Approved by the Council of IESL (8 Sept 2017)

POLICIES & PROCEDURAL GUIDELINES FOR ACCEPTING AND ACCREDITATION OF CONTINUING

PROFESSIONAL DEVELOPMENT (CPD) PROGRAMMES FOR RECOGNITION BY IESL

Background:

It was pointed out in the monthly meeting for April 2016 of the CPD Committee of 2015/16 that the add-hoc
adoption of CPD programs proposed by various sources, without having any policies for the acceptation or
accreditation, has resulted in many CPD programs loosing popularity over the time and becoming short-
lived. This situation was not favorable, in the long run, for the reputation of the Institution and hence
importance of devising IESL policies for acceptance and accreditation of CPD programs was emphasized. This
was unanimously agreed by the CPD Committee and a Sub-committee was appointed to review existing
procedures and to propose a comprehensive document on policies & procedural guidelines for acceptation
and accreditation of CPD programs for recognition by IESL. The Sub-committee was also entrusted with
preparation of a set of guidelines for registration for CPD programmes as it was considered mandatory for
successful implementation of policies and procedures proposed in this document. Guidelines for registration
are included as Annex 1 of this document.

The Sub-committee studied the tasks entrusted, considering two important areas; acceptation of proposals
to conduct CPD programs by IESL or accreditation of courses conducted by other institutions as a CPD
program for IESL Members, upon subjected to a suitable accreditation scheme, with tangible benefits for the
institution and/or membership.

This report consists of two sections, namely the Policies and the Procedural Guidelines. Policies describe the
stands that shall be taken by the institution in handling the CPD Programs while the Procedural Guidelines
gives the directives for the procedures involved in the process of acceptance and accreditation.

Policies:

1. The overall purpose of conducting CPD Programs shall be to uphold the status of the IESL as an
Institution responsible to uplift the professional standards of its members, in a sustainable manner,
but not as a mere activity of earning an income. As such, more emphasis shall be given to the quality
and standard of the programs, rather than to the number of programs being conducted.
2. Though conducting CPD programs shall be one of the income generating avenues for the Institution,
it shall not be considered that every CPD program should generate a profit. It shall be at the
discretion of the CPD Committee to decide to commence or to continue certain CPD Programs,
based on the strategic importance to the profession, rather than the financial viability of the
program, for the benefit of the membership, at large. Every effort shall be made to minimize the
cost of the CPD Program conducted by IESL to encourage maximum participation by the
membership.
3. The IESL shall be open to receive any proposals for the establishment of a new CPD program by IESL
or for accreditation of the courses conducted by other institutions acceptable to IESL as a CPD
program for its members.
4. Accreditation of courses conducted by other institutions shall be subject to approval of such courses
according to Scheme of Accreditation of CPD Programs included in Annex 2 of this document.
5. In case of accreditation of programs offered by other acceptable institutions, they shall, in doing so,
bring tangible benefits for the institution or for the membership. However, accreditation of any
specific course conducted by other institutions by the IESL, shall not deprive IESL itself from an

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opportunity for conducting the same program, if it desires to do so, for the benefit of the
membership at large.
6. No proposals for CPD Programs shall be considered for acceptance or for accreditation unless their
suitability as a CPD Program, anticipated demand, course contents and their relevance to the
profession, benefits to the membership, economic viability, sustainability etc., are evaluated and
accepted by the CPD Committee.
7. The contents of any CPD Program shall be selected, in such a way that it meets the professional
requirements of and relevancy to applicable discipline(s) of membership, be applicable in current
context and well updated with latest developments in the applicable disciplines, does not get
obsolete in the near future, does not promote any commercial or vested interests, remains
attractive among and demanding by the members, meets the professional standards of engineering
profession and that of the Institution and ethical standards promoted by the Institution time to time.
8. Upon acceptance, as a CPD course, the contents, structure and syllabus of the course shall be the
property of the Institution, neither that of the proposers nor of the resource persons. IESL shall have
the unconditional rights to conduct the same course with other resource persons, modify its
contents/syllabus to suits its changing requirements and so on, if it wishes to do so.
9. All requests for accreditation of CPD Programs conducted by other institutions shall be thoroughly
evaluated as detailed in the Procedural Guidelines below, by an Accreditation Panel consisting of at
least three members from CPD Committee appointed by the Chairman.
10. Each CPD Program shall be assigned with a Course Coordinator, who shall be a member of the CPD
Committee, and who shall be responsible for the smooth conducting of the program and would
report the status and progress of the same regularly to the CPD Committee.
11. A detailed Course Calendar shall be prepared with the consent of the Resource Persons before the
commencement of the programs and shall be made available to the participants on or before the
date of commencement of the program.
12. For every CPD Program conducted by the Institution, the minimum (breakeven) number of
participants as well as the highest number of participants shall be determined, with the consent of
the Resource Persons and maintained as practically as possible throughout the program.
13. Any CPD Programs shall be conducted by a set of resource persons who are recognized professionals
or academics of the relevant discipline and which shall be constituted preferably of at least two or
more resource persons; the contents of the Program may be divided among them as appropriate.
This shall be to ensure that no CPD program is suffered by the temporary absence of any one of the
resource persons, in a way that it would require to cancel the scheduled sessions as well as to
improve the effectiveness of output. In an unavoidable case of a ‘single resource person', the
resource person shall nominate an alternative person to continue the program in the event of his
absence, where applicable, in the proposal for the CPD Program. The qualification of this person
shall also be scrutinized as that of the main resource person.
14. It shall be the collective responsibility of the resource persons for the total content of the program,
and the scheduled delivery of the same, so that in case one of the resource persons become
unavailable, one of the remaining/ alternative resource persons shall take over to continue the
program without any interruptions, as practically as possible. Except under unavoidable
circumstances, for which the approval of the Chairman, CPD shall be obtained through the
Coordinator, no CPD Session shall be postponed or cancelled.
15. Suitable penalty shall be imposed to discourage the undue postponement and cancellations of the
sessions. On the other hand, the participants of the program shall be compensated as per the a

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defined Compensation Scheme, as decided by the CPD Committee, for the sessions ‘unduly’
postponed to the extent that, for some or all of the participants, it may become unable to continue.
16. All participants of the CPD Programs shall, upon completing the program and meeting the required
competency level as determined by the CPD Committee, be issued with either a ‘Certificates of
Participation’ or ‘Certificates of Completion’ as relevant, signed by the CEO and the Chairman, CPD
Committee. A “Certificate of Competence’ shall be issued for programs that are complete with a
evaluation test only. Participants of all other programs would receive a ‘Certificate of Completion’
only.
17. The “Certificate of Competence’ shall be issued upon a candidate satisfies the attendance
requirements as well as the course evaluation conducted during or at the end of CPD Programs or
within a specified time period after the end of the program, to ensure that the participants
sufficiently grasped the subject matters delivered. Otherwise, the candidate may be issued with a
‘Certificate of Completion’, upon only satisfying the attendance requirements. However, the CPD
Committee may not engage itself for evaluating the participants for the programs that are
accredited by itself, to be accepted as a CPD Program.
18. All CPD Programs shall be subjected to the periodic monitoring, at least for every other course
completed, by the CPD Committee to ensure that the programs is continued to be conducted
according to the expected standards on which they were approved by the CPD Committee.
19. The CPD Committee shall have the right to introduce appropriate actions, which it considers
effective, to improve the ongoing programs, to temporarily suspend a program or to permanently
cancel the programs, in the best interest of the membership.

20. Every CPD Program conducted or accredited by the IESL shall be given a CPD Credit as per a ‘Point’
System’ adopted by IESL for professional status review. This CPD Credit shall be disclosed at the time
of advertising the CPD Programs.
21. All such policies and procedural guidelines stipulated in this document shall be equally applicable for
the programs conducted in the IESL Headquarters and those conducted in the Provincial Chapters as
well as to the accredited programs, as appropriate.
22. CPD Committee may have the right to suitably compensate the members of any Sub-committees,
working on various issues related to CPD Programs, as appropriate, with due approvals from the
Council. In addition, the Coordinator of each CPD program shall be paid with either an honorarium
or be given with an opportunity to follow the program free of charge.
23. All members of the CPD Committee as well as the relevant staff members of the Secretariat shall be
familiar with all the clauses of the above Policies and the Procedural Guidelines outlined below.
24. These Policies shall be reviewed and updated in every five years.

