• The primary objective of a Gymkhana department, as per the practices of the Government Polytechnic - Bhuj, is to promote the holistic development of students. This goes beyond academics to include physical fitness, cultural expression, and social responsibility.
  

• OBJECTIVES:

  1. To organize different co-curricular and extra-curricular activities for students and staff of institutes.
  2. To provide facilities in terms of sports equipment, appropriate play area, financial support, etc.
  3. To encourage students for participating in different gymkhana activities.

• STANDARD OPERATING PROCEDURE (SOP) FOR GYMKHANA EVENTS

  • This procedure outlines the roles and responsibilities for the successful planning, execution, and documentation of all events organized by the Gymkhana Department.

    Government Polytechnic - Bhuj comprises five academic departments: Civil, Computer, Electrical, Mechanical, and Mining. Each of these departments has two designated Gymkhana members.

  • Phase 1: Planning and Approval

    This phase ensures all necessary permissions and initial planning are in place before any work begins.

    1. Event Proposal & Approval: The Gymkhana Convener drafts an event proposal and obtains prior permission from the Principal, including approval for all related expenditures.
    2. Higher Authority Communication: The Gymkhana Convener is responsible for all formal communication with higher authorities such as GTU and DTE, as required.

    
    

    Phase 2: Pre-Event Preparation

    This phase covers all logistical and preparatory tasks leading up to the event day.

    1. Initial Team Meeting: The Gymkhana Convener holds a meeting (whenever required) with all members to discuss the event plan, delegate tasks, and ensure everyone is aligned.
    2. Procurement and Billing:
       
       1. A Team of Two Members (Team 1) manages the entire purchasing process for all sports and necessary event equipment.
       2. They also handle initial billing procedures and maintain meticulous financial records.
       3. They communicate directly with vendors and other relevant parties regarding purchasing.
       
       
    3. Logistics and Setup:
       
       1. A Team of Two Members (Team 4) arranges for drinking water and refreshments.
       2. A Team of Two Members (Team 2) begins pre-event management, which includes preparing the auditorium, sound systems, the Tent (મંડપ / ગાળા), and other electrical items.
       
       
    4. Equipment Management:
       
       1. A Team of Two Members (Team 3) receives and stores all purchased equipment. They maintain accurate records in the Gymkhana Consumable Register and the Movement Register.
       
       
    5. Communication and Registration:
       
       1. The Gymkhana Convener informs students about the event via official notices or emails to HODs.
       2. A Team of Two Members (Team 4) set up the student registration process, whether through hard copies or digital platforms like Google Forms (Wherever Required).
       
       
    
    

    Phase 3: Event Execution

    This phase covers the responsibilities during the event itself to ensure it runs smoothly.
    

    • 1. Event Supervision: A Team of Two Members (Team 2) is responsible for the overall supervision of the event to ensure it is conducted without issues.
    • 2. Documentation: A Team of Two Members (Team 5) collects all event photographs and videos for future records.
      

    • 3. On-site Logistics:

      • 3.1 A Team of Two Members (Team 3) manage the issuance and return of equipment using the Movement Register.
      • 3.2 A Team of Two Members (Team 4) oversee the student registration process and the distribution of refreshments.
      
      
    
    Phase 4: Post-Event Formalities
    
    This final phase focuses on closing the event, including reporting and record-keeping.
    
    
    • 1. Financial & Equipment Records:
      
      • 1.1 A Team of Two Members (Team 1) finalizes all billing procedures and financial records.
      • 1.2 A Team of Two Members (Team 3) completes and finalizes all equipment-related records, including the Consumable and Movement Registers.
    • 2. Reporting:
      
      • 2.1 A Team of Two Members (Team 5) prepares a comprehensive event report based on the collected photographs and videos.
      • 2.2 The Gymkhana Convener compiles this data for the year-wise activity report and handles the final submission of all records.
    • 3. Certificates and Awards: A Team of Two Members (Team 4) manages the final preparation and distribution of certificates and awards to all participants.

  
  

• ROLES AND RESPONSIBILITIES OF THE GYMKHANA COMMITTEE

STEPS FOLLOWED FOR PURCHASING AN ITEM:

• Principal sir permission which includes permission letter and list of items to be purchased.
• Inquiry for item through GEM portal / Quotation.
• Comparative statement (as decided in Principal and HOD meeting) or directly opted on GEM portal.
• Order for purchasing of items.
• Receiving of item and noting it into Consumable register. Noting of items includes entry of GPR page number and item number. (General Purpose Register-GPR).
• Bill payment by attaching all the necessary forwarding (letter and original copy of bill).