Standard Operating Procedures (SOP) 2013 Government of Karnataka Administrative Training Institute Lalith Mahal Road, Mysore-570 011. Tel: 0821-2520906, 2443863, 2443831, 2522142 Fax: (0821) 2523899 E-mail: [email protected], Website: www.atimysore.gov.in
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Standard Operating Procedures (SOP) 2013
Government of Karnataka
Administrative Training Institute Lalith Mahal Road, Mysore-570 011.
e) Two Rooms should be reserved in Kapila Hostel for Resource
Persons for all times.
3. Course Briefing:-
a) Officers will be briefed on attendance, discipline, leave, Mess
timing, ATI facilities like Library, Dispensary, Sports, PT and Yoga
timing.
b) Attendance system will be explained.
c) Expectation from the course will be elicited on a chart paper and
will be displayed.
4. Physical Training:-
a) Morning compulsory (P.T/Yoga) will be organized on every working
day and commence from the second day of start of schedule.
b) Team Games can be organized (Basket ball/Cricket) at least once
during program.
c) Individual Sports Competition (Chess, Carom, Badminton, TT and
Lawn Tennis) would be organized. Prizes will be given on the
concluding day of Program.
5. Clubs:-
a) ATI has two permanent clubs “Film Club” and “Nature Lovers Club”.
Activities of these 2 clubs will be explained to the officers.
6. Village Visit:-
1) Selection of village.
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2) Budget preparation based on request of partner NGO.
3) Criteria of selection of village(s)-
(a) Population within 3000
(b) Not more than 90 minutes from ATI
(c) Backward villages be selected
(d) Villages visited in last 3 C.F.C be not selected
(e) One village with best/innovative practices be selected.
4) Group will be formed to visit the village(s).
5) 3 Best Practices Films of ATI/ANSSIRD/DARPG to be shown to
officers prior to village visit.
6) Available case studies on different aspects of village visit to be
discussed.
7) Group to work on themes of-
(a) Education
(b) Health
(c) PRI
(d) Livelihood
(e) Agriculture
(f) SHG
(g) Gender in their Group Work.
7. Cultural Activities:-
1) In order to promote better spirit d corps, there would be a
“Committee” among officers to organize cultural activities.
2) Skit/Singing/Competition can be organized during the 7 weeks C.F.C
program.
3) A Cultural Evening of 1½ hours duration will be organized by the
Officer Trainees at the end of course. It can be held at Ravindra
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Block or outdoor or Auditorium as can be decided by Course
Coordinator.
8. Examination and Assessment:-
a) There will be continuous assessment of officers through Quiz, snap
test, objective Test in class.
b) The examination will be done in the last week of program. The
passing of exam will be compulsory.
c) Date and subject matter of the exam will be approved by D.G for
every C.F.C.
d) The Final Assessment of each officer will be done on basis of
Conduct, participation in activities and Examination Result.
Participation in Karnataka Darshan will be compulsory failing which
no certificate will be issued.
e) In Extreme Medical condition, with prior approval of D.G an officer
can be exempted from Karnataka Darshan Tour.
9. End of Course:-
a) Prize Distribution, Certificate Distribution and assessment of marks
display will be done on the Concluding Day of C.F.C.
b) The presentation of “Project Reports” by participants will be done
during last week of the program.
c) Valedictory Program will be simple. Course Report by Coordinator
and Feedback from 6 participants will be read out at closing
Function.
d) Course Report would be prepared by Course Coordinator within 15
days of conclusion of program. Balance Advance amount if any
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should be returned to cash section. The additional expenditure, if
any, will be got approved by D.G.
e) Course Report will be sent to CS/ACS/Participating Departments/
DPAR(AR). 2 copies will be kept at Tungabhadra Hall
Documentation Centre for future use.
f) ATI Film on “ATI Training” and “One Day in ATI” will be played for
visual briefing of facilities.
g) Ice breaking session for knowing each other will be organized on
first day itself.
h) Committees for various activities (Sports/Culture/Mess/discipline)
would be made.
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V. For Conduct of Training Programmes at District Training
Institutes:-
Under its aegis the ATI has 28 functional District Training Institutes
spread across the entire State of Karnataka. The DTIs are under the direct
control of Director General. Each DTI has Managing Committee with the
Deputy Commissioner of the concerned districts as its Chairman. The
Managing Committee of DTIs meets at regular intervals to decide and
firm up the activities of DTIs. It is in this Committee the calendar of
training programmes will be decided. Each year DTI is supposed to
conduct 40-50 training programmes. A set of instructions has already
been given by the ATI for the conduct of training programmes. Besides
conducting the decided training programmes as per the approval of the
Managing Committee, it is also required to conduct training programmes
sponsored by ATI/ ANSSIRD/ SIUD as off campus courses. Each DTI has
the Principal supported by Vice Principal, Instructors and other
supporting staff for its functioning. The Instructors who are nominated as
coordinator for conducting training programmes has to take necessary
steps as defined below-
1) Programme Schedule should be drawn up for conduct of training
programme in consultation with the Principal and other District
Level Officers locally available.
2) List of Resource Persons should be identified for a given training
programme.
3) Nomination letters should go well in advance seeking nominations.
4) If nominations are not received in time, remainder should go to the
concerned deputing authorities and ensure adequate number of
officials deputed for training.
5) Care should be taken to see that adequate number of trainees are
deputed.
6) If the attendance fall short below five action should be taken either
for cancellation or otherwise, with the Principal.
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7) Strict adherence to the original programme schedule drawn. Due to
unforeseen reasons if any Resource Persons finds it difficult to
comply, action can then be taken to identify a suitable person in
consultation with the Principal.
8) Field visits should be arranged. Participants taken on a field visit
should be appraised of its functioning for their better
understanding.
9) Participants should be allowed to discuss on Case Studies.
Presentation can be made by group.
10) Evaluation process should be undertaken at the end of the training
programmes as it is an inbuilt activity. Feedback obtained from the
participants should be compiled for adoption in the next training
programme.
11) A report should be prepared on completion of every training
programme within three days. The report shall consist of
programme schedule, list of participants, group report, evaluation
report, observations of the Course Coordinator. The entire process
of recording the programme conducted, should be documented and
placed in library for further reference.
SOP for DTIs – Training/ Workshop/ CFC/Off Campus Courses:-
The set of guidelines that is required to be adhered to, has already
been spelt out in the side heading for conduct of training programmes at
DTIs. Although the procedures explained appears similar, extra care
needs to be taken depending upon their nature of courses for conducting
at DTIs viz., regular training programmes, Common Foundation Courses,
Workshops, Off Campus Programmes, sponsored by ATI, ANSSIRD and
SIUD.
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1. Training Programmes:-
The Instructor nominated to coordinate the training programme
has to take measures earlier mentioned. However, in brief it is as
follows–
1. Keep ready the final copy of programme schedule.
2. List out the Resource Persons required to be invited.
3. Issue letters to the concerned deputing authorities for
nominations.
4. Take participants for exposure visits.
5. Group discussions on assigned topics.
6. Presentation of reports by participants.
7. Participants to submit a report on exposure visit.
8. Conduct of evaluation of training programmes.
9. Compile the feedback of the participants.
10. Prepare Course Coordinators report.
11. Document the entire process of training programmes.
12. Place the document in the library.
2. Workshops:-
Workshops are different in nature from that of the training
programmes conducted at DTIs, on concerned areas. Workshops are to
be organised as per the request of the Government Departments. The
Instructor nominated as Workshop Coordinator, has to take following
actions –
1. Prepare and finalise the Workshop Schedule in consultation with
the concerned.
2. Enlist experts in the areas of concern to interact.
3. Reading Material to be developed for circulation among the
participants.
4. Workshop is more or less participative in nature.
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5. Allow all participants to take part in the areas of concern.
6. Form groups among the participants.
7. Groups shall make a presentation in the Workshop.
8. The entire reports submitted by group shall be summarised and
throw open for further discussion.
9. Document the entire proceedings of the Workshop.
3. Common Foundation Course:-
The SOP that is required to be designed is as good as similar to SOP
set for CFCs of ATI. However, the instructions to be followed are as
stated below –
Guidelines for CFC and Job course have already been issued to DTIs.
The objective, contents, etc, have also been defined.
1. Draw schedule for CFC as per the module already developed.
2. List out the Resource Persons.
3. Correspondence with the deputing authorities for nominating the
participants for CFC.
