Redefining the Amendments to 'SAC'RED Games: All you need to know

Redefining the Amendments to 'SAC'RED Games: All you need to know

Sibasis Sahu Saurav Sahoo | Sep 16, 2019

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'Worried about your leaves getting sanctioned?' , "Still in the dilemma about the complexity of bill approval?" or "Are you willing to start a new club?". Well, you don't need to be worried at all. We have perfectly got your back. With reference to the context of Sacred Games S2, just as Guruji asks Ganesh to surrender all his pain and sorrow to him, NITR encompasses an organization that is no less than a "Guruji" in resolving people's issues. Well, it's the secondary whether our Guruji is efficient enough or not to carry his responsibilities effectively, but there's no doubt that our 'Guruji' has been quite famous arising out of the earth when there is a matter concerning his 'Disciple's' interests and welfare.

By this time, a clear picture would have got a dedicated space in your brains of what is being referred to. The Guruji here being our very own Student Activity Centre (SAC) and his disciples being the entire NIT Rourkela junta. Surprisingly, with the inception of a new academic session, the SAC has been energetic and passionate in bringing new amendments to foster the ever-continuing demands of NITR junta.

SAC ELECTION 2019- RAISING THE CURTAINS.

Starting with the most infamous ‘SAC’ election that was conducted within a month of the session commencement, the SAC and of course the NITR junta got a bunch of dedicated secretaries elected to bear responsibilities of numerous tasks to come in their tenure, all pertaining to various events and activities to be undertaken in the current financial year.

The key amendment that SAC election underwent through was remarkable and worth-appreciating. It was that the election for the post of secretaries to SAC and the post of fest convenors for Innovision, Nitrutstav and Vriddhi were conducted simultaneously on the very same day. This made the process not so tedious and straightforward. Presently every society features 5 secretaries (4 elected + 1 Dean's nominated) belonging to each of the four societies. Additionally, it constitutes 3 convenors (2 elected + 1 Dean's nominated) each from the three fests organised every year(Innovision, NITRUtsav and Vriddhi). Prof. Seemita Mohanty, President, SAC, being the throne bearer strives diligently to protect the realms of the junta by accomplishing various developmental goals and conducting in various events. Here is the list of the present post-holders to the four societies of SAC, namely Technical Society, Literary and Cultural Society, Film and Music Society and Games and Sports Society :

TECHNICAL SOCIETY

POSTS

NAMES

Vice-President

Prof. S.K. Behera

Vice-President

Prof Manas R. Tripathy

Secretary

Siddharth Nanda

Secretary

Satyaranjan Mallik

Secretary

Vanam Naveen Kumar

Secretary

Kethavath Naveen Naik

Secretary(Dean’s Nominated)

Satyajit Raiguru

Convenor, Innovision

Debaprasad Badajena

Convenor, Innovision

Kakumanu Sai Reddy

Convenor, Innovision (Dean’s Nominated)

Shrantik Kumar Dey

LITERARY AND CULTURAL SOCIETY

POSTS

NAMES

Vice-President

Prof. Sambit Bakshi

Vice-President

Prof. Upendra Gundala

Secretary

Partha Pratim Sahu

Secretary

Akash Kumar Sahu

Secretary

Sumit Kumar Bharti

Secretary

Shivam Srivastav

Secretary(Dean’s Nominated)

Aishworya Roy

Convenor, NITRUTSAV

Manish Kumar Panda

Convenor, NITRUTSAV

Anand Kishor

Convenor, NITRUTSAV (Dean’s Nominated)

Shivam Kumar

GAMES AND SPORTS SOCIETY

POSTS

NAMES

Vice-President

Prof. N.K. Vissa

Vice-President

Prof. Samit Ari

Secretary

Armandev Puhan

Secretary

Rashmi Ranjan Tandi

Secretary

Praveen Kumar Nalla

Secretary

Gannamani Raveendra

Secretary(Dean’s Nominated)

Dibyajyoti Sritam

Convenor, VRIDDHI

Samarth Mohanty

Convenor, VRIDDHI

Gummadi Govardhan

Convenor, VRIDDHI (Dean’s Nominated)

Supreet Mohanty

FILM AND MUSIC SOCIETY

POSTS

NAMES

Vice-President

Prof. SN Alam

Vice-President

Prof. Rabi Narayan Behera

Secretary

Sibasis Sahu

Secretary

Rajat Panda

Secretary

Rajaram Sahu

Secretary

Adarsh Vasa

Secretary(Dean’s Nominated)

Sanatan Panda

NEW SOCIETY OR A NEW NAME?

