Prof.Anand S.

Deshpande
B.E.(Mech.), M.Tech., Ph.D.
Registrar

Ref: VTU/PS/2020-21 Date: 18.04.2020

Proceedings of Hon’ble Vice Chancellor’s Meeting with Principals of all Engineering

Colleges through Video Conference on 17-4-2020 at 3 PM

The meeting was convened mainly to discuss about the Academic and Examination issues
arisen because of COVID-19. Following members attended the meeting.

Prof. Karisiddappa, Hon’ble Vice Chancellor

Prof. A.S.Deshpande, Registrar

Prof. Satish Annigeri, registrar (Eva.)

Principals/Directors and few Professors of all the Affiliated, Constituent and

Autonomous Colleges and Schools of Architecture.

All the Regional Directors of VTU

All the Chairpersons of PG Depts. of VTU.

Hon’ble Vice Chancellor thanked all the institutes for their support in the present difficult
times. He expressed his gratitude to the Principals and managements of the institutes for
honouring his appeal in contributing to CM’s Fund as well as PM-Cares Fund.

After detailed deliberations, the minutes are summarized as under.

 As per the Government order, colleges will remain closed until May 3rd 2020. Till
then all will continue with the Online teaching-learning process through Digital
Interventions.
 As per the reports from colleges, 70% of students are availing Online classes, the
remaining 30% are lacking IT infrastructure. Reach out to these 30% students through
WhatsApp/Telegram/any other modes like email, telephone etc. No student should be
left out from digital education.
 Security related issues are raised by Government authorities with regard to few
Digital Platforms. Hon’ble VC appealed to the colleges to form a group of experts to
create a digital platform of our own which can be shared with the other colleges.
This in turn will enhance the Make in India policy of Government of India. This
platform should act as a effective LMS. An initiation in this regard is appreciated.

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 Video lectures, notes, course material of expert teachers of the Institution can be
shared with all colleges by uploading in the official website of the college.
 Mental health of students to be looked into closely. Mandatorily appoint a counselor
at college level to help the students through these tough times. Existing Mentoring
and Counseling cell should be more active now. It is essential to build confidence in
them. Report of all such measures to be sent to the Registrar.
 Discourage fake news. Advise the students only to follow the circulars available in
VTU’s official website and official websites of colleges.
 Guidelines from MHA to be adhered to strictly.
 Jnananidhi youtube channel to be used by all colleges as it has a repository of 3000+
videos.
 Create Whatsapp/Telegram groups at all levels in a college and interact on a regular
basis on them.
 It may the need of the hour to use such Digital interventions in normal situations as
well. So, be prepared.
 MHA has issued an advisory on not to use a particular digital platform for Video
conferencing. All the colleges should note the same.
 Usage of masks for all to be made mandatory in the institutes.
 Migrant students staying in the college hostel and other places shall be taken care of;
all the supports shall be provided, monitored and counseled.
 Utilize the available Online resources like MOOCs, Swayam, etc.
 Placements and the employment of students who are already placed may be advised
not worry. Companies are being contacted through CPC to allow students to join after
completion of their final year Examinations. All the companies have responded
positively.
 Top priority will be to complete examinations of final year students under both UG
and PG
 On account of digital interventions, the syllabus may be completed soon. However,
keep the students engaged with revisions and prepare them from examination point of
view, after they come back to the college.

 Provisional schedule and instructions are as under. These may change based on
the directions of AICTE/UGC/State Government.

o Academic Staff to resume: 4th May, 2020.

o Students back to the colleges on June 1st (Tentative. It would depend on
the situation)
o Conduct final year theory Examinations (new and old schemes)
immediately after 3 weeks.
o Project and viva-voce examination be done after theory examinations. If
needed, more time could be made available for the projects after the
theory examinations. The assessments should be done understanding the
difficulties and constraints faced by the students.

