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Version 1.0 (August, 2016)
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Manual for Standard Operating Procedure
Skill development training by Himachal Pradesh Kaushal
Vikas Yojana
Pilot Phase
Himachal Pradesh Kaushal Vikas Nigam, Shimla
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Introduction
The Manual for Standard Operating Procedures (“Manual”) for the Pilot Phase of Skill development
training by Himachal Pradesh Kaushal Vikas Yojana has been developed as ready reference for all
stakeholders involved in the programme’s implementation.
The Manual describes step-wise processes and maps them with the responsible process owner, along
with providing general guidelines on each module. Wherever applicable, related documents
(formats/guidelines) are mentioned alongside each process and some will be included before the
commencement of training. Although most processes are sequential in nature, in the order of the
modules as described, it must be understood that some processes shall run simultaneously for the
programme timelines to be achieved (mentioned in annexure -25). An important mandate for the
Himachal Pradesh Kaushal Vikas Nigam (HPKVN) is to develop a Skill Development and Career
Management Portal that would act as a common platform for various stakeholders in the skill
ecosystem. However, as several features of the MIS portal are currently under preparation, all MIS-
related processes in this manual shall also be carried out offline (through files) or through email, as
detailed herein. This Manual has been developed in consultation with various stakeholders including
HPKVN officials, Sector Skill Councils, and training service providers. The Manual is applicable only for
the pilot phase of implementation of the scheme and any changes in the manual will be shared with the
TSP for ready reference. As the programme enters the second phase of implementation (post-pilot),
there may be corresponding changes in the processes described herein.
Pursuant to the issue of this Manual, stakeholders may direct any queries or inputs to the HPKVN State
Team at [email protected].
Version Control
Version Number Released on
Version 1.0 August, 2016
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Abbreviations
Abbreviation Expanded Form
HPKVN Himachal Pradesh Kaushal Vikas Nigam
HPKVN DT HPKVN District Team
HPKVN ST HPKVN State Team
HPKVN QA HPKVN Quality Assurance Team
LoA Letter of Award
NOS National Occupation Standards
NSQF National Skills Qualifications Framework
QA Quality Assurance
QP Qualification Pack
SSC Sector Skill Council
SDMS Skill Development Management System of NSDC
TSP Training Service Provider
TOT Training of Trainers
Definitions and Interpretations
(i) “Day” implies “working day” as given in the Himachal Pradesh Government Calendar
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Table of Contents
Background ............................................................................................................................................................... 5
Overview: Core Processes ........................................................................................................................................ 7
1. On-Boarding of TSP ........................................................................................................................................ 8
2. Mobilization and Selection of Candidates .................................................................................................... 11
3. Training Centre Approval .............................................................................................................................. 17
4. Batch Approval .............................................................................................................................................. 20
5. Training Delivery ...........................................................................................................................................22
6. Assessment and Certification of Trainees .................................................................................................... 25
7. Wage/Self Employment and Subsequent Tracking .................................................................................... 28
8. Requisition and Payments............................................................................................................................ 29
9. Programme Monitoring by District Team ....................................................................................................34
10. Annexure (Formats) ..................................................................................................................................... 38
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Background
Purpose of the Document
The Manual for Standard Operating Procedures (“Manual”) for the Pilot Phase of the skill development
program to be implemented by Himachal Pradesh Kaushal Vikas Nigam has been developed as ready
reference for all stakeholders involved in the programme’s implementation.
The Manual describes step-wise processes and maps them with the responsible process owner, along
with providing general guidelines on each module. Wherever applicable, related documents
(formats/guidelines) are mentioned alongside each process. Although most processes are sequential in
nature, in the order of the modules as described, it must be understood that some processes shall run
simultaneously for the programme timelines to be achieved.
This Manual has been developed in consultation with various stakeholders including HPKVN officials,
and training service providers. The Manual is applicable only for the pilot phase of implementation of
the Pilot.
As the programme enters the second phase of implementation (post-pilot), there may be corresponding
changes in the processes described herein.
About the Scheme
Himachal Pradesh Kaushal Vikas Nigam’s (Henceforth referred to as “HPKVN”) Pilot scheme (“the
Scheme”) aims to skill the youth of Himachal Pradesh with the aim of providing them wage or self-
employment leading to increased earnings, and/or improved working conditions, and/or opportunities
to move from informal to formal work sectors. Such skills shall be imparted through
institutions/agencies, hereinafter referred to as “Training Service Providers” (TSPs), in line with the
guidelines specified herein.
Payment terms and schedule shall be guided by the Common Norms notified by the Ministry of Skill
Development and Entrepreneurship dated 15th July, 2015, related circular dated 27th May, 2016 (No.
HPKVN – 1(41)/2016 – 178 -189) and the guidelines uploaded on HPKVN website.
The Scheme aims at demand-driven and industry-relevant skill development through Training Service
Providers empanelled with HPKVN in a manner that is aligned with the National Skills Qualification
Framework (NSQF). Skills training shall be imparted in sectors identified as high-opportunity for the
state of Himachal Pradesh, as listed in Annexure-1
Soft skills (which would include computer literacy, language and workplace inter-personal skills
relevant for the sector/trade) would be an integral part of the skills training processand must be
suitably integrated into the modules of all the courses listed in Annexure-1. Cost norms of all courses
listed in are given in Common Norms notified on 15th July 2015 by Government of India, to be read in
conjunction with related circular dated 27th May, 2016 (No. HPKVN – 1(41)/2016 – 178 -189) and the
guidelines uploaded on HPKVN website.
Provisions under the scheme shall adhere to the Common Norms for Skill Development Schemes
(hereinafter “Common Norms”) notified by the Government of India from time to time, unless stated
and justified otherwise, to be read in conjunction with related circular dated 27th May, 2016 (No.
HPKVN – 1(41)/2016 – 178 -189) and the guidelines uploaded on HPKVN website. . Any deviations/
modifications pertaining to the state of Himachal Pradesh henceforth would be notified appropriately
to the TSP.
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Following are the key elements of the scheme:
(i) Scheme Beneficiaries
The scheme will focus on youths of the state with domicile status in the age group of 18-35 years.
(ii) Sectors and Trade covered under the scheme
Youths from the state will be trained in 8 high-impact sectors.
The TSPs will ensure approval from respective Sector Skill Councils to their design of the required
Qualification Pack (QP) based curriculum.
(iii) Key Stakeholders
Following are the key stakeholders in regard to the scheme implementation process
HPKVN
Planning Department
Finance Department
Economics and Statistics Department
District Administration of concerned districts in Himachal Pradesh
Sector Skill Council(s)
Selected Training Service Providers
Assessment Agencies of SSCs
Trainees / Beneficiaries
Concerned Authority of Aadhaar
Banks and Financial Institutions
Industry Associations & Employers
(iv) Institutional Arrangement
The institutional arrangement for implementation of the pilot phase of the scheme is laid out below:
Implementing agency: HPKVN – State Team and District Team
Implementation partner: Training Service Providers (TSPs)
Assessment & Certifying Agency: Sector Skill Councils to allot assessing agencies for post
training assessment; SSCs to provide NSQF certificates to successful candidates, through the
SDMS.
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Overview: Core Processes
VI. Assessment
& Certification
Assessment
Certification
Re-Assessment, if any
II. Trainee Mobilization & Selection
Skill Mela and Counselling
Candidate Registration and record keeping
Batch Finalization
III. Training Centre
Approval
Setting up of Training Centre
Physical Verification by HPKVN
Centre Operation Go-Ahead by HPKVN
IV. Batch Approval
Curriculum Design
Training and Activity Plan
OJT Plan
Approval of Training Design by HPKVN
V. Training Delivery
Curriculum Design
Training Plan
Attendance
QA by HPKVN
Internal Assessment by TSP.
OJT
VII. Placement &
Tracking
Placement / Credit Facilitation
Tracking through periodic update
I. On-boarding of
TSP
Selection of TSPs
On-boarding through file records.
Training of Trainers and Assessors.
HPKVN, through the Pilot Scheme, envisages to implementation of NSQF compliant trainings through reputed and well established TSPs.
Training centres shall be subjected to physical verification before trainings are authorized to run. Standards shall be enforced through mandatory accreditation of centre by the concerned SSC/s.
HPKVN seeks to raise awareness on skills among the youth & their families through skill fairs. Candidates shall be counselled by TSPs to match aptitude and aspiration with courses.
Curriculum shall be as per the QP/NOS mandated by SSCs. TSPs shall submit a day-wise plan for covering the curriculum. TSPs shall also indicate the expected dates of batch initiation, OJT and assessment.
Attendance shall be monitored to improve the quality and accountability of training. There shall be periodic verification and QA by HPKVN to ensure compliance and authenticity of submissions. The training at the Centre would be followed by OJT(where mentioned in the model curriculum).
Assessment shall be through SSC affiliated third party assessment agency in order to ensure quality assessment. Certifications shall be by the concerned SSC.
HPKVN’s prime focus is to enhance employability in terms of wage-employment or self-employment. TSPs are mandated to place 70% of trainees for receiving the entire final instalment.
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1. On-Boarding of TSP
Guidelines
i. After execution of the Agreement between HPKVN and the Training Service Provider (TSP) for implementing the Pilot Scheme, the TSP would need to be on-boarded through MIS (If Active) / Offline (files)
ii. All MIS/Training related processes in this Manual shall also be carried out offline (files) or through email. Appropriate MIS support would be provided through limited functionality.
Process Overview Process / Activity Process
Owner Location Timeline Associated
Documents/File/Format
1.1 E-mail by TSP for Registration to HPKVN TSP Email Within one day of contract signing
Annex-2
1.2 Confirmation reply to TSP about receipt of registration request
HPKVN ST Email Within one day of emailed received from TSP
1.3 Unique physical file to be opened for each TSP with all relevant documents e.g. Letter of Award (LoA), Acceptance of LoA, Signed Agreement between HPKVN and TSP, Bank Guarantee of TSP, and any related correspondence and legal documents
HPKVN ST HPKVN HQ Within two days of receiving of the email from TSP
HPKVN ST to open a government file for record keeping
1.4 TSP’s file to be sent to MD, HPKVN for approval.
If approved, scanned copy of MD’s approval to be e-mailed to HPKVN DT and original copy to be put in respective TSPs file
If not approved, reasons for the same to be communicated to the TSP for further action / remedy by TSP. The communication should be via email to the TSP
HPKVN ST HPKVN HQ Within one day of creation of file
Annex-3
1.5 HPKVN DT to open a unique physical file for each TSP in the district, with copy of approval by MD, HPKVN
HPKVN DT HPKVN DT Office
Within three days after approval from MD, HPKVN
HPKVN DT to open a government file for record keeping
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Process / Activity Process Owner
Location Timeline Associated Documents/File/Format
1.6 TSP request for on-boarding accepted by HPKVN and same is communicated to TSP via a formal letter to be sent across via email to TSP
In case of MIS:
Depending on the readiness of the MIS portal further functionalities will be updated in future version of SoP
HPKVN ST HPKVN HQ / MIS
Within one day of after approval from MD, HPKVN
Annex-3: Format for letter of approval
Training of Trainers
1.7 TSPs would intimate names of trainers to HPKVN, for undergoing ToT
HPKVN QA Within 5 working days of TSP request for on-boarding accepted by HPKVN
1.8 Dates and Venue of ToT would be decided and conveyed to all.
a) Duration of ToT is three days. b) Venue should have classrooms – at least two
per Sector, and four additional administrative rooms. It is best suited in an ITI/School/College or administrative building.
HPKVN Admin 15 days before commencement of ToT
1.9 a) HPKVN would obtain names of Assessment Agencies from relevant SSCs, for the Program.
B) HPKVN would then obtain names of Assessors for each Job Role from the Assessment Agencies.
c) HPKVN would then ensure the attendance of Assessors for the first day of ToT only.
HPKVN QA
1.10 HPKVN would participate with SSCs in training of trainers (ToT) and Training of Assessors. The training is in two parts:
1. Technical Aspects, where the trainers & assessors are aligned to the Course Modules
2. Facilitation Aspects, where the trainer is aligned to methods of transfer of learning
HPKVN QA ToT should finish 4 working days before commencement of mobilization of trainees
TSPs to pay to relevant SSCs @ Rs 5000 per trainer for the ToT, through HPKVN.
