1. Central Library Policies and Procedures

Policy	Library
Function	Daily Functioning of Library
Status	Recommended
Audience	Students / Medical School Staff
Implementation	Librarian / Vice Principal / Academic Head / Supervisors
Issued For	Students and Staff
Date of Review	April 2020
Next Review	March 2021
Lead Professional	Dean

Aims and Objectives

• To provide a supportive and stimulating environment for medical students and faculty.
• To encourage all medical students to reach their full potential as self-directed and continuous learners and develop a professional attitude.
• To foster the excitement of discovering new avenues and knowledge through reading and encourage reading as a recreational activity among students.
• To consistently support the competency-based curriculum prescribed by the National Medical Commission by providing access to resources for medical students and faculty.
• To provide electronic and digital resources in the form of books and reading material to students and faculty even when they are away from the library.
• To provide necessary literature review support to researchers through retrieval and provision of required publication reprints.
• To train newly admitted students and faculty members in literature surveys and document retrieval.
• To develop productive relationships with other libraries around the globe and actively participate in global library networks.

Responsibilities of the Librarian

• To classify and catalogue all book resources using OPAC software and continually update library accession registers, including textbooks, research journals and audio-visual materials.
• To issue specific scheme books to scholarship recipient students.
• To collaborate with library staff to plan and implement digital and electronic resources and align them with the curriculum.
• To ensure students have round-the-clock access to library resources required for assignments and research projects.
• To provide a stimulating and enlightening ambience in the library.
• To develop and implement reading and writing initiatives to motivate students towards independent thinking.
• To establish, maintain and update an automated catalogue and organize the collection using PACS library management software.
• To document, report and maintain records of the use of library resources and facilitate library awards for students who make maximum use of library resources.
• To promote the use of electronic and digital media resources among teachers, students and staff.
• To regularly update journal content and communicate relevant information to faculty members.

Regulations and Procedures

• Silence should be observed in the library.
• All students should carry their ID card while entering the library.
• Students and staff must obey library regulations to maintain a stimulating environment conducive to academics and innovation.
• Undergraduate and postgraduate students are allotted separate seating accommodation in the library.
• Students are not allowed to bring eatables into the library.
• Students and staff are not permitted to use mobile phones in the library. Mobile phones must be kept in silent mode before entering.
• Laptops and desktops may be used for academic and research purposes and not for games.
• Students are expected to behave responsibly.
• Photocopying facility is available at a cost. The cost is subject to revision. Copyrighted material shall be photocopied only within applicable limits and permissions.
• Photocopies or scans will generally be limited to one chapter from a book or no more than 10% of a work; a short story, short essay or short poem; or an article from a serial, subject to applicable copyright restrictions.

Loan Facilities and Terms of Borrowing

• New textbooks received will be kept for display for two weeks.
• Students and staff of the college may borrow specific scheme textbooks. Reference books are not permitted for borrowing.
• Books listed in the library scheme catalogues are normally available for borrowing for a specified duration.
• Students may borrow one book under the specific textbook scheme against their card for a period of two weeks. Faculty members may borrow two books at a time for two weeks.
• Students must borrow, renew or return books only during the library's loan working hours.
• No books will be lent during vacation.
• Loans may normally be renewed if the book is not required by the library for another user. Special rules may apply to high-use items.
• Library books or digital material issued to one person may not be transferred to another person. The person in whose name the loan is made is solely responsible for the safekeeping and due return of the material.

2. Central Laboratory Policies and Procedures

Policy	Laboratory
Function	Daily Functioning of Laboratory
Status	Recommended
Audience	Patients
Implementation	Laboratory In-charge / Head of Department / Medical Superintendent / Lab Technicians / Supervisors
Issued For	Patients and Staff
Date of Review	April 2020
Next Review	March 2021
Lead Professional	Dean

Aims and Objectives

The laboratory provides comprehensive services in the areas of Clinical Pathology, Haematology, Microbiology, Serology and Biochemistry required by the scope of clinical services of the hospital. The laboratory has suitably qualified and trained staff to carry out laboratory tests and ensure quality and accuracy.

Samples are collected, identified, handled, transported, processed and disposed of through appropriate channels. Test results are made available to patients, relatives or ward in-charges within the defined time frame.

• To provide laboratory services to patients seeking healthcare.
• To adhere to standard quality diagnostic techniques.
• To minimize errors and provide expected results on time.
• To avoid confusion during collection, identification, handling, transportation, processing and disposal of specimens.
• To implement and observe strict infection prevention and control procedures and policies.
• To provide reports to patients on time.
• To minimize reporting errors.

Laboratory services are commensurate with the services provided by the hospital. This policy applies to all sections of the laboratory and ensures that competent and adequate human resources are available to perform the work appropriately.

Each department within the Central Laboratory, including Biochemistry, Microbiology and Pathology, is responsible for ongoing assessment and for identifying and implementing processes required for reporting laboratory values for various tests.

Laboratory Services

The following laboratory tests are provided in-house by the laboratory department:

Procedures – Standard Operating Procedure (General)

Sample Collection

Sample collection is carried out from 8:00 AM to 1:00 PM daily. For Emergency and IPD services, sample collection is carried out on a 24-hour basis. Sample collection facilities are provided in patient-care areas such as IPD and within the laboratory itself. Adequate toilet facilities are available close to the sample collection area.

Sample Identification

The Laboratory Requisition Form (LRF) contains sufficient information to identify the patient, consultant, unit and unit in-charge requesting the test and relevant clinical details. The form is completed by the resident doctor and stamped.

The LRF is available in paper and digital formats and contains:

• Hospital number, which is the registration number in the OPD slip of the patient.
• Name of the ordering physician.
• Type of primary sample and anatomical site of origin where appropriate.
• Examinations requested.
• Clinical information relevant to the patient, including age and gender.
• Date and time of sample collection.
• Date and time of receipt in the laboratory.
• Whether the test is urgent or routine.

Samples accepted in the laboratory are allotted a laboratory serial number in the respective sections. The serial number is automatically generated by the label maker and attached to the sample container and accompanying LRF. The laboratory reception records the sample details in the laboratory register.

For outpatients, the Central Laboratory reception counter provides a sample collection area. This is an aseptic area where technicians can collect samples using appropriate procedures.

The primary sample can be traced through the laboratory serial number and date to the LRF and finally to the patient. If the primary sample lacks proper identification or the accompanying LRF does not contain the information required to register the sample, the sample shall not normally be accepted or processed.

When a primary sample is critical or irreplaceable and its identification is uncertain, the laboratory may process the specimen but withhold the result until the requesting physician or person responsible for collecting the sample takes responsibility for its identification. The responsible person's signature shall be affixed to the TRF and report where applicable.

Sample Handling

• All samples are handled according to infection-control guidelines.
• Universal precautions are observed while handling samples.

Processing of Samples

Criteria for rejection of a sample include:

• Samples with incomplete forms or illegible writing.
• Leaking containers or inappropriate samples.
• Unlabelled specimens.
• Haemolysed specimens.
• Samples with insufficient quantity.
• Samples grossly soiled with body fluids.

Generally, the following procedures are followed:

• If a less-than-optimal sample is processed, the reason and caution regarding interpretation of the result are indicated in the report.
• Examination processes shall be accurate and reliable.
• Test procedures are selected based on standard methods published in textbooks or journals and accepted in appropriate national or international guidelines.
• Procedures are validated using controls and calibrators, with records maintained in calibration files.
• Procedures and methods are reviewed periodically and modifications or changes are recorded.
• All procedures are documented and available at the place of work for ready reference.
• Samples are processed according to the requirements of individual tests.
• Testing procedures are standardized and necessary instructions are issued to concerned personnel.
• New kits from different manufacturers are evaluated against the kit currently in use before implementation.
• Samples are processed without unnecessary delay, with priority given to emergency cases.
• Results are authorized by senior technical staff in the respective sections and reviewed by a doctor when required.
• Results are checked, evaluated and verified before reporting.

Disposal of Specimens

• Disposal is carried out in accordance with biomedical waste handling requirements.
• Precautions specified in the hospital infection-control manual are observed.
• Any untoward incident in the laboratory, including accidents, is immediately recorded and reported.

Activity and Responsibility

• Laboratory test results significantly outside the reference range and indicating a potentially dangerous condition requiring immediate attention are communicated to the concerned consultant.
• If the consultant is not reachable, the result is brought to the attention of the Doctor on Duty.
• Results are also communicated to the ward nurse when the patient is admitted.
• For outpatients, results are communicated to the patient through the available telephone or mobile number where appropriate.
• The individual accepting a critical test result must record and read back the critical result in its entirety to the person reporting it.
• All results are reported in a standardized manner, including organization name, patient name, unique identification number, applicable reference range and name and signature of the reporting person.
• Outsourced test results shall be provided on the respective laboratory's letterhead.

3. Policy & Procedures for the Playground

Policy	Playground
Function	Daily Functioning of Playground
Status	Recommended
Audience	Students / Medical School Staff
Implementation	Physical Trainer / Vice Principal / Administrative Head
Issued For	Students and Staff
Date of Review	April 2020
Next Review	March 2021
Lead Professional	Dean

Play is an integral part of personal expression, interpersonal growth and community building. The playground of Narayana Medical College aims to ensure that play time is safe, enjoyable and a positive learning experience for students and staff.

