College Council

1: Name and Status

1.1. This Council shall be called the "College Council" (hereinafter referred to as "the Council") of Netaji Subhas Medical College and Hospital, Amhara, Bihta, Bihar.

1.2. The Council is established in accordance with Section A.1.3 of the Minimum Requirements for Annual MBBS Admissions Regulations, 2020 issued by the National Medical Commission.

1.3. The Council shall function as the primary academic and administrative decision-making body for curriculum implementation, training programmes, enforcement of discipline, and other academic matters of the institution.

2: Objectives and Functions

2.1. Objectives:

1. To ensure effective implementation of the competency-based undergraduate medical curriculum prescribed by the National Medical Commission.
2. To draw up detailed curriculum and training programmes in accordance with NMC guidelines and affiliated university requirements.
3. To enforce discipline among students, interns, residents, faculty, and staff in academic and institutional matters.
4. To promote academic excellence, research, and innovation in medical education.
5. To facilitate coordination between various departments for integrated teaching and interdisciplinary learning.
6. To ensure quality of medical education and training in accordance with NMC standards and accreditation requirements.
7. To foster a conducive academic environment for teaching, learning, and professional development.

2.2. Functions and Powers:

The Council shall have the following functions and powers:

1. To draw up and approve the detailed academic calendar, timetables, and training programmes for MBBS students and interns.
2. To implement the competency-based undergraduate medical curriculum including theory, practical’s, clinical postings, and skill laboratory training.
3. To ensure compliance with NMC curriculum guidelines including Attitude, Ethics, and Communication (AETCOM) modules, Early Clinical Exposure (ECE), and Community Medicine postings.
4. To coordinate and monitor teaching activities across all departments (pre-clinical, para-clinical, and clinical departments).
5. To organize and supervise Curriculum Implementation Support Programme (CISP) and other faculty development activities.
6. To review and approve proposals for introduction of new teaching methodologies, educational technologies, and innovative pedagogical approaches.
7. To ensure adequate distribution of teaching hours, clinical postings, and practical sessions among various departments.
8. To monitor attendance of students in theory classes (minimum 75%), practicals and clinical postings (minimum 80%) as per NMC norms.
9. To enforce academic discipline and recommend action against students for deficiency in attendance, academic misconduct, or other disciplinary issues.
10. To organize regular interdepartmental academic meetings including:
11. Grand rounds (clinical case presentations and discussions)
12. Clinico-pathological conferences (CPC)
13. Statistical meetings (biostatistics and research methodology discussions)
14. Journal clubs and research seminars
15. Mortality and morbidity conferences
16. To conduct periodical review of research activities in the institution and promote research culture among faculty and students.
17. To review internal assessment performance of students and ensure fairness and transparency in evaluation.
18. To coordinate with the Medical Education Unit (MEU) for faculty training and educational resource development.
19. To review feedback from students on teaching-learning activities and recommend improvements.
20. To approve examination schedules, invigilation duties, and evaluation procedures for internal assessments.
21. To coordinate with the affiliated university on academic matters, examination schedules, and curriculum updates.
22. To recommend faculty development needs, continuing medical education programmes, and workshops for improving teaching standards.
23. To review and approve proposals for academic collaborations, exchange programmes, and visiting faculty arrangements.
24. To ensure effective utilization of teaching facilities including lecture theaters, tutorial rooms, laboratories, museums, and skill laboratory.
25. To monitor and ensure adequate clinical material for teaching (OPD attendance, bed occupancy, surgical operations, deliveries) as per NMC requirements.
26. To review student grievances related to academic matters and ensure their timely redressal.
27. To constitute sub-committees or working groups for specific academic functions as deemed necessary.
28. To submit periodic reports on academic activities to the Principal and Managing Committee.
29. To exercise such other powers and perform such other functions as may be necessary for maintaining academic standards and effective functioning of the medical college.

3: Composition and Membership

3.1. Constitution of the Council:

As per NMC Regulations, the College Council shall comprise of all Heads of Departments as members with the Principal/Dean as Chairperson. The composition shall be as follows:

Table 1: Composition of College Council

3.2. Ex-Officio Members:

The Principal cum Dean shall be the ex-officio Chairperson by virtue of their position. The Medical Superintendent and Deputy Medical Superintendent shall be ex-officio members.

3.3. Special Invitees:

The Chairperson may invite the following as special invitees to specific meetings without voting rights:

1. Coordinator, Curriculum Committee
2. Controller of Examinations (Internal)
3. Representatives from affiliated university
4. Senior faculty members as subject matter experts
5. Student representatives (when discussing student-related matters)

4: Term of Office

4.1. Members shall hold office by virtue of their position as Head of Department.

4.2. Upon ceasing to hold the position as Head of Department, a member shall automatically cease to be a member of the Council.

4.3. The successor to the position of Head of Department shall automatically become a member of the Council.

4.4. There shall be no fixed term for membership as it is ex-officio by virtue of holding the position.

5: Chairperson and Member-Secretary

5.1. Chairperson:

1. The Principal cum Dean shall be the Chairperson of the College Council as mandated by NMC Regulations.
2. The Chairperson shall preside over all meetings and exercise overall supervision of the Council's functioning.
3. The Chairperson shall have the authority to:
4. Convene meetings and approve agenda
5. Constitute sub-committees for specific academic functions
6. Approve minutes and resolutions of the Council
7. Represent the Council in interactions with university and regulatory authorities
8. Exercise casting vote in case of tie
9. In the absence of the Chairperson, the senior-most Head of Department (by date of appointment) shall preside over meetings.

5.2. Member-Secretary:

1. The Coordinator of Medical Education Unit (MEU) shall serve as Member-Secretary of the Council.
2. In the absence of MEU Coordinator, the Principal may nominate a senior faculty member as Member-Secretary.
3. The Member-Secretary shall be responsible for:
4. Convening meetings in consultation with the Chairperson
5. Preparing and circulating agenda, supporting documents, and notices
6. Recording proceedings and preparing minutes of meetings
7. Maintaining permanent records of all meetings, resolutions, and decisions
8. Coordinating follow-up action on Council decisions with respective departments
9. Handling correspondence on behalf of the Council
10. Compiling periodic reports on Council activities
11. Maintaining attendance register of Council meetings

6: Meetings

6.1. Frequency of Meetings:

As mandated by NMC Regulations, the Council shall meet at least four times a year (once per quarter). Additional meetings may be convened as required for urgent academic matters.

6.2. Notice of Meetings:

1. The Member-Secretary shall convene meetings with at least 7 days' prior notice to all members.
2. The notice shall include the date, time, venue, and detailed agenda with supporting documents.
3. In case of urgent matters, meetings may be convened with 48 hours' notice with the approval of the Chairperson.
4. Notices may be sent via email, official communication system, or physical circulation.

6.3. Quorum:

1. The quorum for meetings shall be one-half of the total members or 13 members, whichever is higher.
2. The Chairperson or the presiding member must be present for the meeting to proceed.
3. If quorum is not present within 30 minutes of the scheduled time, the meeting shall stand adjourned to a date and time to be fixed by the Chairperson.

6.4. Conduct of Meetings:

1. Meetings shall be conducted in accordance with established rules of procedure and principles of natural justice.
2. All members shall have equal right to participate in discussions and vote on matters.
3. The Chairperson shall regulate the conduct of meetings and ensure orderly proceedings.
4. Special invitees may participate in discussions but shall not have voting rights.
5. Presentations may be made by departments or individual faculty members as required on agenda items.

6.5. Decisions and Resolutions:

1. Decisions shall ordinarily be taken by consensus after thorough discussion.
2. Where consensus cannot be reached, matters shall be decided by a simple majority vote of members present and voting.
3. In case of a tie, the Chairperson shall have a casting vote.
4. All important decisions shall be recorded as resolutions with clear action points and timelines.
5. Resolutions requiring approval of higher authorities (Managing Committee, University, NMC) shall be forwarded with appropriate recommendations.

6.6. Minutes:

1. The Member-Secretary shall prepare minutes of each meeting within 7 days of the meeting.
2. Minutes shall include:
3. Date, time, venue, and list of members’ present
4. Summary of discussions on each agenda item
5. Resolutions passed with voting details if applicable
6. Action points with responsible persons and timelines
7. Date of next meeting
8. Draft minutes shall be circulated to all members for comments within 3 days of preparation.
9. Minutes shall be placed for confirmation at the next meeting.
10. Confirmed minutes shall be maintained in a permanent record book with signatures of Chairperson and Member-Secretary.
11. Copies of confirmed minutes shall be submitted to the Managing Committee.

7: Sub-Committees and Working Groups

7.1. The Council may constitute the following sub-committees for specific academic functions:

1. Curriculum Implementation Sub-Committee
2. Internal Assessment and Examination Sub-Committee
3. Faculty Development Sub-Committee
4. Research and Academic Publications Sub-Committee
5. Student Grievance Redressal Sub-Committee (Academic)
6. Clinical Teaching Coordination Sub-Committee
7. Library and Learning Resources Sub-Committee
8. Skill Laboratory Management Sub-Committee

7.2. Each sub-committee shall consist of members nominated by the Chairperson from among the Council members and other relevant faculty.

