ACADEMIC MANUAL

2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE
23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 1 of 67

 CONTENTS
1. PRINCIPL’S MANUAL ……………………………………………………………………03
1.1. Objectives
1.2. Job Assignments
1.3. Recommendations
1.4. Monthly Campus Report
1.5. Web Portal Reports (AIS) Aspire Information System
1.5.1. General
1.5.2. Admission
1.5.3. Academics
1.5.4. Exam Pending Report
2. DESIGNATORS MANUAL
2.1. STAFF COORDINATOR…………………………………………………………………..09
2.1.1. Objectives
2.1.2. Job Assignments
2.1.3. Documentation
2.1.4. Proforma
2.2. ACADEMIC COODINATOR……………………………………………………………..20
2.2.1. Objectives
2.2.2. Job Assignments
2.2.3. Documentation
2.2.4. Proforma
2.3. EXAM COORDINATOR…………………………………………………………………..25
2.3.1. Objectives Job Assignments
2.3.2. Documentation
2.3.3. Proforma
2.4. DISCIPLINE COORDINATOR ………………………………………………………….33
2.4.1. Objectives
2.4.2. Job Assignments
2.4.3. Documentation
2.4.4. Proforma
3.0. ROLE OF HOD AND STUDENT COORDINATOR……………………………………37
3.1. Role of H.O.D.
3.2. Role of Student Coordinator.
3.3. Proforma
4.0. ROLE OF CLASS INCHARGE…………………….……………………………………40
4.1. Role of Class Incharge
5.0. GUIDE LINE FOR THE SMOOTH FUNCTIONING OF CLASSES...………………42
5.1. Guide Line for the Smooth Functioning of Classes.
6.0. CO-CURRICULAR ACTIVITIES……………………………………………………....44
7.0. TOPPERS HAND BOOK...……………………………………………………….……...63
8.0. ACADEMIC CALENDAR...……………………………………………………….….…66

ASPIRE ACADEMIC DEPARTMENT Page 2 of 67

 PRINCIPAL’S MANUAL
2020-2021

ASPIRE GROUP OF COLLEGES

CORORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 3 of 67

 PRINCIPAL
OBJECTIVES

 Top Positions
 Minimum 90% Result in Academic Year.
 Ensure the 100% feeding of admissions, along with the sectioning process
and ensure the 100% collection of fee through Bank challan routing in banks
in real time.
 100 % implementation of Aspire’s policies and procedures at campus level.
 Admission in Academic Year as per the targets set by the higher management.
 Ensure all the designation holder’s work should be according to the set
standards.
 Motivation level of campus staff (teaching & non-teaching)
(Turnover rate should be in between from 5% to 7% is acceptable)

JOB ASSIGNMENTS

 Manage, implement and supervise effective and clear procedures for the
operation and functioning of the institution consistent with the philosophy,
vision, mission, values and goals set by the institution.

 Get in touch with Academic wing for course plan and ensure timely
completion of the syllabus according to the given course plan through In-
charge Academic Affairs.

 To ensure academic result of students by keen monitoring and recommend

appropriate action upon frequent drop or sustaining of poor grades through
concerned In-charges.

 Encourage A+ grade student by counseling to keep their Performance

improving or sustaining through concerned heads.

 Conduct monthly staff meeting for the important assignments with HODs.

 To conduct two On-line academic feedbacks and two Manual feedbacks

during an academic session.
ASPIRE ACADEMIC DEPARTMENT Page 4 of 67
  Evaluation of teaching and non-teaching staff.

 Students and teachers Results.

 Discuss instructions issued by institution from time to time.

 Admissions/Struck off rates of the students and the remedial measures there
in necessary.

 Course Plan (Fortnightly targets achieved or not)

 Co-Curricular Activities/sports.

 General guidance to staff to get the excellence and make up for shortcomings.

 Confirmation/extension in confirmation of teaching and non-teaching staff

etc.

 To ensure proper record of financial matters of the campus which includes

overall detail of monthly fee, utility bills and monthly expenses of the campus
through Account Officer.

 To take complete follow up of the fee defaulter students and send regular
alerts to the parents for the fee recovery through concerned class in-charges.

 Communicate and counsel with parents regularly in case of any query and also
student’s results, discipline, attendance, and behavior etc. through class in-
charges.

 Train and develop newly-appointed teachers in accordance with Aspire

policies like their conduct and way of teaching and responsibilities through
academic in-charges. Principal can take verbal feedback from the students’
off and on.

 Deliver suggestions, proposals and ideas with PROJECT DIRECTOR for

the betterment of the institution and keep him informed on all
academic/administrative issues of campus.

 To ensure timely preparation of fortnightly results and arrange the Review

Meetings in time and the Parent’s Teacher’s Meetings as mentioned in the
Academic Calendar.

ASPIRE ACADEMIC DEPARTMENT Page 5 of 67

  Encourage participation of students in co-curricular and sports activities
though Co-curricular In-charges.

RECOMMENDATIONS

 Analysis of all types of reports to be done through web portal.

(Strength of Aspire Group)

 Analysis on fortnightly basis of all designators work with detailed

supporting documents.

NOTE:
In the described below format, Principal will have to send the
Monthly Campus Report, after result have been announced and
after every Review Meeting.

