With a humble beginning in the year 1984, SASTRA’s progress is a testimony to its commitment to build a University as envisaged in its guiding model.  Today, SASTRA is one of India’s premier institutions offering undergraduate, postgraduate & doctoral programmes in Engineering, Management, Law, Sciences, Humanities and Education.  It was conferred Deemed-to-be-University status in 2001 by the University Grants Commission under Section 3 of the UGC Act 1956.  SASTRA also has an MHRD-notified off-campus named Srinivasa Ramanujan Centre (SRC) at Kumbakonam and a campus in Chennai. 

SASTRA’s vision and mission reflect its commitment towards providing quality higher education, undertake meaningful research and create overall progress amongst the stakeholders involved.  SASTRA’s vision is “To be a world class university engaging in meaningful research & development offering quality education to the students and other learners.”  The mission of SASTRA is “To impart value–based higher education turning out good scholars who are at the same time good individuals and good citizens in order that they may become useful members of an enlightened humane society.”  

The goals and objectives of SASTRA to realize the vision are:

1. To become a role model Institution for higher learning
2. To offer contemporary & flexible curriculum with a blend of inter-disciplinary courses to diverse students through impactful pedagogy
3. To establish Research Centres of Excellence in niche areas to address global challenges and local needs
4. To nurture research, innovation and entrepreneurship
5. To engage in National Mission projects involving health care, manufacturing, digital, environment, clean energy and skill development
6. To strengthen collaborations with premier Indian and Foreign Institutions and industries for academics and research
7. To offer consultancy and executive training programmes for corporates
8. To extend the benefits of higher education transcending geographical boundaries through online programmes
9. To engage in extension activities and field outreach programmes for societal development
10. To continue to adopt green practices for reducing carbon footprint 

As a comprehensive University, SASTRA’s teaching programmes are complemented by research engagements, consultancy assignments, training and extension activities.  It had been re-accredited by NAAC (fourth cycle) with a maximum grade of ‘A++’ (3.76/4.00) and is a Category I Institution based on the UGC’s categorization of Universities for Graded Autonomy Regulations, 2018.  Twelve engineering programmes of SASTRA have been internationally accredited for a period of 9 years by the Institution of Engineering & Technology (IET), UK recognizing SASTRA’s academic excellence.  In the NIRF ranking, SASTRA has always been consistently placed among the top 50 Universities in the country.  It is also recognized as a Scientific & Industrial Research Organization by the Government of India. 

As per the guiding model, quality is achieved through augmentation & creation of start-of-the-art infrastructure, attraction & retention of talented faculty, merit-based student admission & mentoring, and contemporary curriculum & pedagogy. 

The academic programmes offered by SASTRA are aligned to its Vision and Mission and steered by the collective wisdom and approval of the Academic Council.  Similarly, the Research Advisory Council provides strategic inputs for research excellence and priority areas.  

SASTRA campuses are spread over lush green landscape having a built-up area of over 3,30,000 square metres.  It is a lively campus accommodating academic and research facilities, residential blocks, hospital and other amenities, catering to over 13,000 students and about 1500 faculty & staff.  The student community has nearly equal representation from both genders and come from different parts of the country thereby truly embodying the adage ‘unity in diversity’. 

SASTRA strives to offer equal opportunities to its students through transformational academic resources and progressive research options to grow, develop competencies, gain new perspectives & life skills to become enlightened individuals.  As a higher education institution, SASTRA aims to empower its students to develop into self-confident and empathetic individuals and provides avenues for their professional, personal and societal growth.

The HR policies outlined in this manual have been approved by the Board of Management of SASTRA.  This document offers comprehensive information to help employees understand the organization's policies, work environment, procedures, and employment benefits.  The purpose of this manual is to foster a harmonious work environment, help employees understand the values and culture that SASTRA embodies, and streamline campus processes to align employer expectation with employee satisfaction.  Therefore, it is essential for all SASTRA employees to familiarize and comply with the general rules, service conditions, values, ethics and organizational culture. 

SASTRA is wholly administered by a Trust and its Board of Management reserves its right to alter or amend or repeal or annul any or all of the rules and regulations.

1. “University” means the Shanmugha Arts, Science, Technology & Research Academy represented as SASTRA in short
2. “Campus” means all the campuses of SASTRA
3. “Premises” means the University’s buildings, any other land owned within compounds and any place in the University or leased by the University where it performs or undertakes its work, including residential accommodation provided by SASTRA and its precincts thereof
4. “Vice-Chancellor” means any person duly appointed by the Chancellor of SASTRA
5. “Registrar” means Registrar of SASTRA
6. “Competent authority” means the Registrar or any other officer of SASTRA who is delegated by the Vice-Chancellor
7. “Employee” means any person directly employed by SASTRA for teaching and non-teaching purposes
8. “Faculty” means those who are employed for Teaching, Research and all other academic-related activities
9. “Support staff” means the employees working in the Schools and Departments involved in academic / research activities / programmes or in non-academic departments such as Administrative Offices, Directorates and other departments and are not directly connected with the academic / research activities / programmes
10. “Year” means Calendar Year / Academic Year, as the case may be
11. “Salary” means all remuneration earned which comprises Basic Pay, Dearness Allowance, House Rent Allowance and any other allowance per month
12. “Leave” means authorized absence with or without pay
13. “Absence from work” shall mean not present on the workplace, late attendance, or leaving the workplace early without the approval of the authorities
14. “Habitual” means any act of fault or misconduct or omission committed by a person for a minimum of three times

Employees of SASTRA shall be classified into two categories:

1. Teaching Staff
2. Non-teaching Staff 

Teaching Staff – Person involved in the Teaching and Research and engaged in academic, administrative and all other activities for the smooth conduct of the day-to-day affairs 

Non-teaching Staff – Person who assists in teaching, research, administrative and all other activities for the smooth conduct of the day-to-day affairs 

The employees of SASTRA may be either Permanent / Visiting / Probationers / Contractual / Consultant 

‘Permanent Employee’ – Person employed on a full-time permanent basis and whose appointment has been confirmed in writing by the Vice-Chancellor after the probation period 

‘Visiting Employee’ – Person who are temporarily appointed to contribute to teaching, research, other academic activities, etc.  They are often experts, professionals or scholars from other institutions, industries or fields and their engagement is typically for a specific period, course or project.  Visiting faculty may not have permanent or full-time roles within the institution. 

‘Probationer’ – Person appointed for teaching / research / administrative work is on probation for 12 months from the date of joining (36 months for non-teaching staff).  The appointment may be confirmed or extended or turned down based on the performance of the employee.  The probationary employee continues to be on probation until a letter of confirmation or discharge of probation is issued by the Vice-Chancellor 

‘Contractual Employee’ – Person appointed for a fixed-term on a specific project or task and the employment ends automatically when the contract term expires, unless it is renewed or extended in writing by the Vice-Chancellor 

All employees will receive an ID card and are expected to wear it at all times in the University premises

The pay and allowance shall be fixed by the Management from time to time based on applicable norms. The pay roll period shall be monthly and the monthly salary to all Employees will be deposited in their bank account within seven working days in the succeeding month.

• Appointments

SASTRA has well laid out procedures that are framed after a careful thought process for effective management of all resources.  All faculty and staff are recruited and appointed through a transparent process.  The selection process starts with advertisements in leading national dailies / university website / social media platforms inviting applications for faculty positions in various disciplines.  

Deans of the respective Schools carefully scrutinize the applications received and a selection committee is formed consisting of the Dean, senior faculty member(s) of the School and other co-opted member(s).  Short–listed candidates are called for interview and are evaluated by the selection committee based on candidates’ depth of knowledge, technical soundness, expression of ideas, research focus and communication skills.  The selection committee ranks and recommends meritorious candidates for appointment.  

With the approval of the Vice-Chancellor, Appointment Letters shall be issued to the selected candidates.  A candidate who has been selected for appointment has to give his/her acceptance by signing a copy of the Appointment Letter.  He/ She has to report for duty preferably on the date mentioned in the Letter.  In case he/ she is not able to report for duty within the prescribed date, he/ she has to inform the Office of the Registrar in writing prior to the said date of joining requesting for an extension in the date of joining 

If any candidate who has received the Appointment Letter and after accepting the same fails to report within the date mentioned, the offer stands cancelled.  The next candidate in the selection list will be considered for the appointment.  The Appointment Letter will automatically stand cancelled after two weeks from the date of the order, unless it is extended. 

