RULES FOR STUDENTS

AWARD OF FREESHIPS AND HOSTEL FREESIIIPS TO THE STUDENTS

• Freeships to be offered to men & women students should be 20% of the total income from fees and not 25% and 20% of the total enrolment of women and men students respectively (UGC letter dated 25-4-1976 received from Shri V.M. Seth, Assistant Secretary).
• The University may award freeships to students of part-time courses on the same basis as for full-time students within the limits of such freeships already agreed to (UGC letter No. F.4-27/77(D5-a) dated 7-3-1978).
• The University approved the grant of freeship and exemption from payment of hostel rent, pending approval of the University Grants Commission, to the students belonging to SCs/STs who are not in receipt of scholarships/fellowships and whose parents/guardians income is upto Rs. 50,000/- per annum.
• Similarly, Physically handicapped students who are not in receipt of fellowship or scholarship and whose guardian/parents income is upto Rs. 50,000/- per annum may be exempted from payment of tuition fee and hostel/fee as in the case of SC/ST students w.e.f. the current Academic Year.

PAYMENT OF FELLOWHSIP TO THE SCHOLARS DURING THE PERIOD OF SUBMISSION OF Ph.D.THESES AND DECLARATION OF RESULTS

Research scholars be paid fellowship between the period intervening between submission of their theses and the declaration of result provided this does not exceed the maximum period of fellowship including extension, if any.

CONDITIONS GOVERNING THE FIELD OF RESEARCH GRANT FOR STUDENTS DEPUTED OUTSIDE INDIA

• In support of the expenditure incurred for the acquisition of research material, a simple account of the books purchased by the student, viz. the titles of the books, their costs, and the amount spent on xeroxing, photocopying etc., duly countersigned by his supervisor, or a certificate to the effect that the amount advanced for the acquisition of research material has been spent for the purpose for which it was given, shall be submitted by the student.
• The expenditure on internal travel undertaken within the country of field work in connection with research work (only public transport to be used) shall be admissible under the grant. In support of the expenditure incurred, the student shall submit a statement of account within 15 days of the date of his/her return to Hyderabad / EFL-University Centre.
• The student will:
  1. send reports on his/her work to his/her supervisor every month;
  2. return to EFL University, Hyderabad immediately after the authorised period of field work is over;
  3. complete his/her doctoral thesis within five years from the date of his/her registration or within such period as may be approved by the Board of Research Studies failing which he/she will be liable to refund to the University the entire field research grant;
  4. execute a bond on non-judicial stamp paper in connection with the field research grant and furnish the required surety;
  5. keep the Officer of the Department concerned informed of any changes in his/her address abroad;
  6. not approach any foreign foundation/institution for supplementary scholarship/ fellowship or financial assistance;
  7. complete such other formalities as may be required by the Department
  8. utilize the grants received from the University for the purpose it has been sanctioned; and
  9. shall return to the University the unutilized balance of amount, if any, out of the sanctioned foreign exchange in the foreign currency concerned.

RATES OF MAINTENANCE ALLOWANCE PAYABLE TO STUDENTS OF THE UNIVERSITY WHO ARE DEPUTED ABROAD FOR FIELD WORK

The Ministry of Education and Culture letter No.F.5-13/76-Nos.3 dated 14.6.1980, has revised the rates of maintenance allowance payable to students of the University who are deputed abroad for field work as under:

All countries US $ 5,000 per annum. The sum will automatically be revised as and when the Ministry/UGC revises them further.

DAILY ALLOWANCE TO STUDENTS DEPUTED FOR FIELD WORK

The rate of daily allowance payable to the students deputed for field work is Rs. 300/- per day.

RELAXATION IN THE ELIGIBILITY CONDITIONS FOR THE AWARD OF JUNIOR RESEARCH FELLOWHSIP TO THE BLIND, PHYSICALLY HANDICAPPED AND SC/ST CANDIDATES

The minimum eligibility condition for award of Junior Research Fellowship to the blind and physically handicapped and SC/ST candidates be lowered from 55% to 50% on aggregates in the qualifying examination in numerical system or 5.00 CGPA where CGPA system is followed or B Grade where latter grade system is followed.

