same quotation, a repeat order may be placed provided the items purchased by the previous order have been utilised.

The financial sanction would pertain to a particular head of account, if a particular drawing officer is operating more than one head of account, he can order for the same item under different heads of account subject to necessity.

(4) Guidelines governing the purchase of stores.--

All the authorities competent to purchase the stores shall strictly observe the following guidelines:--

(a) As a general rule, no stores shall be purchased without obtaining prior administrative sanction of the competent authority.

(b) The sanction accorded by a competent authority shall lapse if it is not acted upon for a year. Similarly, the sanction accorded for incurring an expenditure on revenue items in a particular financial year, shall lapse on the 31st March of the respective financial year:

Provided that a sanction accorded by the competent authority shall be deemed to have been acted upon, if tenders have been accepted (in case of local or direct purchase of stores), or an indent has been placed with an approved firm within the prescribed period of one year from the date of issue of the order of sanction, even if the actual payment in whole or in part, has not been made during the said period.

No revalidation of sanction is necessary if the above conditions are fulfilled.

(c) Only items for which sanction has been accorded should be purchased. No substitution of items of deviation of quantity shall be made without the approval of the sanctioning authority.

(5) Purchase procedure.--

The proposal for the purchase of stores should contain among others, (i) the purpose for which they are required, e.g., for general purpose, laboratory maintenance, projects or other purposes: (ii) detailed specifications and instructions, if any, should be given, so that the right type of material which is required could be indented for and supply got effected. Stores of a particular type or make should not be asked for except when they are specifically required for a particular project or research, and (iii) the approximate cost of the equipment, etc.

The stores should be purchased by giving the following institutional priority subject to the needs of the University with special reference to quality specification, suitability of the purchase and time schedule of supply:

(i) Units of the Tamil Nadu Khadi and Village Industries Board and units under the control of the Board.

(ii) Jails, Borstal Schools and units of the Jail Department.

(iii) Model Training-cum-production work-shop at Muttukadu.

(iv) Government-owned corporations and Corporations controlled by the Government.

(v) Co-operative institutions with share capital assistance sanctioned by the Government.

(vi) Other Co-operative institutions.

(vii) Products manufacturers in the State.

(viii) Products manufacturers outside the State.

(6) Price preference.--

The price preference prescribed by the Government to Cottage Industries, Small Scale Industries and others, from time to time, should also be followed while purchasing the Stores.

(7) Limitations for quotations and tenders.-

No competitive quotations/tenders are necessary for purchases made as follows:--

(i) From private parties/firms: Rs. 500/- at a time.

(ii) From District Co-operative Societies and Marketing Societies/Co-operatives Super Markets: Rs. 10,000/- at a time.

(iii) From State Apex Bodies such as Co-optex, etc. and Government Departments/Universities/Corporations/Institutes: No limit.

For purchase from outside the above sources for value not exceeding Rs. 25,000/- excluding all taxes, duties and expenses, competitive quotations should be called for by inviting the reputed firms to send them and the invitation should be sent by post under certificate of posting and the agency finalised based on the merits of quotation.

There should be a minimum of three quotations for consideration. Finalisation of purchase with less than three quotations should be done with the prior approval of the next higher controlling officer.

No quotation or tender is necessary for purchases from the following sources:--

(i) Purchase of articles at the prices fixed by the Government.

(ii) Articles which are solely manufactured by a particular firm and from their authorised dealers, if sufficient proof thereof, is available.

(iii) Articles of patented items, or proprietory preparations, if sufficient proof thereof, is available.

(iv) Vehicles/Articles from any firm which the Director General of Supplies and Disposals, Government of India has already entered into a rate of running contracts for the supply of such articles directly or by getting tenders.

(v) Emergency purchases and repairs to vehicle done while on tour upto a maximum limit of Rs. 5000/- at a time.

(vi) Purchase of Stores from State/Central Governments. Government Undertakings/Corporations/Universities and Institutions.

(vii) Imported equipments through their agents or distributors in India or Customs notified shops.

(viii) Imported chemicals, reagents, etc. through authorised distributor/agent in India.

(ix) Tea/Lunch/Dinner and Garlands for University functions from traders.

(x) Prizes/Medals/Gifts/Mementos, etc. from Co-operative Super markets/Central/State Government Emporium/Khadi Kraft Centres/Government Show Rooms.

(xi) Binding Work/Printing work at Government Press/Cooperative Units.

(xii) Purchase of articles for decoration/gifts/lamination of photos, etc. from Co-operative Institutions/Government Enterprises/Government undertakings.

(xiii) Purchase of high purity Chemicals/Reagents of a particular make for specialised work/Electron microscopic and other analytical work, etc, based on standard recommendation of Stores Purchase Committee.

(xiv) Purchase of liquid nitrogen/solid carbon dioxide/arid gases for lab/lab equipment use from manufacturers or their authorised agents.

