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: dgatimysore@gmail.com , Website: www.atimysore.gov.in

foreword

Administrative Training Institute (ATI), Mysore, is an Apex Training

Institute of Government of Karnataka, imparting training to Senior and Middle

Level Officers of Government Departments on issues inter alia Public

Administration, Financial Management, Legal Aspects, RTI, Sevottam

Initiatives, Project Management, Disaster Management, etc. ATI in its campus

also has two of its Sister Institutions viz., Abdul Nazir Sab State Institute of

Rural Development and State Institute of Urban Development, involved in the

process of Capacity Building Initiatives in Rural and Urban Governance

respectively. ANSSIRD and SIUD impart training to Elected Representatives

also. In its campus, ATI has also housed (a) Centre for Disaster Management,

(b) PPP Cell, (C) RTI Cell, (d) Sevottam Cell, (e) Centre for Urban Transport and

Planning catering to the needs of Capacity Building Initiatives in the respective

areas.

Apart from training, ATI also brings out publications and conducts

research. The Institute is also making sincere efforts in bringing out

publications on Innovative aspects of Governance. ATI has prepared District

Disaster Management Plan (DDMP) and State Disaster Management Plan

(SDMP). The New State Training Policy reaffirms State Governments

commitment to take steps for appropriate development of Human Resources

of State.

ATI (along with its two sister institutions) is striving to bring changes in

the ways of its functioning. It lays emphasis on systematic conduct of training

programmes to achieve qualitative improvement. The trigger for S.O.P started

while ATI was conducting 86th Parallel F.C along with LBSNAA in 2011 for the

first time. The S.O.P prepared by LBSNAA was used during both 86th and 87th

Parallel F.C. Now ATI is bringing out a set of guiding principles, directions, as

“Standard Operating Procedure” (SOP) for standardization of its functioning.

In this direction, the Institute undertook the measures required for evolving

“Standard Operating Procedure” so as to achieve the quality and excellence in

the conduct of training programmes.

I thank all faculty and staff of all three Institutes for helping in the

preparation of “Standard Operating Procedure. It is hoped that S.O.P. will

help in proper utilization of resources available. I thank Sri N. Kameswara,

Gazetted Personal Secretary, Smt. N.R. Bharathi Bai and Smt. Asha. J,

Stenographers of ATI, who have rendered their whole hearted support in

bringing “Standard Operating Procedure” to this shape.

I hope this “Standard Operating Procedure” would bring quality in work

culture of ATI and its two Sister Institutions. It would lead the faculty members

and others concerned of all the 3 institutes, as a guiding factor, in efficient and

smooth conduct of training programmes with the desired quality leading to

Effective Delivery.

Sd/-

(AMITA PRASAD) Director General

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STANDARD OPERATING PROCEDURE ON ACTIVITIES RELATING TO

CONDUCT OF TRAINING PROGRAMMES BY ATI, MYSORE, ALONG WITH

ITS SISTER INSTITUTIONS, i.e., ABDUL NAZIR SAB STATE INSTITUTE OF

RURAL DEVELOPMENT(ANSSIRD), STATE INSTITUTE OF URBAN

DEVELOPMENT(SIUD)

With a view to streamline the set of procedures required for

conduct of various activities relating to conduct of training programmes,

it is necessary to devise the Standard Operating Procedures (SOP). SOP

is a simple mechanism where it guides the performer to do the assigned

tasks in a better way to achieve quality through continuous improvement.

It is therefore necessary for SOP to contain a set of principles of

instructions, directions, and other information as is required to complete

the tasks successfully. In consonance with this, the SOP is designed on

the following for better performance of the performer to bring efficiency

in the set of tasks assigned.

I. For Conduct of Training Programmes/Workshop at Bangalore and

Other District Head Quarters:-

ATI and its two Sister Institutes (Abdul Nazir Sab State Institute of

Rural Development(ANSSIRD), State Institute of Urban

Development(SIUD)) besides conducting the planned training

programmes, also conduct Seminar/Workshop/Off campus programme at

Bangalore and other District Head Quarters. For this purpose, the faculty

who is responsible for holding the programmes at Bangalore and other

District Head Quarters, has to take necessary measures keeping in view

the following instructions.

1. Objective:-

1. To properly plan for higher participation of Officers/ Trainees.

2. To ensure efficient and smooth conduct of programme.

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2. Pre-Training Activity:-

a) DG would approve date of such activity as per Training Calendar or

request of any Departments.

b) Such Circular would indicate date and venue, Nodal Officer,

responsibility of such Officers, selecting support team, Roles for

support team.

c) All such Workshops would be planned at least 30 days in advance

so as to plan well.

d) The preparation would also include finalisation of –

Invitation Cards

Backdrop

Flexi Boards

Signages in the Hall/Venue

e) Place near the venue to be selected for display of ATI Publications

for wider information of Officers.

f) Lunch menu to be finalised as per budget.

1. The training programme that is required to be conducted at

Bangalore as off campus course will be informed to the concerned

by an Office Order issued to that effect.

2. The Office Order issued will contain set of principles, guidelines and

directions, guiding the concerned faculty, to take necessary action

for holding Training Programmes/ Workshops, at Bangalore, and

other District Head Quarters as off campus Programmes.

3. The faculty who is to coordinate such off campus programmes, has

to take initiative steps first calling for nominations from the

concerned Government Departments for participation.

4. The suitable venue for holding programmes has to be fixed besides

the action required to be taken to keep in touch with the

concerned, for reservation of the venue for holding programmes at

Bangalore and other District Head Quarters.

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5. Required number of Resource Persons to be identified and finalised

with the approval of the Director General.

6. The schedule designed for the programmes with approval of

Director General, should contain the content, objective, outcome,

etc.

7. The required programme facilities such as supporting staff, vehicle,

fund, etc, should be worked out in advance and office order should

be issued to that effect under signature of the Director General.

8. The budget required for holding programmes should be estimated

and submitted to Director General for approval and release of

funds.

3. During Training:-

1) Inspect the Venue for facilities in the room like Microphone, Lights,

AC, Dias, Backdrop etc.

2) Fixing up of Chief Guest for Valedictory Address.

3) Training kit to be prepared with Reading Material, Pen, Note Pad,

Bag (depending on duration of programme).

4) Bullet points for Chief Guest to be sent by email on important points

related to programme.

5) Inauguration Ceremony.

6) Inviting Press for Inauguration.

7) Two page Note should be readied for distribution to Press/ Chief

Guest.

8) Momento and Book for Chief Guest, Panellists, Resource Persons, to

be kept in advance.

9) Time Management should be strictly followed.

10) Nodal Faculty and supporting staff should be present throughout

the duration of programme.

Any such other works as is required for holding programmes at

Bangalore and other district headquarters has to be taken for effective

holding of such programmes.

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4. Post-Training Activity:-

At the end of the programme, the entire proceedings should be

documented containing –

(a) Objective, Content, Methodology, Programme Schedule, etc.

(b) List of Participants.

(c) List of Case Studies, Best Practices, given to the participants.

(d) If any paper presented individually or by group.

(e) Evaluation Report

(f) Outcome of the Programme

(g) Any other information as is relevant to the programme

conducted at Bangalore and other District Head Quarters.

(h) Details of expenditure incurred for conducting the Programmes/

Workshops and the balance amount should be returned to the

Office along with the supporting vouchers, bills, etc.

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II. For Conduct of Visit/Programmes of Distinguished Guests:-

ATI being a State Level Apex Training Institute of Government of

Karnataka, has been recognised widely by many of the States in India and

outside, by many Western Training Institutes viz., Civil Service College,

Singapore; Asian Institute of Technology, Bangkok; Duke University, USA;

etc. Some of the Organisations of National repute such as Centre for

Innovations in Public System (CIPS), Hyderabad, and Azim Premji

Foundation, Bangalore, have developed partnership with ATI, in Capacity

Building Initiatives on many Innovative Aspects.

Recognising the importance of ATI, Mysore, many State Level

Training institutions, organise exposure visits to ATI for dissemination of

information acclaimed in the field of training. Some of the State Training

Institutes which bring their Officers to ATI, on Study Visit are –

1. Lal Bahadur Sastri National Academy of Administration, Mussoorie.

2. Sardar Vallabhbhai Patel National Police Academy, Hyderabad.

3. National Institute of Micro, Small and Medium Enterprises

(NIMSME), Hyderabad.

4. National Institute of Rural Development (NIRD), Hyderabad.

5. Indian Institute of Public Administration (IIPA), New Delhi.

For facilitating the programme of visit from the respective National

and State Level Training Institutions, the following action is required to be

taken by the concerned, who are made responsible for such Visiting

Programmes.

Pre-Visit Activity:-

1. Reply should be put up to D.G, ATI, concurring the acceptance of

ATI to host such visiting programmes after approval from D.G.

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2. Programme schedule should be drawn up for the visiting group

containing –

a) Welcome of the participants.

b) Interaction with them on activities of ATI/ANSSIRD/SIUD.

c) Film show on ATI/ “A Day at ATI”.

d) Joint Director (Trg) to interact.

e) Faculty Members of ATI should be present.

f) Warden should make lunch arrangements for the visiting team

inviting the senior Officers like Additional Director (Admn), Joint

Director (Trg), Director (SIRD), Director (SIUD).

g) Visit to Library/SATCOM Studio/Solar Lights etc.

