Page 34 - SOP Final

SOP FOR CONDUCTION OF MEETING

Objective:

a) To detail the agenda and the purpose of the meeting
b) To collaborate with staff on developing norms for expected behavior

Responsibility:
 All the teaching/non-teaching staff members
 Heads of the respective Departments
 Deans

Procedure:

Target
Sl. Activities Responsibility
dates/days
1 Preparation of Agenda for the meeting Dean & HoD Before 2 days
Posting the Agenda to all the teaching /non-
2 HOD Before 2 days
teaching faculty members
Preparation of materials that is required for the HoD & Before the
3
discussion in the meeting Members meeting
Making arrangement such that they are unoccupied at
4 HoD & Members A day before
the time of meeting
Availability of the fixed venue & arrangement of
5 Attenders A day before
chairs should be made
The Day
6 A Reminder for the meeting HOD
morning
Before 10
7 Arrival of members and HOD to the venue HoD & Members
minutes
Commencement of the discussion based on the Agenda HoD & Faculty
8 On time
with general greeting.(Adhering strictly to the agenda) Members
During the
9 Taking Minutes Assigned person
meeting
Work allotments that is made in the discussion Concerned During the
10
should be noted members meeting
Dean, HoD & Last session of the
11 General discussions & suggestions
Members meeting
Last session of the
12 Refreshments can be provided to attendees Attenders
meeting
13 Ending of the meeting HOD On time
Next day of the
14 Making of minutes in both soft & hard copy Assigned person
meeting
Distributing / emailing the minutes to all the present and
15 absentee members along with a copy to Principal & Assigned person Next day of the
meeting
Registrar.
Minutes been acknowledged by HOD & faculty & staff Dean, HOD & Next day of the
16
members Members meeting
Next day of the
17 File the minutes Assigned person
meeting

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