Guidelines for filling the Sanction

and Post Sanction details for

NCSTC Programmes

National Council for Science & Technology Communication (NCSTC)

Department of Science & Technology
Ministry of Science & Technology
Government of India
Technology Bhawan,
New Mehrauli Road, New Delhi-110016

1
This part of the NCSTC guidelines consists of the following parts:

Part I A CPSMS formality compliance certificate as per the

guidelines of NCSTC.

Part II E-payment facilitation details as per the guidelines of

NCSTC.

Part III Security bond to be submitted on a non judicial stamp paper,

in case the project is sanctioned.

Part IV Please see that all General Terms & Conditions for receiving
grants may be strictly adhered to as they have been
mentioned in the guidelines of the NCSTC.

Part V Performa for submission of Utilization Certificate, Statement

of Expenditure

Part VI Project Completion Report

All the above may be submitted to either the concerned scientist or the
Head(NCSTC)

Contact Address:

National Council for Science & Technology Communication,

Government of India, Technology Bhawan,
Department of science and technology
New Mehrauli Road
New Delhi - 110016
Telephone : 011-26567373
Fax : 011-26521865
Website : www.dst.gov.in

2
 PART I

Instructions for registration under Central Plan Scheme Monitoring

System (CPSMS):

As per latest instruction by CGA, the proposer

agency/institute/organization organization has to register in CGA
website, at http://164.100.12.147/CPSMS. as per the instructions given
below:-

1. Visit the Central Plan Scheme Monitoring Portal at

http://164.100.12.147/CPSMS
2. Click on Agency: Register
3. Fill the Form completely
4. Take a print of the filled-in form by right clicking on the form
5. Sign it, put the official stamp and send it to the Dy. Controller of
Accounts, DST and the undersigned at the earliest by post as well as by e-
mail.

Agencies have to select SCIENCE & TECHNOLOGY PROGRAMME FOR

SOCIO ECONOMIC DEVELOPMENT [1011] in the Scheme for NCSTC
programmes. [In case of any doubt or any clarifications, you may please
contact Controller of Accounts, DST.]

Part II

Besides this as per the latest directive form the finance department of the
Department of Science & technology (DST) for electronic transfer of
funds-RTGS. The proposing agencies/grantee organizations have to
submit the following details along with the proposal for facilitating e-
payments:

Account Holders name/designation

Name of the Bank
Bank Account number
IFSC Code

3
 A photocopy of the cancelled cheque which has all the requisite details. All the
bank details should be pertaining to the BCST Bank Account where the money
can be directly released.

PART III
Security bond to be submitted on a non judicial stamp paper (at least for
Rs. 50/- or higher), in case the project is sanctioned.

KNOW ALL MEN BY these present that we the ________________

a society registered under the ___________ and having its office at ___________
(hereinafter called the obligers which term shall unless excluded by or
repugnant to the context be deemed to includes its successors, permitted
assigns all persons entitled to and capable of disposing off the assets and
properties of the obligers) are held and firmly bound to the president of India
(hereinafter called the government which term shall excluded by or
repugnant to the context be deemed to include his successors and assigns) in
the sum of Rs. __________________ we and truly to be paid to the government
on demand and without demur for which payment we firmly bind ourselves by
these presents.
SIGNED this ________ day of ___________ in the year two thousand
_____________.
WHEREAS in the obligers request the govt. has been per Dept. of
science and technology’s letter No.___________ dated ____________
(hereinafter referred to as the letter of sanction which forms an integral part of
these presents and a copy whereof is annexed hereto ad marked with the
letter ‘A’) agreed to make in favour of the obliger for the purpose of a grant of
Rs. ______________ (rupees ________________________________ out of which
Rs. ____________ (Rupees __________ have on __________ been paid to the
obligers (the receipt of which sum the obligers do hereby admit and
acknowledgement ) on condition of the obligers executing a bond in he terms
and manner contained hereinafter which the obligers have agreed to do.
Now the condition of the above-written obligation in such that if the obligers

4
duly fulfill and comply with all the terms and conditions mentioned in the
letter of sanction, than the above written bond or obligation shall be void and
of no effect but otherwise it shall remain in full force effect and virtue. And
these presents further witness as under:
i) The decision of the secretary to thee Govt. of India in the department of
the Science & technology on the question whether there has been
break or violation of any of the terms and condition mentioned in the
letter of sanction shall be final and binding on the obligers.
ii) The govt. has agreed to bear the stamp duty, if any chargeable on these
presents.
In witness whereof these presents have been executives on behalf of
the obligers pursuant to the resolution No. ____________________________
dated __________________ passed by the Board of the Management of the
Society (Governing Body) of the Obligers, on the end year herein above
written.

