CENTRAL INSTITUTE OF HIGHER TIBETAN STUDIES

C

CENTRAL INSTITUTE OF HIGHER TIBETAN STUDIES

SARNATH, VARANASI (U.P.)- 221007

The Central Institute of Higher Tibetan Studies (Deemed University) (CIHTS) at Sarnath, Varanasi, is one of its kinds in the

country. The Institute was established in 1967. The idea of the Institute was mooted in course of a dialogue between Pt.

Jawaharlal Nehru, the first Prime Minister of India and His Holiness the Dalai Lama with a view to educating the young

Tibetan Diaspora and those from the Himalayan border regions of India, who have religion, culture and language in common

with Tibet. Originally the Central Institute of Higher Tibetan Studies (CIHTS), began to function as a constituent wing of the

Sampurnananda Sanskrit University, and eventually emerged as an autonomous body in 1977 under the Department of

Culture, Ministry of Education, Government of India.

This Citizens' Charter represents the commitment of the CIHTS, Varanasi towards standard, quality and time frame of

service delivery, information, non-discrimination and accessibility along with grievance redressal mechanism based on the

anticipated expectations and aspirations of the public in order to achieve highest level of transparency and accountability in

the system.

The objectives of the Citizens' Charter are

1) Making administration accountable and citizen friendly thus facilitating good governance,

2) Enhance the commitment and performance levels of the institute,

3) Empowers the citizens with the right information and promise of best service with inbuilt grievance redressal machinery, 4) Educate the citizens on what to expect and how to act and

5) Add to the administrative efficiency and reputation

The Charter enables the service seekers to avail the services of the various units of the CIHTS, Varanasi with minimum

inconvenience and maximum speed. For the convenience of service seekers, in the charter it is clearly indicated 'WHERE TO

CONTACT' and 'HOW TO PROCEED' for various services. The time limit given in the Charter is maximum time, beyond which

the service seekers may contact grievance redressal sub committee.

The grievance should be submitted to the respective Deans/Registrar as the case may be. These grievances will be settled in

7 days, failing which the matter will be reported to the sub-committee of the AMC, or any other committee, constituted by the

Director from time to time for the purpose.

Reasonability Clause: The maximum processing time for the office for the services mentioned in this Charter are applicable

under normal conditions.

These prescribed processing periods may reasonably increase during the period when there is abnormal pressure on the

office. For example, during the month of February-March, there is quite large number of receipt of bills in Account Section/

Office for processing, in Administrartion, the work related to pay fixation of large number of employees, in Academic Affairs

office during admission, convocation, examination, etc., there is large pressure of work.

The Citizen's Charter will be maintained and upaded by the General Administaration Sectoin.

CITIZEN'S CHARTER FOR SERVICES RENDERED AT OFFICE/UNIT:

EXAMINATION SECTION,CIHTS, VARANASI

S.

No.

Details of the Service Requirement from the stake holders Check List

Maximum

processing time for

the office

Contact details of

the concerned

official

1. Transcripts verification for

the students admitted prior

to 2015 and onwards)

(prepared by students)

Name of Student, Branch, Programme and Institute

Roll No.

Original

Grade Cards

3 working days

Exam

Section

2. Transcripts (for the

students admitted in 2015

and onwards) preparation

and verification

Copy of paid E-receipt, Name of Student, Branch,

Programme and Institute Roll No.

Nil. 2 working days Exam Section

3. Dispatch of Degree &

Medals (not received in

Convocation) by post after

completing the formalities

by graduands

Communication Address, ID Proof, Institute Roll

No., Branch, Programme and year of award

Nil. 4 working days Exam

Section

4. Issue of Duplicate Grade

Card

Copy of paid E-receipt, Name of Student, Branch,

Programme and Institute Roll No.

Nil. As per instruction of

the Dean (Academic

Exam

Section

. . Affairs) , i

5. Receiving of Degree by

graduands on counter

ID Proof, Institute Roll No., Branch, Programme

and year of award

Nil. Same day Exam

Section

6. TC-cum-Migration

Certificates

For UG/IDD: Photocopy of Final Semester Grade

Sheet, Copy of E-receipt

For PG/Ph.D.: Application through HoD,

Photocopy of Final Semester Grade Sheet, Copy of

E-receipt

Nil. Same day Exam

Section

7. Bonafide Certificates/

Other Certificates

Application by the Student only for Semester-I Nil. Same day Exam Section

8. Degree Verifications Request Letter with concerned student details Nil. Within a week Exam Section

9. Registration/Semester

Exams./Results/ Meetings

/Convocation and other

works

Nil. Nil. As per Academic

Calendar

Deputy Registrar

(Academic)

OFFICE OF THE ACADEMIC AFFAIRS, CIHTS, VARANASI

Details of the service Check List Maximum

processing time

for the office

Contact details

of the concerned

official

S.

