Information for New Faculty

Faculty Recruitment and Selection

Faculty Selection process starts with Publishing of the Advertisement through various sources viz; Print Media, Digital Media including advertisement on the Official webpage of IIT Delhi (www.iitd.ac.in), thereafter receiving of online applications through the IITD ERP system. These applications are then forwarded to the Head of the concerned academic unit for their scrutiny which is done in two stages. In stage one, the shortlisting is done by the Professors’ Committee of the academic units. Candidates shortlisted at stage one is then called for presentation and interaction by the academic unit in stage two. On approval of the Professors Committee of the concerned academic unit, the list of finally shortlisted candidates is forwarded by the Head of the academic unit through Dean (Faculty) to the Director for approval. The shortlisted candidates are then called for interview with the Selection Committee, which is recommended by Dean (Faculty) and approved by the Director. The recommendation of the Selection Committee is approved by the Chairman, BOG.

Offer of Appointment

Offers of appointment are issued on approval of the recommendations of the Selection Committee. The offer of appointment indicates the salary offered, the rates of allowances, the duration of the appointment and other terms and conditions of service as applicable from time to time and prescribes the date by which acceptance of offer is to be communicated by the candidate.

A candidate who is offered an appointment in the Institute should join within three months, if in India; and within six months, if abroad, from the date of the offer. However, Director may extend the joining time on request, up to six months from candidates in India; and one year for candidates abroad.

The candidate is directed to get himself examined for physical fitness by the prescribed medical authority. On production of a satisfactory certificate of physical fitness, the offer of appointment becomes operative.

Validity of Panel/Waitlist

The recommendations of a Selection Committee will remain valid only for a period of one year from the date of approval by the competent authority. During this period, if a vacancy arises in one of the areas advertised for selection, for any reason including a selected candidate declining the offer or not joining by the prescribed date, the offer could be made to the next candidate on the panel. However, if a candidate is placed on the waiting list against a particular candidate, the waiting list shall automatically lapse on the date the candidate joins the Institute, or one year limitation, whichever is earlier.

Contribution to Travel Expenses

For Interview/Written Test

The candidates called for interview are paid a contribution by the Institute towards their travelling expenses as under:

• The candidates called for interview for the post of Professor are reimbursed single first-class railway fare both ways/actual travel expenses whichever is less.
• The candidates called for interview for all other posts are reimbursed single second-class railway fare both ways/actual travel expenses whichever is less.
• Reservation charges, if any, are reimbursed to the candidates called for interview for all the posts.

For Joining the Post

The payment of traveling/Moving Allowance to faculty joining the Institute from abroad or from elsewhere in India as recommended by the Institute Level Committee, is as under: –

• Faculty joining the Institute from within India: –
  • Faculty joining from within India will be eligible for payment of Traveling Allowance and Transportation charges as laid down in the SR-116.
  • The reimbursement of TA to reach HQ by Economy Class Air Fare and/or AC Taxi (if the journey is performed by road).
  • Household goods/luggage charges will be as per actuals (air/ship charges from abroad and Rail Freight in India).
  • The above expenditure will be limited to Rs. 1.25 lakhs or actuals, whichever is less

• Faculty joining the Institute from Abroad: –
  • Economy Class Air Fare to India for faculty member himself and his family members from abroad to port of Disembarkation.
  • Domestic Travel in India to reach HQ by Economy Class Air Fare and/or AC Taxi (if the journey is performed by road).
  • Household goods/luggage charges will be as per actuals (air/ship charges from abroad and Rail Freight in India).
  • The above expenditure will be limited to Rs. 2.5 Lakhs or actuals, whichever is less.

Faculty members who avail the above-mentioned Relocation Allowance, undertake to serve the Institute for a period of two years with effect from the date of joining and execute service bond to that effect. As per 7th CPC such TA claim should be done within two months from the date of joining.

