Research & Consultancy Policy

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Research & Consultancy Policy

During last five years upto 60 projects from several funding agencies have been completed. At present 04 Departments avails the SAP facility of UGC (Chemistry, Biosciences, Computer Science and Gujarati). Deptment of Biosciences avails the facility of DST-FIST. Department of Chemistry has submitted proposal to GUJCOST Gandhinagar, (Gujarat) for financial assistance for COE (Centre of Excellence) to augment research. Four Faculties have submitted their proposal for financial assistance to TARE (Teachers Associate ship for research in excellence), DST, CSIR & UGC- DAE. To foster research, university has allotted Rs 1 crore for faculties as Research Grant. Major and Minor Research projects were invited from faculties of University Department as well as university affiliated colleges.


Submission of New Project Proposal
1. Principle Investigator (PI) shall fill the application form in prescribed format of funding agency along with required supporting documents.
2. PI shall submit a three copies of research proposal along with Annexure 1 forwarded by Head of the department to Research Cell.
3. Through Research Cell Annexure 1 along with the research proposal shall be signed by Registrar.
4. One copy of Annexure 1 along with the research proposal signed by Registrar shall be kept in Research Cell and other copy shall be return to the PI.
5. In case of online submission, form required for undertaking or other required document can be also processed as described step 1 to 4.
6. Research Cell shall maintain the record of all research proposals submitted by various faculty members centrally.

Acceptance of Sanctioned Project
1.On receipt of sanction letter from the funding agency and the first installment of funds of a new project, the Office Research Cell will allot a project code no. and communicate the same to the PI and other concerned offices immediately. This number must be referred to in all correspondence relating to the project/scheme.
2.Once the PI or the funding agency informs the Office of the Registrar that the funds have been sanctioned and likely to arrive soon, a proactive effort from Finance Office is required to track the arrival of funds in the bank and inform the PI and Research Cell so that work can start immediately.
3.The effective date of implementation of the project shall be the date of first expenditure in the project or as defined by the funding agency.

Opening the Joint Saving Account for the project
1.There is a repeated demand by project sponsoring agencies for opening a separate Savings Bank Account or interest earning account for each project. It has now become essential to show interest earned on the project fund, and returning the interest so earned to the Funding Agency. Next installment of grant is not released unless the said conditions are fulfilled. Also project fund transfers are now being mostly done by PFMS or RTGS and not through cheques. Dedicated saving account is must for easy execution of the project.
2. Once grant is received the dedicated saving account jointly operated by the signature of any of two of following shall be opened in the bank.
      A. PI
      B. Registrar
      C. Chief account officer
3. Account shall not be operated in online mode only online access to view bank transaction can be used for monitoring the transaction.

Process of Staff Recruitment in the Project
1. Appointments of the project staff in the project should be made strictly for the position mentioned in the budget or in sanction order of the funding agency.
2. The emoluments payable to the project staff should be as per rules and instructions of the funding agency. The HRA is payable only where the candidate is not availing any hostel/govt. accommodation facility and there is a provision of payment of HRA in the sanction order.
3. While making the appointments, it may be ensured that Adhoc appointments are valid for a period of three months and thereafter all appointments are made through the approved Selection Committee. Before the expiry of appointment period, PI should advertise the post and further appointment is made through selection committee.
4. All positions approved by the funding agency under the project will be filled in after due advertisement at the VNSGU website and through notifications about the vacancy/vacancies sent to at least 10 institutions in the relevant discipline of the country as per the Performa in Annexure 2. All advertisements must also be displayed on department/faculty notice boards.
5. Recruitment can done by inviting application or by walk in interview mode.
6. Preferably 21 days duration shall be given for submitting the application or for conducting walk-in interview from the date of advertisement.

Selection of Staff
1. All appointments on the approved research staff positions under a project/scheme will be made through interview by a Selection Committee constituted for the purpose as given in the Annexure 3 . Once constituted the selection committee will remain valid for a period of one year
2. In case of invited application Short-listing of applicants to be called for interview will be made by the PI (and Co-PI, if applicable) and a précis of candidates called for interview will be prepared as given in Annexure 4.. For walk in Interview also précis of candidates shall be prepared as per Annexure 4.
3. No TA/DA will be payable to candidates appearing for interview, unless specifically provided for under the project/scheme
4. Interview dates must be decided in consultation with the member of selection committee and interview letter mailed to the applicant well in time in case of invited application mode. The details of Interview shall be also kept on VNSGU website.
5. After interview minutes and recommendation of the Selection Committee meeting shall be recorded as per preforms in the
Annexure 5 and 6.
6. PI shall send the minutes and recommendation of the Selection Committee along with the following document for approval by Registrar.
        A. Grant sanction letter
        B. Full advertisement placed on VNSGU website.
        C. Copies of the précis showing the bio-data of the candidates who had applied for the position/s.
        D. Selection committee proceedings
        E. Mark-sheets and other relevant documents of the selected candidates

7. After getting approval from the Registrar selected letter of appointment as per Annexure 7 shall be communicated to selected candidate
8. When selected candidate accept the appointment and join his/her duty the joining letter as per Annexure 8 shall be taken and copy of joining letter shall be forwarded to Research Cell and finance department.

Monthly release of fellowship/Salary of Research Personnel
At the end of every month the attendance report (Annexure- 9) and salary bill (Annexure- 10) of research personnel shall be submitted to finance office for release of salary.

Terms and Conditions of Appointment for Research Personnel
1. All appointments on projects are contractual and can be made only if the position is explicitly sanctioned by the funding agency. The emoluments payable to any of the appointees will be as per the sanction given by the funding agency.
2. All appointments will be co-terminus with the project.
3. Other Terms & Conditions of appointment should be as per Funding Agency / University guidelines. The applicable terms and condition shall be mentioned in the appointment letter and while joining undertaking for shall be taken from candidates.
4. In case the positions are not explicitly mentioned, the PI will make specific proposal about positions and emoluments, keeping in view the original proposal and sanction of the grant.

The leave rules will be as per funding agency guidelines. If no norms are specified the following leave rules will be applicable
1. Fellows are entitled for a maximum period of 30 days of leave in a year in addition to public holidays.
2. They are not entitled to any other vacations.
3. The leave due can be carried over to the next year however, not more than 90 days' leave can be accumulated at any time during the tenure. Of this not more than 30 days can be availed of at the end prior to completion of the tenure of Project
4. Candidates are eligible for maternity/ Paternity leave as per Govt. of India norms issued from time to time at full rates of fellowship once during the tenure of their award.For the filed work/ sample collection/ visit to library/ Visit to another institution or any other visit for project work and participation in scientific events/ workshop in India and abroad will be treated as on duty with prior permission from PI

TA, DA by Research Personnel, PI and other experts
1.TA, DA shall be paid according to funding agency guideline, if norms are not specified by the funding agencies University rules will be applicable
2. The research Personnel / PI are eligible for TA / DA as per VNSG/Gujarat government rules.
3. Travel under the Research Projects is allowed for the following
        a. For data collection related to projects to PI/Co-PI/ Project Fellow/JRF/SRF
        b. For visiting Libraries, institutes within the country to collect information
        c. For attending Conference / Seminar / Workshop / Training Programme etc., if Permissible by the funding agency for presenting a paper.
        d. For inviting subject experts for the selection committee
        e. For inviting other experts to discuss the project work
        f. For attending midterm reviews of the project
4. No International Travel is allowed unless specified by the Funding Agency
5. TA on actual basis to cover filed / site visits, meeting outside the university and the participation in conferences /seminars / training programmes/ workshops etc. within India be paid to the team members of the project.
6. There will be no restriction on the basis of designation of PI as Assistant Professor, Associate professor and Professor from the university, on travel by air or taxi on grounds of entitlement. Prior permission of registrar is require for Car travel by JRF for project work in special circumstances
7. TA and sitting fee payable to official and non-official members/experts will be as per UGC guideline

Purchase Procedure
Immediately after getting grant PI shall approve the detailed budget through the registrar and submit a copy of approved budget to the account sanction.
PI has the Purchase power as per the O 36. For the purchase above his power required permission shall be taken from Department head, Registrar, VC and finance committee as per requirement.