• Minimum Qualifications for Recruitment of Faculty

Qualifications for various posts shall always be in accordance with the norms prescribed by competent authority, which includes the Board of Management from time to time.  As a policy, SASTRA shall give preference to candidates with Ph.D. degree for appointment to all teaching positions.  

• New Employees

At the time of joining every new employee shall submit the following documents to the Office of the Registrar:

1. Joining letter addressed to the Registrar
2. All original degree certificates, marks sheets and experience certificates
3. Two recent passport-size photographs (for his / her personal file)
4. Bank account details
5. Self-attested PAN, Aadhar Card and Passport
6. Relieving order from the previous employer, if applicable 

All newly joined faculty must attend the induction programme to familiarize about the University, Rules & Regulations, procedures, etc. 

Faculty below the rank of Associate Professor, shall also complete the online AICTE / UGC Faculty Refresher Programme as long as it is being offered within six months from the date of joining. 

• Transfers

Any employee shall be transferred to a different Department / School / Campus depending on the requirements.  The employee shall report to duty to the transferred Department / School / Campus by the date mentioned in the transfer order.  

• Retirement / Superannuation

The age of superannuation shall be 65 years for teaching staff (60 years for non-teaching) and they will be relieved from the services at the end of the academic session.  The Management reserves its right to extend the service of a superannuated employee on semester or annual basis and / or appoint superannuated candidates on contract basis depending on the need.  Salary shall be fixed as consolidated pay and their services shall be considered for extension only on request.  

• Resignation

1. Any employee who intends to leave the service of SASTRA either during probation or after confirmation shall relieved from service only at the end of the academic session (last working day of the odd / even semester)
2. An employee on probation shall resign from SASTRA by giving one month notice or on payment of one-month salary in lieu thereof to SASTRA. The salary for the shorter period of notice shall be paid in lieu  Similarly, the Management shall also be at liberty to terminate their services by serving one month notice or on payment of one-month salary in lieu thereof
3. A permanent employee shall leave the service by giving three months’ notice or on payment of three-month salary in lieu thereof to SASTRA. The salary for the shorter period of notice shall be paid in lieu  Similarly, the Management shall also be at liberty to terminate their services by serving three months’ notice or on payment of three months’ salary in lieu thereof
4. No leave, including leave on loss of pay shall be permissible during the notice period
5. Any employee who is desirous of leaving the services when the academic session is in progress will have to pay to SASTRA a compensation amount of Rs 50,000 in the case of probationer or Rs 1.00 lakh in the case of confirmed employee besides remittance of one month salary in case of probationer or three month salary in the case of confirmed employee 

• Termination

Any employee dismissed or terminated from services for gross misconduct or for inefficiency or insubordination or causing loss of reputation or monetary loss to the University is not entitled to any Gratuity and / or Superannuation or any other special benefits/incentives. 

• Working Hours 

• All employees shall be in time for work on all working days mentioned in the Academic Calendar 

• All employees are expected to be in SASTRA premises during working hours, which will be fixed time to time by the competent authorities 

• On special occasions, employees shall be required to report to work on holidays or beyond the regular working hours 

• In some departments / facilities, SASTRA will work in more than one shift and hence, employees in these departments / facilities are liable to work on either shift based on the requirements 

• Attendance
  • Employees shall always maintain punctuality and shall ensure that their daily attendance is recorded for in and out time on all the working days using the medium in force. Non-marking of attendance shall be treated as absent 

• For any unavoidable reason, if an employee has to report late to work or leave the workplace earlier, prior permission shall be obtained from the respective Deans. One permission for upto 1-hour duration may be availed in a month, provided the request for permission is made in advance.  Permission shall not be granted as a routine; but shall be used only in extraordinary circumstances 

• An employee found absent during working hours without permission shall be marked as absent 

• Employees recording late attendance (beyond 15 minutes of in-time or before 15 minutes of out-time) for the third time in a month will automatically lose ½ day of casual leave. If casual leave is not available, one day EL will be automatically deducted.  

