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Ramesh Jha Mahila College
The women's college.







Particulars of organization, functions and duties of the Department




The University Grants Commission (UGC) is a statutory organization established by an Act of Parliament in 1956. It is a national body for the co-ordination, determination and maintenance of standards of  university education. The UGC serves as a vital link between the Union and State Governments and the Institutions of higher learning. In addition to its role of giving grants to universities and colleges, the university Grants Commission also advises Central and State Governments on the measures necessary for the improvement of University education. It also frames regulations such as those on the minimum standards of instruction and qualifications of teacher on the advice of subject specialists and academicians with whom it frequently interacts in connection with the formulation, evaluation and monitoring of programmes.


Section 12 of the UGC Act provides that the commission shall in Consultation with the concerned Universities, take all such steps as it may think fit for the promotion and coordination of university education and foe the maintenance of standards in teaching, examination and research. To teaching and research, extension was added as the third dimension of education in a policy decision taken by the commission in 1977. Various schemes/ programmes are implemented by the commission for promoting excellence and enhancing standards of institutions of higher education.


The commission consists of the Chairperson, Vice-Chairperson and ten other members appointed by the Central Government. The Chairperson is selected from among persons who are not officers of the Central Governments or of any State Government of the ten other members, two are selected from among the officers of the Central Government to represent the Government. Not less than four are selected from among persons who are, at the time they are selected, shall be teachers in the universities. The remainder and selected from among persons (1) who have Knowledge of, Experience in agriculture, Engineering, commerce, forestry, or industry, (2) Who are members of engineering, legal, medical, or any other learned profession and (3) Who are Vice-Chancellors of universities or who, not being teachers of universities, are in the opinion of the Central Government, educationists of repute or have obtained high academics distinctions.


Provided that not less than one- half of the number chosen under their clause shall be from among persons who are not officers of the central Governments or of any state Governments.


The Vice-Chairman shall exercise such of the powers, and discharge such of the duties, of the Chairman as may be prescribed.


Every appointment under this section shall take effect from the date on which it is notified by the Central Government in the official gazette.


For the efficient Disposal of business allotted to it, Departments are divided into Bureau, Divisions, Branches and Sections.


A Department is headed by a Secretary who acts as the administrative head of the Department on all matters of policy and administration with the Department.


The work in a Department is divided into Bureau with a Joint Secretary in charge of each Bureau. Such a functionary is normally vested with the maximum measure of independent functioning and responsibility in respect of the business falling with his Bureau, subject to the overall responsibility of the Secretary for the administration of the Department as a whole.


A Bureau comprises a number of Divisions each functioning under the charge of an officer of the level of Joint Director / JS/ Deputy Secretary. A division may have several branches each under the charge of an Under Secretary or equivalent officer.


A Section is generally the lowest organizational unit in a department with a well-defined area of work. It consists of Assistants and Clerks supervised by a Section Officer. Initial handling of cases (including noting and drafting) is generally done by Assistants and Clerks who are also known as the dealing hands.


At the administrative level, the Deptt. is headed by a Secretary who is assisted by One Additional secretary and a number of Joint Secretaries / Deputy Secretaries/ Under Secretaries and Section officers.


Functions & duties:


Name of Bureaux in the Department and Bureau-wise numbers of Division are shown below:


1. Administration – policy and establishment matters

2. Meeting Cell – Matter regarding co-ordination

3. Welfare – welfare of staff of UGC & maintenance of benevolent fund

4. Receipt & Issue (R&I) – Receipt & Dispatch of letters.

5. Information & Statistics (I&S) – Matter related to collection, update and compilation of statistical information.

6. Publication – Publication of all UGC documents including UGC Annual Report

7. Physical Education & Sports (PES) – Yoga Centre, adventure sports, NSO, simple Sanskrit speaking Centres.

8. XIth Plan – all work relating to XIth Plan

9. Pay Scale – All matters relating to pay scale of teaching staff

Pay Scale section deals with the following matters:-

(a) Qualifications, appointment and Pay Scale of Principals, Professors, Readers, Lecturers, Registrars, Directors of Physical Education and Librarians etc.

(b) Counting of past service, advance increments, age of superannuation, Reemployment of superannuated teachers, Pay Review Committee, Appointment of observers on behalf of UGC for the selection of Professors in Universities.

(c) Promotions under Career Advanced Scheme (C.A.S) Lecturer to Reader and Reader to Professor etc.

