TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Consultancy enables faculty expertise, laboratory capability and institutional knowledge to serve industry, government, MSMEs, startups and society.

2. PURPOSE

To define the rules for approval, execution, costing, revenue sharing, resource use, confidentiality, intellectual property, reporting and closure of consultancy assignments.

3. SCOPE

All consultancy, testing, training, design, analysis, software development, advisory, survey, prototype, laboratory and expert services undertaken through the Institution.

OBJECTIVES

4. OBJECTIVES

• Promote industry-relevant faculty engagement.
• Ensure consultancy is approved, costed, contracted and recorded.
• Protect institutional reputation, confidentiality and IP.
• Create revenue and real-world learning opportunities.
• Support MSMEs, startups, government bodies and community technology needs.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Consultancy shall be routed through institutional channels.
2. Teaching and examination duties shall not be neglected.
3. Use of institutional name, laboratory or staff support requires approval.
4. Revenue sharing shall be transparent.
5. Confidential client data shall be protected.

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 IMPLEMENTATION REQUIREMENTS

1. Every consultancy proposal shall state client, scope, deliverables, timeline, team, resource use, cost and risk.
2. Private consultancy using institutional identity/resources without approval is prohibited.
3. Approval shall consider feasibility, conflict of interest, workload and institutional benefit.
4. A written agreement/work order shall define deliverables, payment, taxes, confidentiality, IP and liability.
5. Institutional resources shall be costed where used.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Consultancy income shall be received only through official accounts.
7. Revenue sharing shall follow the approved institutional formula after costs, taxes and overheads.
8. Students may participate only with supervision, consent and safety clearance.
9. Consultancy outputs shall not be disclosed without permission.
10. Closure requires completion certificate and financial settlement.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Principal approves major assignments.
• R&D Cell/IIPC reviews proposals and maintains records.
• HOD verifies workload and technical suitability.
• Consultant delivers outputs and manages client communication.
• Accounts handles receipts, deductions and sharing.
• Faculty disclose conflicts and protect confidentiality.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Receive enquiry.
2. Prepare proposal and costing.
3. Obtain HOD/R&D/Principal/Finance approvals.
4. Execute agreement.
5. Deliver milestones.
6. Submit completion report and close accounts.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Consultancy proposal and approval
• Agreement/work order
• Invoices and receipts
• Resource use records
• Completion certificate and feedback
• Conflict disclosures

11. MONITORING INDICATORS

• Consultancy number and value
• Client satisfaction
• Revenue generated
• Faculty/student participation
• Industry problems solved

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.