RECOGNITION PROCESS

FOR

DISTANCE EDUCATION INSTITUTIONS

(Basic Information and Proformas I and II)

Hand Book

DISTANCE EDUCATION COUNCIL OPEN AND DISTANCE EDUCATION ASSESSMENT AND ACCREDITATION BOARD

(ODE-AAB) INDIRA GANDHI NATIONAL OPEN UNIVERSITY

NEW DELHI – 110 068

Sr.No. CONTENTS Page Nos.

1. Introduction 3

2. Powers & Functions of the Distance Education Council 4

3. Assessment and Accreditation Board 6

4. Issuance of a joint letter from UGC, AICTE and DEC 7

5. Institutions that Need Approval 8

6. Guidelines for Seeking Approval 8

6.1 For New Institutions / Programmes 9

6.2 For Existing Institutions / Programmes 9

7. Institutional Requirements 10

8. Programmes Specific Requirements 10

9. Initial Recognition of the Instiutions / Programems 10

10. Institutional Information 11

11. Proforma – Ia – for State Open Universities 12-13

Proforma– Ib – for Other Distance Education Institutions 14-15

Proforma – II - Detailed information to be supplied by the Institution 16-20

1. Introduction

Since the establishment of the School of Correspondence Courses and Continuing Education in the University of Delhi in 1962, the Open and Distance Learning (ODL) System in the country has expanded and now comprises around 100 Correspondence Course Institutes (CCIs) and 10 single mode open universities. Programmes in widely diverse areas and at different levels are being offered to more than two million learners, who constitute nearly 20 per cent of total enrolment in higher education. The annual growth of enrolment in ODL systems in the IX Plan Period has been 15 percent. In the X Plan (2002-2007), the ODL system is expected to grow at the rate of 20 − 30 percent so that it is able to share about 40 percent of total enrolment in higher education. To implement the policies and programmes of the Council, cooperation and support from the Ministry of Human Resource Development (MHRD), University Grants Commission (UGC), and All India Council for Technical Education (AICTE), National Council for Teacher Education (NCTE) and other Apex Bodies covering the disciplines of Medical Education, Dental, Pharmacy, Nursing, Agriculture, Law, etc. State Open Universities (SOUs), and CCIs, of the conventional universities are envisaged. The Distance Education Council (DEC) was established in 1991 under Section 5(2) of the IGNOU Act (1985), passed by Parliament. It has a mandate to function as an apex body for promotion, determination and maintenance of standards and coordination of open and distance education in India. This role of the University has been clearly spelt out in IGNOU Act and has been highlighted from time to time (National Policy on Education, 1986; Programme of Action, 1992; MHRD, 2002). Section 5(2) of the IGNOU Act (1985) stipulates that:

“Notwithstanding anything contained in any other law at the time being in force, but without prejudice to the provision of sub-section (1), it shall be the duty of the University to take all such steps as it may deem fit for the promotion of the Open Universities and distance education systems and for the determination of standards of teaching, evaluation and research in such systems, and for the purpose of performing these functions, the University shall have such powers including the power to allocate and disburse grants to colleges, whether admitted to its privileges or not, or to any other University or institutions of higher learning, as may be specified by the Statues”.

2. Powers & Functions of the Distance Education Council

The following powers and functions of DEC are defined under Clause 4(a) of Statute 28 of the IGNOU Act:

“It shall be the general duty of the Distance Education Council to take all such steps as are consistent with the provisions of this Act, the Statutes and the Ordinances for the promotion of the open university/distance education systems, its coordinated development, and the determination of its standards, and in particular.

i) to develop a network of open universities/distance education institutions in the country in consultation with the State Governments, universities, and other concerned agencies.

ii) to identify priority areas in which distance education programmes should be organised and to provide such support as may be considered necessary for organising such programmes.

iii) to identify the specific client groups and the types of programmes to be organised for them, and to promote and encourage the organisation of such programmes through the network of open universities/distance, education institutions.

iv) to promote an innovative system of University level education, flexible and open, in regard to methods and pace of learning, combination of courses, eligibility for enrolment, age of entry, conduct of examination and organize various courses and programmes.