(d) To furnish information under RTI Act, 2005 to different Applicants.

(e)To provide requisite information for different Court cases.

(f)To attend different queries made under above matters.

(g)To reply different Parliament Questions.

10. Delhi Colleges (DC) – disbursing plan & non-plan grant to DC and monitoring thereof.

11. Central Universities (CU) – disbursing plan & non-plan grant to DC and monitoring thereof.

12. Deemed Universities (DU) - disbursing plan & non-plan grant to DC and monitoring thereof.

13. (SR)/HRP Major & Minor Research project in science, Humanities & Social sciences.

14. Travel Grants (TG) – for International Conferences

15. State Universities (SU) - disbursing plan & non-plan grant to DC and monitoring thereof.

16. Academic Staff Colleges (ASC) – Academic Staff Colleges With an aim to maintain high standards of teaching in Universities and Colleges, the Scheme of Academic Staff Colleges was introduced in 1986-87. There were 52 ASCs during 2005-06. The Commission approved 5 more ASCs in newly created and North- Eastern States namely Manipur University, North eastern Hill University, Kumaun University, Pt. Ravishankar Shukla University and Maulana Azad National Urdu University during 2006-07.



To understand significance of education in general and Higher Education in particular in global and Indian Context.

Linkages for socio-economic-cultural to achieve goals of higher education.

Sensitize/motivate teachers on various aspects of pedagogical tools and keep them abreast of latest developments in their subjects.


17. Teacher Preparation in special Education (TEPSE) and Higher Education for Persons with Special Needs (HEPSN)


The UGC has introduced the special schemes viz. TEPSE and HEPSN in 1999-2000 for the differently abled persons so that they are not ignored in the Higher Education system. These schemes have been implemented with an objective to develop courses for special teachers and counselors and also to provide facilities in various forms for the differently abled persons.


Description and objective of the Schemes/activities under the programme:


• To provide equal educational opportunities and experiences to disabled persons in Higher Educational Institutions.

• To encourage Universities/colleges of education in India to promote teacher preparation programmes in the field of special education.

• To create awareness among functionaries of Higher Education about specific educational needs of persons with disabilities.

• To equip the higher educational Institutions with the facilities to provide access to disabled persons.

• To explore suitable placement for the disabled graduates in public as well as private sector enterprises.

• To monitor the implementation of all existing and future legislation and policies pertaining to higher education for persons with disabilities.

• Assist disabled individuals to increase their sustainability in Higher Education.


18. Selection & Awards (SA) – JRF/SRF, scheme for Research Scholars, Emeritus Professor,


19. Legal - Co-ordination of all legal matters, appointment of advocates


a) To receive the Notice against UGC office issued by various courts of the Country.

b) To appoint Advocate.

c) To make Co-ordination in legal cases between the different Divisions and concerned Advocates.

d) To receive the Courts and to send the same to the various section of UGC for information.

e) Payment of Advocate Bills.

f) To provide legal opinion (from the Advocates) to various section on their demands.


20. Coordination, Policy & Planning (CPP)

CPP-II Policy planning, annual plan budget, formulation of other regulations for maintenance of standards, specification of degrees. Recognition of Universities under Section 2 (f) and 12 (B) of UGC Act, establishment of Deemed to be Universities under Section 3 of UGC Act.


Functions of CPP-II Bureau:

􀂃 Establishment of Chairs.

􀂃 Introduction of Bifrs.

􀂃 Parliament Questions/Audit paras relating to the seat.

􀂃 Consulting services/work study in Universities by Inst. Of Management studies.

􀂃 Consulting/Appointment of committee for various policy matters/SCHEs.

􀂃 Schemes relating Tax/Trade/N I EPA/Annual conferences.

􀂃 7University industry Interaction.

􀂃 Amrik Singh Committee - Task Force.

􀂃 Minorities Commission.

􀂃 Fee Regulations.

􀂃 Court Cases.

􀂃 Reservation of Physically Handicapped in Jobs & admission.

􀂃 One Time Grant to old Reputed Colleges/ Universities.


􀂃 Vice - Chancellor/Education Secretaries conference.

􀂃 All matters concerning Higher Education.

􀂃 Miscellaneous work

􀂃 Any other work assigned from time to time..

􀂃 Plan Budget, Annual Plan, BE, RE, Performance Budget etc., Zero based Budgeting, Re-appropriations, Annual Action Plan, Outcome Budget.

