Guidelines for Co-curricular and Extra-curricular Activities

1. Preamble

Co-curricular and extra-curricular activities are integral components of the holistic development of students at Shri Madhwa Vadiraja Institute of Technology and Management (SMVITM) Bantakal. To effectively organize and oversee these activities, the institution has established a range of statutory and non-statutory committees, cells, and clubs. These committees, cells, and clubs play a crucial role in fostering a well-rounded educational experience and contribute to the growth and enrichment of faculty, students, alumni, and the wider society.

These committees, cells, and clubs are actively involved in planning and executing diverse activities throughout the academic year. The scope of these activities extends beyond the conventional curriculum and is designed to provide a multifaceted learning environment. Through a variety of initiatives, they aim to enhance the overall skill set, knowledge, and personal development of the academic community.

The diverse range of activities organized by these committees includes workshops, seminars, cultural programs, sports and games, extension and community outreach initiatives.

2. Objectives

The primary objectives of the Co-curricular and extracurricular activities are as follows:

• Holistic Development: Foster the holistic development of students by providing opportunities to enhance their intellectual, emotional, social, and physical skills.
• Skill Enhancement: Develop and refine specific skills, such as communication, leadership, teamwork, problem-solving, critical thinking, and time management, beyond the regular academic curriculum.
• Cultural Exposure: Expose students to diverse cultures, art forms, and experiences, promoting cultural understanding and appreciation.
• Community Engagement: Encourage community engagement and social responsibility through various outreach programs and community service activities.
• Leadership Development: Provide platforms for students to take on leadership roles, fostering leadership qualities and a sense of responsibility.
• Physical Fitness: Promote physical well-being through sports, fitness activities, and recreational pursuits.
• Networking Opportunities: Facilitate networking opportunities among students, faculty, alumni, and professionals from various industries.
• Stress Reduction: Offer outlets for relaxation and stress relief, contributing to the mental well-being of students.
• Creativity and Innovation: Cultivate creativity and innovation by encouraging participation in events, competitions, and projects outside the traditional academic setting.
• Career Development: Provide a platform for students to explore and develop skills relevant to their future careers, enhancing their employability.
• Building a Sense of Belonging: Foster a sense of belonging and community among students, creating a positive and supportive campus environment.
• Alumni Engagement: Strengthen ties with alumni by involving them in various activities, leveraging their expertise and experiences to benefit current students.
• Character Building: Contribute to the overall character building of students by instilling values, ethics, and a sense of responsibility towards society.
• Personal Growth: Facilitate personal growth and self-discovery by providing platforms for students to explore their interests and passions.
• Celebration of Diversity: Celebrate and appreciate the diversity of talents, backgrounds, and perspectives within the student community.

3. Guidelines for committee formation and conduction of Co-curricular and extra-curricular activities:

The institute has a well-defined protocol for the committee formation and organizing various activities. More details are as follows:

3.1 Committee Formation:

• At the commencement of each academic year, the Institutional Quality Assurance Cell (IQAC) identifies coordinators for each committee/cell/club.
• The coordinator is then responsible for forming the committee by selecting faculty, staff, and students, ensuring diverse representation.

3.2 Committee perspective plan:

• Committees/cells/clubs are required to prepare a perspective plan at the beginning of the academic year.
• The perspective plan includes details such as committee/cell/club, coordinator, event name, resource person, planned date, and expected expenditure.
• The plan is submitted to and approved by the IQAC and Principal.

3.3 Activity conduction Process:

• To conduct an event, the committee/cell coordinator must prepare an activity request form.
• This form includes event details such as date, resource person, expenditures involved, source of funds, and financial support required from the institute.
• The activity request form needs approval from the IQAC before proceeding with the event.
• Following approval, the committee/cell/club conducts the event according to the approved plan.
• All logistical arrangements and coordination are the responsibility of the committee/cell/club.

3.4 Post-Event Procedures:

• Within two days of the activity’s conclusion, the committee/cell/club must prepare a detailed report and submit it to the IQAC.
• The report should include:
  • Copy of the Invitation, brochure, notice to faculty/students.
  • Copy of the request and thanks letters to the resource person.
  • Number of participants with attendance (students/faculty, male/female).
  • Feedback and feedback analysis report.
  • Sample certificates issued (if any).
  • Expenditure with payment details (if any).
  • Geo-tagged photographs.

3.5 Annual Activity Conduction Report:

• At the end of every semester, each committee/cell/club compiles an activity conduction report.
• The report includes information such as the name of the event, resource person, event date, actual expenses, number of participants, etc.
• This comprehensive report is submitted to the IQAC for record-keeping and future reference.

4. Conclusion:

By adhering to these guidelines, committees/cells/clubs can efficiently plan, execute, and document co-curricular and extra-curricular activities, ensuring transparency, accountability, and the successful realization of their objectives.