Standard-Operating-Procedures

Standard Operating Procedures – Hackathon Participation Guidelines

1. Objective

To streamline and standardize the process for student participation in Hackathons (codeathon, project presentation, ideathon etc) , ensuring academic compliance, quality control, and proper documentation.

2. Pre-Application Process (Student Responsibility)

Students intending to participate in a hackathon must follow the steps below:

Step 1: Initial Request Submission

Students must approach their Class Advisor with the following details via the Forms/Excel Sheet as provided by the Hackathon Committee:

• Events Details
  • Event Name
  • Date(s) of the Event
  • Organizing Institution / Platform
  • Mode of Event (Online/Offline/Hybrid)
  • Registration Deadline / Submission Date
  • Event Type (Codeathon, Ideathon, Multithon)
  • State-Level, National or International
• Team Details
  • Team Leader and Team Members (with Roll Numbers)
  • Idea / Problem Statement to be submitted
  • All Participants from TIFAC-CORE or multidiscplinary teams.
  • Departmental Mentor Details (Mandatory)
  • Any Crucial Details (fees, travel, selection rounds, etc.)

Link to the Request Submission Form

Step 2: Timeline Requirement

• The request must be submitted at least 7-15 days prior (depending on the announcements) to the hackathon submission/registration deadline.

3. Class Advisor Review

The Class Advisor will:

• Verify attendance percentage eligibility
• Check On-Duty (OD) limits
• Evaluate academic standing of the students
• Parents Approval (incase of traveling outside for participation)
• Provide initial approval or rejection

If approved:

• The request is forwarded to the Hackathon Committee via email.
  • Send an email to Dr. Rohini M (m_rohini@cb.amrita.edu) and Mr. Ramaguru Radhakrishnan (r_ramaguru@cb.amrita.edu) with Subject [Request for Approval][Hackathon] Event Name - Team Name , marked cc to team members, team mentor(s) and class advisor(s) of the students.

4. Hackathon Committee Review

The Hackathon Committee will:

• Evaluate the quality and relevance of the hackathon
• Assess:
  • Reputation of the event and the organising institute/platform
    • Institution
      • Based on their NIRF Ranking/Global Ranking
      • Based on experiences in organising similar prior events
      • Collaborations
    • Event
      • Number of Editions
      • Organized in association with any professional bodies like ACM, IEEE, CSI, etc and Government agencies like Police, MeiTy, banking.
  • Alignment with department goals
  • Technical Merit of the idea
    • Team’s Technical Capability
    • Team’s Tech Role Splitup
    • Prototype already available
    • Presented similar idea in any earlier hackathons (mention)
  • Prototype Demo (evaluated along with the Team Mentor(s))
• Provide final approval or rejection

4.1 Role of the Faculty Mentor

The Team shall choose the Mentor(s) of their chose based on their interest and problem domain aligned with the mentor.

Mentor should:

• Verify the Event details and Team details
• Verify and provide justification for chosing the problem statement (if applicable)
• Verify the proposed Tech Stack with Justification
• Verify the Team Role Splitup
• If the solution proposed is novel, mentor should ensure the IP Rights by contacting the Organisers.
• Verify the Prototype and follow-up meeting before the event
• Identify Alumni or Industry mentors (as and if applicable)
• Verify the final presentation and solution is aligned with Event type and Organising

5. Participation Guidelines

• Students must adhere to institutional rules during participation.
• Any deviation must be reported to the Class Advisor.

6. Post-Event Submission (Mandatory)

After participation, the Team Leader must submit the following:

• 📸 Photographic Proof (team at event)
• 💻 Prototype Demo (video / GitHub / presentation)
• 📜 Certificates of Participation / Achievement
• 📝 Completed OD Form

7. Approval and Documentation

Class Advisor Responsibilities:

• Verify submitted proofs
• Approve OD request
• Include participation in CRI (Cyber Readiness Index) computation

Hackathon Coordinators Responsibilities:

• Approve OD request
• Update department hackathon records
  • Potential of the idea
  • Potential of the team for future hackathons
• Upload all proofs and documents to Program Files

8. Important Notes

• Late requests (less than 15 days) may not be considered
• Incomplete submissions will lead to OD rejection
• Participation without prior approval will not be eligible for OD

9. Summary Workflow

1. Student → Submit request to Class Advisor
2. Class Advisor → Verify & forward
3. Committee → Evaluate & approve
4. Student → Participate in hackathon
5. Team Leader → Submit proofs & OD form
6. Class Advisor → Approve & update CRI
7. Coordinators → Record & archive

Department Hackathon Committee
Ensuring Quality Participation & Proper Recognition