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Process / Activity Process Owner
Location Timeline Associated Documents/File/Format
between trainer and trainee. Assessors are aligned to Assessment Criteria as laid down in QP.
The 3 day schedule for ToT is as follows: Day 1 (first half) – SSC Reps hold sessions and discuss the QP, Courseware and content related issues with trainers & assessors of their Batches (total 8 groups for 8 sectors) Day 1 (second half) – SSC reps conduct assessments on content related aspects separately for trainers and assessors. Day 2 - Discussion on soft Skills Program and facilitation skills, good practices, things to avoid, conduct of role-plays, practicals, and internal assessments. To be conducted by TVET Specialist ADB/ other facilitator with HPKVN & PwC support. Also briefing on reporting processes by HPKVN/PwC. Day 3 - Practice mock classes and assessments of trainers by HPKVN on softSkills.
1.11 Coordinate with all SSCs involved in the training program (based on job roles) and ensures one Master Trainer from each SSC is present for the ToT.
HPKVN QA
1.12 Ensure only those trainers and assessors who qualify the ToT are allowed to participate in the Program
HPKVN QA
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2. Mobilization and Selection of Candidates
Guidelines
Candidate Profile
i. The target beneficiaries for the Pilot Scheme are youth of Himachal Pradesh in the age group of 18-35 years. Candidates may avail the benefits of skill development training only once under the pilot phase of program.
ii. Persons who have undergone skill development training under any State or Central Government programme/scheme in the past and are yet unemployed may be considered for mobilization, but persons who have received training within the past one year should ideally not be included in this pilot. Information in this regard can be sought from the candidate himself/herself, and the district team involved in the process may do so through interview or informal communication.
iii. Candidates enrolling for a trade should meet the minimum qualification of the trade as mandated by the concerned Sector Skill Council (SSC). For aiding the selection of candidates, an indicative list of recommended maximum qualifications, corresponding to SSC-mandated minimum qualifications, is provided at Annex-4
iv. All candidates must possess Aadhar Cards and have a valid Bank Account.
Awareness Building and Mobilization
i. The State through its arms and implementing agencies will sensitize the community about the Pilot Skill training Program through relevant resource persons.
ii. HPKVN will support TSP to conduct awareness campaigns to provide information on skill training opportunities in the state and to invite applications from prospective candidates. Such IEC campaigns will be conducted with the help of Public Relations Department (PRD) Himachal Pradesh and through newspapers, radio, television, posters, banners, road-shows, nukkad nataks, etc. IEC templates shall be designed at the State level and shared with the District team and TSPs. At the district level, IEC shall be conducted by the TSPs, in line with the State-level IEC templates / guidelines.
iii. Skill Melas could be organised by TSPs at the district level with support from HPKVN. Such Skill Melas shall be organised by the TSPs in proper consultation with the district and state team. At Skill Melas, each interested candidate should be allowed to submit his/her candidature details including name, age,
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Aadhaar Card number (if any), contact details, educational qualifications, past work experience, and areas/sectors of interest for undergoing training. On submission of such details, the TSP(s) allotted to the district shall enter the candidate’s details onto the MIS portal (if available by then) else the same should be maintained by the TSP for future reference with one copy submitted to HPKVN. This will create a district-wise and training sector-wise waiting list of prospective candidates. This waiting list shall be utilized for mobilization of trainees as and when further trainings are planned in the state.
iv. During mobilisation of candidates at the skill melas, it shall be the TSP’s responsibility to provide counselling to candidates and their families on the nature of work in various sectors/trades, job opportunities, relocation/migration requirements, expected pay and entitlements, growth prospects and risks involved.
v. It is important to attract the candidates with information of the job they may get placed in, post the training. This is the biggest attraction for prospective trainees. For this adequate branding on the communication/IEC material is to be ensured by the HPKVN and TSP. Objectives of Skill Mela
i. Skill Melas should be organised with an aim to fulfil the following objectives:
To create mass awareness about the scheme and various others initiatives of Himachal Pradesh Kaushal Vikas Nigam;
To provide direct interface of TSPs with Trainees and their families;
To provide on the spot counselling to perspective trainees regarding skill trainings and its benefits;
To understand the skill training needs of local youths
To ensure adequate mobilisation of prospective trainees for the Skilling Program.
Protocol for organizing Skill Mela
i. The following protocol should be followed while organising Skill Melas:
The TSP should inform the state team and district team about a proposed Skill Mela at least 10 days before the planned date of organizing the program;
The HPKVN state team should identify an open area/ hall with capacity to accommodate at least 200 persons;
The TSP should prepare two banners for the program – one placed at the entrance of the venue and the other at a central location inside the venue;
TSPs allotted training targets in the district must ensure their presence at the Skill Mela;
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The location / venue for organizing the Skill Mela should be easily approachable;
The venue should have the alternative power supply;
The venue should have provision for separate toilets for male and female;
The venue should have drinking water facility;
The venue should be able accommodate at least stall of 5ft x 8ft from the TSP side;
There should be at least two representatives from each TSP to explain and give details of skill training opportunities to interested candidates;
One representative from the TSP should be available to counsel candidates and their families;
TSPs are required to register each interested candidate on candidate roster/Interim MIS, either at the venue or in the subsequent 3 days.
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Mandatory Documents related to Skill Mela
Registration book at Skill Mela venue to record basic details of all interested candidates
Photographs of the event (to be submitted by District Team to State Team)
Utilization certificate (to be submitted by District Team to State Team)
Report on conduct of Skill Mela (to be submitted by District Team to State Team)
Selection of Trainees
i. Final selection of trainees must be done by the TSP in consultation with the district level team of HPKVN, in line with steps 2.7 - 2.9 and the guidelines given at Annexure-4. The TSP may conduct psychometric test or other screenings to judge the aptitude of potential trainees for job role in which the skill training is to be provided.
ii. The list of trainees furnished by the TSP to the district team, at any time, should include relevant details such as trainee profile (including photograph), identity & age proof, address proof and caste certificate.
iii. The following shall be considered as valid proof of identity: Driving license, PAN Card, Aadhaar Card, Voter Identity card, Class 10th mark sheet / pass certificate or any other valid proof issued by Government.
iv. If the training for a particular Job Role is outside the Home District of the Candidate, or in another State, this should be understood by the candidate and endorsed in a document, to reduce chances of dropouts.
v. The following shall be considered as valid proof of address: Driving license, Aadhaar Card, Voter Identity card, Class 10th mark sheet / pass certificate or any other valid proof issued by Government.
Process Overview Process / Activity Process Owner Location Timelines Associated
Documents
2.1 Identification of catchment area for mobilization, possible locations for awareness/mobilization camps, and methods of generating awareness by TSP in consultation with HPKVN DT
TSP in consultation with HPKVN DT
TSP office in respective district
Activity to be started after signing of contract
2.2 Preparation of design for advertisement / IEC material for Preparation of HPKVN HQ Standard IEC
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Process / Activity Process Owner Location Timelines Associated Documents
promoting candidate registration at district level, and publicizing the awareness/mobilization camps. Advertisement / IEC shall carry details of all documents required for registration, including:
Photograph Identification Proof Address Proof Education Certificates Aadhaar Card (if available)
standard design for IEC material- HPKVN ST
And
Publishing of the IEC material at district level- TSP
material to be prepared and shared with each TSP for uniformity
2.3 Preparation of the basic IEC template for pamphlets, banners etc. by HPKVN ST (Common branding material for all IEC activity)
HPKVN ST HPKVN HQ Standard IEC material format will be circulated across to TSP prior to mobilization camp
Standard IEC material to be prepared and shared with each TSP for uniformity
2.4 Preparation of IEC material in line with HPKVN ST guidelines / shared material, and get it approved by HPKVN ST
TSP TSP office in respective district
2.5 Organizing district level awareness/ mobilization camps
Each camp should have counselling session(s) by the TSP(s) allotted to the district, keeping in mind location of TSP’s centre, possible catchment area and target beneficiary group
Venue should be appropriate for the objective
TSP with support from HPKVN DT and ST
Mobilization venue TSP needs to get the IEC material (prepared for camp) validated by the HPKVN ST 4 days before the camp
2.6 During the camp, collecting information from candidates on hard copy and subsequently uploading the same on MIS(if available) or maintaining the same for future reference and submitting a copy of record with HPKVN ST
TSP Mobilization Venue During the mobilization camp
2.7 Preparing a trade-wise list of all suitable candidates up to 3 times the batch size (along with reservation rostering) and submitting it to HPKVN ST for validation. Only candidates registered on the MIS portal (if available) or whose information is captured offline during mobilization can be proposed by the TSP
TSP TSP center Within one day after mobilization camp is over
2.8 Consultation on candidates between HPKVN DT and TSP:
Validation of candidate profiles submitted by TSP in lines with:
o Minimum qualification for respective trade
o Reservation policy
HPKVN DT and TSP
HPKVN District office
Within two days after the list is circulated to HPKVN ST for validation
Annex-4
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Process / Activity Process Owner Location Timelines Associated Documents
o Basic aptitude assessment report submitted by TSP
o And other criteria mentioned in Annex-4
TSP to prepare the list of candidate incorporating the inputs from HPKVN DT
2.9 Final selection of candidates (up to 30% over and above the recommended batch size) after inputs by HPKVN DT and communication with shortlisted trainees
TSP TSP centre Within two days after the list is circulated to HPKVN ST
Annex-4
2.10 Ensuring candidate registration on MIS TSP MIS
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3. Training Centre Approval
Guidelines
i. Each centre must have adequate amenities such as separate washroom facilities for girls and boys, provision for clean drinking water, first aid box, and a common computer with internet access. The list of mandatory infrastructure is provided at Annexure-5. Prior to initiation of training, centres shall be verified by the district team in order to check for compliance with mandatory standards. TSP must ensure the physical presence of the Project Head or Centre Manager at the time of such inspection.
ii. Each training centre must have well-equipped classrooms and laboratories as per the infrastructure mandate of the concerned Sector Skill Council. For ensuring adequacy of training infrastructure, all centres must be approved / accredited by the concerned Sector Skill Council before commencement of training (deemed to be the date of assessment) for the first batch at the centre. The cost for such centre accreditation shall be borne by the TSP.
iii. In case of skills training to Persons with Disabilities (PWDs), the TSP shall ensure that the training centre is accessible to PWD candidates and is fully equipped for their needs.
iv. For each training centre to be approved for initiation of training, the TSP must submit the Inspection Reports to HPKVN state team marking a copy to HPKVN district team approving the centre, as well as Centre Accreditation Certificate by the concerned SSC
v. For any grievance regarding non-adherence to timelines from HPKVN representative(s), TSP may submit an appeal by writing to MD, HPKVN.
