Apni Pathshala VED | Standard Operating Procedure

Version: v1
Creator: Tara singh Kharwad
Date: 13 Aug 2026

Purpose

This SOP guides POD Leaders through filling and submitting Monthly Insights (and IC Data) on the Apni Pathshala VED.

• Monthly Insights summarise your POD’s full-month activity, impact data, and achievements.
• IC Data is a separate impact-collection form submitted for specific periods.

The Two Report Types

1. Monthly Insights
   • Regular monthly report.
   • Requires at least one approved Weekly Insight for the month.
2. IC Data
   • Impact Collection data for specific periods (e.g. January–May).
   • Can be submitted independently.

How to Access

1. Log in to the Apni Pathshala VED.
2. Go to Monthly Insights from the left sidebar
3. Click “Submit Report” (or “+ Submit IC Data” if submitting IC Data).

Before You Begin

Eligibility Check

• Monthly Insights: You must have at least ONE approved Weekly Insight for the month you want to report. If no weekly insights are approved, the month will not appear in the dropdown.
• IC Data: No weekly report dependency — submit whenever the IC period is open or whenever an admin lets you submit.

Draft Auto-Save

The form auto-saves your progress. You can close and return — your answers are restored.

Step 1 — Select POD, Report Type & Month

1. Select your POD
   • Auto-selected, and you will not be able to change it if you manage only one POD.
2. Select Reporting Month
   • Only eligible months appear.
   • A month appears only if:
     • For Monthly Insights: at least one weekly insight is approved for that month.
     • For IC Data: the IC period is currently open.

Note: If no months appear, it means no approved weekly insights exist for any recent month. Go to Weekly Insights first and ensure your weekly insights are approved.

Part A — Monthly Insights (6 Sections)

Section 1: Details

Field: POD Name

• Auto-filled; cannot be changed.

Field: Coordinator Name

• Your name or the name of the person coordinating the POD this month.

Field: Reporting Month

• Selected from the dropdown in Step 1.

Section 2: Students & Learning

• Fields in this section are configured by your admin and may pull aggregated data from your approved weekly reports for the month.
• Review the pre-filled values from weekly insights.
• Correct any inaccuracies.
• Fill in any fields that require manual input.

Tip: The system pulls totals from your approved weekly insights automatically from the current month. Ensure your weekly insights have accurate numbers to get correct aggregates here.

Section 3: Impact Data

These four fields are always required.

Field: Academic Support to Students

• Number of students who received academic support (tutoring, curriculum help, school subject support) this month.
• Example: 15

Field: Job and Internship for Students

• Number of students placed in jobs or internships through or because of the POD.
• Write 0 if none.

Field: Student Skills Learned

• Number of unique students who learned a new skill at the POD this month (any skill: typing, MS Office, Canva, etc.).
• Example: 24

Field: Digital Literacy

• Number of students who showed progress in digital literacy (basic computer use, internet, email, etc.).
• Example: 40

Additional fields may appear here if your admin has configured them. Fill all required fields (marked with *).

Section 4: Achievements

Field: Key achievements

• Describe the biggest wins of the month — 2 to 3 standout stories or outcomes.
• Think: What would you be proud to share with the Apni Pathshala team?
• Example: “This month, 5 students completed their Canva certification. Pooja (18 yrs) got her first freelance design project. Class attendance hit 95% for the first time.”

Field: Success story (Optional)

• If you have an existing approved success story linked to this POD, select it from the dropdown.
• Alternatively, write a brief student achievement story in the text box.

Field: Student achievements

• Describe measurable student outcomes for the month.
• Example: “12 students improved their typing speed from below 20 wpm to above 30 wpm. 3 students passed their district-level computer exam.”

Section 5: Updates

• Share any updates, changes, or announcements related to your POD this month.

Examples:

• Change in POD timings
• New equipment received
• New volunteer joined
• Infrastructure issue resolved

Section 6: Additional Information (if visible)

• This section appears only if your admin has added custom fields.
• Fill in all visible fields as instructed.

Evidence / Attachments (Monthly Insights)

Field: Learning experience video

• Upload at least 1 video that shows a learning session at the POD.
• This is typically required for monthly submissions — check the form for the asterisk (*).

Field: Supporting documents

• Upload supporting evidence:
  • Attendance sheets
  • Certificates awarded
  • Printed resources
  • etc.

Field: Photos

• Upload photos from the month’s activities (limit depends on admin configuration).
• You can also pick from the Media Library — photos uploaded earlier in the month without re-uploading.

Part B — IC Data (5 Sections)

Submitted for specific impact collection periods (e.g. January–May 2026)

IC Data is submitted less frequently than Monthly Insights and covers a longer period. It captures detailed impact data about digital literacy, skill development, employment, and academic growth.

Section 1: Details

Field: POD Name

• Auto-filled, cannot be changed.

Field: Name of POD Coordinator / Trainer filling this form ★ REQUIRED

• Enter your full name — the person physically filling this form.