v) to promote the organisation of programmes of human resource development for the open university/distance education system.

vi) to initiate and organise measures for joint development of courses and programmes and research in distance education technology and practices.

vii) to recommend to the Board of Management the pattern and nature of financial assistance that may be sanctioned to open universities/distance education institutions and the conditions that may have to be fulfilled by them to receive such assistance.

viii) to take such steps as are necessary to ensure the coordinated development of the open university/distance education system in the country.

ix) to establish and develop arrangements for coordinating and sharing the instructional materials prepared by different open universities/distance education institutions, and the student support systems with a view to avoiding duplication of efforts.

x) to evolve procedures for sharing of courses and programmes and for the payment of royalty or other charges to the members of the network whose courses and programmes are used by other members.

xi) to prescribe broad norms for charging fees from students who join various programmes offered by the network of open universities/distance education institutions.

xii) to collect, compile and disseminate information relating to the courses and programmes offered by various open universities/distance education institutions;

xiii) to advise State Governments, universities and other concerned agencies on their proposals to set up open universities, or to introduce programmes of distance education.

xiv) to appoint Review Committees from time to time to study and assess the performance-of the open universities/distance education institutions participating in the network on any aspect relevant to the functioning of the network.

xv) to prescribe a broad framework for courses and programmes including their pattern and structure.

xvi) to evolve norms, procedures and practices in respect of admission, evaluation, completion of course requirements, transfer of credits, etc. of students admitted to the programmes of the Open University distance education network and for the award of certificates, diplomas and degrees to them.

xvii) to evolve guidelines for the organisation of student support services for the open university/distance education programmes.

xviii) to take such measures as are necessary, consistent with the objects of the University to provide an innovative, flexible and open system of University education, for the promotion, including introduction and continuation of courses and programmes which conform to the standards prescribed by the DEC, to maintain such standards in the institutions offering distance education programme and to prevent, through such measures as are considered appropriate, institutions from offering courses and programmes which do not conform to the standards laid down by the Council.

xix) to appoint Committees for advising and assisting the DEC in the performance of any of its functions or exercise of any of its powers.”

3. The Assessment and Accreditation Board

In pursuance of the functions mentioned at (xviii) of Clause 4(a) of Statute 28 of IGNOU, the Board of Management, has constituted Open and Distance Education Assessment and Accreditation Board (ODEAAB). The objectives, structure and responsibilities of the Board are as under: Accreditation is essentially a procedure for quality assurance and assessment. In the process of accreditation, an approved institution and its programmes are critically apprised at intervals say of 5 years, to see whether the institution or its programmes meets the prescribed norms and standards set by DEC from time to time. Accreditation shall help to achieve the following objectives: i) To help respective students, parents, ODL Institution and other institutions,

government agencies, employers, etc. in identifying institutions and their programmes which conform and meet the norms and standards prescribed by DEC.

ii) To help ODL institutions to improve quality of programmes and delivery mechanism to help to identify, introduce and develop new programmes to meet emerging demands.

Structure

The Board shall have 2-tier structure: Governing Council and Management Council.

i) The Governing Council shall have 7 members representing MHRD, UGC, DEC, SOUs/CCIs and Distance Education Experts, VC of IGNOU shall be the Ex-officio Chairman of the Council.

ii) The Management Council shall have 5 members with VC, IGNOU or his nominee as Chairman, one VC of SOU/Director CCI, two DE and media Experts and one DEC member.

Responsibilities i) To disseminate information, ensure accreditation process and to advise SOUs, CCIs

and other ODL Institutions about the mechanism and practices encouraging excellence.

ii) To develop policies, guidelines, norms and standards, procedures and formats for assessment and accreditation.

iii) To evaluate and assess programmes in depth iv) To inform decisions and outcome of assessment and accreditation to the institutions v) To develop feedback mechanism and for improvement of ODL system using

assessment data.

