Joining Formalities and Instructions - HIPA

Haryana Institute of Public AdministrationPlot No 76, Sector -18, Gurgaon-122012, (Haryana)JOINING FORMALITIES88 th Special Foundation Course2 nd September, 2013 to 13 th December, 2013Dated: 22.08.2013The joining formalities of the 88 th Special Foundation Course Officer Traineeswill be completed on 2 nd September, 2013 from 9.00 a.m. to 5.00 p.m. in theGandhi Hall. There will be counters for each Section to facilitate the Officer Traineesto complete the formalities. Details of formalities to be completed at each counter aregiven below. Officer Trainees are requested to report at these counters after receivingtheir room allotment from Hostel, Reception.a. To deposit Rs. 2300/- towards - Accounts Sectionvarious charges (details given inAnnexure-I)b. To submit the joining report and - Administration Sectionforms duly signed and completed.c. To complete the formalities forIdentity card - Library Sectiond. To collect course materiale. To open bank account, if required - Oriental Bank of CommerceOfficer Trainees will sign the charge report only after they have paid Rs. 2300/-and taken a receipt for the same. However, those Officer Trainees who are not able topay Rs. 2300/- immediately will meet Course Co-ordinator for necessary orders.All Officer Trainees (88 th Special Foundation Course)[Rajvir S.Dhaka](Course coordinator)

Haryana Institute of Public AdministrationPlot No 76, Sector -18, Gurgaon-122012, (Haryana)JOINING INSTRUCTIONS88 th SPECIAL FOUNDATION COURSE(2 nd September 2013 to 13 th December 2013)Instructions1. Officer Trainees (referred to as OTs) will bring this complete document of JoiningInstructions along with them to the Institute.2. This document contains the following enclosures:Details of Extra- Curricular Activities (Annexure-I)List of Items required (Annexure-II)HIPA Guide Map (Annexure-III)3. The OTs are required to register online to confirm their joining the 88 thFoundation Course (FC). The online registration facility is available at theLBSNAA website http://www.lbsnaa.gov.in.4. In online registration process, you will be required to fill two types of forms:Online Forms and PDF copies of paper forms.• The details of Descriptive Roll and Preferences are to be filled onlineitself, and there is a facility to save the data entered and take printouts ofthe same.• The other mandatory forms to be filled in are available as a PDF file,which can be downloaded and saved. For this part, the OTs are requiredto take two prints of the forms, and fill in the duplicate data in ink andsign at the required places. These forms MUST be duly filled in duplicatecopy and signed and brought along by the OT at the time of joining atHIPA.5. On the basis of online registration on LBSNAA website, HIPA will publish alist of accepted candidates on HIPA website after 26 th August, 2013.1. GENERAL INFORMATION : Postal Address: Haryana Institute of Public AdministrationPlot No 76, Sector -18, Gurgaon-122015, (Haryana) Home Page: http://www. hipa.nic.in STD Code: 0124 Fax : 2348452/ 2340463 EPABX Lines 2340690, 2340691 Director GeneralE-mail:ranjivsdalal@hipa.inOffice No. 2340413

• All our officials are connected to the EPABX. Kindly request theoperator to connect to the concerned official.The Course Team for 88 th Special Foundation Course at HIPA comprises:Course Coordinator: Dr. Rajvir S. DhakaE-mail:rajvird@hipa.inMob. No. 09911399437Associate Course Coordinators:Dr. Manveen KaurE-mail:manveenk@hipa.inMob. No 09811938168Mr. Rakesh GulatiE-mail:rakeshg@hipa.inMob. No. 09810473203Mr. Lalit KumarE-mail:lalits@hipa.inMob. No. 09416382720 Course Duration 2 nd September 2013 to 13 th December 2013 Date of Joining 2 nd September 2013OTs will arrive at the Institute on or one day before the joining date.Officer Trainees reporting after 1700 hrs on 2 nd September 2013will not be allowed to join under any circumstances.Joining formalities on 2 nd September, 2013 will be from 0900 Hrs to1700 Hrs. Nearest Bus Stand:Gurgaon (5 km); Delhi: ISBT, Kashmere Gate (40km); ISBT Anand Vihar (45 km); Sarai Kale Khan (40 km)Nearest Railheads: Gurgaon (7km) & Delhi : New Delhi (35 km) Delhi (35 km),Nizammuddin (30 km),Nearest Airport Indira Gandhi International Airport (15 km)2. HOW TO REACH INSTITUTE:The Institute in Gurgaon is approximately 35 km from Delhi. There are regular bus andtaxi services from Delhi. From all the above mentioned bus and railway stations (exceptSarai Kale Khan Bus stand, Nizammuddin railway Station and Airport), OTs can reach,HIPA, Gurgaon by Metro. MG Metro and IFFCO CHOWK are the nearest metro stations.The Institute is located near IFFCO CHOWK at the dividing road of Sector 17-18. It islocated approximately 2 km from MG Metro and IFFCO Metro Station and 1 km fromIFFCO CHOWK. From Airport, it is advisable to take a pre-paid taxi terminating atHIPA.It will charge approx. Rs. 400/-. HIPA guide map is at Annexure III.

