Updated 23rd Jan 2021
Standard Operating Procedures for VTU 2020-21 Exams
As per the directions of the Hon'ble High Court in the above referred (ref.1) writ petition , the Principals of Constituent, Affiliated and Autonomous Engineering Colleges are hereby directed to follow the Standard Operating Procedures issued by the State Government, Central Government, University Grants Commission and the University from time to time scrupulously in the conduct of ensuing University Examinations 2021. Deviation from the above directions will be viewed seriously.
Download Official VTU Circular on SOPs during Offline Exams
Updated 10th July 2020
The University Grants Commission (UGC) vide letter dated 6th July, 2020 has issued 'UGC Revised Guidelines on Examinations and Academic Calendar for the Universities in view of COVID-19 Pandemic'. As per the letter the Universities have been asked to complete the conduct of Terminal Semester(s)/ Final Year examinations by the end of 30th September, 2020. In addition, the Ministry of Human Resource Development , Government oflndia vide Office Memorandum F.No.16-16/2020-UIA, dated 6th July, 2020 has issued instructions for conduct of examinations wherein the MHRD has formulated detailed SOP for conduct of examinations with measures to be taken in view of COVID-19 situation, duly vetted by the Ministry ofHealth and Family welfare. A copy of the above mentioned Office Memorandum along with detailed SOP for Conduct of Examinations (Annexure-!) and UGC Revised Guidelines (Annexure-H) are enclosed for necessary action.
Standard Operating Procedure for conduct of Examinations
1.The instructions, guidelines and orders issued by the central and state governments concerning the opening of educational institutions and safety and health should be abided by the universities and colleges. However, they may develop more stricter provisions and guidelines, if they find it necessary.
2.In case there is a restriction on movements in certain ar as, admit/ identity cards issued to the students should be treated as a pass for the movement of students. State Governments should issue instructions to all local authorities to issue movement passes to invlgilators and an personnel engaged in the conduct of examination.
3.Entire examination centre floors and walls, doors, gates, should be sprayed with disinfectant.
4.Fresh mask and gloves to be used by exam functionaries after staff verification is done.
5.Sanitizer bottles should be arranged at the entry gate, examination rooms, staff/observer room, etc. and should be replenished regularly.
6.All liquid handwash bottles should be replenished in restrooms and entry gate whenever required
7.Candidate Seating Area should be thoroughly sanitized {desk and the chair) after every session.
8.All the washrooms should be cleaned and disinfected.
9.All door handles, staircase railing, lift buttons, etc. should be disinfected.
10.Wheelchairs, if present at the examination centres, should be disinfected.
11.All the trash bins should be cleaned.
12.Staff verification and self-declaration as suggested below must be done as soon as they report at the Centre
a.Exam functionary must submit self-declaration about health status.
b.Thermo gun temperature check must be done at staff entrance point
c.If any Examination functionary fails to meet the self-declaration criteria, or thermo gun check, he/she will be asked to leave the examination centre immediately
d.Exam functionary needs to wear the mask and gloves at all time
13.Cleanliness and hygienic conditions as per safety and health advisories of the concerned government departments are to be maintained at all places.
14.Proper signages, symbols, posters etc. should be displayed at appropriate place to maintain social distancing.
15.Downloading of 'Arogya Setu' App may be advised for every staff and student of the university and college.
16.Adequate arrangements of thermal scanners, sanitizers, facemasks, and hand gloves at all entry and exit points including the reception area. Wherever possible, students should be given fresh face masks by the Invigilators in the examination room itself.
17.Avoid crowding at entry and exit points.
18.Opening all the gates, of entry and exit,In case HEIs have more than one gate.
19.Senior staff should monitor the entry and exit.There should be proper markings with at least 2 meter distance where students stand while waiting for opening of the college gate. Exit of students should be permitted one by one only.
20.Thermal Screening of students, wearing of face mask, sanitizing of hands etc. be ensured.
21.The Invigilators, while on duty, should be continuously wearing mask, and proper hand gloves.
22.The students should be asked to sanitize their hands before and after signing the Attendance Sheet.
23.Students having symptoms of fever, cough and cold should be elther made to sit in a separate room or given a chance to appear on another day.
24.Hand washing stations with facilities of liquid soap should be made available so that every student can wash her/his hand frequently .
25.Keeping in view the physical distancing, institutions should have adequate rooms capacity to meet the proper seating arrangement for examination. Minimum distance between two students should be 2 meters. Sample seating plan is annexed.
26.Adequate arrangements for safe drinking water be made on the campus.
27.Adequate supply of water in toilets and for hand washing be ensured.
28.Dustbins must be cleaned and covered properly.
29.Proper sanitization of buses, other transport and official and vehicles of the institution.
30. At the end of the day-
a.Used gloves and masks should be-disposed only in a pedal-push covered bin at the examination Centre and outside the examination room/hall :
b.Safely dispose off all used masks and gloves discarded at the examination centres or outside the examination centre in trash bin bags at suitable place and as per standard guidelines issued by health authority
31.Maintain record of all exam functionaries
a.Record of all exam functionaries will be maintained in the system for future reference and traceability.
b.Invigilator records are maintained in the system through staff verification processes.
Name and number of other staff such as Housekeeping, Security Guards, etc will be maintained.
Download Official UGC Standard Operating Procedures for Conduct of Exams
Also read UGC Guidelines for Re-opening Universities and Colleges
Updated on 7th July 2020
The University Grants Commission issues ugc guidelines for university exams 2020 in a press release on 6th July 2020.
The University Grants Commission (UGC) has issued Guidelines on Examinations and Academic Calendar for the Universities in View of COVID-19 Pandemic and Subsequent Lockdown on 29th April, 2020. In these Guidelines it was proposed to conduct the examinations in July 2020. The said Expert Committee was requested to revisit the Guidelines for Examinations and Academic Calendar as the number of COVID cases are still rising and likely to increase further. The Report of the Expert Committee was considered and approved by the Commission in its emergent meeting held on 6th July 2020.
In continuation to earlier Guidelines issued on 29.04.2020 and based on the Report of the Expert Committee, the following Revised Guidelines on Examinations and Academic Calendar for the Universities in view of COVID-19 Pandemic were also approved by the Commission in its emergent meeting held on 6th July 2020:
UGC Guidelines for University Exams 2020
In view of the emerging situation related to COVID-19 pandemic in India, it is important to safeguard the principles of health, safety, fair and equal opportunity for students. At the same time, it is very crucial to ensure academic credibility, career opportunities and future progress of students globally. Academic evaluation of students is very important milestone in any education system. The performance in examinations gives confidence and satisfaction to the students and is a reflection of competence, performance and credibility that is necessary for global acceptability.
1. Mode of Terminal Semester/ Final Year Examinations (2019-20)
The universities are required to complete the examinations by the end of September, 2020 in offline (pen & paper)/ online/ blended (online + offline) mode following the prescribed protocols/ guidelines related to COVID-19 pandemic.
2. Provision of Examination through Special Chance
In case a student of terminal semester/ final year is unable to appear in the examination conducted by the University for whatsoever the reason(s) may be, he/she may be given opportunity to appear in special examinations for such course(s)/ paper(s), which may be conducted by the university as and when feasible, so that the student is not put to any inconvenience/ disadvantage. The above provision shall be applicable only for the current academic session 2019-20 as a one-time measure.
3. Backlog of Papers in Respect of Terminal Semester(s)/ Final Year Students
The students of terminal semester/ final year students having backlog should compulsorily be evaluated by conducting examinations in offline (pen & paper)/ online/ blended (online + offline) mode as per feasibility and suitability.
4. The guidelines regarding intermediate semester/ year examinations will remain unchanged as notified on 29th April, 2020.
5. The relevant details, if need be, pertaining to the Admissions and Academic Calendar in the universities and colleges shall be issued separately in place of those mentioned in the earlier guidelines issued on 29th April, 2020.
6. Not withstanding the above guidelines regarding conduct of examination and commencement of next academic session, every university/ institution has to ensure that it is prepared in all respects to carry out the academic activities following necessary protocols/guidelines/directions/advisories issued by the Central/State Governments and MHRD/ UGC from time to time, in view of COVID-19.
Download Official UGC Notification on 6th July 2020
Also read UGC press release on 6th July 2020
Updated on 9th June 2020
UGC Circular on Fee Payment 2020
With reference to the above, please find enclosed herewith a copy of the aforesaid UGC letter, which is self explanatory .
As per the same, UGC has received grievances from the students and parents about paying fees to the colleges/ University. Students and parents expressed their financial hardship faced due to lockdown as they are not in position to make the payment of fee.
Hence, as requested by UGC, in view of the prevailing extraordinary difficult circumstances, you are requested to consider the matter sympathetically and attend individual request with due consideration.
As you are aware, the UGC on 29th April, 2020 issued the Guidelines on Examinations and Academic Calendar in view of the COVID-19 Pandemic. The universities have been advised to plan their activities keeping in view the safety and interest of our stakeholders, giving highest priority to the health of all concerned. To address the grievances/concerns of the students arising out of the COVID-19 Pandemic situation, the UGC has set up a helpline and has also created an email. Further, on the existing Online Students Grievance Portal of UGC, a new Tab of COVID-19 related grievances has been created and the students can also lodge their specific grievance(s)/concem(s) arising out of COVID-19 pandemic on the portal. All these are being monitored by a Task Force of UGC which considers the concerns/grievances and addresses them appropriately.
We have received grievances from the students and parents stating that universities and colleges are insisting upon immediate payment of annual/semester tuition fee, examination fee, etc. They have represented that due to the fmancial hardship being faced due to the lockdown, they are not in a position to make payment of fee. It is requested, that in view of the prevailing extraordinary difficult circumstances, universities and colleges may consider the matter regarding payment of annual/semester fee, tuition fee, examination fee, etc.sympathetically and if feasible, may consider offering alternative payment options to students till the situation returns to normnal. If need be, the universities and colleges may also consider individual requests from students, received if any, concerning payment of fee, in a considerate manner, keeping in view the present COVID-19 Pandemic.
Download VTU Official Circular on 9th June 2020
UGC Guidelines for Reopening Colleges and Universities issued today. Universities and Colleges to reopen in a phased manner. However, UGC does not mention the exact date of reopening of colleges or universities. For now only guidelines are provided.
Keeping in view the uncertainties of future due to COVID-19 pandemic and its impact on the functioning of universities and colleges, they may plan to reopen their campuses in a phased manner, ensuring safety, health and well-being of all students and staff. They should be flexible in their plan and should be ready to handle any eventuality arising due to COVID-19. It may be difficult to comprehend all the challenges/ situations which the higher education institutions may be required to handle while they plan to reopen. However, some of the issues which they may be required to handle instantly are given below:
i. To follow the advisories/guidelines/directions issued by the Central/State Government, Ministry of Education and UGC from time to time to prevent the spread of COVID-19.
ii. Uncertainty among students regarding admissions, modes of teaching-learning, completion of courses, examinations, evaluation, declaration of results and the academic calendar, etc.
iii. Anxiety, mental health and psychological issues of students developed during the lockdown period and fear of infection after the opening of campuses.
iv. Safety measures including sanitisation of premises, thermal screening, ensuring physical distancing, face-cover/mask wearing, respiratory hygiene and hand-hygiene etc.
v. Preparation for risk assessment and subsequent actions which may be required depending upon the residential status of the institution - whether fully residential, partially residential or non-residential.
vi. Varied conditions of the pandemic in the state, area and environment where the students mainly live while making risk assessment and planning to address these challenges.
vii. Besides students, a serious risk of infection will also be faced by the faculty, counsellors and other technical and non-teaching staff also who face/ interact with the students and also among themselves regularly. Measures Required before Re-Opening of Campuses As the universities and colleges are likely to face a number of issues at the time of reopening, they will be required to plan in advance. Some of the measures, which the institutions may have to take prior to reopening, are given below:
3.1 Pre-requisites
i. Before reopening of any campus, the Central or the concerned State Government must have declared the area safe for reopening of educational institutions. The directions, instructions, guidelines and orders issued by the Central and State Government concerned regarding safety and health in view of COVID-19 must be fully abided by the higher education institutions.
ii. However, they may develop stricter provisions and guidelines, if they feel it necessary. The universities and colleges have to make adequate arrangements to ensure the safety and health of students, faculty and staff.
iii. The universities and colleges shall be allowed to open only if they are outside the containment zones. Further, students and staff living in containment zones will not be allowed to attend the colleges. Students and staff shall also be advised not to visit areas falling within containment zones.
iv. The faculty, staff and students of the university and college should be encouraged to download ‘Aarogya Setu App’.
v. The institutions should be ready with a plan for handling the inflow of students, faculty and staff in the campus, monitoring disinfecting measures, safety and health conditions, screening and detecting the infected persons, containment measures to prevent the spread of the virus in the campus, and also alternative plan(s), in case the campus needs to be closed again due to spread of the virus in campus or in the surrounding area(s) in near future.
Modalities for Physical Opening of Colleges/Higher Education Institutions
The following modalities regarding the physical opening of Colleges/Higher Education Institutions, in a graded manner, may be adopted: The Colleges/Higher Education Institutions outside the containment zones may be opened in a graded manner after consultations with concerned State/UT Governments and subject to adherence to the guidelines/SOP for safety and health protocol prepared by UGC, duly incorporating the view/comments of the Ministry of Health & Family Welfare, as under:
i. For Centrally Funded Higher Education Institutions, the Head of the Institution should satisfy herself/himself regarding the feasibility of the opening of physical classes and decide accordingly.
ii. For all other Higher Educational Institutions, e.g., State Universities, Private Universities etc., opening of physical classes to be done as per the decision of the respective State/UT Governments.
3.3 Measures
i. Universities and colleges may plan opening the campuses in phases, with such activities where they can easily adhere to social distancing, use of face masks and other protective measures. This may include administrative offices, research laboratories and libraries etc.
ii. Thereafter, students of all research programmes and post-graduate students in science & technology programmes may join as the number of such students is comparatively less and norms of physical distancing and preventive measures can be easily enforced.
iii. Further, final year students may also be allowed to join for academic and placement purposes, as per the decision of the head of the institution. However, for (i), (ii) and (iii) above, it should be ensured that not more than 50% of the total students should be present at any point of time and necessary guidelines/protocols to prevent the spread of COVID-19 are observed.
iv. For the programmes, other than those mentioned in paras 3.3 (ii) and (iii) above, online/distance learning shall continue to be the preferred mode of teaching and shall be encouraged.
v. However, if required, students may visit their respective departments in a small number for consultation with the faculty members, after seeking prior appointments to avoid crowding, while maintaining physical distancing norms and other safety protocols.
vi. Some students may opt not to attend classes and prefer to study online while staying at home. Institutions may provide online study material and access to e-resources to such students for teaching-learning.
vii. Institutions should have a plan ready for such international students who could not join the programme due to international travel restrictions or visa-related issues. Online teaching-learning arrangements should also be made for them.
Safety concerns
i. The institutions should train their staff and students to assist and undertake the work related to safety and health to prevent an outbreak of the pandemic in their campuses. Non-resident students should be allowed in campuses only after thermal scanning, sanitization of their hands, wearing of face masks and gloves. Symptomatic persons should not be permitted to enter the campus and should be advised to contact the nearest hospital for clinical assessment.
ii. Regular visits of a counsellor may be arranged so that students can talk with the counsellor about their anxiety, stress or fear.
iii. To avoid the risk of transmission, the students, faculty and staff should be screened and symptomatic ones be advised to get clinically assessed before allowing them entry into the campus.
iv. Isolation facilities for symptomatic persons and quarantine facilities for those who were in contact with the positively tested persons should be there on campus or a tie-up may be made in advance with some Government hospital or approved premises or as advised by the local authorities so that, in case of necessity, prompt action may be taken. Proper arrangement of safety, health, food, water etc. should be ensured for those in quarantine and isolation facilities.
v. For those who have tested positive, isolation facilities should be in place either on campus itself or as a prior arrangement with some nearby hospital(s) or as advised by the local authorities.
vi. Universities and colleges should prepare a policy for restricting the outside experts on campuses, study tours, field works etc., keeping in mind the COVID-19 situation.
vii. All such programmes and extracurricular activities should be avoided where physical distancing is not possible.
viii. Clean and hygienic conditions, as per safety and health advisories of the concerned government departments, are to be maintained at all places, including hostel kitchens, mess, washrooms, libraries, class rooms etc.
ix. Proper signages, symbols, posters etc. should be prominently displayed at appropriate places to remind the students, faculty and staff for maintaining physical distancing. The details of COVID-19 cell established by the institution be prominently displayed containing the emergency number, helpline number, email id and contact details of persons to be contacted in case of any emergency in the institution.
x. Ensure the norms of physical distancing, sanitization and hygienic conditions for use of common facilities, viz., Auditorium, Conference/ Seminar halls, Sports, Gymnasium, Canteen, Parking Area etc.
Institutional Planning
Institutional planning is the key for the successful reopening of the campuses and smooth conduct of the teaching-learning process during these difficult times. The universities and colleges will, therefore, be required to develop their plans very cautiously for reopening of their campuses and this planning has to be done well in advance. The plan may, inter-alia include the following points:
i. Institutions should prepare details of opening the campus in a phased manner with a complete roster for all departments and batches of students in different programmes. Para 3.2 (i) & (ii) of the Guidelines may be referred.
ii. The institutions must ensure appropriate sanitization and disinfection process and procedures.
iii. It should be made mandatory for the Teachers, Officers, Staff and Students to wear the Id cards.
iv. The faculty, student, staff should be screened regularly to protect and avoid infecting one another.
v. All preventive measures, preparedness and necessary support system to deal with the COVID -19 positive cases should be monitored and reported to local authorities on a day to day basis.
vi. Teaching hours in a day may be extended, as per requirements of the institution.
vii. Six-day schedule may be followed so that classes can be conducted in phases and the seating arrangement be made keeping in view the requirements of physical distancing.
viii. Universities and colleges may consider reducing the class size and break them in multiple sections to maintain physical distancing during the classes.
ix. Depending on the availability of space in class rooms or learning sites, up to 50% students may be allowed on a rotation basis to attend the classes.
x. Faculty should be trained for online teaching-learning practices.
xi. The visitors should either not be allowed at all or their entry should be drastically restricted. The conditions of the entry for visitors should be strictly laid down and displayed on the entry point(s). Complete contact details of the visitors be maintained along with the names of persons whom he/ she meets.
xii. There should be adequate isolation arrangements for those having symptoms and also for those who test positive for COVID-19 (however the two need to be kept separately), either at the level of the institution or in collaboration with the Government authorities.
Safety Measures at Entry/ Exit Point(s)
i. Adequate arrangements of thermal scanners, sanitizers, face masks should be made available at all entry and exit points, including the reception area.
ii. Crowding must be avoided at entry/ exit points. Staggered timings of entry and exit with limited strength for different programmes should be followed.
iii. For ensuring queue management, inside and outside the premises, specific markings on the floor with a gap of 6 feet may be made and be adhered to.
iv. In case the institution has more than one gate for entry/ exit, all the gates should be used, with adequate care, to avoid crowding.
v. Monitoring of the entry and exit of the students should be done.
vi. Screening of students, faculty and staff, wearing of face covers/ mask, sanitizing of hands etc. must be ensured at all entry points.
vii. Those having symptoms of fever, cough or difficulty in breathing should not be allowed to enter.
Safety Measures during Working Hours
4.2.1 Classrooms and other Learning Sites
i. Proper sanitization at all learning sites should be ensured. Cleaning and regular disinfection (using 1% sodium hypochlorite) of frequently touched surfaces (door knobs, elevator buttons, hand rails, chairs, benches, washroom fixtures, etc.) to be made mandatory in all class rooms, laboratories, (and also) lockers, parking areas, other common areas etc. before the beginning of classes and at the end of the day. Teaching materials, computers, laptops, printers, shall be regularly disinfected with 70% alcohol swipe.
ii. Sitting places in classes, laboratories, computer labs, libraries etc. should be clearly marked, keeping in view the norms of physical distancing. At least one seat should be left vacant between two seats.
iii. Wearing face cover/ mask is a must at all times and at all places inside the campus.
