Standard 3: Human Resources

3.1 Human Resource Management System

GCIT follows a structured and transparent Human Resource Management System (HRMS) in line with the Royal University of Bhutan (RUB) Human Resource Rules and Regulations (HRRR) 2017 and RUB Standard Operating Procedures (SOP) 2020. This system ensures efficient HR processes encompassing recruitment, selection, induction, career progression, performance evaluation, recognition, and staff welfare.

3.1.1 A Comprehensive HR Policy is in Place

GCIT adheres to a comprehensive HR policy that covers:

·   Recruitment and Selection: Transparent hiring processes ensuring merit-based recruitment.

·   GCIT hiring announcement

·   Promotion Notification Criteria

·   Performance Management: Regular evaluations and structured appraisal mechanisms.

·   GCIT HR Program for staff

·   Post-Retirement Benefits: Pension schemes, gratuity payments, and extended insurance coverage.

Supporting Evidence:

·   RUB HRRR 2017, Chapter 1, Section 1.3, p. 5, outlines the structured approach to HR policy implementation.

·   HR reports demonstrating policy enforcement and effectiveness.

·   HR Skilling Program

·   GCIT Staff Trainings

3.1.2 Transparent and Fair Selection and Recruitment Mechanism Upheld

GCIT ensures that recruitment and selection processes are:

• Fair and merit-based: Candidates are selected based on academic qualifications, experience, and competency assessments.

• Structured: A step-by-step recruitment process that includes:

  1. Job Analysis: Defining roles, responsibilities, and qualifications.

  2. Advertising Positions: Using official GCIT and RUB portals, social media, and job portals.

  3. Shortlisting: Based on eligibility criteria.

  4. Selection Process: Written tests, interviews, and reference verification.

  5. Final Appointment: Issuance of appointment letters with clearly defined roles and benefits.

Supporting Evidence:

·   RUB HRRR 2017, Chapter 5A, Section 5.1, p. 13, detailing transparent hiring mechanisms.

·   Copies of job advertisements published in newspapers and online platforms.

•       GCIT Website Hiring Announcement

•       Vacancy Announcement for Various Position 2025

•       GCIT Announcement Website

•       Other online platform

•       GCIT Facebook account vacancy announcement

·   Shortlisting and interview panel reports for recent recruitments.

•       Shortlisted Announcement for interview

·   Employee Orientation Programme

·   Onboarding of New Employee PPT

3.1.3 Proper Induction, Succession Planning, and Career Progression Followed

GCIT implements structured induction, succession planning, and career progression strategies:

Induction Process:

• Orientation Programs: Introduction to GCIT’s mission, vision, policies, and work culture.

• Mentorship Programs: New employees are paired with experienced mentors.

• Institutional Tour: Familiarization with GCIT’s departments, facilities, and services.

Supporting Evidence:

·   Employee Orientation Programme

·   Onboarding of New Employee PPT

Succession Planning:

• Identification of Key Positions: Ensuring leadership continuity.

• Talent Identification & Development: Employees identified for future leadership roles are given additional responsibilities and training.

• Training & Capacity Building: Leadership development programs and management workshops.

Supporting Evidence:

·   RUB HRRR 2017, Chapter 6, p. 99, on structured career progression.

·   Employee Orientation Programme

·   Onboarding of New Employee PPT

·   HR reports demonstrating policy enforcement and effectiveness.

·   HR Skilling Program

·   HR Team and Initiatives

·             Employee Orientation Programme

·             Onboarding of New Employee PPT

·   GCIT Staff Trainings

Career Progression:

• Structured Career Pathways: Promotions based on performance, tenure, and contributions.

• Professional Development: Employees are encouraged to undertake higher studies, attend training, and engage in research.

• Appraisal-based Promotion: Performance evaluations influence career advancement.

Supporting Evidence:

·   RUB HRRR 2017, Chapter 6, p. 99, on structured career progression.

·   Records of induction schedules and feedback from new hires.

·   Training reports and employee progression records at GCIT.

·   HR reports demonstrating policy enforcement and effectiveness.

·   HR Skilling Program

·   HR Team and Initiatives

·   Employee Orientation Programme

·   Onboarding of New Employee PPT

·   GCIT Staff Trainings

3.1.4 Systems for Performance Appraisal, Recognition, and Reward Implemented

GCIT has a well-defined performance management system that ensures accountability and continuous improvement.

Performance Appraisal System:

• Annual Individual Work Plan (IWP): Employees outline their objectives and key performance indicators (KPIs).

• 360-Degree Feedback: Evaluations from supervisors, peers, and students.

