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This paper attempts to deal with four important aspects of course material distribution (i) The functioning of the existing system of course material distribution in Dr. B.R. Ambedkar Open University, (ii) its effectiveness, (iii) problems and their solutions along with suggestions for the improvement of the system (iv) possible alternatives in place of the existing system.
Course material distribution is an important facet of the Open University system. It includes the despatch of print material, Audio and Video cassettes and other supplementary materials. Though distance education is imparted using the multi-media instruction, the print medium is still the most important component of the system. The effectiveness of distance learning mostly depends on the efficient distribution of course materials to students in advance.
The Material Production unit of B.R. Ambedkar Open University meets the material requirements of the University. The main functions of this branch are: Procuring the paper and other necessary material, arranging for printing of course material and print materials, keeping the copies of course material in sufficient numbers in the stores, planning and despatching the printed material.
The University also has an Audio, Video Production and Research Centre.
The main activity of this branch is to produce quality Audio, Video and Radio lessons. This would be helpful in supplementing those imparted through print media in the University.
In this context, it may be a useful exercise to know what constitutes the package of services which are being made available to the student of Dr. B.R. Ambedkar Open University. This may be seen from figure 1.
When we look at the figure, it becomes clear that the following package of services are received by the student:
A. Contact-cum-Counselling Classes
Personal contact programmes or fact-to-face teaching of lessons are the most commonly provided support services in most of the Open Universities. These programmes help in orienting and guiding the learners. They provide condensed class room teaching to cover important and difficult topics prescribed in the courses. Generally, these programmes are organised at study centres as per a predetermined schedule communicated by the Student Support Service Branch.
B. Print Course Material to the Students
The print course material is designed and prepared by a well constituted expert course team. The material production branch will look after the preparation of multiple copies. The print material is self-instructional. The material reaches the student at his doorstep in instalments.
C. Library Facilities
In view of the independent learning concept of Distance Learning Systems, Library facilities should occupy a prominent place in the student's learning process and form an essential part of Support Services. Dr. B.R. Ambedkar Open University provides library facilities to the students through its Study Centres.
D. Course Lessons Through Radio Programmes
Some of the lessons from the course syllabus are identified and they are broadcast for the benefit of the students. The transmitted programmes are also'made available in the form of audio cassettes. Dr. B.R. Ambedkar Open University produces video programmes through its Audio Visual Production and Research Centre.
E. Audio Facilities
Some of the topics in course material are identified for the Audio Programmes which supplement the print material. As we have discussed earlier, the audio programmes, unlike the video programmes, could be produced with no constraints on the duration. The study centre is equipped with a sufficient number of Tape recorders to enable the students to listen to the audio programmes and record them where necessary.
F. Video Programmes
The study centre is provided with a Television Set and a Video Cassette Player. Video programmes are produced on identified topics and are supplied to the study centres. These Video Cassettes are played as per the schedule or according to the convenience of the students.
Course Material Distribution in Dr. B.R. Ambedkar Open University
The most important aspect of distribution is to deliver the course material in time to the student. For this to happen, there must be proper planning and co-ordination among the different branches of the University.
The method selected should be effective and economical. The cost of distribution depends on the method we use, based on student numbers and other factors. The syllabus chosen should always be covered by the material already available. If there is no efficient postal service available, the material must be distributed by other means. Distribution can be done by sending the material direct to the student's house or indirect to the local study from centre where the students can collect it. It is important that the centres must be accessible to the students and that the centres are open at times convenient to them. Delivery at home pre-supposses reliable postal service. Students who cannot receive certain services such as radio broadcast transmissions at home should be able to go to the local centre to use a back up audio service. of all 'home-based' distribution is best because it is much more reliable. Finally, it is always necessity to distribute the material in advance, so that the students can plan
their own study time tables.
In the light of the above, let us analyse the existing course distribution system in Dr. B.R. Ambedkar Open University.
The University is adopting centralised distribution of material. Previously, the distribution was done by the Student Support Services Branch. Later, this responsibility was assigned to Material Production Branch. The distribution system begins with the sending of the requisition for the payment of fees by the Student Support Services Branch to the student. The following is the sequence of steps involved In material distribution:
- Payment of fee by the students through Bank Drafts to the Student support Services.
- The student affairs section records the same and the particulars would be sent to the Computer Section.
- The Computer Section prepares the address labels and sends them to the Student Support Services Branch.
- The Student Affairs Section of the Student Support Services verify those labels and send them to the despatch section for the despatch of the print material to the students.
- The despatch section arranges for the pasting of address labels on the covers or wrappers.
- The despatch section makes an indent on the stores for the books and also arranges for the actual despatch.
- The post office concerned is informed in advance about the possible average number of despatches and the period of despatch to make the necessary arrangements.
- The despatch section completes all the formalities putting the books in covers, bundling, franking, etc., and delivers the parcels at the post office.
- The post office takes the necessary steps for the delivery of books to students at their door steps through its various branches.
- The despatch section maintains the record of despatches for easy reference.
Without insisting on the fee payment, other materials like Audio and Video Cassettes would be despatched to the Study Centres.
Problems
The following are the difficulties observed in the present system of distribution:
- Due to unavoidable reasons, address labels are not received by the Despatch Section in advance.
- Due to non-availability of advance information, the despatch section is able not to plan the despatches.
- Basing on the availability of facilities, the despatch section could reduce its burden by sending huge despatches daily to the post office. The result is that the parcels are being held up at the post office. The Post Office could clear on an average 500 parcels a day as against the despatch of 2,000 to 3,000.
- Lack of co-operation from the postal authorities.
- The University is receiving complaints relating to the non-receipt of course material, loss of some books, receipt of wrong books etc.
In spite of the above mentioned problems, the existing system can be effective. This is so because the University on an average is sending about a lakh parcels per annum. The University receives complaints only in hundreds which amounts to 5 to 10 per cent. Further, it is the responsibility of the University to minimise the complaints and improve the efficiency of the system. The following are the suggestions to make the existing system more effective
- Advance planning should be done with regard to academic programmes to be offered.
- Preparation of advance despatch schedules which will help the accurate and timely despatch by the despatch section.
- In order to release the pressure on a single post office, it is better to get the franking-regisiration at different post offices.
- It is desirable to hold frequent meetings with the postal authorities to secure their co-operation.
- The cloth lined covers of good quality maybe used to avoid the loss of books in transit.
- The University may consider the feasibility of adopting mechanisation in the place of manual operations.
- The authorities may also consider the feasibility of re-attaching the despatch section to the Student Support Services which may improve the efficiency of the system.
- Finally, the student may be asked about the option with regard to the mode of receiving books in the admission application form to reduce the pressure on the Branch.
The present distribution system is a single-tier system in which the distribution is completely done at the central office. The following is the best possible alternative in place of the existing system.
Two-Tier System: Under this sytsem, the material would be produced at the Central Office and then made available at the study centres. The print material and other supplementary material would be distributed well in advance among the students according to their chosen options. For making this more effective, the study centres must be strengthened in terms of staff and accommodation.
If the University adopts this two-tier system in place of the existing course material distribution, many of the problems can be solved.
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