If the visiting group requires arrangements for their visit to

important places of tourism in and around Mysore, should the same be

arranged by the concerned Coordinating Faculty.

The programme drawn should include sessionwise of one hour

duration each comprising –

(a) ATI activities in Training/Research.

(b) SIRD activities – SATCOM Studio, campus visit, etc.

(c) Director, SIRD should interact with the participants on SIRD

activities including the SATCOM Studio functioning along with

the faculties of SIRD.

(d) Similarly Director, SIUD, should interact on GIS/GPS training

activities.

3. In special cases, for interaction with the Visiting Team of National/

International level, with district level functionaries, at dinner needs

to be organised in a hotel. This should be done it with prior

approval by the Director General. The date, venue and Guest list

will be approved by D.G.

The Checklist is placed at Annexure-I

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Annexure-I

Checklist for visit of dignitaries/Senior Officers

(J.D(Trg.), D.D(Protocol), P.A. Section)

1) Whether program finalized and approved by D.G.

2) Whether coordinating officer finalized.

3) Whether Circular indicating Task, Responsible Officer,

Responsibilities issued by D.G at least 3 days in advance.

4) Whether stay and other logistics confirmed to visiting dignitary.

5) Whether e-mail replies have been done confirming to visitor.

6) Whether Class room/Library kept informed.

7) Whether “Battery Car” informed to keep it available for internal visit

of campus.

8) Whether Momento/Gift for visiting dignitary purchased and kept

ready.

9) Whether vehicle for social visit planned.

10) Whether concerned informed of the visit. Whether a Liaison Officer

fixed to accompany the visitor.

11) Whether “Visitor Book” presented for writing comments.

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III. For Conduct of Training Programmes(approved as per Training

Calendar):-

The calendar of training programmes would be finalised in the

month of February well in time taking into consideration the

requirements of the Departments. The Training Calendar would be based

on TNA, previous year experience, requests from department. The

training programmes would evenly be distributed among the faculty of

ATI/ SIRD/ SIUD, as per their attitude and qualification. The faculty who

are entrusted with the conduct of training programmes have to take all

the necessary steps defined here under. These have also been issued

vide our Circular dated: 23.12.2008.

1. Objective:-

To properly plan and execute smoothly Training Programmes as per

approved Training Calendar.

2. Pre-Training Activity:-

1. Programme Schedule covering the Objectives, Contents,

Methodology, Day to day events should be drawn.

2. The list of Resource Persons required to be associated in the training

programme are to be informed and get their confirmation in time.

3. Letters seeking nominations from the concerned Departments

should go well in time.

4. At any given point of time care should be taken to see that a

minimum participation of trainees is 25-30 and for Workshop 50-60.

5. The concerned deputing authorities should be impressed upon for

issue of nominations and obtain accordingly, within 2-3 days before

the commencement of training programme. Use of email be

encouraged.

6. The faculty should ensure adequate participation of trainees in

training programme.

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7. Under special circumstances, if it is not possible to get adequate

number of nominations, action may be taken to get the training

programmes cancelled with the approval of Director General, if the

number of participants fall short within five. This should be

exceptional.

8. The Programme Schedule finalised should not undergo any changes

without DG’s approval.

9. If due to unforeseen circumstances, the confirmed Resource Persons

fail to comply, alternative arrangements should be immediately

made identifying suitable Resource Persons D.G should be kept

informed of such change. The idea is to ensure discipline in the

conduct of training programme in conformity with the original

programme schedule. This not only ensures effectiveness but also

bring quality in the training programmes.

10. The Reading Material given to the trainees should include Case

Studies, Action Research, Best Practices Documented.

3. Pre-Course Preparatory Steps:-

a) A budget will be prepared and adhered to. Any change in budget

will be approved by D.G.

4. During Training:-

a) The Course Assistant should be present in the pre assigned Training

Hall with Reading Material, Training Kit, Charts 15 minutes before

the start of Schedule Time.

b) Functioning of Projector, Computer should be checked up.

Availability of good writing pen for white board, charts for

discussion should be ensured.

c) Course Assistant would display Time Schedule, Name of Programme

on relevant Board.

d) The list of participants should be typed and displayed on the Board

on Day-1 of training.

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5. Course briefing, Joining formalities and inauguration:-

a) Officer Trainees must be asked to fill up information as per the

Joining Report.

b) They should be briefed on discipline, Course Content, Reading

Material content by Course Coordinator/Co-Coordinator.

c) ATI film “A Day in ATI” will be screened for familiarizing them with

campus facilities.

d) DO’s and Dont’s of stay in the hostel and library will also be

circulated and informed.

e) Course Coordinator will be responsible for arrangements of

inauguration of programme by D.G.

f) Officers will be also briefed on Individual Action Plan, Feedback and

evaluation. ATI has introduced system of “Writing to Self”. In all

such programmes inland letters should be made available one day

prior to close of training.

g) Ice breaking session should be planned.

h) All this must be completed within first 2 sessions from 9.30 to 11.30

AM.

6. End of Training:-

1) The last two hours should be devoted for evaluation, feedback and

eliciting learning outcomes from participants.

2) Individual Action Plan (IAP) should be presented and discussed.

3) Relief order should enclose a Format in which the trainees would

give their Feedback on the training to their Superior Officer/

Controlling Officers.

4) 2-3 Officers can be asked to give brief on course which should be

recorded for inclusion in Training Report.

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7. End of Programme:-

1) Upon completion of course, the Course Coordinator would prepare

a report as per format and submit on File for period of D.G. It

should be submitted through J.D(Trg)/ Director(SIUD)/

Director(ANSSIRD) as the case may be within 15 days of completion

of programme.

2) In case of sponsored programme report be prepared for sending to

concerned and submitted within 15 days.

3) Non-training intervention, problems if mentioned during training

should be compiled. A separate letter be drafted for sending to

department concerned. This can be also submitted along with

report.

4) “Impact Evaluation of Training” will be done for certain

programmes with approval of D.G. About 4 programmes every year

will be selected.

5) Financial statement, Return of unspent advance amount, approval

for excess expenditure if any, additional expenditure due to TA/DA

or any unforeseen expenditure should be got approved by D.G.

As an inbuilt of the programme, exposure visits should also be

arranged and participants to be taken in and around Mysore, for their

better understanding. The training programme instead of being

theoretically meant, emphasis should also be laid down to make it

participative.

For better understanding of each others’ the problems they had

encountered, groups can be made and allowed to discuss and find

remedial measures to each of their problems faced in their work

situations. This exercise not only ensures involvement of participants but

also allows exchange of ideas and thoughts.

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At the end of the training programme, evaluation exercise should

be conducted. Since this is an inbuilt of the programme for further

refinement based on the expressed opinion of the participants.

Each of the training programmes conducted by faculty should

document the entire process in the form of a report containing the

programme schedule, list of participants, and report on the course. The

suggestions made by the participants should also be defined in the report

and if found suitable the same should be incorporated as a refining

component in the next programme.

The Checklist is placed at Annexure-II

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Annexure-II

Checklist for arranging Workshops/Training Programs

1) Whether date/schedule/Budget/Assignment of duties approved by

D.G.

2) Whether circular indicating job assigned to different Faculty/Officers

approval and issued by D.G.

3) Whether a pre-meeting done by coordinating officer for role clarity

with others.

4) Whether Flexi banner/welcome board design prepared and informed

to D.D(Protocol).

5) Whether approval of D.G taken for Reading Material, content of kit

bag.

6) Whether hostel rooms assigned and kept ready.

7) Whether advance requirement was approved by D.G.

8) Whether Hostel Superintendent informed of type of food required

along with numbers.

9) Whether Training/Meeting venue kept in readiness (mike, light,

computer, projector, water bottles, Dias arrangement, inauguration

ceremony arrangement).

10) Whether kit bag finalized.

11) Whether kit bag got readied with (Pen/Pad/Schedule copy/Reading

Material/Identity Tag/additional information).

12) Whether vehicle requirement assessed and given for each day of

program.

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13) Whether Reading Material content has been seen by Course

Coordinator.

14) Whether Complaint Register for Food/Hostel is in place in

Mess/Dining Hall and Hostel.

15) Whether letter to all Resource Person sent in time signed by D.G.

16) Whether Room for R.P kept at Hostel.

17) Whether visitor lounge (near D.G Office, Kabini/Kapila Hostels) are

clean for keeping Resource Persons for waiting.

18) Whether Reading Material Requirement given to Documentation

Centre.

19) Whether Photography/Videography arranged for Group photo.

20) Whether R.P briefed properly for interaction.

21) Whether social visits planned and bus requisition given in advance.

22) Whether ATI bus is sufficient. (If not SIUD/SIRD bus can be taken. If

not then KSRTC bus can be hired)

23) Whether D.G’s approval taken for hiring additional vehicles

(bus/Taxi/etc.).

24) Whether Class Room is in neat condition (curtains/lights/general

cleanliness/free from smell and mosquitoes).

25) Whether Hostel Warden/Protocol/Administration Section informed

for “Good Knight” or Ambipure air freshener to be put in class room.

26) Whether classroom is friendly for “officers with special needs”.

27) Whether Training Kit (Reading Material, Pen, Pad, Identity Card for

participants, C.D with PPT etc.) are ready for distribution.

28) Whether format for IAP (Individual Action Plan) blank inland letter,

Format for Report on Training is kept in Kit Bag/Kit Folder.

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29) Whether Films/Best Practices/Games selected for the entire

duration of program.

