Procedure for Roles & Responsibilities at Center IFBI.PNF ... - IFBI.com

Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
PURPOSE: To consistently provide complete, correct and timely Education Delivery.
SCOPE: Education Delivery for Programs except for Internship.
ROLES INVOLVED :
Academic Executive
Cashier & Facilities Incharge
Lab Co ordinator
Center Head
Faculty
Sales Head
Partner Organization
Head Office – Sales Team
Head Office –Education Administration Team
Team Leader Systems (EA)
IRH- Industry Relations Head
National Education Delivery Head
National Delivery Operations Head
National Education Administration Head
Channel Development - Head
Channel Operations-Head
National Retail Sales Head
Operations Head-IFBI
AE
C&FI
LC
CH
FAC
SH
PO
HO-Sales
HO-EA
TL-Systems(EA)
IRH
NH-ED
NDOH
NEAH
CDH
COH
NRSH
Ops Head
RECORDS CREATION & RETENTION
FORMAT CODE FORMAT DESCRIPTION FILED IN TIME
PERIOD
WORK INSTRUCTIONS
NORMS
CODE DESCRIPTION CODE DESCRIPTION
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
INTRODUCTION
This Procedure defines the roles and responsibilities of staff at the IFBI center. The
CH/AC maintains an organization chart for his/her team which mentions the Name,
Date of Joining and Role currently being handled by the employee.
An employee can hold more than one role. In the event of the non-availability or
absenteeism of an employee holding a particular role, the responsibilities of the role get
automatically delegated upwards to the immediate supervisor.
Any responsibility specified against a role may also be undertaken by another person specifically
nominated / designated by the role holder for the purpose
Details
Faculty - FAC
The academic and administrative roles and responsibilities of faculty engaged in IFBI centre(s) as
well as at clients’ site are given hereunder. The guidelines are indicative and are not exhaustive.
ROLES AND RESPONSIBILITIES:
1. The faculty should ensure coverage of sessions as per learning plan / milestone.
2. The faculty should ensure that there are no slippages in delivery i.e. time overrun.
3. Faculty should conduct class room delivery, ISAS, Book Review, Assignments, Projects,
Viva and Modular Examinations as per methodology.
4. Faculty should assist the Batch Coordinator in conducting evaluations, upload them in
LMS and report any discrepancies to the Batch Coordinator.
5. Faculty should assist the Batch Coordinators in smooth completion of the learning plan.
6. Faculty should undergo practice tests and report any discrepancies.
7. Faculty should contribute towards building practice tests / modular examinations.
Faculty should be well conversant with LMS and respond to queries raised by students
in the LMS.
8. Faculty should participate in weekly / fortnightly / monthly review meetings.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
9. Faculty should participate in FACCON whenever organized. Faculty should ensure
students participation in all activities outlined in the milestone – whether inside or
outside the centre, and report to the Batch Coordinator in case of any student absence.
10. Faculty should ensure that appropriate discipline is maintained in the class room and
report to the Batch Coordinator any incident that mars the decorum of the class.
11. Faculty should intimate to the Batch Coordinator in case of absence of student(s) during
the session.
ADMINISTRATIVE GUIDELINES:
1. Faculty should be punctual to the office as per the arrival time advised by the
Academic Coordinator.
2. Faculty will be scheduled for 5 hours of educational delivery and 3 hours of
knowledge update / administrative assignments pertaining to educational delivery
every day.
3. Faculty should use their iniitian id and should be well conversant with the usage of
iniitian.com
4. Faculty should have a NIIT mail id and use the same for correspondence. The rules
regarding sending emails should be adhered to.
5. Faculty should have LMS id and are expected to log in to LMS once a day, at least.
6. In case of non availability of (3) / (4) / (5), they should inform the Academic
Coordinator to get the same.
ACADEMIC GUIDELINES:
1. Faculty should be well conversant with the milestone and delivery methodology as
outlined in the Coordinator Guide and should pre-plan and execute educational
delivery accordingly.
2. Faculty is also required to be conversant with student guide, assignments, web based
learning and other additional study material which the students undergo in their
curriculum.
