Office of the Proctor

1. Maintenance of Discipline
The primary responsibility of the Proctor’s Office is to ensure that the university environment remains disciplined, respectful, and conducive to academic and personal growth. The following points elaborate on the key functions under this responsibility:

1.1. Implementation and Enforcement of Discipline at SGT University
1.1.1 The Chief Proctor is responsible for the implementation of the University's officially approved Code of Conduct, which outlines the expected standards of behaviour, academic integrity, and ethical practices for all students.
1.1.2. The Proctor office shall ensure that all students are well-informed about the university’s rules, regulations, and disciplinary guidelines.
1.1.3. The Proctor’s Office will actively promote a campus culture rooted in discipline, mutual respect, and accountability among the student community.

1.2. Prevention of Misconduct and Management of Campus Disturbances
The Proctor’s Office plays a pivotal role in both the prevention of and response to any form of student misconduct or campus disturbance, including:
1.2.1 Misconduct: This includes addressing incidents such as abusive behaviour, verbal or physical altercations, substance abuse, acts of defamation, or any conduct that undermines the university’s reputation.
1.2.2 Disturbances: This refers to handling situations such as protests, group conflicts, unauthorized gatherings, or any disruptive behaviour that impedes the academic or administrative functioning of the institution.

2. Maintenance of Decorum During University Events and Functions
The Proctor’s Office shall be responsible for ensuring discipline and orderly conduct during all official university events and engagements, including:
2.1. Public Events and Ceremonies: Overseeing the behavior of students and ensuring respectful participation during cultural festivals, academic functions, and other student-centric events.

3. Monitoring and Supervision
An essential function of the Proctor’s Office is to ensure vigilant supervision and consistent monitoring of disciplinary matters across the university. The Proctor shall lead this effort through structured coordination and record-keeping, as outlined below:
3.1. Oversight of Deputy Proctors The Proctor shall be the chief supervisory authority of the Proctorial Board, which includes Deputy Proctors and board members. Responsibilities include:
3.1.1. Delegation of Duties: Assigning responsibilities to Deputy Proctors across departments, and various academic activities.
3.1.2. Regular Review: Conducting periodic meetings to review the performance and effectiveness of the proctorial team in addressing student discipline issues.
3.1.3. Guidance and Coordination: Providing direction, resolving conflicts, and ensuring that all proctorial staff are aligned with university regulations and policies.

4. Monitoring Student Behaviour (On and Off Campus)
The Proctor’s Office shall take proactive measures to monitor student behaviour both within and beyond the physical boundaries of the university. This includes:
4.1. Classroom and Campus Surveillance: Ensuring that students maintain decorum during academic hours, breaks, and in public areas like libraries, canteens, and common spaces.
4.2. Off-Campus Conduct: Addressing cases where student behaviour off-campus (including Transport, educational tours, internships, and social media usage) may impact the reputation or safety of the university community.
5. Documentation and Record-Keeping of Disciplinary Proceedings To ensure transparency and procedural integrity, the Proctor office shall maintain a comprehensive and secure record of all disciplinary matters. This includes:
5.1. Case Logs: Maintaining detailed reports of incidents, inquiries conducted, witness statements, and outcomes. 5.2. Confidentiality: Ensuring that sensitive information is handled with strict confidentiality, in accordance with university policy and legal provisions.
5.3. Reporting: Preparing periodic reports for submission to the Vice-Chancellor or relevant disciplinary committees, summarizing key issues, trends, and recommendations.

6. Coordination and Communication Effective functioning of the Proctor’s Office requires seamless coordination with academic and administrative stakeholders, along with timely communication to address disciplinary concerns. The Proctor serves as the primary liaison in all such matters.
6.1. Collaboration with Deans and Heads of Departments
6.1.1. Deans and Heads of Departments (HoDs): Regular interaction with academic leaders to identify and address student behavioural concerns arising within classrooms or academic departments.
6.2. Reporting of Major Incidents to University Authorities
6.2.1. Prepare and submit formal incident reports to the Vice-Chancellor, Registrar, or relevant university authorities. 6.2.2. Include factual details, preliminary inquiry outcomes, and recommended actions or interventions.

7. Preventive and Awareness Measures
Beyond addressing disciplinary issues reactively, the Proctor’s Office plays a vital preventive and educational role by fostering awareness, promoting responsible behaviour, and building a culture of respect and integrity within the university community.
7.1. Conduct of Sensitization Programs and Workshops The Proctor office shall organize regular sensitization initiatives aimed at educating students on critical issues affecting campus life. These include:
7.1.1. Discipline and Campus Conduct
7.1.2. Anti-Ragging Awareness activities and events
7.1.3. Gender Equality and Inclusion activities and events
7.1.4. Ethics and Integrity
7.1.5. Caste Discrimination and Social Equity

8. Submission of Periodic Reports to the Vice-Chancellor/Registrar
The Proctor office shall be required to submit detailed quarterly and annual reports to the Vice-Chancellor or Registrar summarizing:
8.1 The number and nature of disciplinary cases handled.
8.2. Actions taken and outcomes achieved.
8.3. Preventive programs and awareness activities conducted.
8.4. Status of pending grievances or unresolved complaints.
8.5. Recommendations for policy improvements or structural enhancements.

9. Support Systems and Resources Required
To ensure the effective functioning of the Proctorial system and to enable the Chief Proctor and associated staff to carry out their duties efficiently, the following resources and support systems are recommended:
9.1. Dedicated Office Space and Administrative Support Staff: A well-equipped office space for the Proctor’s Office, including essential infrastructure like computers, filing systems, and meeting rooms. Additionally, administrative support staff will be needed to assist with documentation, record-keeping, report preparation, and coordination across departments.
9.2. Proctorial Vehicle (If Necessary for Rapid Response): Depending on the campus size and the nature of disciplinary incidents, a dedicated vehicle may be necessary for quick mobility, particularly for rapid response to off-campus events, student emergencies, or monitoring situations that may arise in any hours.
9.3. Budget Allocation for Awareness Programs and Training: An annual budget should be allocated for conducting awareness programs, workshops, and sensitization sessions on issues such as discipline, anti-ragging, gender equality, and ethics.