30) Whether Quiz/Work book being discussed in class.

31) Whether material for preparing Report is collected by Course

Assistant.

32) Whether Certificate/Group photo copy/C.D with PPT ready for

valedictory function.

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IV. For Conduct of Common Foundation Course (CFC):-

The concerned faculty nominated as Coordinator for conducting

CFC should follow the following instructions -

1. Module for conduct of training programmes is already available in

the institute.

2. The suggestions made by the probationers who have undergone

CFCs earlier at ATI should have to be taken in to consideration while

refining the content and objective of the programme.

3. The CFC Course Reports of previous programmes should also throw

some light wherever it is useful for adopting them in the

subsequent CFC programmes should also be made use of.

4. The tips given by the Resource Persons both in house and external

should have to be taken in to consideration while designing the

schedule of the programmes.

5. The gap noticed in the earlier courses should be discussed together

by the faculty members who have conducted such courses earlier

and evolve a mechanism required to streamline the design of the

programme for its effectiveness.

6. The Module for the CFC developed for six weeks should spell out

the details required to be reflected in the programme schedule of

the CFC.

Once this exercise is completed, the concerned faculty should send

the module and the programme schedule with the probable speakers

invited for this programme to Director General for approval, two months

in advance before its commencement.

1. Programme Schedule:-

The instructions given for Module Development should also be

followed for drawing up of the Programme Schedule. However, the

following instructions have to be noted down.

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1 Based on the module, the programme schedule of CFC, should be

kept ready.

2 Resource Persons required to be invited should have to be planned

3 weeks in advance.

3 Letter of invitation from the faculty members should reach

Resource Persons before 3 weeks.

4 The RPs identified for CFC should have to be contacted by the

faculty and the process of getting their confirmation should be

completed sufficiently in advance.

5 Any deviation if required, the faculty members should seek

permission of Director General.

6 The procedure of contacting the Resource Persons and obtaining

their confirmation should be completed at least a month in advance

before commencement of the programme.

7 The RPs invited should be briefed well regarding their role to be

played in terms of his/her interaction in accordance with the

guidelines suggested in the module and to give clarity in his/ her

performance.

8 The Coordinator should sit in the session and to derive upon the

effectiveness on the performance of a Resource Person while

delivering the goods to the probationers. The Coordinator should

also ensure that the Resource Persons should not go beyond the

topic other than the one he/she is expected to talk.

9 The Coordinator is also responsible to ensure that no RPs shall make

any adversaries on any Department/ Board/ Corporation/

Government or against any person.

10 Coordinator should also ensure that RPs shall not make any

unnecessary or unpleasant remarks etc. while trying to draw the

attention of the probationers.

11 The responsibilities of the Coordinator also lies to maintain the

dignity and discipline in the conduct of CFC.

12 Despite the fact of giving such instructions to the Coordinators in

carrying out his responsibilities while conducting CFCs, if any short

fall noticed in any manner amounts to indiscipline.

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2. Content and Objective:-

The Government has already issued an Order stating the topics

required to be covered in a Common Foundation Course. This Order has

been issued very long back. However, the terms suggested by the

Government in its Orders have been followed while designing the

programme schedule. Various Acts and Rules have been enacted by the

Government which needs to be taken care of in the component of

programme schedule together with the schemes envisaged from time to

time. ATI has developed the module for CFC keeping in mind all the

requirements of the CFC with up to date information. However, the

directions are suggested have to be followed while designing the

programme with its contents and objectives –

1. Module already developed for CFC is the key indicator.

2. Running through various CFCs conducted earlier have further

strengthened the contents of CFC module and its contents together

with its objectives.

3. The CFC is conducted at ATI for some times as uni-departmental

course and some other times as multi departmental courses.

4. Depending upon the nature of CFC the design of the course is

required to be drawn with appropriate contents and objectives.

5. If it is uni-departmental course, the coordinator should lay emphasis

giving expanded scope for incorporating the departmental needs in

consultation with an officer deputed for designing such courses.

6. The Coordinator should also finalise the list of RPs required to be

invited in consultation with the concerned Departments.

7. Coordinator should also ensure that the design of the programmes is

done in such a way in its conformity in so far as the needs of the

Departments is concerned.

8. If CFC is multi-departmental, the contents and objectives should be

designed, in consultation with concerned Officers drawn for this

purpose from the respective Departments which send its

probationers for CFCs.

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9. Coordinator should also see wherever possible the importance that is

required to be given in designing the programme schedule should be

done in consultation with the concerned Officers of respective

Departments only.

10. The suggestion given by the probationers of earlier courses, the

tips given by Resource Persons, the experiences of faculty

members who have conducted CFC earlier should also be taken in all

its possible ways for designing the programme.