Process Overview Process / Activity Process
Owner Location Timeline Associated
Documents
3.1 Infrastructure readiness
TSP to ensure basic infrastructure as per HPKVN’s mandatory compliance list
TSP to ensure technical infrastructure as per Sector Skill Council’s requirements for every trade to be offered at the centre
TSP Training Centre Within 2 weeks of Agreement signing
Annex-5
A Verification of Mandatory Infrastructure
3.2 Submission of centre details to the HPKVN state team along with a request for physical verification of centre
TSP TSP office Within 2 weeks of Agreement execution
Annex-6
Annex-7
3.3 Physical verification of basic infrastructure as per standards mandated by HPKVN DT Training Centre Within 5 days of Annex-8a
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Process / Activity Process Owner
Location Timeline Associated Documents
HPKVN
HPKVN ST and DT to physically verify basic infrastructure against mandatory compliances listed in Annex-5
Inspection report to have the format inclusive of mandatory requirement outlined by HPKVN along with the photographs
HPKVN representative(s) to retain one signed copy of the Inspection Reports, and provide another signed copy to the TSP and to HPKVN ST for approval
If centre complies with mandatory standards, HPKVN ST and DT to record the same on the Inspection Report
If centre does not comply with mandatory standards, HPKVN ST and DT to record its observations/ recommendations. TSP to comply with recommended improvements within 5 days and apply again to HPKVN ST for physical verification of mandatory infrastructure, in line with above steps
/ Files receiving TSP request
Annex-8b
Annex-8c
3.4 HPKVN ST to file a signed copy of Inspection Reports in its TSP file and share the same with ST on email for approval
HPKVN ST along with DT
Files Within 1 day after inspection
Annex-8a
Annex-8b
Annex-8c
3.5 HPKVN ST to download the Inspection Report and file it in its TSP file HPKVN ST Within 1 day after inspection
B Centre Accreditation by Sector Skill Council/HPKVN QA Team for each Qualification Pack
3.6 Application to SSC for Centre Accreditation with regard to each Qualification Pack under which training shall be imparted
TSP E-mail / SDMS Within 1 weeks of Agreement execution
3.7 Intimation of inspection date and allotment of accreditation agency to TSP SSC E-mail
3.8 TSP to intimate HPKVN DT and ST regarding inspection date through e-mail; or
If SSC inspection is not scheduled within 1 month of Agreement execution, TSP may print out the proof of having applied for Centre Accreditation (step
TSP E-mail Immediately
3.9 Accreditation of training centre by SSC Team (accompanied by representative from HPKVN ST and DT team) and ensuring alignment of curriculum to be followed
SSC Training Centre Centre Accreditation Certificate by SSC
3.10 If centre approved: TSP District Office Within 1 day of receiving Certificate
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Process / Activity Process Owner
Location Timeline Associated Documents
TSP to obtain a Centre Accreditation Certificate from the SSC and submit a copy of the same to the state and district office
If centre not approved:
TSP to comply with recommended improvements within 10 days and apply afresh to SSC for Centre Accreditation in line with steps 3.6 - 3.10.
3.11 HPKVN ST and DT to file a copy of the Certificate in its TSP file HPKVN ST and DT
HPKVN HQ and HPKVN Dist. office
Immediately
3.12 HPKVN ST to download the Inspection Report and file it in its TSP file HPKVN ST HPKVN HQ Within 1 day
C Centre Approval on File
3.13 Office records created at State level for new centre
HPKVN ST to update the State-level TSP file with a print-out of the Inspection Reports uploaded/emailed by HPKVN DT and the Centre Accreditation Certificate (or proof of having applied for the same) uploaded / emailed by the HPKVN DT
HPKVN ST to send the updated file to MD, HPKVN for approval of new centre
If approved, copy of MD’s approval marked to HPKVN DT for District Office records and approval letter released to TSP (Annex-6)
If not approved, reasons to be communicated to the HPKVN DT and TSP
HPKVN ST HPKVN HQ / Files
Within 2 days
Annex-9
3.14 Office records created at District level for new centre, if approved
DT to create a file for each approved centre within the TSP file, along with document such as: TSP’s request for physical verification and copies of Inspection Reports, SSC Certificate, and MD’s approval
HPKVN DT Files Within 1 day of receiving a copy of MD’s approval
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4. Batch Approval
Guidelines
i. A training batch shall consist of not less than 15 and not more than 30 trainees. This excludes provisioning of additional enrolments of up to 30%, i.e. up to 9 trainees.
ii. While enrolling the batch on Roster, the TSP can add only up to 30 trainees. The remaining up to 9 trainees (“reserve trainees”) shall be in the reserve and may not attend the training unless they are included in the batch at the time of Batch Freezing. It is the TSP’s responsibility to ensure that the reserve trainees, if initiated into the batch at the time of Batch Freezing, are given appropriate classes/training to make up for the lost training duration. Any reserve trainees not included in the current must be included in the next batch.
iii. Before approving the batch, HPKVN ST shall ensure that the requested batch size is within the limits of the recommended batch size determined by HPKVN DT after physical inspection of the training centre, based on the classroom/lab/centre area.
iv. During the programme if the number of trainees remains below 15 for six consecutive days, the batch will be considered shut down and the TSP shall not be eligible for payment, unless under exceptional circumstances with written approval from MD, HPKVN.
Process Overview Process / Activity Process
Owner Location Timeline Associated
Documents
4.1 Request to HPKVN ST for approval of Batch Initiation as per format given at Annexure-10
TSP Files Within 5 days of centre approval by HPKVN
Annex-10
4.2 Creating a ‘Batch approval request’ on File
A maximum of 30 students to the batch
Filling in batch details such as name of Trainer(s), his/her resume, upload of ToT certificate, proposed Batch Start/End dates, etc.
TSP Files Within 5 days of centre approval by HPKVN
Annex-11
4.3 Verification by HPKVN ST to ensure that batch size requested is within the limits of recommended batch size after physical inspection
HPKVN ST and HPKVN DT
Files Within 2 of receiving of request from TSP
Annex-8b
4.4 In-Principle Approval for Batch Initiation within 1 working day of HPKVN DT Files Within 1 day of receiving written
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Process / Activity Process Owner
Location Timeline Associated Documents
receipt of written request. request
4.5 Initiation of batch on the approved date
All trainees to be present on the day for registration on biometric machine.
TSP Training Centre On the batch start date
4.6 HPKVN DT representative(s) to be present on approved batch initiation date and time, for supervising the process
TSP along with HPKVN DT representative to address students, giving information about the programme, its objectives and grievance redressal mechanism (approaching the DT)
Ensure distribution of training material to the trainees
Report filed for official records, as per Annex-12
HPKVN DT Training Centre / Files
On the batch start date
Annex-12
4.7 Request to HPKVN ST for Batch Freezing* as per Annex-13 TSP Files Within 10 days of Batch Initiation
Annex-13
4.8 Post-approval by HPKVN ST, final list of candidates updated and freezed for training
TSP MIS Within one day of batch freezing request
4.9 HPKVN DT representative(s) to be ensure that the candidates freezed under final approval and after batch freezing date are only registered on the bio-metric system
Report filed for official records, as per Annex-14
HPKVN DT TSP Centre / Files Within one day of batch freezing request
Annex-14
*Batch freezing: It is freezing of batch by the TSP after 10 working days from date of batch initiation provided that the 15 or more than 15 students in that particular batch are still continuing from skill training
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5. Training Delivery
Guidelines
i. The TSP shall not subcontract the training delivery or operate the training centres via a lease/outsourcing arrangement.
ii. The TSP is responsible for distribution of relevant instructional material to all trainees.
iii. Training curriculum should be based on the relevant National Occupational Standards (NOS) and Qualification Packs (QPs) developed by Sector Skills Councils established under the National Skill Development Corporation (NSDC). The TSP must ensure that the curriculum is vetted and approved by the concerned Sector Skill Council (SSC) prior to the initiation of training.
iv. The TSP should develop Participant Handbook relevant to the programme proposed and it should be provided in both print and digital format to all trainees enrolled for the programme. One copy of the Handbook should be submitted to HPKVN Secretariat.
v. They should develop Trainer Handbook for the programme proposed and same should be provided in printed format to all Trainers. One copy of the Handbook should be submitted to HPKVN Secretariat.
vi. Both above documents should conform to the Format given by NSDC (Please see „ Quality Guidelines for Training Content‟ –(http://www.nsdcindia.org/standards-and-quality-assurance)
vii. For training delivery this SoP will supersede all document released/related to pilot skill development training scheme of HPKVN
viii. Of the total training hours theory and practical is to be imparted in 40:60 ratio.
ix. Trainees joining any training program under HPKVN will be required to undergo a soft skills module integrated in the curriculum
x. Training Programs having duration from a minimum of 300 hours to a maximum of 400 hours are to be conducted, to be completed within four months. For the job roles where model curriculum mentions the hours to be above 400 hours and also includes extra hours for OJT and the same can be considered for training by the TSP
xi. The TSP will be required to facilitate the OJT for the job roles for which the same has been mandated in the model curriculum
xii. The TSP will be paid the OJT cost for the trades for which mandated training hours are mentioned in the model curriculum. Apart from this where the
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training hours are not mentioned in the model curriculum the TSP will not be paid any amount for the same.
xiii. The training and course content should facilitate learning by such youth who may not have exposure to English. Training should be delivered in a trainee-friendly manner with adequate audio visual tools and participatory methods. Use of innovation in teaching methodology is encouraged.
xiv. TSPs a. Should develop an activity based learning methodology for the proposed Programme and the same should be adopted while imparting training. The
approach should be reflected in all documents developed for the programme. b. Should have Session wise Training Delivery Plan as per Quality Framework and adhere to the plan. c. The training activities should provide more scope for teamwork, individual practice on the skill and interaction of the participants. d. Should draw up training calendar for the chosen programme in consultation with HPKVN and adhere to the plan. e. Should ensure each trainee is getting individual attention. f. Should deliver training as per the approved quality frame work g. Should provide all the materials required for training delivery to the Trainers and Trainees. h. Should ensure attendance of trainees through quality delivery of the programme as per approved schedule.
xv. TSP should deploy coordinator at State level to implement the entire training assignment
a. State Coordinator needs to liaise with HPKVN Official b. State Coordinator should represent the TSP for all project related activities
c. State coordinator should submit training reports to HPKVN as per requirement
d. State Coordinator should attend the monthly review meeting of the programme
xvi. Persons deployed as trainers by the TSP must be competent instructors in possession of requisite knowledge, skills and experience in their domain. At the end of each training course, trainees would be required to evaluate their trainer(s) on parameters such as domain knowledge, punctuality, responsiveness and instructional ability as per the format developed by HPKVN and circulated to TSP.
xvii. TSPs, will be responsible to upload all data related to assessments to the Batch in SDMS of NSDC.
xviii. Attendance of both trainees as well as trainers/instructors shall be recorded through a HPKVN-approved Biometric Thumb Impression Machine. Information about batch progress (including attendance and trainee performance), batch assessment and placement should be shared with HPKVN through manual formats and shall also be shared on interim MIS (If functionalities are ready for use)
xix. Trainee attendance shall be monitored on a weekly basis by the HPKVN DT. Quality audits shall be made through unannounced visits to the training centre, where batch attendance shall be recorded and preserved for file records. Only trainees with minimum 70% attendance may sit for assessment at the end of the training.
xx. Skill Training will be imparted in the Districts indicated for the purpose, by HPKVN. All training programme would be offered on all working days (6
days/week). Total number of hours per day should not be less than 4 hours/ day and should not exceed more than 8 hours/day. Total training duration
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should not exceed 6 months in any circumstances, if it exceeds more than 6 months, the TSP should take a prior permission of the same from authorized representative of HPKVN team. For hours also, TSP will require to take permission from HPKVN before initiation of training batch.
xxi. OJT where mentioned in the job roles as per the model curriculum would commence earliest after completion of training centre classroom training, but not later than 10 days after completion of classroom training.
xxii. TSPs should design OJT training package, and conduct OJT evaluation in consultation with employer, once every fortnight, and the same should be shared with HPKVN
xxiii. The firms agreeing for OJT should preferably be from the State of HP & the OJT should be conducted within the State.
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6. Assessment and Certification of Trainees
Guidelines
i. TSP is primarily responsible for facilitating the assessment of trainees in the training centre.
ii. The TSP must initiate the request for assessment process to respective sector skill council well in advance to ensure that the assessment is conducted on time i.e not later than 5 days after the end date of the training for a particular batch.
iii. Only trainees with minimum 70% attendance may sit for assessment at the end of the training.
iv. Assessments should be carried out as per the assessment criteria recommended by the concerned Sector Skill Council (SSC) for the specified job roles. Assessment Agencies (AA) shall be agencies empanelled under the concerned SSC, and nominated / allotted by the SSC, to carry out assessment of trained candidates under HPKVN pilot skill scheme.
v. TSPs, Assessment Agencies and SSCs will be responsible to upload all data related to assessments in SDMS of NSDC.
vi. The Assessment Agency must ensure that a competent Assessor is made available at the training centre on the agreed date of the assessment. The Assessor may be a local so that he can easily interact with trainees in their preferred language, if required.
vii. If a trainee fails in the assessment, he/she may undergo gap training from the same training provider, given that expenses for the same shall be borne by the TSP. The cost of re-assessment or revaluation will be borne by the TSP.
viii. SSCs shall ensure that certificates of each successful trainee are sent to the TSP via email (with a copy marked to HPKVN). TSP then will take a coloured printout (on thick laminated paper) of the certificates and distribute it to the trainees. TSP must keep soft copy records of all certificates.
