Circular for Institutional Members of ISTE
With effective from March 2023.
ISTE Gujarat Section is pleased to frame out and bring the following directives to the notice of the host institute which shall be adhered stringently in order to maintain the uniformity and status of the Section during the State Annual Hackathon:
(1) The Host institute has to submit a proposal cum a letter of consent (in the standard format of the ISTE Gujarat Section) showing their interest to host the State Annual Hackathon to ISTE Gujarat Section with tentative date and brief about the institute. The proposal are to be invited only from the institutes having status of IM-Institutional Member of the Indian Society for Technical Education.
(2) The State Annual Hackathon is generally organised in the month of March/April or October/November of the respective year.
(3) It is suggested that the Organising host institute will keep the main theme of the State Annual Hackathon in line to current and predominating challenge in the society. May if need be, the proposed theme get amended based on discussion on received proposal and during subsequent meeting with host institute.
(4) The Host Institute may plan the State Annual Hackathon either of a Single or two days depending upon their convenience subject to conditions that they will be able to extend the require services from their end to the maximum possible extent. Generally, it is organised for a single day. The Students Events can be organised separately for Diploma and Degree Students on two different days either by the same institute or by different institutes as the case may be. There is no Sanction Approval – Partial Financial Assistance available from ISTE Headquarter for the State Annual Hackathon. Necessary funding support shall be sought from leveraging opportunities for external event sponsors as to be explored by the host institute.
(5) ISTE Gujarat Section extends partial financial support amounting INR 5,000/- (Rupees Five Thousand Only) for organizing State Annual Hackathon subject to conditions that the host institute has obtained prior approval for the same from ISTE Gujarat Section and submitted the requisite documents as stated in the sanction proceeding on successfully completion of the Convention. Same amount shall be paid to two host institutes if the State Annual Hackathon for Diploma and Degree Engineering Students are being host separately in a same year.
(6) The organising host-institute has to submit the Bills/Invoices/Vouchers for the said financial assistance to the ISTE Office as the case may be along with the copy of the sanction proceeding, report of the State Annual Hackathon and photographs of important sub-events, moments with ISTE Banner and Logo reflecting on the backside. The host-institute must ensure to produce a single/in parts invoices summing a total amount of sanction proceeding, i.e. 5,000/- in name of ISTE Gujarat Section. It shall be done during making necessary arrangements for the event. The said invoice is not restricted for specific type of expense however, the spending shall be justifiable as deemed necessary for organizing the State Annual Hackathon.
(7) The Host institute has to prepare/design the Brochure for the State Annual Hackathon in requisite numbers in consultation with the Chairman/Hon. Sec. Cum Treasurer of ISTE Gujarat Section. And, incorporate any suggestions resulting based on discussions held during meetings at ISTE Gujarat.
(8) The host institute has to circulate the brochure to ISTE Head Quarter at New Delhi, all the ISTE Chapters/Institutes/Colleges and Members of ISTE Gujarat section including National Executive Council Members for their information both in the form of hard and soft copy.
(9) The registration fee/participation fee, if being applied to student/students, for participating in State Annual Hackathon or any sub-events, shall be discounted by 50% in registration fee/participation fee for Valid ISTE Student Member.
(10) The Host institute has to submit a proposal cum a letter of consent (in the standard format of the ISTE Gujarat Section) showing their interest to host the State Annual Hackathon along with tentative date of proposed event and brief about the institute.
(11) The host institute in consultation ISTE Gujarat Section will take care for expenses of State-level awards to be presented for promoting maximum number of participants (excluding host) in a case if these are introduced by the ISTE Gujarat. However, the host institute is leveraged freedom to decide and felicitate for Event, Sub-event Awards for, Mementos to the Chief Guest, Guest of Honour and other dignitaries during inaugural and valedictory sessions, awards to winners of various events in the respective State Annual Hackathon.
(12) As may become applicable in future, ISTE Gujarat Section has got sole right to choose/select the type and design of awards/mementos for State Level Recognitions with its matter to be presented during the respective programmes. This is mandatory to maintain the uniformity in different awards as the same are presented every year.
(13) The host institute shall make provisions for enough seminar/conference halls with LCD Projectors and other related necessary equipment which may be required to organise various events of the State Annual Hackathon. The organising institute shall arrange to accommodate at least 150 numbers of participants during inaugural programme with sufficiently large dais for the dignitaries.
(14) In case if required, the Host institute shall make separate arrangements for holding the meeting of Faculty Advisors of ISTE Students Chapters or the Chairman of ISTE Chapters of various colleges/diploma institutes. The meeting will be called upon by ISTE Gujarat Section at the place where the host institute is organising the State Annual Hackathon. The host institute shall have to take care of the expenses for their hospitality during the State Annual Hackathon.
(15) The host institute must ensure to mention for event title, as and wherever being mentioned in whichever form/format as – “Event” organized in support with ISTE Gujarat.
(16) The host institute shall make use of ISTE Logo as reflected at all instances prominently along with logo of the host institute / parent institute.
— Please use following two formats for reference as appropriate.
PROPOSAL SUBMISSION FORM
Convention reporting requirement towards comply of Sanction Proceedings