The Student Activity Centre a.k.a SAC of NIT Rourkela is a structured organisation of the institute that plays a pivotal role in catering to the needs of the students pertaining to various extracurricular activities conducted in and out of the Institute. NIT Rourkela flaunts to harbour a plethora of clubs and fests. With around 3 fests, 60 clubs and 6000 students, the most infamously famous ‘Student Activity Centre’ would never let any NITR student fall into the prey of boredom in his journey of engineering. The clubs endorsing different genres are categorised into their respective societies where they enjoy full benefits of SAC funding to run and coordinate various events throughout the year. With the dawn of a new morning, Prof SN Alam, VP, Film and Music Society cum SAC Election-in-Charge, proclaimed the changing of the name of the previously Arts and Cultural Society to Film and Music Society and with Literary Society renamed as Literary and Cultural Society. This was announced by Prof. Alam himself on the very first day of the Soapbox that left everyone amazed with this impactful decision taken under Registrar’s discretion. As a consequence of the changes in nomenclature, various clubs were also reshuffled among the societies keeping in mind their priorities and that they appropriately suited to be in that society depending on the type of work they do. This also resulted in advantage to a few of the clubs as they could now get a proper share over budget distributed among them to carry on their activities.

The significant changes included Pantomime and Ritvic getting a suitable space in Film and Music Society which were earlier in the then Literary Society, Chitraang, the graffiti club moving into the Literary and Cultural Society and Akriti, the art club holding its position tight in the Film and Music Society.

VOUCHSAFING A WARM WELCOME TO THE NEW CLUBS.

A major and a very important decision that was taken recently by President, SAC was to introduce various new clubs under the different societies in the present session. With various like-minded people approaching to achieve a certain goal various new clubs came into existence this year after a successful approval by SAC. The clubs that were the fresh entries this year were, Code Red, Achilles, Azeotrope, Steellun, MANAV, IICHe under the Technical society and Odia Sahitya Samaj, Think India and La Resista freshly registered under the Literary and Cultural society.

Nishith Gunjan Behera, one of the founders of Code Red, a club endorsing competitive programming has got this to say:

About a month ago, a mail was passed from SAC regarding interested individuals or groups wanting to start a club. As soon as I saw the mail, I asked some of my friends if they knew of any specific requirements that had to be matched. Luckily, in the SCS Mentors group, a person shared a similar issue where one of his mentees asked if he could start a club in the first year. It was clarified that there is no such restriction, however, there should be a well-defined purpose. Besides, I found the SAC rule book on the older version of the NITR website. It had some guidelines regarding what all were required. Having gone through it, we went to the SAC office for one final confirmation of whatever details were required. They said there needed to be at least 20-30 like-minded people opting for it. So, we started a WhatsApp group. We didn't expect to get the same number within a day or two. There are already at least three well established coding clubs at NITR. But to our surprise, more than 150 people had joined the group within 4 hours. After that, we approached our faculty advisor, asking him to be the same. With everything settled, we submitted the club application at SAC.

With new hope and zeal, here is what Jagadish the President of the newly formed club Odia Sahitya Samaj had to say:

Odia Sahitya Samaj aims at protecting and preserving our Odia language amongst our people. Odia is one of the six classical languages of India but people are forgetting about its value due to westernisation of civilisation. We will try to conduct various activities to uphold and make the people aware about our Odia tradition. We got a good recommendation from the SAC Officials and made Mr.Nalini Nihar Naik as our mentor. We were not sure about the budget allocation process but in the meeting of clubs under Literary society our club was recognised as a full-fledged official club and we got a handsome budget too.

BUDGET ANALYSIS

Ache din aa gaye hain”, this can be rightly said in the context of budget distribution among the clubs of the four revered societies of the Student Activity Centre. A meeting was called by the SAC authorities which were attended by all the club heads and all the elected secretaries of the respective societies. It was presided over by Prof. Seemita Mohanty, President(SAC), Mr.Nalini Nihar Naik (SAS Officer) and the Vice presidents of all the four societies. A detailed discussion pertaining to the requirements of each club was held. The club heads put in their demands and conversed about the problems that they had to come across the previous year. All their queries were answered by the officials. Taking into account all of the factors, budgets were allocated to various clubs as deemed suitable and feasible by the officials. The positives aggregated in this year’s budget, at the onset would be an increment in the total sum of money procured for the clubs. Besides that, there was a lucid division of the requisite amount for different clubs respectively. Almost every other club was granted the amount of money that they had pitched in their voice for. This year the Literary and Cultural Society has allocated budget for the Fashion clubs too on prior applications by these clubs requesting money on this ground. With no clubs registered under the Games and Sports Society, a wholesome amount of their total budget was used for major purchases of games and sports equipment. Enumerated below is the total budget that comes under the jurisdiction of the four different societies:

Technical Society

 14 lakhs INR

Games and Sports Society

 20 lakhs INR

Literary and Cultural Society

 23 lakhs INR

Film and Music Society

 11 lakhs INR

Besides the club budget here is a detailed overview of how the SAC plans/planned to employ its budget in the current fiscal year vs the previous year:

PARTICULARS

BUDGET (2019-2020)

BUDGET (2018-2019)

SAC OFFICE EXPENSES

3 LAKHS INR

3 LAKHS INR

TECH FEST

16 LAKHS INR

11 LAKHS INR

SPRING FEST

18 LAKHS INR

13 LAKHS INR

MULTI-ETHNIC FEST

15 LAKHS INR

9.9 LAKHS INR

SPORTS FEST

8 LAKHS INR

8 LAKHS INR

CELEBRITY NIGHT

30 LAKHS INR

20 LAKHS INR

INTER NIT EVENTS(GAMES)

17 LAKHS INR

7 LAKHS INR

MISCELLANEOUS EXPENSES(DIRECTOR)

5 LAKHS INR

10 LAKHS INR

SWIMMING POOL

11 LAKHS INR

13 LAKHS INR

SOUVENIR

7 LAKHS INR

6 LAKHS INR

COUNSELLING SERVICES

7 LAKHS INR

20 LAKHS INR

SPICMACAY

6 LAKHS INR

5 LAKHS INR

MISCELLANEOUS SAC EXPENSES(DEAN)

5 LAKHS INR

15 LAKHS INR

MISCELLANEOUS SAC              EXPENSES (PRESIDENT)

22 LAKHS INR

15 LAKHS INR

REMUNERATION OF SAC OFFICIALS

7 LAKHS INR

11 LAKHS INR

comparative pie chart


SAY HOLA TO ALL THE CLUBS!

The club culture in NIT Rourkela is praiseworthy. With new clubs being aggregated in the list of clubs under SAC every year, SAC has grown to be a huge family. This year too saw the addition of some new clubs with ambitious endeavours to look forward to. At present NIT Rourkela has almost every kind of club to cater to the interests of the students. Jotted down below are the different clubs and teams under their respective societies.

TECHNICAL SOCIETY

LITERARY AND CULTURAL SOCIETY

FILM AND MUSIC SOCIETY

GAMES AND SPORTS SOCIETY

ACHILLES

BLESS N BLISS

THIRD EYE

FOOTBALL

AICHE

CHEF’S

AKRITI

ATHLETICS

ASTRO

CHITRAANG

CINEMATICS

BADMINTON

ASME

CLARION

DRILL N BASS

BASKETBALL

AXIOM

COGNIZEN

EUPHONY

CHESS

AZEOTROPE

DEGREE 361

HEARTBEATS

CRICKET

BUSINESS

FUSION

MAVERICKS

GYM

CEST

HOURGLASS

PANTOMIME

HANDBALL

CODE HUB

INQUIZZITIVE

RITVIC

HOCKEY

CODE RED

LA RESISTANCE

SYNERGY

KABADDI

CYBORG

LEO

OPEN MIC

KHO-KHO

DESIGN TAB

MYSTIQUE

 

SNOOKER

E-CELL

ODIA SAHITYA SAMAJ

 

SWIMMING

GENESYS

ROTARACT

 

TABLE TENNIS

ICE

THINK INDIA

 

TENNIS

ICS

 

 

VOLLEYBALL

IICHE

 

 

YOGA

INSPIRE

 

 

MARTIAL ARTS

MANAV

 

 

 

MICROSOFT

 

 

 

OPEN CODE

 

 

 

PLANCK

 

 

 

SAE

 

 

 

SPAWN

 

 

 

SSPA

 

 

 

STEELLUN

 

 

 

UDAAN

 

 

 

PROCEDURE FOR EXPENSES OF ALLOCATED BUDGET

In a meeting held recently, that was attended by all the club heads, VPs, SAS officers and President, SAC, there was a hot discussion regarding the procedure to be undertaken for the expenditure of allocated budget for various purposes. Here laid down below is a detailed framework of the same:

Sl. NO.

Budget

Time required for the approvals  prior to activities

1.

Without financial assistance

Before 7 days

2.

Less than 25,000/-

Before 15 days

3.

Rs. 25,000 or above

Before 30days

The initiation (signature from the Faculty Adviser) for different clubs must be done before the time period mentioned as above.