Process Overview
Process / Activity Process Owner
Location Timelines Associated Documents
A Allotment of Assessment Agency and Assessment Date
6.1 Emailing the SSC for conducting assessment for the batch with a proposed assessment date which cannot be later than five days after
TSP Email At least 3 weeks before expected
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Process / Activity Process Owner
Location Timelines Associated Documents
the end date of training
HPKVN ST and DT to be marked on the email
completion of training
6.2 Allotment of Assessment Agency for the batch through email to TSP
TSP to forward the mail to HPKVN ST and DT
SSC Email
6.3 Confirmation/finalization of assessment date and sharing of assessor details over email
HPKVN ST and DT to be marked on the email
All details of the assessor should be shared over email, including the contact details, photo ID proof and an authorization letter which the assessor must carry on the date of assessment
Assessment Agency
6.4 All necessary arrangements (tools, equipment, lab facilities) for the assessment
TSP Training centre
B Assessment and Results
6.5 Conduct of Assessment in line with Sector Skill Council requirements/norms and HPKVN guidelines as detailed in Annex-14
Assessor Training centre Annex-14
6.6 HPKVN DT to be present during the assessment of the batch to ensure
- Quality of assessment - No of students present and authenticity during the
assessment process - To ensure the presence of trainer for the batch
HPKVN DT Training centre Annex-14
6.7 Post-assessment, sharing of results/ evaluation sheet along with the attendance sheet with the concerned Assessment Agency, marking the TSP and HPKVN ST and DT. Update/entry on SDMS of NSDC as required.
Assessor Email Internal
6.8 Reviewing and validating the assessment marks and providing the result of each candidate to the SSC. Update/entry on SDMS of NSDC as required.
Assessment Agency
Email Internal
6.9 Approving the results sent by the Assessment Agency (after review Sector Skill Email Within 5 days after
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Process / Activity Process Owner
Location Timelines Associated Documents
and validation) over email, marking a copy to HPKVN DT and TSP
In case of any complaints or any discrepancies in the assessment process or marks as reported by the HPKVN DT, the SSC may ask the Assessment Agency to re-evaluate the results or re-assess the entire batch
The cost of re-evaluation or re-assessment will be borne by the TSP or the AA as decided by the SSC
Update/entry on SDMS of NSDC as required.
Council assessment
6.10 Sharing of result
Printout of the same provided to HPKVN state office for official records
All soft copies to be mailed to HPKVN ST and DT
TSP File/Email
C Certification
6.11 Sharing soft copies of the trainees’ NSQF Certificates with the TSP, marking a copy to HPKVN DT, ST
SSC Email Within 2 days of final result approval
6.12 Sharing the soft copies of received NSQF certificates HPKVN ST Email Immediately
6.13 Printing and laminating the NSQF certificates received in soft copy and submitting a physical copy of the same to HPKVN DT
TSP Within 1 day of receiving soft copies
6.14 Distribution of NSQF certificates in the presence of District Administration / HPKVN DT / HPKVN HQ
TSP
6.15 Maintaining a soft copy record of all the NSQF certificates TSP, SSC
6.16 Updating of Roster profile of successful trainees on certification. Check entries on SDMS of NSDC as required.
HPKVN HQ File
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7. Wage/Self Employment and Subsequent Tracking
Guidelines
i. Providing beneficiaries with wage or self-employment is a stated aim of the pilot program. Payment to TSPs shall be as per the notified Common Norms, with a part of payment being linked to achievement of envisioned outcomes.
ii. Outcome in terms of wage/self-employment shall be defined as per clause 2.11 of the training guidelines
iii. Contact details of successfully placed trainees should be passed on to the state team for sample checking. For each placed candidate, TSP must furnish to the state team all placement details viz. offer letter mentioning the salary per month/year, name and contact details of employer and three successive months’ pay slips. The fourth instalment shall be paid out only after successful retention of job for minimum three months by the placed trainees, as evidenced through pay-slips of three successive months.
iv. To ensure sustained benefits from training, TSPs are required to track and report successful candidates for a period of 12 months. Each candidate would be tracked once every month for a period of one year after she/he completes her/his training. The parameters on to be tracked would be as under:
Remuneration/incremental remuneration per month
Whether continues to work in the same or higher job role till end of the tracking period (whether with same or different employer)
If there are periods of unemployment between different jobs, duration of such gaps and reason for leaving earlier job without having a job in hand.
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8. Requisition and Payments
Guidelines
Release of funds from State Team to District Team
i. HPKVN State Team will release the funds as per the milestones directly to the training service provider account
ii. TSPs will have to submit a proof of received funds from HPKVN in form of the bank statement or receipt
iii. HPKVN state team will maintain files and books of records for all transactions with the TSP.
Payments by State Team to TSPs
i. Payments shall be released by the HPKVN state team within 7 days of submission of claim / invoice / utilization certificate and all relevant documents, unless a discrepancy is detected or payment claim is contested.
ii. Training fees for approved skill trainings shall be paid by the HPKVN state team to the TSP as per details provided below, in line with the prevailing Common Norms notified on the 15th of July, 2015. This training fee shall be inclusive of all cost components such as: Mobilization of candidates (to include the printing, publishing and organising the skill mela and mobilization camps. HPKVN to support in the providing venue for mobilization and providing standard IEC material) Training, Post-placement tracking/monitoring, Curriculum design and distribution, Placement expenses, Trainers’ training, Equipment, Amortization of Infrastructure Costs/Utilities, Teaching Aids, Raw material, Salary of trainers.
iii. The outcome envisaged in context of the fourth instalment is employment (wage-employment or self-employment) of at least 70% of successfully certified trainees within three months of completion of training, wherein:
Wage employment shall imply placement in organised/unorganised sector for a monthly remuneration not below the minimum wages of skilled workers
of the state in which the trainee is placed, or, minimum wages of contractual skilled workers of Himachal Pradesh, whichever is more;
Self-employment shall imply a self-certification by the trainee and a credit linkage of minimum Rs. 10,000 for each successful trainee, facilitated by the TSP, for setting up an enterprise or other valid proof such as obtaining trade/relevant license, proof of setting up of new enterprise or becoming a member of a producer group, proof of additional earnings (bank statement), etc.
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Placement of a trainee shall be recognised only after receipt of payslips (or equivalent valid proof) showing that the candidate has been employed for at least 90 days within a period of not more than 100 days. Such placement may be claimed/shown within 5 months from the date on which the candidate first secured wage employment after the training.
Provided that,
Appeals for relaxations in any of the above shall be made directly to MD, HPKVN and shall be decided on a case-t0-case basis as per merit of the appeal.
i. The outcome-linked fourth instalment would be released to the TSP subject to the following:
The TSP shall be eligible for 100% payment for outcome achievement as specified above;
For TSP shall not receive any amount under the fourth instalment if less than 50% of certified trainees are able to obtain wage employment as defined above, except for batches oriented towards self-employment, provided that such batches received prior approval stating as such from the MD, HPKVN;
The TSP shall be paid on pro rata basis on achievement of 50-69% placement of those who have been certified;
For each placed candidate, TSP must furnish the placement details viz. offer letter mentioning the salary per month/year, name and contact details of employer and three successive months’ pay slips. The fourth instalment shall be paid out only after successful retention of job for minimum three months by the placed trainees, as evidenced through pay-slips of three successive months.
ii. The HPKVN ST reserves the right to suspend/stop disbursement of funds or recover previous disbursed funds in case of:
Breach by the TSP in complying with the terms and conditions of this Agreement including non-utilization of funds for the purpose for which the same were granted and/or diverting funds towards any purpose other than the project requirement as specified herein;
Extraordinary circumstances which in the opinion of the HPKVN ST are likely to preclude or seriously jeopardize the implementation, operation, or purpose of the project.
iii. In the event of breach as mentioned above, the HPKVN ST may issue a written notice of suspension for the TSP to remedy the breach within 30 days of receipt of such notice.
iv. At the time of Agreement, TSPs submitted a Performance Security Deposit in the form of a Bank Guarantee valid up to July 2017 and equivalent to 25% of the maximum work order value allotted to the TSP.
Process Overview Process / Activity Process Owner Location Associated
Documents
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Process / Activity Process Owner Location Associated Documents
A First Instalment – Payable on Batch Initiation
10% less aggregate amount of refundable security deposit collected from each trainee
8.1 Post Batch Initiation, TSP to request for release of first instalment as below:
TSP to submit its claim for release of first instalment of payment
First instalment to be paid to on successful batch freezing.
Batch freezing is successful retention of 15 or more than 15 candidates after batch initiation for 10 working days by the TSP in a particular batch
Accompanied by: Batch Details; In-Principle Approval (IPA) by HPKVN ST for
Batch Initiation. And final list of candidates retained when batch is freezed.
TSP HPKVN HQ Annex-15
8.2 HPKVN DT to carry out verification of claim
During the visit to the training centre on the first day of training, to record the batch details in the format given at Annex-12
To carry out a surprise check to record the batch attendance on any day within 5 days of TSP’s request for release of first instalment, and record the batch details in the format given at Annex-7
All attendance reports to be filed
HPKVN DT Training Centre Annex-12
8.3 HPKVN DT to provide its recommendation for making the payment to the TSP
HPKVN ST to calculate the amount of claim as per HPKVN guidelines and record in file or make recommendation
HPKVN DT to send the file to MD, HPKVN for approval
HPKVN DT and HPKVN ST
Files
8.4 Approval by MD along with GM training and DGM training on file for payment MD, HPKVN Files
8.5 HPKVN ST to release the payment directly to TSPs account for first instalment HPKVN ST Files / NEFT
B Second Instalment – Payable on 70% Utilization of First Instalment and
Continuation of at least 70% of initial trainees
30% of training fee corresponding to batch size at the time of Batch Freezing
With adjustments to account for difference (if any) in batch size at Initiation and at Batch Freezing
To be claimed at least 30 days after Batch Initiation
8.6 After at least 30 days from date of Batch Initiation, TSP may request for release of second instalment as below:
TSP to submit its claim
Accompanied by: CA-certified Utilization Certificate giving details of 70% utilization of the first payment instalment; Attendance records for the period
TSP HPKVN HQ Annex-16
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Process / Activity Process Owner Location Associated Documents
since Batch Initiation till date
8.7 HPKVN DT to carry out verification of claim
HPKVN ST to scrutinise utilisation
HPKVN District Team to make surprise visit to the training centre and ensure that batch strength is at least 70% of Batch Freezing size, as required by the Common Norms
HPKVN DT to record the attendance and sign along with the centre manager for verification along with the seal of the TSP
HPKVN DT and HPKVN ST
Files
8.8 HPKVN DT to put up recommendation for making payment to HPKVN ST
HPKVN ST to calculate the amount of claim as per HPKVN guidelines and record it in the file noting
HPKVN ST to send the file to MD, HPKVN
HPKVN DT and HPKVN ST
Files
8.9 Approval by MD, HPKVN on file for payment MD, HPKVN Files
8.10 HPKVN ST to transfer amount directly to TSPs account for second installment HPKVN ST Files / NEFT
C Third Instalment – Payable after Assessment and Certification
30% of training fee corresponding to successfully certified trainees aggregate amount of refundable security deposit collected from each
trainee
With adjustments on account of payments made earlier in context of trainees that did not obtain certification (if any)
Utilization Certificate of at least 80%of the second instalment
8.11 Post declaration of results and certification, TSP to request for third instalment as below:
TSP to submit its claim
Accompanied by copy of Sector Skill Council validated results and certifications
TSP HPKVN HQ Annex-17
8.12 HPKVN DT to carry out validation of claim based on observations during assessment process
HPKVN ST to scrutinise claim
HPKVN ST to calculate the amount of claim as per HPKVN guidelines and record it in the file noting
HPKVN ST Files
8.13 HPKVN ST to put up recommendation for making payment on the TSP Centre File
HPKVN ST to send the file to MD, HPKVN for approval
HPKVN ST Files
8.14 Approval by MD, HPKVN on file for payment MD, HPKVN Files
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Process / Activity Process Owner Location Associated Documents
8.15 HPKVN ST to transfer the funds directly to TSPs account for third instalment HPKVN ST Files / NEFT
D Fourth Instalment – Payable after Placement of at least 70% of Certified Trainees
30% of training fee corresponding to successfully certified trainees, if at least 70% of certified trainees are placed
Pro-rata payment of said 30% training fee corresponding to successfully certified trainees, if 50-69% of certified trainees are placed
No payment if less than 50% of certified trainees are placed
To be released after job-retention by candidate for 3 months equivalent (candidate remaining in employment for at least 90 days in a period not
more than 100 days, within 5 months of first securing employment)
8.16 After at least 3 months after the date of assessment, TSP to request for fourth instalment as below:
TSP to submit its claim
Accompanied by details of placed candidates as per guidelines in Section 8
Accompanied by payslips or equivalent valid proof of placed candidates showing employment for at least 90 days within a period of not more than 100 days
TSP HPKVN ST Annex-18
8.17 HPKVN ST to carry out verification of claim
HPKVN ST to scrutinise claim
HPKVN ST to calculate the amount of claim as per HPKVN guidelines and record it in the file noting
HPKVN ST Files
8.18 HPKVN ST to put up recommendation for making payment on the TSP Centre File
HPKVN ST to send the file to MD, HPKVN for approval
HPKVN ST Files
8.19 Approval by MD, HPKVN on file for payment MD, HPKVN Files
8.20 HPKVN ST to transfer the amount for fourth instalment directly to TSP’s account HPKVN ST Files / NEFT
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9. Programme Monitoring by District Team and HPKVN
QA Team
Guidelines
Mandatory Compliances for district team:
i. Open and maintain main file for each TSP allotted work in the district. The file should contain the following documents listed below:
Copy of the agreement signed between HPKVN and TSP
Copy of Letter of award to the agency
Copy of Bank Guarantee ii. Open separate file for each centre with prefix the TSP name. The file should contain the following documents:
Original documents regarding centre inspection by HPKVN and SSC
IPA/s issued to centre for various batches
Assessment sheets of all batches
Approvals from MD, HPKVN and HPKVN state team
Approvals to TSP regarding the centre
Communications with TSP and HPKVN state team – Regarding batch approval etc
Request for payment of batches.