3. Faculty should be conversant with conduct and evaluation of ISAS as per
Methodology outlined and familiar with all the topics that are given in ISAS.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
4. Faculty should be conversant with conduct and evaluation of Book Review as per
Methodology outlined and should have read all the books prescribed in Book
Review.
5. Faculty should go through all the web learning modules and be conversant with
them.
6. Faculty should familiarize themselves with use of Microsoft Office - PowerPoint,
Excel and Word.
7. Faculty should familiarize themselves with use of Open Office Org – Writer, Calc
and Impress.
8. Faculty should report any faults in the class / machine room such as malfunctioning
of AC, light, system to the Batch Coordinator.
9. Faculty should ensure that the white board used during the session is wiped off
before leaving the class room. Dried out pen(s) should be thrown in the dustbin.
10. The system provided in the class room is for the use of faculty only. Faculty should
ensure that they protect the system with appropriate password and prevent student
use of the same.
11. If the screen is used for projecting slides, then the same should be pushed back after
the session is over.
12. Faculty should ensure that the screen is not used for writing with permanent / white
board marker.
Batch Coordinator
In addition to the roles and responsibilities as well as academic and administrative guidelines as
outlined for a Faculty, the following also apply to the Batch Coordinator.
ROLES AND RESPONSIBILITIES:
1. Ensure conduct of batch as per milestone and without slippages.
2. Where slippage occurs, inform the Academic Coordinator immediately for taking
corrective action.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
Page 4 of 13

Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
3. Inform student absence to Academic Coordinator and source leave letter from the
student upon resumption for leave approval.
4. Ensure control over student drop outs due to academic reasons.
5. Ensure timely conduct of ISAS, Book Review, Practice Tests, Modular Exams, online
Feedback, Assignments, Web based learning, Project allocation, Viva and evaluation
/ completion of the same through upload in LMS.
6. Ensure that student attendance is marked in LMS on a daily basis.
7. Provide info on sessions handled by faculty in your batch to the Academic
Coordinator for feedback purposes.
8. Inform Academic Coordinator upon completion of a kit to enable the Academic
Coordinator to carry out MOAF.
9. Discuss with the Academic Coordinator for corrective action based on the outcome of
MOAF and Feedback.
10. Ensure that faculty deployed for a session in your batch is available and in time.
11. Ensure batch closures as per learning plan.
12. Respond to student queries in LMS.
13. Mark student attendance in all the programs outlined in the milestone, both class
room and outside the class room sessions.
14. Bring to the notice of Academic Coordinator, non availability of courseware to
students.
15. Ensure timely reminders in collection of fee from students.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
Academic Coordinator
In addition to the roles and responsibilities as well as academic and administrative guidelines as
outlined for a faculty, the following also apply to the Academic Coordinator.
ROLES AND RESPONSIBILITIES:
1. Ensure that Batch Coordinators conduct batches as per milestone and without
slippages.
2. Ensure systems and process adherence by faculty team.
3. Ensure collection of field level feedback and action on shortcomings. Share the info
with NH-ED.
4. Motivate the faculty team for performance excellence.
5. Where slippage occurs in milestone in a batch, take corrective action and report the
same to the NH-ED.
6. Inform student absence beyond 3 days in a cycle to the NH-ED and obtain leave
approval.
7. Ensure that there are no student drop outs due to academic reasons.
8. Ensure timely conduct by the Batch Coordinators, ISAS, Book Review, Practice Tests,
Modular Exams, online Feedback, Assignments, Web based learning, Project
allocation, Viva and evaluation / completion of the same through upload in LMS.
9. Ensure that student attendance is marked in LMS on a daily basis by the Batch
Coordinators.
10. Obtain Report of Sessions Handled by Faculty from the Batch Coordinators for
feedback purposes and forward the same to NEAH with a copy to NH-ED.
11. Carry out MOAF upon completion of a kit and discuss with the Batch Coordinator /
Faculty concerned for corrective action based on the outcome of MOAF and
Feedback. Keep NH-ED informed of action taken in this regard.
12. Ensure that faculty deployed for sessions are available and are in time to and from
the class room.
13. Ensure batch closures as per learning plan.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
14. Respond to student queries in LMS.
15. Follow up student attendance with the Batch Coordinator in all the programs
outlined in the milestone, both class room and outside the class room sessions.