CONCESSION TO PHYSICALLY HANDICAPPED STUDENTS FOR CONFIRMATION TO PH.D. PROGRAMME OF THE UNIVERSITY

Physically handicapped students have also been extended similar concessions in regard to confirmation of admission to the Ph.D. programme as had been extended to the students belonging to the SC/ST categories.

MEDICAL RULES FOR STUDENTS

(Referral of patients to hospitals/Institutions etc. for admission, investigations, treatment or specialists consultation.)

Medical Officer of the Health Centre may refer such patients who require admissions, investigations, treatment or specialists' consultation (when such facilities are not available at the Health Centre) to the following hospitals/institutions:

• All Central Government Hospitals recognized by Central Government for their employees where non-government employees and the general public are allowed the facility of the hospital.
• All the hospitals recognised by English and Foreign Languages University for the purpose of inpatient and out patient treatment to the employees of the University, vide letter No. Admn./F.184/2005/566 dt 20-8-2005.

GRIEVANCE REDRESSAL MECHANISM FOR STUDENTS

• That all issues within the University community should be resolved through discussions and negotiations and through a Grievance-Redressal Mechanism and that the use of violence, intimidation and coercive methods such as gheraos and dharnas or any other activity which disrupts the normal academic or administrative functioning of the University inside the University buildings, and locking out of the University buildings and shall not be resorted to;
• That all members of the University community have the right to privacy and that residential areas of the teachers and staff shall in no case be used as venues of protests and agitations.

A. GRIEVANCE-REDRESSAL MECHANISM IN HOSTELS

• Hostel in the University exist to provide conditions of congenial living to the students, within the constraints of resources and personnel. Routine matters pertaining to the provision of facilities for the day-to-day running of the hostel, therefore, should be attended to by the existing hostel authorities. Redressal of grievances through the proposed special mechanism should be viewed as a last resort.
• Any grievance from a resident student or students in the first instance be referred to the concerned Provost/Warden who will depending upon the nature of the grievance, ensure that it is processed by him/her as speedily as possible and in no case later than a fortnight from the date of its receipt.
• In case the resident student or students are not satisfied with the action taken by the Warden the student/students, as the case may be, are free to bring the grievance in writing to the notice of the Provost of the Hostel concerned as soon as the decision of the Warden has been notified and in no case later than three weeks from the date of decision of the Warden.
• The complaint will be made to the Officer Incharge of the Hostel for transmission to the Provost who will ensure that the grievance is looked into by him as speedily as possible depending upon its nature and in any case within a fortnight from the date the complaint was lodged.
• Students may appeal against the decision of the Provost in writing to the Grievance Committee of the Hostel which shall consist of:
  1. Dean of Students’ Welfare;
  2. Two teachers nominated by the Vice-Chancellor preferably from amongst persons having adequate experience in hostel administration.
  The Grievance Committee shall ensure that the grievances referred to it are processed as speedily as possible and in no case later than 14 days from the date the complaint is lodged in writing.
• The decision of the Grievance Committee shall be final.
• The Committee shall formulate its own procedure.
• The term of the Committee shall be two years.
• Questions relating to the structure of the hostel administration, including Rules and Regulations governing the hostel, will be outside the purview of the Grievance Committee.

