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Himachal Pradesh Judicial Academy
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FACILITIES TO CONDUCT ARBITRATION PROCEEDINGS IN THE PREMISES OF H.P. JUDICIAL ACADEMY |
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STANDARD OPERATING PROCEDURE [SOP] |
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This Standard Operating Procedure will regulate the procedure and conditions to provide the infrastructural facilities of the Himachal Pradesh Judicial Academy to the Arbitrators to conduct arbitration proceedings. The accommodation in the Hostel Block shall be made available for boarding and lodging of the Learned Arbitrators and parties. Office/Lecture Halls with all required amenities, such as projector, screen, sound system, computer/ laptop, printer, internet connection etc. shall be provided for conducting the arbitration proceedings, on payment of charges. With a view to ensure consistency, comfort, safety and compliance with organizational standards, the Standard Operating Procedure is required to be followed:
A. Accommodation and Facilities to be provided to Arbitrators/ parties:
1. The Academy shall provide the following accommodation for conducting the arbitration proceedings: a. Lecture Hall/ Office space equipped with infrastructural facilities, such as, projector, screen, sound system, computer/laptop, printer, internet facility etc., having sufficient seating and working space for all anticipated attendees; b. VIP Suites or VIP Rooms shall be allotted to the Learned Arbitrators and rooms shall be allotted to the parties in the Hostel Block of the Academy, as per requirement; c. Any other accommodation, as may be required for the purpose. B. Procedure to Reserve Accommodation to conduct Arbitration Proceedings 1. The Learned Arbitrators or the parties desirous of availing the accommodation facilities for conducting arbitration proceedings shall submit online request for reservation of accommodation in the prescribed Form, clearly stating the nature of proceedings, name of Arbitrator(s), parties involved, tentative dates, duration, facilities required, such as, Lecture Hall, number of rooms, boarding, lodging etc. 2. The Learned Arbitrators or the parties will also submit the list of individuals who are to participate in the arbitration proceedings well in advance to the Academy for security purposes and for proper arrangements. 3. The Director of the Academy will provide the accommodation, as per the approved rates. 4. The accommodation shall be provided subject to availability and keeping in view the priorities of the Academy official calendar and training programmes. 5. The Academy reserves the right to cancel or reschedule a booking with reasonable notice. 6. The Academy reserves the right to deny any request without any notice or reason. C. User Charges 1. The user charges for the accommodation in the Hostel Block, Lecture Hall and facilities for conducting the arbitration proceedings will be charged, as may be fixed from time to time by the Appropriate Authority. D. Payment Procedure
1. A non-refundable 25% advance of the charges for the accommodation required must be paid soon after the confirmation of booking by the Academy by way of E-Challan in the Himachal Pradesh Government Receipt Head 0070-60-800-05-Miscellaneous and a copy of E-Challan be sent for record through email at ja-hp@nic.in which will be adjusted in the final payment on completion of the arbitration proceedings. 2. The Learned Arbitrators or Parties, as the case may be, shall deposit the user charges immediately on completion of the arbitration proceedings. 3. The User charges shall be paid by Learned Arbitrators or the Parties in the form of cash or demand draft favouring Director, Himachal Pradesh Judicial Academy payable at Shimla or by way of E-Challan in the Himachal Pradesh Government Receipt Head 0070-60-800-05-Miscellaneous. E. Mess/ Canteen Facility
1. The Academy has designated out sourced Mess Contractor. 2. The orders for food, tea, snacks etc. shall be given by the Arbitrators/ parties to the Mess Contractor directly. 3. The food, snacks charges etc. shall be paid by the Arbitrators/ Parties directly to the Mess Contractor. F. Other Facilities, if required
1. The facilities of secretarial support, such as, photocopying, printing, stationery etc. shall be charged extra. 2. The facilities such as peon, local transport etc., if any, required by the Arbitrators/Parties shall be charged extra. G. General Conditions 1. All the participating individuals, i.e. Learned Arbitrators, parties and witnesses etc., must produce their valid photo ID at the time of availing the boarding and lodging facilities in the Academy during the arbitration proceedings. 2. Check-in and check-out times must be strictly adhered to. 3. Guests are expected to abide by the Academy's hostel rules. 4. Usage of accommodation is strictly restricted to the approved hours and purpose. No other events or activities are permitted. 5. All participants of the arbitration proceedings must maintain the highest standards of decorum in line with the institutional environment of the Academy. 6. Learned Arbitrators and Parties shall maintain cleanliness and hygiene in the hostel rooms and common areas. 7. Consumption of alcohol, intoxicants or smoking in the Academy Campus are strictly prohibited. 8. The Parties will be held responsible for any damage to the facility, furniture or equipment caused during the period of use and the damages, if any, shall be recovered from them.
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