4. Ensure all participants to report at DTIs in time.
5. Follow instructions given by ATI for conduct of CFC.
6. Arrange exposure visits to participants.
7. For Study Tour, chalk out the details of the programme.
8. Take action to get confirmation of arrangements made by the
concerned authorities well in time.
9. Expenditure for study tour should not exceed the limitation
suggested by ATI.
10. Document the entire process of conducting the CFC.
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4. Off Campus Courses:-
SOP for Conduct of Off Campus Training Programmes:-
Drawing up of Training Module/ Schedule/ Circulate with approval
of DG.
Issue of detailed Circulars to all (Training Schedule/ Role of DTI/
Release of fund/Release of Budget/ Reading Material) with approval of
DG.
ATI along with its two sister Institutions viz., ANSSIRD and SIUD are
required to conduct training programmes away from its campus as off
campus courses at the respective DTIs. For such sponsored programmes,
ATI/ ANSSIRD/ SIUD will release the approved amount. Following
preliminary activities be required –
1. Fixing up of Nodal Officer/ Instructor for conduct of programme.
2. Nominations of Nodal Officers from ATI/ SIRD/ SIUD for such
activities.
3. Selection of DTIs for such sponsored programmes
4. To be in constant touch with faculty incharge at ATI/ SIRD/ SIUD.
5. Fixing up of dates for such programmes in consultation with DTIs.
6. Seek nominations for participating in training programme
sufficiently well in advance.
7. Provide all training facilities available in DTIs.
8. Preparation of Reading Materials.
9. Make arrangements for documenting the entire proceedings of the
programme.
10.Release of budget to concerned DTIs in advance.
11. Preparing formats for collection of information.
12. Collection of documents from DTIs.
13. Finalisation of Reports.
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a) Objective:-
To properly plan and execute training activities as per approved
training calendar.
b) ATI Activities:-
1. Nomination of Nodal Officers from ATI/ SIRD/ SIUD.
2. Selection of DTIs for such sponsored programmes.
3. Fixing up of dates for such programmes in consultation with DTIs.
4. Release of budget to concerned DTIs in advance.
5. Collection of Report and Documentation from DTIs.
6. Finalisation of Reports.
c) Pre Training Activities (DTIs/ other Institutes) (two weeks before
programme):-
1. To be in constant touch with faculty incharge at ATI/ SIRD/ SIUD.
2. Fix up a Nodal Officer/ Instructor for conduct of programme.
3. Obtain Reading Material and other Materials available on ATI
website for distribution.
4. Obtain formats etc., from ATI/ SIRD/ SIUD for providing
information.
5. Keep training kit ready, as per instructions of ATI (SIRD/ SIUD)
6. Training date change due to emergency (flood/ law and order
issues)
d) During Training:-
1. Principal/ Vice Principal to discuss with Nodal Officers of ATI (SIRD/
SIUD) in case of any problem, (low nominations, change of dates)
2. Proper distribution of Reading Material/ Training Kit.
3. Invitation to Eminent Speakers
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4. Conduct of training as per schedule and Module given by ATI (SIRD/
SIUD)
5. Maintain attendance sheet.
6. Maintenance of accounts funds in separate account.
Unnecessary expenditure on photographs/ flowers, etc, to be avoided.
Chief Guest to be given books as gift.
Rates for all lectures are fixed at `.300 per one hour session along with
TA/DA.
Circular/ Guidelines issued by ATI from time to time should be
followed.
After training and closing of programme:-
a) Feedback:-
Compile all feedback from participants.
Submit report to ATI (SIRD/ SIUD) with following documents in CD
and hard copy.
(a) List of participants
(b) List of Resource Persons
(c) Accounts in the enclosed format
(d) One page Report in the enclosed format
(e) Accounts in the enclosed format with vouchers
(f) Photographs (10 in number)
The Checklist is placed at Annexure-IV
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Annexure-IV
Checklist for conducting ATI/SIUD/ANSSIRD Programmes at DTIs as
Off-Campus
1) Whether D.G has approved the Training Calendar indicating off
campus programme.
2) Whether Faculty has been nominated.
