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ANNUAL REPORT

OPERATIONS ROOM

DEPARTMENT OF APPLIED SCIENCES

ACADEMIC YEARS 2012-2013

2

CONTENTS

1. Introduction 3

2. Work achieved over the period of 2012-2013 4

3. Challenges 5

4. Recommendations 5

5. Diploma Level Coordination 6

A. Statistics of new intake students 6

i. Number & Distribution of First Year Diploma Students 6

ii. Number & Distribution of First Year Diploma Students Gender wise 7

B. Statistics of Specializing Students 7

Number & Distribution of Specializing Students 8

6. Academic Advising 9

i. Number & Distribution of Advisees 9

ii. Report of Checking of Advising 10

iii. Report of Academic Advising Workshop 11

7. Student Data Analysis 12

i. Statistics of Active Students 12

ii. Statistics of Dismissed Students 13

iii. Statistics of Students in Probation 14

iv. Statistics of Course Withdrawal 15

v. Statistics of Appeals Against Exam Result 16

vi. Statistics of Students getting Warning Letters 17

vii. College Honor List 18

viii. Statistics of Students Academic Appeals 19

8. Time Tabling 20

i. Total Number of Contact Hours 20

ii. Utilization of Resources 21

iii. Total Number of Sections Theory/ Practical 24

iv. Number of Engineering Students Studying in APS 26

3

Introduction

This report provides an overview of the work carried out in the Operations Room (Room

No. 136), Department of Applied Sciences, Higher College of Technology for the academic

year 2012-2013. The operations room continued its role as a hub of unmatched support and

services for all students and staff members in matters related to admission, advising and

registration. The accomplishments and challenges faced over this period are detailed, as are

the statistics pertaining to 2012-13 in the following key areas:

Diploma Level Coordination: Dealing with the needs of the continuously

increasing numbers of new intake students from orientation, assignment of advisors

until their specialization into various sections.

Academic Advising: Supporting the advising process by workshops, checking of

advising, dealing with special cases, etc.

Registration: Organizing registration, maintaining updated and correct records in

coordination with college registrar, attendance monitoring and student appeals.

Time Tabling: Preparing a time-table based on projections received from advisors,

allotting appropriate venues, etc.

4

WORK ACHIEVED OVER THE PERIOD OF 2012-2013

The operations room is responsible for several aspects of the proper functioning of the

Department of Applied Sciences. Some of the routine duties of the operations room are

listed below:

Conducting an orientation program for new students

Preparing specialization lists for students at the end of year I every semester

Assigning students to advisors, keeping in mind various factors, in coordination

with the Section Heads & HoD

Training new intake advisors

Assigning student specializations

Updating the list containing intake-wise distribution of advisees

Providing a first-stop for clearing the doubts of academic advisors

Conducting the checking of advising each semester

Conducting academic advising workshop for training advisors

Obtaining projections from advisors to prepare the department time-table

Preparing a clash free timetable for the students

Maximum utilization of resources allocated to the Applied Sciences Department

Ensuring smooth & trouble-free registration of students

Maintaining records through the SMS in coordination with staff in the Student

Affairs Department

Disseminating information to lecturers and academic advisors as and when needed

Dealing with student appeals, both internal and through the StAAC

Producing lists for awarding certificate to students based on their academic

performance

Keeping records of student attendance like warning letters, non-show, withdrawal

etc.

Designing & updating procedures, protocols and forms for implementation of

Department Council policies & recommendations

Maintaining records of student course withdrawal

5

Forwarding lists of students who have completed OJT to the student affairs for

clearance

Dealing with transfer of students between departments

CHALLENGES

Limited availability of resources: The intake of students has been doubled

without any corresponding increase in rooms, labs and personnel. This is the major

source of all the problems faced in the college.

Changes in rules: Keeping up with the changes in the rules is challenging for the

staff.

Student Expectations: Students are often dissatisfied with their time-tables or

with other aspects. Dealing with them takes up a lot of time.

Problems with SMS: Auto-advising does not work properly.

RECOMMENDATIONS:

Improving the resource situation is imperative for the normal functioning of the

college

Data providing exact number of students who will be transferred from other

colleges to be obtained in advance, this will minimize changes in the timetable.

Incorporate Auto-advising in SMS- Will greatly trim down the work of the academic

staff

Orient new students with all staff members including HoD & HoSes

Train Student Affairs staff to register students as registration goes on for two to

three weeks and all academic advisors have to take their lectures during this period.

Prepare a guideline for Academic Advisor

6

DIPLOMA LEVEL COORDINATION

New Intake Students: Background information:

At the start of every semester, around two weeks before registration, the Student Affairs

Department updates the academic module with the name of students from HCT, Muscat

who wish to enroll in the Department of Applied Sciences.

Students from other Colleges of Technology [Transferred students] are updated in the

Registration module after finishing necessary paper work from their parent college. After

approval from HoD Science their names are also updated in the academic module by

Student Affairs staff.

Upon consultation with the academic advising coordinator, the HoD and HoSes a tentative

list of new academic advisors is prepared by the Diploma Level Coordinator.

The new academic advisors are given an orientation on academic advising.

The new intake students are given an orientation formally welcoming them to the

Department of Applied Sciences.

STATISTICS OF NEW INTAKE STUDENTS [DIPLOMA YEAR I] AY 2012-2013

Number & Distribution of First Year Diploma Students

Sem 1 Sem 2 Sem 3

214 227

101

Total no.of students AY 2012- 2013

Total No. Of Students

7

Number & Distribution of First Year Diploma Students Gender wise

SPECIALIZING STUDENTS

Background Information:

In the middle of every semester around one week after midterm exams a tentative

list of specializing students with their choices of specialization is compiled from the

data provided by the academic advisors.

The list is segregated based on the approved protocol in the Applied Sciences

Department.

After the final results are announced the list is reviewed again to check the eligibility

of students to specialize.

Upon approval of the HoD and the HoSes, the Registrar forwards the list to student

affairs to update their status.

Sem 1 Sem 2 Sem 3

31 43

60

183 184

42

Total no. of male and female students AY 2012-2013

Male Female

8

STATISTICS OF SPECIALIZING STUDENTS [DIPLOMA YEAR II] AY 2012-2013

Number & Distribution of Specialization Students

Sem 1 Sem 2 Sem 3

34

60

14

50

97

24

No. of students specialized to Chemistry and Biology AY 2012-2013

Biology Chemistry

9

ACADEMIC ADVISING

NUMBER AND DISTRIBUTION OF ADVISEES

Number of advisees per intake (AY 2012-2013)

DISTRIBUTION OF ADVISEES AMONG ADVISORS OF DIFFERENT SECTIONS

0

50

100

150

200

250

Jan

-08

Sum

-08

Sep

.08

Jan

-09

Sum

-09

Sep

-09

Jan

-10

Sum

-10

Sep

-10

Jan

-11

Sum

-11

Sep

-11

Jan

-12

Sum

-12

Sep

-12

Jan

-13

Nu

mb

er

of

advi

see

s

Intakes

Number of advisees per intake in the end of AY2012-2013

0

5

10

15

20

25

Sem I Sem II Seem III

Nu

mb

er

of

Ad

vise

es

Average number of advisees per advisor 2012-2013

Biology

Chemistry

Physics

Envi Sci

10

REPORT OF CHECKING OF ACADEMIC ADVISING

AY 2012-2013

Dates: Nov 18, 2012; Feb 25, 2013;

VENUE: Room 136

STAFF INVOLVED: Dr. Sindhu Menon, Ms Chhavi Singh, Ume Salma and Ms. Geetha

Pradeep

SUMMARY

The projections submitted by the academic advisors were viewed against our estimated

TC-3

1. Probation (1, 2 or 3)

2. Mixing

3. Critical cases

4. Any confusing or doubtful cases

The advising was checked, the advisors concerned were called and suggestions /

corrections were made and immediately implemented by the advisors.

Some general observations common over the semesters were:

Not giving priority to pre-requisite courses: Courses that are pre-requisites

should be advised in time to prevent students from getting delayed.

Not advising courses to repeat: Students can repeat courses with C, C- or D. Often

advisors fail to advise these.

Not withdrawing the practical component: While withdrawing a course the

practical component should be deleted from the advising screen. Advisors fail to do

so.

Not removing un-registered courses: Forgetting to remove unregistered courses

from the advising screen.

11

REPORT OF WORKSHOP ON ACADEMIC ADVISING

Date: Sep 2013

VENUE Auditorium

SESSION 2 pm

SUMMARY

The workshop was organized by the staff activity coordinator. This workshop was to be

held the previous semester but was cancelled due to rain. That is the reason for including it

in this report.

The following topics were covered:

Quiz: A brief quiz for all attendees

Introduction to Academic Advising, Strategies & Good Practices: Covered by Dr.

Sindhu Menon

New rules: Covered by Ms. Geetha Pradeep

Comments & Feedback: The feedback and other details are retained with the staff

activity coordinator.

12

STUDENT’S DATA ANALYSIS

Statistics of Active Students

Active Students, APS Dept, AY 2012-2013

Diploma 1st Yr Dipl 2nd Yr Adv Dipl B. Tech

Biol Chem Biol Chem Biol Chem

Semester M F M F M F M F M F M F M F

Sem-1 98 406 4 36 38 77 3 38 13 61 1 30 10 44

Sem-2 156 450 4 83 32 106 3 22 14 75 1 27 9 38

Sem-3 174 399 5 99 26 142 3 30 14 74 1 30 5 32

0

50

100

150

200

250

300

350

400

450

500

M F M F M F M F M F M F M F

Biol Chem Biol Chem Biol Chem

Diploma 1st Yr

Dipl 2nd Yr Adv Dipl B.Tech

Nu

mb

er o

f St

ud

ents

Level-Wise/Specialization-Wise/Gender-Wise

Active Students, APS, AY 2012-2013

Sem-1

Sem-2

Sem-3

13

Statistics of Dismissed Students

Dismissed Students APS, AY 2012-2013

Semester

Dipl. 1st Yr. Dipl. 2nd Yr.

Adv. Dipl. B. Tech.

Male Female Male Female Male Female Male Female

Sem-1 4 0 1 1 0 0 0 0 Sem-2 4 0 4 1 0 0 0 0 Sem-3 0 0 0 0 0 0 0 0

0

0.5

1

1.5

2

2.5

3

3.5

4

Male Female Male Female Male Female Male Female

Dipl. 1st Yr. Dipl. 2nd Yr. Adv. Dipl. B. Tech.

Nu

mb

er o

f St

ud

ents

Level-Wise/Gender-Wise

Dismissed Students, APS, AY 2012-2013

Sem-1

Sem-2

Sem-3

14

0

10

20

30

40

50

60

M F M F M F M F M F M F M F M F M F M F

Prob-1 Prob-2 Prob-3 Prob-1 Prob-2 Prob-3 Prob-1 Prob-2 Prob-1 Prob-2

Dipl. 1st Yr. Dipl. 2nd Yr. Adv. Dipl. B. Tech

Nu

mb

er o

f St

ud

en

ts

Level-Wise/Probation-Wise/Gender-Wise

Students in Probation, APS, AY 2012-2013

Sem-1

Sem-2

Sem-3

Statistics of Students in Probation

Probations APS Dept, AY 2012-2013

Semester

Dipl. 1st Yr. Dipl. 2nd Yr. Adv. Dipl. B. Tech

Prob-1 Prob-2 Prob-3 Prob-1 Prob-

2 Prob-

3 Prob-

1 Prob-

2 Prob-

1 Prob-

2

M F M

F M F M F M F M F M F M F M F M F

Sem-1 12 3 7 0 7 0 0 0 3 1 7 1 0 1 0 1 1 1 0 0

Sem-2 44 51 10 3 6 0 7 6 7 0 0 0 3 7 0 0 0 2 0 1

Sem-3 39 28 27 10 11 2 7 13 2 2 0 0 2 2 1 0 1 2 0 0

15

Statistics of Students Withdrawing Courses

Course Withdrawal, APS, AY 2012-2013

Semester

Dipl. 1st Yr. Dipl. 2nd Yr. Adv. Dipl. B. Tech.

M F M F M F M F

Sem-1 5 6 14 5 1 3 3 1

Sem-2 32 15 8 10 3 3 2 3

Sem-3 38 9 4 5 1 0 0 4

0

5

10

15

20

25

30

35

40

M F M F M F M F

Dipl. 1st Yr. Dipl. 2nd Yr. Adv. Dipl. B. Tech.

