List of Documents / Records to be verified during the Visit-UG Engineering Program

(Records of last three years to be made available, wherever applicable)

Institute Specific

The College that is seeking accreditation or re-accreditation of its program must

have following list of files in place:

I.1 Evidences of appointment letters of all first-year courses teaching faculty members,
their qualifications and first year faculty-student ratio.
List of faculty along with their qualifications teaching first year courses.
 List 1st year faculty member’s details
o Name
o DoB,
o DoJ,
o Qualification.
o Designation.
o Department.
 Note: See your SAR, based on that, you have to build documents
I.2 Evidencesof first-year student academic performance in the last 3 years.
Results of the First Year students.
 Keep records of 3 years.
 Results analysis
o No.of FCD.
o No.of FC.
o No.of SC.
o No.of students fail.
 Note: See your SAR, based on that, you have to build documents
1.3 Course files(1st year) with plan of course delivery, question papers, sample answer
scripts, assignments, reports of assignments, list of laboratory experiments, reports of
laboratory experiments, etc.
 Course Design:
o Prerequisite for the program,
o Course objectives
o Course outcomes,
o Program outcomes,
o Mapping of COs with POs,
o Course content/syllabus,
o Assessment - tests and quizzes/AATs etc.
 Method of teaching, Chalk and talk/ppts/NPTEL lectures/cds, etc.
 Calendar of Events
 Time table.
 List of students.
 Lesson planning.
 Syllabus copy.
 Lecture notes/handouts.
 Test papers mentioning the COs, POs and PSO - Bloom's taxonomy.
 Scheme and solution of internal tests.
 Sample answer papers.
 List of lab Programs.
 Marks sheet.
 Question papers and Scheme
 Result analysis for internal exams (tests) with respect to COs-POs.
 Faculty Self Audit
Result analysis for external exams with respect to COs-Pos
1.4 Records of PO/PSO attainment values of all first-year courses and observations actions
taken based on the results of PO/PSO in the last 3 years.
I.5 Records of mentoring system and state the efficacy of the mentoring system-Keep few
samples of mentor diaries /proctor diaries of respective branches.
I.6 Records of feedback on teaching learning and feedback on various facilities & feedback
analysis and corrective measures takenin the last 3 years.
Feedback form, analysis of feedback and corrective actions
 Keep records of 3 years
 Feedback given by students for all courses.
 Analysis of feedback
 How frequently it will be taken.
 Corrective actions
 Feedback given by students and faculty members for facilities.
 Feedback given by students for HoD and principal.
 Note: See your SAR, based on that, you have to build documents
I.7 Records of career guidance cell, training & placement cell & entrepreneurship cell &
no. of programs organized and its outcomes in the last 3 years.
Records of T & P, career and guidance cells
 Keep proceedings of programs/activities for past 3 years’ details.
 List of training programs organized (no.of students, company, resourceperson, date).
o Keep list of students names
 List of placement program organized by company (no.of students placed,company,
company date).
o Keep list of students names
 List of career and guidance programs and EDC cell programs organized (no.ofstudents,
company, resource person, date).
o Keep list of students names.
Note: See your SAR, based on that, you have to build documents.
I.8 Evidences of co-curricular and extra-curricular activities in the last 3 years.
Handouts/files along with Outcomes; list of additional topics to meet the outcomes.
 Keep records of past 3 years.
 Programs organized at college levels.
o Fest
o Conference,
o NSS, etc.
 Keeps proceedings all events organized at College levels.
Note: See your SAR, based on that, you have to build documents
I.9 Records of GC/GB/senate and other academic and administrative bodies, their
responsibilities and strategic plan and implementations.
Composition of GC/GB, Senate and other Academic and Administrative bodies, their functions
and responsibilities. List of all the meetings held in the past 3 years along with the
attendance records, minutes and action-taken reports of a few meetings of such
bodies along with the list of current faculty members who are members of such bodies.
 Here, you have to keep data of board of governors/BoG/GC
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
 Here, you have to keep data of administrative setup
 Members
 Role and responsibility.
  List issues/problems.
 Outcomes.
 Proceedings
 Here, you have to keep data of functions of various Bodies such as
o Academic Committee(AC)
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Finance Committee(FC)
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Grievance Appeal Committee(GAC):
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Student Affairs and Welfare Committee
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Games and Sports Committee(GSC):
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Mentoring Committee and Counselling (MCC):
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Anti-Raging Committee(ARC):
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Central Purchase Committee(CPC):
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Infrastructure Management Committee(IMC):
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Research and Development Committee(R&D):
 Members
  Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Building & Works Committee (BWC).
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o BOG Sub Committee for Performance Monitoring
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o College Council (CC)
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o College Core Committee (CCC)
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o HODs
Committe
e
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o HODs Sub Committee for student activities Feedback Committee
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Departmental Academic Committee (DAC)
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Library Committee
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Canteen Committee
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
 o Cultural Committee
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Hostel Committee
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
o Vigilanc
e Squad
 Members
 Role and responsibility.
 List issues/problems.
 Outcomes.
 Proceedings
 Keep all proceedings of Governing Council/ Governing Body and Academic and Administrative
bodies and Academic and Administrative bodies meeting for past 3 years.
 Note: Whatever the committee it may be. It should be functional and operational. It should be
not idle. Periodically, the committee has to meet and discuss the issues.
 Note: See your SAR, based on that, you have to build documents.

