Odisha Urdu Academy, Bhubaneswar

Introduction:

Background of this Hand-Book ( Right to Information Act. 2005):

As per RTI Act-2005 and Odisha RTI Rules,2005.

Objective / Purpose of this Hand-Book:

As per RTI Act-2005 and Odisha RTI Rules,2005.

Who are the Intended users of this hand-book?

As per RTI Act-2005 and Odisha RTI Rules,2005.

Organisation of the information in this hand-book.

As per RTI Act-2005 and Odisha RTI Rules, 2005.

Definitions of various terms used in the handbook.

As per RTI Act-2005 and Odisha RTI Rules, 2005.

Contact person.

As per RTI Act-2005 and Odisha RTI Rules,2005.

Procedure and Fee Structure.

As per RTI Act-2005 and Odisha RTI Rules,2005.

MANUAL-1

Particulars of Organization, Functions & Duties

[Section-4 (1) (b) (i)]

The Aims & objectives of the Organization:

Odisha Urdu Academy is the State Academy of Urdu literature it is an apex body established on 7.02.1987 under the administrative control of the department of Tourism & Culture (Culture) for the development, propagation and population of Urdu Language. It is a autonomous organization registered as a society during 1986-87.

Organization & Function:

(a)The Academy shall be society under the Government Registration Act 1860 and shall have a Perpetual Succession and a Common seal and may sue and be sued in its corporate name.

(b)It shall have the following power and function namely:-

To promote co-operation among men of letters and literary associations Universities and cultural organization and encourage the establishment and development of representative associations concerned with the advancement of Urdu literature.
To encourage or to arrange translation of literary works from different Indian and foreign languages in to Urdu and Urdu to Oriya and vice-versa.
To publish or to assist associations and individuals in publishing literary works including bibliographies, dictionaries, bilingual or multilingual encyclopedias, basic vocabularies etc. in the Urdu language and also publishing literary journals reviews and lists of publication Urdu.
To sponsor or to held literary conferences, seminars and exhibitions.
To award prizes and distinctions and to give recognition to individual writers for outstanding works.
To promote research in Urdu language and literature and to encourage the propagation and study of such literature.
To improve and develop the Urdu and other scripts in use in Odisha and to encourage publication of selected books in Urdu language in the Devanagari script.
To promote cultural exchange with other States in India and countries abroad and to correspond and establish relations with National and to International organizations in the field of letters.
To encourage writers on scientific or of text book at collegiate state in urdu.
To collect, compile and publish folk songs and folk tales.
To publish outstanding books in Urdu.
To receive grants, endowments and other donations and in furtherance of the objectives and activities of the Akademi, to purchase land to own property of all kinds to maintain, sell mortgage otherwise dispose of it, and
To do such other acts and things whether incidental to the powers aforesaid or not as may be required in order to further its objects.

Organization Chart:

(a) Officers of the Academy

President
Vice-President
Financial Adviser
Secretary

b) Staff of the Academy

Senior Assistant-1
Jr. Asst.-Cum-Typist-2
urdu Typist-1
Attendant-2
Watch man-Cum-Sweeper-1
Typist-1 (consolidated wages basis)

Authorities of the Academy:

General Council
Executive Board
Finance Committee

Postal Adress of the Office:

Odisha Urdu Academy,Sanskruti Bhawan,Museum Complex, B.J.B. Nagar, Bhubaneswar-751014

Working hours for Office:

10 A.M. to 5 P.M.

MANUAL-2

Powers & Duties of Officers & Employees

[Section-4 (1) (b) (ii)]

President:

The President and the Vice-President shall be appointed by the State Government and shall hold office for such period as the State Government may determine.
The President shall continue in office until the new President enters upon his office.
The President shall have the power to preside over the general Council and such other committees of which he is named a member and to take decision on behalf of the General Council of the Executive Board when circumstances so warrant subject to ratification by the concerned authority at its next meeting.

Vice President:

The Vice President shall in the absence of the President for whatever reasons exercise all the powers and functions of the President.

Financial Adviser:

The Financial Adviser shall be appointed by the State Government and shall hold office for such period as the State Government may determine.

The Financial Adviser, shall be:

Subject to the control of the executive board of the Academy, manage the property and investments of the Academy.
Be responsible for the preparation of the annual estimates of the accounts and for their presentation in the Finance Committee ad Executive Board and the general Council.
Subject to the general supervision and control of the Executive Board be responsible for seeing/ examining that all moneys are utilized for the purpose for which they are granted or allotted.
Sing all contracts made on behalf of the Academy and
Exercise such other powers as may be assigned to him by the Executive Board.
The receipts of the Treasurer or of the person or persons duly authorized in this behalf by the Executive Board for any money paid into or from the accounts of the Academy shall be sufficiently discharged for the same.
The State Government shall be competent to issue directives at their discretion pertaining to the financial administration of the Academy and the directives of the Executive Board and the General Council shall, to the extent of repugnance be imperative.

Secretary:

The Secretary shall be Principal Executive Officer of the Academy and he shall be appointed by the State Government for such period on such terms and conditions as the Government shall determine.
The Secretary shall be ex-officio Secretary of the General Council, the Executive Board, the Finance Committee and all other committees which shall be set up by the General Council or the Executive Board.
It shall be the duty of the Secretary.
To be the custodian of the records and such other property of the Academy as the Executive Board shall commit to his charge and subject to the General supervision and control of the Executive Board to manage the property and funds of the Academy for the purposes for which they are granted or allotted.
To conduct the official correspondence on behalf of the authorities of the Academy.
To issue all notices convening meeting of authorities of the Academy and of all Committees appointed by any of these authorities.
To keep the minutes of all meetings of the authorities of the Academy and of all committees appointed by any of those authorities.
To maintain the accounts of the Academy.
To present an annual report on the working of the Academy to the General Council.
To control the office and make appointment of staff with approval of the Executive Board.
To execute all contracts on behalf of the Academy and
To carry out the instructions issued by the State Government from time to time and to afford all facilities to Officers of the Government for inspection audit, etc.

Staff powers & duties:

Normally as per the Government Servant

MANUAL-3

Procedure Followed in Decision Making Process

[Section-4 (1) (b) (iii)]

All the matters related to promotion of Urdu Literature & Literary organization are done by Odisha Urdu Academy and the General Council is empowered to take decisions and finally all the decision being implemented under approval of the Government department of culture and worked by the Secretary to the Academy officials and its staff.
The dealing Assistant initiates the file-cases on any particular problem and submits the same to the Secretary of the Academy with its own suggestion. It necessary of file is to the next higher authority vice-President and vice-President of the Academy. In certain cases approval of the Government (Department of Culture) may be obtained.

Sl. No.	Activity	Level of action	Time frame
1	Receipt of application letters and put up to the officer concerned in the dak pad.	Diarist	On the same day
2	To see and sign the letters in the dakpads and return to the section.	Secretary of the Academy	On the same day
3	To dairies the letter & distribution among the assistant	Diarist	On the same day
4	Putting letters & submission of files to the secretary of the Academy	Concerned dealing assistant	Normally within 3 days. Incase of urgency put up.
5	Submission of file for Government approval	Secretary of the Academy	After detail examination.
6	Letter received from Government (Dept. of Culture)	Concerned dealing assistant	To be attended immediately
7	Letter received from M.L.A & & M.Ps	Do	Do

MANUAL-4

Norms for Discharge of Functions

[Section-4 (1) (b) (iv)]

Sl.No

Activity

Time Out/Norm

Remarks

Senior/Junior Assistant

Disposal of 'A' class more than two hours disposal of the 'B' class receipt-between one & two hours disposal of 'C' class receipt-less than one hour.

Other non- yard stick work- The time for disposal of such work varies depending on nature and volume of work.

Typist

Normally Types 40 wards per minutes

MANUAL-5

Rules, Regulations, Instruction, Manuals & Records for Discharging Functions

[Section-4 (1) (b) (v)]

As per the Printed Constitution of the Odisha Urdu Academy.

MANUAL-6

Categories of Documents Under Control

[Section-4 (1) (b) (vi)]

Sl. No.	Natured of period	Details of Information	Unit/Section where available	Retention period where available
1	Establishment Collection Miscellaneous matter	Establishment matters, personal file of officers & staff Sanction of C.P.F to the employees of the Academy, Service Condition. Assembly Question etc. Urdu Correspondence	Dealing with Jr.Asst-1 Do	-
2	Budget Grant & Accounts	Preparation of Budget & Accounts, Payments, different meetings, organization of functions	Dealing with Sr. Asst.	-
3	Publication Library dispatch	Academy Publications & its records, Dispatch of the letter & maintenance of Library.	Dealing with Jr. Asst.-2	-

MANUAL-7

Particulars of Arrangement in Formulation of Policy

[Section-4 (1) (b) (vii)]

Sl. No.	Name & Address of the Committee/ Bodies	Constitution of the committee Body	Roll & Responsibility	Frequency of meetings
1	General Council	President is the Chairman of the General Council Vice President is the Vice Chairman of the Council 5 Persons nominated by the State Govt. of whom one shall be a representative of deptt. Of Culture & another one of the Education. One person of each of the district is Member. the Members are appointed by the Government. Eight Representatives from Universities. Eight Persons eminent in the field of Urdu literature appointed in their individual capacity by the General Council. A Representative of the State advisory Committee for Museum Archives & Archeology to be appointed by the State Government. Any other Person as found feet by the Govt. may be opted by the Govt. as the Member of General Council.