Payment made to the TSP iii. Open and maintain separate batch-wise part-files for each centre
The payment should be raised for individual batches as per the approved trade in the IPA
The payment file should contain request letter from TSP for release of payment
The payment should be initiated only after verification of the documents mentioned at Requisition and Payment section of the document.
The file should close only after payment of the fourth instalment iv. The district team should maintain separate file and register for the following:
Fund receipt and utilization file
Grievance and Grievance addressing file
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RTI and RTI reply file
Monthly meeting register
IEC file
Stock Register
Centre visit report file
Complaint register
Inward and Outward register
Programme Monitoring – Responsibilities of the District Team
i. The programme will be monitored at two levels – field level monitoring by the HPKVN district team and at the state level, HPKVN will monitor programme implementation quality in terms of physical and financial achievements of targets.
ii. The district team will make monitoring visits to each training centre at least two days every week in order to monitor the progress of the training. The district team will prepare short visit report after each visit and file the report as per Annexure-13.
iii. If the district team observes that the training centre is not adhering to the norms/guidelines, then the team will inform the HPKVN state team.
iv. The district team will be mandatorily present during the following occasions:
During mobilization camp or skill mela
During accreditation visit by the Sector Skill Council;
On the first day of batch initiation of any approved trade of the centre;
On the day of assessment along with assessor/s.
v. The district team will make sure that the first instalment provided to TSP does not remain with the TSP for a period of more than 15 days in event of the
batch being dissolved for any reason. Adjustments of payments between batches of same trade or other will not be allowed at district level.
vi. The district team will not allow any shift of training centre within the district without intimating the HPKVN State Team.
vii. The district team will ensure that the TSP is not involved in any fraudulent activity in the district and has not received any monetary benefits from any individual on account of providing training under the Scheme.
viii. The district team will monitor adherence to the TSP’s Training Plan / Activity Delivery Schedule.
ix. The district team will ensure the following:
Timely completion of the activities at the district level
Approval for final trainee selection and assistance in mobilization of trainees from different blocks of the district;
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Recording the challenges and difficulties in execution of the programme;
Identify and record areas of non-performance of the TSP.
Program Monitoring for Quality Assurance by HPKVN QA Team
i. The programme will be monitored by HPKVN QA team to ensure compliance of the training to HPKVN QA standards.
ii. All HPKVN Staff who would undertake QA visits would be trained on the same by GM(training) or rep.
iii. The QA team will make visits to each training centre at least once every month in order to evaluate the QA Standards of the training. The QA team will prepare short visit report after each visit and file the report as per Annexure- 24. The Team may also compile learnings from one set of visits and forward to all TSPs for general improvement.
iv. If in this Report, the overall rating, and/or rating on any parameter above is 5 ( excellent), 2 ( unsatisfactory), and 1 (poor), the same would be communicated by HPKVN to TSP within 48 Hours of visit. TSP will indicate remedial action, in case of ratings 2 & 1, within 5 working days to GM (Training) HPKVN.
v. All visits of QA teams would be surprise visits, and their schedule would only be known to GM (Training). This will ensure that no special efforts are made for the QA Audit.
vi. District teams would provide all possible assistance and information to QA team, once the team reaches their Districts.
vii. Once the QA Team reaches the Training Centre, they would audit the following:
a. Training is being carried out as per the Session Plan.
b. Does the trainer have a trainer manual? Is the Lesson Plan being followed?
c. Are interactive sessions, including role-plays, being conducted as per Lesson Plans?
d. Are training aids available as per training manual? Are they functional?
e. Are training aids being utilised as given in the training manual?
f. Is the trainer adhering to the time plan?
g. Is the training asking questions to ensure transfer of learning?
h. Does the class have white board and markers? Are they being used adequately?
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i. Is the trainer biased towards some trainees –i.e, asking questions or looking at only one set of trainees?
j. Do the trainees have Participant’s Manuals? Are they in the language they understand? Are they using the Manual for the class-based exercises?
viii. The QA team may provide on the spot feedback to the trainer/staff. It must be ensured that the feedback is as objective as possible. Any altercation with trainers/staff on pedagogy etc would be avoided.
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10. Annexure (Formats)
Annex- 1
List of 13 high demand courses in 8 Sectors for pilot skill development scheme implemented by HPKVN
S.No of Sectors Name of the Sector Job Roles
1 Life Sciences Production Chemist
2 Automotive a) Fitter b) Electrician
3 IT & ITES a) CRM b) Domestic Data Entry Operator
4 Textile Ring Frame Doffer
5 Tourism and Hospitality a) F&B Associate b) M&G Officer
6 Retail a) Retail Sales Associate b)Sales Associate
7 Healthcare General Duty Assistant
8 Furniture and Fixtures a) Carpenter b) Fitter
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Annexure – 2
TSP Details Basic Details Form
Particulars Details Documentary Proof (Yes/No/NA)
Name of Legal Entity*
Status of Legal Entity*
Name of Registering Authority*
Registration Number*
Date of Registration*
Place of Registration*
PAN Card Number*
Address of Registered Office*
Phone Contact Registered Office*
Mobile Phone Number Registered Office*
Email- Address Registered Office*
Name of Contact Person*
Address of State Office
Phone Contact –State
Mobile Phone Number – State
Email- Address – State
PAN Card*
Sector Affiliation Information template <Repeat for each sector>
Subsection Particulars Details Documentary Proof (Yes/No/NA)
Basic Details Sector Applied for*
Status of Application*
Proof of Affiliation*
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All India Training Details
2012-13*
2013-14*
2014-15*
2015-16 (till date)*
Total
All India Placement Details
2012-13*
2013-14*
2014-15*
2015-16 (till date)*
Total
SSC Certificates
No of Students Certified by SSC*
Himachal Pradesh Training Details
2012-13*
2013-14*
2014-15*
2015-16 (till date)*
Total
Himachal Pradesh Placement Details
2012-13*
2013-14*
2014-15*
2015-16 (till date)*
Total
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Annexure- 3
Training Service Provider Registration Approval (or Non-Approval)
From Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
To,
< Name of TSP> <Address of TSP>
Sub: Regarding Training Centre Approval
Dear Sir/Ma’am, This is with reference to the registration request made by < Name of TSP> for registration with HPKVN, for implementation of pilot phase of Skill Development training. You are hereby informed that, HPKVN has approved / not approved the registration of below mentioned Training Service Provider for implementation of pilot phase of training.
Particulars Details Documentary Proof (Yes/No/NA)
Name of Legal Entity*
Status of Legal Entity*
Name of Registering Authority*
Registration Number*
Date of Registration*
Place of Registration*
PAN Card Number*
Address of Registered Office*
Phone Contact Registered Office*
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Mobile Phone Number Registered Office*
Email- Address Registered Office*
Name of Contact Person*
Address of State Office
Phone Contact –State
Mobile Phone Number – State
Email- Address – State
PAN Card*
Sector Affiliation Information template <Repeat for each sector>
Subsection Particulars Details Documentary Proof (Yes/No/NA)
Basic Details Sector Applied for*
Status of Application*
Proof of Affiliation*
All India Training Details
2012-13*
2013-14*
2014-15*
2015-16 (till date)*
Total
All India Placement Details
2012-13*
2013-14*
2014-15*
2015-16 (till date)*
Total
SSC Certificates
No of Students Certified by SSC*
Himachal Pradesh Training Details
2012-13*
2013-14*
2014-15*
2015-16 (till date)*
Total
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Himachal Pradesh Placement Details
2012-13*
2013-14*
2014-15*
2015-16 (till date)*
Total
Thank You,
<Signature and Company Seal> Name: Designation:
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Annexure – 4
Guidelines for Selection of Trainees
Guidelines to be followed by HPKVN DT for short-listing of candidates in consultation with TSP:
(i) Eligibility as per minimum and maximum recommended qualifications for each trade, as given below:
Minimum Qualification recommended for a trade by the Sector Skill Council
Corresponding Maximum Qualification recommended for the trade*
5th Standard Appeared or Passed 10th Standard Appeared or Passed
8th Standard Appeared or Passed 12th Standard Appeared or Passed
10th Standard Appeared or Passed Diploma holder
12th Standard Appeared or Passed Not applicable
* In case of any conflict with the maximum qualification recommended for a trade/Qualification Pack by the concerned Sector
Skill Council (SSC), the SSC recommendation shall be applicable
(ii) Higher preference to be given to candidate with higher formal qualification, within the maximum qualification criterion (e.g. 10th
Std. Passed > 10th Std. Appeared > 8th Std. Passed);
(iii) For candidates holding the same level of formal qualification or if formal qualification is unavailable, HPKVN DT shall hold
interviews with the candidates and assign marks on the basis:
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a. distance of candidate’s residence from the training centre (40% weightage)
b. candidate’s motivation to obtain skill training (40% weightage)
c. candidate’s understanding of the offered trade, its requirements and opportunities (20% weightage)
Annexure – 5
Check List of Mandatory Infrastructure
1. Classroom size should be calculated @ 8 sq. ft. per trainee
2. Classroom should be well ventilated
3. Classroom should have 1 tube-light for each 100 sq. ft. or 1 CFL of more than 30 watts for each 100 sq. ft.
4. Classroom should have a whiteboard/blackboard of 3ft. x 5 ft. dimension with supply of chalks, markers and dusters, and
