**Executive Summary**
This training circular from the Directorate General of Shipping, Govt. of India, issued on November 2, 2018, outlines new online procedures for Maritime Training Institutes (MTIs). The circular addresses issues with the previous system, including difficulties in data entry, numerous errors in candidate information, and a lack of standardized certification numbering. This circular supersedes Training Circular No. 3 of 2011 and is effective immediately.
**Key Points / Main Content**
* **Online Procedures Introduced:**
* Upload candidate details of a batch of a maritime course.
* Withdraw candidate details from a list of an uploaded batch of a maritime course.
* Obtain system-generated certificate numbers for candidates who successfully complete a course.
* Upload a complete faculty load matrix.
* Upload a classroom utilization matrix.
* **General Steps for All Procedures:**
* Visit the DGS website: www.dgshipping.gov.in
* Go to the "e-Governance" tab and click on "e-governance."
* Login with user ID and password provided by DGS.
* **Uploading Candidate Details (Batch Details):**
* Go to the "Training" Module link and then the "Submit details" tab.
* From the dropdown list, click on “Batch Details”(New).
* Enter data in the required fields.
* Enter INDoS numbers separated by commas in the "INDoS Number" field. The system shall not count the INDoS number which is not separated by a comma.
* Ensure data accuracy and click "Continue."
* Verify details and click "Submit."
* An acknowledgement will be generated on successful submission of the batch details.
* **Withdrawing Candidate Details:**
* Go to the "Training" Module link and then the "Submit details" tab.
* Select the name of the course, batch start date, and batch ID, and then click on "View Batch Details".
* Select the "Withdraw" option if the candidate has not successfully completed the course, and click "Submit".
* **Obtaining System Generated Certificate Number:**
* Go to the "Training" Module link and then the "Submit details" tab.
* Select the name of the course, batch start date, and batch ID, and then click on "View Batch Details".
* Click on the “Generate Certificate number" option to issue a system generated certificate number for candidates who have successfully completed the course.
* The institute shall mention the system-generated certificate number in the certificate issued to the candidate and shall not give any other certificate number to the certificate.
* **Uploading Faculty Load Matrix:**
* Go to the "Training" Module link and then the "Submit details" tab.
* Go to the "Upload Documents" link and then to the submit details.
* Download the blank template available in the third instructions for "Faculty Matrix”.
* Upload the file in .pdf format.
* **Uploading Class Room Utilization Matrix:**
* Go to the "Training" Module link and then the "Submit details" tab.
* Go to the "Upload Documents" link in the “Profile New” menu.
* Download the blank template available in the third instructions for "Class room utilization matrix".
* Fill the data in the downloaded blank template.
* Upload the file in .pdf format.
**Impact Analysis**
**Stakeholder: DGS Approved Maritime Training Institutes (MTIs)**
* **Impact**: MTIs must implement the new online procedures for submitting candidate details, processing withdrawals, generating certificate numbers, and uploading faculty and classroom matrices.
* **Action Required**: MTIs need to familiarize themselves with the new online procedures, train their staff on the updated system, and ensure compliance with the prescribed steps for all relevant processes.
Key Entities Referenced
Directorate General of Shipping: The issuing authority responsible for maritime affairs.
Maritime Training Institute (MTI): The entity conducting the maritime training courses that are the subject of this circular.
Training Circular No. 3 of 2011: The circular superseded by this new circular, indicating a change in procedure.
IndoS: Indian National Database of seafarers.
DIRECTORATE GENERAL OF
IS/ISO Clause No.7.1
SHIPPING. GOVT.OF INDIA'
MUMBAI
SutSect: Online Procedure for F. No.
Ref.: QMS
batch details, withdrawals,
rR/CIR/6(7]l12018 of
7.O certification, uPloading of
TRAINING BRANCH
faculty load matrix and class
Page 1 of 4
room utilization matrix.
Issued by the
Director
General of
Training Circular No. of
Shipping &
2018 z O2.11.2O18
SecretarY to
the Govt. of
India
1. Whereas the online procedure for entering batch details of a maritime course
conducted at Maritime Training Institute (MTI) existed as per DGS Training
Circular 3 of 201 1.
2. Whereas the existing system required lot of data entering to be completed prior
-,, the commencement of a maritime course and MTI's were finding it difficult to
upload the entire data of the candidate within the stipulated time.
3. Whereas numerous errors were noted relating to candidates name, date of birth,
Indian National Database of seafarers ( INDoS) number, continuous Discharge
certificate (cDC) number, Passport number, commencement and end date of
maritime courses, Date of issue of certificate'
4. Whereas voluminous requests were received at the Directorate for corrections in
certificate consuming lots of resources, time and energr.
5. Whereas the candidates undertaking maritime courses were subjected to
difficulties related to discrepancies in the certificate and were helpless in
pursuing correct certification.
6. Whereas the certification numbering system across MTIs was not standardized.
Page 1 of 47'Notingthatthee-governancesystemoftheDirectoratehasmadetremendous
improvement receritly and is now capable of hand'ling data' Noting that the
Systemsarenowdevelopedtointer-relatethecapturedata.
8. Noting that the Directorate is keen to take steps to facilitate ease of business'
9. The Directorate has now developed the following online procedures'
g.1 online procedure to upload candidate details of a batch of a maritime
course.
Stepl:GotoDGSwebsiteatwww'dqshippins'qov'in
Step 2: Go to E-governance tab and click on "e-governance"'
Step3:LoginwithuseridandpasswordprovidedbyDGS.
Step 4: Click on "Training" Module link and go to "submit details" tab'
step 5: From the drop down list, click on "Batch Detaiis"(New)'
Step 6: Enter the data in the requisite fields'
Step 7: ln the INDoS Number field, the INDoS numbers for all candidates
undertaking the particular maritime course must be entered' Each
INDoS number shall be entered separated by a comma (,). The
system shall not count the INDoS number which is not separated by
a comma.
Step g: Ensure that the entered data is correct in all respect and click on
"Continue".
Step 9: The system shall generate list giving Name, date of birth against each
INDoS numbers entered'
Step10: Verify the details and click on "Submit" tab to submit the batch
details.
Step 1: An acknowledgement will be generated on successful submission of
1
the batch details.
Page 2 of 4g.2 online procedure to withdraw candidate details from a list of uploaded
batch of a marltime course'
Stepl:GotoDGSwebsiteatwww.deshipping.eov.in
Step2:Goto..e-Governance',tabandclickone-governance.
Step3:LoginwithuseridandpasswordprovidedbyDGS.
step 4: click on "Training' Module link and go to Submit details'
step 5: Select name of course, batch start date and batch id and click on
"View Batch Details"'
Step 6: The details corresponding to the batch will be populated'
step 7: Select the option "withdraw" from the dropdown (provided under
,,Generate certificate number/ Withdraw") if the candidate has not
successfully completed the maritime course and click on submit'
g.3 online procedure to obtain system generated certiflcate number for
certiflcates to be issued to candiiate upon successful completion of course'
Stepl:GotoDGSwebsiteatwww'dsshippins'eov'in
Step 2: Go to "e-Governance" tab and click on e-governance.
Step 3: Login with user id and password provided by DGS.
Step 4: Click on "Training" Mod.ule link and go to Submit details'
Step 5: Select name of course, batch start date and batch id and click on
"View Batch Details".
Step 6: The details corresponding to the batch will be populated'
Step 7: Ctick,,Generate Certificate number" from the dropdown (provided
under,,Generate certificate number/ Withdraw") to issue system
generated certificate number for candidates who have successfully
comPleted the course'
Step 8: The system generated certificate number shall be mentioned in the
certificate issued to the candidate by the Institute. ( MTI shall not give
any other certificate number to the certificate)'
Step 9: An acknowiedgement will be generated for the certificate numbers
generated and a print of the report may b e taken for ready reference.
Page 3 of 4g.4 online procedure for uploading complete faculty load matrix'
Step 1: Go to DGS website at www.deshippine'gov'in
Step 2: GO to "e-Governance" tab and click on e-governance.
Step 3: Login with user id and password provided by DGS.
Step 4: Click on "Training" Module link and go to Submit details.
Step 5: Go to "Upload Documents" link and go to the submit details.
Step 6: Download the bank template available in the third instructions for
"Faculty Matrix".
Step 7: Upload the file in the.pdf format for faculty matrix.
9.5 Online procedure for uploading class room utilization matrix'
Step 1: Go to DGS website at www.deshippine.gov.in
,,e-Governance"
Step 2: GO to tab and click on e-governance.
Step 3: Login with user id and password provided by DGS'
Step 4: Click on "Training" Module link and go to Submit details.
Step 5: Go to "Upload Documents" link in the "Profile New" menu'
Step 6: Download the blank template available in the Instructions number
three for "Class room utilization matrix".
Step 7: Fill the data in the downloaded blank template.
Step 8: Upload the file in the.pdf format for class room utilization matrix.
10. This training circular supersedes the Training Circular No. 3 of 2011 and
shall come in to force with immediate effect.
1. This issue with the approval of the Director General of Shipping and Secretary
1
to Government of India.
\6
(Deependra Singh Bisen)
Asstt.Director General of Shipping
All DGS approved Maritime Training Institutes.
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