4.2.2 Inside the Campus
i. Cultural activities, meeting etc. may be avoided. However, such extra-curricular and sports activities may be allowed where physical distancing is feasible and is in accordance with the Ministry of Home Affairs guidelines, issued under Disaster Management Act, 2005 from time to time.
ii. Adequate arrangements for safe drinking water should be made on the campus.
iii. Hand washing stations with facilities of liquid soap should be created so that every student can wash her/ his hands frequently.
iv. Regular and sufficient supply of face covers/ masks, heavy duty gloves, disinfecting material, sanitizer, soaps etc. to sanitation workers should be ensured.
v. Wearing of face cover/ mask by all students and staff should be ensured.
vi. Proper cleanliness should be maintained inside the entire campus.
vii. Adequate arrangements should be made for sanitizing the entire campus, including administrative and academic buildings, classrooms, laboratories, libraries, common rooms, toilets, water stations, furniture, learning material, teaching aids, sports equipment, computers etc.
viii. Physical distancing should be maintained at all places and crowding must not be allowed at any place under any circumstances.
ix. An adequate supply of water in toilets and for hand- washing should be ensured.
x. Proper sanitization of buses, other transport and official vehicles of the institution should be done.
xi. Spitting in the campus must be made a punishable offence.
xii. Dustbins must be cleaned and covered properly.
xiii. Dustbin for collection of used facemasks, personal protective equipment, hand gloves and their disposals should be ensured as per safety norms. Provision for proper disposal of used personal protection items and general waste should be followed in accordance with CPCB guidelines (available at: https://cpcb.nic.in/uploads/Projects/Bio-Medical-Waste/BMW-GUIDELINES-COVID_1.pdf).
xiv. For air-conditioning/ventilation, the guidelines of CPWD shall be followed which emphasizes that the temperature setting of all air conditioning devices should be in the range of 24-30oC, relative humidity should be in the range of 40-70%, intake of fresh air should be as much as possible and cross ventilation should be there.
xv. Gymnasiums shall follow MoHFW guidelines (available at: https://www.mohfw.gov.in/pdf/Guidelinesonyogainstitutesandgymnasiums03082020.pdf).
xvi. Swimming Pool (wherever applicable) shall remain closed.
xvii. All employees who are at higher risk, i.e., older employees, pregnant employees and employees who have underlying medical conditions to take extra precautions. They should preferably not be exposed to any front-line work requiring direct contact with the students.
Hostels
i. Hostels may be opened only in such cases where it is necessary while strictly observing the safety and health preventive measures. However, the sharing of rooms may not be allowed in hostels. Symptomatic students should not be permitted to stay in the hostels under any circumstances.
ii. Since residential students may be coming from different locations, they shall remain in quarantine and self-monitor their health for a period of 14 days before being allowed to attend classes or as per the policy opted by the State Government for quarantine (even if they bring a negative test report or the university/college plan to test them on arrival).
iii. There should be no crowding in hostel areas where students live in close proximity and share common facilities and utilities. Hence, their numbers need to be limited appropriately to avoid crowding. Also, hostel students should be called in phases.
iv. Thermal Screening of all resident students should be ensured.
v. They will be referred to the nearest COVID treatment facility for clinical assessment and treatment.
vi. Density in dining halls, common rooms, playing areas should be limited, keeping in view the requirement of physical distancing.
vii. Hygiene conditions should be regularly monitored in kitchens, dining halls, bathrooms and toilets etc.
viii. Cleanliness is to be maintained in dining areas. Meals should be served in small batches, avoiding over-crowding. Take away options should be available for students and staff.
ix. It must be ensured that the meals are freshly cooked. A senior staff should monitor the same.
x. Utensils should be properly cleaned.
xi. Wearing of face covers/ masks and proper sanitization of hands of the staff engaged for the preparation and distribution of meals should be ensured.
xii. Resident students and staff should avoid or limit visiting the markets. As far as possible, essential items may be made available within the campus.
xiii. Hostels may define the number of students in dining halls at any point in time. Mess timings may be increased to avoid overcrowding.
Regular Monitoring of Health
i. Every institution should regularly monitor the health of its students, faculty, and staff.
ii. Faculty, staff and students should also be sensitized on self-monitoring of their health.
iii. Faculty, Staff and students should submit self-disclosure, if any of their family members have been infected/availed treatment for COVID-19.
