Mid-Tenure Review: General Secretary Cultural Affairs

Link to the Mid-Term report : GSCA Mid-Term Work Report ’24-25′

Link to the GS-Meter : Click Here

General Body Meeting: General Secretary of Cultural Affairs 

On October 14, the Institute Cultural Council held its mid-tenure General Body Meeting (GBM), led by the General Secretary of Cultural Affairs (GSCA) Ishaan Abhyankar and moderated by Arjun Simha (GSAA UG). The meeting provided a platform for the council to present its progress and address concerns from the student body and the general public.

Event Delays

Key events like Prom Night and Beyond the Gates were postponed due to administrative and weather-related issues. The General Championship (GC) events also started late, with the number of competitions reduced from 26 to 18 to avoid scheduling conflicts.

Insight raised a question about the absence of any news regarding Freshiezza, the annual freshers event typically held in October. In response, the GSCA revealed that the council hasn’t received the necessary permissions from the administration, citing undisclosed reasons for the delay. As a result, the event is unlikely to take place this year. The GSCA added that, despite the setback, club-wise events and activities have already begun independently of the Freshiezza umbrella.

Insight questioned delays in manifesto points, including the Student Wellness Center (SWC) wall painting (scheduled for October 11) and the street play event (planned for October 6). The GSCA explained that the street play was postponed due to heavy rain, with upcoming Sundays being targeted for rescheduling the event.

Regarding the SWC collaboration, The GSCA stated that while the proposal and budget were approved, delays occurred due to SWC being preoccupied with Mental Health Week events and slow communication from the SWC. He assured that the proposal would be finalized by the end of the week, with implementation expected by late October.

When asked for updates on the collaboration with NSS, the GSCA shared that discussions with the NSS Organizing Committee and its head had been successful, with the proposal being approved. He further mentioned that the first cultural class as part of this collaboration is tentatively planned for October 19th.

Infrastructure Issues and Unfulfilled Proposals

Insight highlighted concerns about the poor state of the music room and theatre room, particularly with issues of echo and soundproofing. In response, the GSCA explained that the soundproofing work had been delayed due to wall leakages caused by the rains. He confirmed that once the waterproofing is completed, the soundproofing project will begin. Additionally, he mentioned plans to address the curtains issue with the council and noted that waterproofing would commence as soon as the rains subside. Other infrastructure upgrades, including the ramp installation at SAC hadn’t yet started apart from the initial communication with the carpenter with the Mood Mural in collaboration with the SWC expected by the end of October.

The shifting of venues for the Sophie Prod event and the failure to form an A Capella group (a music group for the performance of vocal music without any instrumental accompaniment) were further topics of concern. The GSCA explained that alternative venues for the Sophie Prod were either unavailable or unfeasible within the budget, leading to the event’s postponement. The LTPCSA was not available, and other options, such as off-campus locations, were deemed not budget-friendly or manageable within the two-day window. The IDC auditorium, another possibility, required booking at least a week in advance, which was not feasible. The concern about the A Capella group, raised by a previous batch, was addressed by the Institute Music Secretary, Bharath Sreejith. He noted that the proposal had not materialized due to time constraints and the lack of an established a capella culture within the institute.

Budget Transparency and Leadership Delays

Many students raised concerns about the lack of transparency regarding the cultural budget and questioned the allocation of the Nandan Nilekani fund. The GSCA explained that the administration does not allow the cultural budget to be publicly disclosed. When questioned whether the procurement of items like cameras is dependent on the Nandan Nilekani fund, he clarified that they don’t have a budget for specific clubs, instead, they get the total budget approved by the administration. Additionally, he noted that many funds had already been exhausted, leading to budget optimisation. He further clarified that the council doesn’t receive budget approval in isolation; it must be compared with the previous year’s budget, which adds complexity.

