procedure name procedure for education delivery procedure

Procedure Name Procedure for Education Delivery Procedure No. PNF.EDL:02

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PURPOSE: To consistently provide complete, correct and timely Education Delivery.

SCOPE: Education Delivery for Career and Modular Programs except for semesters of Professional Practice.

ROLES INVOLVED:

* Faculty (FAC) * Student Services Assistant (SSA) * Group Leader (GL) * Career Guidance Executive (CGE) * Head of Center (HOC) * Center Head (CH) * Territory Delivery Executive (TDE) * Territory Support Executive (TSE)

RECORDS CREATED

FORMAT CODE FORMAT DESCRIPTION FILED IN

EDL.FM.02:01 Module Feedback Form (EncoreVista) NA EDL.FM.03:03 Batch Hand-over Checklist Batch File EDL.FM.04:02 ISAS/Project Allocation Sheet Batch File EDL.FM.05:01 Education Delivery & Attendance Log (Encore/Vista) Batch File EDL.FM.06:01 Batch Monitoring Sheet(BMS) Batch File EDL.FM.07:02 Feedback Analysis(Batch Wise Feedback Report) (Encore/Vista) EDL.FM.08.03 Classroom Quality Audit Report Batch File EDL.FM.09:01 EDL.FM.10:01

Batch Schedule (Encore/Vista) Module Milestone Chart(Encore/Vista)

EDL.FM.11:03

GL-monitoring Sheet (Encore/Vista) Appraisal Analysis Report Attendance Analysis Report Leakage Analysis Report Slippage Analysis Report Feedback Analysis Report

EDL.FM.15:04 EDL.FM.16:01 EDL.FM.17:01

Batch File Cover sheet MR Exercise Tracking Sheet(optional) Machine Room Quality Audit

Batch File Batch File Batch File

EDL.FM.18:02 EDL.FM.19:01

Batch Appraisal Preparedness checklist(optional) Device Allocation Report

Batch File Batch File

EDL.FM.20 IC services Eligibility Tracking sheet Batch File SAP.FM.02:01 Student Appraisal Logs Batch File SAP.FM.11:01 Semester Consolidated Mark sheet (Encore/vista) SAP.FM.05;SAP.FM.06 ISAS/Project Evaluation Sheets Batch File SAP.FM.08:01 SAP.FM.10:01

Batch Performance Report (OLT) Objective Wise Performance Report (NAS)

SBT.FM.01:02 Batch Allocation Form

WORK INSTRUCTIONS NORMS

CODE DESCRIPTION CODE DESCRIPTION

EDL.WI.01:02 Conduct of classroom session Handbook of Norms Methodology EDL.WI.02:02 Conduct of Batch Review EDL.WI.03:02 Closing of Batch File EDL.WI.04 Batch faculty change and hand-over EDL.WI.05:02 Administering & Processing F/B EDL.WI.06 Guidelines for Conduct of CGT EDL.WI.07:02 Conducting the IOS EDL.WI.08 Conduct of CRQA EDL.WI.09 Conduct of MRQA EDL.WI.10 Conduct of MR session

RECORDS RETENTION

FORMAT CODE FORMAT DESCRIPTION TIME PERIOD

Batch File 6 months after batch completion GL Review Files 1 year


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INTRODUCTION

NIIT Education Centre provides the service of education delivery through a number of pre-designed programs. The programs that NIIT Centre offers are composed of logical blocks called modules/courses. Teaching is a highly skilled activity and cannot be made a precise process. However, in order to ensure completeness, correctness and timeliness NIIT-ILS empowers and supports the Faculty as under:

NIIT- ILS provides... In order to ...

1. Training as per the procedure PNF.TRG Empower faculty to conduct modules/courses

2. Aids such as Coordinator Guide, TIRM and Batch Schedule suggesting sequence of activities within modules/course (this can be generated from Encore/Vista for a particular batch)

Refer to Procedure for Service Preparation PNF.SDR for further details

Help faculty remain focused Assist faculty to conduct module/course effectively.

3. System of regular Monitoring and Reviews

Help/monitor faculty members to deliver quality education and get inputs for further improvement.

DETAILS

Step# Process

1. Batch Allocation:

The GL will assign a Batch to a Faculty after checking faculty certification status w.r.t. that batch. The Batch could be a New batch or a takeover batch from another Faculty. It is the responsibility of the Faculty to ensure Batch File is maintained for all the Batches irrespective of the courses and curriculum. All Batch files must be kept at a centralized & secure location in the faculty room and should be accessible by the centre even in the absence of the Faculty. At Batch start, the faculty ensures that the SSA gives the Batch file with the following:

Sl. No.

Format name Format code

1. Batch File Cover Sheet EDL.FM.15:04

2. ISAS/Project Allocation Sheet (Blank) EDL.FM.04:02

3. Education Delivery & Attendance Log (Encore/Vista) EDL.FM.05

4. Batch Monitoring Sheet Blank forms EDL.FM.06

5. Batch Hand-over Checklist (in case of a takeover batch) EDL.FM.03:03

6. IC Services Eligibility Monitoring Sheet (only Career, 2nd

semester onwards)

EDL.FM.20

7. ISAS & Project Evaluation Sheet (Blank) SAP.FM.05 & .06

8. MR Exercises Completion Tracking Sheet (Blank) (optional) EDL.FM.16

2. Plan module:

Faculty who is certified prepares for the modules/courses to be taken – batch preparation using TIRM/CG etc

The Faculty prepares for the batch, as per the Batch Schedule (EDL.FM.09), and Module Milestone Chart (EDL.FM.10).

For a takeover batch, the faculty also goes through the Batch Monitoring Sheet and all the contents of the Batch file to understand the current status of the Batch.

Note: Sequence of intra-module/course activities is left to the Faculty’s discretion and is non-mandatory as

long as the deadlines for module/course completion are adhered to.

2. Conduct Module:

The Faculty conducts the module/course as per EDL.WI.01.faculty is responsible for Batch File maintenance and accurate and timely Encore/Vista updation.

3. Monitor Education Delivery: Education Delivery is monitored as follows:

If the monitoring is … Then …


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Through scheduled Classroom & Machine Room Quality Audits

The Assigned Senior Faculty/GL conducts the Classroom/Machine room Quality Audit and fills up the Quality Audit Format (EDL.FM.08:03 / EDL.FM.17). Class room & Machine Room Quality Audits are conducted as per EDL.WI.08 & EDL.WI.09

Batch monitoring The GL monitors Education Delivery in all batches once in 30 days as per EDL.WI.02.02 for all faculty with a teaching experience of >=6 months. For accelerated mode batches and batches being handled by faculty with a teaching experience of less than 6 months, the review is conducted fortnightly. Also In the case of special courses, as identified by the National Delivery Team, the GL monitors Education Delivery once a fortnight

At the time of completion of Batch The GL closes Batch File as per EDL.WI.03.02 and updates Encore/Vista

At the time of batch faculty change and batch hand-over

The GL monitors and ensures a smooth batch faculty change and hand-over as per EDL.WI.04.

Note: 1. Monitoring Education Delivery is a parallel activity with Education Delivery. 2. In the absence of the HOC/CH, the CH/HOC may nominate another GL as NSM to monitor the batches

of a GL. 3. The GL schedules CRQAs, on the basis of the skills level of a faculty for a module (particularly in case of

a new faculty or a new module), exceptional situations arising out of the Batch Monitoring process or issues from customer grievance redressal system. The date and agenda for the CRQA and post-CRQA action plans are recorded on the Batch Monitoring Sheet. A minimum of 2 CRQAs need to be done for a Career batch during the course of its execution.

Conduct of Module

The following table serves as a checklist for conduct of modules by CH/HOC/GL/CGE or Faculty:

If the module is … Then … Conducted by

Introductory module (INTRO)

Welcome students and introduce them to NIIT

Explain program-training methodology, contents of the curriculum, milestone chart.

Discuss the Student Obligations & Academic Regulations which are available in Student HandBook(SHB),

The Intro faculty goes through the deliverables (like C/w, student-ID Card etc.,) pending for the batch students before the Intro and ensures handover of the same during the Intro session.

Take student signature on Device allocation report (EDL.FM.19), if netbook is allotted to the students(only for select programs)

Validates the personal details of the students using the Student Profile Report (Encore/Vista), by circulating the sheet amongst the students. (Any change has to be updated in Encore/Vista immediately by the faculty/SSA) or guide students to validate their personal details like address, contact details etc on niitstudent.com and update the details if required.

Introduce the Batch faculty to the Batch students

If this session is not part of milestones, then conduct it before the start of the batch.

HOC/ CH/ GL

Regular Module -classroom or machine room

A regular module is conducted as per EDL.WI.01 & EDL.WI.10 Batch Faculty

Module Feedback (FB)

Administering and Processing Feedback is conducted as per EDL.WI.05 GL/HOC/CH

Career Guidance Talk (CGT)

This is also referred as Placement Guidance Talk

Conduct CGT for a batch using appropriate guidelines. The CGT session needs to conducted anytime between the 14

th-16

th week of the semester..

Non-GNIIT/Non-Career students will attend CGT session.

Also refer to EDL.WI.06

CGE/IC-NSM


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Industry Orientation Services(IOS)

GNIIT Students are eligible for this Session.

The IOS session needs to be conducted anytime between the 14th

-16th

week of the semester

GNIIT Students will attend IOS Contact Session

IOS is Conducted as per EDL.WI.07

CGE/IC-NSM

eLearning

Various services are available for students on www.niitstudent.com for eLearning. These services are program specific. Review Test: Each chapter is followed by a review test. The purpose of this test is

to evaluate student’s understanding of the concept taught in the session. The test will evaluate the recall and comprehension level of the understanding. Concept Test: Each cycle is followed by concept tests. The purpose of this test is

to evaluate student’s implementation skills of the concepts taught in the preceding cycle. The test will evaluate the application and analysis level of the understanding. Check your Understanding (CYU) : To check the understanding level of module.

Semester Model Test Papers

Discussion Forums : Discussion forum or blog is online collaborative portal for

people of similar interests to exchange ideas Knowledge Bytes : It contains additional technical knowledge related to the

module student is learning.

Post: It is a discussion forum which enable student/faculty members to participate

in in a technology discussion C C-LAB: It is a virtual lab which enable students to do hands on their semester

exercises

NIIT Chat : It is an internal chat engine which helps students to connect with their

Peer peers for 1:1 or group chat. Students can also connect up their faculty or tech expe experts using technology chat rooms.

GL/Fac

Work Instruction For Conducting Class Room Session EDL.WI.01:02

The Faculty conducts the session as per the milestone. Only Certified faculty are permitted to handle batch

Prior to the session – Technical

The faculty should

Go through with the student guide content for that session, including Appendix (if any)

Should have tried out all the code snippets, examples and exercises given in the student guide

Should have read and understood the Inputs given in the Coordinators guide for that session

Should go through the TIRM Slides

Read additional material ; browsing for more information on the subject

Plan for effective delivery of the concepts…how to introduce a new concept, moving from simple to complex examples, planning for diagrammatic explanations, relating to concepts learnt in earlier chapters/semesters, real life examples, and integrating questions and concepts from an Industry and Interview perspective

Prior to the session – Administrative

Should ensure that all the necessary software is available on the faculty node at the venue

Should review the notes in the BMS to see if any actions are pending for closure…specifically commitments to students


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During the session – Technical

