 Okay, welcome to this session on logistics. My colleague Ms. Jayashila Gayathonde and I would be presenting to you the logistics which are expected of you and which would be taking place in IIT Bombay as well and as well as the most important thing the budget. We will be presenting the budget to you. There are a number of you who have already listened to my presentation before but there are several of you who have not been here before and who would have some confusion as to what their roles are as workshop coordinators and what is the difference between a remote center coordinator, what is a remote center coordinator supposed to do and what is a workshop coordinator's role. So I would like to start with a little bit of history for those who have not been here before. I would be talking about the project with some history, the workshops, the methodology, people, the team which is expected at the remote centers, then the coordinators workshop which is going on at the moment, then the logistics of course, AVU, Moodle, Post-Weed workshop and funds. The formal name for this project is Empowerment of Students and Teachers through Synchronous and Asynchronous Instruction. This was initiated by Professor Phattak in 2009. Actually distance education in IIT Bombay was initiated by Professor Phattak. We started you know interacting with engineering college teachers in 2009 and at that moment we had about 35 remote centers across the country. We used to use the EDUSAT because of the EDUSAT we were very limited. Only those colleges who had the EDUSAT infrastructure could participate in our programs. But then in 2010 EDUSAT crashed and we had to look for an alternative and at the same time Amrita University had just come up with this new software called AVU. That is also under the National Mission on Education and we tied up with them and in 2010 we completely moved over to AVU which also gave us sort of a freedom to go to whichever college we wanted, whichever college which could sort of put up this infrastructure that we needed. In 2013 as you can understand in 2009 since we had very few colleges the number of participants that we could reach out to was also very little. But then we had a very successful run till 2012. In 2012 the ministry decided that because we had been very successful they decided to give us funds for phase 2 and in 2013 we started the phase 2 with IIT Kharagpur and we have a mandate of training about 150,000 teachers in 15 workshops over the next two years. Now one year is already over so two years. So we have conducted 21 workshops so far since 2009, 21 including all coordinator workshops. This is the 22nd workshop that we are conducting. Our mandate from the ministry is that we train the teachers in core engineering subjects. We have done basic subjects like basic electronics, turbo dynamics and computer programming etc. But we have also done some very unusual topics like FOSSI, solar photovoltaics, writing effective conference papers which was a very successful workshop and research methods in education technology. Research methods in education technology was the workshop that sort of triggered off our phase 2. We had a record number of participants attending that workshop and that is where the ministry said that since we have so much of expertise in doing these workshops we should go in for the second phase. And so far as you can see the workshops have been attended by over 65,000 participants and they have been distributed across 342 remote centers. Now the methodology is that we ask for applications from various colleges. Right now there is a huge waiting list of colleges wanting to be our remote centers. We identify institutes across the country which could act as good remote centers. They should have proximity to a number of other engineering colleges. They should have good infrastructure. They should have good faculty to send here for training as workshop coordinators. In the early phase since we did not have any experience in conducting workshops across the country in the distance mode, we decided to have certain roles across the remote centers which would, who would help us, who would act as our representatives in various centers. So we came up with these roles. The remote center coordinator and the workshop coordinator. Now the remote center coordinator remains constant across workshops. He or she is solely in charge of all the infrastructure, all the logistics that needs to be taken care of. And the workshop coordinator is subject specific. Wherever we announce a particular workshop, the remote center coordinator along with the head of the identifies a faculty member who can act as a workshop coordinator and that person is nominated like all of you have been. So AVU as I said is a very, very important component of our entire methodology. This is the most important factor that is used to communicate between IIT Bombay and all the other remote centers. Most of you might know that we conduct a very rigorous testing schedule just before the workshop. And we have also cancelled remote centers when the testing has not been up to the mark or the infrastructure has not been up to the mark. It is found that many centers do try to cheat some at some point, but it is their loss because they are marketing their workshops under the, you know, the name of IIT Bombay within collaboration and so on. So remote center and people gather there and when people do not get a good audio or a video, what is the point? I mean, there is no workshop without a good AVU connectivity. So make sure you tell your remote center coordinators and AVU coordinator that the AVU connectivity has to be absolutely perfect. Now the second most important component is the moodle. I talked about synchronous and asynchronous modes earlier. So moodle is one of the modes. This is a learning management system. All of you are now familiar with moodle. We use this extensively for discussions, there are discussion forums, there are ways and methods of uploading assignments and quizzes, feedback, everything. So we will be using moodle very, very extensively. So please do make sure that you are totally familiar with it. So the logistics for the main workshop is that I have passed around a document which details the remote center coordinator and the workshop coordinator roles. I know there are, there is a lot of confusion in centers about what exactly the remote center coordinator is supposed to do and what the workshop coordinator is supposed to do. So I hope that these, this particular document helps you in delineating exactly what the difference is. And please do share this with your head of the institute and the remote center coordinator. Also I will be sending it in a soft copy a little later on so that it reaches all the concerned people. We advertised for this workshop some time ago in the newspapers. So that has been taken care of by IIT. You have already been given brochures for advertisement. So I request you to pass them on to the neighboring colleges and make sure that the workshop is well advertised. Then the online registration will be on the IIT Bombay NME ICT website just like yours. We do not want you to take care of any registration hassles. So we will be doing it on our own. And the registration will begin on 26th May and it will be open till 30th June. So I am sure a month is quite a comfortable period for you to advertise. We have already sent a link to the remote center coordinators asking for the number of people you can accommodate in your remote center coordinate in your remote centers. So that's the seating capacity link which has been already sent to the RCC. I request you all to please go back and make sure that your RCC has sent us the information that is necessary. Now once the registration begins and people start being approved and confirmed, they will be asked to provide a letter of approval from head of their institutes. Again, let me reiterate the point that this workshop is fully funded so it is open only for working teachers and that is the reason we need this letter of approval from the heads of the institutes. We need to know that this person, the participant is employed in a particular college and that the institute is willing to release him for this period without any other duties being assigned to him. That is the intent of the permission letter. The shortlist will appear once the registration is closed. Of course, we will be that the team will be shortlisting as in when the registrations come because we will be looking at permission letters as in when people register. So there will be a shortlist which is being continuously generated. We will also send you the shortlist to the remote center coordinator and to the workshop coordinator with all the contact details of the participants. So once you get the list, it is up to you to follow up to ask people whether I mean people would have already informed us if they want accommodation or not. If you are in a position to offer accommodation, please do get in touch with those people. We will give you the names of people who have asked for accommodation and things like that. Now the main workshop I have said before about the rigorous testing schedule for AVU. I cannot stress this point enough. This is the crux of a successful workshop. Make sure that the infrastructure at your institute is absolutely in prime condition so that the workshop experience is absolutely successful at your workshop, at your center. By the way, my colleague Sajjan Dixit has also come up with this five-star rating system. So the AVU testing will also decide on the star that your remote center gets. And after a certain point when the stars are converted into a certain rating, the centers with the lowest ranking will either be suspended temporarily till they improve their infrastructure or completely deactivated. So this point is very, very important. We will send you soft copies of the Creative Commons license and the Permission Slip. You have all been given the Creative Commons license. This is so that we release whatever we have recorded here, whatever we will be recording during the main workshop, everything we will be releasing in the open source. So the participant should not have any objection. So we need a Permission Slip from him. Now the registration though you would have got a short list of all the participants who would be coming to your center, you would need to conduct a registration in the morning just making sure that everybody has come or not, you will be giving him the schedule, workshop kit and things like that. The inaugural and valedictory functions will be held from IIT Bombay. You are welcome to invite any of your local dignitaries. Unfortunately, because the number of remote centers is large, we will not be giving or going over virtually to any workshop, sorry, any center. We will in case you need to your dignitary wants to speak, you should intimate the AVU team earlier and you should request your dignitary to make it very, very brief because there are so many other remote centers. We would be providing you with a list of email IDs and phone numbers. These are your helplines. Please make use of the helplines very judiciously. Do not call the administration to ask about the modal IDs. They would not be able to help you. People often call me for some AVU issues. Again, I wouldn't be able to help you. So make sure that you understand which email ID and which number is for what function and use it accordingly. We would be using the modal for conducting quizzes and solving assignments. So make sure that your participants have the necessary internet connectivity and machines for the quizzes and feedback session, which will be on the last day. So we will be using modal. We have a very extensive feedback form. If any of you have attended our previous workshops, you would know that we have a very extensive feedback form. And the participant is required to fill this up. This is absolutely mandatory. So make sure that you have the required infrastructure for your participants to fill up the feedback form. Now this I'm assuming is the tentative schedule 9.30 am to 5.30 pm with