(xv) Purchase of manuals/bulletins/pamphlets, etc.

(8) Limited tenders.--

Limited tender system should be followed wherever the value of stores to be purchased exceeds Rs. 50,000/-, but less than Rs. 3,00,000/-. This limit includes all taxes, duties and expenses.

(9) Open tenders.--

The open tender system i.e., invitation of tender by public advertisement shall be resorted to and adopted whenever the estimated value of the order to be placed for supply is more than Rs. 3,00,000/- (Rupees three lakhs).

(10) Earnest Money Deposit (E.M.D.).--

In every case of limited tender and open tender, EMD at 2.5% of the value or Rs. 1,000/-whichever is lower should be obtained from the tender, except from the following cases:--

(i) Firms which have been exempted from furnishing EMD by the orders of the State Government.

(ii) The Vice-Chancellor may, by general or special order, dispense with in the case of firms of repute. The EMD accounts should be maintained properly.

(11) Finalisation of Agency.--

The covers received by the Registrar/Head of the Office or any other person authorised in his behalf should be initialled with date and time and kept under safe custody till the time of opening.

The covers shall be opened in the presence of the tenderers or their authorised agents at the prescribed time, if available.

The Registrar/Officer who opens the covers should initial the tender/quotations with date and time. He should announce the rates to the representative of tenderers present. Any correction in the tender should be initialled by him served along with the tenders/quotations.

After the formalities are over, a comparative statement should be prepared. It should always be the endeavour to obtain the maximum value for the money to be spent. The reasonableness of the rates may be ascertained by keeping track of the local market trends. For this purpose, they can ascertain the rates informally and confidentially from the local firms/parties.

The competent authority who has to select a tender for acceptance should take into account their financial status of the tenderers. If other conditions are equal, the lowest tender should be accepted. When the lowest tender is not accepted, the reason should be recorded and technically justified. The general remarks such as the item will or will not suit our purpose, etc., should not be recorded in the comparative statement. There should be specific technical reasons for selecting or accepting an offer. Similarly, reasons must be recorded for rejecting the lower offers, if any, in the comparative statement itself.

All relevant records should be made available to the Audit Officer during his local inspection of the accounts of the office. The acceptance or rejection of a tender is a matter entirely within the discretion of the competent officer to sanction and responsible for the purchase of the materials and his decision is final. No tenderer has any right to be told the reasons for rejecting his tender and the reasons for rejections should not be communicated to any tenderer. No tenderer should be connected with the University service. If any collusion is detected between a tenderer and a University employee, it should be dealt with severely.

Note: If a contract for supplies is placed on a higher tenderer, in preference, to the lowest acceptable offer in consideration of offer of earlier delivery, the contractor will be liable to pay to the University the difference between the contract rate and that of the lowest acceptable offer in case of failure to complete the supplies in terms of such contract within the date of delivery specified in the tender and incorporated in the contract.

(12) Security deposit.--

In case of acceptance of tenders, agreements are entered into, a security deposit at 10% of the value of the order subject to a maximum of Rs. 2,000/- deposited by the accepted tenderer. The above conditions can be waived in case of firms which have been exempted from the deposit by the State Government.

(13) Agreements for the supply of stores.--

When a tender is accepted for the supply of stores, the successful tenderer should be required to execute an agreement in bond papers.

Special non-judicial adhesive stamp to the value of Rs. 20/-should be affixed to the agreement. If special adhesive stamps are not available, the agreement may be got executed on a non-judicial stamp paper worth Rs. 20/-

In all agreements, the jurisdiction of the Court must be in favour of the University unless insisted otherwise by a firm located outside Tamil Nadu which can be accepted only in exceptional cases.

(14) In case of Government units exempted from EMD/SD.--

Though Government undertakings are exempted from EMD and SD, necessary agreements should be obtained in the usual form with the following additional clauses:--

The unit should pay as penalty an amount equivalent to the amount fixed as Security Deposit in the event of non-fulfilment or non-observance of any of the conditions stipulated.

(15) Stores required to be imported from abroad: The import of stores from foreign countries depends on the Government of India export-import policy and pass book system maintained by the Registrar, etc. Hence, the instructions issued by the University, from time to time, should be followed.

(16) Supply order.--

In the case of supply order to outstations, wherever necessary, the orders should be despatched only by registered post with acknowledgement due. The return of the acknowledgement form and the receipt of the order of acceptance from the firm should be promptly watched.

(17) Payments/drawal of advance.--

Except where it is stated otherwise as a general rule, stores should not be paid for until the receiving officer has taken delivery and checked the quantity of the stores supplied and found them satisfactory in every respect and according to specifications.

90% of advance payment can be made to TANSI towards purchase of their products.

Advance payment/drawal of money can be made in the following cases in addition to the cases already mentioned:

(i) For the purchase of petroleum products from the oil corporations.

(ii) For opening the Letter of Credit for the import of equipment from abroad.