Faculty joining the Institute from Abroad: –

• Economy Class Air Fare to India for faculty member himself and his family members from abroad to port of Disembarkation.
• Domestic Travel in India to reach HQ by Economy Class Air Fare and/or AC Taxi (if the journey is performed by road).
• Household goods/luggage charges will be as per actuals (air/ship charges from abroad and Rail Freight in India).
• The above expenditure will be limited to Rs. 2.5 Lakhs or actuals, whichever is less

Faculty members who avail the above-mentioned Relocation Allowance, undertake to serve the Institute for a period of two years with effect from the date of joining and execute service bond to that effect. As per 7th CPC such TA claim should be done within two months from the date of joining.

Terms and Conditions of Service

Under the Act, policy regarding conditions of service of employees of the Institute is laid down by the Council. Statute 13 gives the terms and conditions of service of permanent employees and Statute 14 gives the terms and conditions of service of temporary employees. These cover the following:

• Salaries & emoluments.
• Physical fitness.
• Tenure including probation period, confirmation and retirement, termination of service and conduct rules.

Salaries and Emoluments

The pay Level, as per the latest norms for the different cadres of posts, is laid down by the Central Government and adopted by the Board. Such pay level with Grade Pay is called sanctioned/approved pay level and appointments are made in those pay levels.

Physical Fitness- The Board has nominated the following authorities for conducting medical examination of the selected candidates.

Physical Fitness- The Board has nominated the following authorities for conducting medical examination of the selected candidates

• Appointment against permanent vacancies.
  • Group A (Assistant Professor or equivalent and above)- The Medical Board is comprising of the Chief Medical Officer, Medical Officer and one Doctor from outside the Institute.
  • Group B&C – Medical Board comprising of the Chief Medical Officer and two Medical Officers of the Institute.
• Appointment against temporary vacancies of more than three months duration of all grades.
  • Group A, B & C – Chief Medical Officer of the Institute.
  • New appointees who had been medically examined in their previous departments (Government or Semi-Government bodies) and join the Institute Service without break are exempted from undergoing fresh medical examination at the Institute.

Tenure: The details are given in Statutes 13 and 14. The procedure of appointment of people on contract is given in Statute 15.

Faculty Onboarding

Whom to Contact, How and Where

This is a flowchart that broadly summarizes the sequence of actions that you will have to perform during your initial days. You will be in touch with the Head of academic unit and Establishment-1 (E-1) who will assist you with the Joining Formalities.

Announcing your arrival

One of our priorities is your smooth on-boarding, for that to happen, you are kindly required to let us know about your travel plans at least two weeks before your arrival to the institute. Write an email to the Head of your Academic Unit mentioning the same and coordinate with them regarding your joining date and time of reaching the institute on your first day.

Documents required at the time of Joining

The administration will require your information to serve you better at all stages of your tenure in the institute.

Below is the list of documents that you will have to carry along with you to complete the joining formalities:

For any query related to Documentation, you may kindly contact:

Faculty Recruitment Cell

Email – fac_recruit@admin.iitd.ac.in

Phone – 011-26548733

Arriving at the institute

Check-in Guesthouse

The institute has two Faculty Guest houses, Gulmohar Faculty Guest House and Amaltas Guest House. Gulmohar is for the New Faculty while Amaltas is for the higher ups.

After you arrive at the institute you will check in to the Gulmohar Faculty Guest House. You will stay here until you get temporary accommodation.

The process of getting temporary accommodation has been explained in the Housing part of this handbook.

For more details, kindly visit: https://home.iitd.ac.in/for-faculty-serving-guest.php

Joining Report

One of the first things that you need to do is to meet the Head of your academic unit and handover the Joining Report to them. Ask the Head to give you a temporary id and password for internet access for 7 days, as the permanent one may take a few days to be created.

Here you will also receive your welcome kit. The welcome kit will have some items that will come handy to you when you need it and will give you an insight into your life at IITD!

 You will be redirected to Establishment-1, from where you will get the forms related to your medical tests.

Note: Kindly Learn the route to Establishment-1 as this office will be your go-to place for many of your queries and form submissions. It will be helpful if you take the extension number of the personnel handling your joining formalities.