B. STUDENTS GRIEVANCES OTHER THAN THOSE PERTAINING TO HOSTELS AND EVALUATION

• Individual Grievances
  1. Every Department shall have teachers appointed as staff advisers to look after the problems of students in the Department. The complaint of a student will first be referred to the Staff Adviser in the Department. The students’ Staff Adviser shall after looking into the complaint, dispose it off at his level.
  2. A student not satisfied with the solution suggested by the Staff Adviser may approach the Head of the Department who will give his decision within a period of 4 weeks.
  3. A student not satisfied even with the decision of the Department’s Head may appeal to the Committee consisting of Pro-Vice-Chancellor/Coordinator/Proctor and two other persons nominated by the Vice-Chancellor from within the University. This Committee shall be Standing Committee for each Department.
  4. The decision of the Standing Committee shall be final.
• Group Grievances
  1. If several students together lodge a complaint with Department’s Head, efforts will be made to resolve the problem within the Department. Departments should normally be able to localise the problem of their students.
  2. A group of students not satisfied with the decision of the Department’s Head, may approach the committee as laid down in (a) 3 mentioned above.
  3. The Committee should resolve the Department level issues in consultation with the head and senior faculty of the University/Department.
  4. The Committee shall formulate its own rules of functioning and procedures.
  5. The term of the Committee shall be two years.
  6. The decision of the Committee shall be final and binding.
• Miscellaneous Grievances
  1. Library Any grievance about the functioning of the Library should be brought to the notice of the Librarian, Students dissatisfied with his decision may refer the matter to the Pro-Vice-Chancellor.
  2. Finance Any grievance about the working of the Finance Branch should be brought to the notice of the Finance Officer. Students dissatisfied with his decision may appeal to the Pro-Vice-Chancellor.
  3. Sports Any grievance about the working of the sports organization should be brought to the notice of the Chairman Sports Committee. Students dissatisfied with his decision may appeal to the Dean of Students Welfare.

(d) General Consideration

• Grievances should be submitted to the appropriate body within a reasonable time but not more than two weeks after the event at issue.
• Report on a grievance submitted to a Committee also should be made within a reasonable time, not exceeding two weeks from the submission of a grievance.
• While enquiries concerning redressal are in progress, executive actions taken will remain in force.
• Prevention of grievances is even more important than their redressal, all primary complaints, if not attended to, may later assume the form of grievance and should, therefore, be looked into at the initial stage itself.
• For this purpose, the already existing arrangements like Staff Adviser, Head of the Department should also be activated to localize and resolve the issues, Redressal of Grievances through the special mechanism should be viewed only as a last resort.
• Every institution has to work within the rules and set procedures.

Note: Notwithstanding what is contained in these rules, the question -of interpretation, if any, of a Statute, Ordinance and or Rules will be ordinarily referred to the appropriate body of the University for consideration.

C. MECHANISM FOR REDRESSAL OF ACADEMIC GRIEVANCES OF STUDENTS

• While it reiterates that actual processes of evaluation are outside the purview of the students participation and that the teacher giving the course should evaluate the performance of the student in it. However, in order to develop healthy student faculty relations it would be desirable to formalize the channels for redressal of academic grievances of students, if any.
• Only those components of a course which are verifiable such as end semester, mid-semester examinations including quizzes, term papers etc., alone should fall under the purview of' this mechanism;
• So far as continuous evaluation covering aspects other than those specified under 2 above are concerned the course incharge who carried out evaluation throughout the semester will be outside the purview of the mechanism underlined here;
• A student who feels aggrieved on the grade awarded in a course would be required to make an application in the prescribed form alongwith a fee of Rs.100/- for each course to the Head of the Department giving reasons for his/her feeling aggrieved within one month of the notification of the result. The amount of fees will be utilised for giving loans to the needy students and will form the part of Students Welfare Fund
• The students concerned would have also to categorically sign a declaration that he/she undertakes to accept the final grade as result of review which could result in improvement of his/her grade or the grade remaining the same or his/her being awarded a lower grade;
• On receipt of the application in the prescribed form alongwith requisite fee, the Head of the Department shall refer the case alongwith relevant papers together with the scripts of all the candidates who have taken the course to a committee of faculty members of the Department not exceeding three in each case for their consideration and review;
• No appeal shall lie against the revised grade arrived at through review;
• In addition the Committee recommends that each Department should have a Screening Committee for each programme of study consisting of faculty members not exceeding three who would ensure that examination schedule is maintained, the evaluation is completed within the time schedule and scrutiny of overall results of the programme of study.

Note: Notwithstanding what is contained in these rules, the question of interpretation, if any, of a Statute, Ordinances and/or Rules will be ordinarily referred to the appropriate body of the University for consideration.

