Application Review Timeline

• Acknowledge and reply to every new POD application within 3 working days.
• Follow a systematic review using the rejection categories below to ensure consistency and transparency.

I. Reasons for Direct Rejection (Status: Closed — No Reapply)

These are non-negotiable. If any point is true, close the application and do not allow reapplication.

1) Credibility and Eligibility

• The applicant is linked to a blacklisted POD, individual, or organisation.
• The application came via a blacklisted or banned reference or recommendation.
• NGO not registered with a recognised Government authority.

2) Infrastructure and Facility

• Inadequate infrastructure: cannot provide tables, chairs, or electricity.
• Insufficient space: proposed lab is less than 200 sq ft.
• Unsafe environment: open wiring, structural damage, poor ventilation.

3) Transparency and Presence

• No digital presence at all (no website and no social media).
• Visibility of Work on the website, or ask for the NGO profile
• Third-party application on behalf of another NGO or school (we only deal with the implementing organisation).

4) Procedural Non-Compliance

• Refuses MOU terms and conditions.
• Refuses vacation teaching (school will not run computer classes in vacation periods).
• Document delay: fails to submit requested documents within 10 working days (2 weeks).

Send a firm, polite email with the reason and note that reapplication will not be considered. Record Application ID/Date, Closed, reason, reviewer name, and follow-up date.

II. Reasons for Rejection (Reopen Possible)

Temporary rejection; applicant may reapply after fixing these issues.

1) Incomplete or Vague Proposal

• No clear objective or mission.
• No measurable expected outcomes.
• Vague answers to key questions (for example, “Why open an Apni Pathshala POD?”; “What support do you expect from Apni Pathshala?”)

2) Enrollment Concerns

• Planned initial reach is fewer than 30 students.
• Only the above primary section can collaborate with apni pathshala 

3) Address/ID Gaps

• Incorrect or undeliverable postal address.
• Missing Aadhaar or PAN.
• No address proof for the POD location (Electricity Bill, Rent Agreement, GST Certificate).

4) No Response

• The applicant missed the given deadline.

Action & Log: share specific feedback and give 1 week to revise and resubmit. Record status as Reopen, reason, reviewer, and follow-up date.

III. Hard Rejection Rules (Automatic — Fast Track)

1. The curriculum is only basics (mouse or keyboard, typing, very basic Word, Excel, or PowerPoint), and there is no plan for projects, no AI or no-code or coding, and no career exposure.
2. No demo class video of 10–15 minutes, or the demo only shows button-clicking without a real outcome.
3. No 12-week timetable, or the timetable lists only “basic computer” topics.
4. No proof of demand (Add list of students’ data).
5. Teachers cannot commit at least 20 hours per week, or there is no named backup.
6. No response within 48 hours during the 48-hour approval window.

IV. Minimum Teaching Standard (Must-Have to Pass)

• Every POD must conduct one assessment session each month with their students.
• This monthly assessment is mandatory and must be reported in the regular submissions.
• Teacher capability (demo video): The  teacher builds a complete small output and explains it clearly 
• Reporting and communication: weekly report every Saturday by 3:00 p.m. and monthly summary by the 3rd day of next month, in the required formats; respond within 24 hours to calls or messages. Repeated failure leads to a warning (yellow), a warning (red), suspension, and PC retrieval.

Process Steps (Your Given Structure)

Step 4: Share the Proposal Document

• Actions: send the Proposal Document (questionnaire) on vision, expected students, previous experience, type of computer training, and long-term plans; deadline 1 week.
• Checks & red flags: use “Matrix of New PODs” to catch unrealistic numbers, copied content, and vague answers.
• Outcome: acceptable → Step 5 (KYC); not acceptable → reject with reason.

Step 5: KYC Verification

• Actions: collect NGO/Individual details, Owner’s Aadhaar, NGO registration (if NGO), and POD address proof; deadline 1 week; send reminder if delayed.
• Checks & red flags: Aadhaar clear and valid; registration matches proposal; address real (maps check).
• The lease date of all tenants must be reviewed regularly to ensure compliance with the agreement. This review should be carried out before renewal or termination
• Outcome: complete → Step 6 (Meet); incomplete → corrections requested.
• Log: record dates sent/received, issues, and decisions.

Step 6: Google Meet Verification Call

• Actions: schedule Meet with the POD Owner, Computer Teacher, and Program Coordinator; offer 2–3 time slots; ask: why POD, who teaches, age group (above 14 years), community problem, one-year enrollment, attendance plan, subjects/tools; explain the POD model and Apni Pathshala support; ask for the next-year plan. 
• POD Admin must ask 10 basic questions during the first review (e.g., about the organisation, age group of students, expected student numbers, team members, dedicated teacher and weekly availability, own funding or organisation funding, space type, training plan, and long-term outcomes). Answers must be checked against the New POD Matrix for approval or rejection.
• MOM (Minutes of Meeting), along with the Question Bank responses, must be prepared and shared with the team on the same day of the meeting.
• Checks & red flags: if online presence is weak, request NGO profile, past year activities, photos/videos, success stories; if anything is fake/inconsistent, close as “Closed – Mismatch in profile”.
• Outcome: satisfactory → Step 7 (Lab Setup); otherwise, reopen once or close.
• Log: meeting date, attendees, decisions.

Step 7: Lab Setup Confirmation

Owner: Verification Lead

Inputs: Meet passed.

• Actions: request lab video showing tables/chairs, electrical board and switches, full room view.
• Checks & red flags: no earthing issues; no loose wires or open switches; adequate light and ventilation; space not less than 200 sq ft.
• Outcome: safe and complete → Step 8; else corrections and hold.
• Log: save video link and checklist result.

Step 8: Track All POD Progress in Master Sheet

• Actions: maintain “New PODs Data” with Applicant name, Location, Date, Status stages, Final result, Reason for rejection (if any), Pending items.
• Outcome: up-to-date dashboard for Core Team.
• Log & SLA: update weekly; each status change records date and reviewer initials.

Step 9: Signing the MOU with the POD (Final Step)

Inputs: Meet and Lab Setup passed.

• Actions: Core Team decision in 2–3 days; prepare MOU (POD name, number of computers, date, authorised signatures); send instructions: read fully, do not edit, sign and return.
• Checks: if any clause is altered or removed, do not proceed.
• Outcome: signed MOU → forward to Computer Department for shipment; POD unboxes, tests all units, submits QC Report within 24 hours; report any damage immediately.
• Log & SLA: save signed MOU, shipping request, QC link; MOU prep within 2 working days of approval; ship request same day as verification.

Mandatory Approval Clause

Approval is provisional for 90 days. It will be withdrawn if the centre restricts learning to basic computer operations and does not deliver project outcomes, provide exposure to advanced or emerging digital skills (for example, AI, no-code, coding, data or equivalent), or maintain public evidence of learning (such as portfolio links, demo videos, or comparable proof). In addition, approval may be withdrawn for repeated non-compliance with reporting timelines (weekly by Saturday 3:00 p.m. and monthly by the 3rd day of next month ), failure to conduct and report the required monthly student assessment, failure to respond to official communications within 24 hours, unsafe or incomplete lab conditions, refusal to permit audits or verification calls, misrepresentation of information in any submitted document, unauthorised relocation or commercial misuse of the provided computers, or failure to report damage within 24 hours of delivery. On breach, Apni Pathshala will suspend the POD and arrange the retrieval of computers within seven days.

Documentation Record (for every decision)

• Application ID / Date
• Status/Type (Closed / Reopen / In Process)
• Reason for decision
• Reviewer name
• Follow-up date