Contingency grant
Contingency grant shall be utilize as per the guideline given by funding agency. If no guideline is given Contingency grant can used for following purpose as
        1. Books, journals, cost of photocopying of documents.
        2. Chemicals/consumable items required for the research work;
        3. Stationery and postal charges
        4. Purchase of printer, computer accessories and software required for project
        5. Charges for hiring service analysis of out sourced work (testing, sequencing etc.)
        6. For remuneration, travel expense (by bus/train/car) and DA of selection committee/Interview committee/invited expert (Charges will be         as per UGC rules for invited expert in selection/Interview committee).
        7. Expenditure towards Advertisement for the appointment if any
        8. Spares of apparatus
        9. Repairing and maintenance of equipment
        10. Payment of bills of chartered account for utilization certificate
Any other special expense need for the project besides described above can be done with prior approval of Registrar & Vice chancellor

Overhead charges
Overhead charges shall be utilize as per the guideline given by funding agency. If no guideline is given overhead charges shall be distributed and utilize as mention bellow
        [A] 20% shall be transferred to Research Development Fund which can be utilize at university level for conducting various activities to              promote research
        [B] 15% shall be given to university for paying university utility bills
        [C] 15% shall be given to various administrative staff at department level and university involved in the project administration in               consultation of university account department
        [D] 50% shall be shall be at the disposal of the PI. Funds under this head could be utilized by the PI up to six months beyond the tenure of          the project.

The following expenses can be made by the PI from her/his share of the overhead charges:
        a. All expenses related to Laboratory maintenance and renovation, purchase of furniture, Personnel computers including laptops, minor              equipment and printers to be used as office equipment; repair of existing furniture, wooden work like partitions, shelves etc.              flooring, making dust free rooms, water and electricity connections including labour charges, purchasing of air conditioners,              invertors, voltage stabilizers, UPS and air curtains. This type of work could be done in consultation of estate section.
        b. Repair and up gradation of scientific equipment, computers and peripherals, payment of annual
             maintenance/service contracts, purchase of minor accessories for equipment.
        c. Cost of advertisements in newspapers for project positions as well as other notices.
        d. To meet fully or partially Expenses to meet local, domestic or international travel, hotel expenses, DA, registration fee towards
             participation of PI, Co-PI and project staff in Conferences/Symposia and on visits to other laboratories (in India and abroad) for
             discussions in collaborative research-work subject to prior approval of Registrar & VC
        e. To meet fully or partially Expenses of Indian or USA or global patents or PCTs as per rules in consultation with Finance Office and after
             getting prior approval of Registrar & VC
        f. To meet fully or partially expense for Publications charges for Publications of research paper in either UGC care listed journal or journal
             listed in web of science/ SCOPUS
        g. Membership in professional bodies
        h. Any other special expense with prior approval of Registrar & Vice chancellor

8. Actual lodging/ boarding expenditure and food expenses are admissible. In case of consultancy services when professional fees are charged or honorarium is claimed, separate DA will not be paid.
9. Maximum DA of Rs.2500 will be admissible to Principal Co-ordinator/ investigator, if no lodging or boarding expenditure is claimed while doing project outside the city during working days. For other team members maximum Rs.1000 will be admissible.
10. In case project work is carried out during vacation/s, maximum DA of Rs.5000 will be admissible to Principal Co-ordinator / investigator. The other members will get maximum Rs.1500. The amount will be inclusive of lodging and boarding expenditure.

Preparation of the Statement of Expenditure and Utilization Certificate (SOE/UC)
1. Statement of Expenditure and Utilization Certificate (SOE/UC) duly Audited by Chartered Accountant or Certified by Chief Accounts Officer must be submitted at the end of every year of the project in the prescribed format of the Funding Agency in at least two original copies. (One for sending to Funding Agency and one for office records). It is advisable to prepare the SOE /UC in three original copies. One original copy must be kept in the file of PI
2. After the completion of the project, the final SOE /UC must be audited from University recognized Chartered Accountant. A provision for this financial expenditure must be made before hand in the respective budget head.
3. A Copy of final project report submitted to funding agency shall be submitted to Research Cell.