3) Whether DTIs have been selected and circular issued indicating
Dates/Name of Programme/Budget sanctioned/Formats for
collection of Reports.
4) Whether Coordinating Faculty has contacted selected DTIs.
5) Whether DTIs have received all information/Circular/Funds.
6) Whether letters to concerned have been dispatched for nominating
Officers/Officials.
7) Whether venue with all training material has been kept ready.
8) Whether food arrangements made.
9) Whether Reading Material dispatched in time to DTIs.
10) Whether sufficient number of local RPs contacted.
11) Whether local DC/other dignitaries approached for their presence
in inauguration.
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VI. Protocol Duties:-
Protocol arrangements is one of the pre-requisite action to bring
quality and effectiveness in the conduct of training programmes. The
protocol is also required to be arranged for the forthcoming visits from
various National/ State Level Institutions. The various activities that has
to be undertaken by the protocol includes –
1. Transport arrangements should be made to the Resource Persons invited in consultation with the concerned Course Coordinator.
2. The Coordinator should discuss with the protocol for proper and timely arrangements for transport facilities.
3. The protocol wing should monitor the vehicle section and manage the movements of vehicles.
4. No transport facilities can be made without consulting the protocol wing.
5. All drivers should keep the protocol wing informed before taking the vehicles outside ATI campus.
6. Whenever requisitioned for transport facilities either by SIRD or SIUD the protocol wing should take action for providing transport facilities to them with the approval of the Director General.
7. In case of any situation that demands the protocol wing to go for hiring the vehicles for field study/ social visit action can be taken only after obtaining the approval of Director General.
8. For field study visits of the participants from outside Training Institutes to ATI, protocol should ensure all the arrangements by drawing up of the programme of various activities which include reception, interaction on the activities of the ATI, Campus round, SIRD visit, interaction with SIRD on its activities, visit to SATCOM studio, lunch arrangements.
9. The protocol wing should also take necessary action for the visiting teams’ visit to other places in and around Mysore as per the request of the visiting team.
10. The protocol wing should report and keep abreast of all its activities to the Director General from time to time and should also abide by the instructions given.
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VII. S.O.P for I.A.S Orientation Training:-
ATI conducts 6 weeks of Orientation Training for IAS Officers
allotted to Karnataka generally between June/July to August. The officers
first join ATI and then proceed to respective districts. ATI provides
practical training to officers who come (sometimes Training and stay) for
the first time to State at ATI is their first interaction with State
Governance. The 6 week Training is designed to give them practical input
about socio-economic political conditions in Karnataka along with
exposure to best practices by senior IAS Officers and colleagues.
LBSNAA, Mussorie, coordinates and provide ATI training inputs.
Ordinarily a meeting is held at LBSNAA in April/May to discuss inputs and
possible improvement in course content and course design.
1. Pre-Training Activity:-
On receipt of information from State Government/LBSNAA on
number of participants order will be issued by D.G nominating Course
Coordinator and Co-Course Coordinator.
1) The schedule for Six Weeks will be prepared in consultation with
J.D(Trg) and got approved by D.G at least 4 weeks in advance.
2) Relevant books for use by officers will be purchased through library.
3) Training Kit (bag, pen, Reading Material, Label Card) will be kept
ready.
4) One vehicle will be kept for exclusive use of the officers during their
entire stay.
5) Field visits, like visit to nearby districts, Best Practices, offices
should be planned in the schedule.
6) Sufficient time (minimum 54 sessions) should be given for learning
of Kannada.
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7) Distinguished speakers from various fields (Administrator/Rtd.
Officers/NGOs/University Professor) needs to be invited, letters to
be sent to them in advance by Course Coordinator. In special cases,
letter can be sent through D.G.
8) Each Officer Trainees will be sent Tentative Schedule in advance by
email.
2. Joining Formalities:-
1) Generally Office Trainees will be reporting together. Personal
information Formats will be filled up.
2) Inauguration by D.G or any distinguished officer can be planned.
3) Officers should be briefed on ATI activities and facilities like sports,
hostel, mess (through film) and discipline.
4) Each officer will be provided with Bag and Training Kit containing
Reading Material, books and other stationery.
5) Officer Trainee should be provided with Bank A/c opening format to
facilitate opening of bank A/c.