breaks at 11 and 1 and 3.30. And we will be mailing you this schedule once it's finalized and it is also it will also be put up on the modal and will be visible to all the participants and to you all as well. Now we come to the post main workshop. You the participants will be given a final assignment, which they will do in groups. It is your duty to get your participants to form groups and the participants will need to submit this assignment. They will be given a period of two weeks, which would also in turn give us the time to look at their attendance, to look at their, you know, assignments and things like that and make certificates. Coordinators need to monitor the assignment submission. There's another thing that I want the coordinators to understand very clearly here. You are completely in charge of the attendance. Attendance is a major issue in all centers. In many centers, we find that your own colleagues sign up for the registration, sign up for the workshop and are actually not present. I have personally been visiting a large number of remote centers. Surprise visits and we have found that just the AVU coordinator and the CIS admin or the support staff is sitting there and the entire hall is empty. We can see you on AVU. We will be monitoring you on AVU. Please remember that. So, there has to be full attendance. I can understand an emergency like a death or an illness or some such thing or a viva or something but not beyond that. Please tell your participants very clearly that if they have a wedding to attend or some such thing they should not attend the workshop. We expect full 100% attendance. The ministry is paying for this. This is a funded workshop and we are very strict about this. And you will be required to send us attendance four times a day, four sessions. We will be giving you either a link or you will be asked to send it to e-outreach or whatever, but you will be asked to send us attendance four times a day and also a random picture of your classroom. So, we are getting more and more careful about this. We are getting reminders from the ministry that this cannot, I mean we have been giving them reports about the colleges that we have visited and this will have to be curbed somewhere. And you as workshop coordinators are responsible for this. Please remember this. We will be distributing participation certificates again based on attendance and on their assignment submissions. And if Professor Manas thinks any assignment is absolutely excellent, maybe we could also think about certificate of excellence. It is to be considered not mandatory, but some faculty do give this. The workshop coordinator and the faculty from IIT Bombay will be using the model to interact with the participants. These include any queries that are raised. There will be a forum. And finally, we will be publishing contents like all the slides, all the assignments, quizzes, lecture videos, everything on the portal in open source. Now, this is our project team, Jaishila Gayathonde who looks after the funds and accounts, Sajjan Dixit, Sushant this is second in command. He looks after the e-studio and Avu. And trust me, Sajjan Dixit is a very, very strict guy. So, make sure that your Avu is in complete order. My team Mahendra Parmar, Kanan, Rachna and Sandeep, then Abhilash who looks after the system administration and Ajali Suresh and the rest of the software team who work behind the scenes to maintain the registration page. And that's a mammoth task to say the least. So, thank you all. Thank you to Hemachadi Government of India, Amrita University for Avu, Indian Society for Technical Education who also certifies our participants. And of course, to all the remote centers. Thank you very much. Good morning everybody. We will now see the financial support for the main workshop. The procedure can be seen in three steps. Fund transfers by IIT Bombay, final settlement both by remote centers. For fund transfers, we need the bank details of our remote centers. Most of the remote centers have already given their bank details. They need not submit again unless there are any changes. The new centers will have to provide their bank details in this format. Their bank name, branch name, bank account number, bank account name, IFSC code and MICR code. The bank details have to be submitted online on this website. The bank account has to be your official bank account of the institute. It should not be in any personal name. We will accept your bank details without any responsibility. That means IIT Bombay will not be responsible for its authenticity or any discrepancies arising out of your bank account. We will start the fund transfers after the registration is closed and we will complete them before the main workshop starts. After your account is credited, we will update the details on the web portal and the RCC and the Institute head will receive an auto generated mail from IIT Bombay regarding the details of fund transfer. Your remote center will have to check your bank account for the amount credited and acknowledge her receipt on our website. Now we come to the next step that is fund utilization. Fund utilization has to be strictly as per the sanction budget and the utilization guidelines provided by IIT Bombay. Interhead fund adjustment will not be permitted. This is the budget for the main workshop. It is in two parts fixed cost and a variable cost. Fixed cost, this chart is self explanatory. The first subhead under fixed cost is honorarium to various team members. Honorarium payments should be by checks or by bank transfers only. It should not be paid by cash. The next subhead under fixed cost is miscellaneous expenses. This is given for the registration kits to be purchased for the participants. Stationery, postage, printing, photocopy charges, chartered accountant fees and other workshop related contingent expenses. Institute expense budget, this is rupees 10,000 per remote center. This amount has to be transferred to your institute account for the common facilities provided by your institute such as infrastructure, electricity, water, telephones