Non-teaching staff play an important role in supporting teaching and learning activities and helping colleges achieve accreditation. Their responsibilities include implementing technology effectively, collaborating with teachers, maintaining clear communications, and having positive relationships with students. However, non-teaching staff face issues like unclear roles, overwork, lack of training and recognition. Colleges can address these issues through job specifications, fair work distribution, training programs, and awards. Tools like Kaizen, 5S, ISO standards, and e-governance help improve processes and productivity of non-teaching staff. Performance management systems also evaluate non-teaching staff and identify areas for improvement.

1. Role of Non-Teaching Staff in
College administration
And
NAAC Accreditation
Dr. Anil Dusane
anildusane@gmail.com
www.careerguru.co.com
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2. Behind Every ‘Good Teacher’
is a great teaching assistant
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3. Non-teaching staff/Support staff
Nonteaching staff is an
employee within an academic
or vocational environment
whose jobs do not involve
teaching.
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4. Support
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5. Why role of Non-teaching staff is important?
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Imple
ment
T-L
effect
ively
Collaborative
efforts for
productivity
NAAC
Impor
t role
Technology
dominant

6. Role of Non-teaching staff
Effective
Collaborative working
relationships among
teachers and non-
teaching personnel Ethical conduct,
information sharing,
organizational
supports, and
professional
development
Effective working
relationships with
students
Positive and
respectful attitudes,
values, and
behaviours
Clear and timely
communications
Processes to resolve
misunderstandings
and conflicts
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7. Major Problems of Non- teaching staff
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EXACT ROLE OVERBURDEN NO CO-OPERATION
FROM STAFF
NO RECOGNITION
LESS STAFF INADEQUATE
KNOWLEDGE AND
TRAINING
TECHNOLOGIES AND
ERP SYSTEMS
SENT DATA IN
DIFFERENT FORMATS
TO VARIOUS AGENCIES

8. Solutions to Problems
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Job
specifications
Fair and
impartial
distribution of
work
Collaborative
work culture
Delegation of
work, trust,
training
Awards, college
magazine,
trainings,
workshops
Implementstaff
pattern
Work as per
Annual plan

9. Organogram of College
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10. Management Techniques
Annual
Action
Plan
SWOC
analysis
Problem
matrix
and its
solution
at generic
level
Problem
matrix
and its
solution
at
individual
level
ISO Kaizen 5S
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11. Format for Action plan
Name of
administrative
Activity
Brief description(sub steps, responsible
team)
Timeline
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12. SWOC analysis of Non-teaching staff
Name of
employee
Strengths Weakness Opportunities Challenges
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13. Problem matrix and solution at generic and individual
level
Post/Designation Responsibility
(Role)
Problems Solution
Registrar
Office
Superintendent(OS)
Accountant
Clerk
Peon
Lab assistant
Lab attendant
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14. Kaizen
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15. Kaizen
Kaizen is more a philosophy than a specific tool.
Continuous and incremental improvement is called kaizen.
Japanese technique. Change (kai) for the good (zen).
All employees are responsible for identifying the gaps and inefficiencies
Everyone, at every level in the organization, suggests where improvement can
take place.
Meetings with employees and suggestion box
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16. Steps of Kaizen
Focus on reducing "waste" and this waste takes several forms:
Movement: Less mental movement, less switch of jobs, Excess meetings
Time: Waiting for latecomers in meetings, Searching for documents due to lack
of proper filing.
Defects: Avoid re-work or have to be thrown away. Registrar re-writing a report
because he or she had not briefed or trained a junior staff how to prepare it.
Re-doing or discarding work because you'd done it without adequate
information.
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17. Steps of Kaizen
Over-processing: Doing more to the product than is necessary.
Writing invitation e-mail in more detail than what is necessary.
Inviting more people to meetings than is necessary.
Avoid unnecessary variations: Same type of files for departments,
solutions where a standard one will work just as well.
Creating new documents when you could set up and use a standard
template.
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18. Major Benefits of Kaizen
Major aims
Improve quality
Become more
efficient
Less idle time
Reduce
unnecessary
activities
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19. Benefits of Kaizen
Less waste
Efficient use of all resources and employee skills
Satisfied Employees and students
High commitment
Improved retention
Extraordinary competitiveness(lower costs and higher quality)
Good problem solving ability
Improved performance of teams
Money savings
Important step towards Total Quality Management (TQM)
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20. 5S technique
5S Method is used to create and maintain an
organized, safe, clean and efficient workplace
Improved visual controls are implemented as part of
5S to make any process non-conformance’s obvious
and easily detectable
5S is often one element of a continuous
improvement
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21. 21