Signed for and on behalf of Obligers in presence of

Witness with name and address

1.

2. Signature of the
Grantee Institution

(FOR OFFICE USE ONLY)

Accepted for and

On behalf of the
President of India

Witness __________________________________ Name and Designation

Name and Address:

5
 PART V

Performa for submission of Utilization Certificate, Statement of

Expenditure

Annexure – I

UTILISATION CERTIFICATE
Certificate that out of Rs ……………………… of grants-in-aid sanctioned
during the year ……………………… in favour of …………………………………
Under the ministry/Department Letter No……………… and Rs ………………..
……………………………………………. On account of unspent balance of the
previous year, a sum of Rs ……………… has been utilized for the propose of
…………………………… for which it was sanctioned and the balance of
Rs…………………………. Remaining unutilized at the end of the year has
been surrendered to the Govt. (Vide Challan No ……………….
Dated……….........) / will be adjusted toward the grants-in-aid payable
during the next year i.e. ……………………………………………………

Signature of Principal Signature of Registrar/ Signature of Head

Investigator Accounts Officer of the Institute
Date with date with date

(TO BE FILLED IN BY DST)

1. Certified that I have satisfied my self that the conditions on which

the Grant-in-aid was sanctioned have been fulfilled/are being
fulfilled and that I have exercised the following checks to see that
the money was actually utilized for the purpose for which it was
sanctioned:-

Kinds of checks exercised.

1.
2.
3.
Signature
Designation
Date

6
 Annexure-I Continued

UTILISATION CERTIFICATE (TWO COPIES)

FOR THE FINANCIAL YEAR 20 (ENDING 31ST MARCH)

1. Title of the project/Scheme

2. Name of the institution

3. Principle Investigator

4. Dept. of Science & Technology letter

No. and date sanctioning the project

5. Head of account as given in the original sanction letter

6. Amount brought forward from the i Amount

previous financial year quoting DST ii Letter No.
letter no. and date in which the iii Date
authority to carry forward the said
amount was given

7. Amount received during the financial i Amount

year (please give No. & Date of DST’s ii Letter No.
Sanction letter for amount) iii Date

8. Total amount that was available for

expenditure (excluding commitments) Rs.
During the financial year
(S.No. 6+7)

9. Actual expenditure (excluding

commitments) incurred during Rs.
the financial year (upto 31st March)

10. Balance amount available at the Rs.

End of the financial year

11. Unsent balance refunded if any Rs.

(please give details of cheque No. etc.)

12. Amount to be carried forward to the next Rs.

Financial year (if applicable)

7
 Annexure –II

REQUEST FOR ANNUAL INSTALMENT WITH

UP-TO-DATE STATEMENT OF EXPENDITURE

(Year Means Financial Year i.e. 1st April to 31st of Next Year)

1. Sanction letter no. ___________

2. Total Project cost Rs._________ a. I year Rs.______________

& Date b. II year Rs. _____________

3. Sanctioned/Revised c. III year Rs. _____________

Project cost d. Interest (accrued total per year

wise on the received grants, in case
there is no interest on the grant please
indicate NIL as interest), Rs.
____________

4 Date of commencement e Total Rs.

Of Project _________________

5. Statement of expenditure 6. Grant received in each year:

Month Year

Note:

1. Expenditure under the sanctioned heads, at any point of time ,

should not exceed funds allocated under the head, without prior
approval of DST i.e. Figures in column (vii) should not exceed
corresponding figures in column (iii)
2. Utilization Certificate for each financial year ending 31st march has
to be enclosed , along with request for carry forward permission to
next year (see Annexure – V)
3. A bank statement certifying the interest accrued may be furnished
for the settlement of accounts at the end of each financial year/ a NIL
interest case may also be certified and submitted.

