State Government

The State Government plays the pivotal role in sponsoring the students delegation trip to Moscow. The following detail chalk out the responsibilities at the end of the State Government.

A. Shortlisting Students:

1. Transparency and Fairness: Ensure the selection process is transparent, with clear criteria and unbiased evaluation to maintain fairness.

2. Accessibility: Make participation in the selection process accessible to all students, including those from remote or underprivileged areas, to ensure equal opportunities.

3. Awareness Campaign: Conduct an extensive awareness campaign across colleges to ensure students are informed about the opportunity and how to participate. They also would be offered with detailed documents to understand.

One of the following approaches could be adapted to give opportunities to students to become part of this Space Camp.

• Online Quiz or Competition: Theme-Based online quiz or competition centered around space science, technology, engineering, and mathematics (STEM) subjects. This could include problem-solving tasks, quizzes on space history and technology, and creative projects related to space exploration.

• Essay or Video Submission Contest: Students could submit essays or short videos on topics such as "The Importance of Space Exploration" or "My Dream Space Mission." This allows students to express their passion for space and showcase their communication skills.

• Hackathon: Host a Space themed Hackathon or a project-based competition where students develop solutions or projects related to space technology, sustainability in space, or educational tools for space science.

• Academic Performance & Recommendation: Consider academic performance in relevant subjects, along with recommendations from faculty members, to identify students who have shown exceptional interest and aptitude in space science and related fields.

• Interactive Bootcamps: Organize Bootcamps where students participate in hands-on activities or simulations related to space missions. Observers can evaluate participants based on their problem-solving skills, teamwork, and leadership qualities.

• Social Media Campaign: Launch a social media challenge where students can share their space-related projects, ideas, or aspirations using a specific hashtag. This can increase engagement and allow for a broader reach.

B. Shortlisting Teachers:

1. Subject Relevance: Give preference to teachers with backgrounds in subjects related to the trip's focus, such as science, technology, engineering, mathematics, or space sciences, to enhance the educational value of the trip.

2. Experience and Skills: Consider teachers with experience in organizing or participating in field trips, extracurricular activities, or international travel with students.

3. Nomination by Institution: The teachers should be nominated by the institution head, as per the comfort level of the students. As almost all the students will get the exposure of the foreign land for the first time, it’s crucial for them to have someone from their own institution around. They will serve as the point of contact.

C. Background Verification & Permissions :

When organizing a foreign delegation, especially one involving students, the government needs to collect comprehensive information to ensure the safety, health, and legal compliance of all participants.

• No Objection Certificate (NOC) from Parents & Institution: Students need to take written permission from their parents & institution to become eligible to take part, even if they’re selected in the scouting procedure. Liability waivers and acknowledgement of risk forms signed by participants or their guardians.

• Health Checkup by Doctor: Students need to undergo medical checkup and be declared fit for international travel by accessing current & past health conditions by the designated Govt Doctor.

• Vaccination Records: Students need to submit the COVID-19 vaccination status (Dose I, II & Booster Dose)

• Code of Conduct Agreement: Signed agreement to adhere to a code of conduct during the trip, itinerary, outlining expected behaviors and consequences for violations.

• Contact Tracing Information: Primary and secondary emergency contact details for each participant.

• Dietary and Special Needs: Information on dietary restrictions, allergies, or special needs to ensure appropriate arrangements can be made.

D. Passport Mela:

State government would initiate a passport mela for students selected for an international delegation to streamline the passport application process, ensuring all participants obtain necessary travel documents efficiently and on time.

• Coordination with Regional Passport Office (RPO): Engage with the local RPO to plan the Passport Mela, including setting a date, location, and ensuring adequate staffing.

• Venue Arrangement: Secure a large enough venue to accommodate the students and the passport processing staff, with proper facilities for document verification and biometric capture.

• Awareness Campaign: Conduct awareness campaigns to inform eligible students about the passport Mela, including document requirements, application procedures, and fee details.

• Pre-Registration: If possible, facilitate pre-registration or appointment booking to manage flow and avoid overcrowding.

• Document Verification Support: Arrange for support staff to help students with document verification, photocopying, and any last-minute queries.

• Facilities and Logistics: Ensure basic amenities are available at the venue, including seating, water, and first aid. Consider logistics for safe entry and exit.

• Follow-up Support: Provide support for students who may need to submit additional documents or have queries after the Mela.

E. Visa Application Initial Coordination:

State government would conduct an initial visa coordination or awareness workshop for students selected to ensure all participants apply for visa efficiently and on time.

• Organize Visa Application Sessions: Arrange sessions or workshops to assist students with completing the visa application form, gathering the required documents, and understanding the visa process.

• Group Submission: Explore the possibility of submitting the visa applications as a group to simplify the process and possibly expedite processing.

• Pre-departure Orientation: Conduct a pre-departure orientation session to brief students on Russian customs, culture, and important travel advisories.

• Speed Post Expenses: Coordinate with Speedpost in coordination with Movsta.

F. Flight Booking:

The bulk flight tickets booking would be done on the cost head of the state government, for everyone visiting Moscow, Russia through this program:

• Determine Travel Dates and Flexibility: Establish clear travel dates based on the schedule of the Space Camp and any additional activities planned in Moscow.

