Internal Complaints Committee (ICC)

Minutes of Internal Complaints Committee (ICC) Meeting & Action Taken Report

The Internal Complaints Committee meeting #1 is convened on 04-03-2020 in board room from 2:30 to 4 PM to discuss the following agenda points:

Formation of the committee members
Awareness creation in the PES University campus
Circulation of UGC Guidelines in the PES University
Any report of Sexual harassment in the PES University campus.
Visit to the girl’s hostel and the department

The meeting started with the Chairman making a presentation on the understanding of the roles and responsibilities of ICC coordinators.

Subsequent to the presentation the following agenda points were discussed and deliberated in this ICC meeting.

The decision was taken on the recommended new committee members from various departments/ sections were included based on the requisite and formulated the ICC
In the meeting it was decided to get posters with information and contact details of the ICC committee / members to be printed. The printed posters circulated in the various departments / sections, Hostel, etc., of the PES University and asked to put them on the notice board. This is to create awareness in the PES University about the Internal Complaints Committee
The committee decided to circulate the UGC working guidelines among the members of ICC and in the various departments / sections, Hostel, etc., of the PES University.
The members presented that there was no report of Sexual harassment in the PES University and upon any case being registered, to be addressed by this five-member committee which include Registrar, Dean Student Affairs, Chairman, Convener, Counselor and concerned department ICC member.
The committee decided to prepare a schedule for the visit to the Hostel and the department to interact with the students and women faculty members.

The meeting concluded by the Chairman, thanking all the members.

Minutes of Internal Complaints Committee (ICC) Meeting & Action Taken Report

The ICC meeting #2 is convened on 05-08-2020 at Boardroom from 2:30 to 4 PM to discuss the following agenda points:

Action Taken Report of the suggestions made in previous meeting dated: 04-03-2020
Status of awareness creation in the PES University campus
Status of circulation of UGC Guidelines in the PES University
Review of the programs conducted by departments on Gender Equality and Women Empowerment
Any report of Sexual harassment in the PES University campus.
Status of visit to the girl’s hostel and the departments
Personal counseling during pandemic

The meeting started with the Chairman discussing the action taken as per the suggestions given by the committee members on 04-03-2020. Subsequently the Chairman opened the discussion on the agenda points.

The poster with information and contact details of the ICC committee / members are circulated in the various departments / sections, Hostel, etc., of the PES University campus. The printed posters were put on the notice board. This helps to create awareness in the PES University about the Internal Complaints Committee
The UGC working guidelines are circulated among the members of ICC and in the various departments / sections, Hostel, etc., to provide a neutral, confidential and supportive environment to the PES University staff and students.
The Committee decided to organize a program on awareness programmes on current pandemic situation to promote awareness
The members reported that there was no report of Sexual harassment in the PES University and upon any case being registered, to be addressed by this five-member committee which include Registrar, Dean Student Affairs, Chairman, Convener, Counselor and concerned department ICC member.
Chairman of the committee suggested initiating an informal feedback system including keeping suggestion boxes in canteen, food court, hostels and library so that the grievances and complaints can be collected without revealing the identity of the complainant.
The student counselor/ committee members updated the status of online counseling to the students at the PES University.
The committee also suggested that the student counselors and faculty mentors play many roles, including social and emotional, academic, and mental health during the pandemic. It was suggested to start online counseling for students and give support for holistic development of the students.

The meeting concluded by the Chairman, thanking all the members.

Minutes of Internal Complaints Committee (ICC) Meeting & Action Taken Report

The ICC meeting #3 is convened on 10-12-2020 at Boardroom from 2:30 to 4 PM to discuss the following agenda points:

Action Taken Report of the suggestions made in previous meeting dated: 05-08-2020
Status of personal counseling to the PES University students
Awareness pertaining to women safety for the faculty and students at the pandemic.
Status of implementation of Suggestion boxes in Canteen, Food court, Hostels and Library
Any report of Sexual harassment in the PES University campus.
Safety and security of female students, faculty members and staff.

