TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College is committed to a transparent, inclusive and student-centred admission process. This policy establishes the institutional framework for admission governance, eligibility verification, seat allotment, reservation compliance, scholarship guidance, record maintenance and grievance handling in alignment with applicable statutory and competent authority requirements.

2. PURPOSE

To ensure lawful, transparent, merit-based, inclusive and well-documented admission, reservation, scholarship guidance and student enrolment processes for all approved programmes.

3. SCOPE

All applicants, admitted students, approved programmes, admission categories, counselling / allotment routes, fee and refund processes, scholarship facilitation and admission records handled by the Institution.

OBJECTIVES

4. OBJECTIVES

• Follow AICTE, Anna University, DOTE / Government of Tamil Nadu and other competent authority notifications applicable for each admission year.
• Ensure that admissions are made only against approved programmes, sanctioned intake and permitted admission categories.
• Provide clear information on eligibility, documents required, fee process, scholarship support and admission timelines.
• Maintain fairness, transparency, non-discrimination and accountability in admission and seat allotment processes.
• Support eligible students in identifying and applying for Government, AICTE, State, community and institutional scholarship opportunities.
• Maintain accurate admission, scholarship, fee, refund and enrolment records for statutory reporting, audit and quality assurance.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. No admission shall exceed sanctioned intake or violate eligibility, approval, reservation or category rules applicable for the admission year.
2. Admissions shall be based on merit, eligibility, counselling/allotment rules and legally permitted institutional admission procedures.
3. All applicants shall be treated with fairness, dignity and without discrimination.
4. Admission and scholarship information shall be communicated only through authorized institutional channels.
5. Original certificates, student data, scholarship documents and fee records shall be handled with confidentiality and accountability.
6. No employee, agent or intermediary shall promise admission, scholarship, fee concession or seat allotment outside authorized procedures.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

POLICY PROVISIONS

7.1 ADMISSION GOVERNANCE

The Institution shall conduct admissions only through lawful, transparent and duly authorized processes. The admission process shall be governed by the sanctioned intake, approvals, affiliation requirements, autonomous academic regulations, Government of Tamil Nadu / competent authority notifications, Anna University requirements and AICTE norms applicable for the concerned academic year.

7.2 UNDER GRADUATE DEGREE

POLICY PROVISIONS — CONTINUED

7.3 POST GRADUATE DIPLOMA / POST GRADUATE DEGREE / POST GRADUATE CERTIFICATE

7.4 APPLICATION, VERIFICATION AND CONFIRMATION

1. Admission information shall be published through authorized institutional channels with programme details, intake, eligibility, fee information, documents required, contact details and admission timelines.
2. Applications shall be registered and acknowledged through the authorized admission office or approved digital system.
3. Original certificates and supporting documents shall be verified by authorized personnel before confirmation of admission.
4. Any discrepancy, suppression of information, forged certificate or ineligibility shall be recorded and dealt with as per institutional and competent authority procedures.
5. Provisional admission shall clearly specify pending conditions, if any, and the timeline for compliance.
6. Admission shall be confirmed only after completion of eligibility verification, fee process, document submission and approval requirements.

POLICY PROVISIONS — CONTINUED

7.5 FEE, REFUND AND STUDENT RECORD CREATION

7.6 SCHOLARSHIP AND FINANCIAL ASSISTANCE SUPPORT

The Institution shall guide eligible students to apply for Government, AICTE, State, community, welfare and institutional scholarship opportunities through the respective official portals and competent authorities. The Institution shall not guarantee award of any scholarship; eligibility, selection, sanction and disbursement shall remain subject to the rules of the respective scholarship authority.

POLICY PROVISIONS — CONTINUED

7.7 SCHOLARSHIP PROCESS CONTROL

1. Scholarship information shall be communicated through official notices, department coordinators, student support offices and institutional digital platforms wherever applicable.
2. Students shall be responsible for submitting accurate applications and valid documents within the prescribed timeline.
3. The Institution shall verify only the records under its authority and shall not alter student declarations or external portal data.
4. Duplicate claims, false certificates, incorrect bank details or suppression of scholarship already received shall be treated as non-compliance.
5. Scholarship application records, verification logs, sanction details and correspondence shall be retained for audit and accreditation purposes.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Management / Principal shall approve admission governance, authorized officials and institutional procedures.
• Admissions Office shall coordinate applications, counselling support, verification, allotment, communication and admission confirmation.
• Scholarship / Student Support Section shall guide eligible students regarding applicable scholarship schemes and coordinate institutional verification wherever required.
• Departments shall support programme-specific counselling, eligibility clarification, student orientation and document follow-up.
• Accounts Section shall handle authorized fee receipt, fee reconciliation and refund processing as per applicable rules.
• Applicants and students shall provide accurate information, valid documents and complete all admission and scholarship requirements within the notified timelines.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Publish approved admission information and scholarship guidance through authorized channels.
2. Register applications and verify programme eligibility, category certificates and required documents.
3. Prepare admission / allotment records as per applicable merit, counselling, category and institutional procedures.
4. Issue provisional or confirmed admission communication after verification and approval.
5. Collect fees only through authorized systems and issue official receipts.
6. Create student master records and reconcile admission, fee, scholarship and intake data.
7. Guide eligible students to apply for scholarships through official portals and complete institutional verification wherever applicable.
8. Resolve admission or scholarship-related grievances through the designated office or committee and maintain records.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Admission notifications, sanctioned intake and approval records
• Application forms, eligibility verification sheets and certificate copies
• Merit lists, counselling / allotment records and admission approval records
• Fee receipts, refund records and concession approval records
• Scholarship circulars, applications, verification records and sanction details
• Student master data, enrolment records and statutory reporting files
• Admission and scholarship grievance records

11. MONITORING INDICATORS

• Intake compliance and approved programme-wise enrolment
• Application-to-admission conversion and admission confirmation timelines
• Eligibility / document verification accuracy
• Scholarship awareness and application support coverage
• Scholarship verification and grievance disposal timelines
• Refund processing and admission data reconciliation accuracy

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

REVIEW AND APPROVAL

14. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval by the competent authority.

15. REFERENCES

• AICTE Approval Process Handbook and Faculty Norms, as amended from time to time
• UGC, DOTE TN, Anna University and autonomous academic regulations, as applicable
• Institutional Strategic Plan 2025–2030, IQAC procedures and approved committee minutes
• National Education Policy 2020 and institutional HR/Appraisal policies

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.