Begin the session with a minimum 10 minute recap of the previous session – either summarizing a concept, conducting a quiz or discussing the MR exercise

This should be followed by a Check on how many students have the read the chapter at home. Appreciate such students who have done prior reading

The faculty should start the new session by communicating the objectives, need for learning those concepts, importance of the chapter, learning’s expected and capabilities which will be built through the session

Completely follow the session plan provided

At the end of the session – Technical

Summarize

Discuss the MR exercise if an MR follows the current session

Indicate the topics, exercises that have to be done before the next session

Give additional exercises, with varying levels of toughness to students depending upon their aptitude

Periodically, the faculty should give a 5 minute talk on emerging technologies, trends in the IT industry etc. Select students can also be assigned this task in rotation

Periodically, the faculty should give references to additional reading material/websites of relevance

At the end of the session - Administrative

Makes any due General Announcements / Student Communication

It is also recommended that Faculty acknowledges Birthdays of students or any special achievements

The Faculty records the attendance details of each session in education delivery & attendance log. System updating is in addition to batch file updating.

Furthermore, the faculty updates the Batch Monitoring Sheet (EDL.FM.06) for any observations, non-conformities. The faculty also monitors non-classroom oriented sessions like, IOS/CGT.

After the session Updation of Encore/Vista

Booking Extra Machine Time for students who require the same

Sending absentee letters/e-mails

Calling up and speaking to parents on a need basis

Work Instruction For Conduct of Batch Review EDL.WI.02.02

The GL can use one of the two modes described below to conduct the Batch Reviews.

- Once a fortnight, on a one to one basis with each Faculty. This is mandatory for all faculty members who are less than 6 months old in the system

- One to one for all Faculty members(once in month) who have more than 6 months teaching experience with NIIT

The Reviews need to be conducted fortnightly for all Accelerated mode batches. In addition to this, for special batches as indicated by the National Delivery team periodically, reviews will need to be done fortnightly.

In order for the reviews to be effective, the faculty and the GL are required to do the following pre work.

Pre work to be done by Faculty Pre work to be done by the GL

Ensures that all documents & records are updated and filed (including those that have to be obtained periodically from Encore/Vista, like Batch Schedule or MMS)

Updates the BMS with current status of the batch with key emphasis on areas like performance in Appraisals, FB, cumulative leakage, leakage during the period, Slippage, absenteeism etc

Reviews the Minutes of the previous meeting available in the BMS and ensures that all actions are closed

Studies extensively the following reports and makes notes where ever performance is below the interpretive guidelines/norms GL Monitoring Appraisal Score

analysis (Encore/Vista) GL Monitoring Attendance Analysis

(Encore/Vista) GL Monitoring Leakage Analysis

(Encore/Vista) GL Monitoring Slippage Analysis

(Encore/Vista) Niitstudent.com usage

Makes a list of common concerns, trends, alerts & issues which needs to be discussed during the team review


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Guidelines for Conducting the Fortnightly One to One Review The GL schedules the review at a designated time with each Faculty on an individual basis for all the batches that the faculty is currently handling. The reviews are conducted as per the guidelines given below in the table.

Guidelines for conducting the Monthly Review

Once in 30 days, the GL schedules a review of all Batches handled by the faculty.

Guidelines for the Review which is conducted to check & Plan the following

Record Keeping

- No hand written names; If any what is the status in Encore/Vista - Education. Delivery & attendance log for attendance marking, check in Encore/Vista for updation - Verification of Batch file Vs. Encore/Vista Data Vs. Actual Status - Leakage Analysis – review of Dropout, Break, Defaulter, BDOUT student details; Action taken for

reducing Absenteeism. The review also includes Transfer-in and Transfer-out students’ status and records. Leakage refers to the no. of students who have become drop outs/fee defaulters/BDOUT or have taken a break or transferred out after commencement of batch.

Slippage Analysis – whether the batch is progressing as per schedule; draw action plan for any

deviations. - Review the batch start time & end time…adherence to timings

Slippage refers to any deviation from the planned schedule in the Batch Schedule, which results in delay in completion of the modules/courses for a batch.

Education Delivery Analysis

- Quality of module Delivery & Coverage; using CRQA/MRQA feedback, Feedback Analysis & Appraisal Analysis.

- IOS contact session status

- Absenteeism Analysis

Appraisal Analysis

- Adherence to student Appraisal dates & result Declaration; updation of Encore/Vista with appraisal results - Adherence to evaluation guidelines for non-OLT appraisal; Return of ISAS/Project documents to the

student - Identification of students analysis of the batch using the batch appraisal analysis report (Encore/Vista) - Remedial should be planned for students whose performance has been below 50%; faculty should also

revisit modules /courses where majorities of the student have not done well. Planning for Student performance in Module/Course Tests: For all batches that are scheduled for appraisals during the next review period, the GL should ascertain preparedness and check whether the following has been planned for/completed

- MR exercise completion status - Administering MOAF i.e. Module Objective Attainment feedback(wherever applicable) and corrective

actions in place - Schedules and Contents of Recap session - Completion status and performance in available on www.niitstudent.com

- Conduct of PTMs/talking to parents of students whose performance is a concern Feedback Analysis

- Adherence to feedback Schedule (This is the responsibility of GL) - Quality of module delivery & Student Satisfaction; using feedback analysis

- Others

- Status of successful Completion of previous Semester, Supplementary Examinations - Courseware/e-Kit issue status - Status of CGT sessions - For the last semester before PP, the GL also monitors PP planning status of the GNIIT students as per

PNF.PPP. - As part of review the GL also plans for higher semester batch launch schedule - Plan for the Batch file closure review date

http://www.niitstudent.com/


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The GL records observations / deviations identified during the review and action plans drawn to rectify with specific deadlines on the Batch Monitoring sheet.

The GL is assisted by the Centre Interpretive Guidelines to ascertain the non-conformities in each of the above areas. The GL checks batch files to ascertain the quality of Batch file maintenance, completeness of the Batch file, and closure of action plans of the previous review. GL may send mail to the respective faculty member with all action points with copy to CH/HOC post review. All common observations / action plans for the GL and escalations to the Centre Review Meeting and Regional Delivery Team are documented in the GL file.

At the end of the one-to-one review the GL fills up a cumulative Monthly Education Delivery scorecard for the faculty on the basis of all batches reviewed and based on the scores, action plans are drawn & documented in the BMS/GL file. The GL may also compare the current score with the previous months score and initiate special steps if no improvement is noticed. The GL maintains a copy of the Score Card in the GL File and the original score card is hand over to the faculty for the faculty's personal records. Note:

During batch monitoring, if the GL decides that the accumulated slippage cannot be made up, he/she may decide to regenerate batch milestones through Encore/Vista. That the batch will necessarily slip and is communicated to the students.

Monthly monitoring by GL continues until all students appraisal items have been held, and feedback provided to students as per the procedure for Student Appraisal (PNF.SAP), and all non-conformities have been closed or otherwise disposed off.

The GL also ensures that for areas as mentioned above, which are due in the next 30 days, action plans are made to prevent any non-conformity.

The GL also monitors the status of adherence to methodology and other commitments made to the students as per policies/schemes applicable and records these on the Batch monitoring sheet

The TDE/TSE also monitors Education Delivery at the center by verifying documents maintained by various role Holders, interviewing role holders and also doing CRQA’s if required during support visits.

The review for batches handled by the GL is done by the HOC/ CH.

GL and Faculty member both should acknowledge post review on BMS


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Faculty Score Card

Faculty Name :

Review for the Period : Batch Codes :

Sno Parameter Rating Guideline Max Score

Score

1 Record keeping: Completeness of Education Delivery & Attendance Log 5 for completeness 5

o If no hand written names in EDL and

Encore/Vista status updated 2

o Attendance log upto date, Encore/Vista

upto date updated 2

o If the batch files are created as per the

specs with all supporting reports 1

2 Leakage Control 5 (if leakage is Zero) 5

o If Cumulative Leakage (Dropout / Defaulter

/ Break/BDOUT) < 5% since batch start 2

o No Defaulters during the review period 2

o All xfer-in / Xfer-out of batches processed 1

o If Cumulative Leakage > 8% 0

3 Slippage (calculated from original start date and not the revised) 5

o All batches = 0 wks 5

o All batches = less than equal to 2 wks 2

o Any batch > 2wks 0

o If any batch is not rescheduled/ revised

then -1 for every NC

4 Education Delivery

o If Pass % is as per Interpretive guidelines 5 5

o Feedback scores as per Interpretive

guidelines 5 5

o CRQA scores; All Batches where CRQA is

conducted during the month > 55 5

o e-Learning usage at niitstudent.com 5 (if all students are

accessing) 5

o WBT usage 4 for >90% usage 4

o IOS contact sessions 3 for IOS conducted for

all students 3

5 Appraisal Analysis ( applicable if exam is scheduled) 4

o if all appraisal scheduled and conducted on

time 2

o If all appraisal marks updated in batch file, updated in Encore/Vista, results declared and displayed 2

6 Feedback (applicable if scheduled) 4

o All/ Any Feedback conducted and on time 2

o All Feedback processed in encore on time

and analysis available 2

7 Courseware issue details 7

o Courseware issued before batch start/module/course start or e-Kit is available to the student 5

o IOS courseware issued, wherever

applicable, on fee payment 2

8 Status of CGT (applicable only if scheduled) 3

o Conducted within 2 wks of scheduled date 1

o Conducted on time 2

9 Faculty Competence

5 if FACTed for the all semesters handling

else Zero 5


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Final Rating 65

Date of Review: Signature of GL/HOC:

Interpretive Guidelines for Education Delivery Monitoring:

The following checklist of items, and tentative acceptable values, may be used while conducting fortnightly reviews of Education Delivery, in order to determine conformance to timeliness, completeness and correctness. It is recognized that Education Delivery is a complex process, and the values below are only indicative:

Parameters Norms

a) Coverage of modules/courses as per Batch Schedule 100 %

b) Education Delivery & attendance log completion 100 %

c) Absenteeism (semester wise) <=5%

d) Classroom Quality Audit Score Min. 8 base 10 on vital parameters

e) Feedback Score (semester wise) Tech and Non-Tech 4.3 base 5

f) Attendance in Student Appraisal >=80%

g) Leakage %age from the Batch <=5%

h) IOS Conducted wherever applicable 100%

i) Student appraisal scores

i) Module/Course tests (Mean) 60%

ii) ISAS / Project Presentations (Mean) 75%

iii) Module/Course tests (Pass%) 80%

j) Conduct CGT (1 in every semester) 100%

k) Slippage (Running Batch) <=10%

l) Slippage (Batch end - % batches ending with slippage ) <=10%

Also refer to any changes made to the interpretive guidelines locally during Centre Review. Norms mentioned above are minimum every centre needs to achieve.

** If any parameter is not relevant for the period, then the Max score needs to be made Zero for the parameter.

Final Score < 50% - RED; 50-80% - AMBER; >80% - GREEN


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Work Instruction For Closing Of Batch File EDL.WI.03:02

A batch is inspected for closure after the completion of the batch. The batch has to be closed within 30 days of the last session for the batch and once the batch has been delivered the required services and all pending non-conformities have been disposed off.

Step# Process

Pre work to be done by the faculty.

The faculty has to ensure that the batch file is up to date and all the latest reports are taken from Encore/Vista and filed in the

batch file, particularly the Batch Schedule Report, Semester Consolidated Mark sheet & Batch Register

All students required to take Supplementary Exams have taken the exams and their marks updated in Encore/Vista

Ensure that all unclosed actions on the BMS are acted upon and disposed of Before the last session, ensure all students are either transferred to higher semester batches by

signing on the Batch Allocation form or apply for break by submitting the Break form. Also refer to PNF.SBT.

Students, who complete their program, should be counseled for upgrade and for those who do not upgrade certification process is initiated.

the SSA generates certificates (graded/lower program/participation) for all students completing the course with that semester Note: For select programs e-Certificates will be issued. They will be automatically available on niitstudent.com post program completion.

During the

Review

The GL inspects the batch to ensure compliance in the following areas:

Delivery of Sessions

Check for conduct of the semester till the last session and attendance is marked and updated in Encore/Vista.

Checks for the conduct of special sessions like IOS and CGT and updation of attendance in Encore/vista

The GL also records EOB status of the batch on the Batch Monitoring Sheet under the special heading of End of Batch status in terms of Leakage, Students who obtained SWAP >= 50%, Slippage

Pending Commitments/actions

Reviews the Batch Monitoring Sheets to check if any actions are still pending for closure

Checks to see if all actions planned for the batch based upon the last FB session has been closed

Reports

Check for availability of all reports like SCM, OLT/NAS Batch Reports, Batch Register

Validate the accuracy of the SAP logs and the SCM (only in case of ISAS/Project). Checks to see if all marks have been updated for all students for all modules

Supplementary Exam

Checks to see whether students who were required to take Supplementary Exams have given the exam, and whether marks have been updated in Encore/Vista

Certification Checks to see if Certificates have been generated all students who are not proceeding to the higher semester

Student Movements

The GL should ensure that at the time of batch closure there should be no student in the batch in Encore/Vista whose status is VALID. As already described earlier, all students in the batch at the end of the batch should either be moved to higher semester/break/pp waiting or certif. status at the end of the batch

The GL should check whether the documentation (and relevant updations done in Encore/Vista) is complete for students who have been moved to BREAK


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Placement & PP

Along with CGE/IC-NSM:

Check to see if all eligible students (Non-GNIIT/Non-Career) have enrolled for placement by submitting the placement registration form

A list of all eligible students (Non-GNIIT/Non-Career) who are deferring their placement (only applicable to students who have not completed their graduation) should be handed over to the CGE/ IC-NSM, for filing

All GNIIT students eligible for PP should have submitted their Student Profile sheet for PP

GNIIT students who wish to defer PP (only applicable to under graduates), have formally applied for the same. Such students should be moved to PP DEFRD status

At the end of the review

Note down observations and non-conformities including pending action not yet closed/aborted.

If there are no pending non-conformities yet to be disposed off, sign the Batch Monitoring Sheet (EDL.FM.06).

The Cover sheet of the batch file has to be updated Put “Batch file closed” on the cover of the Batch File along with the signature and date. The batch must be closed in Encore/Vista. The complete set of documents of the Batch file is to be retained as per the retention

norms.

Work Instruction For Batch Faculty Change and Batch Hand-over review EDL.WI.04

This work-instruction is followed for a mid-semester change of batch faculty for a batch. The GL of the faculty taking over the batch reviews the status of the batch being taken over as follows:

Step# Process

1. The current batch faculty fills the Batch Hand-Over Checklist (EDL.FM.03:03) for the batch being

handed over.

2. The current batch faculty along with the new faculty member and the respective GLs together review the batch file and the Batch Hand-over Checklist. The Review necessarily includes all points mentioned under EDL.WI.01 as preparation by Faculty. The status is verified and action plans, with deadlines, for any deviations found are documented on the Batch Monitoring Sheet.

3. The GLs, the current batch faculty and the new faculty member sign on the Batch Hand-over Checklist to indicate complete hand-over. Batch is transferred on new faculty name in Encore/Vista by GL.

4. The Batch Hand-over Checklist must be filed in the Batch File.

Note: 1. In case where the batch is taken over from a GL or is being handed over to a GL, the HOC/CH replaces the GL in the work-steps given above. 2. In the absence of the current batch faculty, the GL of the current batch faculty substitutes for the current batch faculty.


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Work Instruction For Administering and Processing Feedback EDL.WI.05:02

At the end of each Module that is delivered, a Module Feedback needs to be taken as per the milestone. The purpose of the feedback is to facilitate a faculty to assess his/her own performance as seen through a collective analysis of student responses. The faculty can thus identify his/her strengths and weaknesses. It is a tool, which aids in the faculty ’s self-development and provides assurance of quality to students. It also gives the Centre an opportunity to take corrective measures on any area of student dissatisfaction. It also helps the institution to

to reassure students of our professionalism, value of the course and the concern for quality To enable students to voice their feelings and opinions and retain a positive regard for the institution

Only the CH/HOC, GL or a designated senior staff member must take the Feedback

Step # Process

At the Beginning of each Month

At the beginning of each month, the GL/Senior faculty takes the FB Schedule from Encore/Vista. Alongside each FB session, the GL nominates a staff member who will conduct the FB. This list is then put up on the Faculty NB and communicated to all concerned staff members.

10 days prior to a feedback

session

Make sure that the Batch Faculty conducts the Module Objective Attainment Feedback session (if applicable) and organizes a Recap session or individual counseling sessions based on the findings.

1-2 days before the feedback session

The NSM, who will be handling the FB needs to ensure the following: 1. Be familiar with the students' profile 2. Study the Batch Monitoring sheet to understand issues 3. Study previous feedback scores, if any 4. Check for closures of actions on previous feedback given 5. If some actions have not been closed, then work out a solid action plan to close the same 6. Check with faculty if any informal/verbal feedback has been given by students & if any action has

been taken on it

7. Ensure familiarity with the Questions in the feedback form as well as the Batch Code, Module/Course and Semester

During the Feedback

1. Begin the session by re-visiting previous feedback and status of action closures of the same. 2. Get into an informal discussion with the students on the Module before asking them to fill in the

form. This is critical because when they speak out their issues or share their areas of discomfort, the feedback that they give through the formal feedback will be more constructive!

3. Build up confidence of students - explain that F/B will be confidential & will not be revealed to anyone unless required

4. Filling up the Feedback form a. Explain the questions to the students especially if it is the 1

st feedback that they are

giving b. Ask the students to give reasons for the ratings but do not force them to do so. This will

make them think before giving a rating. And this is the only way of knowing what has gone wrong or right in the EDL of the module

c. Ask the student to write "2 Things I like most ", " 2 Things which require improvement" and '2 Suggestions" at the back of the form

d. For question " Action taken on previous module feedback”, ask the students to write the feedback given in the last feedback/ communicated verbally to faculty/CGRS & then give the rating

5. While collecting the feedback, randomly check through the forms and check to see if some critical conclusions about the delivery of the module can be made. Then discuss top-of-mind conclusions with the students to get more insights

6. Conclude the session by thanking them for the time, by informing them about CGRS and promising to take actions on their feedback.

7. GL will also update students to verify their marks against each module/course on niitstudent.com and update SSA in case of any discrepancy. Also update students that post appraisal if required they can apply for supplementary within 7 days.


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After the Feedback

1. Discuss the Feedback with the faculty 2. Summarize the descriptive feedback given by the students both verbal and written and record the

same in the Batch file 3. The Faculty and GL have to work out action plans for the feedback given by students, with a clear

responsibility and deadline. Please note that some of the actions taken may apply to the entire centre across all batches.....in this case, please ensure that the rest of the Faculty team and CH/HOC are kept informed.

4. The GL/NSM will need to update Encore/Vista. 5. If there is any feedback score > norms, highlight the same and appreciate the faculty for it.

Similarly if there is any feedback which is lower than norms, identify the root causes and then work out the actions

6. The actions along with deadline should be communicated to the students in the next session (it is recommended that the GL or the person who conducted the FB do this activity)

In case of any concern share the same the CH/HOC on priority and necessary actions to be taken. In CRM, review the status.

15 days after the feedback

Check for closures of actions of the Feedback Session conducted by you and take corrective actions if necessary

Guidelines for Conduct of CGT EDL.WI.06

1. Explain to students the difference between a career and a job. 2. Discuss opportunities available in the IT industry and what skills are required for various kinds of openings 3. Assist students in identifying their strengths and weaknesses and what they should do to overcome them. 4. Evaluate student ambitions (short and long term) 5. Discuss possible constraints in a particular career option like traveling for marketing type of jobs, etc., 6. Share information on past number of Placements, PP allotments, company names, student achievements w.r.t.

student profile Vs opening, work content, avg. salary/ stipend etc., 7. Motivate students to aim for higher achievements.

Work Instruction for conducting the IOS sessions EDL.WI.07:02

Prior to this session students eligible for IOS are given IOS kits. Before attending the contact session, student is expected to go through the IOS Kit and come prepared with the queries.

IOS Contact time is scheduled for providing personal counseling to the GNIIT students on IOS. The scheduled date and time for the batch is communicated to the students via Notice Boards as well as in the class room. It is compulsory for the student to attend the personal counseling session. The service is considered as deemed delivered if the student absents himself / herself from attending this session. The discretion to schedule the student for another personal counseling session lies entirely with NIIT Centre.

Students are met on a one-to-one basis/in group by the CGE/IC-NSM during the session. In the last semester (before PP Starts) the individual counseling session is converted into a profile discussion, which will be conducted by the CGE/IC-NSM/ IC team. Refer Procedure for Professional Practice PNF.PPP (work instructions for PP planning) for the detailed process and records created.

CGE/IC-NSM handles STEPS(structured training enhancement preparation skills) for GNIIT students during last semester (before PP) STEPS is a sequence of activities planned in a phased manner for the student to prepare himself for the world of work. This session will act as a refresher for the students who have undergone the IOS sessions in their earlier semesters. At the end of the STEPS session the student gives an indication of whether he would register for PP immediately on completion of last semester (before PP) or would be deferring his PP (for undergraduates only). This information along with Personal information is maintained by CGE/IC-NSM and is used for follow-up at Regular intervals.

This process will ensure that regardless of whether the student is shortlisted for PP or defers it, he would have been told the process & importance of PP thereby reducing the chances of a Downgrade. This will also give the additional benefit to CGE/IC-NSM who will be able to track loads expected. Note: At NWC centres, IC-NSM handles this process. Responsibility of the student remains with the centre as well as the IC Team as mentioned below till the PP starts:

The centre will be responsible for preparing the student for interviews, taking action based on the feedback, helping the IC team in profile matching and contacting the student during and after completion of last semester( before PP) till PP allotment . The IC team will be responsible for finding a PP site within the time norms.


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Work Instruction For Conduct of Classroom Quality Audits EDL.WI.08:01

One of methods that is to be used to assess the quality of education delivery, inside the classroom is the Class Room Quality Audits. These Audits are done by the GL/ /Delivery Head/TDE/TSE/Senior faculty member. The GL has to drawn up the CRQA/MRQA Schedule for the month such that a minimum of 2 Class room audits are done for each batch (Career) during a semester. If a faculty is handling a module/course for the first time, CRQAs has to be necessarily done for the batch. The Audit is done using the format EDL.FM.08.03 and using the guidelines give below. At the end of the CRQA corrective action plans are drawn and the scores & improvement areas discussed with the Faculty. The status of action plans is also discussed during the subsequent Batch Education Delivery Review with the GL. The scores of the CRQA are also uploaded on to the CRQA tracking tool on www.niitstaff.com to facilitate further analysis and identification of common trends.