MANUAL-8

Boards, Councils, Committees & Other Bodies Constituted

[Section-4 (1) (b) (viii)]

Sl.NO	Names & Address of the Body	Constitution of the Body	Date of Constitution	Date up to which valid	Whether meetings open to publish	Frequency of meeting	remarks
1	General Council	President, Vice-President, Financial Adviser, Secretary of the Academy, five persons nominated by the State Govt. one person from each district of Odisha, eight Representatives from the University in Odisha, eight Persons eminent in the field of Urdu Literature and a representative of the state Advisory Committee for the State Government.	9.01.2008	3 years	No	Not specified	-
2	Executive Board	President, Vice-President, Financial Adviser, Secretary of the Academy, two members nominated by the State Govt. from among their nominees in the General Council & three persons to be elected by the General council from among its members.	Not formed	3 years	No	Not specified	-
3	Finance Committee	The Director, culture, Govt. of Odisha as a Chairman, Financial Adviser Members, Secretary of the Academy, Three representative to be elected by the General Council fro among its members.	Not formed	3 years	No	Not specified	-

MANUAL-9

Directory of Officers & Employees

[Section-4 (1) (b) (ix)]

Sl	Name of the Employee	Designation	Contact No.	E-mail
1	2	3	5	4
1	Jb. Khalid Rahim	President	7008640835	odishaurduacademy@rediffmail.com
2	Jb. Nafis Manjar Hasan	Vice-President	9437067585	odishaurduacademy@rediffmail.com
3	Dr. Syed Mushir Alam	Secretary	943816980	odishaurduacademy@rediffmail.com
4	Tahera Bibi	Sr. Asst	9437628076	odishaurduacademy@rediffmail.com
5	SK Tanweer Rabbani	Jr. Asst- cum- Typist	9937367498	odishaurduacademy@rediffmail.com
6	Mohammad Shahbaz Khan	Jr. Asst- cum- Typist	8984637994	odishaurduacademy@rediffmail.com
7	Sayed Ali Asrar	Urdu Typist	9997503037	odishaurduacademy@rediffmail.com
8	Pravakar Rout	Peon	8018024321	odishaurduacademy@rediffmail.com
9	Shyam Sunder Sethi	Peon-cum-Choukidar	8763723215	odishaurduacademy@rediffmail.com
10	Dhaneswar Sahoo	Watchman-cum-Sweeper	7381766131	odishaurduacademy@rediffmail.com

MANUAL-10

Monthly Remuneration & Compensation of Officers & Employees

[Section-4 (1) (b) (x)]

Sl	Name of the Employee	Designation	Monthly Remuniration.
1	2	3	4
1	Jb. Khalid Rahim	President	45,000
2	Jb. Nafis Manjar Hasan	Vice-president	35,000
3	Dr. Syed Mushir Alam	Secretary	45,000
4	Tahera Bibi	Sr. Asst	53,600
5	SK Tanweer Rabbani	Jr. Asst- cum- Typist	21,700
6	Mohammad Shahbaz Khan	Jr. Asst- cum- Typist	19,900
7	Sayed Ali Asrar	Urdu Typist	19,900
8	Pravakar Rout	Peon	35,400
9	Shyam Sunder Sethi	Peon-cum-Choukidar	37,200
10	Dhaneswar Sahoo	Watchman-cum-Sweeper	16,600

MANUAL-11

Budget Allocated to each Agency

[ Selection-4 (1) (b) (xi)]

1 . Budget for the financial year 2023-24:

Grant Provision in Non-Plan : Rs.14,03,000.00

Grant Provision in State Plan : Rs.86,90,000.00

Supplementary Grant : Rs.45,00,000.00

Rs.1,45,93,000.00

a. Salary to Staffs, Remuneration to

Secretary, President, Vice-President etc. : Rs.62,92,O00.00

b. Developmental works : Rs.70,00,000.00

c. Office Expenses : Rs.7,51,000.00

d. T.E to staffs and Members

( including General Council

Members) : Rs. 5,50,000.00

Grand Total: - Rs.1,45,93,000.00

MANUAL-12

Manner of Execution of Subsidy Programmes

[Section-4 (1) (b) (xii)]

IMPORTANT PUBLICATION & ACTIVITIES FOR THE YEAR 2023-24

1. Publication works

The Four issues of quarterly Urdu magazine “Farogh-E-Adab” has already

been published.