4. Issuance of a joint letter from UGC, AICTE and DEC

A joint letter signed by the Chairman, UGC, Chairman, AICTE and Chairman DEC has been issued on May 13, 2003 in the public interest for maintaining quality in distance education in the country. Accordingly, it is unanimously felt that: i) The distance education programmes run by different institutions are confined to

their territorial jurisdiction. In the case of SOUs – state, CCIs – Region, Deemed Universities – Region, Private Universities, and other DEIs. (Region)

ii) DEIs other than SOUs normally have a very weak student support delivery system, and as such, if the delivery system is not improved, the quality of DEIs suffer.

iii) If deterioration of standard in education results due to the weaker and non-viable system of distance education system, the grant of franchise by these institutions, if not checked, at the earliest, the credibility of the entire system of education gets tarnished.

iv) University Grants Commission, All India Council for Technical Education and the Distance Education Council have taken a serious view of these deteriorating standards of some of the programmes conducted through the distance education mode by some institutions. Hence, the exercise of identifying programmes with quality oriented delivery system and the DEC has already approached all the DEIs and asked them to submit their distance education programmes for assessment of their quality. Besides, collecting information about such programmes directly, these Apex Bodies would not like any sub-standard programmes to continue and thus, UGC has already issued a circular advising all the universities to desist from the practices of granting franchise. Thus, as a first step, the Apex Bodies have decided to impress upon all the DEIs to limit the system of programme delivery of distance education to the jurisdictional neighbourhood of the main campus.

5. Institutions that Need Approval

In view of the mandate of DEC to assess and accredit existing and new institutions of open and distance learning, DEC prescribes standards to determine the minimum level

of infrastructure and academic staff for ODL institutions, which offer or intend to offer education through distance mode. This will be applicable to: • State Open Universities. • CCI/DEIs in conventional universities/Deemed Universities/IITs/IIMs / Private

Universities. • Other ODL institutions registered as societies/trusts and/or privately managed. • All levels (Certificate/Diploma/Degree) and types of programmes (Professional,

Vocational/General Education/Awareness). • Foreign universities running distance education programmes in India

(independently or collaboratively) with Indian Higher Education Institutions. It shall be mandatory for all institutions to seek prior approval of DEC for existing and new programmes and accreditation by the Board for on-going programmes offered through Distance mode. 6. Guidelines for Seeking Approval Basic Information and other details to be submitted for processing of applications

i) All applications should be submitted in the prescribed proforma. ii) The application should be made by: • The Registrar in case of the University. • Director/Secretary of Governing Body in case of colleges and other institutions. • Secretary of Society/Trust or any other person authorised by the Society/Trust. iii) The application should be accompanied by a fee of Rs.10, 000/- (Rupees Ten

thousand only) per programme in the form of Demand Draft in favour of ODE-AAB, Distance Education Council, payable at New Delhi.

The following documents/information should be sent along with the application

form.

6.1 For New Institutions/Programmes • Evidence for establishment of the institution for offering distance education by the

competent authority (Executive Council/Senate/Syndicate, State government). • Evidence for land and building in the possession of the institution. • Teaching faculty and supporting staff sanctioned/in-place with the Institution

- Copy of sanction letter/advertisement - Joining Report.

• Evidence for availability of Self-Instructional Materials (SIMs), if any. • Design and structure of proposed programme. • Endowment in case of a Trust/private institution. • Arrangements for learner support services (counselling, A/V infrastructure,

laboratory etc.). • List of Regional Centres/Programme Centres/Study Centres in place/to be

established.

• Prescribed qualifications for counsellors and their list, if identified, study centre-wise/programme wise.

• Foreign universities/institutions.

6.2 Existing Programmes/Institutions • Evidence of establishment of the institution. • List of Teaching and support staff sanctioned in position, specifying the nature of

appointment (fulltime/part-time/temporary/permanent/advisory/consultant, visiting/ contract/ guest faculty).

• Programme structure and SIMs in vogue/proposed. • Endowment in case of societies/trusts. • Details of delivery mechanism. List of study centres/programme centres, list of

counsellors and their qualifications, physical infrastructure in possession of the institution.