Budgetary approvals for the major functions in SAC (Tech Fest, Nitrutsav, Sports Fest and Multiethnic) should be taken by the concerned VPs of the society from the competent authority before 3 months.

Ref. Rule of GFR 2017

 NIT Rourkela Purchase Limits

Process to be followed

  Competent Authority for Approval

 Competent Payment Authority for Approval

Rule 154.

Purchase of Goods without Quotation

Up to Rs.25000

Without Quotation:

Purchase can be made through GeM/NITR Rate Contract/Directly from the supplier

HOD/HOC/PI/Registrar

Registrar

   Rs.25001      to  Rs.50000  

Without Quotation:

Purchase can be made through 

NITR Rate Contract Only

HOD/HOC/PI/Registrar

  (Except frequently used common items such as stationeries, Printer cartridge)

Registrar

With Quotation:

  Single Quotation through a duly constituted three-member committee (if the   item is not available              through GeM or not covered under NITR Rate Contract)

   HOD/HOC/PI/Registrar

Registrar

Rule 155. Purchase of Goods through Local Purchase Committee

Rs. 50001 to

Rs. 100000

Limited Tender/ Local Purchase Committee (at least 3 member Committee)/ NITR Rate Contract

 

NOTE: Efforts to be made to purchase through GeM in the method of Limited Tender/Bidding

Else through NITR Rate Contract/ Three-member Local Purchase Committee

HOD/HOC/PI/Registrar

Registrar

Rs 100001 to

Rs.250000

All Deans in their respective areas

Registrar

Rule 158 & 160 Purchase Goods Through

 

i)Advertised Tender Enquiry

 

ii)Limited Tender Enquiry

 

iii)Two-Stage Bidding

 

iv)Single Tender Enquiry

 

v)Electronic Reverse Auction

Rs.250001

To

Rs.25 Lakh

GeM/e-Procurement

Director

Director

Rule 160 & 161   Purchase of Goods through Open Tender

Rs. 2500001 to

Rs.

5 Crore

GeM/e-Procurement

Director

Director

Rs.

50000001

And above

GeM/e-Procurement

FC & BOG

Director

  1. While the budget is under 25,000 INR and the mode of purchase is Direct Purchase, you have to present original GST Bills of the expenditure with approval for reimbursement. For a bill of 5000 INR or above, the mode of payment needs to be online.
  2. Rate Contract: To speed up the process, Rate Contract can be opted instead of Limited Tendering where the goods and services are procured from the registered vendors in SAC, NIT Rourkela without any tendering process.
  3. Limited Tendering: This involves sending enquiries to at least 06 parties and must receive 03 valid quotations and the lowest priced quotation gets the Purchase Order.
  4. GeM: Government e-Marketplace is an online site hosted by Government of India for commonly used Goods and Services. The Govt. has invited the prospective suppliers to register themselves in the site and simultaneously made it mandatory for all ministries, departments and all statutory and autonomous bodies to procure their Goods and Services through this site. In case, your desired product is not available in GeM, you are expected to go for Limited Tendering Process.

LOOKING FOR A SPONSOR?

In the meeting held comprising the Vice Presidents of all the four societies, President (SAC), Dean (SW), student secretaries of societies, conveners of three fests and the club heads, the procedure for procuring sponsorship money for clubs was laid down. A club can acquire any number of sponsors for its events be it during the fests or on other days of the academic calendar however the money secured in the name of sponsorship will have to be directly credited to the account of SAC, NIT Rourkela (IFS Code: SBI0002109, Account number: 37377186107) and not to the personal bank accounts of the clubs. The clubs can thereafter urge for reimbursement of their bills from the sum of money that they had deposited in the name of their clubs by justifying their need for it with authentic documents citing the minutes of how and where the money got employed for. There will be a digital record of all the bills pertaining to the expenditure of a club. For this, the clubs must upload their bills beforehand through Google forms for swift and easy reimbursement of their bills.

CLUB HEADS SPEAK

Here is what Chinmaya Behera, the main coordinator of the coding club of NITR, Spawn had to say regarding the budget allocation:

I am not quite happy with this year’s budget allocation procedure of technical society. We were expecting a conversation about our planned budget with the SAC Officials. We were planning to introduce several new events this year but they did not quite give us a chance to present our plan. They allocated the budget based on last year’s plan with a slight increment. It was less of a meeting and more of an announcement hub. If they intended to only announce the things there was no need of a separate meeting of us tech club heads with the VPs of Technical Society. They could have done it through mail and there is no point of asking about the budget that has been already planned. Their budget allocation process was not that appropriate.