etc. The next part is the variable cost. Under variable cost we have food accommodation and travel reimbursement. All remote centers will have to arrange lunch and tea for their participants and also to their workshop team members. Accommodation for outstation participants may be arranged if available. Travel reimbursement is also for outstation participants. The criteria for TA reimbursement is that the distance between the participants institute to the remote center has to be more than 100 kilometers one way. Each remote center will calculate their own variable cost depending on their number of confirmed participants. So the total workshop cost per remote center will be their fixed cost entitlement as shown in the budget sheet plus the actual variable cost. Now we come to the last step that is the final settlement. This is a post main workshop activity at remote centers. All remote centers will prepare final settlements in the formats provided by IIT Bombay. There will be two main documents grant utilization certificate and recit and payment statement. Both these documents have to be printed on your institute letterhead and they are to be signed by both the coordinators that is remote center coordinator and workshop coordinator. The final settlement has to be certified by a chartered accountant. CA certification is mandatory and this is our audit requirement. The final settlement has to be submitted along with the original bills within one month after the workshop gets over. Final settlement is subject to audit by IIT Bombay. The certificates of remote center coordinator and workshop coordinator will be released only after the final settlement is complete. The sanction budget with utilization guidelines in details and settlement document formats will be mailed to you well in advance before the main workshop starts. This is our accounts team. You can send your fund related queries at this email id workshopfund at csc.itb.ac.in. You can call us at 2576 4989. Thank you and if you have any queries you may please go ahead. Two days back I received a mail from IIT Khadakpur regarding the fluid mechanics workshop that is going on right now that the variable cost should be restricted to only number of participants and the team members are not to be included and in this budget you have also mentioned about the team members so for food for food no we give it to the workshop team members also so will it be different for IIT Khadakpur and IIT Bombay I don't know why they have changed but the last time they had not changed well right yes last in last workshop they had included team members as well but this time they are saying that it's only for participants in fact it becomes difficult if we exclude the team members because they have to accompany them to the lunch venue and all and we say that you don't eat there it's not proper prerogative of IIT Khadakpur to decide who they want to include and who they don't want to include but we have included so for that particular query you'll have to ask the IIT Khadakpur people just because I'm asking just because it's a partner institute and the project is the same sure but these minute details they will they will be able to answer okay thank you and I'm in this workshop tablets are being used will be used for quiz or not no they will not be used I'd like to clarify one more thing when you have teaching assistants teaching assistants cannot become participants this one question is asked to us all the time so I'm just clarifying it here there are two different roles teaching assistant and a participant they cannot be the same so please tell your teaching assistants not to register and you will be required to send us a list of your teaching assistants teaching assistant the number of teaching assistants is totally dependent upon how many participants you have at your center is there any honorarium for account person there is no special dedicated honorarium many times what we face is that they are doing all these account statement they are preparing all these account statement and they're demanding it or you can ask your institute head to give some amount from the institute overheads that amount is kept aside for that you had asked us to bring the laptops it was not useful so much but wait and there is a security problem also yes I understand but we also have a institute full of summer interns at the moment we were not sure whether the labs would be empty we at the last moment we got the labs at that at that time it was too late for us to inform you not to bring okay okay what is the eligibility criteria for participants like polytechnic lectures and are eligible polytechnic teachers are eligible in fact this whole cyber security workshop one of the reasons we are doing it is to reach out to polytechnic teachers also and what about e and e department lectures who are handling a communication network in yes they are they are eligible all other branches like electronics yes system administration sys ads are not faculty but some of the tools are very useful yes they can attend but i will not be able to give them any funds they can attend the workshop from your institute you can make some special arrangements for them to attend but no funds can be spent upon them so no certificates and no other you know food and kids and stuff like that I think this course is also relevant to system administrators to some extent yes so we'll figure something out for that yeah right now it is specifically faculty but we'll figure out we can somehow accommodate that set of people sure when can ta be a student you mentioned about only the faculty member students third year fourth year students can be your tears thank you they can attend the workshop but no funds to be spent in any way and more importantly they should in no way hinder the participants involvement in the workshop which which which includes question answers ma'am technically speaking i mean is it any possibility to have any contact persons over here while we're installing the labs in our remote centers we can definitely arrange