• Library facilities and stock of books. • Audited statement of accounts for the immediately preceding 3 years.

iv) The Chairman, DEC may appoint expert committees to inspect the institutions to verify the claims. The institutions shall have to produce original documents for the perusal of the expert committee.

v) The enclosed proforma providing all relevant information needs to be submitted. vi) The institutions will have to follow DEC norms and guidelines prepared

separately for all programmes (Professional, Vocational, General etc.). vii) The recommendations of the expert committees along with the comments of the

DEC secretariat will be placed before the council for the approval. viii) The application should reach the DEC secretariat at least six months prior to the

date of launch of any programme/institution.

7. Institutional Requirements Institutions are required to furnish information on Proforma-I and Proforma-II as specified below: Proforma-Ia and Proforma Ib request basic information in brief about institution and in Proforma-II, Institutions are requested to submit information in detail for the information supplied in Proforma-I. Thus the institutions are required to send information on both the proformas, one for information in brief and the other for detailed information . Thus, for considering application for approval /recognition

State Open Universities will submit:

- Proforma-Ia ( Annexure-I) - Proforma-II (Annexure-III) Other Distance Education Institutions will submit:

- Proforma-Ib (Annexure-II) - Proforma-II (Annexure-III).

8. Programmes Specific Requirements

Relevant data and information about the professional/technical programmes should be furnished in the DEC format, in accordance with the norms and guidelines developed for different programmes, copies of which may be obtained from the DEC Secretariat.

9. Initial Recognition of the institution/programmes:

• The information and the course material sent by the institution will be addressed to the DEC (ODE-AAB).

• An internal expert team may visit the institution if the information sought and documents received are not self-explanatory or incomplete.

• Decision of the Committee will be conveyed to the institution along with the session from which it can start offering the programmes then only the new institutions can offer programmes. In the case of existing institutions they have to get approval of any new programmes they intend to offer. However, the existing institutions and the new institutions will invariably send the self-instructional materials of all the programmes (course-wise) for verification and approval of the learning package, by the Open and Distance Education Assessment and Accreditation Board (ODE-AAB).

10. Institutional Information

Please send the Proforma-I and II duly filled in to the Offcer on Special Duty,

Distance Education Council, Indira Gandhi National Open University, Maidan

Garhi, New Delhi – 110 068.

**************

ANNEXURE – I

PROFORMA-Ia (only basic information in brief)

(STATE OPEN UNIVERSITIES) i. Name of the university ii. Postal Address iii. Telephone/Fax/E-mail iv. Name of the programmes on offer/to be offered v. Academic year from which the programmes is proposed to start

S.N Parameters Norms Actual status

Detailed information in Proforma-II – item/s

i. Minimum number of programs to be offered

DEC requirement –5 1 to 4

ii Faculty strength DEC requirement (Sanctioned Positions) Professor – 5 Reader-5 Lecturers-15 (The above positions may be filled on regular/contract basis)

5a

iii Teaching/ Learning strategies

a) SIMs to be ready in the printed form before launching the programmes or at the time of advertising the programmes b) A/V cassettes At least one video and two audio cassettes per programme to be made ready and be available at all their study centres with the facility to listen/see, at-least one month before the annual examination. c)All academic counsellors to be given training in academic counselling and also to the other functionaries. d) A mechanism of handling assignments to be in place. e) A mechanism of getting feedback on

6

academic and administrative activities at SCs/RCs/HQs to be in place.

iv Delivery system a) Multi-media learning package with the learners

b) Website of the university to contain the details of admission, application format, SIMs content, counselling schedules, internal assessment, examination application forms, newsletter, term-end examination schedule (tentative), evaluation procedures, communication details, etc.

c) Computerisation status of all the academic and administrative activities pertaining to student support services

d) List of academic counsellors with their addresses and contact nos.. at the SCs, HQs, Website, RCs.

e) Radio counselling f) Teleconference

g) Audio and video CDs and couse material on sale

h) E-mail facility to students/academic counsellors and other functionaries.