trainees should have an unobstructed view of the same
5. Classroom should have, for each trainee, either a chair with foldable writing pad or a chair-and-desk
6. Classroom should have 1 fan for every 100 sq. ft.
7. Each training lab size should be calculated @ 8 sq. ft. (minimum) per trainee to accommodate all lab tools and equipment
8. Each training centre should have at least one computer or laptop for every ten trainees, along with a multipurpose printer
9. Each training centre should have separate toilet for girls and boys with running water connection and adequate facilities (soap,
bucket, mug)
10. Each training centre should have, for every batch, at least one toilet for girls and one toilet for boys
11. Each training centre should have power backup facility for covering requirements of every item running on electricity for at least
4 hours
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12. Each training centre should have one notice board of 3 ft. x 3 ft. dimension and display board 3 ft. x 3 ft. dimension
13. Each training centre should have safe, clean and closed drinking water facility (with water purifier or water filter) for trainees and
staff
14. Each training centre should have a regular electricity connection
15. Each training centre should have working internet connection on all computers either through broadband or dongle
16. Each training centre should have a signage board of 3 ft. width x 8 ft. length placed in front of the centre building 6 ft. above the
ground level or accordingly for centres located above ground floor
17. Each training centre should have a complete First Aid Box with all items well within expiry date
18. Each training centre with security sector trade should have an open ground for physical activity and training
19. Each training centre should have the following registers:
i. Trade wise trainee attendance register
ii. Trade wise stock register of all tools and equipment
iii. Stock register of all office items
iv. SSC approve curriculum for all HPKVN approved trades
v. Training calendar of all HPKVN approved trades
vi. Rent agreement original copy
vii. One original copy of recent electricity bill of the premises
viii. One original bill of telephone and internet connection
ix. Copy of HPKVN guidelines for implementation of scheme
x. Resume of Centre Manager
xi. ID proof of Centre Manager
xii. Resume of Training Instructors - <name of sector - 1>
xiii. ID proof of Training Instructors - <name of sector - 1>
xiv. Resume of Training Instructors - <name of sector - 2>
xv. ID proof of Training Instructors - <name of sector - 2>
xvi. Resume of Training Instructors - <name of sector - 3>
xvii. ID proof of Training Instructors - <name of sector - 3>
xviii. Resume of Training Instructors - <name of sector - 4>
xix. ID proof of Training Instructors - <name of sector - 4>
xx. Resume of Training Instructors - <name of sector - 5>
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xxi. ID proof of Training Instructors - <name of sector - 5>
xxii. Resume of Training Instructors - <name of sector - 6>
xxiii. ID proof of Training Instructors - <name of sector - 6>
xxiv. Resume of Training Instructors - <name of sector - 7>
xxv. ID proof of Training Instructors - <name of sector - 7>
xxvi. Resume of Assistant Training Instructor - <name of sector - 1>
xxvii. ID proof of Assistant Training Instructor - <name of sector - 1>
xxviii. Resume of Assistant Training Instructor - <name of sector - 2>
xxix. ID proof of Assistant Training Instructor - <name of sector - 2>
xxx. Resume of Assistant Training Instructor - <name of sector - 3>
xxxi. ID proof of Assistant Training Instructor - <name of sector - 3>
xxxii. SSC approved training curriculum - <name of course - 1>
xxxiii. SSC approved Tool List and infrastructure details for - <name of course - 1>
xxxiv. SSC approved training curriculum - <name of course - 2>
xxxv. SSC approved Tool List and infrastructure details for - <name of course - 2>
xxxvi. SSC approved training curriculum - <name of course - 3>
xxxvii. SSC approved Tool List and infrastructure details for - <name of course - 3>
xxxviii. List of all items in the Training Centre
xxxix. Blueprint / Schematic map of centre – Marking Classrooms, Labs, Office Space and Toilets
xl. Trade and batch wise copy of proof of age and address proof of trainees
Note: Relaxation of ~10% may be permitted on specified dimensions depending on area, terrain and availability
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Annexure – 6
Centre Inspection Request
From, Dated:………/………./2015 Name of TSP Local Training Centre Address of TSP
To,
Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
Sub: Centre Inspection Request Dear Sir,
This has reference to the Agreement signed between Himachal Pradesh Kaushal Vikas Nigam (HPKVN) and <Name of the TSP> for implementation of pilot phase of Skill Training Program. We request HPKVN to inspect our training centre mentioned below for the purpose of imparting skill training under the pilot phase.
Centre Address <Name of the Agency> <House No., Lane> <Road No.> <Block>, <District> Himachal Pradesh, PIN Code <………> <Contact Number> <Email ID>
Centre Manager <Name> <Contact Number> <Email ID>
State Head/ State Representative <Name> <Contact Number> <Email ID>
S. No. Name of the Trade Sector QP/ NOS Number Training Hours Proposed Batch Size
1
2
3
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We are hereby submitting two copies of the request, enclosing the following documents duly signed and sealed for the purpose of centre inspection:
1. Resume and ID proof of the Centre Manager 2. Resume and ID proof of Training Instructor(s) 3. Resume and ID proof of Assistant Training Instructor(s) 4. SSC approved training curriculum for all trades 5. SSC approved Tool List and infrastructure details for all trades 6. List of all items in the Training Centre 7. Training calendar of HPKVN approved trades to be offered at the centre 8. Blueprint / Schematic map of Centre 9. Rent agreement with Property Owner and TSP on Rs. 100/- non-judicial stamp paper duly notarized 10. Copy of last electricity bill of the procured premises 11. Copy of bill fixed line telephone connection with internet facility
During the Centre inspection process, the State Head / State Representative / Centre Manager, .............................. (Name) will be present for facilitating the process for the inspection team.
Kindly provide us the scheduled date and time for inspection of our training centre.
Thank you, <Signature and Company Seal> Name: Designation
Enclosure:
1. Checklist of documents enclosed.
CC (or Email): 1. Copy to HPKVN Shimla.
Checklist:
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S. No.
Document Page No
Resume of Centre Manager
ID proof of Centre Manager
Resume of Training Instructors - <name of sector - 1>
ID proof of Training Instructors - <name of sector - 1>
Resume of Training Instructors - <name of sector - 2>
ID proof of Training Instructors - <name of sector - 2>
Resume of Training Instructors - <name of sector - 3>
ID proof of Training Instructors - <name of sector - 3>
Resume of Assistant Training Instructor - <name of sector - 1>
ID proof of Assistant Training Instructor - <name of sector - 1>
Resume of Assistant Training Instructor - <name of sector - 2>
ID proof of Assistant Training Instructor - <name of sector - 2>
Resume of Assistant Training Instructor - <name of sector - 3>
ID proof of Assistant Training Instructor - <name of sector - 3>
SSC approved training curriculum - <name of sector - 1>
SSC approved Tool List and infrastructure details for - <name of sector - 1>
SSC approved training curriculum - <name of sector - 2>
SSC approved Tool List and infrastructure details for - <name of sector - 2>
SSC approved training curriculum - <name of sector - 3>
SSC approved Tool List and infrastructure details for - <name of sector - 3>
List of all items in the Training Centre
Blueprint / Schematic map of Centre (marking Class Room, Labs, Office Space and toilets)
Rent agreement with House Owner and agency on Rs. 100/- non-judicial stamp paper duly notarized
Copy of last electricity bill of the procured premises
Copy of bill fixed line telephone connection with internet facility
Thank you,
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<Signature and Company Seal> Name: Designation
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Annexure -7 Training Centre Details
Subsection Particulars Details Documentary Proof (Yes/No/NA)
Basic Details Name of TSP*
ID/Name of Training Centre*
Location*
Accessibility* By Public Transport [KM]
Nearest Bus stand
By Train
Signage board available
Center Details Main Board*
Ownership Detail*
Total Area*
Unit*
Open Space*
Unit*
Building Type*
Water Storage*
Power Supply*
Canteen*
Drinking Water*
Toilet*
Safety Measures*
Nearest Hospital[In Km] *
Nearest Police Station[In Km] *
Description Rooms
Number of Rooms*
Type*
Area in Sq.Ft*
White Board*
Seating Capacity *
No. of Light*
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No. of Fan*
No. of AC*
Repeat for all rooms
Residency Hostel Facility*
IT/Computer Lab Infrastructure
IT/Computer Labs*
Extra information
Attendance Mechanism*
CCTV Camera*
SSC Approval Confirmation
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Annexure – 8a
Format for Inspection Report:
Physical Verification of Training Centre Infrastructure by HPKVN Team
<Name of the TSP>
<TSP Centre Address>
Mandatory Standards for Skill Training Centre
S. No. Parameter Means of verification/observations Compliance (Yes/No) with Remarks
1. Agreement of Lease / Rent / Ownership document
Verification of document, names on document, date, address, seal of the agency, sign of authorized signatory, supportive letter of authorization signatory (as applicable)
2. Site Plan Blueprint or schematic diagram with signature of authorized agency / architect
If site plan is not available/authorized, inspection team should verify the dimensions, record the same and place it as an Annexure (Ref. Annex-3) to this
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<Name of the TSP>
<TSP Centre Address>
Mandatory Standards for Skill Training Centre
document
3. Biometric Attendance System
Record details such as name of supplier, software, invoice details, etc.
4. Electricity Connection Verify bills, name and address on which the bill is generated, rent agreement clauses on electricity payments
5. Classroom space Not less than 08 sq. ft. per trainee
6. Lab space Not less than 08 sq. ft. per trainee
7. Internet Facility Broadband (Line) or Data card (verify bills in the name of TSP, if any); Ensure all computers are connected to internet if required for the course
8. Display Board and Notice Board
Prominent details; Logo of HPKVN
9. Toilet Facility Physical verification of condition; Record nos. as per mandatory compliance
10. First Aid Box Physical verification as per mandatory compliance
11. Approach to Centre Easy to access
To enclose: a. Copies of: Lease/Rent/Ownership; Site Plan/Blueprint; Electricity bill (or proof of connection applied for); Phone/internet bill (or proof of connection applied for); b. Filled-in Annexure–8b and Annexure–8c
Recommendation:
Annexure – 8b
Format for Inspection Report:
Recording centre dimensions for determination of permissible batch size
S. Classroom / No. of No of Dimension of room Area Recommended No. of
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No. Domain Lab /
Computer Lab
fans lights (tube / CFL)
/ lab
(in feet)
(in sq. ft.)
Trainees @ 8 sq. ft. per trainee
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Annexure – 8c
Inspection Summary
Enclosed: 1. List of Mandatory Infrastructure (as per Annexure–5 of Process Manual) with
Remarks/Observations/Recommendations against each item
2. Photographs taken during inspection (of main building, each classroom, each lab, each toilet)
INSPECTION SUMMARY
Date of Inspection:
Date of Re-Inspection / Surprise Inspection (as applicable):
Training Partner Details
Name of the Training Service Provider
Address of training centre
Name & Contact Details of the Centre Manager
Phone No: Email:
Name & Contact Details of the State Head
Phone No: Email:
Findings of Inspection
Mandatory Measures
Physical Facility
Trade-related Facility
Recommendations
Name of the Trade Recommended (for number of
youth) Not Recommended Remarks
Name, Designation and Signature of Inspection Team:
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Name and designation of TSP Representative present at the time of Inspection :
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Annexure – 9
Training Centre Approval (or Non-Approval)
From Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
To,
< Name of TSP> <Address of TSP>
Sub: Regarding Centre Inspection
Dear Sir/Ma’am, This is with reference to the inspection request made by < Name of TSP> for inspection of their below-mentioned centre, established by <Name of the TSP> for implementation of pilot phase of Skill Development training. You are hereby informed that, post-inspection, HPKVN has approved / not approved the below-mentioned training centre for implementation of pilot phase of training.
Centre Address <Name of the Agency> <House No., Lane> <Road No.> <Block>, <District> Himachal Pradesh, PIN Code <………> <Contact Number> <Email ID>
Centre Manager <Name> <Contact Number> <Email ID>
State Head / State Representative <Name> <Contact Number> <Email ID>
S. No.
Name of the Trade Sector QP/ NOS Reference Training Hours Approved Batch Size
1
2
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3
Please note that the centre has been approved for the above mentioned maximum batch size only. You may now put up a batch creation request and raise an invoice for the first instalment of payment due on actual batch size.