Procedural Guidelines:

1. The CPD Committee shall entertain receiving proposals for commencing a new CPD program or for
accreditation of a course conducted by other institutions, for the benefit of the membership of the
IESL, from any individual members, group of members, Sectional Committees, other IESL
Committees, the Council of IESL or even professionally related outside parties. The proposals shall be
submitted in specified formats as decided by the CPD Committee.

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2. In case of accreditation of programs, the application for accreditation shall be received formally from
the relevant institutions.
3. The proposals for CPDs to be conducted by IESL shall be tabled in the forthcoming CPD Committee
meeting, and the proposals for accreditation shall be referred to a suitable Accreditation Panel, to
evaluate the proposals in terms of its relevancy to the profession in general or a particular discipline
of the profession and/or the membership in the current context, suitability for conducting as a CPD,
acceptability of the resource persons to conduct the program for Engineers, anticipated demand,
course contents and their relevance to the profession, benefits to members, economic viability,
sustainability etc. The Accreditation Panel shall submit its report to the CPD Committee with its
recommendations. The CPD Committee may request the proposer, if required, to resubmit the same
if the proposal is not in the expected format or if there are any missing information.
4. Upon fine tuning the presentation of the proposal, the proposal shall be subjected to the comments
of the relevant Sectional Committee, if the proposed CPD is related to any specific discipline. If the
proposed CPD is of generalized subject, such as management, economics, human resource,
professional practice etc., the Committee may seek the opinion of any other members of IESL or any
other relevant institution whom it presume to have the expertise in the said subject area, if
required, to further analyze its worthiness for conducting as a CPD program. The committee shall,
thus decide whether to go on with the program, delay implementation of or discard the proposal.
5. If the CPD Proposal is accepted for conducting, one of the CPD Committee members shall be
appointed as the Course Coordinator of the program and the relevant instructions shall be given to
the Secretariat to commence the program. If the proposal is for accreditation of a program
conducted by other institutions, the Committee shall make relevant instructions to the Secretariat to
publicize the accreditation of the same to the members through IESL website and/or member mail
circulation. With an appropriate advertisement fee, as defined in the Scheme of Accreditation of
CPD Programs (Annex 2), payable by the relevant institution to IESL, the accredited program may be
advertised through IESL website or through member mail circulation.
6. The registration process for the CPD Programs conducted by the Institution shall be governed by the
set of guidelines given in the Annex 1 of this document.
7. The Resource Persons shall enter in to an agreement with the Institution for conducting the CPD
Program before the commencement of the same and the Course Coordinator shall facilitate the
signing of the same. The Penalty Scheme (as mentioned in Clause 15 of CPD Policies above) shall be
part of the Conditions of Agreement. The Specimen of Agreement is attached in Annex 3.
8. Every effort shall be taken to ensure that the sessions of the program are conducted timely and
within the time allocated. The Course Coordinator shall be responsible for developing the detailed
Course Calendar, arranging the E-Flyer to be circulated in advance according to the guidelines given
in the Annex 1, coordinating with resource person to provide the Course Material and informing the
list of other resources required to the Secretariat at least three working days prior to the
commencement of the program, ascertaining that the materials are printed before the
commencement date and checking the arrangements for logistics for commencement, etc. The
Secretariat shall ensure that all the pre-arrangements for the sessions, such as allocation of the
venue, preparation of the Course Materials, preparation of other teaching aids, refreshments etc.,
are carried out duly and the venue is kept ready before the commencement of the session. This shall
be regularly monitored and discrepancies reported by the Course Coordinator to the Chairman, CPD
committee.

