Address for Correspondence

JERS/Vol. II/ Issue IV/October-December, 2011/276-280

Review Article

ONLINE OFF-CAMPUS COUNSELING PROCESS FOR

ENGINEERING COLLEGE OF MADHYA PRADESH

_{Address for Correspondence}

1_{Assistant Professor, Department of Electrical Engineering, Madhav Institute of Technology & Science, Gwalior,}

(M.P), India

2_{Professor, Education Management Center, National Institute of Technical Teacher’s Training & Research, Bhopal}

(M.P), India ABSTRACT

Online Off campus counseling was started by government of Madhya Pradesh, Department of technical education in the year of 2009 for admission purpose of various courses. The online counseling process has great advantage to the students as compared to the face to face counseling in terms of time & money. This paper presents systematic procedure & guideline to the students for admission process & carrier guidance. In our result the online counseling process for admission of various courses in engineering college gives more satisfaction & system has good reliability.

KEYWORDSAdmission, counseling, technical education, reliability. I. INTRODUCTION

Department of Technical education conducting online MP PET counseling for admissions to the academic year 2011-2012. Before 2010, on campus counseling was conducted by Rajiv Gandhi Proudyogiki Vishwavidyalaya. Once the dates for the online counseling schedule are announced, students need to start with their registration at - http://www.dtempcounselling.org. A candidate will be required to fill in his/her choices of preferred colleges & programs on the basis of the marks secured in the Pre-engineering test. Once the choices are filled in and locked, no changes in the choices will be entertained. Therefore it is extremely important to make wise choices at the time of counseling.

To get admission in the allotted institutes, candidates need report at the college in the specified span of time. Keeping a track of the seat status during the online process is extremely important. Since the counseling process is online, candidates will be able to view the seat status online.

MP PET applications forms for 2011 were issued in the month of April. Candidates can obtain from the Madhya Pradesh Professional Examination Board office or any of the State Engineering Colleges. Alternatively the form can be obtained from the Board office by sending a demand draft of along with the form or form can be filling by online. The Madhya Pradesh Pre Engineering Test is conducted byVYAPAM (The Madhya Pradesh Professional Examination Board) for class 12 pass outs who are admitting a B.Tech degree from the top MP colleges. Students from all over the country apply for the MP PET. The admission process begins with the issue of application forms and continues up till July -August for the counseling procedure.

MP PET counseling process begins right after the exam has been conducted. Usually there is more than one counseling sessions required due a large number of

students taking and qualifying the exam. The admission to various colleges is granted on the basis of the MP PET score and rank. Meritorious students are given a choice for the preferred college and program. The counseling session closes when all the qualifying students have been allotted their preferred colleges and programs.Counselling process will be conducted for admission to bachelors in engineering, pharmacy, management, polytechnic, architechere, in the government and private institutes of Madhya Pradesh. On Line off Campus Counseling is to serve candidates in terms of providing them with the facilities of counseling at their place of convenience. This process will eliminate the need for coming to the Central place to avoid the unnecessary hassles. Through modern, internet technology, we can arrange an online counseling session from the comfort of your own home - no matter where on the globe you might live!

Online counseling is the term used for a number of counseling methods, where the client does not meet in the same room as the counselor. There are a number of reasons why people may choose one of these methods rather than face to face work [2] for example, people living in a remote area where it is not possible to meet, or living in a country where it is difficult to find a counselor offering counseling in your first language. It may also be issues about access for people with disabilities and/ or where travelling to your counselor is difficult. For some clients talking about a difficult topic such as sex can cause anxiety and stop the client accessing counseling. Online counseling can help overcome these and many more issues that stop people coming for face to face counseling.

II. TYPES OF ONLINE COUNSELING 1. Instant Messaging (IM)

Instant Messaging is a type of online counseling that takes the form of an agreed appointment time where you are at your computer and the counselor is at his/hers.

JERS/Vol. II/ Issue IV/October-December, 2011/276-280 You use IM (instant messaging) such as MSN to talk using text based communication to explore the issues. This form of work is in real time. It will be important to establish certain boundaries or agreements between you and the counselor this is referred to as netiquette. It’s an agreed way to communicate using IM. So for example, you should know when the counselor has stopped talking and it is your turn to speak and visa verse. This will avoid misunderstandings. Your counselor will go through the netiquette of using IM in the first session, so that you get the best from this form of counseling. 2. Email

This counseling takes the form of sending an email of about 1 – 1.5 pages outlining your issues and/ or problem to the counselor at an agreed time each week. Your counselor will then reply to your email by an agreed time also. It is usual that your counselor will take about 3 days to respond to your email and you will then have 4 days to compose your next mail. This method is useful for clients who are on the move and unable to commit to a regular session allowing you as the client to compose your email at a time convenient to you, this could be in the morning or after work etc. Your counselor will dedicate the same amount of time i.e. 60 minutes in responding to each email.