3. RECEPTION & JOINING:Total number of seats in Foundation Course at HIPA is 80. On the basis of registrationat LBSNAA website, HIPA will publish a list of accepted candidates on HIPAwebsite after 26 th August, 2013. Joining formalities must be completed on 2 ndSeptember 2013 by 1700 Hrs. On joining, you become member of Officers’ Mess andClubs & Societies (see Annexure-I). Rs 2300/- will be deposited by OT at time of joiningtowards subscription as mentioned in Annexure-I.4. RESIDENTIAL ACCOMMODATIONDuring the Foundation Course, OTs are required to reside in the accommodationprovided by Institute.The daily charges for accommodation (inclusive of water, electricity charges) perhead will be Rs. 75/-.Accommodation will be provided on a twin sharing basis.. NO request for change orchoice would be entertained.The rooms are provided with basic furniture (beds, mattress, chair, table andcupboard). OTs are requested to bring 4 sets of bed-sheets / bed-covers / pillowcoversand towels for their personal use. OTs should also bring blankets / quilts /comforters as per their personal requirements. Items you are required to bring arelisted in Annexure-II.Accommodation for spouses or family members or children will NOT be provided.OTs are NOT allowed to entertain Guests (family members, friends, spouse oranybody else) in their rooms. Therefore, do NOT bring any escorts with you at thetime of joining. Institute will provide accommodation for OTs only.5. CLOTHINGThe weather from August to December changes from pleasant to cold with the averagetemperature between beginning of September to November mid ranges from about 30°to 20° C. From mid November to 13th December the weather will be little bit colder.Adequate comforters / quilts etc. and warm clothes are, therefore required in the monthof December. (Please see Annexure-II about items required).6. DINING FACILITIESDining facilities are provided in the Officers' Mess. Membership of the Mess iscompulsory. The monthly Mess charges (including establishment charges, etc.) is Rs.8500/- approximately This amount will be paid by OTs. Cooking in hostel rooms is totallyprohibited.7. LAPTOPSThe Institute will not provide laptops to Officer Trainees. They are requested to eithercarry personal laptops. However, for those who may not have laptops, the Institute has

computer labs for classroom instruction. A provision of ‘Cyber Café” is there in hostel.OTs may use of the facility.8. MOBILE PHONESOTs are strictly prohibited from using mobile phones in the academic area. Mobilesphones found with OTs in the academic area will be confiscated and fine will be imposedon OTs. However, OTs may use mobile phones in their hostel rooms.9. CONSUMPTION OR POSSESSION OF ALCOHOLIC DRINKS/TOBACCOOfficer Trainee found in possession of alcoholic drinks or found to be in an inebriatedcondition will not be allowed to continue the course with immediate effect. This will alsoinvite disciplinary action against the OT under the relevant rules.10. EXTRA-CURRICULAR ACTIVITIESExtra-curricular activities will be organized by OTs through Clubs and Societies (Detailsat Annexure-I). OTs may bring their personal gear for games, music and photography.On special occasions, OTs will be encouraged to wear their traditional dress.11. SPECIAL INSTRUCTIONSThe Foundation Course is a ‘No Leave’ course. NO LEAVE SHALL BE GRANTEDduring the period of training at the Institute. OTs are advised to settle / dispose off thematters requiring their personal presence before joining the Institute.Kindly bring sufficient money for the expenses with you.