9. For all the CPD Programs conducted by the IESL, the Secretariat shall maintain a well updated Master
File consisting of all important information regarding the Course.
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10. In case of accreditation of programs, the relevant institution shall be notified of the acceptance of
the application for accreditation with the detailed instructions for annual accreditation fee and other
procedural matters, through the Secretariat. A Course Coordinator shall be appointed for each
accredited program who shall be responsible for the monitoring of the same. The Coordinator for
the accredited program shall not receive any honorarium as such.

11. The CPD Committee shall entertain feedbacks for the CPD Programs conducted, from the
participants and resource persons as well as any other member, in order to further improve,
discontinue or suspend any program. The Course Coordinator shall receive all the feedback forms
and analyze the same, prepare the Feedback Report with his observations and recommendations
and forward the same to the Secretariat, within two weeks after the end of the program. The
Secretariat shall table the Feedback Report in the next CPD Committee Meeting. The honorarium for
the Course Coordinator shall be paid upon submitting the Feedback Report, as per the payment
scheme approved by the Council given in the Annex 4.

12. The Course Coordinator shall act as the bridge between the resource person and the Secretariat as
well as the CPD Committee.

13. Payments for resource persons shall be arranged, in accordance with the Council Decision given in
the Annex 4, with the recommendation of the Course Coordinator subject to the approval of the
Chairman, CPD Committee.

14. A TOR (pls refer Annex 5) indicating the general responsibilities and obligations of Course
coordinator and Resource Person/s will also be handed over to them at the beginning of the course.

The Sub Committee:

1. Eng. M. N. S. S. Sharifdeen, M-3856

2. Eng. (Ms) Devika Abeysooriya, M-3481
3. Eng. Saman Kandanearachchi, M-4523
4. Eng. Madawa Herath, M-6143
5. Eng. Wininda K Piyaratne, M-7099

Annexures:

Annex 1: General procedural guidelines for candidate registration.

Annex 2: Scheme of Accreditation.

Annex 3: Agreement between Resource Persons and IESL

Annex 4: Scheme of Honorarium for Course Coordinator.

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ANNEX 1

GENERAL PROCEDURAL GUIDELINES FOR CANDIDATE REGISTRATION

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1. Background

In the meeting held on 26th November 2015, the CPD Committee appointed a sub-committee to make
recommendations on the procedural guidelines to be followed for the Candidate Registration Management
for the CPD Programs conducted by the IESL.

2. General Observations

The sub-committee noted that an online registration system is already in place. However, due to lack of laid
down procedures, the online registration system has been unable to produce the intended purpose and has
led to number of unwanted complications. However, the committee believes that with suitable
modifications to the system along with streamlining of the procedures, the present online registration
system can be made more productive and efficient in managing the registration process.

3. Guidelines

After carefully considering the present registration procedures followed and the weakness of the same, the
Sub-committee would like to make the following recommendations to the CPD Committee, with regard to
the procedures to be followed in the registration management of CPD programs;

1. Advertisement for CPD Courses shall be publicized at least 45 Calendar days prior to the
commencement of the program. The advertisement shall be published through IESL Website, email
circulation among members, Poster display on Notice Boards of IESL and other public engineering
institutions etc.

2. Members shall be allowed to register for the course online or using prescribed application forms
(Annex-A) and forward through registered post or by personally handing over the applications at the
Secretariat of IESL Headquarters (if courses are conducted at headquarters) or Provincial Centers (if
courses are conducted at Provincial Centre). Non-members may not be able to register online.

3. These guidelines shall be made available for online as well as direct applicants to read and agree
before proceeding with the application process.

4. The names of the candidates, registered for the course, whether it be through online registration or
by other means, shall be displayed against the CPD Course on the Website. The Secretariat staff shall
immediately enter the names of the candidate who submitted the application by registered post or
in person, upon receipt of the same.

5. A member registered for a CPD Course shall be allowed to de-register himself/herself from the
course, until up to one week before the commencement of the course. The members shall be able
to de-register online or by communicating in writing to the Secretariat. In case of de-registration by
a candidate, the name of the candidate shall be removed from the Website automatically (if de-
registered online) or immediately by the relevant staff of the Secretariat.

6. An automated email notification shall be sent to all registered candidates within 9 calendar days
prior to the commencement of the course, reminding the registration and the date of
commencement of the course. This reminder shall have the hyperlink for de-registration, for
candidate to directly go to the de-registration page if he/she wish to do so.