ASPIRE ACADEMIC DEPARTMENT Page 6 of 67

 ASPIRE GROUP OF COLLEGES
Campus:_______ MONTHLY CAMPUS Month:_________
REPORT
Total # of
teachers / Name of what measures /steps
Sr. No Discussion Points Subject Sections Reasons
class in Teacher taken with time line
charges
Below 80% Result of
1
teacher
Below 90%
2 Attendance of
section
Top three class In
3 3
charges
Top three teachers
4 3
result wise

Analysis of Monthly Activities(Details)

NAME OF
1. 2. ANY OTHER ACTIVITY
ACTIVITY
5

MAJOR ISSUES FOUND

6
Issue Reason Measures Taken

ANY SPECIAL EVENT / VISIT

7

ASPIRE ACADEMIC DEPARTMENT Page 7 of 67

 WEB PORTAL REPORTS

PRINCIPAL LOGIN

The heads in the login of Principal as follows:

DASH BOARD
1. GENERAL
1.1 Attendance Teacher
1.2 Attendance Student
1.3 Financial Summary
1.4 Program wise recovery status
2. ADMISSIONS
2.1 Total Inquiries
2.2 Total Number of Students
2.3 Discipline Wise Admission
3. ACADEMICS
3.1 Overall Campus Result
3.2 Overall Result Analysis
3.3 Feed Back
4. EXAM PENDING REPORTS
4.1 Result Submission status
PORTAL REPORTS
1. Financial Module

ASPIRE ACADEMIC DEPARTMENT Page 8 of 67

 STAFF COORDINATOR
MANUAL
2020-2021

ASPIRE GROUP OF COLLEGES

CORORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 9 of 67

 STAFF COORDINATOR
OBJECTIVE

 At least 95% Attendance of all teaching staff during the academic session
NOTE: (Not more than 01 holiday in a month)
 100% commencement of classes as per the schedule during the session

JOB ASSIGNMENTS

 To ensure that classes start and finish on time.

 To ensure that all staff members are regular, punctual and follow proper dress
code.
 To ensure achievement sheets are properly filled and submitted to the staff
secretary.
 To keep an updated record of all the staff applications leaves and short leaves
and compile a report at the end of month/academic session.
 To make arrangements for substitution of teachers in place of any absent/not
available teacher.
 To circulate staff meeting notices and keep a record of all notices.
 To make all necessary arrangements for the staff meetings.
 To get students attendance reports from the HOD’s on daily basis and
maintain an attendance report.
 To check the student attendance registers and phone calls Proforma on daily basis.
 Meet with the campus In-charge on a monthly basis with all activities reports.
 Identify any shortcomings in the overall activities and processes and make
strategies for improvements
 Any other job that may be assigned from time to time by the management and
to work extended hours if required.
 To ensure the dress Code of the Teachers working in the College.
1. Male: Summer: Dress Shirt , Dress Pants, Tie
Winter: Dress Shirt, Dress Pants, Tie, Jersey, or Pant Coat
Shalwar Kameez and Waist Coat
2. FEMALE: SHALWAR KAMEEZ and Dupatta: Islamic ethnic look
Flat Shoes or Court shoes (Close)

ASPIRE ACADEMIC DEPARTMENT Page 10 of 67

 DOCUMENTATION

 Students Profile

 Student Leave Form

 Warning Letter

 Struck Off Letter

 Faculty Performance Record

 Work Load of Teachers

 Substitution / Replacement Proforma

 Day Book

ASPIRE ACADEMIC DEPARTMENT Page 11 of 67

 ASPIRE GROUP OF COLLEGES
STUDENT PROFILE

Name: _______________________
Father's Name: _______________________
Photo
Roll No: _________ Section:__________________

Personal Contact No: __________________ Father's Contact No: _________________ Residential

Contact No: ________________ Matric Marks:____________________

Person Person Person Re-

Sr. # Date Ab /Le Reason W.L-1 W.L-2 Struck Off
Contacted Contacted Contacted Admission

4 Remarks

10

ASPIRE ACADEMIC DEPARTMENT Page 12 of 67

 ASPIRE GROUP OF COLLEGES

CAMPUS NAME: ______________

LEAVE APPLICATION FORM

Student’s Name: Father Name: _________________

Class: Section___________ Roll No: ______________

Duration of Leave: Short Leave Time:

Date of Leave: ________________ Reason of Leave:

Contacted To: _______________________ Contact Number: ______________

Remarks from Contacted Person: ____________________________________

Class Incharge Name: ____________ Class Incharge Sign: _____________

____________________ _____________________

Signature of Father/Guardian Signature of the Applicant

_________________________________________

Approval Principal Signature

ASPIRE ACADEMIC DEPARTMENT Page 13 of 67

 ASPIRE GROUP OF COLLEGES
CAMPUS: ________________________

Campus Ref: _________ Dated: ____________

WARNING LETTER - 1

It is informed that your son/daughter ___________________________ has been issued

Warning Letter-1 due to his/her unauthorized absence for ______ days. You are requested
to contact the undersigned. Otherwise the student’s name will be struck off the college roll.

______________

Class In charge
______________

PRINCIPAL

ASPIRE ACADEMIC DEPARTMENT Page 14 of 67

 ASPIRE GROUP OF COLLEGES
CAMPUS: ________________________

Campus Ref: _________ Dated: ____________

STRUCK OFF LETTER

It is informed that your son/daughter ___________________________ has been

issued STRUCK OFF LETTER due to his/her
_____________________________________________________________. You
are requested to contact the undersigned.

