This Constitution establishes the Students Grievance Redressal Committee (hereinafter referred to as "SGRC" or "the Committee") at Netaji Subhas Medical College and Hospital, Amhara, Bihta, in accordance with the University Grants Commission (Redressal of Grievances of Students) Regulations, 2023, and the advisory issued by the National Medical Commission (NMC) on three-tier grievance redressal mechanism for medical students.
The Committee is constituted to provide a fair, transparent, and time-bound mechanism for redressal of genuine grievances of students while safeguarding the legitimate interests of the institution and maintaining academic discipline and standards.
2.1. This Constitution shall be called the "Constitution of Students Grievance Redressal Committee" of Netaji Subhas Medical College and Hospital, Amhara, Bihta.
2.2. It shall come into force from the date of its adoption by the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan.
2.3. This Constitution is framed in supersession of any earlier committee or mechanism dealing with student grievances.
For the purposes of this Constitution, unless the context otherwise requires:
The primary objectives of the SGRC are:
The Students Grievance Redressal Committee shall consist of the following members:
| S.No | Designation | Role in Committee |
|---|---|---|
| 1. | Senior Professor (designated by Dean) | Chairperson |
| 2. | Professor/HOD, Community Medicine | Member |
| 3. | Professor/HOD, Forensic Medicine | Member |
| 4. | Professor/HOD, Physiology | Member |
| 5. | Associate Professor (Senior Faculty) | Member |
| 6. | Student Representative (on merit/sports/co-curricular) | Special Invitee |
Table 1: Composition of Students Grievance Redressal Committee
As per UGC Regulations, 2023:
5.2.1. At least one member or the Chairperson shall be a woman.
5.2.2. At least one member or the Chairperson shall be from SC/ST/OBC category.
5.3.1. The Chairperson and Members shall be appointed by the Dean/Principal for a period of two years and shall be eligible for reappointment.
5.3.2. The Student Representative (Special Invitee) shall be nominated by the Dean/Principal for a period of one year based on academic merit, excellence in sports, or outstanding performance in co-curricular activities.
5.3.3. The Dean/Principal may appoint alternate members to ensure smooth functioning in case of absence or conflict of interest.
5.4.1. If a member of the SGRC is personally connected with any grievance or has direct interest in the matter, such member shall recuse himself/herself from deliberations on that particular case.
5.4.2. A member who has previously dealt with the matter in administrative capacity may participate but must disclose such involvement at the outset.
5.4.3. The Chairperson may exclude any member from specific proceedings where conflict of interest is apparent.
Chairperson:
Members:
Special Invitee (Student Representative):
The SGRC shall consider grievances relating to:
The SGRC shall NOT entertain grievances relating to:
6.3.1. The Chairperson shall have the power to reject complaints at the preliminary stage if they fall outside the scope defined in Regulation 6.2.
6.3.2. Such rejection shall be communicated to the complainant with reasons within seven working days of receipt.
6.3.3. The complainant may request review of rejection by submitting additional information within seven working days.
7.1.1. The institution shall maintain an online grievance portal on its official website where students can register complaints electronically.
7.1.2. The portal shall provide facility for students to:
7.1.3. The portal shall be monitored by the office of the Dean/Principal, and complaints shall be forwarded to the SGRC within three working days of receipt.
7.2.1. A student may alternatively submit a written complaint in physical form addressed to:
The Chairperson Students Grievance Redressal Committee Netaji Subhas Medical College and Hospital Amhara, Bihta, Patna, Bihar
7.2.2. The complaint shall be deposited in the designated "Grievance Drop Box" located at [specify location] or submitted to the office of Dean/Principal during office hours.
7.3.1. Every complaint must contain:
7.3.2. Incomplete complaints may be returned for completion within seven working days.
7.4.1. A complainant may request confidentiality if disclosure of identity may cause harassment or victimization.
7.4.2. The Committee shall make all reasonable efforts to protect the complainant's identity, subject to requirements of natural justice and fair hearing.
7.5.1. An aggrieved student may appear in person or authorize a fellow student to represent the case.
7.5.2. Legal practitioners shall not be permitted to represent parties before the SGRC unless the Committee specifically permits in exceptional circumstances.
8.1.1. Upon receipt of a grievance, the SGRC shall register it with a unique reference number and acknowledge receipt to the complainant within three working days.