22. Steps of 5S
Seiri / Sort: Separating of the essential from the
nonessential items.
Seiton / Straighten: Organizing the essential
materials where everything has its place.
“A place for everything and everything in its place”
Seiso /Shine: Cleaning the work area
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23. Steps of 5S
Seiketsu/Standardize: Establishing a system to
maintain and make 5S a habit. In this step, work
instructions, checklists, standard work and other
documentation are developed. Water tanks cleaning
schedule.
Shitsuke / Sustain: Establishing a safe and sanitary
work environment (Safety). During this step a standard
audit system is usually developed and implemented.
The goal of the sustain step is to ingrain the 5S process
into the company culture.
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25. ISO 21001:2018
It specifies requirements for a management system for educational organizations (EOMS)
It is for development of competence through teaching, learning or research.
It aims to enhance satisfaction of learners, other beneficiaries and staff through the effective
application of its EOMS
It includes the processes for improvement of the system and assurance of conformity to the
requirements of learners and other beneficiaries.
All requirements of ISO 21001:2018 are generic and intended to be applicable to any organization that
uses a curriculum to support the development of competence through teaching, learning or research,
regardless of the type, size or method of delivery.
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26. PDCA cycle
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27. Services for Students
Name Time duration Problems
Brochure
Admission
I-card
Handbook
Transfer certificate
Bonafide certificate
Examination forms
Examination fees
Mark sheet distribution
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28. Services
Name Time duration Problems
Scholarships
Testimonials
Return of Deposit fees
ST and Railway concessions
Alumni meets
Character certificates
Transcripts
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29. Best practices for Non-teaching
Frequent training programmes for non-teaching staff.
Online Newsletter of Non-teaching staff
Research projects related to office work and administrative practices
Awards/Prizes for non-teaching staff for outstaning work
Office automation
Online feedback mechanism related to non-teaching staff
Perspective plan for administrative activities
Workshops on stress management (Yoga centre)
Policies on Code of conduct and work ethics
Sports Competitions for Non-teaching staff
Paperless office
Financial assistance to poor students
Outreach activities
News letter for non-teaching staff 29

30. Best practices
Study visits of Non-teaching staff
Exchange programme
You-tube videos related to work
Dashboard for yearly data and activities
Skill development
Higher education opportunities
Association with management institutes and industries related to activities
Implementation of ISO, Kaizen, 5S, etc.
Covid-19 related activities
Competition on ‘Innovative Office/administration practices’
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31. Role of E-governance
E-governance deals with the use
of ICT tools such as internet to
enhance the efficiency and
effectiveness of day to day
working of the institute.
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32. Benefits of fE-governance
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33. E-administration
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Enterprise resource planning(ERP) and Managerial Information system
(MIS) are the e-administration platforms. These systems enable easy
entry of data, its storage, its retrieval and analysis. This is mostly used
for taking informed decisions and for strategic planning.
E-administration programmes for students, teachers and non-teaching
staff significantly improves transparency and efficiency of administration.
It provides simplified procedures for maintenance of campus
infrastructure.

34. Trello Software has been launched on 2011.
• Trello is a visual collaboration tool for planning tasks and projects.
• It is flexible, easy to use and free app.
• Trello keeps track of everything, from big picture to minute details.
• This software enables for updation and e and co-odrdination among various
committees in college and avoids redundancy and increase productivity.
https://trello.com
https://www.youtube.com/watch?v=2e3yt75N46E&list=PLnjj5SJ-
i9vJz5wPLi_xb7vlu24hlQFgx&index=6
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E-administration platform

35. E-governance in finance and accounts
College can keep updated and error-free financial records
with Tally Erp software.
For mass purchasing E-tendering can be carried out on
https://mahatenders.gov.in
Data related to admission and examination fees is made
available to the students on college website.
The minutes of finance committee are put on the college
website.
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36. Important modules of ERP system for exam
Examination of Time Table,
Exam calendar
Exam notices
Exam Results
Feedback system
Convocation Registration System
Online certificate verification system (OCVS)
And many more… 36

37. Enterprise resource planning(ERP)
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38. Welfare measures for non-teaching staff
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EPF for temporary faculty Temporary
Medical awareness programmes for non teaching faculty
Financial assistance to the faculty in emergency
Co-operative society of non-teaching staff
Staff quarters
Admission to wards
Administrative training programmes

39. Performance Management System(PMS)
A robust PMS that is measurable on goals set and
aligned with strategic objectives of individual staff
members.
Annual appraisal is based on annual performance,
promotions received, revision of designations,
individual career development plans, administration
contributions and plans and performance
improvement plans
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40. Performance of Non-teaching staff
Assessment Parameters for non-teaching staff
Assessment of work output
Assessment of Personal Attributes
Assessment of Functional Competency
Numerical Grading as per work performance are graded accordingly.
Analysis of strengths and weakness of the employees
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41. Administrative Audit (AA)
It can be defined as a process of evaluating the efficiency and effectiveness of the administrative procedure.
It includes assessment of policies, strategies & functions of the various administrative departments, control of the overall
administrative system etc.
Institutional annual Calendar
Guidelines for the Grievance Redressal Cell and the Complaints Cell for addressing issues of sexual harassment of women at
workplace.
Criteria for facilitating professional development programmes for Non-teaching staff.
Annual Budgets and financial audits.
Records of student feedback from various stakeholders.
Research projects sanctioned by external funding agencies.
Approvals of regulatory bodies for the programmes run by the institution.
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42. Thank you
Dr. Anil Dusane
Vice Principal
Sir Parashurambhau College, Pune
anildusane@gmail.com
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