Content

5.1. Opening of a training centre

5.1.1 Look and feel of a training centre

Overview

Item	Description
Purpose	To ensure that all the DDU-GKY training centres across India have distinctive look
Reference to Guidelines	Para 3.2.2.2.1, page 27
Prerequisite/s	After signing of MoU and locating training centre.
Time for completion	As per training plan
Resource/s	SF 5.1A1: Look and feel of a training centre, SF 5.1A2: Training centre name board, SF 5.1A3: Hostel centre name board, SF 5.1B1: Activity summary and achievement board, SF 5.1B2: Contact details of important people, SF 5.1B3: Basic Information Board (Training Centre), SF 5.1B4: Basic Information Board (Residential Centre), SF 5.1B5: Academic Information Board, SF 5.1B6: Living Area Information Board, SF 5.1B7: Code of conduct for candidates, SF 5.1B8: Food menu (residential centre), SF 5.1C1: Student entitlement board and responsibilities board, SF 5.1C1 A: Student Attendance and Entitlement Summary Information Board
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant documents
PIA op Team	To ensure that the training centre conforms to DDU-GKY standards on furniture, layout, and colour scheme	As per training plan	SF 5.1A1: Look and feel of a training centre, SF 5.1A2: Training centre name board, SF 5.1A3: Hostel centre name board, SF 5.1B1: Activity summary and achievement board, SF 5.1B2: Contact details of important people, SF 5.1B3: Basic Information Board (Training Centre), SF 5.1B4: Basic Information Board (Residential Centre), SF 5.1B5: Academic Information Board, SF 5.1B6: Living Area Information Board, SF 5.1B7: Code of conduct for candidates, SF 5.1B8: Food menu (residential centre), SF 5.1C1: Student entitlement board and responsibilities board, SF 5.1C1 A: Student Attendance and Entitlement Summary Information Board
PIA Q team	To ensure that the training centre conforms to DDU-GKY standards on furniture, layout, and colour scheme	At the time of due diligence, as per 5.1.3	SF5.1A1, SF5.1A2, SF5.1A3, SF5.1B1, SF5.1B2, SF5.1B3, SF5.1B4, SF5.1B5, SF5.1B6, SF5.1B7, SF5.1B8, SF5.1C1, SF5.1C1 A
For APS
SRLM	To ensure that the training centre conforms to DDU-GKY standards on furniture, layout, and colour scheme	At the time of due diligence, as per 5.1.3	SF5.1A1, SF5.1A2, SF5.1A3, SF5.1B1, SF5.1B2, SF5.1B3, SF5.1B4, SF5.1B5, SF5.1B6, SF5.1B7, SF5.1B8, SF5.1C1, SF5.1C1 A
CTSA	Check on Q team and SRLM reports	As per inspection schedule	SF5.1A1, SF5.1A2, SF5.1A3, SF5.1B1, SF5.1B2, SF5.1B3, SF5.1B4, SF5.1B5, SF5.1B6, SF5.1B7, SF5.1B8, SF5.1C1, SF5.1C1 A
For YPS
CTSA	To ensure that the training centre conforms to DDU-GKY standards on furniture, layout, and colour scheme. Check on Q team reports and also follow up on compliance of SRLM’s observations.	At the time of due diligence, as per 5.1.3	SF5.1A1, SF5.1A2, SF5.1A3, SF5.1B1, SF5.1B2, SF5.1B3, SF5.1B4, SF5.1B5, SF5.1B6, SF5.1B7, SF5.1B8, SF5.1C1, SF5.1C1 A

5.1.2 Due diligence before opening of a training centre

Overview

Item	Description
Purpose	To verify availability of minimum infrastructure before a training centre opens
Reference to Guidelines	Para 3.2.2.2.1, page 27
Prerequisite/s	Signing of MoU. Training, however, can only start after PER approval.
Time for completion	Due diligence is required before: opening of a training centre increasing single shift capacity of a training centre above that approved in due diligence, addition of a new trade/domain in training centre converting a DDU-GKY centre into a hybrid centre
Resources/s	SF 5.1D1: Due diligence of training centre (excluding residential facilities), SF 5.1D2: Due diligence of residential facilities and all the forms mentioned in SF 5.1D1 and SF 5.1D2, SF 5.1S: Bare minimum items to be ensured to start training pending CTSA/ SRLM due diligence visit
Process owner	CTSA for YPS/SRLM for APS

Activities

Actor	Action	Time for completion	Relevant documents
PIA OP Team	To ensure that the centre is as per SF 5.1D1 and SF 5.1D2 at training centre To revise the due diligence in case PIA Q team/ SRLM/ CTSA points out deficiencies/incompleteness Permitted to start training if CTSA/SRLM visit does not happen in 10 working days of approval of due diligence by PIA Q team.	As per training plan	SF 5.1D1: Due diligence of training centre (excluding residential facilities), SF 5.1D2: Due diligence of residential facilities SF 5.1S: Bare minimum items to be ensured to start training pending CTSA/ SRLM due diligence visit
PIA Q team	To check and certify particulars of SF 5.1D1 and SF 5.1D2 at training centre To upload results from the due diligence onto a designated web site	As per training plan	SF 5.1D1 and SF 5.1D2
For APS
SRLM	Check on Q team’s report To upload results from the due diligence onto a designated web site	Within 10 working days of receipt of information from PIA Q team If the above is not possible due diligence should be done within 20 working days of start of training. Delaying it will impact the performance grading of the SRLM	SF 5.1D1, SF 5.1D2 and SF 5.1S
CTSA	Check on Q team and SRLM reports To upload results from the due diligence onto a designated web site	As per inspection schedule	SF 5.1D1, SF 5.1D2 and SF 5.1S
For YPS
CTSA	Check on Q team’s report To upload results from the due diligence onto a designated web site Follow up compliance of SRLM observations	Within 10 working days of receipt of information from PIA Q team If the above is not possible it should be done within 20 working days of start of training Delaying it will impact the performance grading of the CTSA.	SF 5.1D1, SF 5.1D2 and SF 5.1S

To know more about Due Diligence to watch the video

5.1.3 Opening and Managing of Hybrid^{^[1]}training centres

Overview

Item	Description
Purpose	To lay down procedures for opening and running hybrid training centres.
Reference to guidelines	No specific reference
Prerequisite/s	Any time after signing of MoU
Time for completion	As per due diligence process
Resource/s	SF 5.1R: Instructions for opening and running hybrid training centres and introducing multiple shifts and double shift batches in a training centre
Process owner	SRLM for APS/CTSA for anYPS

Activities

Actor	Action		Time for completion		Relevant Documents
PIA OP team	To ensure the following: New centre: ensure compliance to SF 5.1R in addition to those specified in due diligence. Existing DDU-GKY centre: Suggest changes and ensure compliance to SF 5.1R in addition to those specified in due diligence.		As per training plan		SF 5.1D1, SF 5.1D2 SF 5.1R: Instructions for opening and running hybrid training centres and introducing multiple shifts and double shift batches in a training centre
PIA Q team	To follow due diligence process To verify the capacity of the training centre as per plan for hybrid centre.		As per training plan		SF 5.1D1, SF 5.1D2 SF 5.1R
For APS
SRLM	To follow due diligence process and certify the centre capacity	As per due diligence process		SF 5.1D1, SF 5.1D2 SF 5.1R
For YPS
CTSA	To follow due diligence process and certify the centre capacity		As per due diligence process	SF 5.1D1, SF 5.1D2 SF 5.1R

5.1.4 Introduction and running of multiple shifts and Double shift batches^[2] in a centre

Overview

Item	Description
Purpose	To lay down procedures for introducing multiple shifts and double shift batches in a centre.
Reference to guidelines	No specific reference
Prerequisite/s	Training centres where due diligence is approved
Time for completion	5 working days in advance of commencement of training
Resource/s	SF 5.1R: Instructions for opening and running hybrid training centres and introducing multiple shifts and double shift batches in a training centre
Process owner	PIA OP team

Activities

Actor	Action		Time for completion		Relevant Documents
PIA OP team	To communicate their plan for running multiple shifts or double shift batches To verify the capacity of the training centre to accommodate the multiple shifts or double shift batches		As per training plan at the centre		SF5.1D1, SF 5.1D2, SF 5.1R: Instructions for opening and running hybrid training centres and introducing multiple shifts and double shift batches in a training centre
PIA Q team	To verify the capacity of the training centre to accommodate the multiple shifts or double shift batches		At least 5 working days in advance of commencement of training		SF5.1D1, SF 5.1D2 SF 5.1R
For APS
SRLM	To certify the submitted information at the time of centre inspection	As per the inspection schedule		SF5.1D1, SF 5.1D2 SF 5.1R
For YPS
CTSA	To certify the submitted information at the time of centre inspection	As per the inspection schedule		SF5.1D1, SF 5.1D2 SF 5.1R
If a PIA plans to introduce multiple shifts and/or double shift batches in a training centre at the time of due diligence all the timelines prescribed in due diligence will be applicable.

5.1.5 Daily monitoring of the training centres

Overview

Item	Description
Purpose	To ensure proper functioning of training centre and capture details of non-functional equipment, trainer and trainee attendance, and deviations if any from the notified training plan
Reference to Guidelines	No specific reference
Prerequisite/s	Filing due diligence report by PIA Q team
Time for completion	On all days when the trainings are scheduled in the centre
Resource/s	SF 5.1T: Daily failure items report and SF 5.1U: 15 day summary of centre status
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant documents
PIA OP team	To check and report on non-functional training equipment, and trainee and trainer attendance and upload the results on the designated web-link Summarise data for 15 days and upload results on the designated web-link	Daily when the centre opens Summarise by 16^th of the month for first fortnight and by 1^st of next month for the second fortnight and the complete month	Daily report as per SF 5.1T: Daily failure items report Summary as per SF 5.1U: 15 day summary of centre status
PIA Q team	Checks from HQs on i) daily entry of data and ii) trend of failures On the day of inspection of the centre Check the accuracy of data reported with the actual condition on the day of inspection. Verify from the candidates the accuracy of data reported for a random day (to be picked by the system from last 6 working days). To analyse the results and match with reported data.	Fortnightly and monthly review As per the inspection schedule	SF 5.1T and SF 5.1U
For APS
SRLM	Checks from HQs on i) daily entry of data and ii) trend of failures Same functions under taken by Q team above To verify randomly generated samples verified by PIA Q team including the inspection notes and compliance to the PIAs Q team observations.	Fortnightly and monthly review As per the inspection schedule	SF 5.1T and SF 5.1U
CTSA	Checks from HQs on i) daily entry of data and ii) trend of failures Check on Q team and SRLM reports	Fortnightly and monthly review As per the inspection schedule
For YPS
CTSA	Checks from HQs on i) daily entry of data and ii) trend of failures Same functions under taken by Q team above To verify randomly generated samples verified by PIA Q team including the inspection notes and compliance to the PIAs Q team observations. Follow up on SRLM’s observations	Fortnightly and monthly review As per the inspection schedule	SF 5.1T and SF 5.1U

Actor

Action

Time for completion

Relevant documents

PIA OP team

To check and report on non-functional training equipment, and trainee and trainer attendance and upload the results on the designated web-link
Summarise data for 15 days and upload results on the designated web-link

Daily when the centre opens

Summarise by 16^th of the month for first fortnight and by 1^st of next month for the second fortnight and the complete month

Daily report as per SF 5.1T: Daily failure items report

Summary as per

SF 5.1U: 15 day summary of centre status

PIA Q team

Checks from HQs on

i) daily entry of data and

ii) trend of failures

On the day of inspection of the centre
- Check the accuracy of data reported with the actual condition on the day of inspection.
- Verify from the candidates the accuracy of data reported for a random day (to be picked by the system from last 6 working days).
- To analyse the results and match with reported data.

Fortnightly and monthly review

As per the inspection schedule

SF 5.1T and

SF 5.1U

For APS

SRLM

Checks from HQs on i) daily entry of data and ii) trend of failures

Same functions under taken by Q team above
To verify randomly generated samples verified by PIA Q team including the inspection notes and compliance to the PIAs Q team observations.

Fortnightly and monthly review

As per the inspection schedule

SF 5.1T and

SF 5.1U

CTSA

Checks from HQs on i) daily entry of data and ii) trend of failures

Check on Q team and SRLM reports

Fortnightly and monthly review

As per the inspection schedule

For YPS

CTSA

Checks from HQs on i) daily entry of data and ii) trend of failures

Same functions under taken by Q team above
To verify randomly generated samples verified by PIA Q team including the inspection notes and compliance to the PIAs Q team observations.
Follow up on SRLM’s observations

Fortnightly and monthly review

As per the inspection schedule

SF 5.1T and

SF 5.1U

[1] See SF 5.1R for definition of a hybrid centre

[2] For definitions see SF 5.1R

5.2. Inspection of training centre

Overview

Item	Description
Purpose	To describe inspection procedures to: ensure compliance of earlier checks check the documentation assess the quality of training and overall performance of training centres
Reference to guidelines	Para 3.2.1.7, page 23
Prerequisite/s	Access to completed: SF 5.1D1: Due diligence of training centre (excluding residential facilities) SF 5.1D2: Due diligence of residential facilities SF 5.1H1: Batch summary as on day of batch freezing SF 5.1H2:List of candidates in the batch and their profile SF 5.1I: Attendance registers for candidates (as per biometric) SF 5.1J: Attendance registers for trainers (as per biometric) SF 5.1P: List of equipment in the training centre SF 5.1Q: List of equipment in the trainees’ accommodation facilities (applicable for residential training only) SF 5.1T : Daily failure items report SF 5.1U: 15 day summary of centre status
Time for completion	As per the inspection schedule
Resource/s	SF 5.2A: Training centre inspection and as per the SFs listed after the activities table below
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant documents
PIA OP team	To ensure Availability of all recordsas per list given in due diligence and information about the activities to be carried out at the centre on ERP Proper functioning of the training centre	Duration varies as per each activity and time for completion is shown against the activity	SF 5.2A: Training centre inspection and as per forms listed in due diligence list.
PIA Q team	carry out the inspection as detailed in SF 5.2A Share inspection report and advisories with SRLM/CTSA Follow up for compliance	As per the inspection schedule	SF 5.2A
For APS
SRLM	Carry out the inspection as detailed in SF 5.2A To verify randomly selected items verified by PIA Q team including the inspection notes and compliance of the PIAs Q team Share inspection report and advisories with PIA for compliance and CTSA for information	As per the inspection schedule Within 3 days of conduct of inspection	SF 5.2A
CTSA	Carry out the inspection as detailed in SF: 5.2A Check on Q team and SRLM reports and share the advisories Share inspection report and advisories with PIA for compliance and SRLM to ensure	As per the inspection schedule Within 3 days of conduct of inspection	SF 5.2A
PIA OP team	Comply with the advisories shared	Within 5 days of receipt of advisories	SF 5.2A
PIA Q team	Ensure compliance of the advisories	Within 8 days of receipt of advisories	SF 5.2A
SRLM	Verify compliance report of PIA Q team and initiate action as per default procedure and report CTSA	As per the schedule prescribed in Default chapter	SF 5.2A
For YPS
CTSA	Carry out the inspection as detailed in SF: 5.2A To verify randomly selected items verified by PIA Q team including the inspection notes and compliance of the PIAs Q team Share inspection report and advisories with PIA for compliance and SRLM for information	As per the inspection schedule but not later than 3 days of inspection conducted Within 3 days of conduct of inspection	SF 5.2A

5.2.1 Protocol for inspection of a training centre

All training centres will be inspected by persons trained in DDU-GKY processes. In emergencies if inspections are done by SRLM/CTSA/MoRD personnel not trained in DDU-GKY processes the same should be reviewed and ratified by personnel trained in DDU-GKY.

(If the centre does not run throughout the year, the number of inspections will be reduced proportionately but there should be at least one inspection by Q team in a year).

5.2.1.1 Deleted

Content of the section is deleted, however the section is retained to maintain the number continuity

5.2.1.2 PIA Q team

Q team will inspect a training centre at least 6 times in a year of which at least 4 will be planned inspections. These inspections should be staggered such that a centre is inspected around 40 days after a batch starts.
Remaining inspections will be surprise. During surprise visits the team should check 2 modules randomly picked by the system. In addition the team can choose two more modules as per the situational needs.

5.2.1.3 SRLM (or its TSA) for APS/CTSA for YPS

SRLM/CTSA will undertake around 4 inspections of a training centre per annum of which two will be detailed and two will be surprise. The inspections should be so staggered to cover all the batches trained in a centre.
Modules to be inspected during surprise check will be randomly generated by the ERP system. SRLM/CTSA can also choose additional items to be inspected as per their choice.
In addition to their regular inspections they will audit PIA Q team inspections.
CTSA inspections for YPS would be of the same nature as the SRLM of an APS.

5.2.1.4 CTSA (for APS and YPS)

CTSA will conduct the inspections to audit inspections of PIA Q team and the SRLM
In this role CTSA will undertake at least 3 visits to a training centre - 2 surprise and 1 detailed
It will ensure that each centre will undergo due diligence inspection before initiation of training.
For APS SRLM will ensure compliance of its reports and CTSA reports.
For YPS CTSA will take corrective action based on its inspections and those undertaken by the SRLM.

5.2.1.5 Role of SRLMs in YPS

SRLM in an YPS can play an active role in ensuring quality of the programme. However, as SRLM team is not strengthened no schedules are prescribed for their inspections. Depending on the staff availability, SRLM is encouraged to get its personnel trained in DDU-GKY procedures and to enable monitoring by its team.

All inspection reports of SRLM of YPS should be sent to CTSA, PIA and MoRD. It is the responsibility of the PIA to comply with items and send a compliance report through the PIA Q team to SRLM and CTSA. CTSA will monitor and ensure proper compliance.