Medical Test

You will get yourself tested at the IITD Hospital; the details will be mentioned in the form. Please know that you will have to present empty stomach for the tests, so that the tests are conducted in a timely and smooth manner. We surely don’t want to keep you starving for long, so after you get the tests done, grab some food from the various food joints near the library. If you are a coffee lover, CCD is right there! Your reports will be out in a day or two. Collect the reports and get them signed by the CMO. You will need to submit it back to Establishment-1.

Joining Forms

Once you are through with your medical tests, you will be required to complete the rest of your joining formalities. You will have to fill out a variety of forms, out of which maximum forms will have to be submitted offline while some forms will be submitted online. For any queries regarding the same, kindly reach out to the person handling your joining in Establishment-1.

It is important for you to know that the maximum forms will ask for an Employee Number. Your Employee Number will be generated only after your Joining has been notified from your academic unit and the details of your medical tests are recorded in your Employee File. And this may take a while, a good option can be to fill the rest of the fields and fill in the Employee Number field once you receive it. For any further queries, Establishment-1 would be just a call away.

Apart from the above, there will be a few more important things that you will have to do in order to complete the process.

Institute Id Card Application for institute ID card can be made online through the EA Admin portal (eadmin.iitd.ac.in). You will need a digital photograph and a scanned copy of your signature, in addition to your employee ID.

Library Card

Institute ID serves as the library card as well. But you need to apply for Library membership. You can visit the library and apply for membership. The receptionist can guide you to the exact counter in the library.

Vehicle Sticker

If you have a vehicle, you need to submit an application for a vehicle sticker to the Security office in the Main building. You will need a copy of your driving license and registration card (RC) for this.

Salary and related info

Any bank account can be used as your salary account. However it will be better if you open an account with the SBI Branch on campus. Once you have the account open, you need to visit the Salary section with the details of your bank account. You can discuss your enrolment in the New Pension Scheme (NPS).

Documents to be submitted to Salary Section (Accounts)

• PAN Card
• Bank Statement (SBI Bank/CANARA Bank)

Probation

More than 3 years of post-doc/job experience:

Faculty with more than 3 years of post-doc/job experience join on one year of probation which can be converted to a permanent position directly (without any interview). As you approach the one-year mark, a link to fill out a special appraisal is emailed to you by E1. Once you fill out the special appraisal form, your Head defends your performance before an administrative committee. The appraisal asks for details on external projects you have submitted, teaching activities you have undertaken and administrative responsibilities you have fulfilled at the department and institute level.

Less than 3 years of post-doc/job experience:

Faculty with less than 3 years of post-doc/job experience after their PhD, are given contractual positions and converted to permanent positions at the end of 3 years. This may require the faculty to give a brief presentation before a three-member committee pre-decided by the department (One senior faculty from the department and two senior IITD faculty members from outside the department) along with a written appraisal of the work done since joining IITD.

For Rules Regulating the appointment of part time visiting faculty, whole time visiting faculty/Professors, Honorary Visiting Professors, Invited Lecturers, Emeritus Professor, Adjunct Faculty, kindly visit: https://estb.iitd.ac.in/SP/Faculty.pdf

Chair Professor

Eligibility: Anyone with a track record of an outstanding teacher or researcher in the rank of Associate Professor or Professor or a person with R& D experience from industry would be eligible to be considered for “appointment” against the Chair. Anyone who is being considered for Chair position would first be appointed against one of the positions available in IIT (including “regular” faculty, “visiting” faculty, or “Emeritus” faculty positions). Further, if the MoU that provides for the establishment of the Chair explicitly identifies a discipline, area or an expertise, then only those who possess the requisite expertise stated in the MoU would be eligible.

Duration of Chair: The “appointment” against the Chair is nominally made for a period of up to five years, such that it does not extend beyond his/her term of employment as Associate Prof. or Professor or Visiting Faculty/Professor or Emeritus Fellow/Professor. However, continuation into the fourth and fifth years will be subject to a review at the end of the third year. Further, an individual may be eligible to be considered for re- appointment, together with other eligible candidates, for a period of up to 5 years (without a break) any number of times. 20% each of the Assistant Professors (those not drawing YFIF), Associate Professors and Professors will be eligible.