Counselling & Guidance for Mental Health
In order to reassure the students’ community to avoid any kind of stress or panic in the prevailing situation vis-a-vis their studies, health and related issues, Universities and Colleges should take the following measures for the mental health, psychological aspects and well-being of the students:
i. All the faculty members, students and staff should be made aware of the Web page named “Manodarpan” – created on the Ministry of Education website to provide psychosocial support for Mental Health & Well-being during the COVID – 19 outbreak and beyond. The web page contains advisory, practical tips, posters, videos, do’s and don’ts for Psychosocial support, FAQ and online query system. Also, a National Toll Free Helpline (8445440632) for country wide outreach to students from schools, colleges and universities has also been set up which will provide tele-counselling to address their mental health and psychosocial issues.
ii. Set up helplines for mental health, psychological concerns and well-being of students in Universities/ Colleges which need to be regularly monitored by Counsellors and other identified faculty.
iii. Regular mentoring of students through interactions, and appeals/letters by the Universities/ Colleges to remain calm and stress-free. This can be achieved through telephones, e-mails, digital and social media platforms.
iv. Form COVID-19 help groups of students headed by hostel wardens / senior faculty who can identify friends/ classmates in need of help and provide the immediate necessary help.
v. Share the following video links of Ministry of Health & Family Welfare https://www.mohfw.gov.in/on the University/ College website and with students and faculty via e-mail, through social media like Facebook, WhatsApp and twitter etc.
Practical tips to take care of your Mental Health during the Stay In
https://www.youtube.com/watch?v=uHB3WJsLJ8s&feature=youtu.be
Minding our minds during the COVID-19
https://www.mohfw.gov.in/pdf/MindingourmindsduringCoronaeditedat.pdf
Various Health Experts on how to manage Mental health & Well Being during COVID-19 outbreak
https://www.youtube.com/watch?v=iuKhtSehp24&feature=youtu.be
Behavioural Health: Psycho-Social toll free helpline - 0804611007
Measures for Containment
i. As soon as a student, faculty or staff is detected COVID-19 positive, such person should be immediately isolated as per the directive/advisory of the Government. Room-mates and close contacts should be quarantined and symptomatic ones to be immediately tested.
ii. Universities and colleges should have a ready plan to provide healthcare support to those resident students and staff who test positive and are isolated.
iii. The guidelines restricting social and physical contacts and mobility in such parts of residential places in the campus, where positive cases have been found, should be strictly enforced. Measures like holding no class, not leaving the rooms for hostellers, if applicable, no take away arrangement of food from mess etc. may be enforced, depending upon the severity of the situation.
iv. Universities and colleges should also plan in advance, in case shut down are ordered by the Government due to outbreak in campus or the surrounding region.
Sensitization of Students, Teachers and Staff
i. Awareness programmes regarding COVID-19 as to how the infection spreads, common symptoms, and precautions and measures required to contain its spread may be launched.
ii. Maintaining hygiene, e.g., how to wash hands, how to cough or sneeze into a tissue or elbow, avoid touching of face, eyes, mouth and nose should be regularly told to the students and the staff.
iii. The necessity of physical distancing, wearing face covers/ masks, hygiene etc. should be brought home to all.
iv. Activities to stay fit, physically and mentally, should be encouraged like doing exercises, yoga, breathing exercises, meditation, etc.
v. To improve resilience and mental health, students should be encouraged to share their feelings with friends, teachers and parents, remain positive, grateful, helpful, have focussed approach, take a break from work, eat healthy and sleep timely etc.
vi. Eating healthy food and fruits, avoiding junk food, frequently drinking warm water, adopting ways to increase immunity etc. should be encouraged.
vii. Students should be told to regularly sanitize their laptops, audio, video and other media accessories.
viii. Factual information regarding COVID-19 and consequences of infection, without making them stressed or fearful, should be disseminated.
ix. Posters and stickers should be pasted at appropriate places in the campus to create awareness about the risk of infection from Coronavirus.
x. All support and facilities should be provided to persons with disabilities (Divyangjan).
xi. No discrimination based on caste, creed or gender should be allowed to take place.
xii. Sharing of books, other learning material and eatables be discouraged.
