Academics

Academics – Appointment of Course Writers

Document Name: Academics – Appointment of Course Writers

Document ID: PR-AC-CW

Version No. 1.1

Intended Recipient(s): Academics – Faculty

Document Objective: To define the process for appointment of course writers

Effective Date 19/03/2007

Name Signature

Process Owner Dean - Academics

Reviewed by Brig. R. S. Grewal

Approved by Rajen Padukone

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Appointment of Course Writers Version 1.1

Revision HistoryVersion

Release Date Prepared by Comments

1.0. 07/11/2006 Arati Arun Kumar New release

1.1 19/03/2007 Arati Arun Kumar

Details of appointment of Course Editor included with format for AppointmentFormat of Invitation Letter to Contributors includedChanges made to the flow chart to include process of Invitation Letters to be sent to ContributorsIncluded the Content Agreement

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Appointment of Course Writers Version 1.1

Table of Contents

1. Abbreviations.........................................................................................................................4

2. Definitions...............................................................................................................................4

3. Process Flow...........................................................................................................................5

4. Identification of Course Writers and Course Editors........................................................6

5. Annexures................................................................................................................................7

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1. Abbreviations

SMU Sikkim Manipal UniversityMUL Manipal Universal LearningPVC Pro Vice Chancellor, SMUCE-UP Chief Executive, University Programs, MULMember – AS Member – Academic Senate, SMUPH Program Head, SMUHOD Head of Department, SMUGM – Finance General Manager – Finance, MULEA Executive Assistant to CE-UP & Member – AS, MUL

2. Definitions

Contributors: Includes Course Writers and Course Editors

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3. Process Flow

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4. Identification of Course Writers and Course Editors

1. HOD- Academics will identify and prepare a list of Course Writers and send the list to the PVC (SMU) and CE-UP (MUL) for approval

2. A letter of Invitation will be sent to the approved list of Contributors by HODs. For the format of the Invitation letter please refer Annexure 1

3. On receiving a confirmation from the Contributors the terms of appointment is to be prepared as per the format provided in Annexure 2 below. This is kept as record with confirmations from Contributors. The details to be included would be as follows:a. Name of each course writer, qualifications and present employmentb. Course for which courseware is being written c. Subject being written d. Total no. of chapters being written. (This is to segregate, in the event that each

subject has multiple course writers) e. Remuneration to be paid

4. Subsequently a consolidated list is prepared which includes the details of all the Contributors, payment schedule and the total budget for courseware writing, as per Annexure 3

5. The HOD sends the consolidated list, payment schedule and budget, to the CE-UP for approval

6. The budgets allocated are as given below: Upto Rs. 20,000/- for undergraduate courses (@ Rs. 2000/- per chapter) Upto Rs. 25,000/- for graduation courses (@ Rs. 2500/- per chapter) The course writers are expected to write up to 10 chapters for which the amount

will be payable as mentioned above. No extra amount will be payable for any extra chapters over and above the 10 chapters.

Any variation to these rates has to be approved by CE-UP7. CE-UP sends approved payment schedule and budget to GM- Finance with copies to

PVC – SMU and HOD8. After budget is approved appointment letters to Contributors will be prepared by

faculty / HOD 9. Appointment letters for Course Writers and Editors as per template provided in

Annexure 4 & 5 respectively is prepared in duplicate and will be sent by HOD to PVC- SMU for signature & approval.

10. PVC- SMU returns signed letters to HOD, who thereafter dispatches the letter to various Contributors

11. The original letter is retained by the Contributors and the duplicate signed by the Contributors as a token of acceptance and returned to HOD

12. A copy of the appointment letter must be retained by the HOD for record and reference and the original accepted copy sent to the Executive Assistant of the CE-UP at Bangalore, who will hand it over to the GM-Finance at Bangalore

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13. The GM – Finance refers to approved payment schedule while making payment to the Course Writers. The payments are made to the Course Writers as per schedule mentioned in the table

14. To facilitate the process of payments, HOD- Academics must send a payment request letter or e-mail to GM Finance after clearance of each of the stages of completion, mentioning:a. That the work has been completed to the HOD- Academics satisfaction and, b. The payment (indicating the amount) may be released c. The amount to be paid

15. The Course Writers are also made to sign a Content Agreement which is a confidentiality agreement. Please refer Annexure 6 for a copy of the draft Content Agreement

16. Course Editors are identified internally from the existing Academics team17. External Editors may be appointed in case the available resource lack the requisite

expertise as per the process outlined for appointment of Course Writers above

5. Annexures

Annexure 1 Format for Invitations to Contributors

Annexure 2 Format for Terms for appointment of Course Writer

Annexure 3 Course Writer Details (Consolidated form)

Annexure 4 Template of appointment letter to Course Writers

Annexure 5 Format for Terms for appointment of Course Editor

Annexure 6 Content Agreement

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