______________ ______________
Class In charge Staff Coordinator

______________
PRINCIPAL

ASPIRE ACADEMIC DEPARTMENT Page 15 of 67

 FACULTY PROFORMANCE RECORD
PROF. NAME: _____________________________ SUBJECT: _____________
Official Assignment
Punctuality
Date Dress Code & Missing Leave Record
Maintenance of Student's Profile Lectures
Day Book
Register Maintenance

ASPIRE ACADEMIC DEPARTMENT Page 16 of 67

 ASPIRE GROUP OF COLLEGES
FORTNIGHTLY COURSE COVERAGE BREAK UP
TEACHER WORK LOAD
TOTA
L TOTAL TOTA EXTR
TOTAL NORM
TEACHE NO.OF
WOR WORK L
AL
A
ANY OTHER
SR. SUBJEC K LOAD WOR WOR
R'S SECTIO
LOAD (GRADUATI K
WORK
K
RESPONSIBIL
# TS NS LOAD ITY GIVEN
NAME INTE ON) LOAD LOAD
(INTER) (LEC)
R (LEC) (LEC) (LEC)
(LEC)

ENGLISH DEPARTMENT TOTAL (06 LECTURES/WEEK)

1
2
3
URDU DEPARTMENT TOTAL (06 LECTURES/WEEK)
1
2
3
MATHS DEPARTMENT TOTAL (06 LECTURES/WEEK)
1
2
3
BIO DEPARTMENT TOTAL (06 LECTURES/WEEK)
1
2
3
CHEMISTRY DEPARTMENT TOTAL (06 LECTURES/WEEK)
1
2
3

Remarks:_________________________________________________________________________________
__________________________________________________________________________

________________________ ________________
Staff Coordinator Principal

ASPIRE ACADEMIC DEPARTMENT Page 17 of 67

 ASPIRE GROUP OF COLLEGES
REPLACEMENT / SUBSTITUITION PROFORMA

CAMPUS: ______________________

Lecture Teacher on
Date Teacher on Leave Section Replacement Reason of Absent/Leave Signature
No.

10

11

12

STAFF COORDINATOR

PRINCIPAL

ASPIRE ACADEMIC DEPARTMENT Page 18 of 67

 ASPIRE GROUP OF COLLEGES
DAY BOOK
FOR THE MONTH OF 26 SEP-20 TO 25 OCT-20

SUBJECT:________________________ TEACHER'S NAME:______________________________

1ST YEAR 2ND YEAR GRADUATION NAME OF ABSENT
TOTAL
DATE DAYS TEACHER
LECT.
SIGN.
BOYS GIRLS BOYS GIRLS ANNUAL SMESTER
REPLACEMENT
26-Sep-20 Sat
27-Sep-20 Sun
28-Sep-20 Mon
29-Sep-20 Tue
30-Sep-20 Wed
1-Oct-20 Thu
2-Oct-20 Fri
3-Oct-20 Sat
4-Oct-20 Sun
5-Oct-20 Mon
6-Oct-20 Tue
7-Oct-20 Wed
8-Oct-20 Thu
9-Oct-20 Fri
10-Oct-20 Sat
11-Oct-20 Sun
12-Oct-20 Mon
13-Oct-20 Tue
14-Oct-20 Wed
15-Oct-20 Thu
16-Oct-20 Fri
17-Oct-20 Sat
18-Oct-20 Sun
19-Oct-20 Mon
20-Oct-20 Tue
21-Oct-20 Wed
22-Oct-20 Thu
23-Oct-20 Fri
24-Oct-20 Sat
25-Oct-20 Sun
TOTAL WORKING DAYS: ___________ TOTAL LECTURES REQUIRED: _____________

LECTURES DELIVERED: ___________ EXTRA LECTURES:____________

STAFF COORDINATOR:___________VICE PRINCIPAL:________________

PRINCIPAL :____________DATE:________

ASPIRE ACADEMIC DEPARTMENT Page 19 of 67

 ACADEMIC COORDINATOR
MANUAL
2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 20 of 67

 ACADEMIC COORDINATOR
OBJECTIVE

 100% course completion of all subjects during the academic year as per the
course plan.

 100% implementation of Aspire’s Test System in all classes.

 90-95% result of campus in the Board examination.

JOB ASSIGNMENTS

 To ensure implementation of Academic Calendar given by Academic

Department.

 To ensure implementation of course plans of all the subjects by the teaching

faculty.

 To ensure timely completion of courses of all subjects according to the course

plan prescribed in the “Academic Calendar”

 To implement Aspire test system in all classes.

 To provide test schedules to the concerned HOD’s and approval of syllabus

accordingly.

 It is responsibility of the In-charge Academic Affairs to remain well aware

about the course completion timelines and speed. To reduce over/sudden
burden of the course; timely arrange to start extra classes for students.

 To make separate sections for topper students so that they can achieve excellent
results in board examination.

 To make special arrangements for weak students by scheduling extra classes,

so that those students can be successful in board examinations.

 To ensure proper maintenance of science labs in the campus.

 To schedule Pre Send Ups and Send ups exams during the academic year.

ASPIRE ACADEMIC DEPARTMENT Page 21 of 67

  To arrange parents teacher meetings according to the “Academic Calendar”
prescribed days.

 To arrange Departmental Discussion through HOD’s.

 To get the feedback from the students regarding the status of courses.

 Any other job that may be assigned from time to time by the management and
to work extended hours if required.

DOCUMENTATION

 Daily Course Coverage Analysis

⮚ (Maintained and kept by the Teacher)

⮚ (Checked by Academic Coordinator on fortnightly basis)
⮚ (Checked by Principal on fortnightly Basis)

 Weekly Course Coverage Analysis Report

⮚ (Maintained and kept by the H.O.D)

⮚ (Checked by Academic Coordinator on weekly basis)
⮚ (Checked by Principal on Fortnightly Basis)

 Monthly Course Coverage Report

⮚ (Checked by Academic Coordinator on Fortnightly basis)

⮚ (Checked by Principal on Fortnightly Basis)

 Work Load Of faculty.

 All Reports (Results & Feedback) on Web portal.

NOTE:

From now onward Academic coordinator will have to follow these documents to
be fulfilled, so that for any visit of Head office, on this pattern, workability of
designators will be checked.

