General Guidelines

I     Introduction
DST has recently launched a new programme “Interdisciplinary Cyber Physical Systems (ICPS)” to foster and promote R&D in this emerging field of research. These General Guidelines provide assistance for the preparation and submission of R&D Project Proposals for financial support under the ICPS programme, Department of Science and Technology (DST). Interested researchers are requested to visit Download The file ( bytes) in Icon for detailed “Call for Proposals under ICPS programme”. More details details about ICPS programme are also available at DST website under  ICPS Division.

II     Who can Submit ?
1.    Project Proposals can be submitted for financial support by scientists/engineers/technologists working in academic institutions/registered societies/R&D institutions/laboratories having adequate infrastructure/facilities to carry out technology development work.
2.    Project Proposals are also welcome from Industry having DSIR recognized R&D Laboratories either alone or in collaboration with academic/R&D Institutions.

III    Grant
DST shall support technically meritorious R&D projects as per standard Grant-In-Aid  operating procedures of DST, GoI.  

IV     Mechanism of Evaluation, Implementation and Monitoring  
1.    After initial Internal scrutiny, qualified proposals are technically reviewed by peer researchers/ subject experts, accordingly, Project Investigators (PI's) are advised to revise the Proposal, if needed. The Proposals along with the Reviewers’ Comments are placed before the Project Advisory and Monitoring Committees (PAMC) of the respective areas for their recommendations. PAMC shall be constituted by DST consisting of renowned researchers/ subject experts/ domain experts etc. Principal Investigators are normally called for presentation before PAMC. The recommended Proposals shall be taken up for financial support depending upon final approvals by the Competent Authority, DST, ratings provided by the PAMC and availability of budget.

2.    The Projects are periodically monitored usually at site by the PAMC/ Project Review Committees (PRC) and/ or Group Monitoring Committees (at a common location at various stages of the progress of Projects). Close association between PI and PRC is ensured to achieve the Project Objectives. PI is advised to take necessary action on the recommendations of the Reviewers. Project Completion Reports (PCR) are sent to experts for comments. A presentation is also required to be made by PI on completion of the Project for final assessment and identification of the future course of action on the Project.

V     Submission of Proposals
1.    Proposals under ICPS will be entertained on against specific Call and submitted strictly at on-line according to the prescribed formats. Visit Download The file ( bytes) in Icon for submission of proposals.
2.    The Investigators are also required to upload final proposal in pdf file and corresponding word file through online. Only one hard copy with all original signatures, forwardals and affililiations needs to be sent by post to Head, Interdisciplinary Cyber Physical Systems (ICPS) Division, Department of Science & Technology, Technology Bhavan, S J Marg, New Delhi-110 016 by ordinary post.
3.    The duration of the Project should preferably be for a period of 3 years.
4.    Through online system, PI's will get Temporary registration number after successful completion of online submission process. Permanent file number will be provided after Initial scrutiny, acceptance by the ICPS Division and receipt of hard copy proposal. ICPS may be contacted if the acknowledgment letter intimating the permanent registration number of the Project is not received within one month from the date of dispatch of the hard copy of the Proposal.
5.    It may be ensured that the permanent registration number/ file number/ letter number (given by DST) and title of the Proposal are quoted in all subsequent communications.  
6.    It is expected that PI and Co-PI will remain in the service of the Organization throughout the duration of the Project.
7.    It is the prerogative of DST to suggest PI based individual projects into consortium schemes or consortium schemes into individual projects. In each case a consent will be taken before the final decisions. ICPS encourages multi-institutional consortium based networked projects.

