+ SOP

Standard Operating Procedure (SOP)

Extracurricular Committee

Shri Madhwa Vadiraja Institute of Technology and Management

1. Scope

This SOP applies to all members of the Extracurricular Committee, faculty advisors, and students participating in or organizing extracurricular events.

2. Committee Structure

• Faculty Convenor (Appointed by the Principal/Dean)
• Faculty Co-convenors (From each department)
• Student Coordinators (Students, nominated or selected)
• Event Heads (Appointed per activity or subcommittee)
• Volunteers (Students from various years)

3. Roles and Responsibilities

General

• Coordination and promotion of all cultural, fine arts, and other extra-curricular activities.
• Conduction of various literary, fine arts and cultural competitions in the institution.
• Encouraging and facilitating the students to take part in the extra-curricular competitions in other colleges

Faculty Convenor

• Oversee all committee functions.
• Liaise with college administration and external bodies.
• Approve proposals and budgets.
• Ensure compliance with college rules and safety norms.

Faculty Co-convenors

• Mentor and guide student teams.
• Monitor departmental participation.
• Assist in proposal evaluation and budget monitoring.

Student Coordinators

• Plan, initiate, and coordinate extracurricular events.
• Form subcommittees for specific tasks.
• Maintain communication among volunteers and faculty.

Event Heads

• Handle planning and execution of assigned events (e.g., technical fest, cultural night).
• Coordinate logistics, sponsorship, and publicity.
• Submit post-event reports.

Volunteers

• Support event execution.
• Participate in promotion, registration, and logistical tasks.

4. Activity Planning Workflow

Proposal Submission

Faculty Conveyer draft a proposal (Activity request form) including:

• Event Name
• Date/ Duration
• Targeted Audience
• Resource requirements
• Budget estimate

Review and Approval

Final approval by the Principal/Dean.

Budget and Fund Management

Funds can be sourced from:

• College budget
• Sponsorships
• Registration fees (if applicable)

Logistics and Coordination

• Venue booking, equipment arrangement, hospitality.
• Coordination with admin, maintenance, and security.

Promotion

• Use college notice boards, email, website, and social media.
• Ensure design and messaging align with college standards.

Participation in intra/inter-collegiate events

• The advanced learners will be given higher preference in extra-curricular participation
• The slow learner student having achievement in particular event, such students will be allowed to participate

5. Event Execution

• Ensure schedule adherence and role clarity.
• Monitor discipline, safety, and code of conduct.
• Manage crowd control and emergencies.

6. Post-Event Protocol

Submit a detailed Post-Event Report:

• Event summary/Report
• Attendance
• Geotag Photo
• Issues faced and recommendations if required

Archive media (photos, videos) and reports.

7. Meetings and Review

• Initial Meeting to plan the events and prepare Perspective Plan of Activities
• Meetings to plan and review activities.
• Meeting of committee performance and documentation.

Annual Report to be submitted to the Dean/Principal summarizing:

• Events conducted
• Participation levels

8. Code of Conduct

All committee members must:

• Represent the college with integrity.
• Promote inclusive and respectful participation.
• Avoid misuse of authority or funds.
• Maintain punctuality and discipline.

9. Compliance and Safety

• Follow all institutional guidelines and legal regulations.
• Take necessary permissions for public events or external guests.
• Ensure all safety protocols (fire, medical, crowd control) are in place.