No

Requirement from the

stake holders

1. Acceptance of Joining

Report

Joining report to be

submitted through concerned

HoD / CoS.

1. All formats provided with the

offer letter have been filled-in and

forwarded by the

Head/Coordinator.

2. Self attested copies of

certificates of educational

qualifications.

3. Self attested copies of

experience certificates

4. Relieving letter from previous

employer, if employed anywhere.

5. Medical fitness certificate from

CMO.

03 working days Deputy

Registrar

2. Leave Applications Application for leave (except

(except CL/SCL) CL/SCL) be submitted at

least 10 days before the

commencement of leave,

through HoD / CoS.

1. Leave application duly 03 working days.

forwarded by the HoD/CoS

concerned.

Deputy

Registrar

. .

2. Current family details for

sanction of paternity

leave/maternity leave.

3. Supporting documents, if any.

4. Leave entitlement as per

Statutes of the Institute and notices

issued from time to time.

3. No Objection

Certificate for Visa

Purpose

Request must be submitted

through concerned

HOD/COS .

1. Invitation letter for official visit.

2. For personal visits, purpose

must be mentioned.


Registrar

4. Sanction for

encashment of leave

on superannuation/

Resignation/ Voluntary

Retirement/Premature

Retirement

The HoD/CoS concerned

shall furnish details of

availed/unavailed Vacation

Leave in the prescribed

format within 3 days of

superannuation/Resignation/

Voluntary

Retirement/Premature

Retirement/Death.

07 working days

after receipt of the

details from

concerned

HoD/CoS.

Deputy

Registrar

5. No-Dues Certificate The HoD/CoS concerned 03 working days Deputy

. . shall ensure to furnish no

dues certificate at the

earliest.

after receipt of the

same from

concerned

Department /

School.

I Registrar

6. Resignation/ Technical

resignation/ Lien /

Voluntary Retirement/

Premature Retirement

Application must be routed

through HOD concerned

keeping in view the notice

period, if any.

1. Exact date of relieving must be

mentioned

in the letter.

2. Proof regarding submission of

application through proper

channel

3. Copy of offer letter must be

enclosed, if

going to join a position in other

Institution /

Organisation.


Registrar

7. Processing of request

for deputation

Application must be routed

through HOD concerned.

1. Exact date of relieving must be

mentioned in

the letter.



channel.


Registrar

. . 3. Copy of offer letter.

8. Issue of No Objection

Certificate/Vigilance

Clearance Certificate to

appear in interview etc.


through concerned HoD



channel.

2. Copy of call letter.


Registrar

LTC Section

No.

S. Details of the Services Check List Maximum Processing

period for applications/

requests from the date

of receiving for

payment

Requirement from the Stake

Holder/Employees

Contact

Details

of the

concerne

d

official

LTC advance/payment

1. and

n

Leave Encashment on LTC prescribed proforma g

n 1. Submission of LTC application 10 working days

in prescribed format along with

of applicatio

Submission

al

0

Assistant

Registrar

suppo rt

with relevant ing

documents, duly recommended

by Head

Leave Encashment form, i f

required, must be prior to

Journey date

2. Leave sanction copy

3. Ticket & Original Boarding

Pass in case of Air Travel, as

per rule of GoI

4. Forwarding by

Head/Coordinator/Unit

Incharge

advance/claim

on LTC

and leave

encashment required for LTC.

5. Any other requirement as per

Institute/Govt of India norms

Submission of request in the

prescribed format along

relevant supporting documents

duly recommended by

concerned HoD/ CoS/

Section

In-charge.

2. 07 working days

(sanction and

communication after

receipt of sanction of

Assistant Registrar LTC Approval

leave from concerned

Unit)

3. LTC Settlement 04 working days Account Section Supporting bills/ cash deposit

Receipt of excess amount&

documents as per requirements

Submission of claim on the

prescribed form

Salary & Recovery Section

S. Details of the Services

No

Requirement from the Stake Check List

Holder/Employees

Maximum

Processing

period for

applications/

requests from the

date

Contact

of the

concerned

official

of receiving

payment

Account Section Leave Salary and Pensionary

Benefit Payment

A letter may be sent from

respective office regarding

encasement of 300 days leave.

Complete Leave Details till 1. date

of Retirement of the concerned

employee

2. Sanction letter from Admin

10 working days

2. GSLI

Account

Section Bill may be submitted to the

salary section with due signature

of respective Head of the office

Bill with relevant letter addressed 10 working days

5 working days

Account

Section 3. Guest Faculty Payment

(Honorarium)

Submission of claim on Form 5

in the prescribed proforma duly

recommended by the

Head/Coordinator

1. Copy of Sanction of fund/

approval of competent authority.

2. Invitation letter

3. Details of the classes taken

4. 10 working days

Account

Section 1. Submission of self certified

again originalbillsNoucher st

respective claims.

2. Date of Birth of Child

Any other requirement as

3. per

Govt of India norms

Tuition Fee/Children Education

Allowance

Submission of claims along with

relevant documents in Form 5.

10 working days

Account

Section

5.

Payment to Outsourcing Agency Submission of certified bill 1. Absentee statement

2. Wage calculation sheet

3. Tax Invoice

4. EPF contribution along with

challan

Tax Deduction, if required,

5. along

with challan

Account

6. Salary/wages payment to daily

wagers

Submission of certified bill upto

5th day of that month

1. Absentee statement

2. Wage calculation sheet

alongwi

By 10th of every month Section

3. EPF contribution th

challan

required

4. Tax Deduction, if

alongwith Challan

Medical Reimbursement

Contact

of the

concerne

d

official

No.

SI. Details of the Services

Holder/Employees

Requirement from the Stake Check List



of receiving for

payment

Maximum Processing

1. Medical reimbursement

Account

Submission of certified bill as 1. Signature and forwarding of 10 working days Section

per prescribed format

the Head/Coordinator/Incharge

2. Original bills along with check

list

3. Cash Voucher and copy of

prescription page

4. Signature and seal of

consultant in case of treatment

Within CIHTS.

5. Admissibility of the claim as

per rule

6. All supporting document

related to the claim.

7. Any other requirement as per

format

Provident Fund

Sl.

No.

Details of the Services

Requirement from the

Stake

Holder/Employees

Check List Maximum Processing



of receiving for

payment

Contact Details

of the concerned

official

1. GPF advance/

withdrawal

Submission of prescribed

form

12A alongwith forwarding

Head/Coordinator/ Incharge

1. Balance available

2. Admissibility as per GPF Rule

3. Conditions for Withdrawal

along with requisite

documents, if necessary

5 working days

Assistant Registrar

(Account)

GPF final payment None None Payment on the Date of

retirement

Assistant Registrar

(Account)

CPF Advance/ Withdrawal

Submission of prescribed form

along with forwarding

1. Balance available

2. Admissibility as per GPF Rule\

5 working days Assistant Registrar (Account)

, . Head / Coordinator/

Incharge 3. Conditions for Withdrawal

along with requisite

documents, if necessary

CPF Final Payment Submission of request

prescribed Form 5 along

with

forwarding

Head/Coordinator/ Incharge

Requirement as per Institute/Govt of

India norms

5 working days from the

date of receipt of request

Assistant Registrar

(Account)

NPS Conditional Withdrawal

online

Submission of request

by the subscriber

Requirement as per NPS regulations

as amended from time to time

As per NPS payment

procedure

Assistant Registrar (Account)

. .

NPS Final payment

Submission of online

request

by the subscriber

1. Submission of Online

generated withdrawal form

alongwith Photo

As per NPS

payment

procedure

Assistant Registrar

(Account)

2. Copy of Address Proof

3. Copy of Identity Proof

4. Signature of 2 Witness

5. Details of Annuity purchased

for Pension scheme

6. Requirement as per NPS

regulations as amended from

time to time, if any

SERVICE BOOK, CIHTS, VARANASI

S.

No

Details of the service Requirement from the

stake holders

Check List Maximum processing

time for the office

Contact details of

the

concerned official

1. Retirement Notice:

Issue of retirement notice

NONE Service Book Within 15 working

days

Admin I/ Admin-II

2. On Superannuation/

Retirement from Service:

Following documents are

required:

1. Specimen signatures,

Duly attested, in

duplicate.

Within 30 working

days

Admin I/ Admin-II

(i)- Grant of Pension &

Gratuity

(ii)- Grant of Capitalized

Value of Pension due to

Commutation of pension to

the extent of 40%.

(iii)- Grant of Ordinary

Family Pension (Enhanced

Rate as well as Normal

Rate) jointly in favour of

Spouse.

1. Form for Pension

2. Two specimen signatures,

duly attested in duplicate.

3. Two copies of joint

photograph of with

wife/husband (passport

size) duly attested in

envelope.