5.2.2 Protocol for CCTV

Overview

Item	Description
Purpose	To ensure that a training centre performs as per procedures in guidelines and the SOP by review of CCTV footage
Reference to Guidelines	Para 3.2.2.2.1, page 27
Prerequisite/s	Start of training centre
Time for completion	Continuous process when the training is going on
Resource/s	As per SF 5.2B: CCTV - Specifications, location and recording, review and storage
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant documents
PIA OP team	To ensure that the daily activities are being captured through CCTV. Storage of video footage after completion of each batch and share whenever is asked for	Daily	SF 5.2B: CCTV - Specifications, location and recording, review and storage
	To review CCTV footage as per the instruction given in SF 5.2A: Training centre inspection	As per the inspection schedule	SF 5.2B
For APS
SRLM	To review CCTV footage as per the instruction given in SF 5.2A: Training centre inspection To verify randomly generated samples verified by PIA Q team including the inspection notes and compliance of the PIAs Q team	As per the inspection schedule	SF 5.2B
CTSA	Check on Q team and SRLM reports	As per the inspection schedule	SF 5.2B
For YPS
CTSA	To review CCTV footage as per the instructions given in SF 5.2A: Training centre inspection To verify randomly generated samples verified by PIA Q team including the inspection notes and compliance of the PIAs Q team Follow up on compliance of SRLM’s observations.	As per the inspection schedule	SF 5.2B

To know more about Centre Inspections to watch the video

5.3. Protocol for uniform distribution

Overview

Item	Description
Reference to guidelines	Row 11, sl no. 5, table 1, para 3.2.2.4, page 32
Prerequisite	Freezing of batch
Purpose	To generate a distinct identity and a sense oneness amongst the candidates
Time for completion	To be distributed with the welcome kit
Resources	As per SF 5.3A:Specifications for uniform and SF 5.1K: Checklist of items given to candidates
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant documents
PIA op team	To distribute uniform to candidates Maintain the record of distribution of uniform	Measurements: At the time of batch freezing Distribution: Along with welcome kit	SF 5.3A:Specifications for uniform SF 5.1K: Checklist of items given to candidates
PIA Q team	Verification during training centre inspection visit as per randomly selected candidates Review of CCTV footage	As per the inspection schedule	SF 5.2A training centre inspection
For APS
SRLM	Verification during training centre inspection visit as per randomly selected candidates Review of CCTV footage To verify randomly selected candidates verified by Q team	As per the inspection schedule	SF 5.2A training centre inspection
CTSA	Check on Q team and SRLM reports
For YPS
CTSA	Verification during training centre inspection visit as per randomly selected candidates Review of CCTV footage To verify randomly selected candidates verified by Q team Follow up on compliance of SRLM’s observations.	As per the inspection schedule	SF 5.2A training centre inspection

5.4. Assessment and certification of candidates

This section is deleted and moved to section 4.7: Outline of assessment and certification in Chapter 4.

5.5. Conducting training outside a state

Earlier sections prescribe checks to be done by an SRLM/CTSA within the state geographical boundaries. In a project while the prospective candidates should be residents of the state to which the project is sanctioned, the training of the candidates can be imparted anywhere in the country. The following steps should be followed if a training centre is outside the state to which the project is assigned:

PIA should train at least 200 candidates in all the training centres located in a contiguous geographical location (say a city or a district)
PIA should give the list of training centres and their addresses along with a trade wise break up of number of candidates to be trained in each centre to SRLM and MoRD for APS and CTSA SRLM and MORD for YPS at least 60 days before the training of the candidates commences.
PIA should also state whether the proposed training centre and trade is already part of the DDU-GKY system of the state along with proofs of due diligence carried out already.

Agency to monitor the training would be as follows:

The proposed training centre is within 100 km of state boundary to which project is assigned:In this scenario monitoring agency will not change – i.e. it will be SRLM of the state for APS and CTSA in case of YPS. They continue to perform all the activities envisaged in the guidelines and SOP.
In all other cases: CTSA of the state where the training centre is located will be the monitoring agency whether the state is an APS or otherwise.However, in case of APS If the proposed training centre and trade (or trades) are part of DDU-GKY projects in the state where training centre is located, CTSA will consider the SRLM reports of due diligence but will not conduct separate due diligence. Barring this difference, the CTSA will monitor the training of the candidates as is done by it in case of anYPS. For the monitoring of the training CTSA will get 1 % of the training and residential cost incurred per candidate. In case of APS this will be deducted from the monitoring fee of the SRLM and in case of YPS from that of the CTSA.
The fee to be transferred will be generated from the ASDMS and MoRD will adjust amount while releasing the monitoring fee for states and CTSAs.