Nu

mb

er o

f St

ud

ents

Level-Wise/Gender-Wise

Course Withdrawal, APS, AY 2012-2013

Sem-1

Sem-2

Sem-3

16

0

20

40

60

80

100

120

140

Bio Chem Envr Phys Total Bio Chem Envr Phys Total

AY 2011-2012 AY 2012-2013

Nu

mb

er o

f St

ud

ents

Academic Year-Wise/Specialization-Wise

Appeal Against Examination Result, APS

Sem-1

Sem-2

Sem-3

Statistics of Appeals Against Examination Results

Semester

AY 2011-2012 AY 2012-2013

Bio Chem Envr Phys Total Bio Chem Envr Phys Total

Sem-1 5 19 0 7 31 16 44 8 19 87

Sem-2 13 36 14 16 78 33 52 4 46 135

Sem-3 6 6 7 11 30 5 15 6 20 46

17

0

2

4

6

8

10

12

14

16

18

20

M F M F M F M F M F M F M F M F M F M F M F M F

1st 2nd Debar 1st 2nd Debar 1st 2nd Debar 1st 2nd Debar

Dipl. 1st Yr. Dipl. 2nd Yr. Adv. Dipl. B. Tech

Nu

mb

er o

f St

ud

ents

Level-Wise/Specialization-Wise/Warning Type-Wise/Gender-Wise

Number of Warning Letters Issued, APS, AY 2012-2013

Sem-1

Sem-2

Sem-3

Statistics of Students Issued Warning Letter for Absent Reason

Warning Type

Dipl. 1st Yr. Dipl. 2nd Yr. Adv. Dipl. B. Tech

1st 2nd Debar 1st 2nd Debar 1st 2nd Debar 1st 2nd Debar

Semester M F M F M F M F M F M F M F M F M F M F M F M F

Sem-1 15 8 10 2 8 1 13 10 5 5 1 1 6 2 4 1 1 0 3 1 1 0 0 0

Sem-2 20 7 13 4 3 0 9 11 5 6 1 0 8 5 2 2 1 0 1 0 1 0 0 0

Sem-3 8 3 2 2 0 0 8 7 1 0 0 0 3 4 0 0 0 0 2 1 0 0 0 0

18

0

2

4

6

8

10

12

14

Mal

e

Fem

ale

Mal

e

Fem

ale

Mal

e

Fem

ale

Mal

e

Fem

ale

Mal

e

Fem

ale

Mal

e

Fem

ale

Mal

e

Fem

ale

Biology Chemistry Biology Chemistry Biology Chemistry

Diploma 1st Yr

Diploma 2nd Yr Advanced Diploma B.Tech

Nu

mb

er o

f St

ud

ents

Level-Wise/Specialization-Wise/Gender-Wise

College Honor List, APS, AY 2012-2013

Sem-1

Sem-2

College Honor List

The Department of Applied Sciences has also continued to offer achievement awards,

recognizing the top first-year, second-year, advanced level and B. Tech students in academic field

for their hard work. As per the Dean’s approval the following criteria are considered for

choosing the students eligible to be awarded with certificates for their performance:

1. A minimum of 15 Credit Hours except (Pharmacy , Photography and Fashion

Design Departments 12 Credit Hours)

2. B grade or higher in all completed courses.

3. Grade Point Average ≥ 3.7

College Honor List, APS, AY 2012-2013

Semester

Diploma 1st Yr

Diploma 2nd Yr Advanced Diploma B. Tech

Biology Chemistry Biology Chemistry Biology Chemistry

Male Female Male Female Male Female Male Female Male Female Male Female Male Female

Sem-1 0 14 0 1 0 12 0 4 0 2 0 0 0 0

Sem-2 0 13 0 2 0 4 0 2 0 5 0 6 0 7

19

The Student Academic Appeals Committee

The college follows and maintains by-laws and rules that guides students while in their

four year tenure. But often students make appeals and request for concessions due to

personal or health reasons. The Student Appeals Committee was set up in September,

2010 to deal with such appeals from students. The Committees is highly proactive and

plays a vital role in offering support to students who are out of the academic role like those

who are dismissed, suspended etc..

Around 10% of the total number of students in the Applied Sciences Department has

submitted appeals to the StAAC. Each and every case is discussed by the StAAC. After

looking at evidences provided, it makes the decision whether an appeal should be

approved or rejected. Around 10% of these appeals are recommended by the committee

for approval. The final decision is taken by the Dean of the college. 4% to 5% of the

students properly utilize the additional chances to go ahead in their studies.

20

TIME-TABLING

Total number of contact hours for AY 2012-2013

In the academic year 2012-2013 APS received a total of 542 students. Semester 2, 2012 -

2013 received the maximum number of students as compared to the other semesters.

The summary of contact hours for the three sections of DAS is as follows.

Biology Chemistry Physics Env. Science Total Total Th Pract Th Pract Th Pract Th Pract Th Pract Sem1 81 181 128 293 114 34* 8 10 331 490 821 Sem2 89 184 170 343 127 120 10 10 396 657 1053 Sem3 60 181 151 300 108 108 10 12 329 601 930

*Practicals for Engineering students were demonstrated in the theory class due to renovation of physics labs

Graph showing the number of contact hours theory and practical for AY 2012-2013

0

100

200

300

400

500

600

700

Theory Practical Theory Practical Theory Practical

Semester 1 Semester 2 Semester 3

To

tal n

um

ber

of

co

nta

ct

ho

urs

Semester wise

Contact hours APS Dept. 2012-2013

21

Graph showing the total contact hours for AY 2012-2013

Utilization of resources for the AY 2012-2013

The APS has a total of 10 classrooms, 7 small classrooms which has a maximum capacity of

30 students and 3 big classrooms (caravans) with a maximum capacity of 50 students.

