CTA Mannual-SOP

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ENGLISH LANGUAGE TEACHING INSTITUTE OF SYMBIOSIS (ELTIS)
(Department of Symbiosis International University) Re-accredited by NAAC with “A” grade
Plot 419, Model Colony, Gokhale Cross Road, Next to Atur Centre, Pune – 411 016
Ph. 020-25662822/25677431/32. Fax. 020-25673400. Email – [email protected]
September 18, 2018
Standard Operating Procedures (SOP) for Corporate Training
Assignments at ELTIS
Purpose
To describe the standard procedure of handling the portfolio of a person in
charge of Corporate Training Assignments
Scope
The document can be referred to as a procedure manual and when required.
Definitions/ Acronyms:
 CTA: Corporate Training Assignments
 VRF: Vendor Registration Form
 RPCH: Rate (Per Clock Hour
 RPP: Rate Per Participant
 DT: Diagnostic Test
 OC: Original Copy
 CH: Clock Hour
 QP: Question Paper
 AS: Answer Key
 SIU: Symbiosis International Deemed University
Procedure:
A. Promotion:

Prepare mailers for different courses that ELTIS offers to clients.

Get the mailers approved by the Director and the Dy. Director
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
Email the mailers to existing clients, and new clients

Email mailers to Sister Institutes before their academic year begins.

Study which other institutes/ colleges/departments offer courses in
English language and send mailers to them

Upload Creatives on Social networking sites

Upload pictures of certification ceremony at various companies on
Social Networking sites.
B. New Assignments: (Companies)

Note down the requirements from the client. Request for email ID,
phone number of the person in charge of the assignment at the
company.

Suggest suitable modules to clients based on their requirement.

Prepare a commercial proposal for the module suitable for the client/
requested by the client and get it approved by the Director & Dy.
Director.

Decide and finalise the Rate (Per Clock Hour/ Per Participant) along
with conveyance charges with the Director & Dy. Director.
o Conveyance rate is decided based on the distance (Km) from
ELTIS to the Company.
o Conveyance charges do not apply if the assignment takes place
at ELTIS

The commercial proposal includes -Name of the course/Title of the
workshop, duration of the course, proposed days and time slots.

Mention terms and conditions regarding attendance eligibility criteria
and payment mode on the commercial clearly. (As per the Govt.
policy, Companies to pay 18% GST on the total amount)

Email the signed (by the Director & Dy. Director) commercial proposal
to the client.

Request the client to email the confirmation of the assignment.
Request
for
a
10
day
buffer
period
to
before
the
date
of
commencement of the course.

Take a follow up with the client (of the proposal) through email and/
by a phone call after 5 working days.
2

Keep a tentative working of the fees ready.
C. Confirmation of Assignment by Client:

Prepare a final working based on the mutually decided rate.

Get the working verified and signed by the Director & Dy. Director.

Submit the signed copy of the working to the Accounts for their record.

Request the client for a VRF to get ELTIS registered as their vendor

For VF process ELTIS needs to send the following documents:
o Cancelled cheque
o NEFT details
o GST number
o S__ Code

Send email to teachers inviting interests for the assignment. Mention
the date of commencement of the course, rate of remuneration, rate
of conveyance if applicable and the duration of the course.

Keep in mind the Co-teaching System (two teachers share one batch)

Make a list the interested teachers and finalise them for the
assignment with the help of the Director & Dy. Director.

Schedule a briefing meeting of the teachers with the Dy. Director.
D. The Briefing Meeting:

Share the course module/teaching plan/Diagnostic test with the
teachers (on email/ hard copy).
o Diagnostic test: is offered at a separate rate (excluding the
course fee) to gauge the proficiency level of the participants.
Recommend the test to the client.
o As per the score and individual feedback, suitable levels for the
participants
(Foundation/Upper
Basic/Intermediate)
are
recommended to the client.
o In case, the client wishes not to take a Diagnostic test, the
trainers are informed to conduct a small writing test to be able
to define the teaching plan and form divisions if required.
3

Prepare a hard copy of attendance muster and share the same with
the trainers on the day of the briefing meeting. Soft copy of the
attendance should be maintained with the help of Apoorva Sohoni in
CTA folder.
o The attendance criterion is attending minimum 80% of the
course.
o In case of less than 80% attendance, the Director’s decision is
final.
o Sample format (soft copy) of the attendance should be emailed
to the trainers before Session-I.
o The
trainers
should
be
requested
to
email
session-wise
attendance to the CTA Co-ordinator and Apoorva Sohoni.
o CTA Co-ordinator should discourage the trainers from sending
the attendance in bulk.

The trainers should write a session-wise report and email the same to
the CTA CO-ORD (CC Director & the Dy. Director). The report
contains:
o Name of the assignment, name of the client
o Session Number and the date it was conducted
o Lesson plan of the session
o Issues
if
the
trainer
faced
any
(infrastructure,
facility,
participants’ behaviors, etc.)
o Any special recommendation for weak participants.
o Teaching materials used for the lesson (worksheets, videos,
realia, any other activity, etc.

Prepare the minutes of the meeting and email the same to the
concerned trainers (CC Director & the Dy. Director).
E. Invoice & Payment:
Invoice of 50% of the advance payment should be sent to the client after the
confirmation of the assignment from the client. A standard format of invoice
is available in the CTA folder. However, sometimes, some companies request
for invoice as per their format.
4

Prepare the invoice with the help of Apoorva and get it verified by the
Dy. Director and Nilesh Bhopale.

Get the invoice signed by the Director and get it sealed.

Email a scanned copy of the signed and sealed invoice and email the
same to the company.

Courier the hard copy of the invoice to the company (if the company
requests for it).

Check the receipt of the advance payment with Mr. Nilesh Bhopale. If
needed, send reminder emails to the client.

Send email regarding the balance of 50% of the payment to the client
after the commencement of the course. (As mentioned in the
commercial proposal, client is expected to pay the balance amount
after 15 days of the commencement of the course).

Check the receipt of the balance payment with Mr. Nilesh Bhopale. If
needed, send reminder emails to the client.
F. Honorarium Muster:

Enter the details of the trainer/s in the honorarium muster and assign
a page number.
o Trainers should be encouraged to fill in all the required details in
the honorarium muster.
o Each session should be made as a separate entry.
o In case Trainer A stands in for Trainer B, the same should be
mentioned in the muster (e.g. substituted for Trainer B).

Submit a hard copy (signed by the Director & the Dy. Director) of the
following details to the Accounts Section.
o Names of faculty taking the assignment,
o Name of the assignment,
o Name of the company,
o Duration of the course,
o Date of commencement of the course,
o Rate of remuneration offered and conveyance charges.

File the OC of the same in the CTA file.
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
Calculate the honorarium of all on going assignments with the help of
Apoorva Sohoni between 20th and 23rd of each month.

Send the consolidated data (total number of hours, total number of
trips) of the month to the Account Section for cross verification and for
the process of payment.

Check with trainers the receipt of the payment done each month.
G. Exams and Assessment:
I.
Mid-test: Mid test is conducted after completion of 1/3rd of the
teaching. For a 60 CH course, the Mid-test should be conducted after
the teaching of 20 CH.

Send an email to the trainers regarding making a QP with an AK
for the Mid-test at least a week in advance.

The QP with the AK should be first scrutinised by a mentor and
then email the final corrected version of the same should be
emailed to the CTA Co-ord and Apoorva Sohoni.

Keep the required number of copies of the QP ready a day in
advance and hand them over to the concerned trainer.

The Trainer should correct the AK in stipulated time; share the
marks along with individual feedback of the percipients on the
email with the CTA Co-ord and the Dy. Director.

II.
Email mid Test result to the client within a week of the test.
End-test: End test should be conducted on the penultimate day of the
course. The feedback session should be planned on the last day of the
course.

Send an email to the trainers regarding making a QP with an AK
for the End-test at least a week in advance.

The QP with the AK should be first scrutinised by a mentor and
then email the final corrected version of the same should be
emailed to the CTA Co-ord and Apoorva Sohoni.
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
Keep the required number of copies of the QP ready a day in
advance and hand them over to the concerned trainer.

The Trainer should correct the AK in stipulated time; share the
marks along with individual feedback of the percipients on the
email with the CTA Co-ord and the Dy. Director.

Share the end test result along with the Eligibility list with the
Director and the Dy. Director and seek approval.

Email the End test result along with the Eligibility list approved
by the Director and the Dy. Director (60% passing & 85%
attendance) to the client.

Request the corporate to confirm the spellings of names to be
certified.
H. Certification:

Send a sample format of the certificate to Mr. Jere.

Get the proof of the certificate sent by Mr. Jere approved by the
Director and the Dy. Director.

Email the final name list (confirmed by the client) of the eligible
participants to Mr. Jere and request for a proof.

Check the details (spellings, marks, logo, name of the course,
no. of hours, date) printed on the proof and email the
confirmation for printing the certificates to Mr. Jere.

Arrange for courier / hand delivery of the certificates with the
help of Madura Thakur/ OS Sir.
I. Assignments at Sister Institutes:

Send emails to sister institutes with the help of the Dy. Director
at the beginning of the academic year.

Prepare commercial proposal for the required module.

Send email inviting interests for the assignment.
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
Accommodate full time faculty for the assignments at Sister
Institutes where feasible to maintain the workload balance. A
consolidated workload chart can be referred to for the same.

Arrange for a pick up and drop from ELTIS with the help of
Madhura Thakur and OS sir if required.

Take a regular follow up with the concerned co-ordinators at
Sister Institutes.
Courses at Sister Institutes fall under SIU. Therefore, ELTIS do not issue
certificates to them. However, setting QPs and Assessment & Evaluation are
the part of the assignments. The trainers should be informed regarding the
same in the briefing meeting.
J. Other Duties:

Update the CTA chart regularly. The chart should have the
following details:
Name of the
Client
Invoice &
Payment Status

Title of Course
& number of
hours
Remarks/
Action Points
Date of
Rate Quoted
Commencement to client
Conveyance
Name of the
Faculty
Contact
Details of
the person
in Charge
Payment to
faculty +
Travel
Allowance
(T.A.)
Prepare a write up about the ongoing/ recently completed
trainings along with photographs and get the same uploaded on
ELTIS website.

Arrange follow up meetings with the trainers with the Dy.
Director. Such meetings should be arranged at least 2 times
during the tenure of the assignment.
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References:
None
Prepared by:
Dr. Yogita Bhamare
Faculty
ELTIS
Approved by
Dr. Vaishali Jundre
Dy. Director
ELTIS SIFIL
Shirish Saharsabudhe
Director
ELTIS SIFIL
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