• Habitual late attendance or early leaving of the campus or absence from duty without obtaining prior sanction of leave will amount to gross misconduct attracting disciplinary proceedings

• Performance Evaluation

The Management shall review the performance of teaching staff periodically.  Every faculty has to fill the annual appraisal form in the prescribed format.  The Associate Dean / Dean shall check the correctness of the data submitted by the faculty and provide their comments in an unbiased manner keeping in mind the growth of the School and University.  The Vice-Chancellor, in consultation with the respective Dean, shall conduct the review on behalf of the Management for those recommended by Dean for promotion or any other form career advancement or incentive. The Vice-Chancellor finally decides on the review outcome which shall be final & binding. 

ln case, if the faculty’s performance is unsatisfactory, he /she will be given one semester time to improve their performance and will be reviewed again within six months.  If the performance does not improve, he / she shall be demoted with immediate effect / relieved at the end of that academic session. In the case of demotion, the faculty loses all benefits of seniority in all forms. 

• Promotion

The Promotion Policy is framed to provide specific and measurable goals for faculty and staff members, who are eligible to qualify for a promotion.  Promotions shall be made only on the basis of merit and performance during the annual appraisal.   

• General Instructions to all Employees

1. All employees shall directly report to the Head / Associate Dean / Dean / Registrar of the section they are assigned
2. All employees shall maintain confidentiality about professional and official activities at all times
3. All employees shall take up additional responsibilities as assigned by the authorities in academic / co-curricular / extracurricular / admin activities
4. All employees shall obtain prior permission of the Vice-Chancellor for being a member of any external committee / Council /Body, etc., as the case may be
5. All employees shall obtain leave sanction in advance through the online portal. In case of emergency, the Head / Associate Dean / Dean / Registrar shall be informed
6. Faculty shall make proper alternate arrangements for class / lab sessions during their absence or compensate for the missed class(es)
7. Employees shall deposit all the original certificates of their academic qualifications on the date of joining duty. In cases where original certificates cannot be deposited due to reasons beyond their control, an interest-free security deposit equivalent to one-month salary & allowances will have to be made on the date of joining.  The deposit will be refunded on the date when they submit all their original certificates
8. When an external body requires the original certificates of the employee, the Registrar, SASTRA on request, will issue attested copies of the certificates along with a letter informing the external body that the original certificates are kept in deposit by the employee in SASTRA
9. When the employee has to necessarily produce the originals to an external body, the employee shall produce the proof of such a requirement and deposit a sum equivalent to one-month salary and allowances of the employee and collect the originals from SASTRA. The holding of the certificates by the employee in such cases shall not exceed 21 days from the date of such withdrawal.  The interest-free deposit amount will be refunded on surrendering all the certificates to SASTRA
10. No employee shall act as “Arbitrator” in any case without the sanction of the Board of Management unless he /she is directed to act by a Court having authority to appoint Arbitrator
11. Property means keys, mobile phone, computer equipment, security access cards, all Confidential Information, lists of students, staff, corporates, government agencies or correspondence and all other documents, papers and records (including, without limitation, any records stored or maintained in any form including by electronic means, together with any codes or implements necessary to give full access to such records), system designs, software designs, software programs (in whatever media), presentations, proposals, specifications or Confidential Information which may have been prepared by you or have come into or passed from your possession, custody or control in the course of your employment. You shall return all of the above to the institution whenever asked for and in any event upon receipt of notice of termination or termination of employment or before being relieved from employment and you shall not retain any copies thereof.
12. Every employee shall maintain absolute integrity and attention to duty at all times and shall do nothing which is unbecoming of an employee of the Institution. If any employee is found to have engaged in any act of misconduct or found to have engaged in any other act or omission, inconsistent with their duties; or found to have engaged in any breach of this HR policy or lawful orders given by the Institution shall be construed of workplace misconduct leading to initiation of disciplinary proceedings which may lead to termination also 

• Seeking other employments, part time work etc.

1. No employee, except with the prior sanction of the Management, shall accept part time or advisory basis in any company, educational institution, mutual benefit societies or any other society or firm or act as an agent either on salary or commission or any remunerative basis
2. No employee shall, except with the prior sanction of the Management, own, wholly or in part, conduct or participate in the managing of any newspaper or other periodical publications or any business activities.
3. Employees applying for higher education and employment in other institutions should route their application through the Dean and Office of Registrar
4. In cases where applications have been routed through proper channel, before attending any interview, employee should obtain prior permission from the Vice-Chancellor, through the proper channel. A photo copy of such call letter shall accompany their request.  Failure to obtain prior permission shall lead to initiation of disciplinary proceedings
5. In an academic year only one application seeking employment elsewhere shall be forwarded, with a ceiling of three applications during service in SASTRA. The word “forward” includes attending interviews, examinations, recommending / forwarding applications, and/or any other activity connected with the seeking employment outside SASTRA 