6) Each officer will be required to pay an advance of `.100/- per day as
lodging charges for all 6 weeks.
7) Officer will be provided with “Honorary Sports Club Card” for use
during their stay @ `.200/- for each card.
8) Officer will be provided with a sports T-Shirt @ `.170/- per T-Shirt.
This they need to wear during PT/Yoga.
9) Officers will be briefed on Riding Facilities in KARP (in front of ATI)
and in case any officer is interested, Commandant can be contacted.
10) Officer will be provided with Driving Licence(D.L) and willing officer
can learn car driving at ATI.
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3. During Training:-
1) Discipline and Time should be managed.
2) Entire 6 weeks Training should be planned in advance. In view of
any serious difficulty, D.G should be informed for approval of
alteration and change.
3) Officers should be exposed to best practices. Vehicle for carrying
them should be organized beforehand.
4) All Officers knowing Kannada language would be required to do
Project Work. The topic of Project Work should be finalized in first
week itself. Project Guides should be fixed up for each topic to help
the officer in preparing Report.
5) Lap Top will be provided by e-Governance Department, GoK.
Concerned should be contacted for early sanction.
6) All Officers will participate in Yoga/Horse riding. There will be no
exemption.
7) Officers will be making field visits(Coorg district/Hassan district/
Bandipur/B.R. Hills/Kabini Jungle Lodges) on Sundays. Officers can
be kept free on two Sundays during the programme to enable them
to do work of their choice.
8) There will be no leave during the 6 weeks training except in
exceptional circumstances with prior permission of D.G only.
9) Officers will evaluate the program and give feedback every week.
Course Coordinator will submit weekly Feedback Report to D.G.
4. End of Program:-
1) There will be Project Presentation by all officers during last week of
Training.
2) There will be a Kannada Test for all learning Kannada. However it
will be an internal examination and no marks will be added from
this to any other evaluation.
3) The certificate along with Relief Orders, Photo will be given on the
last day of training.
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4) Officers will be required to give a final feedback and evaluation
after end of program.
5) On day of relief they will be briefed about their assigned district and
DCs will be suitably informed about their arrival etc.
5. Completion Report:-
1) Course Coordinator would submit final Report on Training Program
within 15 days of conclusion of program.
2) This report will be sent to CS/ ACS/ LBSNAA/ Secretary DPAR.
The Checklist is placed at Annexure-V
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Annexure-V
Checklist for conduct of IAS Officer Trainees Orientation Program
1) Whether letter from LBSNAA/DPAR received and put up to D.G for
perusal.
2) Whether Course Coordinator and Co-Course Coordinator
nominated.
3) Whether time schedule made as per last 3 years schedule Review
and Feedback.
4) Whether Resource Person identified.
5) Whether approval of D.G taken for Schedule, Module and Time
Table.
6) Whether Reading Material prepared and Law Books purchased
through library.
7) Whether kit bag kept ready.
8) Whether Hostel Superintendent informed of arrival date of officers.
9) Whether rooms with requisite cleanliness kept ready.
10) Whether their Joining Format/Bank A/c opening format kept ready.
11) Whether Vehicle Section/Protocol Section informed about
requirements.
12) Whether Guest Speakers/Resource Persons contacted and
programmes firmed up.
13) Whether R.P program informed to Hostel Superintendent.
14) Whether horse riding/yoga arrangements made.
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15) Whether weekly feedback submitted to D.G.
16) Whether field visits planned and communicated to officers in time.
17) Whether Project work titles selected by officers. Whether Project
guides informed about their responsibility and job content.
18) Whether books given found sufficient by officers. If no, what books
need to be added.
19) Whether LAPTOP provided by Department of e-Governance.
Whether department reminded.
20) Whether certificates designed for distribution on last day.
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Annexure-VI
Certain S.O.P for Officers with special needs
In certain programmes there may be officers requiring special
needs.
1) Course Coordinator will ascertain from the sponsoring offices
whether any officers with special need are being deputed.
2) In case of such needs, a Group ‘D’ staff should be earmarked for
helping the officer as “Assistant”.
3) Reading Material in C.D/Video forms can be made available for such
officers with special needs.
4) Braille copy of certain books is available in Library. Librarian should
be requested for necessary action.
5) All requests from officers with special needs be promptly processed