3. Skype

This method is similar to the IM method but you speak to your counselor via the Skype program that you download to your computer. This allows you to use the webcam to see your therapist and speak and hear normally. This method is useful for clients who move around a lot or find it difficult to locate a counselor in their local area.

III.ROLE OF COUNSELOR

A counselor is best described as an unbiased wise friend without any personal agenda who has the professional skills and experience to help you. A good counselor will also gently challenge any unhelpful beliefs or assumptions you may have – and, if denial exists, help you to overcome it. Online Counseling provides clients all over the world with email, telephone and video conference counseling sessions. Online counseling programs combine the benefits of conventional counseling with the advantage of increased flexibility and convenience.

A counselor will:

• Listen to you

• Treat you with unconditional positive regard

• Empathies

• Remain unbiased

• Be honest at all times

• Do their best to understand your world and how you view it

• Impart wisdom and experience

• Help you explore why you think, feel and behave as you do

• Provide suggestions and assist you with a plan of action

• Set assignments or tasks where appropriate

• Help you climb life’s mountains.

With our hectic lifestyles, and ever mounting pressure to reach our goals and expectations, there is a need for some form of guidance to help us with what sometimes seem like insurmountable issues.

Some common issues we face today include:

• Difficulty in relationships

• Balance between work and home

• Managing the stresses of an accelerating pace of life

• Handling problem children

• Managing conflicting cultural values IV ONLINE ON CAMPUS COUNSELING

Advantage of this counseling model is that, the candidates can report during any part of the day as per individual's convenience from 9 AM to 5 PM on the specific day on which he/she has been called based on the individual merit. This has two parts, first part is final counseling for exercising of choices and second part is for processing of the exercised choices for the allotment of seat.

The first part of exercising of choices is done by candidate, in which the candidate reports at the Counseling Centre and completes the registration, fee payment and choice filling and locking the same. Locking of the choices is essential on the part of the candidates as for unlocked choices seat would not be considered for allotment to the candidate.

Fig.1 Structure of On Campus Counseling V ONLINE OFF-CAMPUS COUNSELING PROCESS

The Online Off-Camus Counseling process comprises of-

1.Online Registration

All the Candidates registered themselves to www.dtempcounseling.org or www.mponline.gov.in .For this process they have to pay registration fee (with portal charges) which is non refundable. For the registration process they have required-

• Admit card of the qualifying exam

• Proof of date of birth (High school mark sheet)

JERS/Vol. II/ Issue IV/October-December, 2011/276-280

• Name of Board & Year of Passing

• Mobile Number

• Email Id

Payment can be done any of the following media

• Internet Banking (State bank of India/ Axis bank Gateway)

• ATM/Debit/Credit card

• Cash Payment of all authorized help centres

• Authorized mponline kiosk centre’s

After successful registration transaction Id & temporally password will be generated.

2. Document Verification

The candidates produce their admit card, mark sheet, roll number, rank card and other documents such as proof of domicile, proof of caste certificate, proof of freedom fighter, sanik, BPL/IV employ certificate, proof of handicapped certificate from the competent authority (as the case may be) to the counseling official in original & one sets of photocopy of all the document. After verification original certificate return back to the candidates. In case of any changes in the credentials of the candidates, the same will be modified by the counseling official. After successful verification of the credentials, the counseling officers give the document verification slip to the candidate duly signed by them. 3. Online Preference/Choice Filling and Part Payment of Tuition Fee

The candidates are required to enter roll number and date of birth & password which is temporally generated after registration. The candidate filled their choices according to branch & college will appear automatically. It is through this module that the students select their choices, do ordering of their choices and deletion and modify choices so on. Once the choice is finalized candidate can save the preference & can modify till did not locked. After the students are through with the locking of choices, they are given a print out of the choice list duly signed by the student and counseling official.

4. Online Allotment

After the end of the counseling, the locked choices of candidates are considered as per the merit and reservation policies. The allotted seats list is uploaded on to the web and is also sent to the counseling centers. Students then can view the list and take a copy of the admission letter and report to allotted Institution within the requisite timeframe for admission.

5. Reporting at Allotted Institute and Document Verification

After the online allotment, candidates report the allotted college with their original certificate & remaining fee. After verification & submission of fees, counseling officer admitted him/her online & give a printout of admission slip in which clearly specify the branch & college name.

VI PURPOSE OF ONLINE COUNSELING

• Promote the awareness of online resources & their educational values through a systematic training procedure.

• Determine the benefits of online off campus counseling system adapted by department of technical education, Madhya Pradesh.

• Motivate the students for web based online counseling system.

• Compare & analysis the face to face & online counseling.

• Analysis the performance & reliability of the online off-campus counseling system.

• Suggested precautions during online choice filling.

• Obtain opinion of the students for the selection of the college.