• Publications, Public Utterances, etc

No employee shall, without the prior permission of the Management, publish any book or engage habitually in literary or artistic work of any kind.  However, employees may publish books of literature, short stories, novels, drama, essay and poems without obtaining the prior permission of the Management, subject to the condition that he / she does not choose to use his official position or influence for publication or the sale of such books and that such publications do not contain political aspersions, objectionable matter and violative of any provisions under any law.  Any employee who intends to publish any document or make any communication to the press or make public utterances shall forward a draft copy of such publication or speech to the Registrar (upto the level of Professors) and Registrar to the Vice-Chancellor and shall obtain prior permission of the Vice-Chancellor for delivering the lectures or publishing the materials.

 

• Participation in Enquiries, Politics, Associations etc.

1. No employee shall accept, without the prior sanction of the Management, to be a witness in any enquiry conducted by any person, committee or authority. However, this rule shall not apply to the evidence given before an authority appointed by the Government, or Parliament or State Legislature or any judicial authority or in any departmental enquiry ordered by the Management
2. No full-time employee shall be a member of, or be associated with any political party or any organization, which takes part in politics nor shall he / she take part or subscribe or associate or assist in any manner in political movements or activities
3. If any question arises, as to whether any party is a political party or whether any movement or activity falls within the scope of this rule, the decision of the Management shall be final and binding
4. No employee shall participate or otherwise use his influence in any manner or take part in an election to any legislature or Parliament or local authority. Provided that the employee is qualified to vote at such an election he / she may exercise his franchise to vote but when he does so, he shall give no communication as to the way in which he proposes to vote or persuaded to vote
5. Seditious propaganda or expressing of derogatory sentiments by an employee shall be regarded as sufficient ground for such employee’s termination of services
6. No employee can propose or second the nomination of a candidate at an election or act as a polling agent without the approval of the Management
7. No employee shall have, except with the prior permission of the Management, recourse to the press for vindication of any official act which has been the subject matter of adverse criticism or attack or defamatory matter
8. No member shall accept, without the prior permission of the Management from any person, compensation for any kind of any malicious prosecution brought against him or a defamatory attack against him unless such a compensation has been awarded by a competent authority
9. No employee shall engage himself / herself directly or indirectly in any activity that is anti-secular or which tends to create disharmony in any society or in any demonstration, which is prejudicial to the interest of the sovereignty and integrity of India, security of the State and the relationship between State and the Centre, relationship between the Management and the Government both at the Centre and the State
10. Any employee involved in criminal / civil proceedings shall inform the Management of such proceedings

 

• Marriage and Morality

1. No employee shall enter into or contract a marriage with a person having a living spouse
2. No employee, having a living spouse, shall enter into or contract a marriage with another person
3. No employee shall engage himself in the activities of a tout
4. Employees shall endeavour to avoid habitual indebtedness, loss or insolvency
5. No employee shall indulge in money lending business in SASTRA
6. No employee shall involve himself in any act of moral turpitude on his / her part, which may cause embarrassment or bring discredit to the Institution or Management
7. Male / Female employees have a bounden responsibility to protect the dignity and modesty of the male / female employees and students.
8. Any act of any moral turpitude or serious indiscipline reported on any employee shall entail summary termination, after proper enquiry by competent authority. The service certificate shall carry a due endorsement of such moral turpitude. 

• Employees are forbidden from consuming liquor / narcotics either in the campus or outside the campus while on duty or otherwise. Smoking & consumption of any alcoholic beverages, psychotropic substances inside the campus is totally and strictly prohibited.  Any employee who is proven of this offence, will be dismissed from service 

• Disclosure of documents and information

No employee shall in the performance of the duties assigned release or disclose, directly or indirectly, any official documents or any part thereof or information to any other person to whom he is not authorized to communicate such information or documents. 

• Plagiarism / Intellectual Property Rights

Employees indulging in plagiarism, violation of intellectual property rights, copyrights and other unlawful activities will be referred to the law-enforcing authority.  Simultaneously, Management may, also, initiate disciplinary proceedings against the members. 

• Strike and Demonstrations

No employee shall associate and / or participate in any strike or incitement thereto or in similar activities, which shall also include absence from work or neglect of duties with the aim of getting a demand conceded by the superiors or the Management. 