The CRQA evaluates a faculty and the Delivery of the session on 7 primary parameters, within which there are sub parameters. Some of these parameters are categorized as VITAL. These are critical elements which are necessary for the conduct of every session. A problem in any one of these areas basically means that the session has not been delivered as per NIIT requirements or methodology. In such cases rigorous and comprehensive plans have to be drawn up which are also long term solutions. In case of VITAL issues, the plans have to be recorded on BMS. Evaluation Guidelines:

# Parameter Rating[1-10] Category Threshold Scoring Guidelines

I Introduction :

i Recap of Previous Session (Objectives,

MR Experience, dipstick Quiz) If no recap done - 0 , if done -5 , based on quality of

recap additional score to be given like objectives of

previous session highlighted, Refreshing the memory

by small quiz, In case of MR Session – Experience

and reiterating on the Facts of the exercises etc

ii Objectives and Learning Expected from

current session VITAL 8 If objectives not discussed - 0 , if discussed -5 ,

based on coverage of learning , logical fit into the

flow of the module/course etc additional score to be

given

iii Student Interactions If no evidence on specific interaction with students in

line with the guidelines - 0 , If any evidence of

student interaction - 5 , depending on the depth and

comfort in handling the interactions additional score

to be given

II Conduct of Session

i Base Concepts VITAL 8 If technical errors are evident - 0 , If new concept is

explained in a simple , logical fashion and in an

understandable manner - 5 , based on usage of

additional tools like drawings , examples , scenarios

tech / non tech etc additional score t be given

ii Value Addition If there is no reference to example to content outside

the courseware - 0 , if there is any evidence of value-

add - 5 , depending on quality of extra-reference /

value-add additional score to be given

iii Usage of White Board VITAL 8 If white board not used - 0 , minimally used - 5, used

effectively - additional score

III Usage of TIRM

i Use of TIRM Slides as guides VITAL 8 if TIRM not used -0 ,used – 5, if used covering all

aspects mentioned in TIRM for conduct of session,

additional score to be given.

ii Reference to Student Guide VITAL 8 if relating to student guide does not happen - 0 , if it

happens - 5 , if done effectively and consistently -

additional score

iii Evidence of comfort level with CGs if there is no evidence of CG usage - 0, if there is

evidence - 5, if effectively handled session as per CG

- additional score

http://www.niitstaff.com/


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iv Relevant References to Appendix not done when relevant - 0 , done when relevant - 10

v Preparation and adherence to Detailed

Session Plan Detailed session plan not available - 0, available - 3 ,

available and followed - 5, based on effectiveness

and completeness of adherence - additional score

IV Student Participation If none of the guidelines followed - 0, if followed then

5, based on effectiveness of nurturing student

participation additional score

V Close No summarization - 0

i creating awareness of related

clauses/functions/syntax/topics If summarization involves only current topic - 5 , if

summarization involves relating to other techniques ,

s/w , tools then additional score based on the quality

ii a check on status of WBT Self Learning

and niitstudent.com usage If not done when applicable - 0, if done - 5 , based on

quality of discussions related to WBT - additional

score

iii tips on preparation for the next session,

if it is a MR Session then a read thru the

exercises

VITAL 8 if not done - 0 , if done - 5 , if done in detail and

completely - additional score

VI Faculty Preparedness

i FACT Score & # of Attempts VITAL 8 10 - if cleared FACT at 1st attempt , 9 - 2nd attempt ,

8 - 3rd attempt , 0 if not FACT cleared

ii Mocks given and CRQAs done If mocks done and evidence of CRQA's for the faculty

are available and improvement on previous action

points - 10

iii Evidence of Additional Reading /

Reference If no evidence - 0 , else 10

VII Student Management Skills

i Ability to handle complex queries If unable to answer queries - 0, else based on

completeness and accuracy of answer - score given

ii Credibility with the students If students seem to be showing evidence of disrespect

due to faculty's technical incapability - 0 , else 10

iii Rapport with the complete batch If the batch is in faculty's control , cordial but firm

handling, friendly atmosphere - allocate scores else -

0

Note:

o Focus has to be on Conceptual clarity, usage of examples, ability to relate to application areas rather than just syntax/semantics

o Every sub-parameter will be rated on a scale of 10 and average of all sub-parameters rating will be the rating of the primary parameter.

o For all parameters categorized as VITAL, the parameter will be rated as “RED” when the score is less than the threshold value i.e. 8

o If more than two VITAL parameters has been rated RED or final score <50 then the session is rated as RED o Mark ‘CONCERN’ against any non VITAL parameter whose score is less than 8 o For all parameters marked as ‘CONCERN’ the supervisor works out action plans with the Faculty and the same is

recorded on the Batch Monitoring Sheet (EDL.FM:06:01) o If the session has been rated RED then rigorous and detailed action plans need to be drawn up and recorded on

a BMS. The plans will include (depending upon the parameters), plans for technical learning, completion of additional MR exercises, projects, Mocks, industry orientation/ additional inputs by GL/Sr. Faculty/CRQAs etc

o A final score out of 70 or % and the overall rating is given at the end of the audit Final Score < 50 - RED; 50-60 - AMBER; >60 - GREEN


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Work Instruction For Conduct of Machine Room Quality Audits EDL.WI.09:01

One of methods that is to be used to assess the quality of education delivery, inside the machine room is the Machine Room Quality Audits. These Audits are done by the GL/ TDE/TSE/Delivery Head/Senior Faculty Member. When the GL draws up the MRQA schedule for the month, he/she marks some of them as Machine Room Quality Audits. The Audit is done using the format EDL.FM.17 and using the guidelines give below. At the end of the MRQA corrective action plans are drawn and the scores & improvement areas discussed with the Faculty. The status of action plans is also discussed during the subsequent Batch Education Delivery Review with the GL. Since completion of MR exercises by the student is very critical to the student’s learning and overall conceptual understanding, the emphasis during the MRQA is to assess the faculty’s control and ability to guide the students towards the same.

