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Regional Training Workshop for AI Coordinators held on 8-9 August 2015 at RC Kolkata

NATIONAL INSTITUTE OF OPEN SCHOOLING REGIONAL CENTRE-KOLKATA

Minutes of Regional Training Workshop for Co-ordinators of Study Centres held

on 8-9 August 2015

A two days Regional training workshop for Coordinators of Study Centres was conducted at Regional Centre Kolkata on 8th & 9th of August 2015. The Coordinators of 30 study centres participated in the workshop. The objective of this workshop was to get the AI coordinators acquainted with latest information on various activities and update them various issues and concerns of NIOS activities related to:

v Admissions v Student support Services v Conduction of Personal Contact Programmes (PCP) v Usage of Self Learning Materials v Tutor Marked Assignments (TMAs) v Exam related activities

Activities related to Day -1: 8th August 2015

The workshop began with a NIOS songs followed by a warm welcome to all participating AI Coordinators by Regional Director, RC- Kolkata, Suvendu Sekhar Das. He introduced NIOS with a presentation highlighting on the Key features of open and distance learning systems, the different range of choices provided to the learners, courses offered, various trends of enrollment in both the aspect of academic as well as vocational, the quality of education imparted to the learners, recognitions received etc.

This was followed by a short briefing of the purpose of the event by Suvendu Sekhar Das Regional Director, RC- Kolkata. The following objectives were highlighted in his presentation:

1. To develop awareness among the Coordinators about the vision and mission of NIOS, principles of open and distance learning and learner centered philosophy;

2. To train the Coordinators about their specific roles and responsibilities, both academic and administrative;


3. To discuss various strategies for learners support, teacher-learner interaction and continuous assessment and monitoring mechanisms;

4. To discuss the importance of effective coordination and collaboration in various activities and programmes of the study centre;

5. To acquaint the Coordinators about recent development in NIOS in every sphere of activities.

6. To share each other issues and concerns and device mechanism to resolve it.

7. To develop and maintain a positive image of study centers by providing quality academic inputs and support to the learners as per their specific needs.

He also mentioned that this workshop would help the Co-ordinators/Tutors/Academic facilitators in better performance and also help them to adapt best practices in their working environment.

The next session was on “Role of Coordinator of Study Centre” by Mrs Kakali Ghosh, Executive Officer RC Kolkata. She emphasized mainly two functions of AI Coordinators namely academic & administrative functions of the study centres.

Organising orientation programme for learners/parents, prepare a PCP timetable and organize Personal Contact Programme (PCP) face-to-face as well as with the help of audio/video tools &


Mukta Vidya Vani etc, organize other types of face-to-face interactive sessions on regular basis to boost and retain the motivation of the learners, provide library facilities to the learners for referencing work, provide positive feedback to learners performance and other related academic matters, ensure evaluation of the Tutor Marked Assignments (TMAs) as per schedule, organize mock test and prepare the learners for examinations are some of the Academic activities of AI Coordinators highlighted in her presentation.

The administrative functions included in her presentation were:

v To guide learners about online admission and mode of payment of admission fees;

v To open a Joint Savings Bank Account in Coordinator’s name along with another signatory from your Institution to credit all the receipts;

v To maintain the records of:

a) attendance register of the teachers/tutors and other staff; b) learners attending PCPs; c) TMAs submitted by learners; d) Financial matters;

v To maintain liaison between NIOS and the learners necessary for the proper

functioning of the Study Centre.

v To extend all supports (Academic and Administrative) to the visiting Academic Facilitators and other NIOS officers.

v To prepare a board outside the institution, displaying it as a Study Centre of NIOS with necessary information for the information of the public.


The session was on “Admission Related issues”, delivered by Shri Subhasis Saha Roy, Executive Assistant, RC-Kolkata. His presentation mainly focused on different kinds of discrepancies in admissions in various streams and possible remedies thereof. It included the following :

1. Missing of Address proof

2. Mismatch of Address

3. Mismatch of address mentioned and documents submitted thereof

4. Non-submission of Original mark sheet (for stream II admission)

He also updated the AI members on latest admissions related orders/Notifications and TOC (Transfer of Credit) etc. It was informed that around 864 admissions forms were rejected (Block-II 2014-2015) due to various discrepancies. In order to reduce the rejections of admissions, Shri Saha urged the Coordinators that they should verify documents of each admission forms as per guidelines before forwarding to NIOS RC Kolkata. Bipin Chandra Raturi, Assistant Director , RC- Kolkata discussed several issues related to Student Support services which would help in decreasing the student grievances. Procedure for corrections of admission records, issue of duplicate documents, verification of certificates and e-Samadhan(online support) are some of the areas discussed in his presentation. The next activity of the day was Group activity wherein the members of AIs were segregated into different groups and discussed on a given area amongst the group members. At the end of group activity, one member of the group members presented their recommendations. (Group Report attached for your reference)

Group Work-I (8th August 2015): Admission/Support Services / Other Administrative issues • Challenges faced • Strategy to enhance the enrolments including advocacy strategy • Best practices • Proposed Recommendations


Group-1

1. Shankar Chakraborty (220059) 2. Bijay Kumar (220059) 3.Projna P.Mukherjee (220075) 4. S.K.Pandey (220008)

Group-2

1. T.K.Bhanja (220099) 2. Fazlur Rahman(380112) 3. Amit Chatterjee(220104) 4. Doughlas D'lima (220038)

Group-3

1. Mahua Saha (220054) 2. Md. Nayeem Akhter (220100 ) 3. Br. Gopichand (220085) 4. Sankha Ganguly (220085) 5. Mahua Chakravorty(450028)

Group-4

1. Ajoy Thakur (220004) 2. Pradeep Chatterjee (220052) 3. Dr. N. Singh (220096) 4. Bidhan Kanti Biswas (220004)

Group-5

1.Viji Joseph (220010) 2. Christopher Mathew (220011) 3. Manoj Roy(220026) 4. Ajit Singh (720001) 5. J.P.Srivastava(220012)

Group-6

1.Swami Vedatattwananda (450159) 2.Dr. Ratna Bhowmik(220093) 3. Dr.Vishram Kumar (220008) 4. Anita Verma(450055) 5. Pallab Dey (220105)

Proposed Recommendations of Day-1: The day concluded by summing up of the group recommendations by Suvendu Sekhar Das, Regional Director, RC-Kolkata. The following points emerged from the group recommendations:


Related to Admissions: v For the purpose of proper co-ordination, AIs should

be provided with student’s contact numbers. The student’s contact number, email id may be included in the admission check list.

v Admission of learners should be confirmed within 15 days of receipt of admission form. For delay in confirmation, the reasons are needed to be conveyed.

v ID cards need to be despatched within 10 days of confirmation of admission.

v Online admission software may be re-looked. It was pointed out that during online admission the nearby AIs are not displayed. It is shown district wise which creates a problem for learners.

Strategy for Enhancement of Enrollments: v Awareness campaign about NIOS scheme of studies may be organized in rural

areas. v Advantages/benefits of NIOS scheme of studies are to be enlisted and be

highlighted in news dailies besides the regular advertisements. v SAIED may be allowed to enroll normal learners. v Special advertisements may enhance awareness of NIOS programmes in slum

areas and low literacy districts. v Recognition & equivalency of NIOS courses across country should be stressed and

be highlighted in news dailies. v Regional medium study material is required to reach the remote areas in WB. v The success story of NIOS passed out students may be obtained from AIs/AVIs

including the students those either admitted in higher studies or placed in job. It may be used for NIOS promotion purpose.

Support Services & Administrative issues:

v Study Materials & TMA booklet should despatched to learners immediately after the confirmation.

v Students must be provided with proper academic calendar with their ID cards. v Nodal officer may be deputed at Regional Centre for easy access by AI

coordinators. Contact details should be provided to all study centres. v Long pending PCP payments may be released immediately. v Un-delivered study materials/I-cards/certificates may be handed over to AI

concerned for further distribution.


Activities related to Day -2: 9th August 2015 Day 2 of the Regional Training Workshop was also designed with 3 sessions namely Personal Contact programme (including Mukta Vidya Vani), Use of Self Learning Materials, Tutor Marked Assignment & Examination related issues and then followed by Group discussions by the participants of the workshop. In the first session, Mrs. Kakali Ghosh, EO welcomed all the participants and appreciates them for their enthusiasm. Her discussion was on “Personal Contact programme (including Mukta Vidya Vani) – Using of Self Learning Materials”. She explained the concept of PCP – which is basically a human interface rather than a class room session. She had also explained the necessity of having PCP classes in the study centres.

She emphasized that PCPs are basically meant for doubt clearing classes which are provided to learners. They are arranged with an idea of clearing of doubts, meeting learners, guidance and counseling, learning from audio-video materials, doing practical etc. Few suggestive methods were also discussed to improve on the attendance of learners in PCPs which includes the following:

v PCP schedule is to be put up on school notice boards for information of learners; v Teachers assigned to take classes should be acquainted with the NIOS curriculum; v Methods like Brainstorming, quiz, discussion, role play may be used in PCPs for active Involvements of learners; v The audio /video materials can be used in schools where they have scarcity of staff Members; v Arrangements of MOCK examinations; v Provide access to school library to NIOS learners.

Besides that, she had also explained about the Self learning materials as they serve as an essential part of PCP. While relating the PCPs with self learning materials Mrs. Kakali Ghosh updated about the format of lesson, icon used in SLM and its significance, how to study the learning material etc. She has also explained about the design of question paper, weightage by objectives, sample question papers and marking schemes in brief as it was very important to prepare the learners for examinations.


The next session on Tutor Marked Assignments (TMAs) delivered by Assistant Director Bipin Chandra Raturi . He clarified TMA as a tool to help the learner’s to check their progress of study and developing regular study habits. He also discussed about the weightage of marks carried by TMAs in each subject for both Secondary & Senior Secondary level with effect from session 2015-2016.

