Process Manual - Skill Jharkhand · Process Manual Saksham Jharkhand ... (formats/guidelines) ... The institutional arrangement for implementation of the pilot phase of the scheme

Version 1.0 (9 January, 2016)

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Process Manual

Saksham Jharkhand Kaushal Vikas Yojana (SJKVY)

Pilot Phase

Jharkhand Skill Development Mission Society, Ranchi


Draft


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Introduction

The Manual for Standard Operating Procedures (“Manual”) for the Pilot Phase of Saksham Jharkhand

Kaushal Vikas Yojana (SJKVY) has been developed as ready reference for all stakeholders involved in

the programme’s implementation.

The Manual describes step-wise processes and maps them with the responsible process owner, along

with providing general guidelines on each module. Wherever applicable, related documents

(formats/guidelines) are mentioned alongside each process. Although most processes are sequential in

nature, in the order of the modules as described, it must be understood that some processes shall run

simultaneously for the programme timelines to be achieved.

An important mandate for the Jharkhand Skill Development Mission Society (JSDMS) is to develop a

Labour Market Information System that would act as a common platform for various stakeholders in

the skill ecosystem. For this, JSDMS has developed the HUNAR (Hallmarking of Unrecognized, Novice

and Amateur Resources) portal which will serve as an integrated system to implement skill

development programmes in the state, and serve as a source for information on the labour market. This

document incorporates the implementation of skill trainings into the HUNAR portal. However, as

several features of the HUNAR portal are currently under test run, all HUNAR-related processes in this

manual shall also be carried out offline (files) or through email, as detailed herein.

This Manual has been developed in consultation with various stakeholders including JSDMS officials,

DFID-Technical Assistance team, and training service providers. The Manual is applicable only for the

pilot phase of implementation of SJKVY. As the programme enters the second phase of implementation

(post-pilot), there may be corresponding changes in the processes described herein.

Pursuant to the issue of this Manual, stakeholders may direct any queries or inputs to the JSDMS State

Team at [email protected].

Version Control

Version Number Released on

Version 0 19 December, 2015 (Workshop with Training Service Providers)

Version 1.0 09 January, 2016 (Workshop with District Skill Officers)

mailto:[email protected]


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Abbreviations

Abbreviation Expanded Form

DoLETS Department of Labour, Employment, Training & Skill Development

HQ Head Quarters

JSDMS Jharkhand Skill Development Mission Society

JSDMS DT JSDMS District Team

JSDMS ST JSDMS State Team

LoA Letter of Award

NOS National Occupation Standards

NSQF National Skills Qualifications Framework

QP Qualification Pack

SJKVY Saksham Jharkhand Kaushal Vikas Yojana

SSC Sector Skill Council

TSP Training Service Provider

Definitions and Interpretations

(i) “Day” implies “working day”


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Table of Contents

Background ............................................................................................................................................................... 5

Overview: Core Processes ........................................................................................................................................ 7

1. On-Boarding of TSP ........................................................................................................................................ 8

2. Mobilization and Selection of Candidates ...................................................................................................... 9

3. Training Centre Approval .............................................................................................................................. 13

4. Batch Approval ............................................................................................................................................... 16

5. Training Delivery ........................................................................................................................................... 18

6. Assessment and Certification of Trainees .................................................................................................... 19

7. Wage/Self Employment and Subsequent Tracking .....................................................................................22

8. Requisition and Payments.............................................................................................................................23

9. Programme Monitoring by District Team .................................................................................................... 27

10. Annexure (Formats) ..................................................................................................................................... 29


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Background

Purpose of the Document

The Manual for Standard Operating Procedures (“Manual”) for the Pilot Phase of Saksham Jharkhand

Kaushal Vikas Yojana (SJKVY) has been developed as ready reference for all stakeholders involved in

the programme’s implementation.

The Manual describes step-wise processes and maps them with the responsible process owner, along

with providing general guidelines on each module. Wherever applicable, related documents

(formats/guidelines) are mentioned alongside each process. Although most processes are sequential in

nature, in the order of the modules as described, it must be understood that some processes shall run

simultaneously for the programme timelines to be achieved.

This Manual has been developed in consultation with various stakeholders including JSDMS officials,

DFID-Technical Assistance team, and training service providers. The Manual is applicable only for the

pilot phase of implementation of SJKVY. As the programme enters the second phase of implementation

(post-pilot), there may be corresponding changes in the processes described herein.

About Jharkhand Skill Development Mission Society ("JSDMS")

Jharkhand Skill Development Mission Society ("JSDMS") was registered on 1 October, 2013 under the

Societies Registration Act, 1860 to function as an autonomous organisation under Department of

Planning and Development, Government of Jharkhand. Through a Government of Jharkhand

notification dated 18 June, 2015, JSDMS was made an autonomous body under Department of Labour,

Employment, Training & Skill Development, Government of Jharkhand.

The primary objectives of JSDMS are:

To increase employability of the youth and empower them to take part in the economic growth

of Jharkhand and India, through chalking out a roadmap of providing professional and skill

training in modern and market driven professions at reasonable cost and monitoring its

delivery, and thereby reduce unemployment, under employment poverty and socio- economic

inequality;

To monitor the quality of training imparted to produce targeted number of high quality skilled

personnel across various strata of youth and workers, especially from amongst the

disadvantaged sections of the society;

To develop self-employment and entrepreneurial skills for youths of Jharkhand;

To prepare a roadmap to provide skill development training to the youth of the State;

To assist in creating an enabling environment to attract investment in professional and skill

development sector;

To assist the State Government in formulating appropriate policy, legislations and/or measures

to fulfil the skill gap;

To create effective convergence between school education, professional courses and various

skill development efforts of Central and State Governments;

To promote and carry out, on its own or on behalf of the State Government, activities to

generate awareness, research and study on skill demand; etc.


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About the Saksham Jharkhand Kaushal Vikas Yojana (SJKVY)

The scheme will be implemented on pilot basis across the state of Jharkhand in the year 2015-16 that

aims to provide quality skills training aligned with the National Skills Qualification Framework (NSQF)

and responsive to industry needs. The scheme aims at employment of 70% of successful trainees

through placement-linked and self-employment mechanism. Payment terms and schedule shall be

guided by the Common Norms notified by the Ministry of Skill Development and Entrepreneurship

dated 15th July, 2015.

Following are the key elements of the scheme:

(i) Scheme Beneficiaries

The scheme will focus on youths of the state in the age group of 18-35 years.

(ii) Sectors and Trade covered under the scheme

Youths from the state will be trained in high-impact sectors including Tourism & Hospitality, Telecom,

Security, Retail, Plumbing, Logistics, IT/ITES, Electronics, Domestic Worker, Construction, Capital

Goods, BFSI, Beauty & Wellness, Automotive, Apparel, Agriculture etc. The respective Sector Skill

Councils will be the lead to design the required Qualification Pack (QP) based curriculum.

(iii) Key Stakeholders

Following are the key stakeholders in regard to the scheme implementation process

JSDMS

Department of Labour, Employment, Training and Skill Development

District Administration of Jharkhand

Sector Skill Council/s

Training Service Providers

Assessment Agencies of SSCs

Trainees

Banks and Financial Institutions

Employers

(iv) Institutional Arrangement

The institutional arrangement for implementation of the pilot phase of the scheme is laid out below:

Implementing agency: JSDMS

Implementation partner: Training Service Providers (TSPs)

Assessment & Certifying Agency: Sector Skill Councils to allot assessing agencies for post

training assessment; SSCs to provide certificates to successful candidates


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Overview: Core Processes

I. On-boarding of

TSP

Registration on HUNAR

On-boarding through file records

VI. Assessment

& Certification

Assessment

Certification

Re-Assessment, if any

II. Trainee Mobilization & Selection

Skill Mela and Counselling

Candidate Registration on HUNAR

Batch Finalization

III. Training Centre

Approval

Setting up of Training Centre

Physical Verification by JSDMS

Centre Accreditation by SSC

IV. Batch Approval

Curriculum Design

Training and Activity Plan

Internship Plan

Approval of Training Design by JSDMS

V. Training Delivery

Curriculum Design

Training Plan

Attendance

Internal Assessment by TSP

VII. Placement &

Tracking

Placement / Credit Facilitation

Tracking through periodic update

JSDMS, through the SJKVY Scheme, envisages to implement NSQF compliant trainings through reputed and well established TSPs.

JSDMS seeks to raise awareness on skills among the youth & their families through skill fairs. Candidates shall be counselled by TSPs to match aptitude and aspiration with courses. District reservation policy shall be followed in trainee selection.

Training centres shall be subjected to physical verification before trainings are authorized to run. SSC mandated standards shall be enforced through mandatory accreditation of centre by the concerned SSC/s.

Curriculum shall be as per the QP/NOS mandated by SSCs. TSPs shall submit a day-wise plan for covering the curriculum. TSPs shall also indicate the expected dates of batch initiation and assessment.

Attendance shall be monitored to improve the quality and accountability of training. There shall be periodic verification by JSDMS to ensure compliance and authenticity of submissions.

Assessment shall be through SSC affiliated third party agency in order to ensure quality assessment. Certifications shall be by the concerned SSC.

SJKVY’s prime focus is to enhance employability in terms of wage-employment or self-employment. TSPs shall be mandated to place 70% of trainees for receiving the entire final instalment.


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1. On-Boarding of TSP

Guidelines

(i) After execution of the Agreement between JSDMS and the Training Service Provider (TSP) for

implementing the pilot phase of Saksham Jharkhand Kaushal Vikas Yojana (SJKVY), the TSP would

need to be on-boarded through the State’s MIS portal viz. HUNAR, as well as through file records.

(ii) In view of HUNAR portal currently being under test run, all HUNAR-related processes in this manual

shall also be carried out offline (files) or through email.

Process / Activity Process Owner

Location Timeline Associated Documents

1.1 HUNAR registration of TSP from back-end (http://hunar.jharkhand.gov.in/)

JSDMS ST

HUNAR Within 2 days of Agreement execution

‘TSP-Details’ format

1.2 System-generated confirmation to TSP about receipt of registration request

HUNAR Email

1.3 Unique physical file to be opened for each TSP with all relevant documents e.g. Letter of Award (LoA), Acceptance of LoA, Signed Agreement between JSDMS and TSP, Bank Guarantee of TSP, and any related correspondence

JSDMS ST

JSDMS HQ / Files

Within 2 days of Agreement execution

1.4 TSP physical file to be sent to MD, JSDMS for approval.

If approved, copy of MD’s approval to be marked to the JSDMS DT, along with all relevant documents in the State File

If not approved, reasons for the same to be communicated to the TSP for further action / remedy by TSP

JSDMS ST

JSDMS HQ / Files

Immediately

1.5 JSDMS DT to open a unique physical file for each TSP in the district, with all relevant documents e.g. LoA, Acceptance of LoA, Signed Agreement between JSDMS and TSP, Copy of MD’s approval, and any related correspondence

JSDMS DT

DT Office / Files

Within 2 days of MD approval

1.6 TSP request for on-boarding accepted on HUNAR and portal access provided to the TSP

JSDMS ST

HUNAR As per HUNAR readiness

1.7 System-generation of User ID, password and verification mail for TSP

HUNAR

1.8 Log-in through User ID and Password onto HUNAR

TSP


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2. Mobilization and Selection of

Candidates

Guidelines

Candidate Profile

(i) The target beneficiaries for the Saksham Jharkhand Kaushal Vikas Yojana are youth of Jharkhand in

the age group of 18-35 years. Candidates may avail the benefits of skill development training only once

under the pilot phase of Saksham Jharkhand Kaushal Vikas Yojana.

(ii) Persons who have undergone skill development training under any State or Central Government

programme/scheme in the past and are yet unemployed may be considered for mobilization, but

persons who have received training within the past one year should ideally not be included in this

pilot. Information in this regard can be sought from the candidate himself/herself, and the district

team involved in the process may do so through interview or informal communication.

(iii) Candidates enrolling for a trade should meet the minimum qualification of the trade as mandated by

the concerned Sector Skill Council (SSC). For aiding the selection of candidates, an indicative list of

recommended maximum qualifications, corresponding to SSC-mandated minimum qualifications, is

provided at Annexure-1.

(iv) The TSP must adhere to the district reservation policy applicable in the allotted districts, as placed at

Annexure-2. For any deviation from the district policy, written approval of the Mission Director shall

be taken prior to initiation of the training. A district level roster of candidates must be maintained in

each district by the TSP for this purpose. For the pilot phase, the TSP is required to ensure adherence

to the district reservation policy by the end of the pilot phase of training.

Awareness Building and Mobilization

(v) The State through its arms and implementing agencies will sensitize the community about Saksham

Jharkhand Kaushal Vikas Yojana through relevant resource persons.

(vi) JSDMS will aim to conduct awareness campaigns to provide information on skill training

opportunities in the state and to invite applications from prospective candidates. Such IEC campaigns

will be conducted with the help of Public Relations Department (PRD) Jharkhand and through

newspapers, radio, television, posters, banners, road-shows, nukkad nataks, etc. IEC templates shall

be designed at the State level and shared with District Teams. At the district level, IEC shall be

conducted by the District Team, in line with the State-level IEC templates / guidelines.

(vii) An IEC budget shall be approved by the JSDMS State Office, with approval from the Executive

Committee, and districts shall be allotted IEC budgets accordingly. After organising any related event,

the JSDMS District Team shall submit a utilization certificate to the State Office, along with a report

on the event.

(viii) Skill Melas could be organised by JSDMS at the district level. Such Skill Melas shall be organised by

the District Team in proper consultation with the State Team. At Skill Melas, each interested candidate

should be allowed to submit his/her candidature details including name, age, Aadhaar Card number (if

any), contact details, educational qualifications, past work experience, and areas/sectors of interest for

undergoing training. On submission of such details, the TSP(s) allotted to the district shall enter the

candidate’s details onto the HUNAR portal, and a receipt with HUNAR log-in details and unique

registration number shall be issued to the applicant. This will create a district-wise and training sector-

wise waiting list of prospective candidates. This waiting list shall be utilized for mobilization of

trainees as and when further trainings are planned in the state.


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(ix) During mobilisation of candidates, it shall be the TSP’s responsibility to provide counselling to

candidates and their families on the nature of work in various sectors/trades, job opportunities,

relocation/migration requirements, expected pay and entitlements, growth prospects and risks

involved.

Objectives of Skill Mela

(x) Skill Melas should be organised with an aim to fulfil the following objectives:

To create mass awareness about the scheme and various others initiatives of mission society;

To provide direct interface of TSPs with Trainees and their families;

To provide on the spot counseling to perspective trainees regarding skill trainings and its benefits;

To understand the skill trainings of local youths

To encourage local agencies to affiliate with SSCs to be perspective partners of JSDMS

Protocol for organizing Skill Mela

(xi) The following protocol should be followed while organising Skill Melas:

The District Team should inform the State Team about a proposed Skill Mela at least 10 days

before the planned date of organizing the program;

The JSDMS District Team should identify an open area/ hall with capacity to accommodate at

least 200 persons;

The JSDMS District Team should prepare two banners for the program – one placed at the

entrance of the venue and the other at a central location inside the venue;

TSPs allotted training targets in the district must ensure their presence at the Skill Mela;

The location / venue for organizing the Skill Mela should be easily approachable;

The venue should have the alternative power supply;

The venue should have provision for separate toilets for male and female;

The venue should have drinking water facility;

The venue should be able accommodate at least three stalls of 5ft x 8ft from the TSP side;

There should be at least two representatives from each TSP to explain and give details of skill

training opportunities to interested candidates;

One representative from the TSP should be available to counsel candidates and their families;

TSPs are required to register each interested candidate on HUNAR portal, either at the venue or in

the subsequent 3 days.

Mandatory Documents related to Skill Mela

Budget sanction letter from JSDMS State Office to District Teams

Registration book at Skill Mela venue to record basic details of all interested candidates

Photographs of the event (to be submitted by District Team to State Team)

Utilization certificate (to be submitted by District Team to State Team)

Report on conduct of Skill Mela (to be submitted by District Team to State Team)

Selection of Trainees

(xii) Final selection of trainees must be done by the TSP in consultation with the district level team of

JSDMS, in line with steps 2.7 - 2.9 and the guidelines given at Annexure-1. The TSP may conduct


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psychometric test or other screenings to judge the aptitude of potential trainees.

(xiii) TSP is required to ensure that the trainee selection is in adherence with the district reservation policy

by the end of the pilot phase.

(xiv) The list of trainees furnished by the TSP to the district team, at any time, should include relevant

details such as trainee profile (including photograph), identity & age proof, address proof and caste

certificate.

(xv) The following shall be considered as valid proof of identity: Driving license, PAN Card, Aadhaar Card,

Voter identity card, Class 10th mark sheet / pass certificate or any other valid proof issued by

Government.

(xvi) The following shall be considered as valid proof of address: Driving license, Aadhaar Card, Voter

identity card, Class 10th mark sheet / pass certificate or any other valid proof issued by Government.

Process Overview


Location Timelines Associated Documents

2.1 Identification of catchment area for mobilization, possible locations for awareness/mobilization camps, and methods of generating awareness

TSP in consultation with JSDMS

2.2 Preparation and publication of advertisement / IEC material for promoting candidate registration at district level, and publicizing the awareness/mobilization camps. Advertisement / IEC shall carry details of all documents required for registration, including:

Photograph Identification Proof Address Proof Education Certificates Aadhaar Card (if available)

JSDMS ST JSDMS DT

2.3 Preparation of the basic IEC template for pamphlets, banners etc. by JSDMS ST (Common branding material for all IEC activity)

JSDMS ST JSDMS State HQ

IEC Guidelines

2.4 Preparation of IEC material in line with ST guidelines / shared material, and get it approved by DT

TSP

2.5 Organizing district level awareness/ mobilization camps

Each camp should have counselling session(s) by the TSP(s) allotted to the district, keeping in mind location of TSP’s centre, possible catchment area and target beneficiary group

Venue should be appropriate for the objective

JSDMS DT

TSP

JSMDS District HQ

TSP needs to get the IEC material (prepared for camp) validated by the JSDMS DT 2 days before the camp

2.6 During the camp, collecting information from candidates on hard copy and subsequently uploading the same on HUNAR

TSP Mobilization Venue / TSP Centre

2.7 Preparing a trade-wise list of all suitable candidates up to 3 times the batch size

TSP


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(along with reservation rostering) and submitting it to JSDMS DT for validation. Only candidates registered on the HUNAR portal may be proposed by the TSP.

