TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College establishes this Seed Money Policy as a controlled institutional document for transparent governance, quality enhancement and continuous improvement.

2. PURPOSE

To provide transparent institutional financial support for promising research ideas, prototypes, student projects, faculty proposals, patents and startup-oriented innovations.

3. SCOPE

Faculty, students, research teams, departments, centres, incubatees and innovation teams seeking internal seed support from the Institution.

OBJECTIVES

4. OBJECTIVES

• Support early-stage research and innovation that can lead to publications, patents, prototypes, consultancy, grants or startups.
• Encourage young faculty and student teams to initiate socially relevant and industry-oriented projects.
• Provide a structured approval, utilization, monitoring and closure process.
• Improve external funding readiness and research culture.
• Ensure accountability in use of institutional funds.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Seed money is a competitive support mechanism and not an entitlement.
2. Selection shall be transparent, merit-based and aligned with institutional priorities.
3. Funds shall be used only for approved heads and within the sanctioned period.
4. Outputs, failures, deviations and learning shall be documented honestly.
5. Unutilized or misused funds shall be recovered or adjusted as per institutional rules.

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. The Institution may announce annual or need-based calls for seed-money proposals.
2. Proposals shall include problem statement, literature or patent gap, methodology, budget, timeline and expected output.
3. Preference may be given to proposals leading to external funding, patents, prototypes, publications, community benefit, industry solution or startup formation.
4. A review committee shall evaluate technical merit, novelty, feasibility, budget reasonableness and team capacity.
5. Sanction orders shall specify amount, duration, permissible expenditure, milestones and reporting dates.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Typical expenditure may include consumables, minor components, testing, prototype development, field work, software tools, publication support or IP filing support as approved.
7. Funds shall not be used for personal expenses, unapproved travel, unrelated equipment or items available in institutional stores without justification.
8. Progress shall be reviewed at mid-term and closure stages.
9. Final reports shall include outcomes, expenditure statement, evidence, future plan and asset/IP declaration.
10. Priority for future support may depend on previous utilization and outcome quality.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Principal/Management approves annual provision and major sanctions.
• R&D Cell/IIC publishes calls and coordinates review.
• Finance verifies budget heads and releases funds as approved.
• HOD monitors feasibility, space and workload.
• Principal Investigator/Team Lead executes the project and submits reports.
• Review committee evaluates progress and closure.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Publish call and formats.
2. Receive proposals with budget and approvals.
3. Screen for eligibility and compliance.
4. Conduct technical/financial review.
5. Issue sanction order.
6. Release and utilize funds.
7. Review milestones and close project.
8. Archive outputs and initiate external proposal/IP/startup follow-up.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Call notice and applications
• Review scores and minutes
• Sanction orders
• Bills, vouchers and utilization statements
• Progress and closure reports
• Publications, patents, prototypes and grant applications

11. MONITORING INDICATORS

• Seed proposals received and sanctioned
• Outputs per sanctioned project
• External grants submitted/received
• Patents/prototypes/startups supported
• Utilization and closure compliance

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.