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LetterProcessing LeavePermission
Attendance Deregistration
MedicalLeave
Dean(UGS)
IITKharagpur
Email:deanac@hijli.iitkgp.ernet.in
11January2017
FormalLeaveLetterProcessing
FormalLeaveLetterFlow
Studentsshouldnotsendemails/Letters
directlytoDean(UGS).
FormalLeaveLettersubmissionflow
CourseTeacher FacultyAdvisor HOD
Dean(UGS)
Eachforwardedlettershouldhave
departmentalrecommendationtotakequick
decisionontheletter.
LeavePermission
Stepstobefollowedby
StudentsforLeave PriorPermission
Step1:WritealeaveletteraddressingtoHODalongwith
thereasonandsupportingdocument
Step2:GetitforwardedthroughTeacher/facultyAdvisor
Step3:ObtainleaveapprovalfromHODifitsforlessthan
twoweeksleave
Step4:ObtainleaveapprovalfromDean(UGS)ifitsfor
morethanTwoweeksleave
Step5:Submitanapprovedleaveletter(byHOD/Dean
(UGS))copyto
(i)Departmentofficefortherecord
(ii)ToALLconcernteacherswhoseclassesyouwillbemissingduring
yourabsence,
(iii)FacultyAdvisor,and
(iv)Ownrecordfile.
StepstobefollowedbyStudentsforLeave
LeavingCampuswithoutPermission
Step1:InformyourFacultyAdvisoraboutyourabsenceby
Email/Phonecall/SMSorhandingoverhandwrittenletterthrough
yourfriend.
Step2:Onreturningtothecampus,immediatelywritealeave
letteraddressingtoHODalongwiththereasonandsupporting
document
Step3:GetitforwardedthroughTeacher/facultyAdvisor
Step4:ObtainleaveapprovalfromHODifitsforlessthantwo
weeksleave
Step5:ObtainleaveapprovalfromDean(UGS)ifitsformorethan
Twoweeksleave
Step6:Submitanapprovedleaveletter(byHOD/Dean(UGS))copy
to
(i)Departmentofficefortherecord
(ii)ToALLconcernteacherswhoseclassesyouwillbemissingduringyour
absence,
(iii)FacultyAdvisor,and
(iv)Ownrecordfile.
Attendance
Attendance
Clause7.1:Attendanceinallclasses
(lectures,tutorials,laboratories,workshops,
ExtraAcademicActivityincludingitsrelated
campsandotherpublicizedactivitiesetc.)is
compulsory.Astudentmaybedebarred from
appearingatanexaminationonthegroundof
unsatisfactoryattendance.
Important:TeachermustPreferablygivea Warning(four
weeksbeforeendsemesterexam)byemailandtake
commitmentorclarificationsabouttheabsenteeismin
writingwiththesupportingdocumentsfromthestudent
sothatafterderegistration,issuerelatedtorevocation
ofderegistration doesntariseatall.