in a sort of a view session with our system administrators and the remote centers okay what what my suggestion is if you give us something like contact persons and their email IDs or contact numbers definitely we will shoot a problems to them when we have technically in a snack in the when i share the helpline information i'll be sharing system administrators numbers also yeah it's a great help for us our teachers teaching in the bcs section bachelor of computer applications sections are eligible for this workshop i guess in this case we will allow them right if you allow polytechnic teachers then i think bca teachers should be allowed bca is fine fine thank you ma'am yes faculties who are teaching i mean in b e undergraduates and doing post graduation in our college those who are ta can be part of participants i just said ta cannot be a participant a person can do only one role at a time what i'm saying actually the teachers who are teaching in our undergraduate students but they are doing me in the same organization yes yes yeah okay if they're already teaching then they can be participants okay ma'am there are certain research organizations around our city and they are interested in mainly two workshops computer networking and the cyber security workshop yes your colleague had already raised that last in the last workshop and i have been waiting for some communication but nothing has come okay so i need to be i mean they need to contact us they need to approach us but nothing has come the research organization people i know that which one you're talking about you're talking about rrcat but they need to approach us okay ma'am i have one doubt regarding the number of t is in the beginning we are not having the to exit to know number of the participant so when we have to decide this number of teaching assistant oh we can wait for the first two days two days i think is enough for you to understand how many participants you will have but when this number of t is we have to decide uh you have to send the detail also you have to give me a list or based on the initial uh list that is published but you also please tell your t is that we'll wait for two days if it uh if your number reduces drastically then we can't afford to pay for a huge number of t is okay so initially any detail is not required to be sent ratio what is the exit ratio means if you are having the 50 participant then what is the number of t is we have to assign the budget sheet shows you that there is one ta per 15 participants so that is given okay ma'am a question is the department of electrical engineering and the department of electronics and communication engineering are eligible to attend this workshop as participants yes yes they are okay thank you you're just a comment about that there are some areas in computer science like computer architecture computer networks and even cyber security that can go both ways they can go cs they can go uh it they can go electrical engineering they can go electronics engineering so in that way uh you know just introducing artificial barriers makes no sense specifically i would be interested in the tools to be installed as far as the laboratory decisions are concerned yeah we will tell you all of that uh maybe in today's afternoon session for example the tools are primarily wire shark n-map nesses uh snot and metasploit at the very least and exactly how they will be installed and how they will be used will be informed to you in detail thank you sir semester starting time in 10th july so we can have it on Saturday Sunday also there is only one Sunday in between and from past experience uh we have found that everybody wants a sunday off what will life sciences people do i don't yeah i think life science is a little too remote from there not life sciences mathematics and physics um i think we have to draw the lines somewhere and unless there is a very very solid case for including such people i think we should not uh if we are expecting more than 20 participants in the workshop and you said that uh tas are not allowed to uh register there so for the 25 candidates we require two tas and they have not registered for that and the last two day first two days of the workshop if we require only one ta then what about the second is how can he be a participant of the workshop if you think if your number goes down drastically then on the second day i will accept your ta as a participant okay the one who is not working but you will have to identify suppose you have 25 participants you will have to identify two tas and keep them informed that such a thing could happen he will be allowed in the two days yeah i will give you two days only all these slides will be having on moodle yes not only the slides but even the videos showing you how to use so there are two things one is installing all the tools the second thing is using them so we already have videos on using them thank you installation we will just tell you about in the afternoon here you have said that stay uh uh stay will be there for per day 175 rupee so will it be there for 10 days or 12 days how many days it will be 12 days uh we will not go beyond 175 if there are institutes here whose rent or whose tariff is more than 175 they will have to collect it from the participant we will not go beyond 175 if a person who is working as a RC coordinator and works up called coordinator also got separate remuneration or a single remuneration yeah we have both workshop coordinator and remote center coordinator it is 20 000 the remuneration is 20 000 and if you include it in this uh sheet it will be better otherwise accounts people give us a lot of trouble this is just a outline of what would be uh what you should be doing we will be sending you a detailed version just before the workshop well good morning actually most of the colleges are going to have a closing time of 5 o'clock you are extending the workshop as 9 30 to 5 30 the participants used to go by bus only college bus only so you please ask your college bus to leave at 5 30 instead so that is all thank you very much