8.1.2. A register of all grievances shall be maintained with details of complainant, nature of grievance, date of receipt, and status.
8.2.1. The Chairperson shall conduct preliminary examination to determine:
8.2.2. If the grievance is found outside jurisdiction, the Chairperson may reject it with reasons or refer it to appropriate authority.
8.3.1. Upon admission of a grievance, the SGRC shall forward a copy to the concerned department/authority of the institution for comments and response.
8.3.2. The concerned department/authority shall submit its response within seven working days of receipt.
8.3.3. Failure to respond within time may result in ex-parte proceedings, with prior intimation.
8.4.1. A grievance must ordinarily be filed within 60 days of occurrence of the event giving rise to the grievance.
8.4.2. The SGRC may condone delay up to 30 additional days if sufficient cause is shown.
8.4.3. Complaints filed beyond 90 days shall not be entertained except in exceptional circumstances to be recorded in writing.
8.5.1. The SGRC shall fix a date for hearing and communicate the same to:
8.5.2. At least seven working days' notice shall be given for hearing.
8.5.3. The SGRC may conduct inquiry, examine documents, record statements, and seek clarifications.
8.5.4. Both parties shall be given adequate opportunity to present their case.
8.5.5. The principles of natural justice shall be followed at all stages.
8.6.1. The quorum for any meeting of the SGRC shall be three members including the Chairperson.
8.6.2. The Student Representative (Special Invitee) shall not be counted for quorum.
8.6.3. No meeting shall be held or proceedings conducted without quorum.
8.7.1. Decisions shall ordinarily be taken by consensus after full deliberation.
8.7.2. Where consensus is not possible, decision shall be by simple majority of members present.
8.7.3. The Chairperson shall have a casting vote in case of equality of votes.
8.7.4. The Student Representative (Special Invitee) shall not have voting rights.
8.8.1. Upon conclusion of inquiry, the SGRC shall prepare a detailed report containing:
8.8.2. The report shall be signed by the Chairperson and members.
8.8.3. A copy of the report shall be forwarded to:
8.9.1. The SGRC shall endeavor to dispose of every grievance within 15 working days from the date of receipt, as per UGC Regulations, 2023.
8.9.2. In complex cases requiring detailed inquiry, the timeline may be extended up to 30 working days with reasons recorded in writing and communicated to the complainant.
8.9.3. If the matter cannot be resolved within 30 working days, the SGRC shall submit an interim report to the Dean/Principal with reasons for delay and expected timeline.
9.1. The report and recommendations of the SGRC shall be submitted to the Dean/Principal as the Competent Authority.
9.2. The Competent Authority shall examine the recommendations and take appropriate decision within 15 working days of receipt.
9.3. The decision of the Competent Authority shall be communicated to:
9.4. The concerned department/official shall implement the decision within the timeline specified by the Competent Authority.
9.5. The SGRC shall monitor implementation and submit compliance report to the Dean/Principal.
10.1.1. Any student aggrieved by the decision of the SGRC or non-implementation of its recommendations may prefer an appeal to the Ombudsperson appointed by the affiliated University, within 15 days from the date of receipt of the decision.
10.1.2. The appeal shall be filed as per the procedure prescribed by the University.
As per NMC Advisory on Grievance Redressal Mechanism, grievances shall be addressed at three levels:
10.2.1. First Level – College Level: Students Grievance Redressal Committee of the institution (this Committee)
10.2.2. Second Level – University Level: Ombudsperson appointed by the affiliated University
10.2.3. Third Level – State Level: Directorate of Medical Education (DME) or Health & Medical Education Department, Government of Bihar
10.2.4. National Level: If grievance remains unresolved at all three levels, it may be escalated to the National Medical Commission through its online portal.
10.3.1. Every decision communicated to the aggrieved student shall clearly state:
11.1.1. If upon inquiry, the SGRC finds that a complaint is false, frivolous, vexatious, or made with malicious intent, it may recommend appropriate action against the complainant.
11.1.2. Such action may include:
11.2.1. The institution shall have the right to defend its legitimate interests, policies, and decisions before the SGRC.
11.2.2. Where the grievance relates to policy decisions, fee structure, or curriculum mandated by regulatory authorities, the SGRC shall record such limitation and guide the student appropriately.
11.2.3. The SGRC shall not make recommendations that are beyond the powers of the institution or contrary to regulations of UGC, NMC, or the affiliating University.
