Declaration Form Policy for NMC (National Medical Council) Compliance

Objective:

This policy aims to ensure systematic and organized documentation of essential documents for faculty members in compliance with the National Medical Council (NMC) guidelines. The creation of organized folders and subfolders for each department facilitates easy retrieval and verification of required evidences.

Policy Guidelines:

• Folder Organization:

  • A dedicated folder is created for each department within the institution's records.

  • Subfolders are established for each faculty member using their Employee ID and Name for precise identification.

• Evidences Checklist:

  • The following documents must be included for each faculty member in accordance with the checklist, labeled with a serial number and a name corresponding to the checklist. There should be only one file for each serial number, when multiples filesa re there use the ilovepdf online pdf combining tool to combine files and keep as single file for each serial number. DONOT keep any other files in this folder:

    • 01 Recent Passport Size Photo:

      • Naming Example: "01 Photo_John_Doe.jpg"

    • 02 Photo ID Proof (Government Issued):

      • Naming Example: "02 IDProof_John_Doe.jpg"

    • 03 Certified Copy of Appointment Order:

      • Naming Example: "03 AppointmentOrder_John_Doe.pdf"

    • 04 Proof of Residence:

      • Naming Example: "04 ResidenceProof_John_Doe.pdf"

    • 05 Joining Report:

      • Naming Example: "05 JoiningReport_John_Doe.pdf"

    • 06 Copies of Degrees (MBBS, PG, PhD as applicable):

      • Naming Example: "06 Degrees_John_Doe.pdf"

    • 07 Copies of degree Registration Certificates (MBBS, PG, PhD  as applicable).

      • Naming Example: "07 Degree Registration Certificates_John_Doe.pdf"

    • 08 Copy of Experience Certificates:

      • Naming Example: "08 ExperienceCertificates_John_Doe.pdf"

    • 09 Relieving Order:

      • Naming Example: "09 RelievingOrder_John_Doe.pdf"

    • 10 Copy of PAN Card:

      • Naming Example: "10 PANCard_John_Doe.pdf"

    • 11 Form 16A (Downloaded from TRACES) for FY 2023-24 (Assessment Year 2022-23):

      • Naming Example: "11 Form16A_John_Doe.pdf"

    • 12 Letterhead (For practicing teachers):

      • Naming Example: "12 Letterhead_John_Doe.pdf"

    • 13 Copy of Letter from Affiliating University (Recognizing as UG teacher):

      • Naming Example: "13 AffiliationUG_John_Doe.pdf"

    • 14 Copy of Letter from Affiliating University (Recognizing as PG teacher - for PG assessment):

      • Naming Example: "14 AffiliationPG_John_Doe.pdf"

    • 15 Copy of Aadhar Card:

      • Naming Example: "15 AadharCard_John_Doe.pdf"

• Implementation:

  • The responsibility of organizing and updating the folders lies with the department administrators.

  • Regular audits will be conducted to ensure compliance with the NMC guidelines.

Review and Revision:

• This policy will be reviewed annually or as required by NMC regulations, and revisions will be made accordingly to align with any updated guidelines.

• Updating each faculty folder

  • Each of the faculty

• Verifying the each faculty folder for completion and helping to complete

  • Each department secretary

• Ultimate responsibility of the documentation completion and making the department folder uptudate and accurate

  • Department NMC Nodal Officer

• Verifying and confirming the completion of each departments

  • Nodal Officer incharge