7

V Library facilities

Books worth Rs. 10.00 lakhs on programmes being run.

vi Network of Regional/Study Centres

Minimum 5 Study Centres 8

vii Infrastructure Building for housing Academic and Administrative services

? 5000 sq. mts. at Headquarters ? Building plan-floor/room wise ? Total plinth area ? Site plan if building not exist ? Likely date of completion of

construction

9

viii Land 15 acres or more (may be relaxed in case of State Open Universities situated in metropolitan cities)

10

ix Infrastructure facilities for Study Centres

Rs. 1 lakh per Study Centre 8

establishment x Computer and

Office Automation facilities

As followed by IGNOU for computerization of all services including student support and delivery system

11

xi Administrative staff strength

3 : 1 NTS : T

12

xii Financial Resources

? from state government ? fees ? DEC grants ? Other sources ? Project fund

13

Xiii Outsourcing facility and other details

Give details 14

SIGNATURE OF THE AUTHORISED OFFICER (WITH SEAL)

ANNEXURE – I

PROFORMA-Ib (only basic information in brief)

(DISTANCE EDUCATION INSTITUTIONS OTHER THAN STATE OPEN UNIVERSITIES)

ODL Institutions of Conventional Universities / Deemed Universities / Private Universities and other Institutions)

i. Name of the institution ii. Postal Address iii. Telephone/Fax/E-mail iv. Name of the programmes on offer/to be offered v. Academic year from which the programmes is proposed to start

S.N Parameters Norms Actual status

Detailed information

in Proforma-II

– item/s I Minimum number

of programs to be offered

DEC requirement – 5 1 to 4

ii Faculty strength DEC requirement (Sanctioned Positions) Director /Coordinator - 1 Faculty –1 per programme (The above positions may be filled on regular/contract basis)

5b

iii Teaching/ Learning strategies

a) SIMs to be ready in the printed form before launching the programmes or at the time of advertising the programmes

b) A/V cassettes At least one video and two audio cassettes per programme to be made ready and be available at all their study centres with the facility to listen/see, at-least one month before the annual examination.

c) All academic counsellors to be given training in academic counselling and also to the other

6

functionaries. d) A mechanism of handling

assignments to be in place. e) A mechanism of getting feedback

on academic and administrative activities at SCs/RCs/HQs to be in place.

iv Delivery system i) Multi-media learning package with the learners

j) Website of the university to contain the details of admission, application format, SIMs content, counselling schedules, internal assessment, examination application forms, newsletter, term-end examination schedule (tentative), evaluation procedures, communication details, etc.

k)Computerisation status of all the academic and administrative activities pertaining to student support services

l) List of academic counsellors with their addresses and contact nos.. at the SCs, HQs, Website, RCs.

m) Radio counselling n) Teleconference o) Audio and video CDs p) course material on sale q) E-mail facility to students/academic

counsellors and other functionaries.

7

v Library facilities Books worth Rs. 10.00 lakhs on programmes being run.

vi Network of Regional/Study Centres

Minimum 5 Study Centres 8

vii Infrastructure Building for housing Academic and Administrative services

5000 sq. mts. for housing administrative, academic and library and material storage

9

viii Infrastructure facilities for Study

Rs. 1 lakhs per Study Centre 8

Centres establishment

ix Computer and Office Automation facilities

All the services including student and delivery system should be computerised

11

x. Administrative staff strength

1 : 2 Teacher : NTS

12

xi Indicate source of Finance and funds available for running the institution/ programmes

? State Government ? Fees ? DEC ? Projects ? Others

13

xii Outsourcing facility and other details

Give details 14

SIGNATURE OF THE AUTHORISED OFFICER (WITH SEAL)

ANNEXURE-III

PROFORMA – II

DETAILED INFORMATION TO BE SUPPLIED BY THE INSTITUTION FOR VERIFICATION

(Please attach separate sheets wherever needed)

A Name of the Institution/University:

B. Nature of the Institution : a) Existing/New : b) SOU/CCIs/Other :

C Processing fee paid : Y/N

If yes, details

1. Names of the programmes (a programme may of degree/diploma or certificate level in any discipline e.g., M.A. in English, BCA, BIT, PGDHRM, Certificate in Computers, etc preferably identified in terms of credits 10, 20, 30 etc.) for which approval is sought:

i) --------------------- ii) --------------------- iii) --------------------- iv) --------------------- v) ---------------------