(iii) Towards purchase of Books and Publications, Magazines, Periodicals and Newspapers, etc. for one month, three months or one year, as the case may be.

(iv) For payment of taxes and duties.

(v) For purchase of stationery, garlands, gifts, refreshments items, etc. where the firm insists advance payment.

(vi) For purchase of tyres and tubes and for retreading.

(vii) Purchase of imported goods from Customs Sales Counter/Customs approved notified stores/Co-operative Stores.

(viii) Purchase of uniforms from Co-operative Institutions/Khadi Krafts.

(ix) To enter into service contracts.

(x) Repair, service of Computer/Fax/Duplicators/Xerox machine other electric and electronic equipments/machineries.

(xi) Any purchase from Central/State Government Organi-sations/Undertakings/Universities/Corporations/Co-operative Institutions.

(xii) Renewal of Insurance Premium.

(xiii) To take delivery orders of consignments especially imports.

1. INSURANCE TO VEHICLES AND EQUIPMENTS

Unless otherwise specified normally, no University property is to be covered by Insurance. However, in exceptional cases, sophisticated equipment can be insured with the approval of the Vice-Chancellor.

The motor vehicles of the University should be insured against third party risk. However, the vehicles used by the Vice-Chancellor/University Officers/VIP can be insured under comprehensive policy.

Stores imported from abroad should be fully insured.

2. PRINTING AND BINDING

Printing of forms, registers and books of verified descriptions may be entrusted to any press upto Rs. 1000/- at a time without quotation and when it exceeds Rs. 1000/-, the working may be entrusted to more than one local press after observing the formalities such as obtaining quotations/tenders, as the case may be. For printing of matters of confidential nature viz. Question papers, mark lists, Grade sheets relating to examination, etc., an agreement in the form prescribed, from time to time, should be obtained from the selected press. Rules of getting competitive quotations/tenders will not apply in the case.

Where binding alone is to be done, the work may be entrusted to any press or binder without obtaining competitive quotation if the cost does not exceed Rs. 1000/-. Where the cost exceeds Rs. 1000/-, competitive quotations/tenders should be called for.

3. REPAIRS TO EQUIPMENTS, ETC

All equipments and machinery shall be kept in good condition. Repairs to electrical and electronic equipment and gadgets may be given to the agency which has supplied and erected the equipment or their authorised agents without any competitive quotation. In case of costly and sophisticated equipment, service contract can be entered into with the prior sanction of the University Officers concerned so that the equipment will be maintained in good condition throughout the year.

Common repairs to other stores required, then and there, should be arranged with the outside agency when there is no facility in the office/campus itself. Necessary competitive quotations shall be obtained when the repair costs over Rs. 500/-excluding the cost of materials replaced.

The Head of the Office or the University employee who is entrusted with the receipt of storage of stocks of any kind, should take special care in arranging for their safe custody

The Head of the Office or the University employee who is entrusted with the receipt of storage of stocks of any kind, should take special care in arranging for their safe custody. He should also maintain stock accounts and inventories for the stock held in his custody, with a view to prevent losses to the University through theft, fraud, negligence or accident and to make it possible for easy check of the actual balance with the book balance and the amount of expenditure incurred on stores at any time.

5. ERECTION OF MACHINERY AND EQUIPMENT

(1) The equipments received should be installed or erected with the least possible delay and put into beneficial use of the University or its students.

(2) To enable the expeditious erection of the machinery and equipment on receipt advance action should be taken to complete the civil and electrical works, if any, before the arrival of the machines.

(3) Erection of the machinery should not be delayed for flimsy reasons such as want of provision of power mains, purchase of fuel, oil, etc.

6. COMPLETION REPORT

As soon as the equipment/machinery received is erected and full payment due to the supplier is made and the machine is put to proper use, a completion report should be sent to the competent authority, who sanctioned the purchase.

7. MAINTENANCE OF STORES

(1) The stores shall be classified under certain important categories and kept in separate racks and bins earmarked to each of them.

(2) Under each classification, a separate serial number shall be assigned to each individual item of stores. The stock registers shall be maintained in a prescribed format.

The stock account of tools, furniture and equipment shall be maintained in prescribed formats for each item

The stock account of tools, furniture and equipment shall be maintained in prescribed formats for each item.

(i) Furniture.--

Whenever new articles of furniture are purchased, they should be assigned proper code numbers for identification during stock verification. An inventory or chart of furniture available in each room should be maintained for easy location of the furniture.

(ii) Equipments.--

Log Books be maintained for sophisticated equipments costing over Rs. 10,000/- in the prescribed format.

All stores including dead lock shall be verified once a year in the presence of the custodian of stores

All stores including dead lock shall be verified once a year in the presence of the custodian of stores. Consumables other than laboratory chemicals and perishable articles shall be verified once in a half-year. Verification should be done by an employee to be nominated by the Heads of Office. Cross verification shall be done once a year by a nominee of concerned University officer.