I.10 Records of various rules, policies, procedures, service book and academic regulations.
Policies, procedures and service book made available on the college website.
Rules, policies and procedures published by the Institution including service book and academic
regulations along with the proof that the employees/students are aware of the rules and
procedures.
 Here, you have to give data of service rules/procedures:
 Here, you have to give data of recruitment procedure:
 Here, you have to give data of promotional policy.
 Here, you have to give data of how frequently meetings are taken place.
 Proceedings of meeting to be kept ready.
 Keep some of samples appointment letters at levels of Professor, Associate Professor and
Assistant Professor for Engineering and Non engineering (Maths, chemistry).
 Keep some of samples appointment letters at levels of programmer, librarian.
 Service rules must know by all employee.
o Role and responsibility of Assistant Professor, Associate Professor and Professorand
Principal, etc...
o What to do
o What not to do.
 Note: See your SAR, based on that, you have to build documents.
I.11 Governance, leadership and management. Records of decentralization process in
working for taking administrative decisions
I.12 Records of grievance redressal mechanism including anti-ragging committee, sexual
harassment committee and corrective measures taken in the last 3 years.
I.13 Records of budget allocation and utilization at college level, audited statement of
accounts by CA in the last 3 years. Delegation of financial powers of various heads.
Budgeted allocation and utilization: Audited statement of accounts
 Keep budget of past 4 year’s details.
 It is mainly institute level.
 Here, you have to give total income, actual expenditure, and total number of
student.
  When it comes to total income, colleges receive amount through student’sgrants from
Government and donation from other agencies/trusts.
 When it comes to actual expenditure, colleges spent amount through recurring,salaries,
nonrecurring, special projects/other.
 Here, you have to give data of decentralization of admiration decision.
o HoD/Vice Principal and Principal.
 Audited statement of accounts by CA.
 Note: See your SAR, based on that, you have to build documents.

I.14 Records of library resources, digital library facilities and self-learning facilities
available within the College.
Library resources – books and journal holdings
 Keep records for past 4-5 years’ details.
o Titles and volumes per title
o Scholarly journal subscription
o Digital Library
 Timings and usage.
 Availability of a qualified librarian and other staff,
 Library automation,
 Budget allocation, utilization.
 Online access, space and ambience.
Note: See your SAR, based on that, you have built documents
I.15 Records of Internet &Wi-Fi facilities, provision for accessing Internet/Wi-Fi facilities for
students and staff &Internet security mechanism available within the College.
Program Specific:
The program of an Institution that is seeking accreditation or re-accreditation must
have following list of files in place:

P.1 NBA accreditation reports of past visits &list of actions taken based on
weaknesses and deficiencies of latest NBA visit (if any).
 Keep records of NBA accreditation reports.
o Keep following things additional documents if you want.
 Keep records of NAAC report (if College is NAC accredited).
 Keep records of AICTE recognition (affiliations/recognitions)
 Keep records of University affiliation (affiliations/recognitions)
 Note: See your SAR, based on that, you have to build documents.
P.2 Evidences of program specific budget allocation and utilization in the last 3 years
and sample bills
 Keep records of 3 years (CAY, CAYm1, CAYm2)
 Keep records of budget and utilization for department.
 In case, if you were unable to utilize amount, give justification. Keep proceedings
of that for CAY, CAYm1, CAYm2.
 Note: See your SAR, based on that, you have to build documents
P.3 Records of process used in defining vision, mission, PEO and PSO statements.
Curriculum, POs, PEOs, Mission and Vision statements.
 Keep records of Curriculum, POs, PEOs, Mission and Vision statements.
 Proceedings of stakeholder’s involvement in the process of POs, PEOs, Mission andVision
statements.
o No. of meeting
o Internal stake holders
o External stake holders.
 Note: See your SAR, based on that, you have to build documents.
P.4 Publication and dissemination among stakeholders & awareness programs on
vision, mission & PEO, PO, PSO statements.
Stakeholders involvement in the process of improvement of PEOs and POs
 List the stake holders.
 How frequency meeting take place.
 See past years details of PEO and POs/PSOs attainment level.
 Proceedings of meeting to be kept ready.
o Problems/issues addressed.
Documented feedback received from the stake-holders (e.g., Industries, Parents,Alumni,
and Financiers etc.) of the Institution.
 Keep records of 3 years
 Feedback received from stakeholders
o Industries
o Parents,
o Alumni,
o Financiers etc.
 What actions taken by College.
 Proceedings to be kept.
 Note: See your SAR, based on that, you have to build documents.
P.5 Justification of PEO matrix against department mission elements.
P.6 Records of program curriculum and process used to identify extent of compliance
of curriculum for attaining POs & PSOs.
Direct and indirect assessment to show attainment of POs and PSOs
  List the direct and indirect assessment tools for POs/PSOs.
 What are weights considered for direct and indirect.
 What are tools considered for attainment?
 Numbers of samples are considered.
 Keep records of 3 years- PO/PSOs attainment levels.
Note: See your SAR, based on that, you have to build documents
P.7 Records of delivery details of the content beyond the syllabus& list of activities/
events organized for past 3 years.
Improvement in curriculum for mapping POs and PSOs
 Keep records of 3 years
 Actions if any PO/PEO (PSO/PEOs) is not meet target.
o Name of program/event organized
o Number of students
o Outcome of program/event
 Justification to action and proceedings for it.
P.8 Records of instructional methods and pedagogical initiatives used in teaching and
learning.
P.9 Records of list of methodologies used to support weak students and encourage
bright students and impact analysis.
Academic calendar, schedule of tutorial and makeup classes
 Keep records of past 3 years.
 Academic calendar.
 Schedule of tutorial classes per week.
 Make up classes.
 Special classes for slow learners.
Note: See your SAR, based on that, you have to build documents
P.10 Records of quality assessment in continuous internal evaluation-internal question
paper, assignment, quiz, etc.
Set of question papers, assignments, evaluation schemes etc.
o Keep sample question papers
o Internal as well as external question papers
o Keep broom bloom taxonomy-level.
o Keep sample assignments.
o Keep sample-evaluation schemes.
o Schema and solution, Distribution of marks.
Note: See your SAR, based on that, you have to build documents
P.11 Evidences of quality students’ projects & rubrics used to access the student
projects and its outcomes in the last 3 years.
Rubrics developed to validate the POs
 List of rubrics used to validate the POs.
 List of rubrics used to validate the PSOs.
 Justification to use it and proceedings of it.
P.12 Records of initiatives related to industry interaction & partial delivery of
lectures by expert from Industry/research Institutes and its impact analysis in the
last 3 years.
List and proofs of faculty interaction with outside world
 Keep records of 3 years (CAY, CAYm1, CAYm2).