• Passport

Any employee can apply for a passport or renewal of a passport only after obtaining a “No Objection Certificate” from the Management.  While applying for such “No Objection Certificate” information regarding the purpose of the visit, duration of the stay and the name of the countries, which he intends to visit, shall be furnished.  On obtaining the passport, a photocopy of the passport shall be submitted to the Management.  Employees who are already having passport shall submit a photocopy of the passport to the Management. 

• Suspension

The Management shall have absolute right to place any employee under suspension for any breach of rules.  During the period of suspension, the Management shall pay him / her subsistence allowance every month at the rate of ¼ of the basic pay, which he/she was drawing at the time of suspension.  The pay does not include DA or any other allowance payable to him. 

• Disciplinary Proceedings
  • The Registrar shall be the Disciplinary Authority in respect of all employees and the Vice-Chancellor shall be the Appellate Authority
  • In case of the Registrar, the Vice-Chancellor shall be the Disciplinary Authority and the Board of Management shall be the Appellate Authority
  • Any employee aggrieved by the order of the Disciplinary Authority may prefer an appeal to the Appellate Authority within 30 days from the date of the order of the Disciplinary Authority. The Appellate Authority shall pass an order within 45 days on receipt of an appeal from the aggrieved employee. If in any case the delinquent employee seeks adjournment of personal hearing, the ceiling of 45 days shall not apply.
  • If an enquiry is found necessary, an Enquiry Officer shall be appointed by the Vice-Chancellor who shall conduct the proceedings of the enquiry and submit the report to the Vice-Chancellor for appropriate decision 

9.13     Punishment

Violation of any of the above or all rules / regulations in force and are to be framed and implemented from time to time, shall entail termination of service / dismissal without notice.

The essence of the leave rules is to enhance the sense of responsibility in each employee to provide without any break, credible and effective support during the academic session. 

• Leave sanctioning authority will be the Dean of the School for all employees reporting to them; Directors of Centre for employees reporting to them; Registrar for all other employees and Vice-Chancellor for Registrar 

• All types of leave shall be availed with prior permission from the leave sanctioning authority and employees shall apply through the online portal only 

• If an employee after proceeding on leave desires to extend, he / she shall apply in the online portal before the expiry of the originally sanctioned leave providing details for extension. The decision of the approval authority shall be final and binding 

• In case of exigency, the discretionary powers to refuse, curtail or revoke the leave of any kind or to recall for duty any employee who is already on leave is reserved to the Leave sanctioning authority 

• Faculty members who proceed on leave during the academic session shall make adequate arrangements such as exchange of classes with colleagues, online engagement, flipped class room sessions, etc. It shall be the responsibility of the faculty to compensate for the missed sessions through special classes 

• Grant of leave to any employee shall not be claimed as a matter of right. The leave sanctioning authority has the right to limit / deny / withhold / postpone the leave depending on the situation 

• No employee shall remain absent after the expiry of the leave period without obtaining prior sanction for extension of leave. Such overstay will be treated as dereliction of duty and attract penalty as per rules 

• In case of any grievance regarding leave, the decision of the Vice-Chancellor shall be final 

• Types of Leave

Different types of leave permissible are Casual Leave (CL), Earned Leave (EL), On duty Leave (OD), Vacation Leave (VL), Sabbatical Leave (SL), Study Leave (STL) and Leave of Loss of Pay (LoP) 

• Casual Leave

1. Employees shall be permitted to avail of 12 days of casual leave in a calendar year (January to December)
2. Casual leave may be combined with Sundays and/or other prescribed holidays. However, the total period of absence from duty at a time shall not exceed six days
3. Casual leave shall be restricted to four days during the academic session in a semester. Each spell should not exceed maximum of two days
4. Casual leave availed without prior sanction or refusal of sanction by the approval authority or leave extended beyond the sanctioned period shall be treated as leave on loss of pay
5. Employees, after exhausting the casual leave, if required to proceed on leave on loss of pay, shall get prior sanction from the Vice-Chancellor through their HOD / Dean, clearly stating the emergency.