16. Bring to the notice of NH-ED, non availability of courseware to students.
17. Ensure timely reminders in collection of fee from students.
18. Maintain records relating to education delivery
19. Conduct weekly review with the faculty on education delivery
20. Interview prospective students as per outlined methodology
21. Interview candidates for faculty position as per outlined methodology
22. Ensure smooth completion of hand / take over process in case of change in Batch
Coordinator / Faculty
23. Monitor faculty performance through Class Room Session Observation Form and
take appropriate steps for corrective action by discussing with the faculty concerned.
Also send a copy of the report with action proposed and taken to NH-ED.
24. Participate in Weekly telecall with the NH-ED on the following:
i. Report of delivery vs. slippages
ii. Faculty Performance Monitoring Report
iii. Academic Drop Out
iv. Faculty Leave and Comp Off adjusted
v. Faculty training and skill development
vi. Faculty Requirement, if any
vii. New program delivery
viii. LMS, INIITIAN and other infra issues
16. Conduct Internship Sessions
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
Center Head
Overall responsibility is for all operations of an education centre including sales, marketing and
academic operations in accordance with IFBI policies.
QMS Responsibilities:
1. Front Office
1. Handling issues of amendments to contract, approving and authorizing late
admissions.
2. Carrying of the responsibility of a COS (Front Office Counselor / Academic
Executive)
3. Monitor and review the counseling, testing and the registration processes as per
Handbook of Norms.
4. Ensuring that all enquiries are provided the Student Rule Book – Student
Obligations.
5. Participation in the discussions and deliberations of Centre Review and other
marketing forums.
6. Plan batch launches and ensure that adequate materials like courseware exist –
and in co-ordination with Academic Co-ordinator ensure that faculty is allocated
for the batch
2. Employee
1. Maintaining employee motivation and morale at the centre at high levels.
2. Identification of the training needs of staff at centre in consultation with the Ops
Head.
3. Leave management of all centre staff ( except faculty)
4. Approval of tour requests and expense claims of staff ( except faculty)
5. Implementing National level HR policies and initiatives in a timely manner – like
PPDP, IEF , NIP
3. Education Delivery
1. Ensure uptime of software , hardware and LMS at the centre ( through team)
2. Conducting Intro and feedback sessions for batches.
3. Courseware availability and timely issue to students
4. Ensuring quality in education through feedback sessions
5. Inspecting and certifying completion of batches.
6. Co-ordinate with NEAH for tracking the status of students in their team prior to
Internship & Placement process
4. Back office
1. Planning for courseware and marketing material on a rolling 3 month basis.
2. Ensuring the availability of service infrastructure, service materials and trained
personnel for smooth service delivery.
3. Approving and authorizing new schedule of student assessments for individual
students
4. Ensure student satisfaction with Internship and Placement services of the centre
5. Monitor completion of all student services at the time of Final Inspection.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
6. Monitor the availability of library books and report the status to the NH-
Education Delivery.
7. Conduct review for C&FI.
8. Arranging convocation.
5. Filing
1. Maintenance of Personal Files of the staff and updation of records for
6. Reviews
1. Conduct monthly 1 to 1- reviews of all staff members in the centre – except the
Faculty team and the AC
2. Send monthly review report to the Operations Head ( national )
DELIVERY OPERATIONS MANAGER-DOM
1. Managing Technical team (Imperia and IFBI)
2. Ensuring timely ICET arrangements
3. Interview Scheduling with Local HR (Partner Organization) and coordination with
Faculty Members and Head Office
4. Enduring timely Batch launch and scheduling (in liaison with AC)
5. Resource management
6. Application Accuracy ( Docket Maintainence)
7. Timely issuance of ID Cards for students
8. Co ordination for timely dispatch for internship joining forms to Partner Organizations
9. Student Decorum and Interaction at the center.
10. Handling complaints and escalations at the center.
11. Provide relevant support (infra-readiness etc) for conduct of examination
12. Partner specific Joining formalities
13. Internship allocation and feedback
14. Certification and Transcription process
15. Co ordination for Alumni Registration
16. Ensuring compliance requirements
17. Acting as Single Point Of Contact/second in line to Center Head in his/her absence.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
Sales Head
Responsible for the sales, marketing and registration activities at the front office in accordance
with IFBI policies and products.