11. As the designing of a programme schedule is a need based one, its

schedule should keep in pace in so far as its refinement process is

concerned for its further enhancing the quality and effectiveness of

programme schedule.

12. The entire process should be finalised and approval of DG to be

obtained before conduct of such CFC.

3. Nominations:-

1) In respect of Common Foundation Courses to be conducted by ATI,

the training section would correspond with the respective

Departments keeping them informed to depute the probationers

for attending the Common Foundation Course.

2) The training section should take necessary steps to correspond with

the respective Departments, atleast 4-5 months in advance before

commencement of such course. However, the training section is

required to adhere to the following instructions.

a) Should identify the number of Common Foundation Courses

required to be conducted by ATI.

b) Should see that the dates for conducting such CFC at ATI are

given and the faculty attached as Coordinator and this process

should be completed atleast 4-5 months in advance before the

commencement of each CFC.

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c) Should also nominate the faculty members for conduct of CFC

and the faculty members attached to CFC should be informed

atleast 4-5 months in advance.

d) The section should also keep available the modules developed

for CFC and a standardised programme schedule ready for each

of the CFC and should be given to the respective faculty

members nominated to coordinate such programmes.

e) While nominating a faculty as coordinator, the section should

also seek permission of DG to make a faculty member as a link

Officer for conduct of CFC.

f) The class rooms should also be decided for each of the CFCs

planned in a year and approval of DG obtained thereupon. The

entire process should be executed by the training section

according to the instructions of the DG.

4. Joining Instructions:-

1. When once the nominations are received from the Departments

allotting the names of probationers to report at ATI for attending

the CFC is received, the coordinator along with the link officers

should start corresponding with the probationers giving the details

of information regarding the course, content and objective,

resource person, facilities in the institute, accommodation, etc.,

2. The Coordinator required to follow the instructions necessarily

required is as suggested below –

a) Write letters to the probationers giving full details of the course.

b) Location of the Institute is also required to be made known to

them.

c) The probationers should also be informed that the course is

residential.

d) The climate conditions should also be informed to them, if

required they can be suggested to come along with warm cloths.

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e) The mode of transport available to reach Mysore either by road/

train should also be informed giving them the timings of train/

buses from the places of their connectivity to Mysore.

f) The mode of conveyance that is available in the City of Mysore

to ATI should also be informed and the fares that they are

required to bear for reaching the ATI campus either from train/

bus station.

g) The do’s and don’ts drawn for strict observations by the

probationers should also be sent to them.

h) The instructions that the probationers required to adhere have

to be made known of.

i) The probationers should also be informed that no leave is

admissible during the period of training except casual leave that

too on emergency.

j) Any other instructions that are required to be followed by the

probationers should be informed.

k) The discipline that is required to be observed by the

probationers inside and outside and class room activities should

be clearly spelt out.

l) The probationers should be strictly informed that they are

required to report at the hostel of the Institute a day before the

commencement of the programme.

m) Late joining to the course should not be entertained.

n) Probationers should attend all the class room activities without

fail.

o) Probationers should also attend extra-curricular activities

undertaken by the Institute compulsorily.

p) Probationers should also attend the Study Visit outside the

campus.

q) No exemption is given to any of the probationers from attending

the Karnataka Darshan Programme.

r) Discipline is the utmost priority for the probationers to follow

during the period of their stay in the campus.

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5. Joining Formalities:-

a) Welcome Banner/Back drop Flexi banner if required be planned.

b) Participants stay arrangement should be firmed up.

c) Trainee Officers must be asked to fill up their Personal Data at time

of registration.

d) Travel program of Chief Guest Resource Persons be made available

to Vehicle Section/Protocol Section.

e) Two Rooms should be reserved in Kapila Hostel for Resource

Persons for all times.

6. 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.

7. 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.

8. Clubs:-

a) ATI has two permanent clubs “Film Club” and “Nature Lovers Club”.

Activities of these 2 clubs will be explained to the officers.

23

9. Reading Material:-

Reading Material is in-built in the programme. The Reading

Material is already available in the Institute. The Reading Material has to

be updated often and often depending upon the nature of the

programme. However, the coordinator should follow the instructions

given below –

1. Reading Material for the Course should be kept ready atleast a

month before commencement of programmes.

2. The notes if any available from the RPs invited for the course should

be collected from them and inserted in the Reading Material.

3. If any handouts given by the RPs on their talk should be distributed

to the probationers.

4. If RPs are interested to deliver lecture through power point

presentation, the Coordinator along with link officer should make

necessary arrangements copying the PPT and distributed to the

probationers.

5. Recent Government Orders/ Circulars/ if any should also be

distributed to the probationers.

10. Book Review /Syndicate Reports:-

It is necessary for each of the probationers attending the CFC

assigned with a task of preparing the book review and syndicate report.

