roles and responsibilities of workshop coordinator · roles and responsibilities of workshop...
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Roles and Responsibilities of
Workshop Coordinator
Roles and Responsibilities of
Workshop Coordinator
Roles and responsibilities of workshop coordinator
Academic
� Assisting IIT Kharagpur faculty with tutorials, simulations.
� Checking of assignments and evaluation.
� Locally manage Moodle / Clicker
Organizational
� To ensure proper facilities and ambience in remote class
� Publicity , liaison with participants
� Logistic arrangements of the workshop
audio/video equipment etc.
1 Roles and responsibilities of workshop coordinator
IIT Kharagpur faculty with tutorials, simulations.
Checking of assignments and evaluation.
Moodle / Clicker quizzes.
To ensure proper facilities and ambience in remote class-rooms.
Publicity , liaison with participants
Logistic arrangements of the workshop – food, accommodation,
audio/video equipment etc.
Workshop coordinator’s role –
� Publicity: Distribute the brochures
email announcements.
� Encourage your colleagues to
contacts.
� Specify the maximum number of
can accept in your remote center
� Ensure in the above that participants
denied. You may revise the maximum
2 – After going back to your college
brochures in different colleges, circulate
to join – noticeboard, peer-to-peer
of participants (numbers of seats) you
by 11th October.
participants from other colleges are not
maximum limit later, if needed.
Your responsibilities - once the registration window
� Regularly login to the website “http://www.nmeict.iitkgp.ernet.in/
using your user name and password
(Note : this web site is best vie
� Regularly monitor the registration status page.
� Take appropriate actions as per the status displayed.
� Regularly check the emails, notifications.
3 once the registration window opens
http://www.nmeict.iitkgp.ernet.in/login.php”
user name and password.
est viewed in Google Chrome & Mozilla Firefox)
Regularly monitor the registration status page.
Take appropriate actions as per the status displayed.
notifications.
Registration restrictions for workshop team
� RC coordinator, workshop coordinator,
Technical/Support team members
participants for the main workshop
cancelled.
� The workshop team members mentioned
certificate of excellence separately
4 Registration restrictions for workshop team
coordinator, Teaching assistants and
members who get remunerated cannot register as
workshop. If they do, their registration will be
mentioned above will however receive a
separately.
Actions based on registration status
� Confirmed : Participant is eligible to attend.
W/C Action : Arrange
� Cancelled: Participant is not eligible to attend
� Wrong PL: Permission letter not conforming to the prescribed format.
W/C Action : Contact
adhering to our
� Waitlisted: Participants cannot be confirmed due to seat limitation.
W/C Action :Please
are not denied and make best possible efforts in this
� Withdrawn: Participant has withdrawn his/her participation due some problem
W/C Action : If
5 Actions based on registration status
: Participant is eligible to attend.
W/C Action : Arrange accommodation if they have requested
to attend.
Permission letter not conforming to the prescribed format.
Contact them and ask them to re-submit after
adhering to our format.
Participants cannot be confirmed due to seat limitation.
:Please try to increase seat limit so that participants
and make best possible efforts in this.
Participant has withdrawn his/her participation due some problem
If you had booked their accommodation, cancel it.
Workshop preparations
� Maintain close coordination with the RC
� Ensure that the bank details are correct and
� Compose the local workshop
technical support.
� Arrange food, accommodation and registration kits as per the
expenditure norms.
6
Maintain close coordination with the RC coordinator.
Ensure that the bank details are correct and up-to-date.
Compose the local workshop team – teaching assistants and
Arrange food, accommodation and registration kits as per the
Responsibilities of coordinators during
� Signed and scanned attendance list should be uploaded daily in our website through
your login. Separate attendance is needed for forenoon and afternoon
� Verification list for certificates should be uploaded as excel file in our website
through your login for
1. Participants
2. Workshop team
� Be strict to ensure full attendance and punctuality. If any discrepancy is found during
surprise visits and random checking through A/View monitor, the remote
liable to be cancelled in future.
� Reasons for absenteeism on medical grounds or any other exigency must be duly
informed through mail by the Workshop Coordinator.
� IMPORTANT :- Please mention your RC
send us.
7 of coordinators during the workshop
Signed and scanned attendance list should be uploaded daily in our website through
attendance is needed for forenoon and afternoon.
Verification list for certificates should be uploaded as excel file in our website
Be strict to ensure full attendance and punctuality. If any discrepancy is found during
surprise visits and random checking through A/View monitor, the remote center is
for absenteeism on medical grounds or any other exigency must be duly
orkshop Coordinator.