QMS Responsibilities:
1. Responsible for meeting the Business Targets
2. Responsible for Corporate Sales & tie-up
3. Organizing & coordinating BTL activities , road shows etc.,
4. Will be the single contact point for implementing all business related promotional activities
in the region.
5. Adherence to Testing and counseling students as per set standards and norms.
6. Acquaint enquiries with their obligations as part of the contract, as mentioned in the
Academic Regulations.
7. Updation of Admission details in the system –Timely, accurate & complete
8. Ensuring completeness and accuracy of Admission Forms before processing the form
9. Follow-up with students for Installments – based on Collection Plan
10. Follow-up with Enquiries for Admission (Tele-call, House-Call, Email, Mailers etc.,)
11. Updation of Manual Records, filing of the documents properly as mentioned
12. Coordinating with HO and declaring the Admission Test results, dispatch of the Admission
Forms, payments etc.
[Note that Sales head may also discharge all duties of the AE ]
Counselor (COS) / aka “Admissions Executive”/ “Academic Executive”
Responsible for the sales, marketing and registration activities at the front office
1. Testing and counseling students as per set standards and norms.
2. Acquaint students with their obligations as part of the contract, as mentioned in the
Student Hand Book - Academic Obligations.
3. Processing of requests by students for the amendment of contract.
4. Follow up of Enquiries at all the levels.
5. Timely and accurate updation of front office registration system, IBIS and reporting.
6. Ensuring completeness and accuracy of IFBI Application Forms prior to the student
signature.
7. Scrutiny of all document proofs are collected as per the eligibility norms of the program
registered.
8. Ensure updation of Partner Organization-Application form on IBIS and Student Profile
sheet.
9. Batch formation
10. Distribution of courseware, I-Card to students
11. Daily reporting to CH with respect to enquiries
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
12. Maintaining MIS for sales and batch formation
13. Coordination with HO for BAF, Internship, Filled in Partner Organization Application
form
Cashier & Facilities In-charge:
Responsible for handling payments made by students towards tuition fees, additional services
and penalties at the centre, and the maintenance of payment records
1. Reviewing the application form for completeness before registering students.
2. Invoice and receipt generation
3. Ensuring installment collection
4. Accurate and timely updation of IBIS and reporting .
5. Depositing the collections on a daily basis in the designated branch/bank
6. Generating defaulter list and coordinating with faculty/CH for necessary action.
7. Reconciliation of payments thru EFT, CC, ECS.
8. Tracking and realizing PDCs and installment thru bank loans.
9. Processing fins/Refunds/Transfer-ins and Transfer-outs as per the timelines defined.
10. Accurate and timely updation of Account books and reporting data.
11. Handing over courseware to students upon receiving payment as per the payment plan
given to students.
12. Ensure that students are handed over the Refund Cheque / Revised Payment Plan within
7 days of sanction of refund/downgrade.
13. Processing program change requests.
14. Handing over admission form and acknowledgement receipt to CH after IBIS
updation.
15. Opening a Student Docket for every student and ensuring that the contents
match the standard list supplied
16. Checking Partner Organization Application Forms with document proof for
completeness, obtaining clearance from CH and sending the forms to HO for
selection letter generation.
17. Informing CH about library books needing replacement.
18. Coordinating with HO for Transcript and Certificate and Certificate of
Excellence
19. Ensuring the timely issue of certificates to students
20. Preparation of the Batch File at the time of batch commencement.
21. Record keeping of all notices displayed in the Notices File
22. Updation of Student Dockets for Amendments to Contract.
23. Attending review with CH and AC for Student Appraisal, Certification
process.
24. Following up with source centre for any incomplete student academic details at
time of Inter-centre transfer.
25. Tracking of student status – Valid / Defaulter / Drop-outs
26. Availability of imprest at the center and daily update of imprest register
27. Responsible for house-keeping and security of the center thru agency.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
28. Responsible for coordination of all repair & maintenance work at the center
29. Responsible for availability of required courseware, welcome kits and other student
related material at the center.
30. Timely updating stock register, in-out register and courier register.
31. Maintenance of the Student Docket – Consisting of Application Form, Supporting
Documents, Selection Offer Letter, Invoice copy, all correspondence.