The following instructions have to be noted down.

1. The Coordinators should list out the topics for book reviews and

given it to the probationers for their choice of selection while

attending to the task of book review.

2. The syndicate report is a group work. For Syndicate report, the

Coordinator is required to form number of groups as is required

according to the number of probationers.

24

3. The topics identified for syndicate report preparation should be

given to the groups formed therefor.

4. The syndicate report writing requires the assistance of a guide. The

coordinator should utilise the services of faculty members for

consultation purpose.

5. The faculty members identified as guide for syndicate report

preparation should guide them properly and allow them to meet

the guide giving flexible timings.

6. The syndicate reports should be finalised only after its completely

going through the guide and once the clearance given by the guide

the process of its presentation should begin in the class.

7. Both book review and syndicate reports are mandatory

assignments for the probationers as it carries marks.

11. For Conduct of Field Visit/ Social Visit:-

Field Visit/ Social Visit should become an integral part of training

programmes. It is a process of transition from the class room situation to

the practical situations to understand several problems noticed in the

training.

12. Social Visit:-

Brings a refreshing change in minds of the trainees they had earlier

and in this they would able to see developments and improvements that

had taken place in it.

For arranging Social Visit, the faculty should take all necessary steps

to get permission from the concerned and also to comply if any

alternative suggestions given for such visits. However, confirmation from

the concerned authorities regarding visit of the participants should be

ensured well in advance.

25

If any authorities demand the profile of the participants, the

number of trainees including the accompanying, etc, should be furnished.

Before the end of the training programmes the participants may be

asked to submit a report on their field visit/ social visit with the learning

points they noticed. If any gaps noticed during their field visit may also

be reported provided that should be a genuine one with necessary

supporting facts.

13. Village Study:-

Village Study is an integral part of CFC programme. The villages that are

required to be identified should be done well in advance. The following

are the directions to be followed –

1. The coordinator should contact the concerned department for

rendering support for arranging the village study in their respective

villages identified for this purpose.

2. The coordinator should ensure that it is compulsory for all the

probationers to attend the Village Study Programme.

3. It should also be informed to them that no exemption or leave of

any kind is admissible to any probationers during the period of

Village Study Programme.

4. The coordinator should also ensure that all the probationers adhere

to the instructions given exclusively for Village Study Programme.

5. Non compliance of adhering to any instructions by the

probationers should be viewed seriously and the same will be

reported to his/ her deputing authorities and such probationer will

be relieved off from the training programme forthwith.

6. This action of probationers not only amounts to indiscipline but

also attract disciplinary action from the concerned deputing

authority in respect of such probationers.

26

The coordinators should also ensure that all the probationers

actively participate in Village Study Programme in conformity with the set

of guidelines and instructions given by the Institute for this purpose. The

data, information, study made during village study the probationers in

group should make a presentation of Village Study Report in the open

class. This activity is a need based one since it carries marks.

14. Karnataka Darshan:-

Karnataka Darshan is a programme of educational tour organised

by the Institute to the probationers attending the CFC. Following are the

instructions to be followed by the Coordinator and Link Officer –

The Coordinator should decide and finalise the places of visit for

Karnataka Dharshan and place an indent for booking of KSRTC bus and

other support before the administration.

1. The programme of Karnataka Dharshan should be planned and

finalised before 15 to 20 days in advance.

2. The coordinator should address the concerned officers wherever

either study/ accommodation arrangements required for the

probationers and confirmation should also be obtained therefor.

3. The coordinator and link officer should lead the probationers in

their Karnataka Dharshan Programme.

4. Coordinator should also ensure that there is no deviation in the

places of visit approved for this purpose.

5. Coordinator should also see that the probationers exhibit good

discipline during the period of Karnataka Dharshan.

6. Coordinator should also ensure that there is no room for any

untoward incidences during the period of Karnataka Dharshan.

7. Coordinator and link officer ensure that no participants allowed to

deviate the programme.

27

The probationers are expected to make a presentation on their

experiences gained from the Karnataka Dharshan Programme in a class

room situation.

15. Examination and Assessment:-

All the probationers are required to attend test compulsorily. The

question paper should be set by the coordinator and link officer in

consultation with the faculty members and external resource persons

invited for this programme. The question paper set for the test should be

in conformity with the guidelines adopted for the test for allocation of

marks.

The coordinator ensure that the appearance of probationers in a

test compulsorily and to pass the test successfully is also a pre-requisite

one.

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.

16. Evaluation:-

Process of evaluation is an in built activity as it seeks further to

improve not only the quality but also the effectiveness of the Common

Foundation Course. Since the length of the programme is for six weeks,

28

the measure required to conduct evaluation at the end of each week is

necessary. In this process the evaluation conducted altogether for six

weeks should be summarised in the whole report. However, the

Coordinator and link officer should take up the following measures

effectively for the evaluation purpose.