Policy

• Students are encouraged to participate in physical play outside the classrooms when teaching schedules are complete.
• Students must understand and respect the physical boundaries of the playground.
• Students and staff are encouraged to take responsibility for maintaining the appearance of the college and playground.
• Sports discipline should be handled by considering student behaviour, communication and reasonable resolution.
• Verbal indecent name-calling and physical violence of any kind are not tolerated between students or staff.
• Disciplinary problems, particularly repetitive incidents, should be addressed according to playground regulations and the college Discipline Policy.
• Concerns regarding student discipline, including obscene name-calling, intimidation and physical violence, should be communicated to the appropriate administrative or disciplinary committee member.
• The Physical Trainer may stop any activity considered dangerous or unsafe.
• Soft balls, small play equipment and skipping ropes may be used with approval of the Physical Trainer.
• Footballs are permitted only on the open playground.
• Students must not climb fences or gates, stand on top of them or jump from any equipment.
• Throwing stones or other hard objects is prohibited.
• Students must return to the hostel/home immediately after the prescribed playtime or when instructed by the Physical Trainer or Director.
• Students and staff must use only designated playing areas.
• First-year students are not permitted to enter the playground area during the initial two months after admission.
• Students must be familiar with the prescribed safety rules for each game before entering the ground.

Procedures

The duration of time-out is 5 or 10 minutes depending on the seriousness of the offence.

Significant incidents should be reported directly to the Dean and an incident report recorded by the Physical Trainer as soon as possible. An outline of all incidents should be recorded in the daily book. More serious incidents require a written report.

If students are injured, they should be sent to the Emergency Department of the hospital. An injured student should not be left unattended. If additional help is not available, immediate communication should be made with the hospital and ambulance services.

An accident report form should be completed immediately after first aid and appropriate care have been provided.

General Safety Rules for the Physical Trainer

• All games should be approved and played in appropriate areas.
• Dangerous or restricted areas in the playground should be clearly designated.
• Ensure students wear appropriate safety equipment while playing cricket and football.
• Appropriate footwear is required for basketball and tennis.
• All playground activities should be supervised by the Physical Trainer.
• Good supervision and instruction form the foundation of playground safety.
• Everyone using the playground should follow the same safety rules.
• Students should understand playtime safety rules and these should be reviewed periodically.
• The Physical Trainer must remain involved with all students in the playground and maintain adequate supervision.
• The Dean's Office should be notified immediately in case of an untoward incident.
• Equipment must be suitable for its users and students should be directed towards equipment appropriate to their calibre and familiarity.
• Faulty or damaged equipment should be sent to the workshop immediately.
• Students should be taught the safety rules and designated areas before using playground equipment.
• Playground rules should be enforced firmly and consistently.

4. Classroom Policies and Procedures

Policy	Classrooms
Function	Daily Functioning of Classrooms
Status	Recommended
Audience	Students / Medical School Staff
Implementation	Departmental Head / Vice Principal / Academic Head / Administrative Officer
Issued For	Students and Staff
Date of Review	April 2020
Next Review	March 2021
Lead Professional	Dean

There are five classrooms in the college building and the remaining classrooms are located in the hospital buildings complex. Each classroom situated in the college and administrative building is allotted to a department, and the Head of that department is responsible for maintaining the classroom in a neat and tidy condition.

The lecture theatres are equipped with facial ID recognition machines for registering student attendance.

Classroom Rules

• Enter and exit the room quietly and orderly with the required materials.
• Always be attentive and ready to work.
• Keep desks and classroom areas clean. Scribbling on desks is prohibited.
• Raise a hand if there is a doubt that needs clarification during class.
• Treat others with the same kindness and respect with which you would like to be treated.

Classroom Discipline

• Enter the room quietly.
• Find a convenient seat.
• All students should be seated and maintain classroom discipline before the teacher begins the class.
• Students should wear their apron and college ID card while attending class.
• Students are prohibited from using AV equipment unless permitted by the concerned teacher.

Rules to be Followed by Students

• Be Respectful: Every student has the right to a safe and secure classroom. Students must respect themselves, their environment, classmates and teachers.
• Be Responsible: Students are accountable for their actions. They should act rationally, choose wisely and understand that their actions have consequences.
• Be Safe: Students should be aware of where they are and whom they are with and should not cause harm or injury to others.
• Be Cooperative: Students should demonstrate maturity and cooperate with academic instructions even when an activity may not initially appear useful to them.
• Be a Worker: Students should be productive and use their time wisely.
• Be Peaceful: Students must exercise self-control.