Verification officer should write in his/her own hand the actuals duly attested in each case. The verification officer shall, during the course of verification, list out articles which are unserviceable so as to facilitate proper disposal by the concerned authority.

Verification officer shall furnish a certificate in the following form over his/her dated signature after complete verification of the stores.

"Certified that stores borne in this stock book have been verified by me on date(s)......... and I have found the actuals agreeing with the book balance and the shortages/excesses noticed have been entered in the Shortage/Excess Register page..........The articles which are unserviceable are listed out."

Signature:

Designation:

Verification officer shall send a report on the physical verification of stores to the respective Head of Officer, as the case may be, before 31st May of the year. The University officers will send consolidated reports in respect of the centres under their control to the Finance Officer before 15th June each year.

Notwithstanding the half yearly and annual verification of stores, the authorised employees may make surprise checks of stocks and stores at intervals at least once a year so as to ensure that the stores are properly maintained and accounted for.

Shortages noticed may be brought to the Shortage Register deducting the same from the main register and action pursued to regularise the shortage. Excesses may be added to the stock in the main register and appropriate action may be initiated.

A deficiency detected during a verification of Stores may be due to--

(i) incorrect or careless accounting;

(ii) loss arising from fraud, theft or negligence;

(iii) an unavoidable cause, e.g. wastage, shrinkage and spilling in the case of stores which are subject to them.

The head of the office concerned should fully investigate the cause of any deficiency and send a full report on it to the controlling authority along with the verification report. If he holds that any loss caused to the University and deficiency is due to misconduct or culpable negligence on the part of any University employee concerned, he should add his recommendation as to how the loss should be made good by recoveries from them. The Controlling authority should, after such examination and investigation if the importance of the case warrants, issue, or obtain from the competent authority an order to write off the deficiency from the stock accounts. On receipt of this order, the deficiency should be charged in the stock accounts with a note quoting the authority. If any recovery is ordered, a note should be recorded in the stock accounts when each amount is actually recovered.

10. UNSERVICEABLE STORES AND WRITE-OFF LOSSES

Stores, which have become unserviceable in the ordinary course or by fair wear and tear may be condemned by the authority competent to sanction the purchase of new stores or to replace them. A register in Form appended shall be maintained. He should record the full reasons for condemning the store in his order, and add a certificate to the following effect

"Certified that I have personally satisfied myself that each item written off in these proceedings has become unserviceable in the ordinary course, through proper usage or by fair wear and tear",

Note: Both the acts of condemnation of the unserviceable articles and writing off their value are intended to be applied together at the same time in the same proceedings of the competent authority. After the depreciation is allowed annually at prescribed percentage and the value of the article at the time of condemnation is shown as "NIL," there is no need to write off the NIL value of the articles. In respect of articles which have been written down to "NIL" value by the operations of the process of annual depreciation and are still in use and have some more years and useful life left in them, but are lost due to the theft, neglect or other calamities such as fire or floods, orders of competent authority writing off such losses would be necessary. If any of the stores so condemned and written off are disposed off in public auction or sold otherwise, their sale proceeds should be credited, in full to the University and the amount, if any, written off should be the value of the articles as recorded in the stock accounts minus the amount realised in auction.

(1) Proposals for condemnation of stores, machinery and equipment shall be made in the Form appended.

(2) In the case of stores, machinery and equipments, the book value of which is less than Rs. 5,000/-, the Head of the Office concerned and competent to purchase such stores is empowered to issue orders of condemnation and write off, provided he is satisfied that the materials have become unserviceable and the equipments cannot be economically repaired for reuse.

(i) Freeze drying ampules.

(ii) Glass rods and tubes.

(iii) Petri dishes.

(iv) Glass tubing.

(v) Glass rods.

(vi) Flasks and other containers capacity upto 1 Litre.

(vii) Pipettes of all kinds.

(viii) Watch glass.

(ix) Syringes and needles.

(x) Any other item of glasswares declared by the University officer.

Each Head of Department should take a list of the articles broken by the staff every month, inform the Registrar and examine first the reasons for the breakage and the possibility of recovering the cost of the same from the persons concerned in case of the same from the persons concerned in case the breakage is due to carelessness. If not, the value should be written off by the competent authority.

In respect of breakages due to wilful negligence on the part of the students concerned, the full value of the articles must be recovered. If the breakages have occurred only due to normal course of work and are not due to carelessness on the part of students, the book value of the articles should be written off by the competent authority. Form appended should be used for this write off. In case of breakages, they may be written off at the discretion of the Vice-Chancellor.

Note: However, sophisticated articles like counting chambers, etc. are to be properly accounted.

11. AUCTION SALES

Unserviceable articles and dead stock may be disposed off by public auction. These three groups should be auctioned duly giving wide publicity depending upon the value, etc. at the discretion of the officer concerned. The auction notice is to be issued in Form appended.

