DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College recognises that welfare is essential to institutional quality, accountability and stakeholder confidence. This policy establishes a structured framework to promote the academic, professional, physical, social and emotional well-being of students and employees through accessible, fair and responsive welfare measures.

2. PURPOSE

To promote the academic, professional, physical, social and emotional well-being of students and employees through accessible, fair and responsive welfare measures.

3. SCOPE

All enrolled students and employees, including eligible beneficiaries under approved schemes.

OBJECTIVES

4. OBJECTIVES

• Provide timely support to persons facing academic, financial, personal or workplace difficulty.
• Promote health, safety, inclusion and belonging.
• Ensure welfare schemes are transparent and equitably administered.
• Strengthen counselling, mentoring, grievance and referral systems.
• Encourage participation in sports, culture and community life.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Dignity, confidentiality, accessibility and non-discrimination shall guide welfare support.
2. Emergency and high-risk situations shall receive priority response.
3. Support decisions shall be based on approved criteria and verified need.
4. Welfare assistance shall complement, not replace, professional or statutory services.
5. Beneficiary information shall be shared only with authorized persons on a need-to-know basis.

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 shall maintain welfare measures covering mentoring, counselling, health support, scholarships/aid, grievance redressal, safety and inclusion.
2. Students and employees shall be informed about available support channels during induction and periodically thereafter.
3. Requests for financial or special assistance shall be considered through an authorized committee using documented criteria.
4. Counselling and referral shall be provided through qualified personnel or approved external services where necessary.
5. Reasonable support shall be planned for persons with disabilities and temporary medical needs within available resources and applicable rules.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Sports, cultural, wellness and community activities shall be promoted as part of holistic development.
7. Anti-ragging, POSH, grievance, mentoring and discipline mechanisms shall coordinate without compromising confidentiality or due process.
8. Critical incidents shall be escalated according to the emergency response protocol.
9. Welfare programmes shall be reviewed using participation, satisfaction, response-time and outcome information.
10. No person shall be penalized merely for seeking assistance in good faith.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Principal and welfare committees approve schemes and oversee sensitive cases.
• Student Affairs/HR coordinates communication, applications, referrals and records.
• HODs, mentors and supervisors identify concerns and guide individuals to support channels.
• Counsellors and committee members maintain confidentiality and professional boundaries.
• Beneficiaries provide accurate information and use assistance for the approved purpose.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Receive request/referral through approved channel.
2. Assess urgency, eligibility and support need.
3. Obtain committee/authority approval where required.
4. Provide assistance or referral.
5. Follow up while preserving confidentiality.
6. Record outcome and review scheme effectiveness.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Scheme guidelines and beneficiary approvals
• Counselling/referral statistics without unnecessary personal disclosure
• Welfare activity reports
• Emergency support records
• Feedback and improvement actions

11. MONITORING INDICATORS

• Response time for welfare requests
• Utilization of approved schemes
• Counselling/mentoring reach
• Beneficiary satisfaction
• Closure of welfare-related actions

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 and version control.

15. REFERENCES

• Approved student-support, HR, grievance, POSH and safety procedures
• Applicable inclusion and welfare requirements

16. APPROVAL AND SIGNATURES

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