From April-2023 to June-2023

July-2023 to September-2023

Oct-2023 to December-2023

Jan-2024 to March-2024

“Abdul Matin Jami- Ek Tajziati Mutalia”Urdu book has been published.

“Freedom Fighters of Odisha”Urdu book has been published.

“Modern Urdu Grammar” book has been published.

“Urdu ka Pehla Akhbar” book has published.

“Naya Tanqeedi Qaus O Daera (Literary Criticism)” Urdu book has

published.

Academy has given financial assistance to Two poets for their medical

treatment.

Academy has provided Financial Assistance to Eight indigent Author for the

publication his Manuscripts.

Different Cultural Activities ( Organised)

Academy has organized a State leave Seminar Programme at Bhadrak Auto.

College with collaboration Urdu Department, Bhadrak Auto. College on

02.05.2023

Academy has organized an All Odisha Mushaira programme at MYCA,

Cuttack on 14.05.2023

Academy has organized a National level Qawwali Programme at

Khariar Road, Nuapada on 13.09.2023.

4. Academy has organized an All Odisha College level Essay Competition

programme at Barhamabadra Degree College, Jajpur on 26.09.2023.

Academy has organized an All India Mushaira programme at Sungra,

Cuttack on 12.10.2023.

Academy has organized a All India Mushaira Programme at Rotary Bhawan

Bhubaneswar with collaboration Odisha Urdu Circle Bhubaneswar on

13.10.2023.

7. Academy has organized a National level Urdu/Hindi Seminar programme at

Ravenshaw University, Cuttack on 18.10.2023.

Academy has organized an All India Mushaira programme at Rourkela

on 09.11.2023.

Academy has organized Academy Award Function for the year 2021 &

2022 at Bhanja Kala Mandap, Bhubaneswar on 30.11.2023

Academy has organized Scholarships to Urdu meritorious Students at

Bhanja Kala Mandap, Bhubaneswar on 30.11.2023

Academy has organized a 3 days Urdu Teachers Orientation Programme at

Kendrapada from 11.12.2023 to 13.12.2023.

Academy has organized a 3 days Urdu Teachers Orientation Programme at

Konark from 14.12.2023 to 16.12.2023.

Academy has organized a All India Mushaira Programme at Panthnivas,

Cuttack with collaboration Faizan-e-Waris committee,cuttack on 23.12.2023.

Academy has organized a State level Ghazal programme at Bhawanipatana

on 27.12.2023

Academy has organized a State level Ghazal programme at Umarkote on

28.12.2023

Academy has organized a State level Ghazal programme at Jaleswar on

10.02.2024

Academy has organized a Sham-e-Ghazal Programme at Bombikhal,

Bhubaneswar with collaboration Sikander Alam Foundation, Bhubaneswar on

21.02.2024

Academy has organized an All India Mushaira programme at Balubisi,

Jagatsinghpur on 02.03.2024.

MANUAL-13

Particulars of Recipients of Concessions, Permits or Authorizations Granted

[Section-4 (1) (b) (xiii)]

List of beneficiaries

Sl. No.	Name & address of the beneficiary	Nature of concession/permit/ Authorization/provided	Purpose for Which granted	Scheme & criterion for selection	No. of times similar concession given in past with purposes
NIL

MANUAL-14

Information Available in an Electronic Form

[Section-4 (1) (b) (xiv)]

MANUAL-15

Particulars of Facilities Available to Citizens for Obtaining Information

[Section-4 (1) (b) (xv)]

Sl. No.	Facility Available	Nature of Information Available	Working Hours
1	2	3	4
1	By way of personal contact with the public Information Officer in the Odisha Urdu Academy office.	Act, rules, circulars, notifications etc.	10.00 A.M. to 05.00 P.M. every working day on ascertain of the availability of the Public Information Officer over telephone.

MANUAL-16

Names, Designation & Other Particulars of Information Officers

[Section-4 (1) (b) (xvi)]

Public Information Officer(PIO):

Sl. No.	Name	Designation	Office Ph. No.	Mobile No.	E-mail
1	2	3	4	5	6
1	Tahera Bibi	Sr. Asst, Odisha Urdu Academy	0674-2432163	9437628076	odishaurduaacademy@rediffmail.com

First Appellate Authority (FAA):l. No.

	Name	Designation	Office Ph. No.	Mobile No.	E-mail
1	2	3	4	5	6
1	Dr. Syed Mushir Alam	Secretary	-	9438186980	odishaurduaacademy@rediffmail.com

MANUAL-17

Other Useful Information

[Section-4 (1) (b) (xvii)]

Other information will be provided as may be prescribed from time to time.

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