• Earned Leave

1. All employees shall be eligible for earned leave if they complete one year of continuous service (without any LLOP) at SASTRA.
2. Faculty shall be eligible to avail earned leave upto 12 days in a year subject to the approval of the leave sanctioning authority
3. Faculty members shall not be eligible to avail EL when the academic session is in progress
4. 50% of the unused earned leave shall be carried over to next year’s leave account subject to a maximum accumulation of 60 days
5. Non-teaching staff shall be eligible to avail earned leave upto 20 days in a year subject to the approval of the leave sanctioning authority
6. Minimum leave per application shall not be less than three days
7. 100% of the unused earned leave shall be carried over to next year’s leave account subject to a maximum accumulation of 60 days.
8. Intervening holidays, Saturdays, Sundays will be reckoned as EL. However, holidays and Sundays can be prefixed or suffixed to the EL and it will not be reckoned as EL
9. Employee shall not eligible for EL if he /she is facing disciplinary proceedings. No accumulation of EL shall be permitted for employees demoted / suspended during service 

• On Duty Leave (OD)

On duty leave of 8 days (maximum) in an academic year shall be granted to faculty for the following activities:

1. Attend Governmental committee meetings, peer team visits, etc., with prior permission from Vice-Chancellor
2. Attend conferences, workshops and seminars with prior permission from Vice-Chancellor
3. Deliver lectures in other institutions and Universities with prior permission from Vice-Chancellor
4. Participate in Board of Studies / Academic Council / Doctoral Committee / Thesis Examiner / Ethics Committee, etc., meetings of other Universities / Autonomous Colleges, with prior permission from Vice-Chancellor 

Faculty shall apply for approval to the Vice-Chancellor through the Dean at least one week prior to the meeting dates.  OD leave shall not be provided for online meetings and cannot be combined with any other leave.  

• Vacation Leave (VL)

Vacation Leave shall be availed by employees who have worked during the previous academic session.  The Registrar shall notify the vacation period at the end of each semester.  Eligible number of days will be credited in the online portal before the vacation period.  VL shall be applied well in advance and sanctioned by the leave sanctioning authority before availing the same.  VL cannot be requested during the academic session and employees shall maintain atleast 90% physical attendance during the preceding semester.  No other type of leave shall be combined with the Vacation Leave and intervening holidays, Saturdays, Sundays will be reckoned as VL.  However, holidays and Sundays can be prefixed or suffixed to the EL and it shall not be reckoned as VL 

• Vacation Leave for Permanent Faculty

1. Faculty are entitled to VL, which shall not exceed 50 days in an academic year
2. Regular vacation of 30 days shall be availed of in two spells (maximum of 20 days in each spell)
3. Faculty members shall be eligible for additional 20 days of vacation subject to satisfying any one of the following conditions: 

1. Faculty shall publish atleast two peer-reviewed papers as corresponding author in SCI / SSCI / ABDC / WoS indexed journals by May of the academic year. One paper shall be permissible for ten days of vacation or;
2. Faculty shall publish atleast four peer-reviewed papers as corresponding author in SCOPUS indexed journals or book chapter with an international publisher by May of the academic year. Faculty with 3/2 shall be permissible for ten/five days of vacation or;
3. Faculty shall secure sponsored research grant(s) of atleast Rs 20 lakh during the academic year. If it is a collaborative project involving more than one PI, the value of the sanctioned project shall be atleast Rs 20 lakh per faculty or;
4. Faculty shall secure consultancy projects of atleast Rs 5 lakh during the academic year. If it involves more than one faculty, the value of the consultancy project shall be atleast Rs 5 lakh per faculty or;
5. Faculty shall develop online course content for a minimum two credit course (30 hours) and uploaded for SASTRA Online or SWAYAM or for any other reputed MOOC platform like EdEX, Coursera, etc., (ten days for one course) or;
6. Faculty shall complete and receive certification for a minimum of two MOOC courses on emerging and contemporary areas during the academic year (ten days for one course) or;
7. Faculty shall offer remedial class session for identified slow learners for a minimum 30 hours duration per course per semester for a minimum batch size of 20 students with proper documents and evaluations for scrutiny or;
8. Faculty shall undertake Deputy Warden duty (free boarding and lodging) for one full semester in the hostel during the academic year 

• Vacation Leave for Probationary Faculty

1. Faculty who are under probation and completed two semesters of teaching at SASTRA are entitled to VL, which shall not exceed 15 days in an academic year
2. Regular vacation of 15 days shall be availed of in two spells (7 days in Winter and 8 days in Summer)
3. Faculty who are under probation and completed only one semester of teaching at SASTRA are entitled to VL, which shall not exceed five days at the end of the semester 