(A processing fee of Rs. 10,000 to be paid to the DEC programme-wise)

2. Curriculum for each programme : to be enclosed ( a programme henceforth means

the programme for which approval is sought) – five sets of each CD

3. Self – Instructional Material (SIM)

3.1 Prepared by institution - Y/N

3.2 To be adopted from IGNOU - Y/N

3.3. To be adopted from other - Y/N 3.4. Distance Education Institutions - Y/N

4. Whether SIM is ready to be submitted for assessment

If yes, i) Send material in case of 3.1 & 3.3 above - send a copy of MoU in case of 3.2

If ‘NO’ state the date by which it will be ready for assessment Week -

Month -

Year -

5. Faculty status

Academic staff (programme wise)

5a) SOUs:

Designation No. Names Qualification Experience

Nature of Employment

Adhoc – fulltime/part

time

Date by which the

appointment will be made

Professors

Readers

Lecturers

5b) CCIs :

Name of the programme

Programme – in – charge Permanent

Full time/consultant

Part time (per programme)

(budget provision)

Date by which

permanent faculty will

be appointed

6. Plans for evaluation of:

- Academic Counselling Sessions - Assignments - Term – end - examinations

7. Delivery of Material

Arrangements for packing of SIMs planned : Y/N - Plans for dispatch of SIMs

If yes: a) By post to students b) Distribution by the SC at the time of induction c) Available in CD form d) Available on Website e) For sale also

8. Regional Centres (RCs) and Study Centres (SCs)

Name of the Study Centre

Does the Host Institution is affiliated to a Conventional

University, if so, please furnish the

details.

What percentage of the Academic

Counsellors belong to the Host

Institution

Expected / existing enrolment of

students (programme –

wise)

8a. Infrastructure at Study Centre

No. of rooms available for counseling (with size) : No. of Books/audio/video cassettes pertaining to the programme : (Attach list/annexure)

- Dish antenna : - DVD :

- TV : - Video cassette : - Audio cassette : - Possibility of teleconferencing : - No. of Computers : - Availability of internet facility : - Radio counseling : - Fax : - Others like website :

8b. Staff at RC/SC

Coordinator

Name :

Designation :

Qualification and experience :

No. of Staff:

Permanent staff :

Temporary Staff :

Part time :

Full Time :

Academic Counsellors:

Name

From Host

Institution/Other

Designation with

qualification and

experience

Subject For which programme

Nature of employment Permanent/ Adhoc-Part time/Full

time

Whether trained for Academic

Counselling or not

9. Building Structure: Area available ---------------------- sq mtrs. If not, will be made available by -------------------------- date. Building structure can accommodate. - Academic Staff and their activities - Administrative staff and their activities - Storage of SIMs - Studio - Counselling Rooms - Library - Information Centre - Canteen - Any other

10. Total Area available land (in Sq.Mtrs.) :

11. Computerisation (LAN/WAN) : - Configuration and capacity - For admission, etc - No. of operators - Internal Assessment - Administration - Accounts - Library - Feedback Reports from SCs/RCs - Other

12 Administrative Staff

Name Designation Nature of Duties

Nature of Employment

Permanent/Ad-hoc/Full

time/Part time

Date by which the

appointment will be

made (in case of

vacancies)

Whether trained or

not

13. Financial Resources • from state government • fees • DEC grants • Other sources • Project fund

14. Vocational/Professional/Technical programmes

14a. Check List - Curriculum - SIMs - A/V Cassettes - Qualification and experience of counselors - Trained/Not trained - Laboratories with equipment (list} - Academic counseling - Details of practicals planned/ being done - Internal Assessment - Project Report, if any and its evaluation - Radio Counselling - Teleconference - Advisory Committee/Task Force – list and nature of responsibility - Any other relevant information - Student Handbook (programme – wise) - Study Centre/Work Centre (location and other details)

14b. Any other relevant information:

SIGNATURE OF THE AUTHORISED OFFICER (WITH SEAL)