Q & A

• The overall coordination and integration of the academic, research, administrative, financial and all other functions of all entities of the university. 

● forward the letters/files through the proper channel (note: letters/files that are not channelling through the proper channels will be returned)

● After checking it by the relevant staff of this office and ensuring the letters/files are in order, those are sent to signature/approval of the VC

● Signed/approved letters delivered to the relevant Department/Division through postal division.

● If the sender requested to hand over the same to a nominated person, this office will take actions to handover it to the person nominated other than sending it to the final destination.

● Otherwise, we will forward those letters to the final destination after getting approval or signature of the VC. 

● If you need to clarify the letters/files that are sent to the VC's office, you can ask it from the office staff via 2080.

● A request should be made clearly mentioning the purpose of the appointment via e-mail (vcoffice@gs.pdn.ac.lk),  over the phone (Extension – 2301, Direct dialing -081-2388151) or through the fax (0812389164)

● After checking with the official calendar of the VC, a convenient date and time will be given by the PA/VC to the requested party.

● If the appointment is cancelled or rescheduled by the VC’S office, it also will be informed to the relevant party by the PA/VC.

● If the appointment is cancelled by the requester, they should inform the PA/VC immediately. 

● If the VC is the Chief Guest or Guest of Honour, the organising committee should check and fix the date well in advance with the PA/VC without clashing with the other scheduled events.

● An e-mail should be sent to PA/VC along with the event agenda and any other relevant details (vcoffice@gs.pdn.ac.lk)

● The recordings of the VC’s speech/photographs of the events should be shared with the VC’s Office. 

● Ensure to send the requested information before the deadline.

● If not, provide evidence to the delay

● Contact PA for allocating a time slot (This type of visits will be given priority) through Direct dialling, email, fax of through the https://forms.gle/oiWPHLBesPHcb7mq6

●   If there is a need to share a bio sketch of the present Vice-Chancellor with the team of delegates in advance, that should be communicated to the PA/VC immediately.

● Send the delegates’ biography as soon as possible to make arrangements for the meeting

● If there is a need to handover souvenirs to the delegates, suitable souvenirs should be arranged by the coordinator and inform the VC’s Office/PRO. 

● After the courtesy visit of the foreign delegation, a write-up regarding the visit & relevant photographs should be sent to DVC’s approval for publishing on the web.

● If the relevant party is requested to arrange the zoom by VC’s Office in advance, arrangements can be made by this office

● If the Vice-Chancellor needs to join a particular  zoom meeting organised by your entity, the zoom link should be forwarded to the VC office’s email well in advance to check the connectivity.

● The organising party can arrange the suitable refreshment as per the guidance of the internal circulars on providing refreshment

● Before signing the final MoU, the draft should be recommended by the SAR/L & D (Extn: 2432)

● Take actions to allocate time and date for signing the same https://forms.gle/oiWPHLBesPHcb7mq6

● Inform Web unit for photography facilities (extn: 2329)

● After signing the MoU/Agreement the write-up & photographs should be sent to DVC’s approval for publishing in the web site as soon as possible. 

● After receiving the recommendation of the relevant establishment branch, the office of the Vice-Chancellor will take action to get the Vice-Chancellor’s recommendation on the same day that the foreign leave application is submitted by the relevant establishment branch.

● Contact PA to reserve a suitable date and time slot (An appointment to arrange bond signing   can also be obtained from the PA/VC through the https://forms.gle/oiWPHLBesPHcb7mq6.

(Note: after taking an appointment from the VC’s office, the other arrangements should be made by the relevant faculties/centers/units in coordination with AE,NAE, L&D divisions and other relevant offices. Also the lawyer should accompany by the coordinating faculty/center/unit on the particular day)

If necessary, arrangements for taking photograph, writing a note to the web etc.. should be made by the coordinating faculty/center/unit.

● All suggestions/feedbacks, and /complaints are welcome by the Office of the Vice-Chancellor through any means as follows.

● official emails of the Office of the Vice-Chancellor : vcoffice@gs.pdn.ac.lk, vc@pdn.ac.lk

               official email of the  Vice-Chancellor :  vc1@gs.pdn.ac.lk

● suggestion box located at the reception desk of the VC’ office.

● employee feedback form available on the website (https://forms.gle/5K3HvPGX8gYV8EQP7)

(note: suggestions/feedbacks/complaints received by the office will be forwarded to the Vice-Chancellor for necessary actions)

A detailed request  should be forwarded to the office of the Vice-Chancellor at least 2 weeks before the deadline of submission  indicating the word limit, need of a photograph, need of the signature/seal of the Vice-Chancellor.

An appointment to handover the request to the Vice-Chancellor (if necessary) can be obtained from the PA/VC through the https://forms.gle/oiWPHLBesPHcb7mq6