 Interaction with a reputed institution abroad, institution of eminence in India,
national research laboratories.
Note: See your SAR, based on that, you have to build documents.
P.13 Records of industry internships/summer training and its impact analysis in the
 last 3 years.
Records of new program specific facility created, if any
 Keep records of 3 years (CAY, CAYm1, CAYm2).
 New program specific facility created at department level/program level.
o Ex: IBM CoE.
o Ex: ARM lab.
o Ex: MOOC.
o Any new facility created/developed by faculty members/management for
benefit of students.
 Keep proceedings of each facilities and outcomes of each facility.
 Note: See your SAR, based on that, you have to build documents.
P.14 Records of course outcomes (COs) of all courses.
P.15 Records of CO-PO/PSO mapping of all courses as well as courses-PO/PSO
mapping.
Mapping of course outcome with Pr ogr am Outcomes
 Keep records of mapping COs against POs and PSOs.
 Justification to map and proceedings for it.
Note: See your SAR, based on that, you have to build documents
P.16 Course file with plan of course delivery, question papers, answer scripts,
assignments, reports of assignments, project reports, report of design projects,
list of laboratory experiments, etc.
 Course Design:
o Prerequisite for the program,
o Course objectives
o Course outcomes,
o Program outcomes,
o Mapping of COs with POs,
o Course content/syllabus,
o Assessment - tests and quizzes/AATs etc.
 Method of teaching, Chalk and talk/ppts/NPTEL lectures/cds, etc.
 Calendar of Events
 Time table.
 List of students.
 Lesson planning.
 Syllabus copy.
 Lecture notes/handouts.
 Test papers mentioning the COs, POs and PSO - Bloom's taxonomy.
 Scheme and solution of internal tests.
 Sample answer papers.
 List of lab Programs.
 Marks sheet.
 Question papers and Scheme
 Result analysis for internal exams (tests) with respect to COs-POs.
 Faculty Self Audit
Result analysis for external exams with respect to COs-Pos
P.17 Records of list of assessment tools used for PO and PSO & attainment values.
Observation and actions taken based on the results of POs /PSO in the last 3
years.
P.18 Evidences of number of seats filled under various quotas and quality of students
(ranks/percentage of marks) admitted to the program in the last 3 years.
Admission – seats filled and ranks (last 3 years’ data)
 Keep records of 3 years (CAY, CAYm1, CAYm2)
 What intake (on roll)
 o Not sanctioned intake. Number of students are joining program.
 Number of seats filled.
 Number of seats filled through CET/Government quota.
 Number of seats filled through management quota.
 Rank lists for students who joined in programs.
Note: See your SAR, based on that, you have to build documents
P.19 Evidences of program success rate (success rate without backlogs and success
rate within the stipulated period) in the last 3 years.
List/Number of students who cleared the program in 4 years (last 3 years’ data)
 Keep records of 3 years (CAY, CAYm1, CAYm2)
 Number of students joined.
 Number of students passed.
Note: See your SAR, based on that, you have to build documents
P.20 Evidences of academic performance of 2ndand 3rd year students in the last 3
years.
Average Grade point (CGPA) (last 3 years’ data of students’ CGPA/ percentage)
 Keep records of 3 years (LYG, LYG m1, LYG m2)
 Keep records of Academic Performance details.
 Note: See your SAR, based on that, you have to build documents.
P.21 Evidences of placement, higher studies and entrepreneurship details in the last 3
years.
Placement and higher studies data (last 3 years’ data)
 Keep records of 3 years (LYG, LYG m1, LYG m2)
 Placement and higher studies data.
o Placement
 Name of company, list of students,
o Higher studies
o Name of students, college/university.
o No.of students cleared GATE/CAT/any other.
 Note: See your SAR, based on that, you have to build documents.
P.22 Evidences of list of professional societies and number of events organized by the
Department in the last 3 years.
Professional society activities, events, conferences organized etc.
 Keep records of 3 years (CAY, CAYm1, CAYm2)
 Professional societies / chapters and organising engineering events.
 List of conference/workshops, etc. organized with helps of professional chapterslike
CSI/IEEE/ACM/IET by department.
 Proceedings of documents to be kept for all evens.
 Note: See your SAR, based on that, you have to build documents.
P.23 Records of technical magazines, newsletters, etc& student participations in the
inter-institute events & list of awards received by the students in the last 3 years.

