Standard-Operating-Procedures

Standard Operating Procedures - Class Advisors

1. Role of Class Advisor

The Class Advisor serves as the primary academic mentor and administrative coordinator for a batch of students. The advisor is responsible for monitoring academic progress, ensuring compliance with institutional policies, and facilitating communication between students, parents, faculty, and administration.

2. First Year Class Advisors – Additional Responsibilities

First-year students require structured onboarding and close monitoring. The Class Advisor shall:

2.1 Student Onboarding & Coordination

• Coordinate with Deeksharambh / Swagatham Team to obtain complete student details.
• Ensure students have:
  • Institutional Email ID
  • Amrita Univesity Management System (AUMS)
  • Campus Management System (CMS)
  • Access to MyAmrita Portal
• Follow up to ensure students receive:
  • ID Cards (within the stipulated time)
  • Uniforms

2.2 Documentation & Verification

• Identify students with pending document submissions.
• Follow up with students as per instructions from:
  • Admissions Team
  • Academic Office
• Ensure all required documents are submitted and verified.

2.3 Student Data Collection

• Collect and maintain:
  • Student personal and academic details
  • Admission category / quota (slab details)
• Submit relevant data for Program Files (NBA/IQAC documentation).

2.4 Parent & Student Communication

• Inform students about:
  • University policies and regulations
  • MyAmrita Portal usage
• Share and maintain:
  • Emergency contact number for the class
• Facilitate initial parent communication if required.

2.5 Class Formation Activities

• Conduct Class Representative (CR) elections.
• Communicate CR details to:
  • Course instructors
  • Department/administration

2.6 Academic Orientation

After commencement of classes, brief students on:

• Course structure and curriculum
• Continuous Assessment (CA) and Internal Evaluation
• End Semester Examination pattern
• Examination procedures and malpractice rules
• Attendance policy and minimum requirements
• Course prerequisites and expectations
• Office of Student Affairs (Welfare) and their Privileges

3. General Responsibilities (Applicable to All Years)

3.1 Course Registration & Academic Enrollment

• Facilitate course registration for students from Semester 2 to Semester 8 at the beginning of each semester.
• Coordinate with the Department Academic Coordinator regarding:
  • Regular course registration
  • Supplementary registration
  • Direct 100 registrations
  • Course re-registration (repeat courses)
• Ensure all students are:
  • Properly registered within deadlines
  • Aware of eligibility and academic requirements
• Verify and maintain records of student registrations for audit purposes.

3.2 Attendance Monitoring

• Track and review student attendance regularly as per the Department and University Attendance Policy.
• Identify students with low attendance and initiate corrective measures.
• Ensure compliance with institutional attendance policies.

3.3 Academic Monitoring

• Maintain a Class Advisor Notebook / Digital Record.
• Record:
  • Attendance
  • Internal marks
  • Academic progress

3.4 Mentoring & Counselling

• Conduct regular counselling sessions.
• Address:
  • Academic challenges
  • Behavioral concerns
  • Personal issues (if required)

3.5 Result Analysis

• Perform post-examination result analysis.
• Identify:
  • Slow learners
  • Advanced learners
• Plan and document corrective actions.

3.6 OD (On-Duty) Tracking

• Monitor participation in:
  • Hackathons
  • CTF competitions
  • Technical and non-technical events
• Maintain proper records for OD approvals.

3.7 Student Development Tracking

• Track:
  • Awards and recognitions
  • Co-curricular and extracurricular activities
• Update records in:
  • MyAmrita Portal
  • Advisor Notebook

3.8 Institutional & Club Activities

• Encourage participation in:
  • Department events
  • School/University events
  • Clubs and professional bodies
• Track student involvement.

3.9 Continuous Comprehensive Monitoring (CCM)

• Conduct at least 2 CCM reviews per semester.
• Document performance, feedback, and action plans.

4. Final Year Class Advisors – Additional Responsibilities

Final-year students require focused career and academic completion support.

4.1 Placement Support

• Monitor student participation in:
  • Placement drives
  • Internship opportunities
• Ensure all eligible students are actively engaged.

4.2 Higher Studies Guidance

• Identify and guide students for:
  • Higher education (M.Tech/MS/PhD)
  • Competitive examinations

4.3 Research & Publications

• Encourage and track:
  • Paper publications
  • Final year projects
  • Internship certifications

4.4 Distinction & Awards Tracking

• Identify students eligible for:
  • Distinction
  • Academic awards

4.5 Academic Completion

• Ensure:
  • Completion of all course credits
  • No pending academic requirements

4.6 Student Recommendations

• Provide recommendations for:
  • Placements
  • Higher studies
  • External opportunities

5. Documentation & Compliance

• Maintain:
  • Class Advisor Notebook (mandatory)
  • Digital records (MyAmrita updates)
• Ensure records are:
  • Updated regularly
  • Available for NBA/NAAC audit

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6. Important Notes

• All responsibilities must be carried out systematically and periodically.
• Timely documentation and reporting are mandatory.
• Non-compliance may be treated as administrative negligence.