• Quarterly & Annual Reviews: Performance ratings influencing promotions, increments, and training opportunities.

Recognition and Reward System:

• Annual Excellence Awards: Recognition for outstanding faculty and staff contributions.

• Long-Service Awards:

• • 10 Years: Bronze Medal & Certificate.

  • 20 Years: Silver Medal & Certificate.

  • 30 Years: Gold Medal & Certificate.

• Merit-Based Promotions & Incentives: Employees achieving outstanding ratings are eligible for promotions and financial incentives.

• Professional Development Sponsorships: Funding for conferences, training, and leadership programs.

Supporting Evidence:

·   RUB HRRR 2017, Chapter 19, Section 19.1, p. 243, detailing performance appraisal and rewards.

·   Records of awards, promotions, and sponsored professional development programs.

Mr. Pema Wangchuk for Service Award

·   HR Skilling Program

·   HR Team and Initiatives

·   GCIT Staff Trainings

3.1.5 Adequate Staff with Relevant Qualifications and Experience Employed

GCIT ensures an adequate number of qualified faculty and staff to meet academic and administrative needs.

Faculty and Staff Profile:

• Faculty members hold Master’s with extensive experience in academia and industry.

• Administrative staff are trained professionals supporting institutional operations.

•       HR Initiatives and Evidences

·   HR Skilling Program

·   HR Team and Initiatives

·   GCIT Staff Trainings

• Continuous training and development ensure that employees stay updated with the latest trends in education and technology.

Faculty-Student Ratio:

• GCIT follows a 1:16 faculty-student ratio for technical programs to ensure effective teaching-learning.

• This ratio enables:

• • Personalized mentorship and student engagement.

  • Balanced workload for faculty to maintain high teaching and research standards.

  • Compliance with international academic standards.

Supporting Evidence:

·   RUB HRRR 2017, Chapter 7, p. 138, defining faculty-student ratio requirements.

·   Faculty qualification and academic record

·   Faculty-student ratio analysis reports from academic audits.

·   Student list

·   Staff load

GCIT’s HR policies ensure:

• Fair and structured recruitment processes.

• Strategic talent development and career growth opportunities.

• Comprehensive performance appraisal and reward systems.

• Adequate staffing to uphold academic excellence.

By maintaining structured workforce management, GCIT fosters an engaging, high-performance environment, supporting its mission to advance IT education in Bhutan.

References

•       Royal University of Bhutan. (2017). Human Resource Rules and Regulations (HRRR). Royal University of Bhutan.

•       Royal University of Bhutan. (2020). Standard Operating Procedures (SOP). Royal University of Bhutan.

References:

·       Royal University of Bhutan. (2017). Human Resource Rules and Regulations (HRRR). Chapter 6, Pages 99–104.

·       Royal University of Bhutan. (2019). RUB-IMS HRM User Manual. Pages 16–20.

·       Royal University of Bhutan. (2020). Standard Operating Procedures for HR Development. Pages 100–112.

3.2.3: Annual Operating Budget for HR Development Instituted

Budget Allocation and Utilization

GCIT ensures the effective allocation and utilization of the HR development budget in alignment with RUB guidelines. The budget supports ongoing capacity-building initiatives, professional growth, and institutional advancements.

Budget Allocation Process:

·       The Finance Department reviews HRD budget proposals submitted by the HR Division.

·       Financial planning aligns with strategic institutional goals to ensure sufficient resources for faculty and staff development.

·       Finance Documents

Utilization of Funds:

·       Short-Term Training: Workshops, seminars, and specialized training sessions.

·       Long-Term Training: Postgraduate degree sponsorships and research grants.

·       International Collaborations: Participation in academic exchange programs and conferences.

·       Monitoring and Audits: Regular financial audits ensure budget transparency and effective utilization.

References:

·       Royal University of Bhutan. (2017). Human Resource Rules and Regulations (HRRR 2017), Chapter 21, Pages 119–121.

·       GCIT Strategic Plan (2019–2030), Section 4.2, Page 12.

·   HR Skilling Program

·   HR Team and Initiatives

•       HR Initiatives and Evidences

·   HR Skilling Program

·   HR Team and Initiatives

·   GCIT Staff Trainings

·   HR Budget Proposal

GCIT prioritizes continuous professional development, ensuring that faculty and staff receive adequate training and career growth opportunities. By systematically implementing the HRD master plan and allocating resources efficiently, GCIT aligns with RUB’s vision of fostering excellence in higher education.

For any questions or feedback, please email us at: qualityassurance.gcit@rub.edu.bt.