Classroom Policies & Class Rules

Students shall exhibit courtesy and respect toward all other students at all times. Hateful comments concerning race, gender, sexuality, political views, appearance or any other characteristic are not tolerated, whether serious or presented as a joke.

• Physical contact of any kind is not permitted. Violations will be dealt with according to the applicable disciplinary procedures.
• Cell phones, pagers, iPods and MP3 players should remain in backpacks and switched off during class.
• Students are not permitted to eat in the classroom, including gum and candy. Drinks in closable containers may be permitted.
• Students are expected to remain attentive and should not sleep during class.
• Throwing or projecting objects in the classroom is prohibited.
• Tables, chairs and seats must remain in their designated positions.
• Serious misconduct, including gross insubordination or violent behaviour, may result in immediate referral to the Vice Principal or Dean.
• Less serious violations will be addressed appropriately according to the circumstances and applicable college procedures.
• Students are expected to use genuine, sincere and fair means for tests, assignments and projects used for academic evaluation.
• Plagiarism, copying or cheating may result in academic penalties and disciplinary action according to college regulations.

5. Computer Policies and Procedures

Policy	Computers
Function	Daily Functioning of Computer Laboratory
Status	Recommended
Audience	Students / Medical School Staff
Implementation	Librarian / Vice Principal / Academic Head / Supervisors
Issued For	Students and Staff
Date of Review	April 2020
Next Review	March 2021
Lead Professional	Dean

There are fifty computers in the computer laboratory situated in the Central Library. The facility is available to undergraduate and postgraduate students.

Maintenance of Computer Hardware & Peripherals

The computer laboratory is maintained by the Central Computer Section of Narayana Medical College. The Computer Section is responsible for upgrading computer systems and peripherals that are under warranty or annual maintenance contracts.

The section may receive complaints from the Central Library regarding network-related problems with particular computer systems. Users may also report problems with systems or peripherals maintained by the Computer Section.

The designated hardware technician receives complaints from users and the Internet Unit and coordinates with service engineers of the respective computer brands to resolve problems within a reasonable time.

The computer laboratory and service engineers should not encourage installation of unauthorized software on computer systems and should not comply with such requests.

When service engineers reformat computer systems and reinstall the operating system and applications, appropriate network settings such as hostname, IP address, network mask and gateway should be restored. Operating system patches and current service packs should also be installed. Antivirus software should have its latest engine and pattern files updated.

Before reformatting a hard disk, only necessary data files should be backed up for restoration after proper reinstallation. Software files from an infected hard-disk backup should not be restored to the formatted system.

Where there is uncertainty whether a problem is related to the network, software or hardware, the Computer Section or service engineer should coordinate with the Internet Unit to resolve the issue jointly rather than leaving the matter to the individual user.

Computer Laboratory Procedures

• Students should not save files to laboratory computer hard drives. Files should be saved to personal media, cloud storage or other permitted removable storage. Files saved on lab computers may be regularly deleted.
• Computer use must not interfere with other students' academic work.
• Excessive computer volume, loud conversations, offensive language, inappropriate imagery, mobile phone calls and other disruptive behaviour should be avoided.
• Mobile phones should be kept silent and personal conversations or calls should be taken outside the laboratory.
• Printing should be limited to academic requirements. Multiple unnecessary copies should not be printed.
• Students should keep the computer laboratory clean and dispose of their own waste properly.
• Food and drinks are not permitted in the laboratory.
• Alcohol, tobacco and other prohibited substances are not allowed in the laboratory.
• Viewing pornography or sexually explicit material is prohibited.
• Playing online games is strictly prohibited.
• Unauthorized access to another user's account or information is prohibited.
• Attempting to interfere with college computing systems or connected networks is prohibited.
• Introducing viruses, flooding networks, sending chain letters, downloading excessively large files or unfairly monopolizing resources is prohibited.
• Intentional damage to computer equipment is prohibited.
• Unlawful, threatening, abusive, fraudulent, hateful, defamatory, racist, sexist, obscene, pornographic or harassing material must not be created, displayed, posted or transmitted using college computing resources.
• Harassment or stalking in physical, verbal or electronic form will not be tolerated.
• Accidental or other damage must be reported as soon as possible so corrective action can be taken.
• Users must adhere to the applicable One Net Acceptable Use Policy.
• Violation of these guidelines may result in appropriate disciplinary or penalizing action.

Wireless Network

Narayana Medical College offers wireless network access in campus areas to faculty, staff, students and visitors. All wireless users must be authenticated.

Faculty, staff and students can access the wireless network using their Narayana Medical College account username and password.