The Last session was on “”Examinations related activities “which was discussed in two phases. The fist one included the pre exam activities while the next one was post exam activities. The pre exam activities were discussed by Himansu Roy, Executive Assistant,RC-Kolkata ,The various points he highlighted on were:

v Filling of online exams centre acceptance. v Proper scheduling of practical examination. v Procedure for applying extra time or writer in public

examinations. v Additional permission cases and their inclusion in attendance sheet/nominal roll. v Proper filling of the nominal role & attendance sheet before sending it to Regional

centre after examination. v Role of Centre Supdt. to minimize the discrepancies in the practical/theory awards

sheet. v Appointment of external examiners for practical examinations etc.

The various post result grievances were discussed by Santanu Sinha, Junior Assistant, Regional Centre Kolkata .His presentation was focused on laid down norms for processing of re-checking and re-evaluation cases, the situation when AI coordinator may advice the learners to apply either of two, process of result corrections and essential documents required for result corrections etc. This session was very interactive. Some of the coordinators asked about the difference between re-checking and result corrections. It was clearly clarified in the session.


It was informed that regional office faced lot of problems due to non-receipt of practical answer books from some of the AIs. Original practical answer books very much required for result corrections in practical. In view of this all AI Coordinators were requested to send their used practical Answer books immediately after the exams are over.

It was followed by Group activity wherein the members of AIs were segregated into different groups and discussed on a given area amongst the group members. At the end of group activity, one member of the group members presented their recommendations. (Group Report attached for your reference)

Group Work-II (9th August 2015): PCPs/SLM/TMAs/MVV/Examinations issues • Challenges faced • Strategy to enhance participation of learners in PCPs • Best Practices • Proposed Recommendations

Group-1 1. Pradeep Chatterjee (220052) 2.Christopher Mathew (220011) 3.Ajoy Thakur (220004) 4. Mahua Saha (220054) 5. Amit Chatterjee (220104)

Group-2 1. Swami Vedattawananda (450159) 2.Fazlur Rahman (380112) 3.Dr. Vishram Kumar (220008) 4. Anita Verma(450055) 5. Projna Paramika Mukherjee (220075)

Group-3 1. Dr. Ratna Bhowmik (220093) 2. Pallab Dey (220105) 3. Jagdish Prasad Srivastava (220012) 4.Viji Joseph (220010) 5. Doughlas D'lima (450028)


Group-4

1. Dr. N. Singh (220096) 2. Mahua Chakraborty (450028) 3. Br.Gopichand (220085) 4. Sankha Ganguly (220085) 5.Md Nayeem Akhtar (220100/380303)

Group-5

1. T.K. Bhanja(220099) 2. Bibhas Dey(220074/380111) 3. Sankar Chakraborty (220059) 4. Sunil Pandey (220008)

Proposed Recommendations of Day-2:

The day-2 concluded by summing up of the group recommendations by Suvendu Sekhar Das, Regional Director, RC-Kolkata. The following points emerged from the group recommendations:

Challenges Faced:

v Students do not get in touch with the study centres for attending PCP classes or information related to TMAs. They usually turned –up just prior to examinations.

v The admission checklist provided doesn’t have the contact no. of students so it’s difficult for the AI to get in touch with the students & informing them about PCPs & TMAs.

v Tutors are not well equipped with the methods of taking classes for NIOS learners.


v The learners receive Self Learning Materials too late. Due to late receipt of books students are forced to buy books/ guides of other publishers.

v NIOS HQ has stopped sending one set of study materials to AIs. None of AIs are having NIOS audio/video CD s which can be used during PCPs classes.

v The printing & binding quality of SLM is too poor which get worn out much faster.

Related to PCPs/SLM/TMAs/MVV/Examinations issues:

v Common PCP schedule may be prepared and be uploaded in NIOS URL v Status of admission, PCP dates, submission dates of TMAs etc may be intimated

to learners through SMS alerts. v To enhance Participation, some numbers of PCPs should be made mandatory for

appearing in final exams. v PCP composite grants of the current session and pending payments should be

released to AIs immediately to encourage PCP teachers. v Audio/Video CDs(subject wise) are to be made available to AIs for usage during

conduction of PCP classes for general/ physically challenged learners v A set of study materials (specimen copy) to be provided to all AI for reference

purpose. v Sale counter of study materials may be set up at Regional Centre v Quality of paper used, printing and binding of study materials should be

improved. v A module of moral education should be introduced in every language subjects. v AIs contact number(s) should be mentioned in the ID cards /Hall ticket of the

students.


The entire workshop was very interactive and all the AI Coordinators actively participated in the discussion. All the coordinators urged that NIOS should organize such informative meeting/workshop time to time. This practice may remove barrier between AIs and Regional Centre and also reduce grievances. They congratulated Regional Director and all RC staff for organizing very informative workshop and providing them a common platform to share various issues and problems. (Feedback Proforma enclosed herewith) The final wrapping up of the day happened with a vote of thanks given by Bipin Chandra Raturi Assistant Director(Acad) and Sadiqul Islam ,Executive Officer of NIOS RC-Kolkata conveying that all AI Coordinators along with NIOS are working for the well being of the society by giving chance to people from all arenas to complete their incomplete dreams. They thanked all the AI Coordinators for their active participation and expect same supports in future activities. The workshop ended with National Anthem by all participants.


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