VI    General Requirements
1.    The coordinating Organisation implementing the Project is required to take all the financial and administrative responsibilities for the Project.
2.    In case of a multi-organizational Project, PI has to obtain formal consent from the collaborating organizations/scientists. Formal MoU/ Agreement may be worked out detailing the obligations and arrangements stated in the Proposal and got approved by DST subsequent to the sanctioning of the Project, before the funds are released by DST.
3.    International travel is not normally permissible under the Project.
4.    The Project personnel recruited for the Project are temporary and they should be paid according to DST norms.
5.    It is the policy of DST that the equipment procured under the Project be optimally utilized. The Principal Investigator shall permit the use of any spare or idle capacity of the equipment   to legitimate users from the parent and other Organizations.
6.    Approval of the Research Proposal and the grant released for it is for the specific Project sanctioned and the released grant should be exclusively spent on the Project within the stipulated period. The Institution may use funds obtained from any other Organisation with the concurrence of DST, for the Project. Any un-spent balance out of the amount sanctioned must be surrendered to the Government of India through a crossed Cheque/ Demand Draft drawn in favour of Drawing & Disbursing Officer, DST.
7.    For permanent, semi-permanent Assets acquired solely or mainly out of the Project grant, an audited record in the form of a register shall be maintained by the Organisation.
8.    All the Assets acquired from the grant will be the property of the Government of India and should not be disposed off or encumbered or utilized for purposes other than those for which the grant had been sanctioned, without the prior sanction of DST.
9.    At the conclusion/ termination of the Project, the Government of India will be free to sell or otherwise dispose off the Assets which are the property of the Government. The Organization shall render to the Government necessary facilities for arranging the sale of these Assets. The Government of India has the discretion to gift the Assets to the Organization or transfer them to any other Organization if it is considered appropriate.
10.    The Organization / PI will furnish Six-Monthly Progress Report of the work on the Project on half-yearly basis. The first half-year period shall be rounded off to the last date of the sixth month. The subsequent periods of six months shall begin from the first day of the following calendar month. On completion of the Project, ten copies of a self-contained Project Completion Report as per the DST format on the work done on the Project should be sent to DST.
11.    At the time of seeking further installment of the grant, the Organization / PI has to furnish the following documents:
12.    Utilisation Certificate (UC) and Statement of Expenditure (SE) for the previous financial year (in original or copy if sent earlier); an authenticated Statement of Expenditure (SE) including committed Expenditure for the Project until the previous month.
13.    Request for specific approval of DST to carry forward the unutilised grant to the next financial year for utilisation for the same Project, should be sent along with UC and SE, after completion of the financial year.
14.    The Comptroller & Auditor General of India, at his discretion, shall have the right of access to the books and accounts of the Organisation maintained in respect of the grant received from the Government of India.
15.    The Organization will maintain separate audited accounts for the Project. If it is found expedient to keep a part or whole of the grant in a bank account earning interest, the interest thus earned should be reported to DST and should be reflected in the Statement of Expenditure. The interest thus earned will be treated as a credit to the Organisation to be adjusted towards further installment of the grant.
16.    The Organisation will not entrust the implementation of the work (except the out-sourced part as approved) for which the grant has been sanctioned to any other Organisation nor will it divert the grant receipts to any other Organisation as assistance. In case the Organisation is not in a position to implement or complete the Project, it should, forthwith, refund to DST the entire grant received by it or the balance grant remaining with it.
17.    All the personnel including Research personnel appointed under the Project, for the full/ part duration of the Project, are to be treated as temporary employees and will be governed by the administrative rules/ service conditions (for leave, TA/DA, etc.) of the implementing Organization. They are not to be treated as employees of the Government of India and DST will have no liability, whatsoever, for the project staff after the completion of the Project duration.
18.    For expeditious implementation of the research Project, PI will take the assistance of the Organization in the process of selection and appointment of staff and payment to them. Pay Scale and emoluments for the posts not covered under DST’s OM are governed by the norms prevalent in the implementing Organisation or as agreed upon in consultation with DST.
19.    The Project becomes operative with effect from the date on which the Draft/ Cheque is received by the implementing Organisation or with-in one month the same. This date should be immediately intimated by the Organisation authorities/ Principal Investigator to DST.
20.    If PI to whom a grant for a Project has been sanctioned wishes to leave the Organisation where the Project is based, PI/ Organisation will inform DST of the same and in consultation with DST, take steps to ensure successful completion of the Project, before PI is relieved.
21.    Investigators wishing to publish technical/ scientific papers based on the research work done under the Project should acknowledge the support received from DST, indicating the Programme. Investigators are expected to publish a few of their research papers emerging out of the Project in leading Indian Journals.
22.    The comptroller and Auditor General will have the right to access to the books and accounts of the organization for grants received from the Government.
23.    The organization would maintain separate account for the project. The grant should be kept in a bank account and the interest earned should be reported to the Department of Science & Technology. The interest thus earned will be treated as a credit to the organization and will be adjusted towards further installments of the grant.
24.    DST reserves the right to terminate the Project at any stage if it is convinced that the grant has not been properly utilised or satisfactory progress is not being made.