ASPIRE ACADEMIC DEPARTMENT Page 22 of 67

 ASPIRE GROUP OF COLLEGES

DAILY COURSE COVERAGE ANALYSIS

TEACHER'S
SUBJECT:_________________
NAME:________________________________________
Section/Date
LEC. # Syllabus Breakup
Section-1 Section-2 Section-3 Section-4 Section-5
1 Ch.1 Introduction to Physics
2 Physics Quantities
3 International System of Unit
Scientific Notation and Convention
4 for indicating Unit
5 Errors and Uncertainties
6 Significant figure
7 Precision and accuracy
Assessment for total
8 Uncertainties (Half)
Assessment for total
9 Uncertainties (Remaining),
Exp. 1.1,1.2,1.3
10 Dimension
Applications of Dimension.
11 Exp. 1.4,1.5
12 Exp. 1.6, Short Questions
13 Numericals
Ch.2 Vector, Rectangular
14 System
Addition of Vectors, Resultant
15 Vectors, Vector Subtraction
Multiplication of Vector with
16 Scaler
Unit Vector, Null Vector, Equal
17 Vector
Rectangular Components of
18 Vectors
19 Position Vector, Exp. 2.1
Vector Addition by Rectangular
20 Components
21 Direction of Vector
22 Exp. 2.2,2.3
23 Scaler Product
Characteristics of Scaler
24 Product

ASPIRE ACADEMIC DEPARTMENT Page 23 of 67

 ASPIRE GROUP OF COLLEGES
FORTNIGHTLY COURSE COVERAGE ANALYSIS
BREAK UP ANALYSIS REPORT BY (HOD's)
SUBJECT:______________ HOD's NAME:___________________________________
DATED FROM: DATED END:
SR.# Class/Section Remarks

MG-1
MB-1
1 MR. BILAL MG-2
MB-2

MG-3
MB-3
2 MR. FAWAD MG-4
MB-4

ACADEMIC COORDINATOR

HOD’s SIGNATURE PRINCIPAL

_______________ ______________

ASPIRE ACADEMIC DEPARTMENT Page 24 of 67

 EXAMS COORDINATOR
MANUAL
2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 25 of 67

 EXAMINATION COORDINATOR

OBJECTIVE

 100% transparency in the commencement of examination system in the

campus.

 100% accuracy in the preparation of examination material.

 Timely provision of results to the examination department.

JOB ASSIGNMENTS

 To ensure finalization of Date Sheets and its display wherever it is required.

 To ensure that the question papers have full compliance with the examination
rules, procedures and pattern and there are no spellings or formatting errors.

 To ensure question papers should reach the examination office in sealed

envelopes at least one week before the commencement of examination

 To ensure all examination material (Question Papers, Answer sheets,

stationery etc.) must be kept in safe custody as per the rules and procedures.

 To make sure that seating plan is proper keeping in view the number of
students to be appeared for the examination.

 To prepare duty roasters of faculty/staff members and ensure on time

availability of invigilators in examination rooms “10 Minutes” before the
starting time of paper.

 To ensure results should reach the examination office with no checking errors
at the earliest possible.

 To monitor the overall examination system starting from the scheduling of

the examination till the announcement of final results.

 Meet the campus Incharge and other staff members in order to investigate any
issues logged during conduct of examinations.

 To Deal with the students for any examination related queries.

ASPIRE ACADEMIC DEPARTMENT Page 26 of 67

  To identify any shortcoming in the examination process and prepare
strategies for their improvements.

 To coordinate with the campus In-charge in conducting effective parent

teacher meetings.

 Provide guidelines to the teaching staff regarding the result discussion with
parents.

 Any other job that may be assigned from time to time by the management and
to work extended hours if required.

 The results should be entered in the Portal with in the 04 working days for
fortnightly test system.

DOCUMENTATION

 Invigilation Instructions (Already sent in SOP’S of examination).

 Check List Before Exam.

 Issuance/ Receiving of Question Papers to/ From Invigilator.

 Supervision Report.

 Issuance/Receiving of Answer Sheets and Award List to/From Examiner

Note:

From now onward Examination coordinator will have to follow these documents
to be fulfilled, so that for any visit of Head office, on this pattern, workability of
designators will be checked.

ASPIRE ACADEMIC DEPARTMENT Page 27 of 67

 ASPIRE GROUP OF COLLEGES
CAMPUS NAME:________________________
CHECK LIST BEFORE EXAM
DATE SHEET, SYLLABUS, DUTY ROSTER AND SEATING PLAN FINALIZED
AND DISPLAYED

Test Subject Composed Proof

Class Quantity Copied Teacher Signature
Date Date Read

1st P. Accounting
Year

1st Computer
29-9-20
Year

1st Chemistry
Year

1st Urdu
30-9-20
Year

1st P. Eco. (Urdu)

Year

1st P. Eco. (English)

Year
1/10/20
1st Mathematics
Year

1st Biology
Year

1st English
3/10/20
Year

1st Islamiat
4/10/20
Year

ASPIRE ACADEMIC DEPARTMENT Page 28 of 67

 ASPIRE GROUP OF COLLEGES
Issuance/Receiving of Question
Paper to/from Invigilator
Quantity of Signature
Invigilator Q. Paper Q. Paper Ans. Sheet
Test Signature Issuance Return
Section Subject
Date Name Time Time While
Returning

FSc Engg.-A
Urdu
Boys
FSc Engg.-B
Urdu
Boys
FSc Engg.-C
Urdu
Boys
FSc Med.-A
Urdu
Boys

ICS-A Boys Urdu

I.Com-A Boys Urdu

30-9-20
FSc Med.-A
Urdu
Girls
FSc Med.-B
Urdu
Girls
FSc Med.-C
Urdu
Girls
FSc Engg.-A
Urdu
Girls

ICS-A Girls Urdu

I.Com-A Girls Urdu

ASPIRE ACADEMIC DEPARTMENT Page 29 of 67

 Issuance/Receiving of Answer Sheets and
Award list to/from Examiner
Quantity of Signature
Examiner Due Date of Date of Answer
Test Subject Signature
Section Name Submission Submission Sheet While
Date
Returning