The classrooms allotted to DAS are M307, M308, M309, M311, M312, M314, M315, Caravan

8, Caravan 9, Caravan 10,

The APS has 14 laboratories, 5 labs for chemistry section, 3 for biology section, 3 for

physics, 2 for environmental section 1 Project lab.

Labs M108, M106, M104, NL144, and NL142 belong to the chemistry section.

Labs M303, M305 and M102 belong to the biology section.

Labs M206, M204 and M209 belong to the physics section.

Labs M113 and M111 (Project lab) belong to environmental section.

LabM146 is a project lab shared by the chemistry and biology section

0

200

400

600

800

1000

1200

Sem 1 Sem 2 sem 3

Total no.of contact hours

Total no.of contact hours

22

The summary of % utilization of classrooms for the AY 2012-2013

M307 M308 M309 M311 M312 M314 M315 Caravan 8

Caravan 9

Caravan 10

Average

Sem 1 85 % 80% 82% 78% 83% N/A* N/A* 83% 90% 85% 83% Sem 2 82 % 80% 80% 75% 70% 70% 78% 80% 75% 80% 77% Sem 3 81 % 80% 81% 78% 70% 70% 70% 100% 100% 89% 75%

* Rooms M314 and M315 were allocated to the Science Department in Sem2, 2012/2013.

Graph showing the % utilization of rooms for AY 2012-2013

70

72

74

76

78

80

82

84

Sem 1 Sem 2 sem 3

% Utilization of rooms

% Utilization of rooms

23

The summary of % utilization of labs for the AY 2012-2013

M104 M106 M108 NL142 NL144 M303 M305 M102 M206 M204 M209/M136

M113 M146 Avrg

Sem1 98% 95% 95% 93% 95% 95% 90% 96% N/A* N/A 80%** N/A N/A 93%

Sem2 95% 100% 100% 100% 100% 100% 95% 100% 80% 85% 85% 95% 85% 94%

Sem3 100% 100% 85% 100% 90% 90% 90% 85% 90% 90% 90% 80% 80% 90%

*Lab M206 was being renovated in Sem 1, 2012/2013

** As lab M209 was being renovated practical’s were held in a makeshift lab in room M136

Graph showing the % utilization of labs for AY 2012-2013

88

89

90

91

92

93

94

Sem 1 Sem 2 sem 3

% Utilization of labs

% Utilization of labs

24

Total number of sections theory/ practical per semester

The number of sections of theory and practical opened for the AY 2012-2013

Graph showing the no. of sections of theory opened for AY 2012-2013

0

20

40

60

80

100

120

140

160

Sem 1 Sem 2 sem 3

No. of Sections of Theory

No. of Sections of Theory

No. of sections of Theory No. of sections of practical

Semester 1 139

185

Semester 2 157

261

Semester 3 89

140

25

Graph showing the no. of sections of practical opened for AY 2012-2013

Total number of students – Engineering Department

The APS offers three courses at certificate level for Engineering students. The courses are

Fund of Chem (Engg), Physics 1 and 2.

The department also offers the course Anatomy and Physiology and Biochemistry,

Hematology and Microbiology for Biomedical Specialization. Organic Chemistry, General

Chemistry 1 and General Chemistry 2 are offered for Chemical Engineering Specialization.

The number of students taking these courses per semester is as follows. Only 288 critical

students could be accommodated for the course Fund of Chem. (Engg.) – in Semester 3 due

to unavailability of labs.

0

50

100

150

200

250

300

Sem 1 Sem 2 sem 3

No. of Sections of Practical

No. of Sections of Practical

26

The number of students of Engineering studying in APS for the AY 2012-2013

Graph of number of students of Engineering studying in DAS for AY 2012-2013

1150

1200

1250

1300

1350

1400

1450

1500

1550

Sem 1 Sem 2 sem 3

Total number of students (Engg)

Total number of students (Engg)

Fund of Chem ( Engg) (CHEM1100)

Physics 1 (PHYS1100)

Physics 2 (PHYS1211)

Biomedical specialization

Chemical Engineering Specialization

Total

Sem 1 707 370 363 40 60 1540

Sem 2 677 443 272 50 100 1542

Sem 3 288 464 341 42 180 1309