7.3. Sub-committees shall have defined terms of reference and shall report to the Council at regular intervals.

7.4. Recommendations of sub-committees shall be subject to approval by the Council.

7.5. Sub-committees shall meet as required and maintain records of their proceedings.

8: Academic Calendar and Curriculum Implementation

8.1. Academic Calendar:

The Council shall prepare and approve the annual academic calendar including:

1. Dates for commencement and completion of academic sessions
2. Theory teaching schedules for all phases
3. Clinical posting schedules and rotations
4. Practical and skill laboratory sessions
5. Community medicine field postings and rural health training center visits
6. Internal assessment and examination schedules
7. Vacation periods
8. Festivals and holidays
9. Orientation programmes for new batches
10. Continuing medical education programmes and workshops

8.2. Curriculum Implementation:

The Council shall ensure:

1. Implementation of competency-based undergraduate medical curriculum as per NMC guidelines
2. Adequate coverage of all competencies across three phases of MBBS Programme
3. Integration of basic sciences with clinical sciences
4. Early clinical exposure for students from Phase I onwards
5. Foundation course for first-year students covering orientation and basic skills
6. AETCOM (Attitude, Ethics, and Communication) module implementation across all phases
7. Skill laboratory training for clinical and procedural skills
8. Community-based learning through urban and rural health training centers
9. Adequate clinical exposure in all specialties as per curriculum requirements
10. Compliance with minimum teaching hours prescribed for each subject

8.3. Teaching-Learning Methods:

The Council shall promote diverse teaching-learning methods including:

1. Large group teaching (lectures) in lecture theaters
2. Small group teaching (tutorials, seminars, demonstrations) with batch size of approximately 15 students
3. Problem-based learning (PBL) and case-based learning
4. Clinical bedside teaching and ward rounds
5. Skill laboratory training with simulation and mannequins
6. E-learning and digital resources
7. Self-directed learning and assignments
8. Community-based experiential learning

9: Interdepartmental Coordination

9.1. Regular Interdepartmental Meetings:

As mandated by NMC Regulations, the Council shall organize the following interdepartmental academic activities on a regular basis:

1. Grand Rounds: Weekly or fortnightly clinical case presentations involving multiple departments for comprehensive patient management discussions
2. Clinico-Pathological Conferences (CPC): Monthly meetings correlating clinical presentations with pathological findings and autopsy reports
3. Statistical Meetings: Quarterly sessions on biostatistics, research methodology, and data analysis
4. Journal Clubs: Departmental and interdepartmental journal clubs for critical appraisal of recent literature
5. Research Reviews: Periodical review of ongoing and completed research projects in the institution
6. Mortality and Morbidity Conferences: Regular review of adverse outcomes and lessons learned for quality improvement

9.2. Integrated Teaching:

The Council shall promote integrated teaching across departments:

1. Horizontal integration (within same phase across subjects)
2. Vertical integration (across phases from basic sciences to clinical application)
3. System-based integrated modules (e.g., cardiovascular system module involving anatomy, physiology, biochemistry, pathology, pharmacology, and medicine)

9.3. Clinical-Basic Science Integration:

The Council shall facilitate joint teaching sessions between clinical and basic science departments to enhance application-oriented learning.

10: Assessment and Examinations

10.1. Internal Assessment:

The Council shall oversee internal assessment of students including:

1. Formative assessments (periodic tests, assignments, presentations)
2. Summative internal assessments as per university examination scheme
3. Assessment of professional attributes and communication skills
4. Clinical assessment in wards, OPDs, and practical examinations
5. Skill laboratory-based assessments
6. Maintenance of internal assessment records and submission to university

10.2. Examination Conduct:

The Council shall:

1. Coordinate with the affiliated university for university examinations
2. Ensure compliance with university examination regulations
3. Approve internal examination schedules and question paper setting
4. Assign invigilation and evaluation duties to faculty
5. Review examination results and address discrepancies
6. Ensure fair and transparent evaluation processes

10.3. Student Performance Review:

The Council shall review student performance and recommend:

1. Remedial teaching for weak students
2. Recognition and rewards for academic excellence
3. Academic counseling for students facing difficulties
4. Discipline action for academic misconduct

11: Faculty Development and Quality Enhancement

11.1. Faculty Development:

The Council shall promote faculty development through:

1. Basic Course in Medical Education (BCME) for all teaching faculty
2. Advanced courses in medical education
3. Workshops on teaching methodologies and assessment tools
4. Training in use of educational technology and e-learning platforms
5. Encouraging participation in national and international conferences
6. Supporting faculty for higher qualifications and research degrees

11.2. Quality Assurance:

The Council shall ensure quality in medical education through:

1. Regular review of curriculum implementation
2. Student feedback on teaching-learning activities
3. Peer observation and mentoring of teaching faculty
4. Maintenance of teaching portfolios by faculty
5. Compliance with NMC regulations and accreditation standards
6. Continuous quality improvement initiatives

12: Student Welfare and Grievance Redressal

12.1. The Council shall address student grievances related to:

1. Academic matters (curriculum, examinations, assessment)
2. Teaching-learning issues
3. Clinical posting and training deficiencies
4. Attendance and leave matters
5. Any other academic concerns

12.2. Students may submit grievances to the Member-Secretary or any Council member for consideration.

12.3. The Council shall ensure timely and fair redressal of genuine grievances.

12.4. Student representatives may be invited to meetings when discussing matters directly affecting students.

13: Coordination with Other Bodies

13.1. Medical Education Unit (MEU):

The Council shall work closely with the MEU for faculty development, educational resource development, and implementation of innovative teaching methods.

13.2. Curriculum Committee:

The Council shall coordinate with the Curriculum Committee for curriculum planning, implementation, and monitoring.

13.3. Affiliated University:

The Council shall maintain regular liaison with the affiliated university on curriculum updates, examination schedules, and academic regulations.

13.4. National Medical Commission:

The Council shall ensure compliance with NMC regulations and guidelines on curriculum implementation and academic standards.

13.5. Managing Committee:

The Council shall submit reports and recommendations to the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan on academic matters requiring administrative decisions.

Article 14: Reporting and Accountability

14.1. Quarterly Reports:

The Council shall submit quarterly reports to the Principal and Managing Committee covering:

1. Summary of meetings held and decisions taken
2. Status of curriculum implementation
3. Student academic performance
4. Internal assessment results
5. Faculty development activities conducted
6. Interdepartmental academic activities organized
7. Challenges faced and actions taken

14.2. Annual Report:

The Council shall prepare a comprehensive annual report detailing:

1. Academic activities throughout the year
2. Curriculum implementation and innovations
3. Student performance in internal and university examinations
4. Faculty development programmes
5. Research activities and publications
6. Interdepartmental meetings and conferences
7. Quality improvement initiatives
8. Compliance with NMC guidelines
9. Future plans and recommendations

14.3. Accountability:

The Council shall be accountable to the Managing Committee for all academic matters and for maintaining standards of medical education as prescribed by NMC.

15: Record Keeping

15.1. Records to be Maintained:

The Member-Secretary shall maintain the following records:

1. List of all Council members with contact details
2. Constitution and terms of reference of the Council
3. Copies of all agendas and minutes of all meetings
4. Attendance register of meetings
5. Resolutions and decisions of the Council
6. Annual academic calendars
7. Curriculum implementation reports
8. Student performance records (summary)
9. Faculty development activity records
10. Interdepartmental meeting reports
11. Sub-committee reports
12. Correspondence with university, NMC, and other bodies
13. Annual reports

15.2. Retention Period:

All records shall be maintained for a minimum period of 5 years or as required by NMC and university regulations.

15.3. Access to Records:

Records shall be available for inspection by authorized persons including:

1. Council members
2. Principal and Managing Committee
3. NMC assessors during inspection
4. University authorities
5. Auditors (academic and administrative)

16: Amendments

16.1. This Constitution may be amended by a resolution passed by two-thirds majority of the members present at a meeting, provided that quorum is present.

16.2. Proposed amendments shall be circulated to all members at least 14 days prior to the meeting where they are to be considered.

16.3. All amendments shall be subject to approval by the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan, Governing Body of Netaji Subhas Medical College and Hospital, Amhara, Bihta and must be in conformity with NMC guidelines and applicable regulations.

16.4. No amendment shall be made to the composition of the Council or its mandatory functions as prescribed under NMC Regulations without prior approval of the National Medical Commission.

17: Interpretation

17.1. In case of any doubt or dispute regarding the interpretation of any provision of this Constitution, the decision of the Chairperson shall be final, subject to the approval of the Managing Body.

17.2. In case of conflict between this Constitution and NMC Regulations, the NMC Regulations shall prevail.

17.3. Matters not covered by this Constitution shall be governed by applicable provisions of the NMC Act, 2019, NMC Regulations on Minimum Requirements for Annual MBBS Admissions, and other relevant laws and regulations.

18: Commencement

18.1. This Constitution shall come into force with effect from the date of its adoption by the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan.

18.2. Upon coming into force, this Constitution shall govern all meetings and functions of the College Council.