4. Two slips each bearing

thumb and finger

impressions duly attested

(Female for right

2. Two copies of

photograph of

wife/husband (passport

size)

duly attested in envelope.

Two slips each bearing

3. thumb

and finger impressions

attested (Female For

hand/Male for left hand).

4. Two slips each

particulars of height

identification marks

attested.

S. Details of the service Requirement from the Check List

Maximum

processing Contact details of the

No stake holders time for the office concerned official

3. including Family Pension claims are Same as cited at Sl. No. 1. Family Pension

provisional family pension

to spouse/dependents of

deceased NPS subscriber

Within 30 working Admin-I/ Admin-II

days processed in a similar way

as cited at Si. No. 1.

4. Admin-I/ Admin-II Revision of Pensionary

benefits due to revision in

Pay

On receipt of revision order,

pension claims alongwith

other supporting documents

claims are audited and

processed in a similar way

as cited at Sl. No. 1

1. Copy of PPO

2. Pay Revision order

residenti

3. Current al

address, if there is a

change

Within 30 working

days

5. None Revision of DR Order from Ministry Same month's pension

if order received till

15th

of the month,

Admin-I/ Admin-II

6. At present Suo moto

Admin-I/ Admin-II Revision of additional

pension (Above 80 Years)

Office Copy of PPO of

the

Pensioner

Same Month's

Pension

7. At present Suo moto

Admin-I/ Admin-II Restoration of

Commutation

Office Copy of PPO of

the

Pensioner

Same Month's

Pension

CITIZEN'S CHARTER FOR SERVICES AT ADMIN-II

Name of the

Service

Sr.No. Maximum time for

processing of

application/request

Requirement from the stake

Holder/Employees

Check List Concerned

Office

Acceptance of Joining report to be submitted

along with duly filled-in all

the formats provided with the

offer letter and all relevant

documents through concerned

HoD/CoS/Section In-charge.

I. All formats provided with the

offer letter duly filled-in

and

forwarded by the Head/

Coordinator.

Self attested copies of

2. certificates

of educational qualifications

and

03 working days

Application for leave (except

CL) must be submitted well

in advance i.e. at least 07

experience certificates.

previo 3. Relieving letter from us

employer, if employed

anywhere.

fro 4. Medical fitness certificate m

CMO/SS Hospital.

Leave application duly 1. forwarded

by the HoD/ CoS concerned.

2. Current family details are

01

02

Joining Report

Leave Applications

Admin-II

Admin-II 03 working days

days before the

required for sanction of

paternity

commencement of leave leave/maternity leave.

through HoD/ CoS/ Section 3. Supporting documents, if any.

In-charge. 4. Leave entitlement must be

ensured as per the Statutes of

the

Institute and notices issued

from

time to time before applying

for the same.

03 Permission for Request must be submitted Invitation letter must be

1. enclosed 07 working days Admin-II

visiting abroad/No

Objection

Certificate for Visa

Purpose

through concerned HOD/

COS/ Section In-charge 15

days before the date of visit.

with the application, if it

is official visit.

In case of personal visits,

2. purpose must be mentioned.

04 No Objection

Certificate for

Passport


through concerned


1. An undertaking in the prescribed

format.

2. Two passport size photographs.

07 working days Admin- II

05 No Objection Request must be submitted 1. Leave application duly forwarded 07 working days Admin- II

higher studies

Certificate for through concerned


by the HoD concerned.

2. Supporting documents, if any.

3. Leave entitlement Must be

ensured as per the Statutes of the

Institute and notices issued from

time to time before applying for

the same.

06 Forwarding of

application for

outside

employment/deputa

tion


through concerned HoD

Section In-charge.

1. Application in the prescribed

format.

2. Copy of advertisement.


07 Request must be routed

through LTC Cell of the

Institute before proceeding on

LTC.

Encashment of

leave on LTC

03 working days after

sanction of LTC

Admin- II

08 Pay fixation/ Pay

protection etc.


through concerned HoD/CoS

within one month from the

date of joining the Institute.

For pay protection LPC issued from

previous employer is mandatory and

he/she should have applied through

proper channel.


09 Correspondence Request must be submitted Full details of previous employment 15 working days Admin- II

with previous

employer for any

reason

through concerned


and employer must be mentioned in

the letter.

10 Counting of past

services for

pensionary benefits


through concerned HoD/CoS

within three month from the

date of joining the Institute.

1. He/she should have applied

through proper channel for the post

in the Institute.

2.Fulldetailsofprevious

employment and employer must be

mentioned in the letter.


Date post:	09-Jan-2022
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CENTRAL INSTITUTE OF HIGHER TIBETAN STUDIES

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