There were also delays in appointing leaders for the Inter IIT contingent, which caused frustration among students. The GSCA explained that some leader applicants had backed out, forcing the council to restart the process. However, he assured that individual clubs had already begun preparing for Inter IIT and that practice sessions would be intensified to compensate for lost time.

Recognition of GC and Inter IIT Winners, and New GC Participation Rules

Insight raised concerns about recognizing winners in cultural General Championships (GCs) and Inter IIT competitions, noting that many participants had yet to receive their certificates. In response, the GSCA assured that certificates for ongoing GCs were being processed and would be distributed as soon as possible. For Inter IIT participants, he mentioned that there had been issues with the hosting IIT but promised that certificates would be provided before the event, ensuring they would be available during the team’s farewell dinner.

Additionally, questions were raised regarding the recent decision to make participation for final-year students from parent hostels on a first-come, first-served basis. The GSCA explained that this policy was proposed by both him and the General Secretary of Sports Affairs (GSSA) after significant demand from students wanting to participate. With no clear criteria for selection, the first-come, first-served system was deemed the fairest option after discussions with all stakeholders. He emphasised that this was the best possible solution under the circumstances.

Reimbursements for Inter IIT Participants

Students expressed concerns over the reimbursement process for Inter IIT participants. A form for reimbursement submissions was released, with the deadline set for October 13. The GSCA confirmed that the list had been submitted to the SAC office and that processing typically takes 15-20 days. Addressing the delay, The GSCA stated that he did not consider it a council delay, attributing the issue to the previous council’s failure to complete the process last year. “I had to pick it up because it wasn’t done by last year’s council,” he explained.

Questions by Insight

1. During this tenure, the GCs started late, and now the schedule is very tight. What was the reason for these delays?

We did not have permission to start GCs this year due to issues with H17 and H18 participation. The GC opening ceremony was held as soon as permission was granted.

2. How are the GCs now scheduled to avoid a cramped schedule and clashes with endsems? The four GCs held within a week in September caused everybody inconvenience.

The four GCs within one week had to be conducted because of the cramped timeline, and this was possible because of the cultural council’s efforts. We have cut down on GCs this year from 26 to 18. A tentative GC calendar has also been released so that plans can be made accordingly.

3. Is this GC calendar available publicly?

No, it has been posted only on the cultural council’s group.

4. Usually, Freshiezza is conducted in October, but there hasn’t been any news of it yet. Why is this so?

Due to reasons that can not be disclosed, permission to conduct Fresiezza hasn’t been granted yet. It is unlikely that Freshiezza will be conducted. We have started club-wise events, which usually happen in it, but this year they don’t come under the umbrella of Freshiezza.

5. What freshers-specific events are going to be conducted?

Competitions such as Mr. and Ms. Freshie by the Institute Fashion Nominee and Freshie Nite by the Institute Dance Nominee are being conducted specifically for freshers. Similarly, all other clubs will also be conducting events for freshers. 

6. Isn’t Freshiezza supposed to be inter-hostel?

Not necessarily, it was inter-hostel last year but not in the year before that.

7. There was a form floated for inter-IIT reimbursements which haven’t been received yet. Why didn’t these forms ask about any bank account details? Also, many participants have already passed out. How do you plan to make sure they get reimbursed too?

The bank account details present in the institute’s directory will be used. For people who have passed out, I will receive their reimbursement and I will transfer the money to their account.

8. By when can we expect the reimbursements?

The list of names has been submitted to the SAC office, and the process will take 15-20 days.

9. What is the cause for such a large delay in procuring reimbursements?

This is something that last year’s council should’ve handled so the delay wasn’t from my side.

10. One of your manifesto points was to push for sound-proofing and echo-proofing in the Music room. Why hasn’t this been completed yet? Additionally why were the curtains that were there previously been removed ?

There are leakages in the Music room which need to be addressed first. This can happen only after monsoons. Later, sound-proofing and echo-proofing will also be done.

New curtains have already been ordered for the room. They were removed because they weren’t in good condition.