D. RULES AND REGULATIONS CONCERNING REDRESSAL OF ACADEMIC GRIEVANCES OF STUDENTS

• The actual processes of evaluation are outside the purview of the student participation and that the teacher giving the course should evaluate the performance of the student in it.
• The review shall be carried out only in respect of those components of a course which are verifiable like end semester, mid-semester examination, including quizes, terms papers etc.
• The continuous evaluation carried out by the course incharge throughout the semester other than those given at 2 above and oral examination and semesters etc. shall be outside the scope of review.
• The performance of a student in mid-semester examination including quizzes, term papers etc. in various courses shall be notified to the student by the Department within a period of one week of the conduct of the examination and in respect of end semester examination within a period of one week of the approval of the result by the Department's Committee.
• A student who feels aggrieved on the grade awarded in a course would be required to make an application in the prescribed form along with a fees of Rs.100/- for each course to the Head of the Department giving reasons for his/her feeling aggrieved within one month of the notification of the results.
• The student concerned would have to sign a declaration that he/she undertakes to accept the final grade as a result of review which would result in improvement of his/her grade or the grade remaining the same or his/her being awarded a lower grade.
• The Head of the Department, on receipt of the application in the prescribed form along with requisite fee, shall refer the case along with relevant papers and together with the scripts of all the candidates who have taken the course to a committee of the faculty members of the centre not exceeding three in each case for their consideration and review.
• Provisional registration may be allowed to a student seeking review of grades with a view to fulfilling the minimum eligibility condition for registration on a clear undertaking that in the event of his/her failure to secure the minimum CGPA requirements for continuation in the programme, the provisional registration of the student shall automatically be cancelled.
• The Committee of the faculty members, as at 7 above, shall be appointed by the faculty of the Department which shall assign revised grades if necessary as early as possible but not later than 15 days of reference of the case to the Committee.
• No appeal shall lie against the revised grade arrived at through review.
• There will be a Screening Committee for each programme of study in each Department consisting of faculty members not exceeding three, who would ensure that the examination schedule is maintained, the evaluation is completed within the time schedule and scrutiny of overall results of the programme of study.

MEDICAL CERTIFICATE

Medical Certificates of Physical fitness to candidates for employment in the University will be issued when such candidates are recommended by the competent authority of the University for medical examination at the Health Centre.

Certificates of Physical fitness to the students will be issued by CMO of the University when these are required for use at the University or when these are required by the student going on field trips within or outside the country. Such certificates will be issued on the recommendations of the competent authority i.e. Head of the Department/Dean Students’ Welfare/Registrar.

Medical certificates of physical fitness will not be issued by the Health Centre to:

• i) Non-students;
• ii) Students who require these certificates for seeking employment/admission elsewhere or for any other purposes not related to the academic activities of the University.

RULES FOR ALLOTMENT OF ACCOMADATION TO POST DOCTORAL FELLOWS/ RESEARCH ASSOCIATES

Eligibility

• Persons working on a project approved by the University and funded by national agencies such as the UGC/DST/ICSSR/CSIR etc. as Post-Doctoral Fellow (PDF) or Research Associate (RA) may apply for hostel room allotment in premises specified by the University for their accommodation. Subject to the availability, accommodation shall be allotted to PDF/RA in the first instance for one year, renewable by one year at a time upto a maximum duration of three years from initial allotment.
• Persons who are entitled to accommodation for a period of less than six months, will not be considered for allotment.
• The allottee shall vacate the accommodation within 15 days from the date of expiry of PD Fellowship/Research Associateship, or from the date of resignation as PDF/RA/ or date of expiry of the allotment, whichever is earlier, failing which he/she is liable to eviction and/or be charged four times the normal recovery.

Charges

Following will be the monthly charges

Rent	: as per EC approved rules regarding rent on floor space
Water '	: Rs.25/-
Electricity	: Rs.100/- (fixed) until meter is provided and thereafter, the billing will be on actual consumption.
Establishment Charges	: Rs.100/- to be paid to the University in the beginning of every semester for the whole semester.