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Annexure – 10
Written request by TSP for Approval for Batch Initiation
Dated:……./……../2016 From,
Name of TSP Local Training Centre Address of TSP
To, Managing Director Himachal Pradesh Kaushal Vikas Nigam
Sub: Request for Batch Initiation of Batch No. ......... Dear Sir/Ma’am, The below mentioned candidates have been selected for the batch of …………………………… (QP/NOS Number) of ………………………….. (sector) at .......................................................................................................................... (Training centre address). We would like to begin skill training of the said batch from ………/………/2016.
We request you to validate the batch during the start date i.e. ………/………/2016 and regular batch start time i.e. ……. AM, and issue us in-principle approval for the batch, as required for release of first instalment corresponding to this batch. We have collected the proof of age and address of each candidate (duly signed by the candidate) and a copy of the same is enclosed along with this letter.
Thank you, ......................
Enclosed: Candidate details along with proofs of candidate age and address
S. No.
Name of the Candidate
Mother / Father / Husband
Gender Caste (SC/ST/OBC/MBC/ General)
Contact Address
Contact number
Email ID (if any)
ID Proof
Address Proof
MIS registration number
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Name
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Annexure -11 Batch Details
Trainer Details
Subsection Particulars Details Documentary Proof (Yes/No/NA)
Basic Details Training Centre
Batch Trainer Name
Aadhar Number
Date Of Birth
Gender
Other Government Id Card Type
Other Government Id Card No
Mobile Number
Email ID
House Number
Village/ Town
Street
Post Office
Pin Code
Police Station
Block
District*
State
Education Qualification
Highest Education Level Of Trainer
Doctorate
Post Graduate
Graduate
Diploma
Higher Secondary
Stream
Name of Institution
Sector Of Training
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Subsection Particulars Details Documentary Proof (Yes/No/NA)
Training Of Trainer Attended
Course Name
Institution
Certification Date
Certification Number
Experience in Relevant Sector Total
Years
Months
Organization name
Duration
Start Date
End Date
Batch Details
Subsection Particulars Details Documentary Proof (Yes/No/NA)
Batch Details Course*
Batch Duration* in Hours
Maximum Batch Size
Minimum Batch Size
Proposed Start Date*
Proposed End Date*
Tentative Assessment Date *
Type of Batch
Candidate Details
Candidate & Trainer Roster
Scheme*
Course*
District*
Centre*
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Batch*
Trainer*
S.No
Aadhaar Number Candidate Name Permanent Address Contact Details
Status on date<>
01 XX XX XX XX
XX
02 XX XX XX XX XX
03 XX XX XX XX
XX
N XX XX XX XX
XX
Batch Status
Subsection Particulars Details Documentary Proof (Yes/No/NA)
Batch Approval Status
Scheme
All
Approval for Initiation
Initiated
Requests for Freezing
Frozen
Prematurely Closed
Request for Batch Closure
Closed Batches
Datasheet Batch ID
Date of Approval Request/Date of Approval/Date of Rejection
Training Service Provider
Center ID
Course Name
Training Status
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Assessment & Certification Status
Placement Status
Annexure – 12
HPKVN Record of Attendance during Batch Initiation / Freezing / Surprise Check
From,
District Coordinator <Name of District>
To,
MD, Himachal Pradesh Kaushal Vikas Nigam Shimla, Himachal Pradesh
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Sub: Report on Batch No. ......... started from ………/………/2016 by the Training Service Provider
...............................................................
Dear Sir/Ma’am, We were present for Batch Initiation / Freezing / Surprise Check (cross off whichever not applicable) on the date ………/………/2016 at time ……. AM/PM for the subject-cited batch pertaining to …………………………… (QP/NOS Number) of ………………………….. (sector).
We found that ………. number of trainees of the batch, as mentioned by the subject-cited Training Service Provider vide letter dated ……../……./2016, were present for skill training on the given date and time. We have verified the proofs of identification, address and other criteria of each candidate, as well as that of the trainers, for training to be initiated.
The list of trainees along with their identification and address proof is enclosed herewith, duly signed by the State Head /
Centre Manager / Representative of the subject-cited Training Service Provider. Sincerely, <Name> District Skill Officer <Name of District>
Enclosure: 1. List of trainees 2. Copies of trainees’ identification and address proof
Cc: 1. Copy to <Name of the TSP>
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Annexure – 13
Written request by TSP for Approval for Batch Freezing
Dated:……./……../2016 From,
Name of TSP Local Training Centre Address of TSP
To, Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
Sub: Request for Batch Freezing of Batch No. .......... Dear Sir/Ma’am, With regard to Batch No. ................ [Sector and QP Ref: .......................................] at .................................................................................................. .......................................................................... (Training centre address), we initiated the batch with ....... number of trainees, with details given at Annexure-I. Due to some trainees dropping out of the batch, we would like to include ....... number of trainees from the reserve group.
Hence, we request you to allow Batch Freezing with ............ number of candidates. We hereby submit the proofs of
identification, address and other requirements (duly signed by each candidate) enclosed as Annexure-II along with this letter.
Thanking you, ......................
Enclosed: Annexure-I (Trainee List at Batch Initiation) and Annexure-II (Trainee List after Batch Freezing) with details as given below
S. No.
Name of the Candidate
Name of Mother / Father /
Gender Caste (SC/ST/OBC/MBC/ General)
Contact Address
Contact number
Email ID (if any)
ID Proof (Aadhar, if
Address Proof
MIS registration number, if
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Husband available) any
Annexure – 14 Guidelines for Assessment
(i) The Assessment Agency shall be responsible for ensuring the quality and timeliness of the assessment process, including
use of standard assessment tools by assessor, professional conduct of assessor, and timely declaration of results
(ii) The Assessment Agency shall make all travel and logistics arrangements for the assessor
(iii) The Assessor must carry a valid ID proof and authorization letter of the agency he represents
(iv) The Assessor must assess the candidates as per the approved questionnaire/checklist provided by the concerned Sector
Skill Council
(v) The Assessor should authenticate the candidates before the start of assessment and should also keep a record of the
attendance
(vi) HPKVN DT shall ensure the quality of the assessment process by visiting the training centre (surprise checks, if required)
and carrying out checks such as:
Checking the ID proof and credentials of the Assessor
Observing the assessment process to ensure adherence to standard practices
Recording the number of trainees present and number of trainees undergoing assessment
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(vii) In case the Assessor fails to authenticate his identity to the HPKVN District Team, the team can halt the assessment and
inform the concerned Assessment Agency and Sector Skill Council at the earliest so that further action may be taken
(viii) In case the Assessor finds any discrepancies at the time of conducting assessment, the same needs to be reported to the
Assessment Agency, Sector Skill Council and HPKVN DT promptly and in writing (includes email)
(ix) If the assessor is found to enter into any unfair practice/arrangement, the Assessor may be blacklisted and debarred from
conducting any future assessments under the programme
(x) If the Assessment Agency is found to send a non-certified assessor on their behalf, the Assessment Agency may be
blacklisted and debarred from conducting any future assessments under the programme
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Annexure – 15
Request for Release of First Instalment
From, Name of TSP Local Training Centre Address of TSP
To,
Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
Sub: Request for release of first instalment for Batch No. ..........
Dear Sir/Ma’am,
We are hereby submitting the request for release of first instalment for our skill training batch, with details as given below, as per the In-Principle Approval No. .................... for the batch issued by HPKVN dated………………….
Name of Trade / QP
Name of Sector
Batch No. (1st/2nd/etc.)
Unique MIS Batch No.
We are also enclosing herewith the invoice for first instalment.
Thank You,
<Signature and Company Seal> Name: Designation:
Enclosure:
Invoice for first instalment of training cost pertaining to referenced batch
Copy of IPA for referenced batch
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Batch Details (as per format given at Annexure – 11)
Copy of payment receipt for Security Deposit from Students – Payment Receipts and Bank Deposit Proof
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Annexure – 16
Request for Release of Second Instalment
Date………/………/2016
From, Name of TSP Local Training Centre Address of TSP
To, Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
Sub: Request for release of second instalment for Batch No. ..........
Dear Sir/Ma’am,
We are hereby submitting the CA audited utilization certificate of 70% or more utilization of the first instalment of training cost pertaining to Batch No. …………… [QP/NOS and Sector Reference: ………………..........] as per IPA No. ………………… issued by HPKVN dated ………………….
We are also enclosing herewith the invoice for release of second instalment, along with daily attendance record from Batch Initiation till date. We request you to process the same as soon as possible.
Thank you,
<Signature and Seal> Name: Designation:
Enclosure: 1. Invoice for second instalment of training cost pertaining to referenced batch
2. CA-audited utilization certificate of 70% or more utilization of first instalment
3. Daily attendance record from date of Batch Initiation till date
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4. Achievement of Curriculum Delivery Schedule till utilization of 70% of first instalment
5. Achievement of Guided Learning Hours (GLH) till utilization of 70% of first instalment
6. Copy of the release order of first instalment
Annexure – 17
Request for Release of Third Instalment
Date………/………/2016
From, Name of TSP Local Training Centre Address of TSP
To, Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
Sub: Request for release of third instalment for Batch No. ..........
Dear Sir/Ma’am,
We are hereby submitting the invoice for release of third instalment of training cost pertaining to Batch No. …………… as per IPA No. ………………… issued by HPKVN dated ………………….
We are also enclosing herewith the detailed record of assessment of trainees as per third-party assessment held on ....................... (date). A total of ..... (number) of trainees from the batch undertook the assessment, from which a total of ...... (number) candidates have qualified to receive certification from the ................................ Sector Skill Council as per the enclosed communication / letter received.
Therefore, we request you to process this invoice as soon as possible.
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Thank you,
<Signature and Seal> Name: Designation:
Enclosure: 1. Invoice for third instalment of training cost pertaining to referenced batch
2. Final attendance record of trainees
3. Completion of curriculum Delivery Schedule
4. Completion of the Guided Learning Hours (GLH)
5. Copy of assessment record of the batch
Copy of the release order of second instalment & Copy of payment refund for Security Deposit from Students –
Payment Receipts
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Annexure – 18
Request for Release of Fourth Instalment
Date………/………/2016
From, Name of TSP Local Training Centre Address of TSP
To, Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
Sub: Request for release of fourth instalment for Batch No. ..........
Dear Sir/Ma’am,
We are hereby submitting the invoice for release of fourth and final instalment of training cost pertaining to Batch No. …………… as per IPA No. ………………… issued by HPKVN dated ………………….
We are also enclosing herewith all relevant details to facilitate processing of payment, including placement and job-retention details of placed candidates with proper proofs. Therefore, we request you to process this invoice as soon as possible.
Thank you,
<Signature and Seal> Name: Designation:
Enclosure: 1. Invoice for fourth instalment of training cost pertaining to referenced batch
2. Proof of securing wage employment for a candidate – e.g. Letter / Email confirmation by the organization where the
candidate is placed; Copy of Offer Letter; etc.
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3. Proof of securing self-employment for a candidate – e.g. Proof of credit linkage for micro enterprise of minimum Rs.
10,000; trade / relevant license; proof of setting up of new enterprise or becoming a member of a producer group;
proof of additional earnings (bank statement); etc.
4. Proof of job-retention for 3 months – Payslips or equivalent valid proof showing that the candidate has been employed
for at least 90 days within a period of not more than 100 days
5. Copy of monthly tracking sheet indicating call to candidate and employer, as per call records issued by telecom
agency
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Annexure – 19
Monthly Record of District Team Visits to Training Centre for the month of <....>
The District Team visited the following centre as per the details given below and has made the following observations:
Centre Address <Name of the Agency> <House No., Lane> <Road No.> <Block>, <District> Himachal Pradesh, PIN Code <………> <Contact Number> <Email Id>
Centre Manager <Name> <Contact Number> <Email Id>
State Head/ State Representative <Name> <Contact Number> <Email Id>
S. No.
Date of Visit
Time of
Visit
Name of Trades Ongoing
Batch Nos. Ongoing
Trainees present Instructor Present (Y /
N)
Asst. Instructor Present (Y / N) Girls Boys Total
1.
2.
3.