The meeting started with the Chairman discussing the action taken as per the suggestions given by the committee members on 05-08-2020. Subsequently the Chairman opened the discussion on the agenda points.

The committee members updated the status of counseling to the students including social and emotional, academic, and mental health during the pandemic.
The Committee decided to organize awareness pertaining to women safety for the faculty and students at the pandemic to promote awareness to encourage and foster a respectful and safe environment.
The members reported that there was no report of Sexual harassment in the PES University and upon any case being registered, to be addressed by this five-member committee which include Registrar, Dean Student Affairs, Chairman, Convener, Counselor and concerned department ICC member.
Chairman reviewed the implementation status of suggestion boxes in Canteen, Food court, Library and hostels. Suggestions were compiled and were reviewed. Many suggestions are related to starting an international multi cuisine food court and hostel mess. It was decided to take up the matter with the vendors.
The Committee decided to communicate to the University, the installation of more CCTVs on campus, appointing female security officers, etc., to provide more safety and security for female students, faculty members and staff.
The committee decided to communicate that giving more emphasis on personal counseling through student mentorship programs, is one of the best practices followed in the PES University and can help to address any issues pertaining to the students at PES University.
The committee also suggested that the student counselors and faculty mentors play many roles, including social and emotional, academic, and mental health during the pandemic. It was suggested to start online counseling for students and give support for holistic development of the students.

The meeting concluded by the Chairman, thanking all the members.

Minutes of Internal Complaints Committee (ICC) Meeting & Action Taken Report

The ICC meeting #4 is convened on 16-07-2021 at Boardroom from 11:30 AM to 1:00 PM to discuss the following agenda points:

Action Taken Report of the suggestions made in previous meeting dated: 10-12-2020
Status of Personal counseling to the PES University students
Any report of Sexual harassment in the PES University campus.
Safety and security of female students, faculty members and staff.
Personal counseling to the PES University students
Review of suggestions collected from the suggestion boxes regarding safety and security of hostel inmates and any incidents on ragging, sexual harassment and drug abuse etc

The meeting started with the Chairman discussing the action taken as per the suggestions given by the committee members on 10-12-2020. Subsequently the Chairman opened the discussion on the agenda points.

The committee members updated the visit to the Hostel, classrooms and the department and also decided to follow the schedule prepared for the visit to the Hostel, classrooms and the various departments of the PES University.
The Committee decided to organize Guest Lectures pertaining to women safety for the faculty and students at the PES University to promote awareness about sexual harassment through educational initiatives those encourages and foster a respectful and safe campus environment.
The members reported that there was no report of Sexual harassment in the PES University and upon any case being registered, to be addressed by this five-member committee which include Registrar, Dean Student Affairs, Chairman, Convener, Counselor and concerned department ICC member.
The Committee decided to communicate to the University, the installation of more CCTVs on campus, appointing female security officers, etc., to provide more safety and security for female students, faculty members and staff.
The committee decided to communicate that, giving more emphasis on personal counseling through student mentorship programs, is one of the best practices followed in the PES University, and can help to address any issues pertaining to the students at PES University.
The committee also suggested that the student counselors and faculty mentors play many roles, including social and emotional, academic, and mental health during the pandemic. It was suggested to follow online/offline counseling for students and give support for holistic development of the students.
Members of the committee reviewed the suggestions collected from the suggestion boxes regarding safety and security of hostel inmates and any incidents on sexual harassment and drug abuse. No such significant cases or feedback were received. However, the chairman suggested that the members and the hostel wardens initiate meetings with girl hostel inmates and ensure that the systems are in place.

The meeting concluded by the Chairman, thanking all the members.