List of students’ papers along with hard-copies of the publications; professional society
publications/magazines, etc.
 Keep records of 3 years (CAY, CAYm1, CAYm2).
 Organization of paper contests, design contests, etc. and achievements
 Note: See your SAR, based on that, you have to build documents.
Sample best and average project reports/theses
 Keep list of projects of 3 years (LYG, LYG m1, LYG m2)
 Segregate student’s projects based on
o Research based
o Application based.
o Society based, etc..
o Keep some sample of best project
o Keep some sample of average project
 o Keep some sample of worst project.
P.24 Details of faculty student ratio.

Details of faculty student ratio

 Keep records of 3 years (CAY, CAYm1, CAYm2).
 Student Teacher Ratio(STR)
o You have to take actual intake of program (on roll).
o All students of 2nd year, 3nd year, 4th year including lateral entry, etc.
o Keep separately 1st year students.
 Note: See your SAR, based on that, you have to build documents.
P.25 Records of list of regular/contract/visiting faculty members with their
appointment letters, designation, qualification, promotion, salary details, etc.
Faculty details with their service books, salary details, sample appointment letters,
promotion and award letters/certificates
 List of all faculty members.
 List of all salary details.
 List of all appointment letters.
 List of all promotion letter
 List of all award letters/certificates if any.
P.26 Evidences of short-term courses/workshops arranged, course-modules developed,
faculty competencies and innovations done by the faculty in teaching and learning
process.
List of short-term courses, workshop arranged and course-modules developed
 Keep records of 3 years (CAY, CAYm1, CAYm2).
 List of short-term courses, workshop arranged
o No. of students attended-UG/PG/Faculty members.
o Name of resource person.
o Place and date.
o Any feedback from students if any
o Keep proceedings of short-term courses, workshops with photos (if you have).
 Note: See your SAR, based on that, you have to build documents.
P.27 Evidences of faculty participation in the FDP/STTP/NPTEL/training activities in the
last 3 years.
P.28 Evidences of faculty publications/books/chapters/citations/IPRs/awards/Ph.D
awarded and number of Ph.D scholars guided by faculty members in the last 3
years.
Faculty list with designation, qualification, joining date, publication, R & D, interactiondetails
 Keep records of 3 years (CAY, CAYm1, CAYm2).
 List of all faculty members with designation, qualification,
joining date,
publication, R & D, consultancy, interaction with outside world details.
 Note: See your SAR, based on that, you have to build documents.

List of faculty publications along with DOIs and publication/citation details

 Keep records of 3 years (CAY, CAYm1, CAYm2).
 List of all faculty publications with DOIs.
 Keep all faculty Google citation if any
 Keep all faculty DBLP data if any.
 Note: See your SAR, based on that, you have to build documents.
P.29 List of R&D projects and consultancy projects along with approval letters &proof
of working models/ products developed by faculty in the last 3 years.
List of R & D and consultancy projects along with approvals and project completionreports.
 Keep records of 3 years (CAY, CAYm1, CAYm2).
  List of R & D project
o Approval amount
o Duration
o PI & CO-PI.
o Agency.
o Ongoing/complete.
 If completed, project completion report
o Outcomes of project.
 List of journal papers/conference papers if any.
 List of patent/copyright if any.
 List of consultancy projects
o Approval amount
o Duration
o PI & CO-PI.
o Agency.
oOngoing/complete.

If completed, project completion report
o Outcomes.
 List of journal papers/conference papers if any.
 List of patent/copyright if any
 Note: See your SAR, based on that, you have to build documents.
P.30 Records of student feedback on teaching learning process & faculty performance
appraisal system and corrective measures taken in the last 3 years.
P.31 Records of list of program specific laboratories and other computing facilities
available within the department.
List of class rooms, faculty rooms
 Description of Classrooms
o Room description
o No. of Rooms
o Usage
o Shared /Exclusive
o Capacity Rooms
o Equipped with PC, Internet, etc.
 Description of Faculty rooms,
o Room description
o No. of Rooms
o Usage
o Shared /Exclusive
o Equipped with PC, Internet, etc.
 Description of Conference halls
o Room description
o No. of conference halls
o Usage
o Shared /Exclusive
o Equipped with PC, Internet, etc.
 Note: See your SAR, based on that, you have to build documents.
P.32 Records of project laboratories, research laboratories, industry-supported
laboratories and other additional facilities available within the department.
List of program specific labs and computing facility within department.
 List of laboratories in the Department
o Academic labs.
o Major project based labs
o Minor project based labs
 List of computing facility within department
o No.of systems.
o No.of routers/switches.
o No.of printers.
 o Any other.
Note: See your SAR, based on that, you have to build documents.
P.33 Records of lab maintenance and safety measures available within the department
laboratories.
Records of safety checks and critical installations
 Checks for wiring and electrical installations for leakage and earthing at classrooms,
labs, etc.
 Fire-fighting measurements at class rooms, labs, etc.
 Safety of civil structure like soil testing and inspected by PWD.
 Handling of hazardous chemicals, E-waste at labs.
 Note: See your SAR, based on that, you have to build documents.

P.34 Evidences of non-teaching staff members along with their appointment letters,
degree, skill up gradation, etc.
List of non-teaching staff with their appointment letters etc
 List of qualified technical supporting staff for programme specific.
 Keep their appointment letters.
Note: See your SAR, based on that, you have to build documents
P.35 Records of academic audit and corrective measures taken in the last 3 years.