ANNEXURE –IDETAILS OF EXTRA-CURRICULAR ACTIVITIESS. No Rupees RemarksA. OFFICERS' MESS 300 Mess Maintenance andImprovement FundB. CLUBS & SOCIETIES1. Officers' Club 800 @ Rs. 200/- p.m.- Sports and Games2.. Society for Social 250 Full duration - Social WorkService4. Rifle Club 100 Full duration5. House Journal Society 300 Full duration – In-house Magazine,Wall paper etc.6. Computer Society 100 Full duration. - IT Oriented Activities7. Nature Lovers' Club 200 Full duration - Bird Watching,Tree plantation,Photo exhibitions etc.8. Management Circle 50 Full duration - Discussions,Talks and Management Oriented Activities9. Adventure Sports Club 200 Long Walk and TrekTotal 2000GRAND TOTAL [A+B] 2300

ANNEXURE - IILIST OF ITEMS REQUIRED1. BEDDING & LINEN REQUIREMENTTowels (Hand & Bath Towels with sufficient spares)Bed-sheets / bed-covers / pillow-covers (4 each)Blankets / Comforter / Quilt as per personal needs (Required in end November &December)2. CLOTHINGThe Institute lays strong emphasis on proper turnout. OTs are expected to be properlyattired at all times and at no time present an unkempt or slovenly appearance.Gentlemen OTs must keep their hair trimmed short and properly groomed. They arerequired to shave daily. The OTs sporting moustaches and beards must keep themproperly trimmed.For the stay at Gurgaon and excursions, OTs are advised to carry adequate clothing,both formal and informal, and casual wear. Gentlemen are advised to bring a formalbuttoned-up suit preferably in black or white as well as a lounge suit / jacket / blazer anda pair of warm trousers for winters.The following dress code is required to be observed by OTs:-a. Ceremonial / Formal OccasionsGentlemen OTsIt is mandatory for OTs to wear a black or white buttoned-up suit (bandgala/ Jodhpurs) OR black sherwani with white churidar pyjamas andformal black shoes (oxfords or brogues only) with black socks onceremonial occasions. The first such occasion would be the inaugurationof the Foundation Course on 3 September 2013.OTs are also required to wear formal lounge suits (preferably of darkercolours) with necktie on prescribed occasions.Lady OTsSaree (in sober colors) with formal Shoes / Sandalsb. ClassGentlemen OTsFull Sleeve Shirt and Trousers with Necktie (summer) and Jacket andTrousers with Necktie (winter) with formal shoes

Lady OTsSaree / Salwar-Kameez / Churidar-Kurta / Western Business Suit withformal Shoes / SandalsAll OTs are expected always to be well-groomed and properly attired according to theweather. Casuals or frivolous attire shall NOT be allowed during academic hours or inthe Officers' Mess.Shoes with comfortable soles are preferable due to the topography of the area.However, only formal leather shoes shall be worn in academic area, Officers' Mess,Officers’ Lounge and Library. Sneakers, sports shoes and tennis shoes may be wornonly as a part of PT / Games dress. Use of slip-ons/ leather chappals by Gentlemen andLady OTs is strictly proscribed. Use of bathrooms slippers is restricted to the hostelrooms only.c. For PT / Yoga / Games and Sports ActivitiesFor PT / Yoga and compulsory sports / games activities, track-suits and whiteT-shirts must be worn. For other reporting actvities, OTs may like to bringtheir own sport clothing. One pair of good quality jogging / running shoes (inwhite colour) with adequate cushioning for road-running will be required. It isadvisable to invest in a good quality running shoe to avoid subsiquentinjuries.Lady OTs may bring two pairs of plain white salwar kameez for use duringPT / Yoga / sports.d. Items required for the TrekA mandatory trek in the Himalayas of about 10 days duration is an integral part ofthe Foundation Course. The treks touch a height of over 15000 feet above MeanSea Level. The equipment required for treks during FC is listed below.Underlined items must be brought by you (they are also available in the localmarket).1. Sleeping bag (Feather type)2. Rucksack (Nylon Everest type)3. Snow Goggles4. Wind-proof jacket (Wind cheater)5. Woollen gloves6. Woollen cap or balaclava7. Long-sleeved vest8. Woolen stockings and socks9. Trekking shoes (Jungle Boots, Outdoor shoes) with non-slippery soles andgood grip

NH-8Annexure IIIDIRECTIONAL MAP OF HIPA COMPLEXFrom Dhaula Kuan(Delhi)FlyoverPalamFrom IGIAirportFlyoverMahipalpurFlyoverRangpuriMetroStationin DelhiHIPA BuildingPlot No.76, Sec-18, GurgaonHIPATo Vill SIRHOLSector-18State Bankof patiyalaFlyoverSankarChawkExit 6TollPlazaMGFMetroStn.SBI AcademyHIPA SIGN BOARDSector-17Bus StandIFFCOChawkTo Jaipur