8
 Annexure – II (contd….)

Sl. Sanctioned Funds Expenditure incurred Balance Required

Remarks
No. Heads * Allocated I Yr II Yr. III Yr. As on of funds up to
(if any)
(*) (Date) 31st March
(Col. iii-vii)
i. ii iii iv v vi vii viii ix x
1. Salaries/
Travel Allowance
2. Equipment/
Boarding & lodging
_____expenses________________________________________________________________________________________
________________________
3. Supplies & materials/
Honorarium to Resource
Persons______________________________________________________________________________________________
____________________
4. Training
Fee________________________________________________________________________________________________________
____________

9
5. Expenses on kits &
manuals____________________________________________________________________________________________________
__________
6. Overhead/contingency
______________________________________________________________________________________________________
____________
7. Others (if any)
____________________________________________________________________________________________________________
8. Expenses/Overheads
____________________________________________________________________s_________________________________
_

9. Total_________________________________________________________________________________________________

Name & Signature

Principal Investigator: ___________________________________

Signature of Competent Financial authority:

Date: ________________

• Indicate sanctioned/revised allocation as per sanction order

10
 PART VI

GOVERNMENT OF INDIA
DEPARTMENT OF SCIENCE & TECHNOLOGY (DST)
NATIONAL COUNCIL FOR SCIENCE AND TECHNOLOGY COMMUNICATION (NCSTC)

FORMAT FOR PROJECT COMPLETION REPORT

IMPORTANT:-

I. This report should be submitted within one month after completion of the actual work approved to be done
in the Project, as per the letter of sanction unless approved by NCSTC otherwise.

II. As a matter of routine, non-receipt of this report from any agency in respect of the project (s) approved by
NCSTC will be intimated to all the Divisions of DST as well as to other official funding agencies like the
scientific/technical Ministries/Departments of the Central/State/UT Government(s).

III. Any second or subsequent Project proposal from an agency for NCSTC’s support would not be considered
till this report is received and found satisfactory in respect of the project(s) approved by NCSTC to be
carried out by the agency and scheduled to have been completed earlier.

IV. This is a general format and hence only portions relevant and appropriate to the project may be answered.
However, the queries not relevant or appropriate to the project should not be left un-responded to and
must be answered with negatives/neutrals like ‘Nil’, ‘N.A.’ (for ‘not applicable’) etc. as the case may be.

V. Six copies of the completed report, properly bound if the matter spans more than 20 typed A-4 size papers,
should be sent to the Scientist G & HEAD, NCSTC, DST, Technology Bhawan, New Mehrauli Road, New
Delhi-110 016.

11
VI. Types of feedback received its analysis and outcome of the project

VII. Photographs of actual field events and the programme

VIII. Graphical depiction

IX. Sample feed back sheets

X. Ten Copies of the software generated

FORMAT FOR SUBMISSION OF THE PROJECT COMPLETION REPORT:-

1. Title of the Project (please print in BLOCK CAPITALS):

2. Financial Aspects of the Projects:

Reference to NCSTC sanctions (s)

2.1.1.1.1.1. No:
2.1.1.1.1.2. Date:
2.1.1.1.1.3. Total Amount sanctioned:
2.1.1.1.1.4. Dated on which the bond was signed:
2.1.1.1.1.5. Amount for which the bond was signed:
2.1.1.1.1.6. Amount(s) received (date wise):
2.1.1.1.1.7. Whether the original sanction was received:
YES/NO
2.1.1.1.1.8. If 2.1.7 is YES then

12
 2.1.8.1 Give details sought under 2.1.1, 2.1.2, 2.1.3, 2.1.4, 2.1.5, and 2.1.6 in respect
of the revised sanction(s)
2.1.8.2 State briefly major reasons for the revision(s) sought

2.1.2. Interest accrued on funds provided, if any

2.1.3. Unspent balance including interest (to be refunded immediately)
2.1.4. Date of refund of unspent balance (please indicate DD/Cheque No., Its date and bank)

Finalization of Project Accounts:

2.2.1.1.1.1. Date on which the audited statement of Project accounts were submitted to NCSTC:
2.2.1.1.1.2. Date on which the Expenditure/Utilization Certificate(s) was (were) submitted to
NCSTC
2.2.1.1.1.3. Whether the Expenditure. Utilizations Certificate(s) submitted to NCSTC was (were)
Only provisional: YES/NO (in any case attach a copy of each of the documents to this
report)

2.2.4. If 2.2.3 is YES please indicate

2.2.4.1.1.1.1.1 Whether it was, or should be, Accepted by NCSTC : YES/NO

2.2.4.1.1.1.1.2 If 2.2.4.1 is YES then please give the reasons why it was, or should be
Accepted by NCSTC
2.2.4.1.1.1.1.3 If a date has been agreed to for the submission of the Final
Expenditure/Utilization Certificate(s) to NCSTC

3. Name(s) of Investigator(s)/Proposer(s) of the Project with their full address(s) and telephone number(s), if any,

4. Brief outlines of the thematic genesis of the project and the over-all approach followed for its implementation
as approved by the NCSTC.

13
5. Objectives of the Project:

Original objectives
Subsequent objectives, if there was any change
Whether the deviations in 5.1 and 5.2 were substantial; if so, please indicate whether approval(s) was (were)
obtained for the same from NCSTC and state briefly what necessitated them.

6. Time schedule of the Project:

Proposed duration/date(s)
Approved duration/date(s)
Actual duration/date(s)
Reasons for substantial difference in 6.2 and 6.3, if any
Approved time schedule of the Project
Actual time schedule followed
Reasons for any substantial change in 6.5 and 6.6

7. Collaboration/Co-sponsorship:

7.1.1. List of collaborating organization(s) with address(es)

7.1.2. Nature of collaboration
7.1.3. Memorandum of understanding (MOU), if any
(Enclose a copy if in a documentary form)

7.2.1. List of cosponsoring organization(s) with address(es)

7.2.2. Nature of co-sponsorship
7.2.3. Terms and conditions of co-sponsorship
(Enclose a copy if in a documentary form)

8. Organizational and functional set up for the implementation of the Project:

14
 8.1. Organizational structure
8.2. Role/function and responsibilities of persons at various levels of the organizational set up
8.3. List of names of persons in the organizational set up with their complete addresses, telephone numbers
(if any), and the nature (temporary or permanent) and duration of their service in the organization.
8.4. Enclose copies of the minutes of the meetings of the committee(s), if any, set up for guiding the
implementation of the project.

9. Give brief details (supported by audio/video records such as photographs, cassettes, slides, publications such
as circulars, invitations, publicity pamphlets, press cuttings, etc)of

9.1. The Project

9.2. Out-come of the Project, and
9.3. Utility and scope of the Project

10. Infrastructural facilities (assets procured) acquired under the Project (please tabulate relevant item wise
details of their description and costs):

10.1. Hardware (equipment, instruments, etc)

10.2. Software (audio-visual material, publications, etc.)

11. Scientific/technological/social/commercial utility/benefits developed/accrued/expected:

11.1. List of software/hardware published/produced under the project with description of details such as their
costs, names of their authors/producers, copyright/patent holders, title(s)/product name(s),
date/month/year of their publication/production, reference (volume/serial number, issue/part, page-
span/length, national/international accession number, if any, etc.

11.2. Manpower:

15
 11.2.1. Names and addresses of resource persons
Involved in the project
11.2.2 Names of persons, with their present addresses,
Who obtained degree(s)/diploma(s) as a result of
Their work in the Project, if any
11.2.2. Names of S&T communicators trained, with their
Present addresses

11.3. Target population at which the Project was aimed

11.3.1. Description
11.3.2. Size
11.3.3. Criteria/modes of selection of the target group adopted,
If selection was involved
11.3.4. Brief description of their initial status (before the Project was
Aimed at them)
11.3.5. Major changes observed, or expected to be observed, in the
Target population after the completion of the Project
11.3.6. Method of analysis of the change observed, or expected to be observed, in the target
population
11.3.7. Brief outlines of the outcomes of the actual analysis of the ‘effects’ of the Project on the
target population
11.3.8. Economical effectiveness/justification of the completed project (e.g., par capita
expenditure versus utility/scope)

12. Suggested plan of action on the completed Project, particularly on its aspects which could result in future
utilization of the outcomes:

16
This is to certify that the information provided above is complete and true to the best of my/our knowledge.

SIGNATURE(S) WITH DATE AND SEAL:

Project In-charge ---------------------------------------------------

NAME AS SIGNED ( )

Head of the implementing agency --------------------------------------------------

NAME AS SIGNED ( )

FOR OFFICIAL USE ONLY:

17