1. On the last day of the week evaluation proforma containing the

content, objective covered, resource persons interaction with the

probationers should be evaluated by them.

2. The evaluation forms attended by the probationers should be

collected each week.

3. The last evaluation process that is done at the end of the

programme should become the last part of evaluation process

undertaken by the coordinator and link officer.

4. Probationers should be asked to evaluate compulsorily and should

also be informed that they are free to express their opinion frankly

in the evaluation form.

5. Any suggestions given by the probationers should be noted down.

6. The information gathered during the entire period of evaluation

process should lead to further refinement in the content of next

CFC programmes.

On the last day of the CFC programme, the probationers should be

asked to attend the IAP and collect the same from the probationers.

The suggestions/ guidelines/ instructions/ etc., that are defined in

the preceding paras of Standard Operating Procedure by and large paves

way for Institute to attend to itself in re-defining/ redesigning the courses

for its effective and successful conduct of the CFC.

The faculty members nominated as coordinators along with the link

officers should take Standard Operating Procedure as a serious note and

work accordingly for the effective and successful conduct of CFC in the

Institute.

29

17. 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

Block or outdoor or Auditorium as can be decided by Course

Coordinator.

18. 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

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.

30

The Checklist is placed at Annexure-III

Annexure-III

Checklist for Common Foundation Course (CFC)

1) Whether programme with module/schedule/Budget has been

approved by D.G.

2) Whether Resource Persons have been finalized.

3) Whether venue has been fixed.

4) Whether flexi/welcome board requirement informed to

D.D(Protocol).

5) Whether Chief Guest for inauguration finalized.

6) Whether requisition for Flower Pot for watering given to AEE.

7) Whether kit bag/stationary requirement/assessed given to respective

sections.

8) Whether vehicle requirement firmed and given to vehicle

section/protocol.

9) Whether hostel rooms for participants/Resource Persons kept ready.

10) Whether Room allotment has been finalized by Hostel Warden.

11) Whether Programme Schedule/Details hosted on website.

12) Whether Class Room facilities (mike, lights, board, pens, computer)

have been checked.

13) Whether Class Room notice Boards have been updated with display

of Course Schedule, important announcements.

14) Whether Resource Person contacted and their programs confirmed.

31

15) Whether requirement of R.P assessed and communicated to Hostel

Superintendent/Senior Programmer.

16) Whether inaugural Ceremony planned.

17) Whether Photography/Videography arranged for inaugural/closing

programs.

18) Whether Group Photo planned.

19) Whether presentations by participants arranged in computer for

presentation.

20) Whether compiled C.Ds of PPTs for participants arranged for

participants to take back.

21) Whether Final Report prepared within 2 weeks of conduct of

program.

22) Whether Report submitted to D.G on conduct, budget, expenditure

and outcomes.

23) Whether expenditure statement finalized and submitted with

vouchers etc., to D.G for approval.

24) Whether excess funds refunded.

25) Whether additional requirement with justification done.

26) Whether Charted Accountant finalized for internal Audit.

27) Whether Report sent to concerned (Departments/ATIs).

28) Whether Report require printing and distribution. Whether number

of copies assessed for printing.

1. Pre-Course Activity:-

1) To check up from concerned department the list of candidates.

32

2) To go through Course Report of last 2 C.F.Cs to prepare a basic

course design for approval of D.G.

3) Broad Schedule of 7 weeks program be prepared.

4) Course Coordinator and Co-Course Coordinator to present the basic

design, Budget Requirement, list of Resource Persons, to D.G for

approval.

5) Demand for station any, kit bag, T-shirt, Reading Material be placed

2 weeks in advance.

6) Demand for Momento, Gifts for Guest Speakers to be placed before

D.D(Protocol) one week in advance.

7) Preparatory arrangement for selection of village for village visit and

Routes of Karnataka Darshan be done at least 2 weeks of actual visit.

8) Letters of invitation from D.G to various Chief Guests/Renowned

speakers be sent at least 3 weeks in advance.

9) The Time Table for all 7 weeks should be firmed up at least 40 days

prior to program.

10) All important information be hosted on ATI Website:

www.atimysore.gov.in.

2. Joining Formalities:-

a) Welcome Banner/Back drop Flexi banner if required be planned.

b) Participants stay arrangement should be firmed up.

c) Trainee Officers must be asked to fill up their Personal Data at time

of registration.

d) Travel program of Chief Guest Resource Persons be made available

to Vehicle Section/Protocol Section.

33

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.

34

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

35

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

36

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.

37

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.

38

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.

39

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.

40

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.

41

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.

42

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

43

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

44

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.

45

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.

46

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

and submitted to D.G for quick action.