SCHEME FOR INCENTIVES/REWARDS TO STUDENTS WHO DISTINGUISH IN SPORTS

There shall be a sports club in the University. The Club shall function under the supervision of Sports officer. Till such time a post is created and an officer is appointed to the said post, the Vice-Chancellor shall appoint one of the Faculty Members to be In-charge of the Sports Activities in the University. The University shall provide necessary funds and infrastructure facilities. There shall be a sports Committee. There shall be different clubs for various activities of sports.

• Students who achieve positions in Inter-University/State/National Competitions shall be eligible for the following cash awards:
  Rs.1000/- Upto 3rd place at the National Level
  Rs.500/- Upto 3rd place at State Level, and
  Rs.400/- Upto 3rd place at Inter-University Level
• In addition to above cash awards, the University will also give the following incentives/rewards to encourage participation and promote excellence in sports:
  1. If a student gets selected to represent the State in any game, which is recognized by the University, during the year in which he is a bonafide student of the university, he should be sanctioned a Sports Fellowship of Rs.200/- p.m. for one full financial year.
  2. Similarly a student representing the country should be given a sum of Rs.400/- p.m. as Sports Fellowship on same conditions as stated in (1) above.
  3. The student representing the State should also be given a blazer with the University emblem engraved on the pocket and the student representing the country should be given one blazer with the University emblem engraved on the pocket and a good track-suit.
  4. To encourage greater participation by the students and to promote more involvement and leadership qualities of the Conven or, one special prize should be given each year to the most active convenor of a Sports Club of the year. (Norms to be laid down for this and a sub-committee to be constituted to choose the most active convenor. Norms would be circulated amongst all the convenors at the start of the year. The value of the prize would also be determined by the sub-committee).
  5. To encourage students in the activities of sports, those who participate in sports would be given necessary permission and relaxation in the attendance requirements on the recommendation of the sports officer.
• The norms governing the award of Sports fellowships are given in the Appendix ( see next Page).

NORMS GOVERNING AWARD OF SPORTS FELLOWSHIP AND BLAZER/TRACK SUIT TO STUDENTS SELECTED TO REPRESENT THE ANDHRA PRADESH STATE/COUNTRY IN NATIONAL/ INTERNATIONAL COMPETITIONS

• He should be a full-time bonafide student of the University.
• If he is a part-time student he should neither be pursuing a full-time course in any other institution, nor have a full-time job outside EFL University. However a student employed in EFL University itself in any capacity can be considered.
• He should be pursuing the activities regularly in the University.

NORMS FOR SPECIAL AWARD TO BEST CONVENOR

• The student must remain convenor for one full-year (atleast July-May next).
• He should fully organise and look after the activities of the club with the help of the sports office and guidance of respective Sports Officer.
• He/She should encourage greater and regular participation by University students.
• He should have leadership qualities and should maintain discipline in his club.
• He should organize regular and also non-conventional activities to attract more students.
• He should ensure that activities are well-spaced and spread over the entire year.
• He should bring new ideas and new thoughts to revitalise the sports club.
• He should maintain healthy and pleasant atmosphere amongst the members.

N.B.

• Each convenor would be required to submit the plan for the year at least by 15th September and adhere to the time schedule to avoid clash with other activities.
• The activities of each club would be observed and recorded.
• Clubs not sufficiently active will not be allotted extra funds.
• The emphasis should be moved on activities than prizes.

STUDENTS-FACULTY COMM1TTEE

There should be Student-Facully Committee/Committees at each Department consisting of not more than five teachers and five students; provided that it be left to the Department to have either one Committee for the Department or Course Committees for each level of course; provided further that it is open to the Department to have all the five students elected or have four students elected and one student of the Department with the best academic record.

Matters pertaining to the academic work of the Department except those mentioned below would fall within the purview of these Committees;

• Faculty positions, recruitment,, conditions of service and academic freedom, and
• Actual processes of evaluating the academic performance and merit of students.
• Admissions to both to the University and the Hostels.