2.8 Consultation on candidates between JSDMS DT and TSP:

Validation of candidate profiles submitted by TSP;

Based on trade requirements, recommending candidates who are pre-registered on HUNAR or employment exchanges;

Preparation of a candidate shortlist in line with guidelines given at Annexure-1, and providing the same to the TSP

JSDMS DT Annex-1

2.9 Final selection of candidates (up to 30% over and above the recommended batch size) after inputs by JSDMS DT and communication with shortlisted trainees, with district reservation policy in mind

TSP Annex-1

Annex-2

2.10 Ensuring candidate registration on HUNAR

TSP HUNAR


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3. Training Centre Approval

Guidelines

(i) Each centre must have adequate amenities such as separate washroom facilities for girls and boys,

provision for clean drinking water, first aid box, and a common computer with internet access. The list

of mandatory infrastructure is provided at Annexure-3. Prior to initiation of training, centres shall be

verified by the district team in order to check for compliance with mandatory standards. TSP must

ensure the physical presence of the Project Head or Centre Manager at the time of such inspection.

(ii) Each training centre must have well-equipped classrooms and laboratories as per the infrastructure

mandate of the concerned Sector Skill Council. For ensuring adequacy of training infrastructure, all

centres must be approved / accredited by the concerned Sector Skill Council before completion of

training (deemed to be the date of assessment) for the first batch at the centre. The cost for such centre

accreditation shall be borne by the TSP.

(iii) In case of skills training to Persons with Disabilities (PWDs), the TSP shall ensure that the training

centre is accessible to PWD candidates and is fully equipped for their needs.

(iv) For each training centre to be approved for initiation of training, the TSP must submit the Inspection

Reports of JSDMS District Team approving the centre, as well as Centre Accreditation Certificate by

the concerned SSC or proof of having applied for the same.

(v) For any grievance regarding non-adherence to timelines from JSDMS representative(s), TSP may

submit an appeal by writing to MD, JSDMS.

Process Overview



3.1 Infrastructure readiness

TSP to ensure basic infrastructure as per JSDMS’s mandatory compliance list

TSP to ensure technical infrastructure as per Sector Skill Council’s requirements for every trade to be offered at the centre

TSP to add infrastructure details on HUNAR under Create Profile » Add Infrastructure » Add Centre

TSP Training Centre

Within 2 weeks of Agreement execution

Annex-3

A Verification of Mandatory Infrastructure

3.2 Submission of centre details to the District Office along with a request for physical verification of centre

TSP District Office


Annex-4

3.3 Physical verification of basic infrastructure as per standards mandated by JSDMS

JSDMS DT to physically verify basic infrastructure (as per details provided on HUNAR) against mandatory compliances listed in Annex-1

Every page of the Inspection Report has to be signed immediately by JSDMS representative(s) and TSP Project Head / Centre Manager

JSDMS representative(s) to retain one signed

JSDMS DT

Training Centre / Files

Within 5 days of receiving TSP request

Annex-5a

Annex-5b

Annex-5c


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copy of the Inspection Reports for District Office, and provide another signed copy to the TSP

If centre complies with mandatory standards, JSDMS DT to record the same on the Inspection Report

If centre does not comply with mandatory standards, JSDMS DT to record its observations/ recommendations. TSP to comply with recommended improvements within 5 days and apply again to JSDMS DT for physical verification of mandatory infrastructure, in line with above steps

3.4 JSDMS DT to file a signed copy of Inspection Reports in its TSP file and upload a scanned copy on HUNAR (in response to TSP’s centre creation request) and email it to the State Team

JSDMS DT

HUNAR / Files

Within 1 day after inspection

Annex-5a

Annex-5b

Annex-5c

3.5 JSDMS ST to download the Inspection Report and file it in its TSP file

JSDMS ST

B Centre Accreditation by Sector Skill Council for each Qualification Pack

3.6 Application to SSC for Centre Accreditation with regard to each Qualification Pack under which training shall be imparted

TSP E-mail / SDMS


3.7 Intimation of inspection date and allotment of accreditation agency to TSP

SSC E-mail

3.8 TSP to intimate JSDMS DT and ST regarding inspection date through e-mail; or

If SSC inspection is not scheduled within 1 month of Agreement execution, TSP may print out the proof of having applied for Centre Accreditation (step

TSP E-mail Immediately

3.9 Accreditation of training centre by SSC Team (accompanied by representative from JSDSM DT) and ensuring alignment of curriculum to be followed

SSC Training Centre

Centre Accreditation Certificate by SSC

3.10 If centre approved:

TSP to obtain a Centre Accreditation Certificate from the SSC and submit a copy of the same to the District Office

If centre not approved:

TSP to comply with recommended improvements within 10 days and apply afresh to SSC for Centre Accreditation in line with steps 3.6 - 3.10.

TSP District Office / HUNAR

Within 1 day of receiving Certificate

3.11 JSDMS DT to file a copy of the Certificate in its TSP file and upload a scanned copy on HUNAR (in response to TSP’s centre creation request) and email it to the State Team

JSDMS DT

HUNAR Immediately

3.12 JSDMS ST to download the Inspection Report and file it in its TSP file

JSDMS ST

Within 1 day

C Centre Approval on File

3.13 Office records created at State level for new centre

JSDMS ST

JSDMS HQ /

Within 1 day after District


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JSDMS ST to update the State-level TSP file with a print-out of the Inspection Reports uploaded/emailed by JSDMS DT and the Centre Accreditation Certificate (or proof of having applied for the same) uploaded / emailed by the JSDMS DT

JSDMS ST to send the updated file to MD, JSDMS for approval of new centre

If approved, copy of MD’s approval marked to JSDMS DT for District Office records and approval letter released to TSP (Annex-6)

If not approved, reasons to be communicated to the JSDMS DT

HUNAR / Files

Team’s upload

Annex-6

3.14 Office records created at District level for new centre, if approved

DT to create a file for each approved centre within the TSP file, along with document such as: TSP’s request for physical verification and copies of Inspection Reports, SSC Certificate, and MD’s approval

JSDMS DT

Files Within 1 day of receiving a copy of MD’s approval

3.15 Post approval by MD, JSDMS ST to approve the ‘Centre Creation request’ on HUNAR

JSDMS ST

HUNAR Within 1 day after approval

3.16 System-generation of unique ID for the centre HUNAR Immediately


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4. Batch Approval

Guidelines

(i) A training batch shall consist of not less than 15 and not more than 30 trainees. This excludes

provisioning of additional enrolments of up to 30%, i.e. up to 9 trainees.

(ii) While enrolling the batch on HUNAR, the TSP can add only up to 30 trainees. The remaining up to 9

trainees (“reserve trainees”) shall be in the reserve and may not attend the training unless they are

included in the batch at the time of Batch Freezing. It is the TSP’s responsibility to ensure that the

reserve trainees, if initiated into the batch at the time of Batch Freezing, are given appropriate

classes/training to make up for the lost training duration. Any reserve trainees not included in the

current must be included in the next batch.

(iii) Before approving the batch, JSDMS DT shall ensure that the requested batch size is within the limits

of the recommended batch size determined by JSDMS DT after physical inspection of the training

centre, based on the classroom/lab/centre area.

(iv) During the programme if the number of trainees remains below 15 for six consecutive days, the batch

will be considered shut down and the TSP shall not be eligible for payment, unless under exceptional

circumstances with written approval from MD, JSDMS.

Process Overview



4.1 Request to JSDMS DT for approval of Batch Initiation as per format given at Annexure-7

TSP Files Within 5 days of centre approval by JSDMS

Annex-7

4.2 Creating a ‘Batch Request’ on HUNAR

Training Centre module » Select the concerned Training Centre » Click on ‘Add Batch’ tab

Adding a maximum of 30 students to the batch

Filling in batch details such as name of Trainer(s), his/her resume, upload of ToT certificate, proposed Batch Start/End dates, etc.

TSP HUNAR

4.3 Verification by JSDMS DT to ensure that batch size requested is within the limits of recommended batch size after inspection

JSDMS DT

HUNAR / Files

Annex-5b

4.4 In-Principle Approval for Batch Initiation within 1 working day of receipt of written request;

Approval of ‘Batch Request’ on HUNAR within 1 working day of approval on file

JSDMS DT

HUNAR / Files

Within 1 day of receiving written request

4.5 Initiation of batch on the approved date

All trainees to be present on the day for registration on biometric machine / manual attendance marking

TSP Training Centre

4.6 JSDMS DT representative(s) to be present on approved batch initiation date and time, for supervising the process

JSDMS DT

Training Centre / Files

Annex-10


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DT representative to address students, giving information about the programme, its objectives and grievance redressal mechanism (approaching the DT)

Ensure distribution of training material to the trainees

Report filed for official records, as per Annex-10

4.7 Request to JSDMS DT for Batch Freezing as per Annex-9

TSP Files Within 10 days of Batch Initiation

Annex-9

4.8 Post-approval by JSDMS DT, final list of candidates updated under the batch on HUNAR. No further change allowed in batch composition.

TSP HUNAR

4.9 JSDMS DT representative(s) to be present on the day after Batch Freezing is approved, for supervising the process of registration of new trainees (if any) on biometric machine / manual attendance marking

Report filed for official records, as per Annex-10

JSDMS DT

TSP Centre / Files

Annex-10


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5. Training Delivery

Guidelines

(i) The TSP shall not subcontract the training delivery or operate the training centres via a franchisee

arrangement.

(ii) The TSP is responsible for distribution of relevant instructional material to all trainees.

(iii) Training curriculum should be based on the relevant National Occupational Standards (NOS) and

Qualification Packs (QPs) developed by Sector Skills Councils established under the National Skill

Development Corporation (NSDC). The TSP must ensure that the curriculum is vetted and approved

by the concerned Sector Skill Council (SSC) prior to the initiation of training.

(iv) The training curriculum must have mandatory modules on soft skills, computer literacy, financial

literacy and entrepreneurship for a total duration of forty hours, within the approved training duration

as communicated to the TSP.

(v) The training and course content should facilitate learning by such youth who may not have exposure to

English. Training should be delivered in a trainee-friendly manner with adequate audio visual tools

and participatory methods. Use of innovation in teaching methodology is encouraged.

(vi) Persons deployed as trainers by the TSP must be competent instructors in possession of requisite

knowledge, skills and experience in their domain. At the end of each training course, trainees would be

required to evaluate their trainer(s) on parameters such as domain knowledge, punctuality,

responsiveness and instructional ability as per the format developed by the JSDMS.

(vii) Attendance of both trainees as well as trainers/instructors shall be recorded through a manual process

and, where possible, through a JSDMS-approved Biometric Thumb Impression Machine. Information

about batch progress (including attendance and trainee performance), batch assessment and

placement should be shared with JSDMS through uploads on HUNAR portal as well as through

manual formats.

(viii) Trainee attendance shall be monitored on a weekly basis by the JSDMS DT. Quality audits shall be

made through unannounced visits to the training centre, where batch attendance shall be recorded

and preserved for file records. Only trainees with minimum 70% attendance may sit for assessment at

the end of the training.


19

6. Assessment and Certification of

Trainees

Guidelines

(i) The TSP is primarily responsible for facilitating the assessment of trainees in the training centre.

(ii) Only trainees with minimum 70% attendance may sit for assessment at the end of the training.

(iii) Assessments should be carried out as per the assessment criteria recommended by the concerned

Sector Skill Council (SSC) for the specified job roles. Assessment Agencies (AA) shall be agencies

empanelled under the concerned SSC, and nominated / allotted by the SSC, to carry out assessment of

trained candidates under SJKVY.

(iv) The Assessment Agency must ensure that a competent Assessor is made available at the training

centre on the agreed date of the assessment. The Assessor may be a local so that he can easily interact

with trainees in their preferred language, if required.

(v) If a trainee fails in the assessment, he/she may undergo gap training from the same training provider,

given that expenses for the same shall be borne by the TSP. The cost of re-assessment or revaluation

will be borne by the trainee or the TSP, as mutually agreed between them.

(vi) SSCs shall ensure that certificates of each successful trainee are sent to the TSP via email (with a copy

marked to JSDMS). TSP then will take a coloured printout (on thick laminated paper) of the

certificates and distribute it to the trainees. TSP must upload the certificates on the HUNAR portal and

keep soft copy records of all certificates.

Process Overview



A Allotment of Assessment Agency and Assessment Date

6.1 Emailing the SSC for conducting assessment for the batch with a proposed assessment date

JSDMS DT to be marked on the email

TSP Email At least 5 days before expected completion of training

6.2 Allotment of Assessment Agency for the batch through email to TSP

JSDMS DT to be marked on the email

SSC Email

6.3 Confirmation/finalization of assessment date and sharing of assessor details over email

JSDMS DT and SSC to be marked on the email

All details of the assessor should be shared over email, including the contact details, photo ID proof and an authorization letter which the assessor must carry on the date of assessment

Assessment Agency

Email Within 2 days of completion of batch training

6.4 All necessary arrangements (tools, equipments, lab facilities) for the assessment

TSP Training centre


20



B Assessment and Results

6.5 Conduct of Assessment in line with Sector Skill Council requirements/norms and JSDMS guidelines as detailed in Annex-15

Assessor Training centre

Annex-15

6.6 Quality of assessment to be ensured by making surprise visits to the training centre

Checking the ID proof and credentials of the Assessor

Observing the assessment process to ensure adherence to standard practices

Recording the number of trainees present and number of trainees undergoing assessment

JSDMS DT Training centre

Annex-15

6.7 On-site sharing of tentative evaluation of trainees with JSDMS DT in a confidential manner

Assessor

6.8 Post-assessment, sharing of results/ evaluation sheet along with the attendance sheet with the concerned Assessment Agency, marking the TSP and JSDMS DT in the email

Assessor Email Internal

6.9 Reviewing and validating the assessment marks and providing the result of each candidate to the SSC

Assessment Agency

Email Internal

6.10 Approving the results sent by the Assessment Agency (after review and validation) over email, marking a copy to JSDMS DT and TSP

In case of any complaints or any discrepancies in the assessment process or marks as reported by the JSDMS DT, the SSC may ask the Assessment Agency to re-evaluate the results or re-assess the entire batch

The cost of re-evaluation or re-assessment will be borne by the TSP or the AA as decided by the SSC

Sector Skill Council

Email Within 5 days after assessment

6.11 Upload of result on HUNAR

Printout of the same provided to JSDMS district office for official records

TSP HUNAR

C Certification

6.12 Sharing soft copies of the trainees’ Certificates with the TSP, marking a copy to JSMDS DT

SSC Email Within 2 days of final result approval

6.13 Uploading the soft copies of received certificates on HUNAR

TSP Email Immediately

6.14 Printing and laminating the certificates received in soft copy and submitting a physical copy of the same to JSDMS DT

TSP Within 1 day of receiving soft copies

6.15 Distribution of certificates in the presence of District Administration / JSDMS DT / JSDMS HQ

TSP


21



6.16 Maintaining a soft copy record of all the certificates

TSP, SSC

6.17 Updation of HUNAR profile of successful trainees on certification

JSDMS HQ HUNAR

6.18 Linking of successful candidates with the employment portal (under development) of Jharkhand State

JAP-IT


22

7. Wage/Self Employment and

Subsequent Tracking

Guidelines

(i) Providing beneficiaries with wage or self employment is a stated aim of the Saksham Jharkhand

Kaushal Vikas Yojana. Prior to batch initiation, each skill training course will be recorded as being

geared towards wage employment or self employment. Accordingly, the outcomes for TSPs shall be

defined. Payment to TSPs shall be as per the notified Common Norms, with a part of payment being

linked to achievement of envisioned outcomes.

(ii) Outcome in terms of wage/self employment shall be defined as per section 8 1(vi)-1(vii) of this

document.

(iii) Contact details of successfully placed trainees should be passed on to the District Office for sample

checking. For each placed candidate, TSP must furnish to the District Office all placement details viz.

offer letter mentioning the salary per month/year, name and contact details of employer and three

successive months’ pay slips. The fourth instalment shall be paid out only after successful retention of

job for minimum three months by the placed trainees, as evidenced through pay-slips of three

successive months.

(iv) To ensure sustained benefits from training, TSPs are required to track and report successful

candidates for a period of 12 months. Each candidate would be tracked once every month for a period

of one year after she/he completes her/his training. The parameters on to be tracked would be as

under:

Remuneration/incremental remuneration per month

Whether continues to work in the same or higher job role till end of the tracking period (whether

with same or different employer)

If there are periods of unemployment between different jobs, duration of such gaps and reason for

leaving earlier job without having a job in hand.


23

8. Requisition and Payments

Guidelines

Release of funds from State Team to District Team

(i) JSDMS State Team will release to the JSDMS District Team the entire sanctioned amount of the

project and other planned expenses in a single instalment.

(ii) All funds under the programme shall be transferred into the dedicated, jointly held account of the

Deputy Commissioner and JSDMS District Skill Officer.

(iii) JSDMS District Team will maintain separate files and books of records for all transactions with the

JSDMS State Office.

Payments by District Team to TSPs

(iv) Payments shall be released by the JSDMS District Team within 15 days of submission of claim /

invoice / utilization certificate and all relevant documents, unless a discrepancy is detected or payment

claim is contested.

(v) Training fees for approved skill trainings shall be paid by the JSDMS District Team to the TSP as per

details provided below, in line with the prevailing Common Norms notified on the 15th of July, 2015.

This training fee shall be inclusive of all cost components such as: Mobilization of candidates,

Training, Post-placement tracking/monitoring, Curriculum design and distribution, Placement

expenses, Trainers’ training, Equipment, Amortization of Infrastructure Costs/Utilities, Teaching

Aids, Raw material, Salary of trainers.

(vi) The outcome envisaged in context of the fourth instalment is employment (wage-employment or self-

employment) of at least 70% of successfully certified trainees within three months of completion of

training, wherein:

Wage employment shall imply placement in organised/unorganised sector for a monthly

remuneration not below the minimum wages of skilled workers of the state in which the trainee is

placed, or, minimum wages of contractual skilled workers of Jharkhand, whichever is more;

Self-employment shall imply a self-certification by the trainee and a credit linkage of minimum Rs.

10,000 for each successful trainee, facilitated by the TSP, for setting up an enterprise or other

valid proof such as obtaining trade/relevant license, proof of setting up of new enterprise or

becoming a member of a producer group, proof of additional earnings (bank statement), etc.

Placement of a trainee shall be recognised only after receipt of payslips (or equivalent valid proof)

showing that the candidate has been employed for at least 90 days within a period of not more

than 100 days. Such placement may be claimed/shown within 5 months from the date on which

the candidate first secured wage employment after the training.

Provided that,

Appeals for relaxations in any of the above shall be made directly to MD & CEO, JSDMS and shall

be decided on a case-t0-case basis as per merit of the appeal.

(vii) The outcome-linked fourth instalment would be released to the TSP subject to the following:

The TSP shall be eligible for 100% payment for outcome achievement as specified above;

For TSP shall not receive any amount under the fourth instalment if less than 50% of certified

trainees are able to obtain wage employment as defined above, except for batches oriented towards


24

self employment, provided that such batches received prior approval stating as such from the MD

& CEO, JSDMS;

The TSP shall be paid on pro rata basis on achievement of 50-69% placement of those who have

been certified;

For each placed candidate, TSP must furnish the placement details viz. offer letter mentioning the

salary per month/year, name and contact details of employer and three successive months’ pay

slips. The fourth instalment shall be paid out only after successful retention of job for minimum

three months by the placed trainees, as evidenced through pay-slips of three successive months.

(viii) The JSDMS DT reserves the right to suspend/stop disbursement of funds or recover previous

disbursed funds in case of:

Breach by the TSP in complying with the terms and conditions of this Agreement including non-

utilization of funds for the purpose for which the same were granted and/or diverting funds

towards any purpose other than the project requirement as specified herein;

Extraordinary circumstances which in the opinion of the JSDMS DT are likely to preclude or

seriously jeopardize the implementation, operation, or purpose of the project.

(ix) In the event of breach as mentioned above, the JSDMS DT may issue a written notice of suspension for

the TSP to remedy the breach within 30 days of receipt of such notice.

(x) At the time of Agreement, TSPs submitted a Performance Security Deposit in the form of a Bank

Guarantee valid up to 30th June, 2016 and equivalent to 10% of the maximum work order value

allotted to the TSP.

Process Overview


Location Associated Documents

A First Instalment – Payable on Batch Initiation

30% of training fee corresponding to batch size at the time of initiation

8.1 Post Batch Initiation, TSP to request for release of first instalment as below:

TSP to submit its claim

Accompanied by: Batch Details; In-Principle Approval (IPA) by JSDMS DT for Batch Initiation

TSP District Office

Annex-11

8.2 JSDMS DT to carry out verification of claim

During the visit to the training centre on the first day of training, to record the batch details in the format given at Annex-7

To carry out a surprise check to record the batch attendance on any day within 5 days of TSP’s request for release of first instalment, and record the batch details in the format given at Annex-7

All attendance reports to be filed

JSDMS DT

Training Centre

8.3 JSDMS DT to put up recommendation for making payment on the TSP Centre File

District Office Accountant to calculate the amount of claim as per JSDMS guidelines and record it in the file noting

JSDMS DT to send the file to District DC for approval

JSDMS DT

Files

8.4 Approval by DC on file for payment DC Files


25



8.5 District Office accountant to facilitate payment of funds to TSP from the joint account of DC and JSDMS DT, after obtaining signatures of both signatories

JSDMS DT

Files / NEFT

B Second Instalment – Payable on 70% Utilization of First Instalment and

Continuation of at least 70% of initial trainees

30% of training fee corresponding to batch size at the time of Batch Freezing

With adjustments to account for difference (if any) in batch size at Initiation and at Batch

Freezing

To be claimed at least 30 days after Batch Initiation

8.6 After at least 30 days from date of Batch Initiation, TSP may request for release of second instalment as below:


Accompanied by: CA-certified Utilization Certificate giving details of 70% utilization of the first payment instalment; Attendance records for the period since Batch Initiation till date

TSP District Office

Annex-12


District Office accountant to scrutinise utilisation

District Team to make surprise visit to the training centre and ensure that batch strength is at least 70% of Batch Freezing size, as required by the Common Norms

JSDMS DT

Files




JSDMS DT

Files



JSDMS DT

Files / NEFT

C Third Instalment – Payable after Assessment and Certification

20% of training fee corresponding to successfully certified trainees

With adjustments on account of payments made earlier in context of trainees that did not

obtain certification (if any)

To be released after placement (Offer Letters received) of at least 50% of successfully certified

trainees

8.11 Post declaration of results and certification, TSP to request for third instalment as below:


Accompanied by copy of Sector Skill Council validated results

Accompanied by offer letters of at least 50% of successfully certified trainees

TSP District Office

Annex-13


District Office accountant to scrutinise claim


JSDMS DT

Files

8.13 JSDMS DT to put up recommendation for making JSDMS Files


26



payment on the TSP Centre File


DT



JSDMS DT

Files / NEFT

D Fourth Instalment – Payable after Placement of at least 50% of Certified Trainees

20% of training fee corresponding to successfully certified trainees, if at least 70% of certified

trainees are placed

Pro-rata payment of said 20% training fee corresponding to successfully certified trainees, if

50-69% of certified trainees are placed

No payment if less than 50% of certified trainees are placed

To be released after job-retention by candidate for 3 months equivalent (candidate remaining

in employment for at least 90 days in a period not more than 100 days, within 5 months of

first securing employment)

8.16 After at least 3 months after the date of assessment, TSP to request for fourth instalment as below:


Accompanied by details of placed candidates as per guidelines in Section 8

Accompanied by payslips or equivalent valid proof of placed candidates showing employment for at least 90 days within a period of not more than 100 days

TSP District Office

Annex-14


District Office accountant to scrutinise claim


JSDMS DT

Files



JSDMS DT

Files



JSDMS DT

Files / NEFT


27

9. Programme Monitoring by District

Team

Guidelines

Mandatory Compliances for district team:

(i) Open and maintain main file for each TSP allotted work in the district. The file should contain the

following documents listed below:

Copy of the agreement signed between JSDMS and TSP

Copy of Letter of award to the agency

Copy of Bank Guarantee

(ii) Open separate file for each centre with prefix the TSP name. The file should contain the following

documents:

Original documents regarding centre inspection by JSDMS and SSC

IPA/s issued to centre for various batches

Assessment sheets of all batches

Approvals from MD, JSDMS and JSDMS state team

Approvals to TSP regarding the centre

Communications with TSP and JSDMS state team – Regarding batch approval etc

Request for payment of batches.

Payment made to the TSP

(iii) Open and maintain separate batch-wise part-files for each centre

The payment should be raised for individual batches as per the approved trade in the IPA

The payment file should contain request letter from TSP for release of payment

The payment should be initiated only after verification of the documents mentioned at Requisition

and Payment section of the document.

The file should close only after payment of the fourth instalment

(iv) The district team should maintain separate file and register for the following:

Fund receipt and utilization file

Grievance and Grievance addressing file

RTI and RTI reply file

Monthly meeting register

IEC file

Stock Register

Centre visit report file

Complaint register

Inward and Outward register

Programme Monitoring – Responsibilities of the District Team

(v) The programme will be monitored at two levels – field level monitoring by the JSDMS district team

and at the state level, JSDMS will monitor programme implementation quality in terms of physical

and financial achievements of targets.


28

(vi) The district team will make monitoring visits to each training centre at least two days every week in

order to monitor the progress of the training. The district team will prepare short visit report after

each visit and file the report as per Annexure-16.

(vii) If the district team observes that the training centre is not adhering to the norms/guidelines, then the

team will issue Memos to the TSP State Head in writing, marking copies to the TSP Centre Head and

JSDMS state team.

(viii) The district team will be mandatorily present during the following occasions:

During accreditation visit by the Sector Skill Council;

On the first day of batch initiation of any approved trade of the centre;

On the day of assessment along with assessor/s.

(ix) The district team will make sure that the first instalment provided to TSP does not remain with the

TSP for a period of more than 15 days in event of the batch being dissolved for any reason.

Adjustments of payments between batches of same trade or other will not be allowed at district level.

(x) The district team will not allow any shift of training centre within the district without intimating the

JSDMS State Team.

(xi) The district team will ensure that the TSP is not involved in any fraudulent activity in the district and

has not received any monetary benefits from any individual on account of providing training under the

Scheme.

(xii) The district team will monitor adherence to the TSP’s Training Plan / Activity Delivery Schedule.

(xiii) The district team will ensure the following:

Timely utilization of funds sanctioned to district team by JSDMS state team;

Approval for final trainee selection and assistance in mobilization of trainees from different blocks

of the district;

Adherence of district level reservation roster by the end of pilot phase;

Recording the challenges and difficulties in execution of the programme;

Identify and record areas of non-performance of the TSP.


29

10. Annexure (Formats)

Annexure – 1

Guidelines for Selection of Trainees

Guidelines to be followed by JSDMS DT for short-listing of candidates in consultation with TSP:

(i) Eligibility as per minimum and maximum recommended qualifications for each trade, as given below:

Minimum Qualification recommended for a trade by the Sector Skill Council

Corresponding Maximum Qualification recommended for the trade*

5th Standard Appeared or Passed 10

th Standard Appeared or Passed

8th Standard Appeared or Passed 12

th Standard Appeared or Passed

10th Standard Appeared or Passed Diploma holder

12th Standard Appeared or Passed Not applicable

* In case of any conflict with the maximum qualification recommended for a trade/Qualification Pack by the concerned Sector Skill Council (SSC), the

SSC recommendation shall be applicable

(ii) Higher preference to be given to candidate with higher formal qualification, within the maximum qualification criterion (e.g. 10th Std. Passed > 10

th Std.

Appeared > 8th Std. Passed);

(iii) For candidates holding the same level of formal qualification or if formal qualification is unavailable, JSDMS DT shall hold interviews with the

candidates and assign marks on the basis:

a. distance of candidate’s residence from the training centre (40% weightage)

b. candidate’s motivation to obtain skill training (40% weightage)

c. candidate’s understanding of the offered trade, its requirements and opportunities (20% weightage)


30

Annexure – 2

District Reservation Policy

S.No. Division District

Percentage of Reservation

Scheduled Castes

Scheduled Tribes

Most Backward Classes

Backward Classes

Total Percentage

1.

Palamu

Palamu 27 08 09 06 50

2. Garhwa 23 15 07 05 50

3. Latehar 21 29 00 00 50

4.

North Chotanagpur

Chatra 18 08 14 10 50

5. Hazaribagh 21 04 14 11 50

6. Koderma 18 08 14 10 50

7. Giridih 13 12 14 11 50

8. Ramgarh 11 20 11 08 50

9. Bokaro 13 12 14 11 50

10. Dhanbad 15 08 15 12 50

11.

South Chotanagpur

Lohardaga 03 47 00 00 50

12. Gumla 03 47 00 00 50

13. Simdega 07 43 00 00 50

14. Ranchi 05 37 05 03 50

15. Khunti 05 45 00 00 50

16.

Kolhan

West Singhbhum 04 46 00 00 50

17. Saraikela-Kharsawan 05 38 04 03 50

18. East Singhbhum 04 28 10 08 50

19.

Santhal Paragana

Jamtara 09 32 05 04 50

20. Deoghar 12 12 15 11 50

21. Dumka 05 45 00 00 50

22. Pakur 05 38 04 03 50

23. Godda 08 25 10 07 50

24. Sahebganj 05 38 04 03 50


31

Annexure – 3

Check List of Mandatory Infrastructure

1. Classroom size should be calculated @ 8 sq. ft. per trainee

2. Classroom should be well ventilated

3. Classroom should have 1 tube-light for each 100 sq. ft. or 1 CFL of more than 30 watts for each 100 sq. ft.

4. Classroom should have a whiteboard/blackboard of 3ft. x 5 ft. dimension with supply of chalks, markers and dusters, and trainees should have an

unobstructed view of the same

5. Classroom should have, for each trainee, either a chair with foldable writing pad or a chair-and-desk

6. Classroom should have 1 fan for every 100 sq. ft.

7. Each training lab size should be calculated @ 8 sq. ft. (minimum) per trainee to accommodate all lab tools and equipment

8. Each training centre should have at least one computer or laptop for every ten trainees, along with a multipurpose printer

9. Each training centre should have separate toilet for girls and boys with running water connection and adequate facilities (soap, bucket, mug)

10. Each training centre should have, for every batch, at least one toilet for girls and one toilet for boys

11. Each training centre should have power backup facility for covering requirements of every item running on electricity for at least 4 hours

12. Each training centre should have one notice board of 3 ft. x 3 ft. dimension and display board 3 ft. x 3 ft. dimension

13. Each training centre should have safe, clean and closed drinking water facility (with water purifier or water filter) for trainees and staff

14. Each training centre should have a regular electricity connection

15. Each training centre should have working internet connection on all computers either through broadband or dongle

16. Each training centre should have a signage board of 3 ft. width x 8 ft. length placed in front of the centre building 6 ft. above the ground level or

accordingly for centres located above ground floor

17. Each training centre should have a complete First Aid Box with all items well within expiry date

18. Each training centre with security sector trade should have an open ground for physical activity and training

19. Each training centre should have the following registers:

i. Trade wise trainee attendance register

ii. Trade wise stock register of all tools and equipment

iii. Stock register of all office items

iv. SSC approve curriculum for all JSDMS approved trades

v. Training calendar of all JSDMS approved trades

vi. Rent agreement original copy

vii. One original copy of recent electricity bill of the premises

viii. One original bill of telephone and internet connection

ix. Copy of JSDMS guidelines for implementation of scheme

x. Resume of Centre Manager

xi. ID proof of Centre Manager

xii. Resume of Training Instructors - <name of sector - 1>


32

xiii. ID proof of Training Instructors - <name of sector - 1>

xiv. Resume of Training Instructors - <name of sector - 2>

xv. ID proof of Training Instructors - <name of sector - 2>

xvi. Resume of Training Instructors - <name of sector - 3>

xvii. ID proof of Training Instructors - <name of sector - 3>

xviii. Resume of Assistant Training Instructor - <name of sector - 1>

xix. ID proof of Assistant Training Instructor - <name of sector - 1>

xx. Resume of Assistant Training Instructor - <name of sector - 2>

xxi. ID proof of Assistant Training Instructor - <name of sector - 2>

xxii. Resume of Assistant Training Instructor - <name of sector - 3>

xxiii. ID proof of Assistant Training Instructor - <name of sector - 3>

xxiv. SSC approved training curriculum - <name of course - 1>

xxv. SSC approved Tool List and infrastructure details for - <name of course - 1>

xxvi. SSC approved training curriculum - <name of course - 2>

xxvii. SSC approved Tool List and infrastructure details for - <name of course - 2>

xxviii. SSC approved training curriculum - <name of course - 3>

xxix. SSC approved Tool List and infrastructure details for - <name of course - 3>

xxx. List of all items in the Training Centre

xxxi. Blueprint / Schematic map of centre – Marking Classrooms, Labs, Office Space and Toilets

xxxii. Trade and batch wise copy of proof of age and address proof of trainees

Note: Relaxation of ~10% may be permitted on specified dimensions


33

Annexure – 4

Centre Inspection Request

From, Dated:………/………./2015 Name of TSP Local Training Centre Address of TSP

To,

District Skill Officer <Name of District>

Sub: Centre Inspection Request Dear Sir,

This has reference to the Agreement signed between Jharkhand Skill Development Mission Society and <Name of the TSP> for implementation of pilot phase of Saksham Jharkhand Kaushal Vikas Yojana. We request JSDMS to inspect our training centre mentioned below for the purpose of imparting skill training under SJKVY pilot phase.

Centre Address <Name of the Agency> <House No., Lane> <Road No.> <Block>, <District> Jharkhand, PIN Code <………> <Contact Number> <Email ID>

Centre Manager <Name> <Contact Number> <Email ID>

State Head/ State Representative <Name> <Contact Number> <Email ID>

S. No. Name of the Trade Sector QP/ NOS Number Training Hours Proposed Batch Size

1

2

3

We are hereby submitting two copies of the request, enclosing the following documents duly signed and sealed for the purpose of centre inspection:

1. Resume and ID proof of the Centre Manager 2. Resume and ID proof of Training Instructor(s) 3. Resume and ID proof of Assistant Training Instructor(s) 4. SSC approved training curriculum for all trades


34

5. SSC approved Tool List and infrastructure details for all trades 6. List of all items in the Training Centre 7. Training calendar of JSDMS approved trades to be offered at the centre 8. Blueprint / Schematic map of Centre 9. Rent agreement with Property Owner and TSP on Rs. 100/- non-judicial stamp paper duly notarized 10. Copy of last electricity bill of the procured premises 11. Copy of bill fixed line telephone connection with internet facility

During the Centre inspection process, the State Head / State Representative / Centre Manager, .............................. (Name) will be present for facilitating the process for the inspection team.

Kindly provide us the scheduled date and time for inspection of our training centre.

Thank you, <Signature and Company Seal> Name: Designation

Enclosure:

1. Checklist of documents enclosed.

CC (or Email): 1. Copy to JSDMS Ranchi.

Checklist:

S. No. Document Page No

Resume of Centre Manager

ID proof of Centre Manager

Resume of Training Instructors - <name of sector - 1>

ID proof of Training Instructors - <name of sector - 1>





Resume of Assistant Training Instructor - <name of sector - 1>

ID proof of Assistant Training Instructor - <name of sector - 1>




35

S. No. Document Page No



SSC approved training curriculum - <name of sector - 1>

SSC approved Tool List and infrastructure details for - <name of sector - 1>





List of all items in the Training Centre

Blueprint / Schematic map of Centre (marking Class Room, Labs, Office Space and toilets)

Rent agreement with House Owner and agency on Rs. 100/- non-judicial stamp paper duly notarized

Copy of last electricity bill of the procured premises

Copy of bill fixed line telephone connection with internet facility

Thank you, <Signature and Company Seal> Name: Designation


36

Annexure – 5a

Format for Inspection Report:

Physical Verification of Training Centre Infrastructure by JSDMS District Team

<Name of the TSP>

<TSP Centre Address>

Mandatory Standards for Skill Training Centre

S. No. Parameter Means of verification/observations Compliance (Yes/No) with Remarks

1. Agreement of Lease / Rent / Ownership document

Verification of document, names on document, date, address, seal of the agency, sign of authorized signatory, supportive letter of authorization signatory (as applicable)

2. Site Plan Blueprint or schematic diagram with signature of authorized agency / architect

If site plan is not available/authorized, inspection team should verify the dimensions, record the same and place it as an Annexure (Ref. Annex-3) to this document

3. Biometric Attendance System Record details such as name of supplier, software, invoice details, etc.

4. Electricity Connection Verify bills, name and address on which the bill is generated, rent agreement clauses on electricity payments

5. Classroom space Not less than 08 sq. ft. per trainee

6. Lab space Not less than 08 sq. ft. per trainee

7. Internet Facility Broadband (Line) or Data card (verify bills in the name of TSP, if any); Ensure all computers are connected to internet if required for the course

8. Display Board and Notice Board Prominent details; Logo of JSDMS

9. Toilet Facility Physical verification of condition; Record nos. as per mandatory compliance

10. First Aid Box Physical verification as per mandatory compliance

11. Approach to Centre Easy to access

To enclose: a. Copies of: Lease/Rent/Ownership; Site Plan/Blueprint; Electricity bill (or proof of connection applied for); Phone/internet bill (or proof of connection applied for); b. Filled-in Annexure–5b and Annexure–5c

Recommendation:


37

Annexure – 5b

Format for Inspection Report:

Recording centre dimensions for determination of permissible batch size

S. No.

Classroom /

Domain Lab /

Computer Lab

No. of fans No of lights (tube / CFL)

Dimension of room / lab

(in feet)

Area

(in sq. ft.)

Recommended No. of Trainees @ 8 sq. ft. per trainee


38

Annexure – 5c

Inspection Summary

Enclosed: 1. List of Mandatory Infrastructure (as per Annexure–3 of Process Manual) with Remarks/Observations/Recommendations against each item

2. Photographs taken during inspection (of main building, each classroom, each lab, each toilet)

INSPECTION SUMMARY

Date of Inspection:

Date of Re-Inspection / Surprise Inspection (as applicable):

Training Partner Details

Name of the Training Service Provider

Address of training centre

Name & Contact Details of the Centre Manager

Phone No: Email:

Name & Contact Details of the State Head

Phone No: Email:

Findings of Inspection

Mandatory Measures

Physical Facility

Trade-related Facility

Recommendations

Name of the Trade Recommended (for number of youth) Not Recommended Remarks

Name, Designation and Signature of Inspection Team:

Name and designation of TSP Representative present at the time of Inspection :


39

Annexure – 6

Training Centre Approval (or Non-Approval)

From District Skill Officer, <Name of the district> Jharkhand Skill Development Mission Society

To,

< Name of TSP> <Address of TSP>

Sub: Regarding Centre Inspection

Dear Sir/Ma’am, This is with reference to the inspection request made by < Name of TSP> for inspection of their below-mentioned centre, established by <Name of the TSP> for implementation of pilot phase of Saksham Jharkhand Kaushal Vikas Yojana (SJKVY). You are hereby informed that, post-inspection, JSDMS has approved / not approved the below-mentioned training centre for implementation of pilot phase of Saksham Jharkhand Kaushal Vikas Yojana (SJKVY).

Centre Address <Name of the Agency> <House No., Lane> <Road No.> <Block>, <District> Jharkhand, PIN Code <………> <Contact Number> <Email ID>

Centre Manager <Name> <Contact Number> <Email ID>

State Head / State Representative <Name> <Contact Number> <Email ID>

S. No. Name of the Trade Sector QP/ NOS Reference Training Hours Approved Batch Size

1

2

3

Please note that the centre has been approved for the above mentioned maximum batch size only. You may now put up a batch creation request and raise an invoice for the first instalment of payment due on actual batch size.


40

Annexure – 7

Written request by TSP for Approval for Batch Initiation

Dated:……./……../2016 From,

Name of TSP Local Training Centre Address of TSP

To, District Skill Officer, <Name of District> Jharkhand Skill Development Mission Society

Sub: Request for Batch Initiation of Batch No. ......... Dear Sir/Ma’am, The below mentioned candidates have been selected for the batch of …………………………… (QP/NOS Number) of ………………………….. (sector) at .......................................................................................................................... (Training centre address). We would like to begin skill training of the said batch from ………/………/2015.

We request you to validate the batch during the start date i.e. ………/………/2015 and regular batch start time i.e. ……. AM, and issue us in-principle approval for the batch, as required for release of first instalment corresponding to this batch. We have collected the proof of age and address of each candidate (duly signed by the candidate) and a copy of the same is enclosed along with this letter.

Thank you, ......................

Enclosed: Candidate details along with proofs of candidate age and address

S. No.

Name of the Candidate

Mother / Father / Husband Name

Gender Caste (SC/ST/OBC/MBC/ General)

Contact Address Contact number

Email ID (if any)

ID Proof

Address Proof

HUNAR registration number


41

Annexure – 8

In-Principle Approval for Payment

Dated:……/……../2016

From District Skill Officer, <Name of District> Jharkhand Skill Development Mission Society

To


Sub: Issuance of In-Principle Approval for Batch No. .......... Dear Sir/Ma’am,

This in response to your request dated……/…../2015 with regard to Batch No. ................ [Sector and QP Ref: .......................................................] at

........................................................................................... ............................................................. (Training centre address).

In view of the training centre verification visit by JSDMS district team, your batch is approved by JSDMS subject to further validation of training, as

and when required, before release of payment. Details of the approved batch are enclosed herewith, with an indicative computation of the payment

instalments in view of the approved batch. Please note that the payments due to your organisation shall be re-calculated before release of each

instalment, in line with the guidelines issued by JSDMS. The final calculations shall be made on the following basis:

(i) For the first instalment, “total training cost” shall be calculated corresponding to the approved batch size at the time of Batch Initiation;

(ii) For the second instalment, “total training cost” shall be calculated corresponding to the approved batch size at the time of Batch Freezing,

with adjustments pertaining to first instalment pay-out, in order to account for difference (if any) in batch size between Batch Initiation and

Batch Freezing;

(iii) For the third instalment, “total training cost” shall be calculated corresponding to the number of successfully certified trainees in the batch,

with adjustments pertaining to first and second instalment pay-outs, in order to account for differences (if any), subject to placement of at

least 50% of certified trainees in the batch;

(iv) For the fourth instalment, “total training cost” shall be calculated corresponding to the number of successfully certified trainees in the batch,

subject to placement of at least 50% of certified trainees in the batch.


42

JSDMS shall release the first instalment shortly through account payee cheque / NEFT in favour of <Name of the TSP>.

Sincerely,

<Name> District Skill Officer <Name of District>

Enclosed: Approved batch details

<Name of the Agency>

<Address of the Training Centre>

<Contact Number>, <Email ID>

Batch No.

Batch type: Non-residential

S. No.

Name of the Trade

Sector QP/ NOS Reference

Approved Batch Size

Maximum approved

work order value (Rs.)

First Instalment: 30% of total training cost

corresponding to batch size at the

time of Batch Initiation

(Rs.)

Second Instalment: 30% of total training cost

corresponding to batch size at the

time of Batch Freezing on

utilization of 70% of first instalment

(Rs.)

Third Instalment: 20% of total training cost

corresponding to successfully

certified trainees (Rs.)

Fourth Instalment: 20% of total training cost

corresponding to successfully

certified trainees (Rs.)


43

Annexure – 9

Written request by TSP for Approval for Batch Freezing

Dated:……./……../2016 From,


To, District Skill Officer, <District> Jharkhand Skill Development Mission Society

Sub: Request for Batch Freezing of Batch No. .......... Dear Sir/Ma’am, With regard to Batch No. ................ [Sector and QP Ref: .......................................] at .................................................................................................. .......................................................................... (Training centre address), we initiated the batch with ....... number of trainees, with details given at Annexure-I. Due to some trainees dropping out of the batch, we would like to include ....... number of trainees from the reserve group.

Hence, we request you to allow Batch Freezing with ............ number of candidates. We hereby submit the proofs of identification, address and other

requirements (duly signed by each candidate) enclosed as Annexure-II along with this letter.

Thanking you, ......................

Enclosed: Annexure-I (Trainee List at Batch Initiation) and Annexure-II (Trainee List after Batch Freezing) with details as given below

S. No.

Name of the Candidate

Name of Mother / Father / Husband

Gender Caste (SC/ST/OBC/MBC/ General)

Contact Address Contact number

Email ID (if any)

ID Proof (Aadhar, if available)

Address Proof

HUNAR registration number, if any


44

Annexure – 10

JSDMS Record of Attendance during Batch Initiation / Freezing / Surprise Check

From,

District Skill Officer <Name of District>

To,

MD & CEO Jharkhand Skill Development Mission Society Shram Bhawan, Doranda Ranchi, Jharkhand

Sub: Report on Batch No. ......... started from ………/………/2015 by the Training Service Provider ...............................................................

Dear Sir/Ma’am, We were present for Batch Initiation / Freezing / Surprise Check (cross off whichever not applicable) on the date ………/………/2015 at time ……. AM/PM for the subject-cited batch pertaining to …………………………… (QP/NOS Number) of ………………………….. (sector).

We found that ………. number of trainees of the batch, as mentioned by the subject-cited Training Service Provider vide letter dated ……../……./2015, were present for skill training on the given date and time. We have verified the proofs of identification, address and other criteria of each candidate, as well as that of the trainers, for training to be initiated.

The list of trainees along with their identification and address proof is enclosed herewith, duly signed by the State Head / Centre Manager /

Representative of the subject-cited Training Service Provider. Sincerely,

<Name> District Skill Officer <Name of District>

Enclosure: 1. List of trainees 2. Copies of trainees’ identification and address proof

Cc: 1. Copy to <Name of the TSP>


45

Annexure – 11 Request for Release of First Instalment

From, Name of TSP Local Training Centre Address of TSP

To,

District Skill Officer, <Name of District> Jharkhand Skill Development Mission Society

Sub: Request for release of first instalment for Batch No. ..........

Dear Sir/Ma’am,

We are hereby submitting the request for release of first instalment for our skill training batch, with details as given below, as per the In-Principle

Approval No. .................... for the batch issued by JSDMS dated………………….

Name of Trade / QP

Name of Sector

Batch No. (1st/2

nd/etc.)

Unique HUNAR Batch No.

We are also enclosing herewith the invoice for first instalment.

Thank You,

<Signature and Company Seal>

Name:

Designation:

Enclosure:

Invoice for first instalment of training cost pertaining to referenced batch

Copy of IPA for referenced batch

Batch Details (as per format given at Annexure – 7)


46

Annexure – 12

Request for Release of Second Instalment

Date………/………/2016



Sub: Request for release of second instalment for Batch No. ..........

Dear Sir/Ma’am,

We are hereby submitting the CA audited utilization certificate of 70% or more utilization of the first instalment of training cost pertaining to Batch No.

…………… [QP/NOS and Sector Reference: ………………..........] as per IPA No. ………………… issued by JSDMS dated ………………….

We are also enclosing herewith the invoice for release of second instalment, along with daily attendance record from Batch Initiation till date. We

request you to process the same as soon as possible.

Thank you,

<Signature and Seal>

Name:

Designation:

Enclosure: 1. Invoice for second instalment of training cost pertaining to referenced batch

2. CA-audited utilization certificate of 70% or more utilization of first instalment

3. Daily attendance record from date of Batch Initiation till date

4. Achievement of Curriculum Delivery Schedule till utilization of 70% of first instalment

5. Achievement of Guided Learning Hours (GLH) till utilization of 70% of first instalment

6. Copy of the release order of first instalment


47

Annexure – 13

Request for Release of Third Instalment

Date………/………/2016



Sub: Request for release of third instalment for Batch No. ..........

Dear Sir/Ma’am,

We are hereby submitting the invoice for release of third instalment of training cost pertaining to Batch No. …………… as per IPA No.

………………… issued by JSDMS dated ………………….

We are also enclosing herewith the detailed record of assessment of trainees as per third-party assessment held on ....................... (date). A total of

..... (number) of trainees from the batch undertook the assessment, from which a total of ...... (number) candidates have qualified to receive certification from

the ................................ Sector Skill Council as per the enclosed communication / letter received.

Therefore, we request you to process this invoice as soon as possible.

Thank you,


Name:

Designation:

Enclosure: 1. Invoice for third instalment of training cost pertaining to referenced batch

2. Final attendance record of trainees

3. Completion of curriculum Delivery Schedule

4. Completion of the Guided Learning Hours (GLH)

5. Copy of assessment record of the batch

6. Copy of the release order of second instalment


48

Annexure – 14

Request for Release of Fourth Instalment

Date………/………/2016



Sub: Request for release of fourth instalment for Batch No. ..........

Dear Sir/Ma’am,

We are hereby submitting the invoice for release of fourth and final instalment of training cost pertaining to Batch No. …………… as per IPA No.

………………… issued by JSDMS dated ………………….

We are also enclosing herewith all relevant details to facilitate processing of payment, including placement and job-retention details of placed

candidates with proper proofs. Therefore, we request you to process this invoice as soon as possible.

Thank you,


Name:

Designation:

Enclosure: 1. Invoice for fourth instalment of training cost pertaining to referenced batch

2. Proof of securing wage employment for a candidate – e.g. Letter / Email confirmation by the organization where the candidate is placed;

Copy of Offer Letter; etc.

3. Proof of securing self employment for a candidate – e.g. Proof of credit linkage for micro enterprise of minimum Rs. 10,000; trade / relevant

license; proof of setting up of new enterprise or becoming a member of a producer group; proof of additional earnings (bank statement); etc.

4. Proof of job-retention for 3 months – Payslips or equivalent valid proof showing that the candidate has been employed for at least 90 days

within a period of not more than 100 days

5. Copy of monthly tracking sheet indicating call to candidate and employer, as per call records issued by telecom agency


49

Annexure – 15 Guidelines for Assessment

(i) The Assessment Agency shall be responsible for ensuring the quality and timeliness of the assessment process, including use of standard

assessment tools by assessor, professional conduct of assessor, and timely declaration of results

(ii) The Assessment Agency shall make all travel and logistics arrangements for the assessor

(iii) The Assessor must carry a valid ID proof and authorization letter of the agency he represents

(iv) The Assessor must assess the candidates as per the approved questionnaire/checklist provided by the concerned Sector Skill Council

(v) The Assessor should authenticate the candidates before the start of assessment and should also keep a record of the attendance

(vi) JSDMS DT shall ensure the quality of the assessment process by visiting the training centre (surprise checks, if required) and carrying out checks

such as:

Checking the ID proof and credentials of the Assessor

Observing the assessment process to ensure adherence to standard practices

Recording the number of trainees present and number of trainees undergoing assessment

(vii) In case the Assessor fails to authenticate his identity to the JSDMS District Team, the team can halt the assessment and inform the concerned

Assessment Agency and Sector Skill Council at the earliest so that further action may be taken

(viii) In case the Assessor finds any discrepancies at the time of conducting assessment, the same needs to be reported to the Assessment Agency,

Sector Skill Council and JSDMS DT promptly and in writing (includes email)

(ix) If the assessor is found to enter into any unfair practice/arrangement, the Assessor may be blacklisted and debarred from conducting any future

assessments under the programme

(x) If the Assessment Agency is found to send a non-certified assessor on their behalf, the Assessment Agency may be blacklisted and debarred from

conducting any future assessments under the programme


50

Annexure – 16 Monthly Record of District Team Visits to Training Centre for the month of <....>

The District Team visited the following centre as per the details given below and has made the following observations:

Centre Address <Name of the Agency> <House No., Lane> <Road No.> <Block>, <District> Jharkhand, PIN Code <………> <Contact Number> <Email Id>

Centre Manager <Name> <Contact Number> <Email Id>

State Head/ State Representative <Name> <Contact Number> <Email Id>

S. No.

Date of Visit

Time of Visit

Name of Trades Ongoing Batch Nos. Ongoing

Trainees present Instructor Present (Y / N)

Asst. Instructor Present (Y / N) Girls Boys Total

1.

2.

3.

Other Observations (May be attached as annexure for each visit, if required)

Enclosed: Attendance record of trainees present at the time of visit as per Annexure-10