FSc Engg.-A
Urdu
Boys

FSc Engg.-B
Urdu
Boys

FSc Engg.-C
Urdu
Boys

FSc Med.-A
Urdu
Boys

ICS-A Boys Urdu

I.Com-A Boys Urdu

30-9-20
FSc Med.-A Girls Urdu

FSc Med.-B Girls Urdu

FSc Med.-C Girls Urdu

FSc Engg.-A
Urdu
Girls

ICS-A Girls Urdu

I.Com-A Girls Urdu

ASPIRE ACADEMIC DEPARTMENT Page 30 of 67

 ASPIRE GROUP OF COLLEGES

SUBJECT WISE STUDENT STRENGTH

P. P.
Economics Commerce B.
Class Room Eng Urdu Islam Bio Maths Phy Chem Comp Stats P. Acc Maths
No. Urdu Eng Urdu Eng
Medium Medium Medium Medium

F.Sc Med. A 1

F.Sc Med. B 2

ICS-A 3
Girls
I.Com-A 4

F.Sc Med. C 5

F.Sc Engg.A 6

ICS-A 7

F.Sc Engg.C 8

F.Sc Engg.A 9
Boys
F.Sc Med. A 10

F.Sc Engg.B 11

I.Com-A 12

TOTAL

ASPIRE ACADEMIC DEPARTMENT Page 31 of 67

 ASPIRE GROUP OF COLLEGES
Supervision Report
Name:____________________________ Sign:___________ Campus:______ Date:________

Remarks: Excellent= 10 Points, Good= 08 Points, Poor= 06 Points,

Room #

Invigilator

Section

Strength

Seating Plan

Q. Paper Quality And Quantity

Examiner Sign on Transcript

White Board
Timing and Physically Counted Strength on

Invigilation

Paper Start Timing

Attendance Sheet

Any other
Round #
Time:__________________

A MG1 24
1
B EG1 12

ASPIRE ACADEMIC DEPARTMENT Page 32 of 67

 DISCIPLINE COORDINATOR
MANUAL
2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 33 of 67

 DISCIPLINE COORDINATOR

OBJECTIVE

 Maintenance of discipline within the campus premises as per the given

guidelines.

 Implementation of sports activities in the campus as per the schedule.

 Providing Discipline and Sports guidelines to the students.

JOB ASSIGNMENTS

Major responsibilities of Discipline Coordinator are as under:

 To make sure that the students get in/out of the college as per the campus
rules.

 To submit and discuss a criteria/plan with the principal before

announcements in the classes.

 To announce the selection criteria of the Proctors in all classes and should
select coordinators on merit.

 To keep a record of every Proctor’s Performance on monthly basis.

 To train the selected Proctor s according to the college rules, regulations,

procedures and policies.

 Effectively engage the staff members, security personnel and coordinators to

avoid any dispute/ indiscipline activity within a campus premises.

 To provide detailed report to the principal if any indiscipline activity occurs

in the campus.

 To provide the guidelines to the students regarding the maintenance of

discipline in the campus.

DOCUMENTATION

 Daily Disciplinary Report.

 Disciplinary Duty Roaster.

ASPIRE ACADEMIC DEPARTMENT Page 34 of 67

 ASPIRE GROUP OF COLLEGES
CAMPUS:______________________
DAILY DISCIPILINARY REPORT

Late
Roll Contact Contacted
Date Name Class/Section Arrival Uniform Remarks
Number Number Person
Time

CHAIRMAN
DISCIPILINE
COMMITTEE PRINCIPAL

ASPIRE ACADEMIC DEPARTMENT Page 35 of 67

 ASPIRE GROUP OF COLLEGES
Duty Roaster
For the month of November – 2020
CAMPUS: ________________ DISCIPLINE DUTY ROSTER

Days Teacher’s Name Sign

Morning time: Time: 07:15 am

Break Time
Teacher’s Name Sign
Days
Front Lawn Canteen

Off Time
Days Teacher’s Name Sign

Note:

From now onward Examination coordinator will have to follow these

documents to be fulfilled, so that for any visit of Head office, on this pattern,
workability of designators will be checked.

ASPIRE ACADEMIC DEPARTMENT Page 36 of 67

 ROLE OF HODs
&
ROLE OF STUDENT COORDINATOR
2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 37 of 67

ROLE OF HODs
 HOD is responsible to ensure Daily Departmental Discussions effectively.

 Lectures to be delivered to class must be discussed / presented within

department, so that the students of different classes will get the same
concept.

 HOD should prepare weekly syllabus completion report and submit to

Academic Coordinator.

 Should guide the department about paper developing and checking.

 Co-ordinate with Exams Coordinator for submission of award lists of the

department in time.

ROLE OF STUDENT COORDINATOR:

1. Ensure timely start of classes.

2. Prepare attendance summary up to 09:00am daily.

3. Assist the Discipline Coordinator for preparing Daily Discipline Report.

4. Record time of teachers reaching late in class and share the detail with Staff

Coordinator/Principal.

5. Prepare replacement of teacher absent.

6. Take the class to Labs in practical lectures in a discipline manner.

7. Ensure cleanliness of the campus.

8. Ensure discipline in the campus.

ASPIRE ACADEMIC DEPARTMENT Page 38 of 67

 ASPIRE GROUP OF COLLEGES
TEACHER ARRIVAL/ UNMARKED REGISTER
CAMPUS NAME: _____________________________________
TEACRER'S LECTURE LATE UN-MARKED TEACHER'S
DATE REASON
NAME NO. MINUTES ATTENDANCE SIGN.