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 o For 2nd, 4th and 6th semesters, examination be conducted during
July/August after 5 weeks of effective contact hours with the students.
Practical examination to be scheduled after the theory examination
o 75% of lab exercises shall be completed; lab Examinations shall be
conducted only on these exercises. Rest, 25% will have to be done through
demonstration. Both the examiners for the final lab Examinations shall be
Internal.
o Special personal care be taken in preparing the students who could not
access for on-line learning or were not comfortable. It’s necessary to build
confidence in such students.

 Following process is proposed for Revaluation of odd semester

(Dec2019/Jan2020) Examinations.
o VTU publishes a standard application form on its website.
o Students will download the application, fill, sign and scan their
application. They will undertake to pay the necessary fees as well as the
fact they will not ask for even a single change in their application. There
will be no refunds or penalties. Applications received once are final.

o Completed applications will be sent by email to a designated person in

their Respective college

o Principals will appoint the required staff/faculty to receive the

applications and arrange to enter the data into VTU revaluation portal.
No request for correction to data entry will be accepted once the
application process is complete. During the application procedure, data
can be edited, but once frozen, it will not be changed.
o VTU will generate a detailed report for each college academic
programwise as well as a summary report for the college as a whole.
o VTU can identify colleges that have the required IT infrastructure and
appoint them as Valuation Centres for the purpose of revaluation. This
way the number of Valuation Centres can be increased to about 25-30
o Principal of the college will be appointed as the Coordinator of the
Valuation Centre and will supervise the revaluation process including
appointment of valuers, valuation etc.

 Internal Assessment
1) Assignments, Quiz shall be conducted Online.
2) One IA tests may be conducted after reopening of the college, for effective
evaluation.
3) Assess students impartially.
 Plan of increasing the valuation centers to adopt social distancing and also, for the
convenience of the examiners.

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  Principals can recommend their suggestions Question paper pattern for this semester
through email to Registrar (Eval).
 Colleges shall contribute through their Innovative Ideas and Research Projects to curb
COVID 19 issue. Principals were requested to support all such projects and the
deserving projects will be extended financial support from VTU.
 COVID-19 grievances if any to be brought to the notice of Prof V.S. Rajput , Special
officer Academic Section via soacademic19@gmail.com
 Utilize the facilities extended by Labview software. Details of which will be shared
shortly.
 Few colleges have not yet done the faculty-subject mapping process. Such institutes
are requested to take it up immediately.
 Issues raised by Architecture Colleges will be resolved.
 Model question papers for each new subject introduced are being set with the help of
BoS. The same will be uploaded to the website.
 Feedback regarding digital interventions to be taken from students and a report needs
to be submitted to Registrar.
 The college shall adopt the following hygienic practices once reopened after the lock
down.
1) Single entry and exit with disinfectant tunnels
2) Thermal scanning for all on a daily basis
3) Hand wash facility with soap
4) Displays/ awareness campaigns
5) Social distancing in classrooms and examination halls
6) Examination halls with a maximum of 20 candidates

 AICTE has issued a set of instructions to the institutes for colleges during the
lockdown 2.0 which has been shared with the Principals. This is to be followed
strictly.

The meeting had an interactive session where in issues raised by colleges were addressed and
Meeting ended with thanks to all the members present.

REGISTRAR

To,

1. The Principals/Directors of Affiliated/Autonomous/ Constituent Colleges and Schools of

Architecture of VTU
2. The Chairperson/Program Coordinators of all the Departments, VTU’s PG Center,
Belagavi/Kalburagi/Mysuru/Muddenhalli

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3. The Coordinator, VTU’s PG Centre, Belagavi, Kalaburagi, Muddenahalli and Mysuru for
information and necessary action.
4. The I/c. Regional Director, VTU’s Regional Office, Belagavi, Bengaluru, Mysuru and
Kalaburagi.

Copy for information to:

1. The Secretary to The Hon’ble Vice Chancellor, VTU, Belagavi.

2. The P. S. to The Registrar, VTU, Belagavi
3. The Registrar (Evaluation), VTU, Belagavi
4. The Finance Officer, VTU, Belagavi
5. All the Heads of the Sections at VTU Head Office, Belagavi
6. Office Copy

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