Matters of general relevance may be discussed in a special meeting of all concerned students and faculty members of the Department.

RESERVATIONS

A. Reservation of seats for SC and ST candidates

• In accordance with the policy of the Government of India and the guidelines of the University Grants Commission, EFLU has reserved 15% of the seats in each programme for candidates belonging to the Scheduled Castes and 7.5% of the seats for those belonging to the Scheduled Tribes, with a provision for interchangeability between these categories where necessary. Candidates should submit along with the application a copy of the certificate about their caste/tribe issued by one of these authorities.
  1. District Magistrate / Additional Magistrate / Collector / Deputy Collector / Deputy Commissioner / Additional Deputy Commissioner / Ist class Stipendiary Magistrate / City Magistrate / Sub-divisional Magistrate / Taluka Magistrate / Extra Assistant Commissioner.
  2. Chief Presidency Magistrate / Additional Chief Presidency Magistrate / Presidency Magistrate
  3. Revenue officer not fbelow the rank of Tahsildar
  4. Sub-Divisional Officer of the area where the candidate and / or his/her family normally resides
  5. Administrator / Secretary to Administrator / Development Officer (Lakshadweep Islands)
• For admission to all postgraduate courses, viz M.A, M Phill, Ph D and Postgraduate Diploma courses, Scheduled Caste and Scheduled Tribe candidates will also be given a relaxation of 5% marks in the minimum eligibility condition for admission to a programme.
• Remedial courses in English are conducted depending upon the actual needs of students belonging to Scheduled Caste / Schedule Tribes.
  • Windows/wards of defence personnel killed in action
  • Wards of serving personnel and ex-servicemen disabled in action
  • Windows/wards of defence personnel who died in peace time with death attributable to military service
  • Wards of defence personnel disabled in peace time with disability attributable to military service
  • Wards of ex-servicemen personnel and serving personnel who are in receipt of Gallantry awards: Param Vir Chakra; Adhok Chakra; Sarvottam Yudh Seva Medal; Maha Vir Chakra; Kirti Chakra; Uttam Yudh Seva Medal; Vir Chakra; Shaurya Chakra; Yudh Seva Medal; Sena, Nau Sena; Vayusena Medal; or Mention-in-Despatches
  • Wards of ex-servicement
  • Wards of serving personnel
  • Extension in date of admission by about 30 days
  • Relaxation in cut-off percentage up to 10% subject to minimum eligibility requirement.

B. Reservation of seats for the Physically challenged and concessions

3% of the seats on all programmes at the University are reserved for physically handicapped candidates having minimum degree of disability to the extent of 40% provided that their physical disability does not come in the way of pursuing the programme. Physically handicapped candidates shall be required to submit a certificate from a Civil Surgeon of a Government Hospital indicating the extent of visual / Physical disability and also the extent to which the disability hampers the candidate in pursuing his/her studies. The candidates may have to undergo a fresh medical examination, if so prescribed by the University before being admitted to a programme. Visually challenged students appearing for the entrance tests will be given extra time and are given the help of a scribe.

Besides exemption from all fees, visually challenged students will be given Reader’s Allowance (Rs. 1000/- pm for JRF holders and Rs. 400/- pm for other students). They will also be given scribe charges of Rs. 50/- per paper internal exams / tests and Rs. 100/- for end-Semester exams. Annual special stationery charges of Rs. 500/- and guide charges of Rs. 500/- per annum will also be paid.

C. Reservation of Seats for the Wards of Defence Personnel

1% of the seats on all programmes at the University are reserved for the Wards of Defence Personnel. In accordance with the Government of India guidelines, the following would be the priority list:

D. Reservation for Kashmiri Migrants

One seat is reserved in the merit quota for Kashmiri migrants as per the guidelines. The following concessions are provided to the Kashmiri migrant students:

E. O.B.C Reservations

Certain % of seats are reserved for O.B.C. Categories of students as per the instructions of UGC/GOI in this regard.