Manual for Standard Operating Procedure - HPKVNhpkvn.nic.in/download/Manual for Standard Operating Procedure.pdf · Manual for Standard Operating Procedure Skill development training

Version 1.0 (August, 2016)

1

Manual for Standard Operating Procedure

Skill development training by Himachal Pradesh Kaushal

Vikas Yojana

Pilot Phase

Himachal Pradesh Kaushal Vikas Nigam, Shimla



2

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


3

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


4

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


5

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.


6

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.


7

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.


8

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


9

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.


10


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


11

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,


12

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;


13

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.


14

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


15

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


16

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


17

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.



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


18


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


19



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


20

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.



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


21



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


22

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


23

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


24

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.


25

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


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


26



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

Email

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


27



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


28

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.


29

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.


30

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


31

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



32


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


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


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:


Accompanied by copy of Sector Skill Council validated results and certifications


8.12 HPKVN DT to carry out validation of claim based on observations during assessment process

HPKVN ST to scrutinise claim


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



33


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:


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 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


8.20 HPKVN ST to transfer the amount for fourth instalment directly to TSP’s account HPKVN ST Files / NEFT


34

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


35

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;


36

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?


37

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.


38

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


39

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*


40

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*


Total

SSC Certificates

No of Students Certified by SSC*

Himachal Pradesh Training Details

2012-13*

2013-14*

2014-15*


Total

Himachal Pradesh Placement Details

2012-13*

2013-14*

2014-15*


Total


41

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*


42

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>


Basic Details Sector Applied for*

Status of Application*

Proof of Affiliation*

All India Training Details

2012-13*

2013-14*

2014-15*


Total

All India Placement Details

2012-13*

2013-14*

2014-15*


Total

SSC Certificates

No of Students Certified by SSC*

Himachal Pradesh Training Details

2012-13*

2013-14*

2014-15*


Total


43

Himachal Pradesh Placement Details

2012-13*

2013-14*

2014-15*


Total

Thank You,

<Signature and Company Seal> Name: Designation:


44

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:


45

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


46

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>


47

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


48

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


49

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:


50

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 Assistant Training Instructor - <name of sector - 1>

ID proof of Assistant Training Instructor - <name of sector - 1>





SSC approved training curriculum - <name of sector - 1>

SSC approved Tool List and infrastructure details for - <name of sector - 1>





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,


51

<Signature and Company Seal> Name: Designation


52

Annexure -7 Training Centre Details


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*


53

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


54

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


55

<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


56

No. Domain Lab /

Computer Lab

fans lights (tube / CFL)

/ lab

(in feet)

(in sq. ft.)

Trainees @ 8 sq. ft. per trainee


57

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:


58

Name and designation of TSP Representative present at the time of Inspection :


59

Annexure – 9

Training Centre Approval (or Non-Approval)


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


60

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.


61

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


62

Name


63

Annexure -11 Batch Details

Trainer Details


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


64


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


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*


65

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


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


66

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


67

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>


68

Annexure – 13

Written request by TSP for Approval for Batch Freezing

Dated:……./……../2016 From,


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


69

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


70

(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


71

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


72

Batch Details (as per format given at Annexure – 11)

Copy of payment receipt for Security Deposit from Students – Payment Receipts and Bank Deposit Proof


73

Annexure – 16

Request for Release of Second Instalment

Date………/………/2016



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


74

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



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.


75

Thank you,


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


76

Annexure – 18

Request for Release of Fourth Instalment

Date………/………/2016



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,


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.


77

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


78

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


79

Annexure – 20

In-Principle Approval for Payment

Dated:……/……../2016


To


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;


80

(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


81

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.)


82

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

.. ..


83

39 Training Center

In In

Out Out

Hostel In In

Out Out


84

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





85

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



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





86


87

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





88

N XX XX XX XX XX XX XX XX XX XX


89

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


90

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.


91

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.


92

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.


93

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


10th October 2016


94

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


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


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


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


10th October 2016


95

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)


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


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