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7. If a member did not de-register by one week before the commencement of the course, he/she shall
be considered to have committed to follow the course, regardless of whether the payment was
made. Such a member shall be liable for making the payment, if not paid already, regardless of
whether he/she is able to attend the course. The resulting payment ‘due’ shall appear in the
member’s account. The de-registration facility shall be made available only up to one week before
the commencement of the course, after which the option shall be removed.

8. Another automated email notification shall be sent within 7 calendar days prior to the
commencement of the course confirming the registration of the candidate and reminding that the
candidate is considered to have committed to make the payment.

9. Non-members shall make the payment at the time of registering for the course. No cancellation of
registration or refunding shall be encouraged in the case of non-members.

10. Payment of members shall reach the Secretariat before the commencement of the course under
normal conditions. However, this condition can be relaxed and special arrangements may be made,
in case of candidates who are paid by their employers. In case of individually financed candidates, if
the candidate encounter any logistic difficulties in making the payment before commencement of
the course, he/she shall communicate the same to the Secretariat and request for an extension of
time, which shall be accepted in consultation with the Coordinator of the Course. Nevertheless,
being unable to make the payment before the commencement of the course shall not be a reason
for de-listing of a Member from the Course Participants, as he/she is already considered to have
committed to follow the Course.

11. The last day for payment of individually financed candidates shall be the date of commencement of
the course. In case of candidates financed by the employers, if the payment cannot be made on the
date of commencement of the course, a letter from the employer with the commitment to make the
payment before the end of the course shall be acceptable. However, the candidate shall make sure
that the payment is made before the end of the course and if not commit to make the payment
himself/herself.

12. In case of postponement of the Course from the scheduled date, due to any reason not attributable
to participants themselves, the consent of at least 70% of registered participants shall be obtained
by the Secretariat for the new date. If the remaining participants feel that they would not be able to
follow the course on re-scheduled date, the Secretariat shall refund the Course Fee to those
participants.

13. Similarly, if the Course is delayed for more than three weeks after the commencement, for reason
not attributable to the participants, and if some participants prefers to discontinue the course, due
to the delays, they shall be refunded proportionately for the remaining portion of the course.

14. Both in case of postponement and delays, a formal email notification, SMS notification or both,
based on the communication preference of the candidate, shall be sent to the candidate informing
the same, and the new date for commencement/re-commencement.

15. In case, the postponements or delays are attributable to the resource persons, the losses incurred by
the Institution due to such act shall be conveyed to the resource person(s) and shall be requested to
avoid such situations in the future. In case of such events being repeated, the Coordinator shall take
appropriate action to replace the resource persons, after informing the same to the Chairman of the
CPD Committee. In case, the postponement or delay is attributable to the Secretariat, for any
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reasons, they shall be immediately brought to the notice of the Chairman, CPD Committee, who shall
take up the issue with the Executive Secretary to take appropriate actions to rectify the causes.

4. Implications

The proposals given above would have following implications;

1. Some substantial changes would be required on the online CPD registration system to
incorporate the de-registration facility, the displaying of the already registered candidates for
the given CPD Course as well as for generating automated email and SMS notifications to the
candidates, as recommended above. It would be required to deploy a separate Online CPD
Registration Sub-system on the website, designed from scratch to cater to the requirement,
rather than tinkering the present registration system.

2. Some conditional authority on refunding for candidates would be required to be delegated to

the Coordinator/Secretariat Staff.

3. The Secretariat Staff shall be adequately educated on the above procedures and closely
monitored for a reasonable period of time for their effectiveness.

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ANNEX 2

SCHEME OF ACCREDITATION

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2A – Approval Process of Internal Courses

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2B – Approval Process of External Courses

Once New CPD course introduced by External Institute for Accreditation, CPD Committee
appointed 3 member panel should review the course content and interview (If required) resource
personal prior to approve the course. Panel has rights to Approve, Reject or Modify course content
according to the presence of valid justification/reasoning.