Minutes of Internal Complaints Committee (ICC) Meeting & Action Taken Report

The ICC meeting #5 is convened on 25-11-2021 at Boardroom from 2:30 to 4:00 PM to discuss the following agenda points:

Action Taken Report of the suggestions made in previous meeting dated: 16-07-2021
Nomination of members to Internal Complaints Committee
Creating the awareness pertaining to women safety for the faculty and students
Any report of Sexual harassment in the PES University campus.
Safety and security of female students, faculty members and staff.
Status of conducing meetings with girl’s hostel inmates to discuss any issues about sexual harassment, safety and security in the hostel premises.

The meeting started with the Chairman discussing the action taken as per the suggestions given by the committee members on 16-07-2021. Subsequently the Chairman opened the discussion on the agenda points.

The committee prepared a schedule for visiting the department and girls’ hostel by the Complaints Committee members and also discussed the inclusion of the members nominated from department / section/ hostel of the PES University
The committee decided to conduct an orientation program on safety and security of the women employees and students in PES University.
The committee discussed the circulation of Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act and Rule 2013, The Handbook on Sexual Harassment of Women at Workplace, (Prevention, Prohibition and Redressal) Act and Rule 2013 issued by Ministry of Women and Child Development to all the women employees and students of girl’s hostel.
Suggested to have a complaint Drop box in the office premises. Any complaint regarding Sexual harassment against women can be communicated to the Chairman, Internal Complaints Committee or can be communicated to the office of Chairman through the Internal Complaints Committee members
There was no complaint received by the Chairman regarding Sexual harassment in the PES University
The PES University is completely under CCTVs surveillance and has appointed more female security officers, to provide more safety and security for female students, faculty members and staff and also to monitor any kind of act in the PES University.
Chairman of the committee reviewed the status of conducting meetings by ICC members along with hostel warden of the Girls hostels. The minutes of the meeting were reviewed. Few girls have expressed concerns about availability of more sanitary napkins and emergency medicines especially during night. The committee expressed the essential over the counter drugs and sanitary napkins to be made available to girls in the hostel. Chairman expressed that the suggestion will be taken up with the management for suitable action.

Minutes of Internal Complaints Committee (ICC) Meeting & Action Taken Report

The ICC meeting #6 is convened on 06-04-2022 at Boardroom from 11:30 to 12:30 PM to discuss the following agenda points:

Action Taken Report of the suggestions made in previous meeting dated: 25-11-2021
Monitoring, Personal counseling and awareness creation to the PES University students
Any report of Sexual harassment in the PES University campus.
Safety and security of female students, faculty members and staff.
Implementation of keeping over the counter medicines and sanitary napkins in the girl’s hostel.
Any other suggestions

The meeting started with the Chairman discussing the action taken as per the suggestions given by the committee members on 25-11-2021. Subsequently the Chairman opened the discussion on the agenda points.

●The Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act and Rule 2013, The Handbook on Sexual Harassment of Women at Workplace, (Prevention, Prohibition and Redressal) Act and Rule 2013 issued by Ministry of Women and Child Development circulated to all the women employees and students of girl’s hostel.
The Committee noted that no complaint of sexual harassment has been received from any girl’s students and women employee of PES University either in written form or mail.
The Internal Complaints Committee members name and contact numbers are circulated in the PES University and asked to display in the notice board
Committee suggested that all the members to be vigil and visit the department and hostel as per the schedule to ensure Safety and security of female students, faculty members and staff of the PES University
The Committee suggested that all the girl’s students and women employee of the PES University should not get fear and hide any incident regarding sexual harassment during the travel from home to college.
Internal Complaints Committee should create and ensure a safe environment that is free of sexual harassment, including safety from persons/ visitors coming into contact at workplace.
Committee members reviewed the status of implementation of keeping emergency medicines which are over the counter drugs and sanitary napkins in the girl’s hostel. Members said that many hostel inmates have expressed happiness about this move.
The committee has suggested to conduct a workshop on Self Defense

The meeting concluded by the Chairman, thanking all the members.