Rajat Panda, the President of Akriti club also put forward his views as follows:

The budget of Akriti has been increased by a great margin as compared to last year. We faced a lot of problems in the previous year but we somehow pulled it off. This year the budget allocation was completely fair and we got the required amount as mentioned in detail in our micro budget submitted to SAC along with the annual work plan. The budget plan for all the clubs was analyzed carefully by the VPs of FMS and SAS Officer Nalini sir. The club budget of every club of FMS has been increased this year. I hope that we will be able to put the allotted money to the best of its use.

HEARING IT OUT FROM THE VICE PRESIDENTS.

The Vice Presidents of the societies play a very vital role in the functioning of the various clubs under the respective societies. It is under their discretion that a certain amount of budget would be allotted to a particular club of the society. Each society fosters two Vice Presidents who look after and coordinate various important work under the society (fests, events, etc) with the help of the elected and nominated secretaries.

When asked about various expectations he had with the changes brought to SAC this year, Prof. N.K. Vissa, VP, Games and Sports Society had the following words to say:

The major plan is to improve the ground facility. The first and the foremost thing in our priority list is to install a ladies’ toilet at DTS. Of course, the budget is well enough for running the sports activities but in order to establish new facilities such as for purchasing new gym equipments, etc, we need a greater share over the proposed budget for this purpose. The thing that we are lagging behind is the availability of a good bunch of manpower that is essential in carrying various administrative stuff pertaining to games and sports. The non-availabilty of a good number of trainers and coaches has been one of the major challenges that the Games and Sports Society has been facing since the past couple of years.

Prof. Sambit Bakshi, VP, Literary and Cultural Society, when asked about what challenges does he see ahead this year at SAC, put forward his views as follows

The first challenge I see is to have a proper planned schedule and budget of events of every club at the beginning of the financial year so that we can utilize all of the funds efficiently. This is never done and I will be trying to ensure this as much as possible. The other challenge I see is to ensure fast and smooth movement of financial bills of SAC. Though we do not have much to do for this, I plan to educate students on basic points of GFR 2017 and would try to make it easy for them to fill reimbursement / claim bills with lesser help of SAC staffs.           

Prof. S.N.Alam, VP, Film and Music Society too had a say regarding this matter

SAC is undergoing changes and with it both SAC officials and students also have to undergo changes. Before every event, requisite number of meetings among the students and the faculty should take place which will enable both to follow proper procedures in conducting a event. This is a must and the process should start at least two months before the event. The major challenge as VP  of FMS is to conduct Cosmopolitan 2020 and Celebrity Night. These are large events with a large budget. I need to be constantly in touch with the organizing team and all of us have to take right decision to make it successful. Others are low budget events which the students can handle themselves in all probability.

ADAPTING TO THE AMENDMENTS

This academic session with its inception brought various new amendments to the rules and regulations of the institute. Keeping in mind, the various issues about students' safety, security and welfare, the authority imposed certain new rules to curb various ill-practices prevalent in and around the campus. The motive behind the authority taking such strict and significant measures was to promote a healthy, happy and a comfortable stay of the students and to abstain them from indulging into any kind of malpractices. Though few people were in the favour of such decisions, for many it was an absolute nod. A piece of great news brought a great sense of happiness among the club people. The duration of LA remaining opened was extended till 8.30 PM to cater to the needs of various clubs to conduct their activities smoothly and efficiently. Within a couple of days from its introduction, the Telegram app gained a handsome amount of users from the NITR community itself. Thanks to the administration for introducing such an easy and a hassle-free medium for the conveying of all the official notices. To curb ragging within the institute, Anti-Ragging Committee got established within a very few days of the session commencement. It was strictly made mandatory for the first-year students to return to their hostels before 8.30 PM. Keeping in mind the troubles and the issues that the people face during the reimbursement of SAC bills, the concerned authority made a pioneering decision to introduce Google forms where the clubs could now upload their bills needed to be reimbursed. This was made to ensure an organised online database that could also prevent any kind of forgery and fraudulent actions. The rules were too many. Some brought satisfaction and some left people with disappointment.

Summarising all the rules, here is an info-graph depicting all the major changes brought to give you a deep insight and make you familiar with the norms and regulation:

sacrules

This is just the beginning. The remaining session is still on the waitlist to offer a wide array of new rules yet to be witnessed by the NIT Rourkela junta. The rules and regulations yet to come would be made taking into consideration each aspect of student’s welfare. The thing to meticulously ponder upon is whether these would bring any visible changes, whether the entire junta is satisfied or not and many more questions to erupt out of nowhere with the due course of time.

 

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