Field: Total unique students who attended the POD (all programs combined) ★ REQUIRED

• Count each student only ONCE, even if they attended multiple programs or sessions.
• Example: If 50 students attended Digital Literacy and 30 attended Skill Training, and 20 students attended both, the count is 60 (not 80).

Section 2: Digital Literacy

Field: How many students received a Digital Literacy Certificate? ★ REQUIRED

• Count only formally issued certificates (not just attendees or completions without a certificate).
• Write 0 if none were issued.

Field: How many first-time computer users were introduced to digital devices? ★ REQUIRED

• Count students who had zero prior computer experience before joining the POD.
• Do not count students who already knew basic computer use before arriving.

Section 3: Skill Development

Field: How many students completed skill-based training? ★ REQUIRED

• Count unique students who completed any skill training (Typing, MS Office, Canva, AI tools, etc.).
• Count by student, not by session.

Field: How many students received a skill-specific certificate? ★ REQUIRED

• These are separate from Digital Literacy certificates — e.g. Canva certificate, Typing certificate, MS Office Advanced, etc.
• Write 0 if none.

Field: Was any internship program conducted? ★ REQUIRED

• Select Yes or No.

If YES, an internship details field appears. Fill in the format:

Name of institution | Number of students | Duration | Skills taught

Example:

ABC Institute | 10 students | 3 months | Canva, MS Office

Section 4: Employment

Field: How many students got a job or government post selection? ★ REQUIRED

• Count only confirmed selections or joinings — not applications.
• A student “got a job” when they received an offer letter or joining confirmation.
• Write 0 if none.

Field: For each placed student, provide details (appears if placements > 0)

Fill one student per line in this format:

Name | Skills learned at POD | Organization / Post | Selection Board (if govt.)

Example:

• Pooja Rani | Typing, MS Office, AI Tools | HSSC Clerk Grade-III | HSSC
• Rahul Kumar | Canva, Digital Marketing | Local Agency | —

You may also share an Excel sheet as an IC Data attachment.

Field: What type of employment/opportunity was achieved? ★ REQUIRED

Select all that apply:

• Government exam selection (e.g. HSSC, SSC, Railway)
• Private sector job
• Freelance / self-employed
• Paid internship
• No placement from January to May 2026

Field: How many students are being trained with a specific government exam/job target? ★ REQUIRED

• Count students who are currently on a structured track for a government exam or job.
• Example: “15 students on Typing + MS Office track for HSSC/SSC.”
• Write 0 if none.

Field: Did the POD connect students to any job fair or placement drive? ★ REQUIRED

• Select Yes or No.

If YES, provide event details in this format:

Event name | Organizer | Number of students referred

Example:

Skill India Mela | NSDC | 25 students

Section 5: Academic Growth

Field: How many school students received academic/curriculum support? ★ REQUIRED

• Count students who received help with school subjects (Math, Science, English, etc.) at the POD.
• This is separate from digital skills — these are students getting tuition-type support.
• Write 0 if none.

Field: Which school subjects were supported? ★ REQUIRED

Select all that apply:

• Computer Science
• Mathematics
• Science
• English
• Hindi
• EVS (Environmental Science)
• Social Studies
• No academic support provided from January to May 2026

Field: How many students showed measurable academic improvement? ★ REQUIRED

• Count students with visible improvement: better test scores, teacher confirmation, or parent feedback.
• Write 0 if not tracked or not applicable.

Field: Notable student academic achievement ★ REQUIRED

• Mention any standout stories, exam results, or achievements linked to POD academic support.
• If none: write “None”

Example:

“Priya (Class 10) scored 85% in Maths after 2 months of POD support — up from 52%.”

IC Data Attachments

• You can attach up to 20 files as supporting evidence.
• Acceptable file types:
  • Excel sheets
  • PDFs
  • Scanned certificates
  • Photos of certificates
• Total attachment limit: 2 GB
• This is the place to upload:
  • Student placement Excel sheets
  • Certificate photos
  • Attendance records

Submitting Your Report

1. Complete all required fields (marked with *).
2. Upload all required evidence.
3. Click “Submit Monthly Insights” (or “Submit IC Data”) at the bottom.
4. On success: confirmation message and redirect to Monthly Insights list.

Possible Statuses

• Submitted — waiting for admin review
• Approved — report accepted
• Need Edit — admin has flagged issues. Read the feedback shown at the top of the form. Make corrections and resubmit.

Common Mistakes to Avoid

• Trying to submit Monthly Insights without any approved Weekly Insights — the month won’t even appear. Ensure weekly reports are submitted and approved first.
• Counting the same student multiple times in impact data — always count unique students.
• Writing “N/A” in required number fields — always write 0 if the value is zero.
• Leaving Key Achievements blank — use it even for small wins. This data drives AP’s impact story.
• Skipping the learning experience video — it is typically required for monthly submissions.
• Not attaching supporting documents for IC Data placements — upload the Excel sheet or certificate scans as attachments.
• Submitting IC Data for the wrong period — double check the reporting period in the month selector before submitting.

Need Help?

• Use the “Request Support Call” button in the top-right of the form.
• Contact your POD Admin for assistance.
• For IC Data questions, reach out to the Apni Pathshala central team.