Apni Pathshala VED | Standard Operating Procedure

Target Audience: POD Leaders, Coordinators, & Trainers
Platform: Apni Pathshala VED

Purpose

This SOP guides POD Leaders through the process of filling out and submitting Weekly Insights on the Apni Pathshala VED platform. These logs capture essential data regarding weekly attendance, teaching hours, curriculum coverage, student engagement, PC complaints, and operational challenges.CRITICAL REQUIREMENT: Weekly Insights are mandatory. The system requires at least one approved Weekly Insight for a given month before allowing the submission of Monthly Insights for that period.

Accessing the Platform

1. Log in to the VED portal at https://ved.apnipathshala.org/login.
2. Navigate to the left sidebar and select Weekly Insights under the Reporting section.
3. Click the “+ Submit Weekly Insight” button located at the top right of the page.

Operational Guidelines

1. Reporting Window & Deadlines

• Frequency: Submissions should occur every Friday evening or Saturday at the end of the POD’s operating week.
• Eligibility: Leaders can submit for the current week and any previous weeks that have been unlocked by a POD Admin.

2. Draft Auto-Save Functionality

• The form utilizes real-time auto-saving. If the browser is closed or navigation occurs away from the page, progress is restored upon return.
• Drafts are automatically cleared once the final submission is successful.

3. POD Status Selection

• Active POD: Select this if classes were conducted during the week. All 5 form sections must be completed.
• Inactive POD: Select this if the POD was closed (e.g., holidays, maintenance, or emergencies). This disables Sections 2 through 5, requiring only a comment explaining the inactivity.

Step-by-Step Form Instructions

Section 1: Period & POD Status

• Select POD: Automatically selected for single-POD managers; others must select the specific POD.
• Select Reporting Week: Choose the Monday start date of the operating week. The end date is calculated automatically.
• Submitted By: Enter your full name (e.g., Person).
• POD Status: Mark as Active or Inactive.
• Comment on POD Status: Provide operational context or reasons for closure.

Section 2: Weekly Activity Overview (Active PODs Only)

• Average Student Count (Daily): The typical daily attendance for the week.
• Active Days: Number of days classes were physically held (0–7).
• Total Classes & Hours: Total sessions conducted and cumulative instructional hours (decimals allowed).
• Topics Covered: Detailed list of subjects, software (e.g., MS Word, Canva), or skills practiced.
• Key Achievements: Notable milestones or standout student performances.

Section 3: Learning Feedback & Support

• Engagement & Satisfaction: Rate student engagement (Low to Very High) and your own satisfaction (1 to 5 stars).
• Assignments: Indicate if projects were completed and provide details.
• Learning Resources: Check applicable boxes (LMS, YouTube, Printed Worksheets, etc.) and comment on their effectiveness.
• Assessments & PC Complaints: Report any tests conducted and link to existing or new complaint tickets for hardware issues.

Section 4: Challenges Faced

• Attendance Issues: Identify causes such as festivals, exams, or personal work from the dropdown.
• Operational Hurdles: Check all applicable challenges (Technical, Connectivity, Syllabus speed).
• Action Taken: Provide specific details on how challenges were addressed.

Section 5: Evidence & Media Uploads

• Required Photos: Upload 2 to 4 clear images showing students working, whiteboard sessions, or attendance registers.
• Optional Media: Upload video clips (max 500 MB) or provide external links to Google Drive/YouTube.

Report Workflow & Statuses

Status	Description
DRAFT	Progress is saved but not yet sent for review.
SUBMITTED	Report is pending review by the POD Admin.
APPROVED	Report is accepted; data is aggregated for Monthly Insights.
NEED EDIT	Admin requested changes. Read feedback, revise, and resubmit.

Common Mistakes to Avoid

1. Inconsistent Data: Marking a POD as “Active” but entering 0 “Active Days”.
2. Generic Comments: Using single-word entries like “Good” in required comment fields.
3. Unlinked Complaints: Selecting “Yes” for PC Complaints without linking a ticket.
4. End-of-Month Batching: Delaying weekly reports until the end of the month, which stalls Monthly Insight approvals.

Support

• Technical Assistance: Click the “Request Support Call” button on the form.
• Operational Queries: Contact your assigned POD Manager via the Complaints & Issues or Communications modules.