Administration

Service Descriptions:

The Deans & the Council of Deans

The Principals

The Academics

The Secretaries

Description of Office Holders

Deans:

The Deans are the senior-most administrative office holders and final decision-making authorities in the Bhaktivedanta Academy.

Together, they form the Council of Deans, they are responsible for establishing Academy policy. Policy decisions are made on the basis of consensus. 

Individually, they are invested with decision-making powers relating to day-to-day management, in pursuance of the Academy’s policy within the particular college under their jurisdiction. The council of Deans consists of Priti Vardhana Dasa, Sri Madhava Gauranga Dasa, Sri Radhe Dasi.

 

The Colleges:

Sri Sandipani Muni Asrama:

Deans: Priti Vardhana Dasa, Sri Madhava Gauranga Dasa

The Bhaktivedanta cultural academy:

Dean: Sri Radhe Dasi

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Sri Sandipani Muni Asrama: primary & secondary education for boys

The following schools fall under the Sri Sandipani Muni Asrama:

·      Sri Yajna Varaha Vidyaksetra

o   The central primary and secondary school of the Bhaktivedanta Academy; grooming students for graduation into the Academy’s tertiary educational programs.

o   The central school of the Sri Sandipani Muni Asrama

o   Primary and secondary Brahminical education

·      Sri Vidya-vacaspati Tol:

 

o   Primary and secondary academic and cultural education for day students

 
·      Sri Udgamana-ksetra

o   The orientation school for students of the Sandipani Muni Asrama, grooming students for entrance into the Academy’s primary and secondary schools.

 

Bhaktivedanta Cultural Academy: primary, secondary & tertiary education for girls.

·      Sri Anasuya Vidyamandala

o   The central school of the Bhaktivedanta Cultural Academy, running curriculum similar to the Sri Yajna Varaha Vidyaksetra

o   Primary, secondary and tertiary day school for girls

o   Awarding of Academy degrees

 

The Secretariat:

·      Administrative Secretary & Treasurer –  Krsna Caitanya Dasa, Baladeva Sriman Dasa, Devesani Radhika Dasi

The members of the Secretariat assist the Deans in the following areas:

 

·      The Administrative Secretary – communications and records maintenance

·      The Treasurer – overseeing the finances

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Duties of the Academy office holders

1.     Council of Deans – whose duties include:

1.1.  Setting Academy policy

1.2.  Deciding the content and methodology of the Academy curriculum

1.3.  Appointing and dismissing the Academy’s office holders based on their ability to perform their duties according to:

1.3.1.   ISKCON law, CPO and MED guidelines,

1.3.2.   The Academy’s policies

1.3.3.   The daily, weekly, monthly and yearly schedules outlined by the Bhaktivedanta Academy Prospectus

1.4.  Resolving conflicts and disagreements:

1.4.1.   Within the Academy

1.4.2.   Concerns of parents unresolved by an individual Dean

1.5.  Monitoring that Child Protection Office (CPO) and ISKCON Ministry of Educational Development (MED) directives are observed within the Academy

1.6.  Reviewing Academy financial reports & projected budgets

 

2.     Deans– whose duties include:

2.1.  Performing their duties as a member of the Council of Deans

2.2.  As Dean, coordinating the overall educational objectives of the College under their jurisdiction; and performing the duties of Principal, for the college’s central school

2.2.1.   Implementing the schools educational objectives (asrama & academic)

2.2.2.   Overseeing and teaching the curriculum as per the established levels, lessons, objectives, and assessment schemes

2.2.3.   Facilitating the study and service responsibilities of students

2.2.4.   Ensuring that the daily, weekly, monthly and yearly schedules are followed as outlined in the Bhaktivedanta Academy Prospectus

2.2.5.   Ensuring that the Heads of Schools, Heads of Departments and tutors oversee and teach the curriculum as per the established levels, lessons, objectives, and assessment schemes

2.2.6.   Facilitating and regularly reviewing the students academic and asrama progress; ensuring that the students are progressing to the best of their ability

2.2.7.   Holding exams for the students at the end of the Hayagriva (Vasantpancami) and Rama (Guru Purnima) terms

2.2.8.   Filing student assessment reports with the secretary after exams

2.2.9.   Overseeing the facilities and service responsibilities of students

2.2.10.  Coordinating the schools involvement in outside preaching programs, Deity worship, festivals and yajnas.

2.3.  Admissions

2.3.1.   Reviewing prospective students according to the Academy’s values and policies as outlined in the Academy Prospectus

2.3.2.   Monitoring new day students for the 3 day, 3 week and 6 month trial periods as per the criteria of the Prospectus. Specifically reviewing the prospective students:

2.3.2.1.  Appreciation of the spiritual, academic and asrama values, lifestyle, methods and facilities

2.3.2.2.  Demonstration of a natural service attitude

2.3.2.3.  Behavior in the context of: respect for seniors, friendship with equals, and gentleness towards juniors.

2.3.3.   Admitting or dismissing a day student as a resident student after the completion of the 6 month trial period

2.3.4.   Training new students in the basic standards and culture of the Academy

2.4.  Health and welfare

2.4.1.   Ensuring that students maintain proper standards of hygiene and cleanliness

2.4.2.   Ensuring that medical and other emergency situations are immediately addressed

2.4.3.   Seeing that written reports are filled with the Health & Child Protection Officer

2.5.  Overseeing the staff

2.5.1.   Screening of all staff applicants according to:

2.5.1.1.  The Academy’s academic and cultural values

2.5.1.2.  CPO criteria

2.5.2.   Establishing individual agreements with staff for provision of their accommodation and necessities according to their Varna and Asrama

2.5.3.   Ensuring that those under their charge perform their duties according to:

2.5.3.1.  ISKCON law, CPO and MED guidelines,

2.5.3.2.  The Academy’s policies

2.5.3.3.  The daily, weekly, monthly and yearly schedules

2.6.  Overseeing the office

2.6.1.   Ensuring that office equipment is adequate and well maintained

2.6.2.   Ensuring that teachers and students have all necessary study materials

2.6.3.   Presenting before the Council of Deans a financial report and projected budget for the coming year, at the beginning of the Rama term (Vasant Pancami)

2.7.  Ensuring campus grounds and facilities are well maintained and clean

2.8.  Maintaining relationships with parents and addressing their concerns

 

The Deans are chosen by a consensus of the Council of Deans.

 

The Dean of the Bhaktivedanta Cultural Academy shall be a female devotee well acquainted with the educational values, culture and methods of the Bhaktivedanta Academy

 

The Academics:

3.     Teachers– whose duties include:

Working under the direction of the Principals and Heads of Schools in:

 

3.1.  Ensuring students follow the daily, weekly, monthly and yearly schedules

3.2.  Ensuring students progress to the best of their ability

3.3.  Overseeing the facilities and service responsibilities of students

3.4.  Ensuring students maintain proper standards of hygiene and cleanliness

3.5.  Immediately addressing medical and other emergency situations 

3.6.  Training new students in the standards and culture of the Academy

 

The Secretariat:

4.     Administrative Secretary – whose duties include:

4.1.  Correspondence, reports & memos

4.1.1.   Handling the Academy’s correspondence & general enquiries – in consultation with the Vice Chancellor & Deans

4.1.2.   Sending memos to parents informing them of Academy events, pilgrimages, etc.,

4.1.3.   Sending bi-annual assessment and exam reports to parents of the Academy’s primary and secondary students at the end of the Hayagriva (Vasantpancami) and Rama (Guru Purnima) terms.

4.1.4.   Compiling and submitting a bi-annual report to the Council of Deans. The report could include a review of:

4.1.4.1.  Academics

4.1.4.2.  The Asrama 

4.1.4.3.  Curriculum development progress

4.1.4.4.  Child Protection

4.1.4.5.  Health and nutrition

4.1.4.6.  Parents relations

4.1.4.7.  Schedules

4.1.4.8.  Admissions/withdrawals/dismissals

4.1.4.9.  Campus development

4.1.4.10.                                      Finances

4.1.5.   Preparing a draft version of the bi-annual report as an e-mail newsletter for the Vice Chancellor to send the Academy’s well-wishers, parents, ISKCON administrators and interested ISKCON websites

4.2.  Facilitation

4.2.1.   Coordinating with other office holders on meeting their report deadlines:

4.2.1.1.  Annual report by the Vice Chancellor to the MED

4.2.1.2.  Annual financial report by the Deans to the Council of Deans

4.2.1.3.  Bi-annual student assessment reports by the Deans

4.2.1.4.  Medical reports by the Deans & Heads of Schools to the HCPO

4.2.1.5.  Annual CPO reports by the HCPO to the Mayapur Ed. Heads

4.2.1.6.  Bi-annual reports by the HCPO to the Mayapur CPT

4.2.1.7.  Bi-annual curriculum status reports by the CDC to the Council of Deans

4.2.1.8.  Bi-annual review of curriculum by the CDC to the Council of Deans

4.2.1.9.  Beginning of term budget report by the Treasurer to the Council of Deans

4.2.1.10.      Bi-annual report by the Librarian to the Council of Deans & library supporters

4.2.2.   Facilitating the Deans in their duties of overseeing exams and assessment for the Academy’s primary, secondary and tertiary faculties at the end of the Hayagriva (Vasantpancami) and Rama (Guru Purnima) terms.

4.2.3.   Preparing certificates for students completing areas of study.

4.3.  Organizing Parents-Teacher Association (PTA) forums:

4.4.  Record keeping

4.4.1.   Monitoring FRO & visa status of staff & students

4.4.2.   Maintaining a database of the Academy’s well-wishers and supporters

4.4.3.   Coordinating records with the other members of the secretariat

4.4.4.   Maintaining records of:

4.4.4.1.  Official Reports: annual, bi-annual and quarterly

4.4.4.2.  Appointments, admissions, withdrawals and dismissals

4.4.4.3.  Staff screening according to CPO directives

4.4.4.4.  Individual records for each teacher and child taking the CPO review

4.4.4.5.  Recording all CPT related issues

4.4.4.6.  Keeping a medical review on each child

4.4.4.7.  Primary, secondary and tertiary exam results

4.4.4.8.  Academy degree holders and graduates

4.4.4.9.  PTA meeting minutes and memos

4.4.4.10.      Academy events

4.4.4.11.      MED reports

4.4.4.12.      Legal Documents

4.4.4.13.      Warranties

 

5.     Treasurer– whose duties include:

5.1.  Overseeing Treasury

5.1.1.   Fund Raising/Tuitions

5.1.1.1.  Liaising with parents/donors

5.1.1.2.  Tracking bank transfers

5.1.2.   Monitoring Bank Accounts and Investments

5.1.3.   Making financial reports

5.1.3.1.  Monthly

5.1.3.2.  Annual

5.1.3.3.  Filing all reports with the Administrative Secretary

5.1.4.   Budget projection & analysis

5.1.4.1.  Submitting budget projections & reports reviewing income & expenditure to the Council of Deans at the beginning of each term:

5.1.4.1.1.     Visvarupa Mahotsava

5.1.4.1.2.     Vasant Panchami

5.1.4.1.3.     Narasimha Caturdasi

5.1.4.2.  Setting expenditure priorities with Deans

5.1.4.3.  Monitoring that expenditures are staying within budget

5.1.4.4.  Regularizing unexpected expenses

5.1.5.   Overseeing the cashier

5.1.5.1.  Overseeing & authorizing payments:

5.1.5.1.1.     Construction

5.1.5.1.2.     Running costs

5.1.5.1.3.     Special projects

5.1.5.1.4.     Petty Cash

5.1.5.1.5.     Emergency expenditures

5.1.5.2.  Receiving & dispensing money

5.2.  Overseeing Accounting

5.2.1.   Recording income & expenditure

5.2.1.1.  Overseeing accounts books

5.2.1.2.  Establishing categories of expenses

5.2.1.3.  Noting expense according to categories

5.2.2.   Maintaining ledgers of fees and donations including:

5.2.2.1.  Fees

5.2.2.2.  Construction & special projects

5.2.2.3.  Scholarship funds

5.2.2.3.1.     Students educational fund

5.2.2.3.2.     Fellowship Fund

5.2.2.3.3.     Association of Scholars Fund

5.2.2.4.  Library

5.2.2.5.  Travel

5.2.3.   Interfacing with the temple treasury department

5.2.3.1.  Submitting accounts to the account office

5.2.4.   Feedback/Reporting to Donors