32. Coordinating with Regional FSO and CSO as per the requirement.
33. Liaison with the Regular Vendors for Customer Support
34. Book-keeping of Assets register
35. Library In charge, maintenance of Books, Issues and receipts
36. Arrangement of Additional venues for training/meeting as per Centre Head guidance
37. Arranging convocation
Lab Coordinator
Responsible for ensuring student satisfaction in machine room and high network
uptime in the integrated network in the centre along with providing network
security . His primary task will be helping students in lab and resource
management in terms of Network, Hardware, Software & Server.
QMS Responsibilities:
1. Create User ids in LMS
2. Provide LMS training to all students
3. Helping front office to conduct ICET (IFBI Common entrance Test)
4. Helping students doing their machine room exercise, e-learning in Machine
room
5. Help Faculty to conduct online assessments and feedback in machine room
6. Upload of TIRM in Faculty node and Machine room exercise instruments in
Machine room
7. Ensuring minimum 98% network uptime in the centre
8. Providing Security of the Network
9. Responsible for network administration for the entire network in the
centre
10. Ensure all software are up like Finacle and available in the network for
access
11. Ensuring that all operating systems relevant to the software available are
loaded in the network
12. Ensure connectivity for all users
13. Also responsible for ensuring
• Logging hardware Problems in Maintenance Log and take appropriate
action.
• Daily Reviewing and maintaining the Maintenance Log
• Generating Monthly Downtime report and discussing it with CH.
• Maintaining and renewing AMC Papers as and when.
i. Monthly meeting with vendor on unresolved issues.
ii. “Defective systems” to be marked “Defective” and kept aside.
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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Procedure for Roles & Responsibilities at Center
IFBI.PNF.RAC:01
CROSS LINKS/RELATED DOCUMENTS:
I. IFBI Procedure for Admission Process (i) Enquiry & Counseling.IFBI.PNF.ENQ.01
II. IFBI Procedure for Admission Process(ii)-ICET and results.IFBI.PNF.ICET.01
III. IFBI Procedure for Admission Process(iii)-Interview and Registration.IFBI.PNF.INT.01
IV. IFBI Procedure for Internship.IFBI.PNF.INT.01
V. IFBI Procedure for Transcription.IFBI.PNF.TRA.01
VI. IFBI Procedure for Certification.IFBI.PNF.CERT.01
VII. IFBI Procedure for Amendment to Contract.IFBI.PNF.ATC.01
VIII. IFBI Procedure for Student Batch Traceability.IFBI.PNF.SBT.01
IX. IFBI Procedure for Student Appraisal.IFBI.PNF.SAP.01
X. IFBI Procedure for EDL-Education Delivery. .IFBI.PNF.EDL.01
XI. IFBI Procedure for Compliment/Complaint Mgmt. IFBI.PNF.COMP.01.
XII. IFBI Procedure for New Center Launch.IFBI.PNF.NCL.01
XIII. IFBI Procedure for Batch Launch.IFBI.PNF.BLP.01
XIV. IFBI Procedure for Service Infrastructure.IFBI.PNF.SI.01
XV. IFBI Procedure for Service Material.IFBI.PNF.SM.01
XVI. IFBI Procedure for Convocation.IFBI.PNF.CONV.01
XVII. IFBI Procedure for Roles & Responsibilities.IFBI.PNF.RNR.01
XVIII. IFBI Procedure for Filing At Center.IFBI.PNF.FLC.01
XIX. IFBI Procedure for Accounts Handling at center.IFBI.PNF.ACTS.01
XX. IFBI Procedure for Trained Manpower.IFBI.PNF.TMP.01
XXI. IFBI Procedure for Process Management.IFBI.PNF.PM.01
XXII. IFBI Procedure for Document Control.IFBI.PNF.FM.01
XXIII. IFBI Procedure for HON-Handbook of Norms. IFBI.PNF.HON.01
XXIV. IFBI Procedure for WIGY- What IFBI Gives You
XXV. IFBI Procedure for Recruitment
Related Documents
• Student Rule Book.SRB.CON.FM.39.02
Process Owner Reviewed by Approved by
Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008
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