􀂃 All Nominations.

􀂃 UGC Act/Amendment.

􀂃 Parliamentary Standing Committee.

􀂃 Memorandum of understanding between UGC & Ministry of HRD.

􀂃 EFC Memo.

􀂃 ERC recommendations/Austerity Measures.

􀂃 Physical, Financial targets fixed/achieved.

􀂃 Finance Commission.

􀂃 Audit paras pertaining to the seat.

􀂃 Parliament Question.

􀂃 Miscellaneous reference received from Government of India.

􀂃 Specification of Degrees.

􀂃 Minimum Standard of Instructions.

􀂃 Ragging

􀂃 B.A./M.A. One Sitting.

􀂃 Indira Gandhi National Open University & Distance Education Council.

􀂃 Academic Calendar.

􀂃 Misc. reference-Ministry of HRD/General.

􀂃 Parliament Question relating to the seat.


21. National Education Test (NET) – conduct of NET examination and related matters

22. SCT – SC/ST Cells in Universities and their reservations in universities and colleges.

23Minority Cell – Welfare Schemes relating to Minorities.

24. NFE – Non Formal Education

25. Human Rights & Duties Education (HRDE) – financial Assistance for introduction of Degree/ Diploma and Certificate in HRDE

26. Special Assistance Programme (SAP) – SAP to universities in various subjects

27. ASIST – implementation of ASIST and innovative programmes

28. Library – all matters relating to UGC Library

29. Raj Bhasha (RB) – promotion of Raj Bhasha in UGC

30. Autonomous Colleges(AC) – conferment and renewal of autonomous status to colleges

31. International Co-operation(IC) – cultural exchange and area studies programme.

32. Desk Parliament – work related to replies of parliament questions and other matters related to parliament

33. IUC (Inter University Centre) – all matters relating to IUC including release of grants

34. Career Oriented Education (COE) – Promotion of career oriented education and release of grants for related schemes.

35. Regional Offices (RO) – All matters related to Regional Offices.

Regional Office Cell has been established in UGC Head Office which is working as coordinating section of six Regional Offices. Apart from dealing misc. enquiries regarding eleven schemes dealt by ROt organizing of meetings of RO's, approval of composition of committees, sanction of release of grant over and above the delegated powers of RO's Incharge, transfer of allocated funds in installment, re-appropriation of funds etc. are done by RO Cell.


A. Northern Region College Bureau (NRCB)

Release of grants to colleges under Northern Region and Networking of Northern Regional Colleges one of the UGC Regional Office viz. Northern Regional Office Ghaziabad has been converted into Northern Regional Colleges Bureau and shifted from Ghaziabad to 35, Ferozshah Road, New Delhi, w.e.f. 25.9.2001.


B. Western Regional Office (WRO)

Disbursement of grants to colleges in Maharashtra, Gujarat and Goa.


36. Basic Scientific Research in Universities (BSRU) – All matters related to Basic Scientific Research in Universities.

37. RTI Work relating to Right to Information Act:

The Right to Information Act Section attends to the applications of persons submitted under the Act of RTI. During this year there were 1100 applications received up to July, 2007. The applicant requests for various types of information dealt in different sections of the UGC. Each application is marked to 2-3 sections for providing information. The required number of photocopies of the application including Annexure are got done by the staff of RIA Section. The covering note highlighting the question of the applicant is typed and then sent to P.I.O. for signature and onward transmission to concerned Bureau. The concerned Bureau prepares the reply and thereafter these fair letters are signed by the Public Information Officer and these are dispatched to the applicants through RIA Sections. This is a time

bound work and the reply to the applicant is required to be sent within 30 days from the

receipt of the application in UGC.


An amount of Rs.10/- is received along with the application in the form of Demand Draft/Postal Orders. These Demand Drafts/Postal Orders are removed and after preparing the detail these are sent to Finance Division. Sometimes the applicant directly comes to section for depositing the cash amount. The cashier is requested to deposit the cash with as RTI fee.


Sometimes the applicants do not get their reply within the stipulated time of 30 days or they are not satisfied with the reply and they appeal to the Central Information Commission for non-receipt of reply or insufficient information. A notice from the Central Information Commission (CIC) is received for appearing before it along with the replies sent to the applicant and in case the reply is delayed the reasons thereof. The Public Information Officer, UGC appears before the Commissioner (CIC) along with the officers of the concerned Bureau. The case is heard and the orders passed by the Commissioner.


38. Joint Cadre Review Committee (JCRC) – Work relating to Pay scales of non teaching staff in Universities.

39. NS & PE – New schemes & Potential for excellence.

40. Examination Reforms -The UGC from time to time has been suggesting to universities various measures for examination Reforms with a view to bringing greater reliability, validity and objectivity of the Examination system, & also to establish close linkage between teaching, learning and evaluation The methods adopted in carrying out its assigned duties. The Commission has also advised to all the Universities the minimum Examination Reform programme relating to redesigning of Syllabi/Question papers and conduct of Examination.


41. Information & Statistics (I & S)-

The University Grants Commission, an Apex Body of Higher Education, established under the Act of the Parliament with Autonomous character in 1956, is entrusted with the tasks of coordination, determination and maintenance of standards of higher education in India. As per its Act 1956, the University Grants Commission, in addition to providing financial grants to Universities and Colleges/ Institutions under its purview, has also been performing very important role covered under the said Act. The UGC, under Chapter III: Powers & Functions of the said UGC ACT 1956 has to perform all such duties as are detailed


􀂙 Section 12, item (h): Empowered UGC to collect information on all matters of university education in India & other countries.

􀂙 Section 12, item (g): Empowered UGC to advice the Central or State Govt or University on any question which may be referred to the Commission by the Central or State Govt or the University, as the case may be.

􀂙 Section 12, item (i): The University is to furnish the information as may be needed to the financial position of the University.

􀂙 Section 2(f), Section 12 (A) (1) (a) : Provides definitions of University, college, affiliation, student.




In order carry out all the first four functions as per the Act of The UGC 1956, the University Grants Commission established Information & Statistics Bureau in 1967 to perform the above statutory functions & duties on behalf of the UGC.


The UGC-ISB has been regularly providing statistical information and dissemination of knowledge services with augmenting the statistical information based on collection of various items and parameters from the prime sources of University/ University level institutions/Colleges directly. It provides services to essential higher education users and communities including academics & academic bodies, universities/Institutions, assembly, parliament & parliamentarians, MHRD & Higher Education players, Ministries, professional education users, news editors, embassies, national & international organizations etc. The major functions and duties covered are

􀂙 Matters related to collection, compilation, analysis, publication and dissemination of higher education knowledge & statistics

􀂙 Provide information for the UGC annual report (chapter 2) on higher education system: statistical growth of institutions, enrolment, faculty and research.

􀂙 Support services to UGC on the queries of the Parliamentarians, the Parliament, Ministries, MHRD, CSO and similar Bodies etc

􀂙 Catalytic support to universities / institutions of higher education and learning, students, academic communities/users, researchers, parents, Indian/ foreign embassies, agencies, organizations & other Higher education communities.


The Information & Statistics Bureau is headed by the Secretary who acts as the administrative and executive head and the principal on all matters with the support of the Officers under the Bureau Officers with a Bureau Head as the senior most officers to control and guide the Bureau as per the prevailing practice in the UGC.




ISB collects data / information through circulation of formats to the Universities/Institutions of higher education normally for formal system of higher education. ISB’s normal collection are on basic facts & figures are students enrolments (gender, faculty-cum-department wise, education levels, category), teaching staff (department-cum-designation wise, gender, category). Parameters are gradually increasing with demands from the MHRD, Parliamentary Standing Committees etc

The formats are

Format A– UTD (university teaching departments)

Format B– AC (Affiliated Colleges)

Format -- Library

Format – Exam (examination results)

Format – I / II - doctorate degrees awarded

Format – Directory of professors

Format – IS - Finance

Format – IS - UTD/ UC/ CC foreign students

Format – List of Colleges (Directory of Colleges)

Format – Vacant positions in Universities/ Institutions

Information to cover the demand on Indian higher education issues

􀂾 Aspiring age groups at different levels & types of higher education in Indian population

􀂾 Multifacets anomalies in roles & functions of Higher Education players in present day transformation & global changing scenario of Higher Education

􀂾 Data unavailable on foreign Universities in India

􀂾 UGC as per 2(f) and 12B College Directory covers 5589 colleges whereas there are about 18500 colleges as on 2006

􀂾 Enrolment of the students for the Courses being run by Universities / Institutions or fake Universities not in conformity and eligibility for running courses with due recognition of the authority are not accounted for but going into the main stream/system of higher education resulting erroneous value in enrolment & access ratio.