11.3.1. No grievance shall be admitted which is based purely on hearsay or without any documentary or corroborative support.
11.3.2. The burden of proving the grievance shall lie on the complainant student.
11.3.3. The SGRC shall satisfy itself that the grievance is genuine and not motivated by any extraneous considerations.
12.1.1. The SGRC shall meet as and when grievances are received and require consideration.
12.1.2. The Chairperson may convene special meetings on short notice if urgent matters arise.
12.1.3. At least one review meeting shall be held every quarter to assess functioning and compliance.
12.2.1. The Chairperson shall issue notice of meeting with agenda at least three working days in advance for regular meetings.
12.2.2. For urgent meetings, notice may be given with shorter period at the discretion of the Chairperson.
12.3.1. Minutes of every meeting shall be prepared and maintained.
12.3.2. Minutes shall record:
12.3.3. Minutes shall be signed by the Chairperson and circulated to all members.
12.4.1. All proceedings of the SGRC shall be confidential.
12.4.2. Members shall not disclose information discussed in meetings except as required for official purposes.
12.4.3. Breach of confidentiality may result in removal from the Committee.
The SGRC shall maintain the following records:
13.2.1. All records shall be maintained for a minimum period of five years from the date of closure of the grievance.
13.2.2. Records relating to cases with legal implications shall be retained permanently or till disposal of legal proceedings.
13.3.1. Records shall be kept in secure custody and shall not be accessible to unauthorized persons.
13.3.2. A complainant shall have the right to obtain copies of the report and decision relating to his/her own grievance.
14.1. The SGRC shall prepare and submit an Annual Report to the Dean/Principal by 30th April of each year covering the preceding academic year.
14.2. The Annual Report shall contain:
14.3. The Annual Report shall be placed before the Managing Committee and Academic Council.
14.4. A summary of the Annual Report shall be published on the institution's website.
The institution shall prominently display on its website:
15.2.1. The institution's prospectus shall contain relevant information about the SGRC and grievance redressal mechanism.
15.2.2. Students shall be informed about the SGRC during orientation programs.
16.1. This Constitution shall be reviewed by the SGRC at least once every two years or earlier if required.
16.2. Proposals for amendment may be initiated by:
16.3. All amendments shall require approval by two-thirds majority of the SGRC members and ratification by the Dean/Principal.
16.4. Major amendments affecting structure or scope shall be approved by the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan.
16.5. Amendments necessitated by changes in UGC Regulations or NMC guidelines shall be incorporated within three months of such changes coming into force.
17.1. The Dean/Principal shall have the power to:
17.2. The Dean/Principal may constitute sub-committees or fact-finding committees to assist the SGRC in specific cases.
17.3. The Dean/Principal shall ensure compliance with UGC Regulations and NMC guidelines.
18.1. Language: Proceedings of the SGRC shall ordinarily be conducted in English or Hindi, as preferred by the complainant.
18.2. Office Support: The institution shall provide necessary secretarial and administrative support to the SGRC.
18.3. Budget: Necessary budget shall be allocated for functioning of the SGRC including for conducting inquiries, meetings, and awareness programs.
18.4. Training: Members of the SGRC shall be provided orientation and training on grievance redressal, principles of natural justice, and relevant regulations.
18.5. Coordination: The SGRC shall coordinate with other committees such as Anti-Ragging Committee, Internal Complaints Committee, and Proctorial Board where matters overlap.
18.6. Binding Nature: Decisions taken as per this Constitution shall be binding on all stakeholders subject to appeal provisions.
19.1. In case of any doubt or dispute regarding interpretation of any provision of this Constitution, the decision of the Dean/Principal shall be final and binding.
19.2. Where this Constitution is silent on any matter, the provisions of UGC (Redressal of Grievances of Students) Regulations, 2023 shall apply.
19.3. In case of conflict between this Constitution and applicable statutory regulations, the statutory regulations shall prevail.
20.1. The SGRC shall be a standing committee and shall continue to function perpetually.
20.2. The Managing Committee may dissolve and reconstitute the SGRC if circumstances so warrant, provided that an interim mechanism for grievance redressal is put in place.
20.3. Upon reconstitution, all pending grievances shall be transferred to the new Committee.
21.1. Nothing in this Constitution shall affect:
21.2. The SGRC shall not adjudicate upon or interfere with:
