Conduct of maritime courses using Virtual classes / Live Video sessions

DIRECTORATE GENERAL OF SHIPPING, MINISTRY OF SHIPPING,GOVT. OF INDIA, MUMPAI TRAINING BRANCH Ref : QMS 7.0 .r'. r, _r- IS / ISO Clause No. 7.1 -.S :" ,. '/l.a 1 ' j-i- +, Conduct of maritime courses using File No. \| TR/CrR/6(1)l2o2o **** Virtual classes / Live Video sessions r,M*' F{rl- iwf,] f,1 Approved by DGS Circular No. : 19 of 2020 : Dated 18.05.2020 Director General of Shipping, GoI 1. Whereas the "standards of Training, Certification and Watchkeeping for seafarers" (STCW) 1978 Convention as amended, requires maritime administration to control, monitor and supervise the Maritime Training Institutes (MTI) approved for conducting the maritime courses. ) Whereas the said Convention also requires the maritime administration to approve the maritime courses conducted by Maritime Training Institutes. 3. Whereas the said Convention additionally required that the seafarers I candidates are imparted training and assessed for the stated competency. 4. Whereas the provision of distance leaming and e-learning for training seafarers as contained in Section P,-116 of STCW 1978, (as amended) allows for the training of seafarers by distance learning and e-learning in accordance with the standards of training and assessment set out in Section A-116 of the said Convention. 5. Whereas the maritime courses were suspended by the Directorate vide DGS Order No. 02 of 2020 dated 16 Mar 2O2O and DGS Order No. 05 of 2020 dated 23 Mar 2O2O respectively owing to the pandemic COVID 19. The pandemic COVID 19 has disrupted the delivery of training programs' 6. Whereas the Directorate vide DGS Training Circular No. 16 of 2020 dated24 Apr 2020 issued Guidelines for conducting courses using Virtual Classes / Page 1 of15Live Video Sessions for the Theory / Lecture part of the curriculum and for seeking Readiness Confirmation from the MTIs, faculty and candidates. 1 Whereas a large number of training institute have expressed their readiness and willingness to resume and conduct courses through virtual classes/Live video sessions. 8. Having reviewed the prevailing circumstances with respect to the threat and spread of covlD 19, and having due regard to the orders and Advisories issued by the Ministry of Home Affairs (MHA) and the Ministry of Health and Family welfare (MoHWF), it has been decided that all the Maritime Training Institutes, will be permitted to conduct some of the courses though Virtual classesllive video sessions as per Guidelines provided in Section B- I/6 of the STCW Code as amended. 9. The Maritime Training Institutes (MTIs) conducting long duration pre-sea courses and Competency courses for the Nautical and Engineering Discipline of are hereby permitted to conduct the Theory/Lecture part of the curriculum these courses through Virtual classes/Live video sessions subject to compliance with the following conditions: 9.1. The approval for conducting maritime courses using Virtual Classes / Live Video sessions (VC / LVS) is granted only to the Maritime Training Institutes (MTI) already approved by the Directorate and only for the Theory / Lecture part of the curriculum. The Virtual classes can be conducted only for the courses intake capacity and the batch frequency already approved. These classes will first cover the batches whose training have got disrupted mid-way due to the suspension of classes. 9.2. As and when the situation improves, the candidates will have to attend the remaining part of the course as applicable at the DGS approved Maritime Training Institute, where they have enrolled and from the MTI which Page 2 of15uploaded their batch details on the E-Governance system of the DGS. Any training imparted to other unauthorized students shall not be counted for any purpose whatsoever. 9.3. The Theory/Lecture part of the curriculum would include faculty centred delivery explanation of concepts, methodologies, steps and calculations for numericals, etc. Tools such as smart board or similar, presentations, training videos and animation may be used during the Theory / Lecture session. 9.4. No pre-recorded lectures of the faculty will be allowed as a replacement for Virtual Classes/Live Video Sessions. However, the MTIs can make available, before or after the session, content / media as they deem appropriate that will make the Theory / Lecture class more effective. 9.5. The period when the maritime competency courses were suspended by the Directorate vide DGS Order No. 02 of 2020 dated 16 Mar 2020 and DGS Order No. 05 of 2020 dated 23 Mar 2020 respectively owing to the pandemic COVID 19 will be treated as "lost timeftrolidays" and will not be counted as part ofthe calculation for the duration of courses. 9.6. All MTIs must complete the Theory / Lecture part of the curriculum for their existing batches prior to starting a new batch. MTIs can utilize Saturdays and Holidays to make up for the lost time. l0 Requirements for conducting maritime courses using Virtual Classes / Live Video sessions (VC / LVS) l0.l General requirements / 10.1.1 The MTIs shall ensure that the Virtual Classes Live Video Sessions conducted for the theory / lecture part of the maritimecourse is suitable for the selected objectives and training tasks to meet the competence level of the subj ect covered. Page 3 of1510.1.2 The MTIs shall have clear and unambiguous instructions for the trainees to understand how the programme operates. / r0.r.3 The MTIs shall ensure that the Virtual Classes Live Video Sessions provide leaming outcomes that meet all the requirements to provide the knowledge and proficiency ofthe subject. 10.1.4 The MTIs shall provide professional tutorial support through telephone, intemet, video call or other digital means. 10.1.5 The MTIs shall advise students on the requirements for the Virtual Classes / Live Video Sessions with relation to safety and etiquettes to be followed. 10.1.6 The Virtual Class / Live Video Session should be provided in common information formats which offers flexible sharing of both the format and the data on world wide web / intemet, etc. 10.1.7 The MTIs shall take due care to ensure the integrity and security of the systems that are being utilized. 10.1.8 The MTI shall be solely responsible for all matters related to Intellectual Property Rights (IPR) including protection of such property and any other property. 10.2 Digital Infrastructure requirements 10.2.1 The MTIs shall ensure that the digital infrastructure meets the functional requirements for the conduct of Virtual Classes / Live Video Sessions. 10.2.2 The MTIs shall take due care that systems used should be secured from tampering and attempts to hack into the system. 10.2.3 The MTIs shall ensure availability of necessary technical support to conduct every class. 10.2.4 The MTIs shall set up every class with its unique Class or Session ID and password or equivalent system. pL Page 4 of 1510.2.5 The MTI shall incorporate any recommendations / changes including but not limited to any of the IT Systems / Digital data, records submissions, processes, as deemed fit by the Directorate. 10.3 Quality Systems Each MTI shall formulate and issue / amend policies, guidelines, procedures including the Quality Systems for faculty and students for the conduct of / Virtual Classes Live Video Sessions. These shall also include in-class netiquette for Faculty and Students. 10.4 Capture, Transmission, Storage and Records 10.4.1 Every class should be recorded and the stored videos should be maintained by the MTI for access by the students and the Directorate for the duration ofthe course and 1 yearthereafter. 10.4.2 The digital system (admin) logs as generated by the Virtual Classes / Live Video Sessions should be compiled after every class. All such logs should be maintained and archived by the MTI for the duration of the course and 5 years thereafter. 10.4.3 All the capture, transmission and storage of data, records and submissions shall be automated. All records such as feedback, attendance, assessments, digital system logs, grievance redressal, etc. shall be maintained by the MTI in digital format. 10.4.4 The MTI shall also maintain digital records for all sessions taught (including breaks) per faculty mapped to the topic/course, all hours completed by the students with respect to the Theory/Lecture classesand faculty load matrix for a period of five years. Page 5 of 1510.4.5 The MTI shall maintain digital record of verification of documents, admission, and fee collection for students for enrolments. 10.5 Feedbackmechanrsm The MTI shall ensure that digital means is available for faculty and candidates to provide feedback for the conducted maritime course. 10.6 GrievanceRedressal Existing procedures for Grievance Redressals (including those for Female seafarers) shall be followed. 10.7 The Directorate will, on a continuous basis, analyzelexamine the transmission and storage of data, records and submissions, including system logs, and other records such as feedback, attendance, assessments, digital system logs etc., for various purposes such authenticity/verification, level of digitalization, automation and standardization of processes of the IT system, VC/LVS system, etc. 11 Training and Familiarization 11.1 The MTIs should organize a Training session for their Faculty on the netiquettes, use of technology and tools and techniques for better course delivery for these VC/LVS and should include a minimum of one practice session for each faculty which shall be peer reviewed by faculty and by representatives of industry associations. MTIs will maintain a digital record of all faculty training and review. ll.2 A familiarization session should be held with all the students on Course netiquettes and decorum.MTls will maintain a digital record of all student w familiarization. Page 6 of l5ll.3 The MTI agrees that it shall have to undertake any course/ action related to the qualifications / certifications of the faculty engaged with the VC/LVS for the Theory/ Lecture part of the maritime courses as deemed fit by the Directorate. 12 Admission procedure l2.l The existing procedure of uploading batch details, etc. shall be strictly followed. 12.2 The MTI shall use digital methods for the verification of documents for students for enrolments. The MTI should keep a digital record of all such processes. 12.3 The MTI shall use digital methods for registration and fee collection for new enrolments. The MTI should keep a digital record of all such processes. l3 Conduct of maritime course using VC / LVS l3.l The MTIs shall be responsible to desigVredesign the content, presentation material/content and methodology to make it effective for the digital medium and for better student engagement. L3.2 The MTIs shall send one dedicated class or session access link / invite to training-dgs@nic.in or a designated mail ID/link. This meeting access link / invite will be used for monitoring the class or session and may also be used by the Directorate or their designated officials tojoin the class or session with authorized status. 13.3 The MTIs shall only allow authorized persons to join the classes. MTIs shali not invite any others to the Virtual Class/Live Video Session other than those enrolled and approved to attend the course. Page 7 of 1513.4 The MTI shall conduct only the Theory / Lecture part of the curriculum of the maritime competency course using the Virtual Class / Live Video Session. The number ofhours to be dedicated for theory /lecture part ofthe curriculum is mentioned in the respective maritime course guidelines issued by the Directorate. 13.5 The duration of a maritime course in terms of number of days may be reasonably extended in order to comply with the requirement of number of hours specified for the Theory / Lecture part of the curriculum using VC/LVS for a maritime course. 13.6 The MTI shall conduct a maritime course using the Virtual Class / Live Video Session for a maximum period of six hours in a day. The MTI shall spread these six hours from 8 AM to 8 PM to provide for breaks for the faculty and the candidates. In any case, the duration ofone lecture should not exceed 45 minutes without break. 13.7 The permanent or the visiting faculty shall be allowed to teach for a maximum of 24 hours in a week. However, the maximum number of teaching hours for a faculty shall not exceed 4 hours in a day. 13.8 Existing guidelines with respect to uploading time-table, attendance, certification, holidays, and those which are not specifically addressed in these guidelines shall remain applicable.The MTI shall ensure that student and faculty attendance is kept via the use ofthe 'live' video feed / audio feed that will be taken during every class or session. Evidence of such attendance shall be available/ stored by the MTIs for a period of 5 years. The Centralized Attendance System (CAS), when available in on-line mode, shall be used to authenticate the credentials ofthe candidate and faculty. f3.9 Due consideration shall be given to the students who face issues to access the to VCi'I-VS due intemet access, intemrptions, network congestion or bandwidth issues. All such intemrptions should be logged by the MTI. The MTI shall have a provision for the students to access the recordings Page 8 of 15Theory class and provide/ arrange for assistance to such candidates. The MTI shall maintain a digital record of the "missed time period" and the "catch up time period" for such students. The MTI shall ensure that the candidates are made aware of the attendance requirements for a maritime course' 13.10 The MTI shall use IT Systems of their own choice, for the conduct of Virtual Classes/ Live Video Sessions (VC/LVS). The MTI shall make available for verification, the digital records or any other records for access by the Directorate. tl Control measures l4.l The Maritime Training Institute should submit a DECLARATION as in Annexure II to this circular prior to starting virtual classes/live video sessions. 14.2 Any deviation from the stated requirements in this guideline, or any recommendations that are issued by the Directorate from time-to-time, shall be treated as major non-conformity and shall warrant strict disciplinary action. In case of doubt, the MTI is advised to seek clarification from the Directorate prior implementing. 14.3 Strict disciplinary action like immediate withdrawal of all granted approvals will be taken against the MTI if the MTI has falsified any records or misrepresented any facts. 14,4 Strict disciplinary action like blacklisting for a period up to five years may be initiated against Trustees, Principal and faculty for falsif,ing any records and issuing certificates without conducting the course. 14.5 Strict disciplinary action like cancellation of CDC, COC and INDOS number for a period up to five years may be initiated against candidates for claiming attendance through incorrect means and acquiring course certificate. Page 9 of 15l5 This Training Circular supersedes DGS Training Circular No. 16 of 2020 dated24 Apr 2020. 16 This Training Circular enters in to force with immediate effect. t7 This issues with the approval of the Director General of Shipping, Govt. of 1r'22 IAshish Deputy Director General of Shipping Page 10 of l5ANNEXURE.I DECLARATION OF THE MARITIME TRAINING INSTITUTE ON COMPLIANCE REQUIRED FOR CONDUCTING MARITIME COURSES USING VIRTUAL CLASSES / LIVE VIDEO SESSIONS The MTI shall fully complete the checklist below and e-mail a scanned signed pdf copy to training-dgs@,nic.inbefore starting conduct of maritime courses using virtual classes / live video sessions. Checklist Name of MTI: MTI Number: Item Details Check for compliance (yes/no) Digital MTI has completed the Digital Readiness Readiness Confirmation on the link rttr- http:l 1220. 1 5 6. 1 88. 1 83 :443 I MTI has asked its Faculty to complete the Digital Readiness Confirmation on the link ,443l&gqlU_ http:l 1220.156. 188. 1 83 MTI has asked its students to complete the Digital Readiness Confirmation on the link http,l 1220. I 56. 1 88. 1 83 :443lstudent MTI confirms that its Faculty for conducting YC ILVS has access to a desklop / laptop or a suitable device with a camera and a broadband internet connection MTI has ensured that the Virtual Classes / General Live Video Sessions are suitable for the requirements selected objectives and training tasks to meet the competence level for the subject covered. MTI has designed/redesigned the content, presentation material/content and methodology to make it effective for the dieital medium and for better student I \ Page 11 of15 \Item Details Check for compliance (ves/no) engagement. Digital MTI has Digital infrastructure that meets the Infrastructure functional requirements for the conduct of requirements Virtual Classes/ Live Video Sessions MTI has ensured that systems used are secured from tampering and attempts to hack into the system. MTI shall ensure that only enrolled and approved authorized persons are allowed to joir/ attend the Virtual Classllive Video Sessions classes/sessions. MTI has availability of necessary technical rt to conduct every class. MTI will ensure that all classes/sessions have their unique class or session ID and password or equivalent system. Capture, MTI will ensure that every class shall be Transmission, recorded and the stored videos shall be Storage and maintained for access by the students and the Records Directorate for the duration of the course and I year thereafter. The digital system (admin) logs as generated by the Virtual Classes / Live Video Sessions should be compiled after every class and submitted to training-dgs@nic.in or a designated mail ID/link at the end of each day. All such logs should be maintained and archived by the MTI for the duration of the course and 5 years thereafter. All the capture, transmission and storage of data,records and submissions shall be automated. All records such as feedback, attendance, assessments, digital system logs, etc. shall be maintained by the MTI in digital format that is accessible by the Directorate The MTI shall incorporate anY recommendations/ changes including but not limited to any of the IT Systems/ Digital data, records submission Page 12 of 15Item Details Check for compliance (yes/no) deemed fit by the Directorate. Feedback MTI shall ensure that digital means are mechanism available for faculty and candidates to provide feedback for the conducted maritime course. Grievance MTI shall ensure that existing procedures for Redressal Grievance Redressals (including those for Female seafarers) shall be in place. Faculty MTI shall ensure that a training session for Training Faculty on the netiquettes, use of technology and tools and techniques for better course delivery for VC/LVS to be conducted and should include a minimum of one practice session for each faculty which shall be peer of reviewed by faculty and by representatives industry associations. MTIs will maintain a digital record of all faculty training and review. Student MTI shall ensure that a familiarization Familiarisation session should be held with all the students (4.2) on course netiquettes and decorum. MTIs will maintain a digital record of all student familiarization. MTI shall use digital methods for the Admission verification of documents for students for procedure enrolments. The MTI shall keep a digital record ofall such processes. MTI shall use digital methods for registration and fee collection for new enrolments. A digital record of all such processes shall be kept. The MTI shall, at the time of grant of provisional approval, use IT Systems of their Conduct of own choice, for the conduct of Virtual maritime Classes/ Live Video Sessions (VC/LVS). The courses using MTI shall make available for verification, the VC/LVS digital records or any other records for access by the Directorate. Page 13 of15UUs are required to send one dedicated class or session access link/invite to training- des@nic.in or a designated mail ID/link. This meeting access link/invite will be used for monitoring the class or session and may also be used by the Directorate or their designated officials to join the class or session with authorised status MTI shall ensure that student and faculty attendance is kept via the use of the 'live' video feed / audio feed that will be taken during every class or session. Evidence of such attendance shall be available/ stored by the MTIs for a period of 5 years. The CAS system, when available in on-line mode, shall be used to authenticate the credentials of the candidate and facul Submission of MTI conhrms that it will submit the documents following documents bY 25 MaY 2020: (i) Combined Faculty (full-time and visiting) Load Matrix for the courses planned to be conducted during the validity period of the provisional approval and List of courses for which the MTI is seeking provisional approval (To submit - please click on the link http : I I 220. 1 5 6. 1 8 8 . 1 83 : 4 43 I mti - faculty- I o ad- matrix) (ii) Detailed Teaching Syllabus from the MTI's latest audited QMS system (To submit - please click on the link http://220. 1 56. 1 88. 1 83 :443lmti-courses) MTI shall abide by all applicable laws. Comments, if anY: Page 14 of 15List of the courses for which the MTI will be conducting virnral classes/live video sessions for the theory/lecture part of the curriculum: SNo Course ID Name of the Course I hereby declare that all the confirmations of compliance made in this checklist are true and complete. Any changes shall be informed to the Directorate immediately. Signature of the Principal/Flead of the MTI: Name of Principal/flead of the MTI: Date: Page 15 of15