11. You had mentioned that funds for the sound-proofing and echo-proofing will be taken out of the Nandan Nilekani Fund. However you are yet to receive those funds so how will you ensure   that it will be done within a few weeks?

I meant that the water-proofing will be done within a few weeks after the rainy season is over. There is no specific timeline for sound-proofing and echo-proofing as the funds haven’t been allocated yet.

12. Generally, ICC calendar get finalised by July, but it didn’t happen until September. Any reasons for the same?

Initially, we had finalised a calendar from July. However as we didn’t have permission, we couldn’t go on with it and had to revamp it.

13. Why weren’t The Institute Cultural Summer Project (ICSP) conducted this year?

The Summer Space of Cult started late, due to the delays in conducting Prom night and the lack of permission. As there was very little time left in the summers to complete a project, ICSP couldn’t happen.

14. Was it a lack of time or the admin didn’t allow it?

Basically, the admin didn’t allow it due to the lack of time.

15. What was the rationale behind including certain initiatives under the Nandan Nilekani Funds when they were initially also included under the ICC budget proposal?

We don’t have a budget for specific clubs. It is approved for ICC as a whole. So, I thought it was appropriate to use the Nandan Nilekani Funds to purchase certain things and use the ICC budget for other requirements.

16. While making the budget you must have taken into account these expenses also.  Why change?

A lot of the funds have already been exhausted. There are fewer funds remaining and thus this optimisation.

17. However this could have been taken into account while making the ICC budget? Why is it now such a contingency on the Nandan Nilekani funds, the status of which even the administration isn’t sure about? Where else will these funds be used?

I could not get a very high budget (compared to last year) approved by just saying that things weren’t completed last year. We usually receive a budget similar to the last year. I am betting a lot on the Nandan Nilekani funds because that is the only option I have right now. Moreover, the Inter-IIT dinner budget will also come out of these funds.

18. There are three events which should’ve been done by now but aren’t: 
    1. Wall painting in collaboration with SWC which was supposed to happen on 11th October
    2. Building ramps to improve accessibility to SAC rooms.
    3. Street play at Happy Street which was supposed to happen on 6th October

Happy Streets are not available due to heavy rains and it can only be conducted on a Sunday. We’re planning it on the upcoming Sunday. The ramps have been built by the carpenter just the installation is remaining. As for the Mood Mural, we had a meet with SWC and it was decided to conduct it during Mental Health Week. However, they were busy with other initiatives then, so it couldn’t be done. Now we plan to finish painting at least 2-3 hostels by the end of October.

19. Recently there was a decision to make GC participation for final-year students from parent hostels on a first-come, first-served basis. What was the rationale behind it?

This policy was proposed by both him and the General Secretary of Sports Affairs (GSSA) after significant demand from students wanting to participate. With no clear criteria for selection, the first-come, first-served system was deemed the fairest option after discussions with all stakeholders. This was the best possible solution under the circumstances.

20. What are the updates on the collaboration with NSS?

Discussions with the NSS Organising Committee and its head had been successful, with the proposal being approved. The first cultural class as part of this collaboration is tentatively planned for October 19th.

21. There have been concerns around the recognition of the winners in the cultural General Championships (GCs) and Inter IIT competitions. Many participants are yet to receive their certificates. What are your plan to address these concerns?

The certificates for the ongoing GCs are being processed and will be distributed as soon as possible. Regarding the Inter IIT participants, there had been issues with the hosting IIT but this year certificates will be provided before the event. We will ensure that they will be available during the team’s farewell dinner.

Audience Questions:

1. Why is there a lack of transparency regarding the cultural budget?

We can’t make the budget public, it is decided between the administration and student representatives.

2. Why can the budget not be made public? Is this written somewhere?

Most of our conversations with the administration are verbal. No, it is not explicitly written anywhere but it is our responsibility to not disclose the budget as it is internal to the council. 

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