ASPIRE ACADEMIC DEPARTMENT Page 39 of 67

 ROLE OF CLASS INCHARGE
2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 40 of 67

 ROLE OF CLASS INCHARGE

1. The Class In-charge can sanction one day, leave in a month only on genuine
grounds.
2. Any medical certificate or application for more than one day leave shall be
referred to the Principal.
3. It is your duty to educate your students morally and ethically. They should
always use polite language.
4. You may discuss the problems of the weak students with other subject
teachers and their shortcoming should be brought to the knowledge of their
parents.
5. The Class In-charge should take care of the class room fixture, motivate
students for better discipline.
6. The Class In-charge should contact the parent of the absent students daily.
7. The Class In-charge should check the uniform of students and make entry in
Students Profile and also inform to the Student Coordinator.
8. Make entry of late arrivals in the Student Profile.

ASPIRE ACADEMIC DEPARTMENT Page 41 of 67

 GUIDE LINE FOR THE
SMOOTH FUNCTIONING
OF CLASSES
2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 42 of 67

 GUIDE LINE FOR THE SMOOTH FUNCTIONING OF CLASSES

1. Take the Attendance at the beginning of the lecture.

2. Don’t leave your Attendance Register unattended. Don’t hand it over to any
student in any case.
3. Leave your class neither before nor after time. If you are taking the last class
of the shift wait a while till students leave.
4. Don’t sanction any short leave to any student. He / She may be referred to the
Principal in case of any emergent need.
5. Eatables are not allowed in the classroom.
6. Switch your mobile phone off during the lecture.
7. Don’t promote your relations with students beyond the academic boundaries.
8. You must be very polite with your students. No abusive language is expected
in and outside the classroom. Physical punishment is strictly prohibited.
9. Any misconduct by the students shall be forwarded to the student advisor,
avoid suspending the students. Refer the matter to the Discipline Coordinator.
10.You are expected to dress yourself neatly. Casual dressing on your part is not
allowed, i-e Jeans, Joggers, Collar-less shirt, Embroidered “Kurtas” etc.
11.It is the part of your job to teach your students moral and ethical values and
motivate them to work hard.
12.Don’t discuss any other subject to teach in your class.
13.Don’t give official document to any student or parent.
14.Cash collection in class is prohibited unless allowed / directed by the
management.
15.Be just and impartial toward students. Favoring some students can ruin your
image as a teacher.
16.Don’t discuss and comment upon any policy made by the management, in
class room.
17.Get prior permission from Academic Coordinator for any extra / make-up
class.
18.Ensure your stay in campus for students counseling and inform them your
availability in campus.
19.Any unusual incident coming to your knowledge must be reported to the
management rather taking action or initiative.
20.Don’t allow students to take your photographs in the class room or make a
video of classroom activities (whether these are formal or informal) through
their mobiles / cameras.
21.Don’t allow the students to hold party / celebration of any kind in the
classroom.
22.Exchange of gift with students is not allowed.
23.Fulfill your responsibilities / duties in organizing co-curricular activities.

ASPIRE ACADEMIC DEPARTMENT Page 43 of 67

 CO-CURRICULAR ACTIVITIES
2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE
23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 44 of 67

 CO-CURRICULAR ACTIVITIES
Objectives
 Promote values of courtesy, mutual respect and tolerance
 Extend students understanding and commitment to learning
Aspire Societies
1. Aspire STEM (Science, Technology, Engineering and Mathematics )
Society
2. Aspire Life Skills and Awareness Society
3. Aspire Quiz & Debating Society
4. Aspire Qirat & Naat Society
5. Aspire Cultural Society

Hierarchy
Advisor

Incharge
(Teacher)

Members
(Teachers)

President Vice President Information

(Student) (Student) Secretory
(Student)
ASPIRE ACADEMIC DEPARTMENT Page 45 of 67
 Selection Procedure
Selection of President, Vice President and Information Secretary
1. Announcement in classes
2. Collection of forms of interested candidates
3. Interviews of interested candidates with advisor and incharges
4. Selection (President, Vice President and Information Secretary)
5. Oath taking ceremony
6. Badges giving ceremony of successful candidates
7. Interaction among advisor incharges and members with elected candidates
regarding their responsibilities
8. President will select his society members with guidance of incharge

Advisor, Incharge, Members,

President, Vice President and
Information Secretary
 Hard working and having positive attitude
 Clear vision about event
 Must know objective of event.
 Strong coordination with members and students
 Passionate and result oriented.

ASPIRE ACADEMIC DEPARTMENT Page 46 of 67

 Responsibilities of Advisor
Be a strong leader and strong vocal person with
good communication skill.
1. Annual Plan as mentioned in academic calendar.
2. Prepare annual budget for various events.
3. Schedule (Decide the date, time and agenda of programs).
4. Meeting Schedule (Informed to event Incharge and members about event).
5. Execution of plan
 Arrange venue and logistic (audio/video system, dais etc.)
 Invite Chief Guest and other dignitaries.
 Arrange shields, gifts for guests.
 Arrange shields, gifts and certificates for participants.
Responsibilities of Incharge
1. Inform members about the event.
2. Inform students about the events (Discuss objective of event with members).
3. Display of flexes and notice board.
4. Plan and meeting with members about event.
5. Estimate budget of event with coordination of members.
Responsibilities of Member
1. Inform the students about the event.
2. Discuss the objective of event with students.
3. Selection of interested students through audition and interview.
4. Practice session of selected students.
5. Full dress rehearsal of selected students before the event day.
SOP’s of Societies
 Advisor meeting with principal and discuss whole plan.
 Presentation with faculty regarding societies in September*.
 Announcement of incharges, members, President, vice president and
information secretary (selected by panel) and their duties.
 House promotion of societies. Along with their slogan and logo.
 Announcement in classes about societies through incharges and members.
 Collection of data for membership in societies.
 Incharge will collect membership forms from the students.
 Membership will be allotted to students and name of society members will be
displayed on notice board