Evaluation Guidelines The MRQA evaluates a faculty and the Delivery of the session on 7 primary parameters, within which there are sub parameters. Some of these parameters are categorized as VITAL. These are critical elements which are necessary for the conduct of every session. A problem in any one of these areas basically means that the session has not been delivered as per NIIT requirements or methodology. In such cases rigorous and comprehensive plans have to be drawn up which are also long term solutions. In case of VITAL issues, the plans have to be recorded on BMS.

# Parameter Category Scoring Guidelines

I Preparedness & Rigour

i Availability of Paper and Pen Solutions with the students &

monitoring the same before the MR

If ALL students have done the same then

10; if more than 50% of the students have

come unprepared then 0

ii Session starting and ending on time

If all students come on time and wind up

on time then 10; if more than 50% of the

students walk-in/walkout late then 0

iii Infra Status - # of Nodes working Vs # of students present

10 points if Students are all machines on

a 1:1 ratio or as prescribed in the policy;

else 0

iv Availability of requisite software

10 points if all Students are able to

access the necessary software

immediately on login ; else 0

v Providing students the requisite data files and part programs as

prescribed in the CG

10 points if Students are provided the

necessary data files and part program as

prescribed in the CG; else 0

II Conduct of MR Vital

i Ensuring all students are able to logon and access required

software within 10 min. of start time If students are finding it difficult to access

the session, then less than 5

ii Ability to provide attention to all the students during the MR

If faculty is able to oversee the work

being done by ALL students then 10; if

faculty remains seated at one terminal

then 0

iii Problem Solving ability of the Faculty (including Minor

Hardware problems)

If faculty is able to resolve all software;

program related and infra related

problem without taking too much time

(approx 5 min) then 10;

iv Debugging skills

If faculty is able to guide the student

without actually using the keyboard(ie

should give tips to the student) then 10;

else between 5-10 if less than 5-10 min is

taken to resolve a bug


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v

Bridging any common gaps in understanding / mistakes which is

observed during the MR, by addressing all the students in the

MR

In case student are facing a common

problem, bug, conceptual error the

faculty should 'educate' the batch

immediately

III Student Tracking & Participation Vital

i % age of Students attending the MR If 80-100% attendance then 10, less than

60% =0

ii Updating Batch file with attendance details

10 points for Carrying the batch file to

the MR and updating attendance during

the MR ; else 0

iii Updating Batch file (MR Exercise Tracking Sheet) with student

exercise completion status

10 points for going around the MR at the

end of the session, discussing status with

the students and updating records; else 0

iv Monitoring & promoting usage of niitstudent.com Monitoring = 5 points; Usage = 5 points

v Monitoring & promoting usage of WBT Monitoring = 5 points; Usage = 5 points

IV Student Management Skills & maintaining discipline

i Ability to handle complex queries

ii

Credibility with the students & Control on batch

iii

Rapport with the complete batch

iv

Counseling students who are unprepared for the MR/ not

completing their exercises

v

Working out action plans (e.g. booking extra machine time) for

students who haven’t completed the session

vi Logging Infra Problems in the Infra Logs If any problem is encountered and the

problem is not logged then 0

Overall Score (out of 40) or %

Overall RATING (Red/Passed)

Note:

o Every sub-parameter will be rated on a scale of 10 and average of all sub-parameters rating will be the rating of the primary parameter.

o For all parameters categorized as VITAL, the parameter will be rated as “RED” when the score is less than the threshold value i.e. 8

o If any VITAL parameter has been rated RED or final score <25, then the session is rated as RED o Mark ‘CONCERN’ against any non VITAL parameter whose score is less than 8 o For all parameters marked as ‘CONCERN’ the supervisor works out action plans with the Faculty and the same is recorded on

the Batch Monitoring Sheet o If the session has been rated RED then rigorous and detailed action plans need to be drawn up in the BMS. o A final score out of 40 or % and the overall rating is given at the end of the audit

Final Score < 25 - RED; 25-35 AMBER; >35 - GREEN


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Work Instruction For Conducting a Machine Room Session EDL.WI.10:01

For every MR session the batch faculty and the availability of a Machine Room Coordinator is recommended.

Prior to the MR session

The Faculty

should have given tips and discussed the MR exercises with the students in the previous Class room session

Should also ensure that the required software and hardware is available and in working condition in the MR venue before the session. Special care should also be taken to ensure that the Data files and part programs are available as per the CG specifications

Should have instructed the students to come for the MR session with a paper and pen solution to the exercises

During the MR session

Check for the availability of the paper and pen solution with the students. Students who have not come prepared should be counseled

Assist the students by providing them with the data files and part programs if applicable

Assist the students by giving pointers when they are not able to proceed with the solution or encounter a bug.

Either the faculty/student should record any hardware or software problem encountered during the session in the Infra Logs

At the end of the MR session

Check individually with each student on status of completion of the exercises and accordingly updates the MR Exercise Tracking Sheet (EDL.FM.16:01).

Update attendance in the Education Delivery and Attendance log

Makes any due General Announcements / Student Communication

It is also recommended that Faculty acknowledges Birthdays of students or any special achievements

Furthermore, the faculty updates the Batch Monitoring Sheet (EDL.FM.06) for any observations, non-conformities

In case of Project MR sessions, students should be directed on saving their files in a secure folder

After the MR session Updation of Encore/Vista

Booking Extra Machine Time for students who require the same

Sending absentee letters/e-mails

Calling up and speaking to parents on a need basis

procedure name procedure for education delivery procedure

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