Grievance Redressal Committee (GRC)

1. Roles and Responsibilities of Chairperson:

• Lead the functioning of the GRC and ensure that all members perform their duties effectively.
• Provide strategic direction for addressing grievances and fostering a respectful work environment.
• Officially receive complaints submitted by faculty or staff (via portal, email, or physical form).
• Ensure complaints are acknowledged promptly and confidentially.
• Schedule and preside over GRC meetings to discuss and deliberate on received grievances.
• Ensure meetings are conducted promptly, with due seriousness and professionalism.
• Ensure both the complainant and the respondent are given an equal opportunity to present their side.
• Oversee the evidence-gathering and fact-finding process to ensure impartial inquiry.
• Guide the committee in arriving at a fair and just resolution.
• Sign off on the committee’s recommendations or report to higher authorities (e.g., Director, Governing Body, Academic Council etc.) if needed.
• Communicate the GRC’s decisions or recommendations to all relevant stakeholders.
• Uphold strict confidentiality throughout the grievance handling process.
• Ensure all grievance procedures are in line with AICTE/UGC/state guidelines.
• Recommend updates to the grievance policy if procedural gaps are identified.
• Monitor the implementation of resolutions or corrective actions suggested by the GRC.

2. Roles and Responsibilities of Secretary:

• Receive grievance applications submitted by faculty or staff and verify their completeness.
• Maintain a grievance register or digital log of all complaints received, including date, nature of grievance, and current status.
• Act as the primary point of contact between the complainant, respondent, Chairperson, and committee members.
• Inform all involved parties of meeting schedules, proceedings, and outcomes as directed by the Chairperson.
• Prepare agenda items, background notes, and supporting documents for GRC meetings.
• Send meeting notices and ensure quorum is met for decision-making.
• Take and maintain accurate minutes of each GRC meeting, including decisions made and action items assigned.
• Ensure all records are properly archived for reference and compliance purposes.
• Ensure that all grievance handling procedures follow institutional policies and regulatory guidelines (AICTE/UGC).
• Assist the Chairperson and committee in interpreting relevant rules, service conditions, or institutional codes of conduct.
• Track the implementation of GRC decisions or recommended actions.
• Ensure that no information is disclosed to unauthorized individuals at any stage.
• Prepare periodic reports (monthly/quarterly/annual) on the status and trends of grievances for submission to the Principal or Governing Body.

3. Roles and Responsibilities of University Nominee

• Act as a neutral observer representing the affiliating university.
• Ensure that the grievance redressal process is conducted in a fair, unbiased, and transparent manner.
• Attend GRC meetings where faculty or staff grievances are discussed.
• Provide input, advice, or perspective from the university’s point of view during deliberations.
• Ensure that the institution adheres to the relevant norms, policies, and grievance redressal procedures as per AICTE/UGC/University regulations.
• Raise objections or concerns if deviations or procedural lapses are observed.
• Help maintain the credibility and integrity of the grievance mechanism by acting as an external check.
• Discourage internal bias, favouritism, or delay in addressing genuine grievances.
• Contribute constructively to discussions to help arrive at fair and amicable resolutions.
• In case of serious procedural violations or unresolved issues, report the matter to higher university authorities or regulatory bodies, if mandated.
• Uphold the confidentiality of all grievance-related discussions and records.

4. Roles and Responsibilities of DTE Nominee

• Maintain strict confidentiality of the proceedings and grievance records.
• Represent the Directorate of Technical Education in the grievance redressal process.
• Ensure that the grievance handling procedure complies with state government policies, service rules, and DTE norms.
• Attend all GRC meetings involving staff and faculty grievances.
• Contribute objectively without bias toward any individual or institutional interest.
• Monitor that all grievances are handled as per principles of natural justice, ensuring equal opportunity is given to both complainant and respondent.
• Raise concerns if procedural irregularities, delays, or lack of due process are observed.
• Ensure that the legitimate service rights of faculty and staff are protected.
• Advocate for fair interpretation and application of service conditions, promotions, leave entitlements, workload, and disciplinary processes.
• Provide expert advice on DTE guidelines, rules of service, or policy matters where institutional interpretations may be unclear.
• Suggest improvements in institutional policies based on DTE directives or best practices.