The purpose of this policy is to ensure that There is a clear and timely communication of relevant information among all the stakeholders

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1 6.1 Communication Policy Policy Name : Communication Domain : General Support Services Policy Code : GS6.1 Policy effective date : Responsible Executive : College Dean Approval Authority : College Council 1. Purpose 2. Scope The purpose of this policy is to ensure that There is a clear and timely communication of relevant information among all the stakeholders of ICT ICTs communication is effectively managed This policy will apply to all the stakeholders of ICT. 3. Definitions Internal stakeholders External stakeholders Communication Channel Downward Communication Upward communication Horizontal Communication refer to all the existing students and existing staff (Administrative, Academic, and Contract Workers) of ICT. refer to all the government authorities and companies of ICT refers to a medium through which a message is transmitted to its intended audience, such as paper based or electronic media. refers to the Communication which flows from superiors to subordinates. refers to the Information stream from the Bottom levels of ladder to the top level. Information swap between the various academic and non academic departments to synchronizing their activities. 4. Policy Statement This policy will provide an effective system for a timely communication of relevant information to all its stakeholders. 5. Roles and Responsibilities ICT believes that communication is a shared responsibility where every stakeholder is equally accountable in communicating the relevant information in a timely manner.

Scope The purpose of this policy is to ensure that There is a clear and timely communication of relevant information among all the stakeholders of ICT ICTs communication is effectively managed This

2 Internal Communication 6a. Procedures 6a.1 Sources and Receiver The following is the list of all the sources and receivers of the internal communication at ICT: Ministry of Manpower Office of the College Dean Office of the Asst. Deans (Academic, Student Affairs, Administrative and Affairs) s/centers/sections (Academic, Administrative, Contract Workers) Finance 6a.2 The Information to be communicated The following information (but is not limit to) will be communicated from source to the appropriate receiver. Ministerial decisions, Administrative decisions Amendments to bylaws, rules, & regulations Updates to Strategic plan, Operational plan, Action plan Updates to Policies, Procedures All types of reports like annual reports, summary reports, course progress reports etc Achievements of College,, and College activities like sports day, open day Information regarding facilities, Health & Safety, Security 6a.3 Communication channels The following channels will be used by ICT for its internal communication depending on the context. 6a.3.1 Paper-based Circulars/Internal Memos/Orders Downward Instructions/directions/orders a person or a group Forms Upward Permission/Request Notice Downward Instructions to a larger group Newsletters/Brochures Handbooks Reports 6a.3.2 Electronics Downward Upward to Distributed during induction program Webmail/ / Intranet College Websites To keep the internal stakeholders up-to-date Circuit TV IP Phones Telephones SMS

Deans (Academic, Student Affairs, Administrative and Affairs) s/centers/sections (Academic, Administrative, Contract Workers) Finance 6a.

3 Downward Communication Upward Communication 6 General Support Services 6a.3.3 Face-to-Face Meeting One-to-one College Functions Downward, Horizontal Downward, Horizontal 6a.4 Hierarchy for Internal Communication Dean Asst.Dean Asst. Dean Student Asst. Dean HoC ELC HoC ETC Student Academic Affairs Affairs Administrative Affairs Head of Section Head of section Head of Section Head of Section HoS Student Student Student 6a.5 Internal Communication types There are two types of communications that can take place at ICT namely Formal & Informal. 6a.5.1 Formal Communications The Hierarchy for communication will be strictly followed for all Upward and Downward formal communications in the College. Horizontal communication is allowed between the functional units at the same level

Dean HoC ELC HoC ETC Student Academic Affairs Affairs Administrative Affairs Head of Section Head of section Head of Section Head of Section HoS Student Student Student 6a.

4 within the same hierarchy, for example The Head of Academic Departments can communicate with each other to coordinate their activities. The section Heads within a department can communicate with each other to coordinate the activities of the department 6a.5.2 Informal Communications Informal communications need not follow the Reporting Line for communication, however, it is recommended. External Communication 6b. Procedures 6b.1 Sources and Receiver The following is the list of all the sources and receivers of the external communication at ICT: Ministry of Manpower Government agencies Recruitment agencies Industries/Companies Community Suppliers Press and media. 6b.2 The Information to be communicated The following information (but is not limit to) will be communicated from source to the appropriate receiver. Manpower requirements College annual reports Requisition for On the job training / Industrial Visit/others. Information regarding the college achievements Information regarding the activities and events of the college. Placing orders for the equipments/materials and others. 6a.3 Communication channels The following channels will be used by ICT for its external communication depending on the context. 6b.3.1 Paper-based Circulars/Internal Memos/Decisions Upward/ Horizontal Forms Upward/ Horizontal Requisition Information and requisition to a stakeholders or a group Notice Upward/ Horizontal Instructions to a larger group Newsletters/Brochures Upward/ Horizontal Information and requisition to a stakeholders or a group Handbooks Upward/ Horizontal To the external stakeholders Reports Upward To the government agencies.

2 Informal Communications Informal communications need not follow the Reporting Line for communication, however, it is recommended. External Communication 6b. Procedures 6b.

5 6b.3.2 Electronics College Websites ICT Websites & - Circuit TV Telefax To keep the internal stakeholders up-to-date To communication the decision/ ordering To communication the decision/ ordering. 6b.3.3 Face-to-Face Meeting Upward/ Horizontal Interpersonal relationship One-to-one Upward/ Horizontal Interpersonal relationship College Functions Upward/ Horizontal College Activities/programmes 6b.4 Hierarchy for External Communication Ministry of Manpower College Dean Government Agencies Industry/ Company Community Recruitment Agencies Companies/ Suppliers 6b.5 Internal Communication types ICT follows formal way of communication to communicate with all the external stakeholders. 7. Dissemination This policy is disseminated to all stakeholders through the QA Manual as well as the College website. 8. Related Documents College forms available on the College website. Document History: Version 1 Effective Date Sept 2013 Review Date Author Approval Amendments PMC College Council Circulated to Asst. Deans, HoC/HoD

3 Face-to-Face Meeting Upward/ Horizontal Interpersonal relationship One-to-one Upward/ Horizontal Interpersonal relationship College Functions Upward/ Horizontal College Activities/programmes 6b.

Quality Assurance Manual ver 7.1 Page 1

Quality Assurance Manual ver 7.1 Page 1 Quality Assurance Manual ver 7.1 Page 2 Sections in the Quality Assurance Manual (QM) Section One: Overview 7 Section Two: Quality in the College 10 Section Three: