Conduction of Online Programs

Doc No: SOP ICT DE O1 Version No: 01 Date of Issue: 01.06.2020

1. Purpose

Provide Guidelines for conduction of online classes/program/meeting by the University and its Constituent Colleges.

2. Scope

All Colleges and Disciplines affiliated by the University for Conduction of online/classes/programs/meetings

3. Responsibility

Heads of Institution/Departments, Research director, Academic officer and Controller of Examinations (MAHER), and subject relevant teachers.

4. Procedure

Preamble:

This lockdown has created an opportunity for us to learn and educate our students for off campus teaching and learning methodology and innovation in outreach teaching by faculty who can use this opportunity to strength their learning and teaching prowess by participating in the off campus/ online teaching programs/meetings/webinar.

Meenakshi Academy of Higher Education and Research (MAHER) and its constituent colleges shall adhere to the following procedure and reporting system apart from maintenance and updating of relevant records completion of units for examination purposes as per academic time tables.

Due to the fact that traditional teaching methods cannot be followed in teaching institutions due to the lock-down announced by the State and Union Government and to maintain the social distancing, MAHER directs hereby its constituent colleges, Institution heads and Faculty to initiate the said process of on line teaching/meetings/webinar immediately and continue this mode of teaching till normal functioning of the colleges is resumed. However, this modality may be continued as and when required.

The following standard operating procedure shall be followed without fail so that the completion of academic syllabus, assignments and practical works is ensured before enabling the students to appear for University examinations in the relevant subjects. It same shall be followed for all the online meetings/programs.

  1. Permission and approval of the respective Heads of Departments/Institution shall be obtained, preferably written, if not possible through e-mail.
  2. List of subjects/titles to be taught shall be made and records for conduction of teaching shall have to be maintained as proof of conduction and completion of online courses.
  3. Assignments/ Examination Question Papers and Answers submitted shall be downloaded and kept in Subject/Unit wise folders.
  4. After assessment of the examination papers marks shall have to be communicated to the students and the regular practice of maintaining the mark sheets, attendance record, absent record to be continued.
  5. Appropriate online apps/platforms to be informed to the students with instructions how to attend the programs to be explained either through email/text message.
  6. Time and duration of the program and/or examination procedure to be detailed to the students/attendees.
  7. Advance Communication about conduction of all online classes/meetings/programs should be informed to the participants well in advance.
  8. Host/Presenter/participants login ID and password to be sent through email/text message to the faculty/students, two days prior to conduction of such classes/meetings/programs enabling the faculty/students to download the relevant ICT application.
  9. Login and be ready with the system/phone five minutes prior to the scheduled time.
  10. As a matter of policy switch on the video; as participation in anonymous mode is not encouraged.
  11. The Presenter/Faculty shall have noise free atmosphere while conducting such online classes/meetings/programs.

Instructions for Effective Conduction of Online Programs

  1. Make a mock presentation with other faculty if you not fully conversant with conduction of online programs.
  2. Learn by going through internet search engines the do’s and don’ts of such presentations/meetings.
  3. Seek assistance from other faculty who have knowledge for enhancing your presentation.
  4. If you want to share a power point presentation it is advised to send the presentation to the student/participants in advance for coming prepared to attend.
  5. Sit in a well-lit room preferably facing the window / light.
  6. Avoid clutter in the background / plain wall is preferable.
  7. Mute your mic except when you have a query.
  8. Talk one person at a time / raise your hand or send message through chat box when you want to talk.
  9. Since all the programs are video recorded use appropriate posture, dress attire and language.
  10. Presenters and participants should follow appropriate dress code. Casuals are not allowed. Dress as if you are in your work place.
  11. Heavy make-up is not preferable as the video image is relatively closer to the audience/participants when compared to the real time scenario. Light touch-up may be permitted.
  12. Students and Faculty, when not able to attend online program/ meeting send a mail the concerned Head of the of department/Institution, about your leave absence.