Purpose

The Objective of this Standard Operating Procedure (Sop) is

• To ensure regular maintenance of the building, equipment and gadgets of the institute.
• To coordinate with people responsible for the maintenance and mentor the quality and given job time frame.
• To ensure the cleanliness of the institution.
• To monitor routine maintenance in the institute daily.
• To monitor routine annual maintenance of the institute and related infrastructure thereof.
• To monitor and arrange major and minor repairs of laboratory equipment and office accessories.
• To verify the stock notebooks of the laboratory and institution once in a month regularly.

Scope

• All affairs related to the Maintenance committee.

Responsibility

1. To assess the quantum of annual maintenance every year and get approval of the same for execution of the work
2. To arrange staff for daily and routine maintenance and their work is monitored daily through supervisors.
3. To communicate with the authorities appropriately, regarding the rectification of any maintenance-related issues of the institution.
4. Those complaints that don’t come under the previews of normal maintenance are reported through the committee to higher management through meetings every month to get the budget allocated.
5. To report to the convenor/ President about the building maintenance & stock books every month regularly.

Accountability

• The convenor/ President will finalize after the decision is taken from the quorum.

 Procedure

• The Convenor, on behalf of the committee, shall organize a periodical meeting of Maintenance committee members to help them to understand the equipment available on the campus.
• Complaints regarding maintenance issues shall be raised through AOSTA and ensure the rectification of the same.

Quorum requirement for meeting:

For review of each proceeding the quorum of Maintenance committee has at least 5 members with the following representations:

Convenor/President  : Prof. Dr. Punitha Josephine S, Principal, KGNC

Chairperson                  : Ms. Aruna Devi. M, Professor, KGNC

Faculty Members       : Ms. Anbarasi M, Tutor, KGNC (Ground floor)
                                                 Mrs. Arivumalar C, Assistant Professor, KGNC (1^st floor)
                                                 Ms. Rajeswari .R, Tutor, KGNC (2^nd floor)

Maintenance committee meeting schedule

The meeting will be held once in 3 months.

 Decision-Making Process of Maintenance Committee

• Members discuss the various issues before arriving at a consensus.
• Decisions will be taken only in meetings when the quorum is complete.
• The final decision is approved by the convenor/ President.

Communicating the Decision of the Maintenance committee

           Decision of maintenance committee shall be communicated to the appropriate authority for necessary actions.

Documents maintained for the Maintenance committee are

• Stock note book
• Minutes of meeting file