Fig.2 Structure of MP Online off campus Counseling

Fig.3 Block Diagram of Online off campus counseling Process

JERS/Vol. II/ Issue IV/October-December, 2011/276-280 V RESULT & DISCUSSION

This paper discussed the concept of online procedure & safety precautions during the choice filling. Interviewed were taken before starting & after the online counseling. The following results are summarizing:

• The average time spent per students for the online choice filling was 30 minutes.

• The rate of choice filled by students was 150 per day at one help centers.

• The average money spent per students during registration, choice filling was Rs 20 as per charged by the private authorized kiosk centers.

• The more awareness will require to the Hindi medium students for the online counseling.

• Many students expressed a strong desire to conduct the online entrance examination.

VI CONCLUSION

This paper promotes the awareness of online resources and their educational values through a systematic training procedure. By using this procedure student ability to assess web material and awareness of educational website were improved considerably. Also the student attitude towards the online counseling was positive because of less effort and saving of time and money. Future work is expected to be continued to improve the user’s experience and also to cater for further research purpose regarding online counseling. REFERENCES

1. CUI Li-xia1, LIU Ya-nan1, LEI Li2, TAN Sheng1 “Relationship Variables in Online Versus Face -to- Face Counseling”IEEE 2010, pp.77-82

2. Yasunori Shiono, Takaaki Goto,Tetsuro Nishino, Chieko Kato and Kensei Tsuchida “Development of Web Counseling System” International Conference on Network Based Information System, Aug, 19-21, 2009, pp.370-375

3. Mikko Vesisenaho, Helena Puhakka, Jussi Silvonen, Erkki Sutinen, Marjatta Vanhalakka-Ruoho, and Pirkko Silvonen “Need for Study and Carrier

Counseling in Computer Science”Oct.18-21,

2009,pp. 1-6 (Session W2B) 39th ASEE/IEEE Frontiers in Education Conference

4. G.Bruce Gehrig, Lyndon Abrams, Deborah

Bosley,James Conard,and Stephen Kuyath

“Addressing the Demand for Engineers by Teaching Engineering to Counselors and Teachers”Nov.9-11, 2007 IEEE pp.1-13

5. Sellappm Palaniappan, Tan Jun-E “Web-Based

Counseling System”2006 IEEE pp.50-53

6. Ikuo kitagaki1,Donglin Li2,Akira Arimoto3,Keith J.Morgan4_{,KeikoYokoyama}5 _{“Development Of an} On-line System for the Quality Assurance in Higher Education” July 7-9, 2005, F3B/19 - F3B/22 IEEE ITHET 6th Annual International Conference 7. Gravetter, F.J. &Forzano L.B (2003) “Research

Methods “Thomson-Wadworth, USA

8. JoseNavarro1, Jose Borges2, Nestor Rodriguez3, and Manuel Jimenez4 _{“Electronic Academic Counseling} System” IEEE November6- 9, 2002, 10 -

F4E-14 vol.2 32ndASEE/AEEE Frontiers in Education Conference, Boston, MA

9. Stuart R., Palmer and Sharyn L. Bray “On-and off –

campus student persistence and academic

performance” Engineering Science & Education Journal.April 2002, Volume: 11Issue- 2,pp. 66-72. 10. GyoSik Moon “A web-based Training System for

Evaluating Online Educational Resources”

International Conference on Computers in

Education (ICCE’02).Dec.3-6, vol.2, 2002,

pp.1230-1233

11. Ryan McFall1, Mark Urban-Lurain2, and Don Weinshank3 “A Web-TO- Database System for Collecting Student Data” IEEE November6-9, 2002, Vol.2 F1E-14 - F1E-18 32ndASEE/AEEE Frontiers in Education Conference, Boston, MA

12. Geoff Foster “Online Help Systems: Learning while Working”Dec.3-6, vol.1 2002, pp. 652 653, IEEE

International Conference on Computers in

Education

13. Bandil Flamez, Robert L.Smith, James M.Devlin, Riched Ricard, and Margaret Sherrill Luther “Learning Styles and Instructional Preference: A

Comparison of an Online and Traditional

Counseling Course” Journal of Technology in Counseling, vol5, Issue1,

14. Marja Kuittinen, Susanna Pontinen, Erkki Sutinen “How to Design Web-based Counseling System” IEEE International Conference on Advanced Learning Technologies Aug.6-8, 2001, pp.178-179

15. Phillip C.Wankat “Counseling Methods for

Professors Workshop-Part I”Oct.18-20, 1982,

pp.161-164, IEEE Frontiers in Education

Conference

16. R.D.Augustine and H.W. Phend “The Group

Counseling Program in Engineering at Michign State University” 1964 IEEE Transaction on Education

17. B.R.MYERS, Senior Member IEEE “Parricidal

Implications of Off-Campus Engineering

Education” IEEE TRANSACTIONS ON

EDUCATION May1, 1963, vol. 6, issue 2, pp.79-82 18. www.dtempcounseling.org, www.mponline.gov.in