• Vacation Leave for Non-teaching Staff

1. Non-teaching staff with over 15 years of experience at SASTRA shall be eligible for 20 days of vacation to be availed in two spells (8 days in Winter and 12 days in Summer)
2. Non-teaching staff with over 10 years of experience at SASTRA shall be eligible for 15 days of vacation to be availed in two spells (7 days in Winter and 8 days in Summer)
3. Non-teaching staff with over 5 years of experience at SASTRA shall be eligible for 10 days of vacation to be availed in two spells (5 days in Winter and 5 days in Summer)
4. Non-teaching staff with over 2 year of experience at SASTRA shall be eligible for 5 days of vacation 

However, the Vice-Chancellor shall have the discretion to relax the conditions, in individual cases 

• Maternity Leave (MTL)

Every married woman employee shall be eligible for Maternity Leave for 90 days after completing two years of continuous service at SASTRA.  MTL is admissible from the date of delivery or from 10 days prior to the expected date of delivery as per the employee’s requirement.  Application for maternity leave shall invariably be accompanied by supporting medical certificates.  

• Sabbatical Leave (SL)

A faculty member shall be eligible for Sabbatical Leave for a period of six months to two years after completing ten years of service at SASTRA.  Payment of salary to the faculty during sabbatical leave is at the discretion of the Management.  The faculty shall execute a bond with any one of the following conditions:

1. He / she shall serve the University on return for the duration of the Sabbatical Leave, if salary is not paid. If faculty submits resignation letter before the completion of the bond period, he / she shall pay three months’ salary as compensation
2. He / she shall serve the University on return two times the duration of the Sabbatical Leave, if salary is paid. If faculty submits resignation letter before the completion of the bond period, he / she shall pay the salary drawn during the sabbatical period with 10% interest and three months’ salary as compensation 

• Study Leave (STL)

Faculty shall be granted study leave for higher studies in Indian or foreign institutions for a period of upto three years.  Payment of salary to the faculty during study leave is at the discretion of the Management.  The faculty shall execute a bond with any one of the following conditions:

1. He / she shall serve the University on return for the duration of the Study Leave, if salary is not paid. If faculty submits resignation letter before the completion of the bond period, he / she shall pay three months’ salary as compensation
2. He / she shall serve the University on return three times the duration of the Study Leave, if salary is paid. If faculty submits resignation letter before the completion of the bond period, he / she shall pay the salary drawn during the study leave period with 10% interest and three months’ salary as compensation 

• Leave on Loss of Pay (LLoP)

Leave on Loss of Pay shall be granted by the Vice-Chancellor based on the merit of the case.  Service shall not be counted during LLoP and result in break in service.  LLoP shall lead to the postponement of the annual increment and also affect the inter-se-seniority.  If an employee submits resignation letter within six months after availing LLoP, he / she shall pay three months’ salary as compensation. 

Disciplinary proceedings shall be initiated against employees who avail Leave on Loss of Pay without the approval of the Competent Authority and could lead to their termination from the job. 

• Salary

The scale of pay for all employees shall be fixed by the Management from time to time based on applicable norms.  The pay roll period shall be monthly and the monthly salary to all Employees will be deposited in their bank account.  Salary shall be credited to the account maintained in the Bank by the employee within seven working days in the succeeding month. 

• Provident Fund

All regular employees are covered under Provident Fund Scheme under applicable provisions of the Employee Provident Fund Act 1952 

• Employees State Insurance (ESI)

Employees who are eligible under the ESI Act, 1948 can avail medical benefit, sickness benefit, maternity benefit, disablement benefit, dependents benefit, funeral expenses and other benefits as per the provisions of the AESI Act. 

• Gratuity

Employees who have a continuous service of more than five years at SASTRA shall be eligible for Gratuity as per the Payment of Gratuity Act, 1972 and the gratuity to be paid shall be calculated as per prevailing norms subject to maximum of Rs 20.00 lakh.  

The Board of Management of SASTRA reserves the right to remove any difficulty in implementing these regulations. In the event of a conflict of opinion with regard to the interpretation of these rules, the opinion of the Board of Management of SASTRA shall be final. The Management reserves the right to amend, repeal or modify any part of these rules at any time.