  • Faculty members may undertake routine testing tasks, which are required by the Industries or utility companies for the performance evaluation of their specific product or projects.
  • The routine testing projects involve utilization of the Institute laboratory facilities. Institute does not allow to undertaking any certification work, unless certain facilities of the Institute are recognized by appropriate authority of the country for this purpose. The following points should be adhered to:
  •         • Only non-specialised equipment can be used in routine testing projects;
            • The testing may be done at standard fee estimated by the Faculty Member, who will supervise the testing work.
            • Service tax at the applicable rates should be received on this source and paid to the Government of India.
  • After deducting Service Tax, the balance amount shall be distributed as per the following
  • Total Fee received after deducting Service Tax

    Share of payments

    To department to meet the consumable and maintenance expenses 

    University overhead

    Participating Employees






  • The university encourage faculty to undertake consultancy work. The consultancy work should be of such nature that enriches the professional experience and the knowledge as a faculty member of this university and, thus, makes him / her better educator and researcher.
  • Each consultancy project will have a Principal Investigator (PI) or Principal Coordinator (PC).
  • PI or PC will be responsible for formulating project proposal which may include (i) planning of the work to be done (ii) estimating costs according to the guidelines of the university / funding agency.
  • Cost of a consultancy project will consist of two parts (i) actual expenses and (ii) consultancy fee / honoraria.
  • The actual expenses should cover the following cost related to project:
            A. Permanent equipment or software to be procured or any other assests
            B. Consumables to be used (Chemicals, stationery, cartridge, photocopying, etc)
            C. Computational charges (at commercial rates)
            D. Translation charges
            E. Charges to be paid for the use of specific equipments in central facility or hiring charges
  • Contingency expenses to cover cost of supplies, preparation of report, typing, drafting, stationery, reproduction, literature (books, journals, membership fee of professional bodies, postage charges, telephone charges (including landline and mobile), internet usage, and other miscellaneous charges.
  • Faculty members going out of town on project work will be treated on duty subject to a maximum of 30 days in a year. Faculty should plan their filed / site visit in vacation or during public holidays as far as possible.
  • Despite the fact that consultancy project are encourage by the university, it is expected that only those consultancy projects will be accepted by the university, which provide challenge befitting professional competence of the faculty members. Sufficient caution also needs to be exercised to ensure that consultancy projects do not interfere with the normal duties of the faculty members
  • University policy on overheads and service tax for Consultancy project
    1. Project cost refers to the expenses incurred by the PI / PC for the duration of the project of the project. It includes equipment, salaries, travel, consumables and contingency.
    2. Overheads refer to the payment due to the university from the grant approved by the funding agency / organization / industry for Consultancy project Calculation of overheads:
    At the stage of proposal submission, the budget will reflect project costs (X), over heads at 25% (X1 = 0.25X) and service tax at 10.3% (X2 = 10.3% of (X+X1)). Service tax is subject to periodic revision by the Government of India.
    3. Faculty members can also undertake consultancy of short duration. Consultancy related to project, statistical analysis or any other kind of consultation that may be required for any kind of project or research, faculty may charge consultancy fees. Faculty shall pay 30% of consultancy fees to the University and 20% fees to the Department. The remaining amount can be retained as an income from consultancy fees. Income from consultancy fees will have to be shown as income from other sources.
    4. Consultancy projects utilize prior skill and competence or the PI / PC. They allow the PI / PC to charge honorarium / consultancy fees.
    5. Service tax is required to be paid for all consultancy and testing projects.

    Admissible TA / DA for Consultancy project
    A. TA on actual basis to cover filed / site visits, meeting outside the university and the participation in conferences /seminars / training programmes/ workshops etc. within or outside India be paid to the team members of the project as per the norms of funding / sponsoring agencies. There will be no restriction, from the university, on travel by air or taxi on grounds of entitlement. University rules will be applicable, if norms are not specified by the funding agencies.
    B. Actual lodging/ boarding expenditure and food expenses are admissible. When professional fees are charged or honorarium is claimed, separate DA will not be paid.
    C. Maximum DA of Rs.2500 will be admissible to Principal Co-ordinator/ investigator, if no lodging or boarding expenditure is claimed while doing project outside the city during working days. For other team members maximum Rs.1000 will be admissible.
    D. In case project work is carried out during vacation/s, maximum DA of Rs.5000 will be admissible to Principal Co-ordinator / investigator. The other members will get maximum Rs.1500. The amount will be inclusive of lodging and boarding expenditure.


    Research and development fund obtained from the overhead of the sponsored research projects or acquired from the University fund or any other source can be utilize for following purpose
    1. Organizing the workshop for preparation of research proposal
    2. Organizing events for training and promoting research
    3. For providing Research Awards to faculties and students
    4. For creation of common research facility like on the campus

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    1. Research Annexure 1  to 10 Download pdf