Other Observations (May be attached as annexure for each visit, if required)
Enclosed: Attendance record of trainees present at the time of visit as per Annexure-12
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Annexure – 20
In-Principle Approval for Payment
Dated:……/……../2016
From Managing Director Himachal Pradesh Kaushal Vikas Nigam, Shimla
To
Name of TSP Local Training Centre Address of TSP
Sub: Issuance of In-Principle Approval for Batch No. .......... Dear Sir/Ma’am,
This in response to your request dated……/…../2016 with regard to Batch No. ................ [Sector and QP Ref:
.......................................................] at ...........................................................................................
............................................................. (Training centre address).
In view of the training centre verification visit by HPKVN district team, your batch is approved by HPKVN subject to further
validation of training, as and when required, before release of payment. Details of the approved batch are enclosed herewith, with
an indicative computation of the payment instalments in view of the approved batch. Please note that the payments due to your
organisation shall be re-calculated before release of each instalment, in line with the guidelines issued by HPKVN. The
final calculations shall be made on the following basis:
(i) For the first instalment, “total training cost” shall be calculated corresponding to the approved batch size at the time of
Batch Initiation;
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(ii) For the second instalment, “total training cost” shall be calculated corresponding to the approved batch size at the
time of Batch Freezing, with adjustments pertaining to first instalment pay-out, in order to account for difference (if
any) in batch size between Batch Initiation and Batch Freezing;
(iii) For the third instalment, “total training cost” shall be calculated corresponding to the number of successfully certified
trainees in the batch, with adjustments pertaining to first and second instalment pay-outs, in order to account for
differences (if any),;
(iv) For the fourth instalment, “total training cost” shall be calculated corresponding to the number of successfully certified
trainees in the batch, subject to placement of at least 50% of certified trainees in the batch.
HPKVN shall release the first instalment shortly through account payee cheque / NEFT in favour of <Name of the TSP>.
Sincerely,
<Name> District Skill Officer <Name of District>
Enclosed: Approved batch details
<Name of the Agency>
<Address of the Training Centre>
<Contact Number>, <Email ID>
Batch No.
Batch type: Non-residential
S. No.
Name of the Trade
Sector QP/ NOS Reference
Approved Batch
Size
Maximum approved
work order value (Rs.)
First Instalment:
10% less aggregate amount of
Second Instalment: 30%
of training fee corresponding
to batch size at
Third Instalment:
30% of training fee
corresponding
Fourth Instalment: 30%
of training fee corresponding to successfully
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refundable security deposit
collected from each trainee
(Rs.)
the time of Batch Freezing
(Rs.)
to successfully certified trainees
aggregate amount of refundable
security deposit
collected from each trainee
(Rs.)
certified trainees, if at least 70% of
certified trainees are
placed (Rs.)
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Annexure - 21
Attendance
Centre Name & Number Scheme Name Course Name Batch ID
Student Information Daily Attendance
Serial No
Aadhaar ID
Student Name
Student Status
Attendance Location
Biometric Machine ID
Day 1 Day 2 Day 10
Day 11
.. Day N Time Attendance
Count Time Attendance
Count
1
Training Center
In In
Out Out
Hostel In In
Out Out
2
Training Center
In In
Out Out
Hostel In In
Out Out
3
Training Center
In In
Out Out
Hostel In In
Out Out
.. ..
30 Training Center
In In
Out Out
Hostel In In
Out Out
.. ..
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39 Training Center
In In
Out Out
Hostel In In
Out Out
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Annexure - 22
Assessment & Certification
Batch<>
Centre*
Course*
Batch*
Candidate Result Details
S.No Aadhaar Number
Candidate Name
Assessment 1 Assessment 2 Assessment N Certification
Assessment Marks
Result Assessment Marks
Result Assessment Marks
Result Certificate Status
Certificate Number
XX XX XX XX XX XX XX XX XX XX XX
XX XX XX XX XX XX XX XX XX XX XX
XX XX XX XX XX XX XX XX XX XX XX
XX XX XX XX XX XX XX XX XX XX XX
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Annexure - 23 Placement and Post Placement Tracking
Placement Reporting
Placement/Entrepreneurship
Centre*
Course*
District*
Batch*
Batch Strength
S.No
Aadhaar
Number
Candidate Name
Placement Status
Organization Name
Organization Address
Contact Person in Organization
Designation of
Contact Person in
Organization
Phone Number of Contact Person
Designation offered
to Student
Monthly
Salary
01 XX XX XX XX XX XX XX XX XX XX
02 XX XX XX XX XX XX XX XX XX XX
03 XX XX XX XX XX XX XX XX XX XX
N XX XX XX XX XX XX XX XX XX XX
Name of HR
Contact in Organizati
on
Phone Number of HR Contact
Date of
Joining
EPF No.
ESI / Health Insuran
ce Company
ESI / Health Insura
nce Number
Repeat for 3 organizations
Salary Slip for 3 Months
Final Placement Status after 3 months
Comments
XX XX XX XX XX XX XX XX XX
XX XX XX XX XX XX XX XX XX
XX XX XX XX XX XX XX XX XX
XX XX XX XX XX XX XX XX XX
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Self -Employment/ Entrepreneurship Venture
Name
Self -Employment/ Entrepreneurship Venture Reg. Number
Registering
Authorty
Loan Number
Borrower Name - Primary
Borrower Name
- Second
ary
Bank
name/
NBFC
Name
Branch Address
Scheme
Interest Rate
EMI Amou
nt
Loan Start Date
Duration of Loan
Track Placement/Entrepreneurship
Track Placement/Entrepreneurship
Centre*
Course*
District*
Batch*
Batch Strength
S.No
Aadhaar
Number
Candidate Name
Month 4th to 12th
Placement Status
Organization Name
Organization Address
Contact Person in Organization
Designation of
Contact Person in
Organization
Phone Number of Contact Person
Designation offered
to Student
Monthly
Salary
01 XX XX XX XX XX XX XX XX XX XX
02 XX XX XX XX XX XX XX XX XX XX
03 XX XX XX XX XX XX XX XX XX XX
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N XX XX XX XX XX XX XX XX XX XX
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Month 4th to 12th
Name of HR
Contact in Organizati
on
Phone Number of HR Contact
Date of
Joining
EPF No.
ESI / Health Insuran
ce Number
ESI / Health Insura
nce Number
Repeat for 3 organizations
Upload 9 months consolidated Salary Slip
Comments
Month 1st to 12th
Self -Employment/
Entrepreneursh
ip Venture Name
Self -Employment/ Entrepreneurship
Venture Reg. Numbe
r
Registering
Authorty
Loan Number
Borrower Name - Primary
Borrower Name - Seconda
ry
Bank name/ NBFC Name
Branch Address
Scheme EMI Amount
Loan Amount Repaid
Interest
Certificate
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Annexure 24
Report of Visit of QA Team to TSP Centre
Date of Visit
QA Team details
1.
2.
3.
Trainers and Centre Staff
1.
2.
3.
No of Batches and Job Roles
Batch Job Role QP No
1.
2.
3.
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QA Audit Table for Training Batches
Ratings – 5-Excellent 4-Good 3-Satisfactory 2-Unsatisfactory 1-Poor
Batch Details (…..) QP (…..)
(One table for each Batch audited)
( Name of Officer carrying out Audit)
Item / Activity Rating Remarks if any (Ratings of 5, 2 and 1 will need qualifying remarks, others are optional)
Training is being carried out as per the Session Plan.
Does the trainer have a trainer manual? Is the Lesson Plan being followed?
Are interactive sessions, including role-plays, being conducted as per Lesson Plans?
Are training aids available as per training manual? Are they functional?
Are training aids being utilised as given in the training manual?
Is the trainer adhering to the time plan?
Is the training asking questions to ensure transfer of learning?
Average score of the on the spot assessment.
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Overall Rating for the Visit
Any special observations
Note – If the overall rating, and/or rating on any parameter above is 5, 2, and 1, the same would be communicated by HPKVN to TSP within 48 Hours of visit. TSP will indicate remedial action, incase of ratings 2 & 1 , within 5 working days to GM ( Training) HPKVN.
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Annexure – 25 - Timelines needs to be adhered
Mobilization and Counselling a. Mobilization
Planning : Mobilization Plan for the State to be finalized along with the TSPs
Execution: Targeted campaigns through different channels of communication. Skill/ Job Mela/ Counselling Camp Calendar
*Note: All mobilized student gets registered on National Career Service Portal
HPKVN/Concerned Department/TSP Village and Community Level Organization Third Party Agency for Mobilization
Planning: 10th August 2016 Execution: 19th September 2016
b. Screening , Counselling, Selection
Identify/mobilize the Candidates from identified area
On field registration of identified *Note: Note : All counselling camps would be co-chaired by one representative of Employment Exchange/ Model Career Centre
Government Career Counselling Centre/Model Career Counselling Centre
30th September 2016
c. Candidates
Aptitude test to be administered to all the registered candidates.
Explain to the candidate growth/career prospects in each profession and help him choose a trade which suits his aptitude.
HPKVN/Concerned Department/TSP District and Block Administration
7th October 2016
Training management center and infrastructure d. Centre creation by TSP
TSP raises request for creation of training centre with following details: Detailed address with landmarks Basic Infrastructure
Ownership <Owned, Rented, Government>
Area (include corridors but exclude open to sky spaces like courtyard)
Residential / Non residential Academic Infrastructure
Academic Room available with all details
Lab Rooms Non-academic Infrastructure
No. of toilets (male, female) and no. of washbasins
Details - Office area, Counselling room, Reception area
HPKVN/Concerned Department/TSP
10th October 2016
e. Centre verification request by TSPs to HPKVN/Concerned Department
Request for verification raised by the TSPs
HPKVN/Concerned Department/TSP
10th October 2016
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HPKVN/Concerned Department receives the request for verification
HPKVN/Concerned Department confirms the date of verification to TSP
f. Centre Inspection by HPKVN/Concerned Department
Checking for all the details mentioned by the TSP (specifically verification of the SSC certification related to centre) Centre Approval
o Recommendation submitted by the District team to State In-charge for approval
o HPKVN approves or rejects the recommendation o Finally centre is approved by the HPKVN or process is
repeated by the TSP o SSC verification on the basis of course mentioned by
TSPs and re-verification of infrastructure
HPKVN/Concerned Department/TSP
10th October 2016
Batch Management g. Batch creation by TSP
TSP raises request for batch creation giving details of: o Detail list of candidates enrolled under each batch o Candidate’s Aadhar Number o Candidate’s personal Bank Account Number o Linked to Aadhar o Nature of training (Full time / Part time / Weekends) o Class duration per day o Batch start date o Expected batch end date o Batch size (Limited by max. 30 and min. 15) o Theory Classroom No. o IT / Practical Lab No. o Batch assessment date mentioned by the TSP
HPKVN/Concerned Department/TSP
17th October 2016
h. Assessor Registration by Assessment Body (AB)
Assessment Body to shortlisted by HPKVN
TSPs fills in all details for each trainer o All personal, academic and professional details of each
Assessor o ToT for Assessors
HPKVN/Concerned Department/TSP
10th October 2016
i. Trainer registration by TSP
TSPs fills in all details for each trainer o All personal, academic and professional details of each
trainer o ToT for Trainers
HPKVN/Concerned Department/TSP
10th October 2016
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j. Course Registration
The TSP will enter the course details (Curriculum, duration of course, trainer imparting the course, lab & classroom requirement, toolkit requirement)
HPKVN/Concerned Department verifies batch size with respect to training space, lab capacity, tools, etc.
TSP maps faculty to each proposed batch o Trainer skill set (Domain / IT / English / Soft skills /
Others) o Name of trainer o Nature of trainer (Primary / secondary) o Type of engagement (Full time / Part time)
HPKVN/Concerned Department/TSP
10th October 2016
k. Approval of the request for Batch, Trainer and Course by HPKVN
The request for approval of batch, trainer and courses is raised by the TSP to HPKVN
The same is then approved or rejected by the HPKVN/Concerned Department and the batch then freezes
HPKVN/Concerned Department/TSP
10th October 2016
l. Attendance Monitoring through Geo Tagged Biometric System HPKVN/Concerned Department/TSP
On-going activity from 17th Oct 2016 onwards
1. Training commences 17th Oct 2016