Committee will consist of 3 members including

1. CPD Chairman or IESL CEO or Education Manager or Fellow Member from respective
Discipline
2. One Representative from CPD Committee appointed by CPD Chairman
3. One Member from respective Sectional Committee appointed by Sectional Committee Chair

Once New CPD Course is proposed it should be evaluated within 4 weeks.

Approval of external courses also must follow procedure given in Annex 2A

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2C - Checklist for both Internal and External Courses

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ANNEX 3

AGREEMENT BETWEEN RESOURCE PERSONS AND IESL

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Agreement

Between

The Institution of Engineers Sri Lanka (IESL)

and

Prof. / Dr./ Eng. / Mr. /Mrs. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

For the CPD course on _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

1. Obligations of the Two Parties

1.1. Both parties will maintain ongoing communication and circulate essential information in a
timely manner.

1.2.IESL agree that the payments will be made on time after the successful completion of the course.

1.3. The resource person agrees to modify the course content even during the course based on the
feedbacks from the participants.

1.4. IESL has the authority to discontinue the service of the resource person based on the feedbacks
from the participants and the course coordinator.

1.5 The resource person agrees to inform in advance if the lecture will be cancelled or postponed.

1.6 The resource person agrees to send the course material early in order to make the copies in
advance.

1.7 IESL agrees to inform the resource person in advance if the lecture is cancelled or postponed

1.8 The resource person agrees to submit the results of the assignments and other evaluations of the
participants within a month after the completion of the course.

1.9 The resource person agrees to conduct the lecture in the specified time duration.

1.10 The resource person agrees to be punctual for the lectures.

1.11 IESL agrees to keep the lecture rooms ready on time.

1.12 IESL agrees to provide necessary facilities such as proper multi media, microphones..etc

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2. Term and Order of Action

2.1 This agreement will become effective upon the date of signature by both parties till the
completion of the whole process regarding the course.

Resource person Representative of IESL

Date Date

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ANNEX 4

SCHEME OF HONORARIUM FOR COURSE COORDINATOR

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The Honorarium for course coordinator shall be paid in the following manner.

The fee structure is designed for each day on which the course is conducted.

 Half Session (2 ½ - 3 hours) - Rs 2,500/-

 Full Session (more than 3 hours) - Rs. 5,000/-
 Upper ceiling for any course - Rs. 50,000/-

Please note that the fee does not include payment for time involved in organizing the course and in
preparation of the course. The physical presence of the coordinator at the time of conducting the course is
appreciated but not mandatory.

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ANNEX 5

TOR FOR RESOURCE PERSON AND COURSE COORDINATOR

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TERMS OF REFERENCE

for

Continuing professional development (CPD) resource persons and coordinators

Introduction:

As you are aware, plays a vital role in engineering practice. CPD committee is established at the Institution of
Engineers, Sri Lanka (IESL), mainly to select, organize and conduct essential programmes for the benefit of
engineering community in the country. In this context, the CPD committee would like to place on record the
deep appreciation of your contribution extended to IESL in carrying out this important and difficult Endeavour.

In looking for ways and means of making improvements in the programme being conducted, the CPD
committee places a strong emphasis on feedback received by, coordinators and participants themselves. The
following TOR’s are considered as essential to make sure that the vision of the CPD committee and objectives
the programme are successfully achieved.

Coordinator

1. Advertise courses well in advance of the scheduled period of conduct of the course(s).
2. Minimize overlaps in scheduling courses that are within one discipline of engineering.
3. Stagger courses, when necessary to avoid unnecessary conflicts and delays.

Resource person and Coordinator

4. Adhere strictly to the advertised dates of conduct.

5. Ensure punctuality in conducting courses.
6. Deliver the course materials sufficiently early so that the participants can prepare well for the classes
7. In case of assignments, date of submission should be clearly indicated.
8. Grades, if any, should be submitted within three weeks of the respective assessment.
9. Use only the templates approved by the CPD committee in presentation slides as well as in preparation
of course materials (templates are provided by the CPD committee).
10. Clarity of presentation material should be of high standards.
11. Modify content upon feedbacks from participants even during the course.

Chairman - CPD Committee

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