Role of Stakeholders Central/ State Government(s)
i. The Government should help educational institutions to prepare an effective plan for reopening their campuses. The plan may vary from institution to institution, keeping in view the situation regarding spread of COVID-19 pandemic in a particular area/region/zone.
ii. The Governments may issue clear instructions to the universities and colleges to ensure the safety and health of all concerned. This may include instructions for wearing of face masks, physical distancing, and the number of students in a class, library, hostels, and dining halls etc.
iii. State governments, in consultations with higher education institutions, should prepare an estimate of requirement in each of their districts and zones, of disinfectants, facemasks and prepare a plan in advance for their procurement and distribution. Universities and colleges should ensure sufficient supplies of these items to their students, faculty and staff.
iv. Keeping in view the varying conditions in any state at district and zonal levels, the Government concerned should prepare a region-specific plan, instead of a uniform plan for the entire state.
v. State health departments should remain in touch with the universities and colleges and work to ensure that the campuses are well prepared to maintain the safe and healthy conditions and also to deal with the COVID-19 related unexpected situations.
vi. The Governments should keep a constant touch with the universities and colleges regarding the status of COVID-19. The government may call information regarding COVID-19 related condition in the campuses and also call meetings at appropriate intervals with the Head of institutions through video conferencing.
Head of the Institution
i. Vice- Chancellors/ Principals may get Standard Operating Procedures(SOPs) worked out in view of COVID-19 outbreak, in accordance with the Government orders and guidelines.
ii. A detailed institutional plan which may, inter alia, include sanitization, safety and health measures should be prepared and kept ready, before reopening of campus. Proper implementation of the institutional plan should be ensured and regular monitoring should be done with the help of faculty and the staff.
iii. Tie-ups may be established with nearby hospitals, health centres, NGOs, health experts for help and support in fighting COVID-19.
iv. A plan for all academic activities, i.e., the academic calendar, teaching-learning modes, examinations, evaluation etc. should be kept ready well in advance.
v. A Task Group should be created to handle varied situations and issues related to the COVID-19 pandemic. Such Task Group may consist of senior persons from faculty and staff, students, volunteers from communities, NGOs, health organisations and Government officials etc. as the case may be.
vi. Teachers, students and staff should be made aware of all relevant plans and activities on the campus.
Teachers
i. Teachers should make themselves fully aware of institutional plans and Standard Operating Procedures.
ii. Every teacher should prepare a detailed teaching plan for the subjects taught by him/her, including time table, class size, modes of delivery, assignments, theory, practical, continuous evaluation, end- semester evaluation etc.
iii. Teachers should keep themselves updated with the latest teaching- learning methods and availability of e-resources.
iv. Teachers should make the students aware of the COVID-19 related situation, precautions and steps to be taken to stay safe and healthy.
v. Teachers should monitor and keep track of the physical and mental health of their students.
Parents
i. The parents should ensure that their children observe safety norms at home and whenever they go out.
ii. Parents should not allow their children to go out, if they are not feeling well.
iii. Parents may be advised that the ‘Aarogya Setu App’ has been downloaded by their children.
iv. Parents should sensitize them of healthy food habits and measures to increase immunity.
v. Parents should ask them to do exercise, yoga, meditation and breathing exercises to keep them mentally and physically fit.
Students
i. Self-discipline is most important to contain the spread of COVID-19 pandemic through social distancing and maintaining hygienic condition.
ii. All students should wear face covers/ masks and take all preventive measures.
iii. May consider installing ‘Aarogya Setu App’ in the mobile.
iv. It is important for the students to be physically and mentally fit to handle any exigencies. By remaining fit, they can take care of others also.
v. The students must inculcate activities that will increase immunity-boosting mechanism which may include exercise, yoga, eating fresh fruits and healthy food (avoid fast food), sleep timely.
vi. Discrimination of fellow students in respect of whom there is a history of COVID-19 disease in the family be avoided.
vii. Give support to your friends under stress due to COVID-19 pandemic.
viii. Students should follow the guidelines, advisories and instructions issued by the Government authorities as well as by the universities and colleges regarding health and safety measures in view of COVID-19 pandemic.
6. In view of the present scenario and future uncertainties:
i. The universities may adopt and implement these Guidelines in a transparent manner by making alterations/ additions/ modifications/ amendments to deal with particular situation(s) in the best interest of students, educational institution and the entire education system, except in respect of those guidelines that are mandatory.
ii. In case of educational institutions located at places where the Government (Centre/ State) have imposed restrictions on gathering of public, the institutions may plan accordingly. In any case, the above recommendations shall not cause any restrictions on the guidelines/directions issued by the appropriate Government/ competent authority.