Please mention your RC-ID in the subject of every mail that you
Verification Sheet format for certificates8
Final Verification List
Sl No. RC ID Name Institute Name
1 1014 N.Venkata Seshagiri PSCMR College of Engineering and Technology
2 1014 Yakkali Kumari PSCMR College of Engineering and Technology
3 1014 Praveen Kitti Burri PSCMR College of Engineering and Technology
4 1014 Reddy S Patrudu Tataji PVP Siddhartha Institute of Technology
5 1014 Maha Lakshmi T PVP Siddhartha Institute of Technology
6 1014 Swathi R PVP Siddhartha Institute of Technology
7 1014 Krishna Mohan Moorathota AMAKS and IKR College of Technology
8 1014 Santhosh kumar Peketi Vasireddy Venkatadri Institute of Technology
9 1014 Melingi Sunil Babu Vasireddy Venkatadri Institute of Technology
10 1014 Appari Geetha Devi PVP Siddhartha Institute of Technology
11 1014 A Ashok Babu PVP Siddhartha Institute of Technology
Sheet format for certificates
Final Verification List
Institute Name
PSCMR College of Engineering and Technology
PSCMR College of Engineering and Technology
PSCMR College of Engineering and Technology
PVP Siddhartha Institute of Technology
PVP Siddhartha Institute of Technology
PVP Siddhartha Institute of Technology
AMAKS and IKR College of Technology
Vasireddy Venkatadri Institute of Technology
Vasireddy Venkatadri Institute of Technology
PVP Siddhartha Institute of Technology
PVP Siddhartha Institute of Technology
Verification Sheet format for certificates for workshop team8
Excel Sheet - Workshop Team
Sl No. Name
RC ID Institute Name
1K.SARAVANAN 1044SASURIE COLLEGE OF ENGINEERING
2M.KARTHICK KUMAR 1044SASURIE COLLEGE OF ENGINEERING
3K.SIVAKUMAR 1044SASURIE COLLEGE OF ENGINEERING
4V.SELVARAJ 1044SASURIE COLLEGE OF ENGINEERING
6S.GOBALAKRISHNAN 1044SASURIE COLLEGE OF ENGINEERING
Sheet format for certificates for workshop team
Workshop Team
Institute Name RoleSASURIE COLLEGE OF HARDWARE / NETWORK
ENGINEER
SASURIE COLLEGE OF SYSTEM ADMINISTRATOR
SASURIE COLLEGE OF LAB TECHNICIAN
SASURIE COLLEGE OF LAB TECHNICIAN
SASURIE COLLEGE OF ELECTRICAL ASSISTANT
Frequently encountered problems with verification list9
a) Stick to the format provided by us. Do not alter or make your
own format
(Wrong) (Correct)
(Purpose: the data in the Excel File will be
program to print the Certificates )
b) Do not write Full Address of College.
c) Do not write name of participants and college in capitals.
d) Do not write College Name in the abbreviated form.
e) Do not send names of cancelled participants and absent
candidates.
NOTE : It is the job of the Workshop Coordinator
the participants themselves before sending
certificates will remain pending. No phone calls
made for this.
Frequently encountered problems with verification list for certificates
Purpose of the verifica
list is to get the corre
names of the participa
and their colleges as t
want in certificates
Stick to the format provided by us. Do not alter or make your
(Correct)
Purpose: the data in the Excel File will be mapped with a
Do not write name of participants and college in capitals.
Do not write College Name in the abbreviated form.
Do not send names of cancelled participants and absent
Coordinator to get a final check done by
sending. If wrong verification lists are sent,
calls or mails for any correction will be
Workshop team members who will get certificates10
Certificates will be awarded only to the following members of the workshop team :
1. RC Coordinator
2. Workshop Coordinator
3. Teaching Assistant
4. Technical Assistant
Note : No certificate will be given to support staff ( peon, cleaner, helper, sweeper etc.)
Workshop team members who will get certificates
Certificates will be awarded only to the following members of the workshop team :-
RC Coordinator
Workshop Coordinator
Teaching Assistant
Technical Assistant
Note : No certificate will be given to support staff ( peon, cleaner, helper, sweeper etc.)
Assignments and Quizzes11
� Announce the timings and submission deadlines
to whatever announcements faculty members make
� Within the specified date and time through
� Upload your assignment evaluation marks.
� During the workshop you must check the emails and notifications even more
frequently
Assignments and Quizzes
submission deadlines to all the participants, in addition
to whatever announcements faculty members make.
Within the specified date and time through Moodle.
assignment evaluation marks.
During the workshop you must check the emails and notifications even more
Eligibility for main workshop certificate
� Regularity in attendance.
� Participation in quizzes and minimum marks to be obtained (20%)
� Submission of assignment
� The remote center will submit fund utilization certificates.
12 Eligibility for main workshop certificate
Participation in quizzes and minimum marks to be obtained (20%)
will submit fund utilization certificates.
Thanking you……………Thanking you……………