document provides guidelines for implementation of project proposals supported
under the Natural Resources Data Management System (NRDMS)of the Department of
Science and Technology (DST).
The guidelines provide general information
in an ideal situation. In addition to these, the implementing agency has to follow
its own rules and regulations, where ever necessary. However, we hope that the
end result of this would a smooth implementation of project.
We would also
welcome suggestions from the Investigators and authorities of the Implementing
For any further clarification or further details, please approach
the concerned official dealing with the project file.
Department reserves the right to review these guidelines and modify them.
case of any specific clarifications please contact :
of Science and Technology
Department of Science and Technology
New Mehrauli Road
New Delhi-110 016.
: 011-26519530 / 011-26590308
E-mail : firstname.lastname@example.org
: 26567373, 26962819 (EPABX)
For more details
download the file
(.pdf format) (.doc format)
Investigators are requested to download the necessary format and then take a printout
Introduction & Guidelines
of Commencement of Project & its Duration
Investigator & Co-Investigator (s) and the Implementing Institution
of grants in yearly instalment and financial management
evaluation and Monitoring
Guidelines for publication of results
Guidelines/ Instructions for Technology
Transfer and Intellectual Property Rights
Introduction and Guidelines
The project which is approved for
implementation is provided with a financial sanction which is subject to certain
terms and conditions which are enclosed as Annexure with the first sanction order.
The following guidelines assist for smooth implementation of the project in conformity
withthose terms and conditions.
1. Sanction Order
Once the project is approved, a formal sanction order is issued. The total cost
of the project is finalised based on the latest quotation(s) of equipment(s) approved
under the project and other relevant documents related to manpower, contingencies
etc. submitted by the Investigator. The first sanction order provides the detailed
breakup of funds allocated under non-recurring and recurring expenditure heads
like Equipment, Manpower, Travel, Consumables, Contingencies etc.
Copies of the sanction order with the terms and conditions annexed to it are sent
to the Principal Investigator (PI) and the financial authority (Registrar/ Director/
iii) Any correspondence with the Department regarding
the project should invariably quote the sanction order No. and date and should
be addressed to the concerned official by name.
iv) Subsequent to the
sanction order, a bank draft/ cheque for the released amount is despatched by
the Drawing & Disbursing Officer, DST.
2. Date of Commencement of Project
& its Duration
i) The duration of the project is normally
of 3 years and this is specified in the first sanction order.
project becomes operative with effect from the date on which the Draft/ Cheque
is received by the implementing Institution. This date should be intimated by
the Institution authorities/ Principal Investigator to this Department. It will,
in no case be later than one month after the receipt of the draft/ cheque by the
Principal Investigator & Co-Investigator (s) and the Implementing Institution
i) The Principal Investigator (PI) has the primary responsibility of
the implementation of the project. The project team consists of the PI, Co-Investigator(s)
and the project personnel appointed as per the sanction order. It is necessary
to ensure that the project is carried out by the project team in a cohesive manner.
Periodic meetings of the team are essential for this purpose.
case of PIs who would be superannuating during the duration of the project, association
of a "in service" Co-Investigator should be ensured. In such cases,
the Institute authorities should inform to this Department, well in advance, about
their "no objection" for providing the infrastructural facilities to
the PI for implementation of the project after his superannuation.
Having accepted the responsibility for the implementation of the project, the
PI should be committed to implement the project over its duration and should have
no plans to go on long leave.
iv) In case, the PI is shifting to another
institution on new appointment/ transfer/ long term deputation, the project could
be transferred to that institution with the mutual consent of both the institutions
and of this Department. Such requests for transfer of the project should be sent
well in advance and should be accompanied with 'No Objection' certificates from
both the institutions and the Endorsement Certificate from the new Institution.
In case the PI leaves the project due to unforeseen circumstances, the Co-Investigator
could be considered as the PI subject to the approval of the PI, Head of the Institute
and this Department. Such a request should be sent at least 4-6 months in advance
along with a detailed bio-data of the Co-Investigator.
vi) The PI as
well as the implementing institution has the responsibility of informing this
Department about any change in the status of the PI/ Co-Investigator including
relieving them on short term deputation for a continuous period of 3 months or
vii) The project stands terminated in the absence of the PI/ Co-Investigator
for a continuous period of 6 months without intimation to this Department.
The implementing institution has an important role to play and in consultation
with this Department should take steps to ensure successful completion of the
project, before relieving the PI.
ix) The implementing Institute should
provide full infrastructural facilities such as accommodation, water, electricity,
library, communication facilities etc. for smooth implementation of the project.
4. Project Staff(s)
i) All the personnel including Research personnel appointed under the
project, for the full/ part duration of the project, are to be treated as temporary
employees and will be governed by the Administrative rules/ service conditions
of the implementing Institute. No reference on these issues should be made to
this Department. The Department will have no liability, whatsoever, for the project
staff after completion of the project duration.
ii) The sanction order
specifies the number of personnel, in different categories, sanctioned under the
project. The category of post and its emoluments are governed by this Departments
iii) Scale and emoluments for the posts not covered under this
order are governed by norms prevalent in the implementing Institution or as may
be decided by this Department.
iv) In case of recruitment of JRF/ SRF
candidates who have been declared successful at NET/ GATE may be preferred. In
exceptional cases, candidates without NET/ GATE may be recruited through a proper
selection procedure. It is desirable to have DST Nominee in the selection process
and such requests for nominees may be sent well in advance.
5. Release of grants in
yearly instalment and financial management
i) The grants for
the project are released on the basis of yearly requirements taking note of the
technical progress and expenditure incurred. The first sanction order indicates
the budgetary allocation for the duration of the project under various heads like
Equipment, Manpower, Travel, Consumable, Contingency etc.
ii) The first
instalment of grant is released along with the first sanction order. It consists
of the entire grant for the 'Equipment' and part of recurring grant including
'Overheads' for the first year of the project.
iii) Diversion of funds
from non-recurring head ie. Equipment to recurring head like Manpower, Consumable
etc. is normally not allowed. However, any reallocation/ reappropriation of grants
under different heads requires prior approval of this Department.
The Equipment sanctioned in the project should be procured at the earliest to
avoid any cost escalation. The PI and the implementing Institute should complete
all formalities in advance for placing the order.
v) The subsequent
instalment of grant would be released annually on the basis of expenditure incurred
in the previous financial year and expected expenditure in that year.
However, any request for release of the next instalment should be accompanied
by the following documents: