Comprehensive Documentation (GIEM)

1. Institute Overview & Vision

Basic Information:

• Institute Name: Global Institute for Event Management (GIEM)
• Parent Organization: Access India Pvt. Ltd.
• Location: Hyderabad, Telangana
• Type: Skill Development & Vocational Training Institute
• Year of Establishment: 2025
• Founding Directors: [Names of Directors]

Vision:

“To become the premier institute for event management education in South India, producing industry-ready professionals through practical, innovative, and comprehensive training programs.”

Mission:

• To provide world-class education in event management
• To bridge the gap between industry requirements and academic learning
• To foster entrepreneurship in the event management sector
• To create employment opportunities through industry partnerships

2. Legal & Compliance Documentation

Essential Legal Documents:

1. Certificate of Incorporation/Registration
   • Registration as Trust/Society/Section 8 Company
   • Registration number and date
   • Registered office address
2. PAN Card of the institute
3. GST Registration Certificate
4. Professional Tax Registration (if applicable)
5. Shop & Establishment Act Registration
6. MSME/Udyam Registration (for potential benefits)
7. Affiliation Documents:
   • NSDC/SSC Partnership Agreement (once approved)
   • University Affiliation MoU (if applicable)

Compliance Records:

• Institute SOP Manual
• Fee Structure Approval from management
• Anti-Ragging Policy
• Grievance Redressal Policy
• Student Code of Conduct
• Data Privacy Policy

3. Academic Documentation

Course Curriculum Documents:

1. Certificate in Foundation Event Management
   • Detailed syllabus for all 5 modules
   • Learning objectives for each module
   • Assessment criteria and rubrics
   • Practical training components
   • Reading materials and reference lists
2. Advanced Certificate Program (Future)
   • Specialized module details
   • Prerequisite requirements
   • Advanced learning outcomes
3. Diploma Program Documentation (Future)
   • Comprehensive curriculum framework
   • Semester-wise breakdown
   • Internship guidelines
   • Project evaluation criteria

Academic Policies:

• Attendance Policy
• Examination & Evaluation Policy
• Grading System
• Course Completion Criteria
• Certificate Awarding Policy

4. Faculty & Staff Documentation

Faculty Records:

1. Full-time Faculty:
   • Appointment letters
   • Qualification certificates
   • Experience certificates
   • Job descriptions
   • Performance appraisal forms
2. Visiting Faculty:
   • Contract agreements
   • Bio-data and credentials
   • Session feedback forms
   • Payment records
3. Guest Lecturers:
   • Invitation letters
   • Session outlines
   • Honorarium payment records

Staff Documentation:

• Organizational Structure Chart
• Staff Recruitment Policy
• Employee Handbooks
• Attendance and Leave Records
• Salary Structure and Payment Records

5. Student Documentation

Admission Process:

1. Application Form (physical and digital)
2. Eligibility Criteria Document
3. Student Information Sheet
4. Fee Payment Policy
5. Refund Policy Document
6. Student Enrollment Agreement

Academic Records:

• Student Registration Database
• Attendance Registers
• Assessment Records
• Progress Reports
• Certificate Issue Register

Student Support:

• Placement Cell Records
• Internship Coordination Files
• Alumni Tracking System
• Student Feedback Forms

6. Infrastructure & Facilities Documentation

Physical Infrastructure:

1. Property Documents:
   • Lease/Rental Agreement
   • Property Tax receipts
   • Electricity and water bills
2. Facility Records:
   • Classroom layout and capacity
   • Equipment inventory list
   • IT infrastructure details
   • Library resource catalog
3. Safety & Security:
   • Fire Safety Certificate
   • First Aid facilities record
   • Emergency evacuation plan
   • Insurance policies

7. Financial Documentation

Financial Management:

1. Fee Structure Documents
   • Course-wise fee breakdown
   • Payment schedule options
   • Discount policy
   • Late payment charges
2. Accounting Records:
   • Chart of Accounts
   • Income and Expense tracking
   • Bank account details
   • Audit preparation files
3. Budget Documents:
   • Annual operating budget
   • Capital expenditure budget
   • Revenue projections
   • Cash flow statements

8. Marketing & Branding Documentation

Brand Identity:

1. Brand Guidelines:
   • Logo usage policy
   • Color palette
   • Typography standards
   • Tone of voice guidelines
2. Marketing Collateral:
   • Brochures and prospectus
   • Website content and structure
   • Social media strategy document
   • Advertising campaign plans
3. Partnership Records:
   • Industry partnership agreements
   • Placement partner MoUs
   • Event collaboration records

9. Operational Documentation

Daily Operations:

1. Administrative SOPs:
   • Office opening/closing procedures
   • Student inquiry handling process
   • Visitor management system
   • Document control procedures
2. Academic Operations:
   • Class scheduling system
   • Faculty allocation process
   • Classroom utilization records
   • Academic calendar
3. Technology Systems:
   • Student Management Software details
   • Digital attendance system
   • Online payment gateway integration
   • Data backup procedures

10. Quality Assurance Documentation

Quality Management:

1. Internal Quality Assurance Cell (IQAC)
   • Quality policy document
   • Internal audit schedule
   • Corrective action reports
   • Continuous improvement plans
2. Feedback Mechanisms:
   • Student feedback system
   • Faculty feedback process
   • Industry feedback collection
   • Parent interaction records

11. NSDC Affiliation Documentation

Application Package:

1. Training Partner Application Form
2. Institute Profile Document
3. Infrastructure Proof (photos and documents)
4. Faculty Credentials compilation
5. Course Curriculum aligned with NSQF
6. Assessment and Certification Plan
7. Placement Strategy Document

12. Risk Management Documentation

Risk Assessment:

1. Risk Register
   • Identified risks and mitigation strategies
   • Business continuity plan
   • Crisis management protocol
2. Legal Compliance Tracker
   • Renewal dates for licenses
   • Statutory compliance calendar
   • Legal advisory contacts

13. Future Expansion Documentation

Strategic Plans:

1. 5-Year Growth Plan
2. New Course Development Pipeline
3. Infrastructure Expansion Plans
4. Technology Upgrade Roadmap
5. Geographical Expansion Strategy

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Document Management System

Recommended Folder Structure:

GIEM_Documents/
├── 01_Legal_Compliance/
├── 02_Academic/
├── 03_Faculty_Staff/
├── 04_Student_Records/
├── 05_Infrastructure/
├── 06_Financial/
├── 07_Marketing/
├── 08_Operations/
├── 09_Quality_Assurance/
├── 10_NSDC_Affiliation/
├── 11_Risk_Management/
└── 12_Strategic_Plans/

Digital Documentation Tools:

• Google Workspace for collaborative documents
• Student Management Software for academic records
• Cloud Storage for document backup
• Digital Signature for legal documents

Implementation Timeline for Documentation

Phase 1 (Pre-Launch – October 2025):

• Complete legal documentation
• Finalize academic policies
• Prepare marketing collateral
• Set up student admission system

Phase 2 (First Batch – November 2025):

• Implement student record system
• Establish faculty documentation
• Begin operational documentation
• Start quality assurance processes

Phase 3 (Ongoing):

• Continuous documentation improvement
• Regular compliance audits
• Documentation updates and version control

This comprehensive documentation framework will ensure that GIEM operates professionally, remains compliant with regulations, and maintains high standards of education delivery. Each document should be regularly reviewed and updated to reflect changes in operations or regulations.