ASPIRE ACADEMIC DEPARTMENT Page 47 of 67

 Aspire STEM
(Science, Technology, Engineering and Mathematics)
Slogan
“The best way to predict the future is to invent it”
Objectives
 Opportunities for science students to engage in matters and develop

into tomorrow’s scientists

 Creating and raising the scientific and practical efficiency

 Application of knowledge to the practical aims of human

ASPIRE ACADEMIC DEPARTMENT Page 48 of 67

 Line of Action
 Principal meeting with society incharge with complete plan
 Selection of groups and assignments of project by in charge
 Visiting and preparation for external exhibitions.
 Workshop on project will be conducted by incharge with help of their
members at 1st and 3rd Saturday of each month
 Science Exhibitions (Practical Base Projects)
 Documentaries.
 Advisor will submit complete plan to principal 10 days before event day

SOPs of Aspire STEM Society

 Principal meeting with incharge.
 Incharge will conduct meeting with his members.
 Distribution of projects in classes. (At least 1 in each class)
 Time frame for each project.
 During classes task will not allowed.
 Guidance to students regarding their project by members of society.
 In house exhibition.
 Date of steminar.
 Venue of steminar.
 Execution of plan with coordination of principal.
 Invitation to Chief Guest.
 Arrangements of shields, certificates and gifts for winners and guests
 Selection of at least one group from each section.
 Monthly report regarding stem will be submitted to advisor and principal by
incharge

ASPIRE ACADEMIC DEPARTMENT Page 49 of 67

 ASPIRE STEM
Student’s Name: ______________________________________________

PICTURE
Father’s Name: _______________________________________________

Class/Section: _______________________________________________

Roll No: _______________________Marks (Matric/Inter) _______________

Address: _______________________________________________________________

Previous Achievements: _________________________________________________

Objective in Life: ________________________________________________________

Ph. No: ________________________________________________________________

Remarks of Incharge: ____________________________________________________

STUDENT SIGNATURE PARENTS SIGNATURE

ADVISOR SIGNATURE: _________________

ASPIRE ACADEMIC DEPARTMENT Page 50 of 67

 Slogan
“Transform yourself, Transform the world”

Objectives Transform yourself,

 Self-confidence Transform the world
 Personality Grooming
 Self-Reliance
 Writing skills
 Communication Skills
 Character Building
 Team Building
 Leadership Quality
 Awareness of Globalization

ASPIRE ACADEMIC DEPARTMENT Page 51 of 67

Line of Action
 Special ICT (Information in Communication Technology ) classes

(as per activity lecture )

 English Communication Skills (as per activity lecture )

 Calligraphy (as per activity lecture )

 Seminars

 Advance Technology

 Time Management

 Positive Thinking

 Traffic

 Good citizen

 Health Tips

 Time Management

SOPs of Aspire Life Skills & Awareness Society

 Principal will allocate activity lecture in time table.

 Four lectures for calligraphy, six lectures for ICT, ten lecture for English
Speaking.

 7 seminars will be conducted in whole session (1 per month). Date will be

decided by the principal as per availability.

 Society incharge will provide complete plan to principal and advisor.

 Seminar will be conducted after classes within the campus.

ASPIRE ACADEMIC DEPARTMENT Page 52 of 67

 ASPIRE LIFE SKILLS AND
AWARENESS SOCIETY

Student’s Name: ______________________________________________

Father’s Name: _______________________________________________ PICTURE

Class/Section: _______________________________________________

Roll No: _______________________Marks (Matric/Inter) _______________

Address: _______________________________________________________________
Previous Achievements: _________________________________________________
Objective in Life: ________________________________________________________
Ph. No: ________________________________________________________________
Remarks of Incharge: ____________________________________________________

STUDENT SIGNATURE PARENTS SIGNATURE

ADVISOR SIGNATURE: _________________

ASPIRE ACADEMIC DEPARTMENT Page 53 of 67

 “Don’t raise your voice,
Improve your arguments”

Slogan:
“Don’t raise your voice, improve your arguments”
Objectives
 Think logically and critically
 Speak publically and persuasively
 Freedom of expression
 Practices in developing in sound and logical arguments
Line of Action
 Debate competition in the campus (9th November on Iqbal day).
 Quiz competitions ( 1st year boys , 1st year girls in month of
November* )
 Quiz competition ( 2nd year boys , 2nd year girls in the month of
October *)
 Incharge will give monthly report to advisor and principal regarding
quiz and debating society.

ASPIRE ACADEMIC DEPARTMENT Page 54 of 67

 SOPs of Quiz & Debating Society
 Meeting of principal with society incharge.
 Society will provide complete plan to principal.
 Announcement in classes.
 Audition
 Selection
 Rehearsal
 Selection and preparing of venue
 Invitation to Judges and Guests.
 Prepare judgment Performa
 Toppers of monthly test from each class will participate in quiz competition.
 One contest for 1st year boys, one contest for 2nd year boys
 One contest for 1st year girls, one contest for 2nd year girls.
 Final between winners from each segment.
 Incharge will collect questions from HOD of each subject.
 Society incharge will ensure the participation of college students in external
debate competitions

ASPIRE ACADEMIC DEPARTMENT Page 55 of 67

 ASPIRE QUIZ AND DEBATING
SOCIETY

Student’s Name: ______________________________________________

Father’s Name: _______________________________________________ PICTURE

Class/Section: _______________________________________________

Roll No: _______________________Marks (Matric/Inter) _______________

Address: _______________________________________________________________

Previous Achievements: _________________________________________________

Objective in Life: _______________________________________________________

Ph. No: ________________________________________________________________

Remarks of Incharge: ___________________________________________________

STUDENT SIGNATURE PARENTS SIGNATURE

ADVISOR SIGNATURE: _________________

ASPIRE ACADEMIC DEPARTMENT Page 56 of 67

 Slogan:

Objectives
 To Promote love of Quran and Sunnah
 Encouragement for the Qari
 Encouragement for the Naat khwan

ASPIRE ACADEMIC DEPARTMENT Page 57 of 67

 Line of Action
 Participating in almost all the college events
 Qirat and Naat competition in college in January
 Participation in external Qirat and Naat Competition

SOPs of Qirat & Naat Society

 Meeting of principal with society incharge.
 Society will give plan about Qirat & Naat competition.
 Announcement in classes.
 Audition of students
 Selection of students
 Rehearsal of students.
 Selection & arrangement of venue
 Invitation of guests
 Arrange shields, certificate and gifts for winners and guests

ASPIRE ACADEMIC DEPARTMENT Page 58 of 67

 ASPIRE QIRAT AND
NAAT SOCIETY

Student’s Name: ______________________________________________

Father’s Name: _______________________________________________

Class/Section: _______________________________________________ PICTURE

Roll No: _______________________Marks (Matric/Inter) _______________

Address: _______________________________________________________________

Previous Achievements: __________________________________________________

Objective in Life: _______________________________________________________

Ph. No: ________________________________________________________________

Remarks of Incharge: ____________________________________________________

STUDENT SIGNATURE PARENTS SIGNATURE

ADVISOR SIGNATURE: _________________

ASPIRE ACADEMIC DEPARTMENT Page 59 of 67

 Slogan:
“Culture is the widening of the mind and of
the spirit.
Objectives
 Opportunities for interested instrumentalist and vocalist to
prepare and perform
 Polish and train the students and make them best in this field of
culture
 To Build confidence to perform at any forum and platform
 Awareness about various cultures of Pakistan through events

ASPIRE ACADEMIC DEPARTMENT Page 60 of 67

 Line of Action
 Opportunity of performance in welcome party, Farewell, Defence Day,
Independence Day functions.
 Celebration of cultural day.
 Celebration of national day.
 National song competition.
SOPs of Cultural Society
 Meeting of principal with cultural society.
 Society will give complete plan.
 Announcement in classes.
 Celebration of national days.
6th September (Defence Day)
9th November (Iqbal Day)
25th December (Quaid Day)
5th February (Kashmir Day)
23rd March (Pakistan Day)
01st May (Labour Day)
 National Song competition.
 Announcement in classes.
 Auditions
 Rehearsal
 Selection of venue
 Invitation of judges
 Arrangements of shields, certificates & gifts for guests.

ASPIRE ACADEMIC DEPARTMENT Page 61 of 67

 Sample Candidate Registration Form

ASPIRE CULTURAL SOCIETY

PICTURE
Student’s Name: ______________________________________________

Father’s Name: _______________________________________________

Class/Section: _______________________________________________

Roll No: _______________________Marks (Matric/Inter) ______________

Address: _______________________________________________________________

Previous Achievements: __________________________________________________

Objective in Life: ________________________________________________________

Ph. No: _______________________________________________________________

Remarks of Incharge: ____________________________________________________

STUDENT SIGNATURE PARENTS SIGNATURE

ADVISOR SIGNATURE: _________________

ASPIRE ACADEMIC DEPARTMENT Page 62 of 67

ASPIRE ACADEMIC DEPARTMENT Page 63 of 67
 TOPPER PRIORITIES CHART FOR POSITION
 5 Time Prayers : 1 Hour
 Study : 8-10 Hours
 Food : 2 Hour
 Sleep : 7 Hours
 Play (Indoor-outdoor) : 1-2 Hours
 Spending time with family : 2 hrs
 Toppers do mind mapping and study with breaks (after study 5-10
minutes break).
 Every time they remain focused to his/her aims.
 Topper spends more time on weak portions.
 TIPS FOR COMMANDING THE SUBJECTS:
 Make a Subject Timetable and follow accordingly
 Follow Assessment schemes
 Give primary focus on paper presentation.
 Have a blind faith/trust on Almighty Allah and teachers.
 He / She should not be overconfident, but always realizes that he/she has
to be a topper.

Study Time Management @ Home

Key to Success
Regularity, Consistency, Wholeheartedly
 4:15 am to 7:30 am
Wake up.
 Offer Namaz.
 20 minutes Running / Exercise.
 10 minutes bathing.
 Uniform 5 minutes.
ASPIRE ACADEMIC DEPARTMENT Page 64 of 67
  Start memorizing important topic.
 Breakfast 5 minutes.
College Time
8:00 am to 1:45 pm
2 pm to 04:00 pm
 Back to home.
 Recall memory first & set today’s priorities.
 Have lunch.
 Offer Namaz.
 Take nap.
04:00 pm to 5 pm
 30 minutes outdoor sports.
 Start working on the 1st toughest subject.
 Revise same subjects previous day’s work first.
 Then today’s routine
 Read next day’s topic.
 Remember page # and contents.
5 pm to 9 pm
 2nd and 3rd Science subject / Commerce subjects.
9 pm to 11 pm
 4th, 5th & 6th Arts subjects.
 11pm to 12am
 Extra preparation for different subjects tests given.
 12 am to 6 am
 Sleeping

ASPIRE ACADEMIC DEPARTMENT Page 65 of 67

 ACADEMIC CALENDAR
2020-2021

ASPIRE GROUP OF COLLEGES

CORPORATE OFFICE

23-D-1, GULBERG-III, LAHORE

ASPIRE ACADEMIC DEPARTMENT Page 66 of 67

 ACADEMIC CALENDAR TENTATIVE

ASPIRE ACADEMIC DEPARTMENT Page 67 of 67