An auction sale register should be maintained in Form appended and orders of write off may be issued. After the close of the auction, the particulars of the auction conducted must be recorded in the auction sale register. The approval of the auction sales may be obtained in this register itself. The authority competent to write off the value of the articles shall approve the auction sales. The auction sales must be conducted by the Head of Department or by an employee authorised to do so. If the authority competent to confirm the auction sale desires, re-auction can be ordered for the best realisation of the revenue to the University. The amount realised in the auction is to be credited to the University accounts. The articles auctioned should be released to the bidder only after the auction sale is approved by the competent authority.

12. PACKING MATERIALS AND CONTAINERS

The containers of poisonous chemicals and other materials of hazardous nature should be destroyed at frequent intervals at the discretion of competent authority. Containers of capacities of one kilogram/litre and below shall not be brought to stock. These shall be destroyed in the presence of the responsible employee periodically. Packing cases of wood, plastic and metal creates, full gunny bags should be accounted for in a separate stock register. The items that are not useful should be sold in auction to the best advantage of the University.

Annual rates of depreciation in value to be adopted in respect of Dead stocks and other articles are indicated below:

Annual rates of depreciation in value to be adopted in respect of Dead stocks and other articles are indicated below: 1. Scientific Apparatus. - 5% 2. Furniture and Fittings. - 7.5% 3. Tarpaulins. - 10% 4. Gunnies. - 25% 5. Electrical & Electronic Equipments. - 7.5% 6. Pipe and fittings. - 10% 7. Other machineries. - 10% 8. Lorry and Buses.   15% 9. Jeeps and Cars. - 16.2% 10. Tools and Equipments. - 10% 12. All other items. - 10% 11. Hostel Utensils. - 4% Depreciation should be worked out every year and the value of the stock should be arrived at and entered in the stock register before physical verification. TENDER NOTICE TENDER FOR SUPPLY TO PERIYAR UNIVERSITY Sealed tenders are invited from firms of standing who are actual manufacturers, or accredited distributors of such manufacturers for the supply of................................................ tender forms and documents can be had from......................................................... ..............................on payment of Rs. .................................................. (Rupees............................................................) by D.D. addressed to the............................................................... The last date for the receipt of requisition for the supply of tender forms will be...........................................No postal order will be accepted. Sealed covers superscribed as "Tender for the supply of .........................................should be addressed to the........Registrar so as to reach him on or before.....................................and will be opened on...............................at.............................A.M./P.M. in the presence of such of those tenderers or their authorised representatives as may be present. Note: Full and complete address should be given in BLOCK LETTERS for prompt delivery of the Tender List. Registrar. PERIYAR UNIVERSITY TENDER FORM AND CONDITIONS No.    Date: I. General: Last date for submission of tender is......................................... Date of opening of tender is on........................................................ at..............................A.M./P.M. Tenders should state in the body of the letter whether they are:-- (i) Manufacturers; (ii) Manufacturer's authorised agents; (iii) Holders in stock of the stores tendered for. II. Deviation from Specification: The tenderers are requested to study the specification stated below: Tender for the supply of are invited. Specification: Nos. Required: Service Condition: Guarantee period and after sales service conditions to be mentioned. In case of deviation or alteration, the same should be brought out boldly and prominently in the offer made. III. Any terms or conditions not brought out in the body of the offer will not be considered. IV. In case any condition of terms of contract applicable in the invitation of tender is not acceptable to the tendering firm, it should specifically state deviation therein the body of their tender. V. In the Body of the letter, the tenderer should specifically state that he agrees for sole arbitration by the Registrar, Periyar University, Salem. VI. Prices: (a) Prices must be in terms of rupees and paise. (b) The unit prices should be for the equipment as indicated in the schedule of tender enquiry and not for any other equipment. (c) Prices quoted should be for delivery at site, as specified by the Registrar, Periyar University, Salem, inclusive of charges such as packing and forwarding. (d) Discount, if any, should be indicated prominently. (e) Prices quoted shall be firm in all respects for each equipment. (f) Tenders with price variation basis will not be accepted. (g) The offer should be kept valid for six months from the date of tender and supply expected before......................... VII. The tender is solely responsible or tile equipment till delivered and demonstration of the equipment to be conducted. VIII. Earnest money security deposit and execution of agreement.-- Each tender should be accompanied by an earnest money deposit of Rs. 1000/- (Rupees one thousand only) in the form of demand draft drawn in favour of the Registrar, Periyar University, Salem failing which the tender will not be considered. Cheques will not be accepted. If for any reason, the tenderer withdraws the tender before or after being selected or before being rejected by the competent authority, the Periyar University reserves the right to forfeit the deposit in part or in full. The earnest money deposited will be refunded to unsuccessful tenderers. In the case of successful tenderers, the amount will be adjusted towards security deposit. The successful tenderer (hereinafter referred to as contractor) shall also furnish a security deposit of not less than 10% of the total value of the contract, subject to maximum of Rs. 2,000/-within 15 days from the date of intimation of the acceptance of the tender. The security deposit will be inclusive of the earnest money deposit, already remitted. The security deposit will be refundable only after the expiry of a period of ONE YEAR from the date of handing over the stores in working conditions/completion of the work to the full satisfaction and upon the Periyar University issuing a certificate that no amount is due from the contractor under the agreement and that the contractor has executed an agreement on a non-judicial stamp paper of the value to be fixed incorporating the terms and conditions i.e. remitting security deposit and executing agreement within the time allowed, the earnest money deposit will be forfeited without prejudice to any other right of the University will also be entitled to make other arrangement for obtaining these items from others and recover from the contractor any excess expenditure or cost incurred by the University over the contract price together with all charges, expenses and damages attending to such purchase, provided the Registrar, Periyar University, in specific application from the contract, grant extension of time in specific circumstances in the matter of payment of security deposit and execution of agreement. IX. Delivery.-- The supplies shall be subject to inspection and acceptance or rejection by the Registrar, Periyar University, or such other persons. The Registrar, Periyar University, with the approval of the Vice-Chancellor, shall from time to time, name and appoint for the purpose, the said person to be named and appointed being hereinafter referred to as the Inspection Officer. The supplies made by the tenderer which, in the opinion of the Registrar, Periyar University, or the Inspecting Officer are in bad order or unsound in quality or description or not in accordance with specifications as have been prescribed in that behalf or otherwise faulty or unfit for use, shall be rejected. The supplies so rejected shall be removed by the tenderer at his expenses within 15 days after he has been given notice of the rejection. If not taken away, the Registrar, Periyar University may cause the goods to be removed and disposed off in the manner he may deem fit and recover from the tenderer the expenses incurred in such removal and disposal. The substitution of supplies which have been rejected by the Registrar of Periyar University, or the Inspecting Officer in whole or in part under the provisions hereinbefore contained should be made by the tenderer within the time permitted without causing any extra cost to the University. In case of failure by the tenderer to supply items demanded from him under this tender within the period prescribed for supply and delivery, the Registrar, Periyar University, to the Inspecting Officer shall have power to purchase from others in lieu of rejected or not delivered goods and any University over and above the "tenderer price together with all charges and expenses attending to the purchase shall be recoverable from the tenderer. Nothing herein contained shall prejudice any other right of the University in that behalf under the tender or otherwise. X. A guarantee towards the supply of spare parts, if any, when required on the agreed basis for an agreed price shall be furnished. XI. The tenderer shall furnish the following guarantee.-- A guarantee to that effect that articles supplied shall be of the best quality and workmanship and shall be in such quantities and at such price. A guarantee for a period of one year or more from the date of handing over the equipment for the proper functioning of the equipments and systems and any defects in their proper function during the guarantee period should be rectified by the tenderer at free of charge. If, during the guarantee period, the supplies are found not to the description and quality offered by the University will be entitled to reject the articles. The supplier shall replace or pay the University such damages as may arise including the replacement of cost and towards delay and damages. Nothing herein contained shall prejudice any other right of the University in that behalf under the tender or otherwise. XII. Transfer of supply.-- The tenderer shall not transfer or assign the supply or any part of the order or any interest therein directly or indirectly to any person or persons whomsoever without the written consent of the University. XIII. If the supply order is placed on a higher tenderer as a result of inability of the tenderer, then, he will be liable to pay the University the difference between the supply rate and that the lowest acceptable tender. This is in addition to and without prejudice to other rights under the terms of the tender. XIV. Installation and testing.-- All devices of goods should be accompanied by invoice bills in triplicate to the officer at site to whom the goods are supplied. (a) The time allowed for completion of supply and delivery as prescribed including demonstration under the conditions of the tender is the essence of the tender. (b) Without prejudice to other rights under the terms of this tender or otherwise. (c) If the tenderer fails in the due performance of his supply within the time fixed in the supply or any extension thereof, the tenderer is liable to pay as liquidated damages upto 2% per month of the supply value of such portion of the materials as have not been delivered, installed and commissioned and having been delivered, installed and commissioned cannot, in consequence of the delay, be used efficiently during each month between the appointed or extended time, as the case may be, and the actual time of delivery or installation. The tenderer is not entitled for any enhancement of the rates once accepted. It shall be lawful for the purchaser to set off any loss or expense or cost of damages sustained or incurred by the purchaser by reason of the cancellation of the tender form and out of nominees for the time being payable or due to the tenderer from the University otherwise apart from forfeiting the security deposit furnished by the tenderer. All sums found due to the University under or by virtue of these presents shall be recoverable from the tenderer in any manner as the University may deem fit. XV. Any notice or communication to the tenderer shall be deemed to be sufficiently served if given or left in writing at his usual or last known place of abode. XVI. All questions, disputes or differences arising under or out of or in connection with the supply, if not concluded shall be subject to the exclusive jurisdiction of the place from which the acceptance of the tender is issued, is situated. Periyar University, Salem -11.  Registrar. SUPPLY ORDER FORM FOR PURCHASE OF STORES From No.    dated: Sirs, To Sub: STORES - Supply of Chemicals, Apparatus, Special Apparatus - Orders - placed - Reg. Ref: 1. The rates offered by you for the following articles in your above tender are accepted as noted against them. Please arrange to supply immediately the quantity noted against each. The bill of cost in triplicate may be sent to this office for settlement. Pre-receipted invoices (Bills) may be sent to avoid delay in settlement of the bills. Sl. No. Description. Rate. Quantity. Amount.           Note: Revenue stamp should be affixed in the original copy of the bill, if the amount of the invoice exceeds Rs. 500/-. 2. The rates are F.O.R. Destination inclusive of packing forwarding, railway freight and insurance charges. Breakages and leakages will not be accepted and deductions will be made before making payment. 3. The consignment should be booked to "..................................." and Railway/Lorry Way Bill sent. Packing slips should be sent along with the consignment duly indicating the supply order No. and date Consignments received without proper packing slip will be returned to the consignor under freight TO-PAY. 4. Each case booked should contain separate packing slip and the duplicate copy of the packing slip should be attached to the relevant bill. 5. Bills for the goods booked should be sent immediately at any rate not later than a week from the date of booking of the goods. 6. The reference number and date of the supply order of this office should be noted in the invoice as well as in all the correspondences for the early settlement of your bill. 7. All supply orders made from this office should not be clubbed in one packing and each supply order should be compiled separately. However, several packings may be put in one case. 8. The consignment should be packed properly with materials inside and the case with iron bands outside. 9. The consignment should be booked by train/lorry service under FREIGHT PAID. If booked 'TO-PAY', it may be clearly understood that the consignment will not be taken delivery of. If it is sent by road, it should be sent only through a recognised lorry service. In such cases, the full clear address of the lorry service, at the consignee's head quarters should invariably be intimated. 10. This order is valid only for......................................................days from the date of receipt of this order beyond which it is subject to confirmation. Signature: Designation: SUPPLY ORDER FORM FOR CAPITAL WORKS From No.    dated: Sirs, Sub: Ref: To Your offer for the supply of the stores described in the schedule to this order is accepted at the rates noted against each item. Sl. No. Description. Rate. Quantity. Amount.           The prices mentioned in the schedule are not subject to variation at any cost. The prices mentioned in the Schedule are F.O.R. Destination/Ex-works...................................................and are exclusive of sales tax which will be paid extra, at the rate current at the time of delivery. Delivery: The stores ordered are to be delivered at....................................................within the delivery period as stipulated in the schedule to this order. The bill of cost together with the relative parcel way Bill/R.R. should be sent to................................................of this office by registered post acknowledgement due. A valid current income tax clearance certificate should be enclosed to your bill for perusal and return. If the goods ordered are not delivered within the stipulated delivery period or such extended period as are granted at your request, this supply order is liable to be cancelled without any notice. The stores are to be normally despatched by goods train under railway risk and should not be insured at purchase cost unless specifically instructed otherwise. Payment: Ninety per cent of the cost of the stores will be paid within a reasonable period after the receipt of the stores in good condition and in accordance with the specification mentioned in the Schedule. The balance 10 per cent of the cost will be paid after the goods are tested and found to be working satisfactorily subject to the fulfilment of all the conditions in the supply order including the execution of the agreement payment made against shipping documents. Guarantee: You should undertake to repair or replace at free of charge any part found defective due to faulty design or bad workmanship during the period of one year from the date of delivery of the equipment/stores to the ........................................... Delivery of free replacements or repaired parts should be effected free of charge at ...............................................within a reasonable period stipulated by the College/University. Test certificate: A certificate from the manufacturer detailing the composition of the materials and the nature of the test(s) conducted at the workshop shall be furnished. Literature: You should also supply one set of technical literature, catalogues, instruction books, spare parts lists and circuit diagram, etc. free of cost. Agreement: For the due fulfilment of the order, you are requested to execute an agreement either in the form enclosed, after affixing special non-judicial adhesive stamps to the value of Rs. 20/- or on a non-judicial stamp paper of the Government of Tamil Nadu to the value Rs. 20/- and forward the same to this office for acceptance. Penalty clause: The delivery should be guaranteed by you under the penalty clause mention hereunder: (i) Should delivery be delayed by strikes, lock-outs, fire, accidents, or any cause whatsoever, beyond the reasonable control of the contractor, and whether such delay or impediment occurs before or after the time or extended time for despatch or completion, a reasonable extension of time shall be granted. (ii) If the contractor fails in the due performance of his contract within the time fixed by the contract or any extension thereof, the contractor is liable, at the discretion of the purchaser, to a penalty upto 4 per cent per month of the contract value or such portion only of the materials as could not be supplied in consequence of the delay, be used during each month between the appointed or extended time, as the case may be, and the actual time of acceptance, and such penalty shall be in full satisfaction of the contractor's liability for the delay, but shall not in any case exceed 25 per cent of the contract value or such portion of the materials. Please communicate your acceptance of the order under the above terms by return post. Signature. AGREEMENT FOR SUPPLY OF STORES ON TENDER SYSTEM An agreement made this................................................................ day.............................................between......................... (hereinafter called 'Seller' which expression shall, where the context so permits, include his heirs, executors, legal representatives and the assigned) on the ONE PART and the Registrar, Periyar University (hereinafter called 'the Payer' which expression shall, where the context so permits include his successors in office and assigns) on the OTHER PART. WHEREAS the seller agrees to sell and the buyer agrees to purchase upon the terms and conditions hereinafter set forth described in the Schedule hereunto written. Now this Agreement witnessed and the parties hereto mutually agree as follows:-- CONDITIONS 1. This agreement shall be in force on and from the first day of..............................................and.................................... But, in the event of any breach of agreement on the part of the seller, the agreement shall be terminable at any time by the buyer without any compensation to the seller. The agreement may be terminated at any time by the buyer upon giving thirty day's notice to the seller. 2. Any employee of the Periyar University duly authorised by the buyer in this behalf, shall place indent with the seller, by registered post with acknowledgement due. The employees shall place the indent during the period specified in condition 1 above and in any case not later than the..................................... 3. The seller hereby warrants that the goods or materials delivered by him under this agreement will be suitable and may be used for the purpose for which the buyer is purchasing the same and in every respect equal and answerable to the pattern or samples tendered already for the test by the University. If it is found at any time that the................................................delivered by the seller are not upto the specifications already approved by the University or defective or substandard, such............................. shall be removed and at the expense of the seller within seven days after the receipt of notice by him of such rejection. If the rejected goods or materials are not removed within the period specified above, the indenting employee shall cause the goods to be returned or rebooked and charge the seller with all expenses including the cost of transportation. The seller shall replace such rejected goods by fresh goods, which shall also be subject to inspection and acceptance or rejection and other conditions of delivery. 4. All indents placed with the seller be delivered free of cost on rail destination to any place in the Tamil Nadu State Railway Station as specified by the buyer. Packing, forwarding, insurance and other incidental charges will be borne by the seller. 5. All...........................................delivered shall be booked by passenger train or recognised roadways well packed to avert any damages during transit. The seller shall be held responsible for any damages during transit and damages shall be replaced. 6. All indents placed with the seller by the indenting officers shall be despatched within the delivery time noted below: Items that are ordinarily available in the market and manufactured in India Imported Items. Failure to supply the items ordered as per the delivery period noted above may entail a penalty of 1 to 2 per cent at the buyer's discretion depending upon the period of delay. The above penalty may be waived by the buyer at his discretion if the seller seeks for extension of delivery time with adequate reasons justifying such extension. But, in any case, the supplies shall be completed before.......................................The cut prescribed above shall be deducted from the bills of the seller. The buyer shall be at liberty to terminate this agreement on the grounds of undue delay in getting the articles and purchase the same elsewhere in which case the seller shall be liable to pay all the loss incurred in purchasing the goods elsewhere, including the difference in price. Such sum as may be found due on this account may be deducted from the Caution Deposit. 7. The cuts imposed under condition 6 shall be deducted from the Caution Deposit at the time of refund, if not already deducted while settling the bills. 8. Undue delay in supplying the articles ordered shall result in cancellation of the indents at the buyer's discretion and removal of name of the seller from the approved list besides forfeiture of Caution Deposit in full. For failure to supply the items in full as per agreement executed or for the failure major portion of the item as per orders placed, the Caution Deposit will be forfeited in full. In other cases, proportionate cut will be effected in the Caution Deposit at the discretion of the buyer on the merit of the case. 9. This agreement or any part thereof shall not be transferred or assigned by the seller directly or indirectly to any person or persons whomsoever without the written consent of the buyer whose decision on all matters shall be final. The buyer reserves the right to reject in full or in part during the course of the agreement the tender offered without assigning any reasons in any case of any dispute or difference of opinion on any matter relating to the agreement. The decision of the buyer shall be final and binding on the seller and shall not be subject to question on any ground either in the form of appeal in Court of law or otherwise. 10. Any notice to the seller shall be deemed to be valid and sufficient if given or left in writing at his usual or last known place of business. 11. Upon the complete fulfilment of this agreement by the seller to the satisfaction of the buyer or any officer duly authorised by him, the sum of Rs. ............................. (Rupees.................................. .....................................) deposited as caution deposit by the seller shall be returned to him after deducting the amount, if any, due to the buyer. The caution deposit will be refunded only after six months from the closure of contract viz. after verifying the supply position. The caution deposit shall not bear any interest. Print Judgement Hi! What would you like to log into? 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