Designation: The faculty member who has been “appointed against the Chair” will be called “XXX Chair Associate Professor/ Professor” or “Visiting XXX Chair Faculty/Professor”, or “XXX Chair Emeritus Fellow/ Professor”.

Research grant: The faculty so appointed as “XXX Chair” will receive at the beginning of each year a research grant of Rs. 5 Lakhs.

• The research grant will be deposited with the IRD, and may be used for any academic purpose (including hiring of research students/ staff, undertake domestic or international travel by him/her or his/her students or his/her colleagues, or incur expenses towards specialized training in India or abroad, or procure equipment, supplies and books, or source support services, or invite his/her collaborators for short visits to IIT, etc.), and to draw, at his/her option, an honorarium of Rs. 25,000 per month for the duration that he/she is appointed against the Chair. The faculty so appointed as “XXX Chair” will operate the research grant in a manner similar to the way he/she currently operates a sponsored research project. The unutilized funds at the end of the tenure of the appointment against the Chair, if any, shall be ploughed back to the endowment fund. “Institute overheads”, normally charged from sponsored projects or consulting projects, may not be deducted from the research grant.
• Unless otherwise agreed to by the Director, the following guidelines will be used to spend the research grant, less any honorarium drawn by him/her: up to 60% for domestic or international travel, up to 25% for training, up to 100% for research students/ staff, equipment, books and supplies, up to 25% for support services.
• For each individual Chair the research grant will depend upon the earnings that accrues from investing the corresponding corpus of the Chair, or as agreed upon in the MoU that provided for the establishment of the Chair. In the case where the donor or a fund is expected to provide an annual contribution towards the Chair, the amount of the research grant will be the same as the annual contribution to the Chair.

Salary and benefits: There shall be no change in the salary or in any other benefit, including housing, LTA, medical coverage, pension benefits, increments, leave, etc. In addition to these salary and benefits, and as stated above, the incumbent may, at his/her option, draw an honorarium of Rs. 25,000 per month.

Teaching/research commitments: As a result of the “appointment” against the Chair, there will be no change in the stipulated responsibilities of the faculty member in respect of teaching/ research/ or administration. Additionally, however, the faculty so “appointed” as “XXX Chair” will be expected to fulfil the charter laid out in the corresponding MoU that provided for the establishment of the Chair.

Intellectual property rights: As a result of the “appointment” against the Chair, there shall be no change in the rights applicable to intellectual property developed by the faculty member and/or his/her students and/or his/her collaborators.

Selection procedures: A single Standing Selection Committee consisting of eminent people representing all major disciplines would meet twice in a year and consider the cases of appointment of all Chair Professors in the Institute. Such a provision will also ensure uniformity largely to various Chair Professor Positions.

The constitution of the Standing Selection Committee would be as under:

• Director, IIT Delhi – Chairperson
• Three eminent academicians approved
• Member by the Chairman, Board of Governors of IIT Delhi.
• Dean (Faculty) – Member Convener

In addition, for each individual Chair, a nominee of the donor would be invited at the time of taking decision regarding the concerned chair. The above-mentioned committee would also be empowered to appoint a “visiting faculty” if the person is considered for appointment against the Chair, it is neither a regular faculty nor an Emeritus Professor.

The Director may appoint a Search Committee or a Screening Committee. Its constitution will depend upon whether the MoU provided for the establishment of the Chair explicitly identifies a discipline, area or an expertise.

If the MoU requires that the Chair be placed in a given department, Centre or a school, then a faculty member may only be considered after the department, Centre or a school where the Chair is to be placed has recommended him. This will also apply in case a person is simultaneously being considered for appointment as a Visiting faculty/Professor and for “appointment” against a Chair.

The MoU will remain valid for Ten years. It will be reviewed after ten years for further continuation