• Flight Schedule and Routing: Choose flights that minimize travel time and layovers, considering the convenience and comfort of the students.

• Student Information Collection: Collect all necessary information from students for booking tickets, including full names as per passport, dates of birth, passport numbers, and expiry dates.

• Seat Assignments and Special Requests: Coordinate any special meal requests or assistance required for students with dietary restrictions or disabilities for seat arrangements.

• Luggage Allowance: Confirm baggage allowances with the airline and communicate this to students to ensure compliance and avoid extra charges.

• Emergency Contacts: Establish a central emergency contact protocol, providing everyone for immediate assistance.

G. Inside State Local Travel:

When an Indian State Government plans to bring a delegation of 100 students to the state capital city from various locations within the state before flying off to Moscow, organizing local travel requires detailed coordination. Here's a checklist to ensure smooth travel arrangements for the students to the state capital:

• Decide on Modes of Transportation: Evaluate various modes of transportation (bus, train or car) based on distance, cost, convenience, and safety of students across state.

• Arrange Local Pick-ups and Drop-offs: Local pick-up points in each city or town where students are originating from.

• Travel Instructions and Itineraries: Supply students & institutions with detailed itineraries, including departure times, locations, and modes of transportation.

• Appoint Coordinators: Designate chaperones or travel coordinators for each group to ensure students' safety and to assist with any travel-related queries or issues.

• Health and Safety Measures: Add basic safety measures such as first aid kits in every vehicle coming to capital city from the pickup touch points across state

• Temporary Accommodation: If the travel schedule requires overnight stays, arrange for safe and reliable accommodation near the departure points in the state capital.

H. Government Branding Guidelines Document for Delegation:

This document should be made available in a digital format (PDF) and shared to all relevant parties involved in organizing and participating in the delegation. A briefing session, either in-person or virtual, can be arranged to walk through these guidelines, ensuring clarity and addressing any questions.

1. Logo Usage

• Specifications for how the government logo should be used, including size, spacing, and acceptable variations.

• Prohibited uses of the logo.

2. Color Palette

• Primary and secondary color specifications with color codes (CMYK, RGB, Hex).

• Guidelines on how to use the color palette for various types of materials.

3. Typography

• Official typefaces/fonts to be used in communications and materials.

• Guidelines for font sizes, styles, and usage (headings, body text).

4. Imagery and Iconography

• Guidelines for the selection and usage of images and icons in materials.

• Restrictions on certain types of imagery.

5. Templates

• Provision of templates for common materials (presentations, brochures, banners).

• Instructions for the customization of templates.

6. Digital and Print Materials

• Guidelines distinguishing between digital and print material designs.

• Specific considerations for web, social media, and printed collateral.

7. Official Language and Tone

• Guidance on the language style and tone to be used in communications.

• Examples of appropriate and inappropriate language.

8. Contact Information

• Contact details for the government’s branding or communications team for queries and approvals.

9. Appendix

• Visual examples illustrating correct and incorrect usage of branding elements.

• Frequently Asked Questions (FAQs) addressing common concerns and scenarios.

10. Approval Process

• Steps to submit materials for approval.

• Expected turnaround times for feedback.

I. Felicitation On Return:

The government can organize a meaningful and successful felicitation ceremony that honors the delegates' efforts, promotes cultural exchange, and inspires future participation in similar programs.

1. Event Planning and Coordination:

• Date and Venue: Select a suitable date and venue for the felicitation ceremony, considering the availability of the delegates and dignitaries.

• Agenda Development: Outline a comprehensive agenda that includes speeches, award presentations, and cultural performances.

2. Invitations and Guest List:

• Dignitaries and Officials: Invite state government officials, including the Chief Minister, Ministers of Education and Culture, and other relevant dignitaries.

• Participants and Families: Ensure all delegates and their families are invited.

• Media Coverage: Extend invitations to local media to cover the event.

3. Recognition and Awards:

• Certificates of Participation: Prepare certificates for all delegates acknowledging their participation and contributions.

• Special Awards: Consider special awards for outstanding contributions or achievements during the delegation.

4. Speeches and Presentations:

• Delegates’ Experiences: Allocate time for selected delegates to share their experiences and learnings from the trip.

• Government Speeches: Include speeches from government officials highlighting the importance of international delegations and cultural exchanges.

5. Cultural Performances:

• Showcase Talents: Feature cultural performances or presentations by delegates, showcasing talents or experiences gained during the trip.

• Local Culture: Include performances representing the home state’s culture, fostering a sense of pride and unity.

6. Media and Publicity:

• Press Release: Prepare a press release detailing the delegation’s achievements and the felicitation ceremony.

• Social Media: Utilize government social media channels to promote the event and share highlights.

7. Logistics and Facilities:

• Seating Arrangement: Arrange seating for dignitaries, delegates, families, and media.

• Audio-Visual Equipment: Ensure availability of necessary equipment for speeches, presentations, and performances.

8. Refreshments and Hospitality:

• Catering Services: Arrange for refreshments or a buffet for guests attending the ceremony.

• Protocol Officers: Designate officers to assist dignitaries and ensure the smooth conduct of the event.

9. Feedback and Evaluation:

• Feedback Forms: Distribute feedback forms to gather insights on the delegation’s impact and suggestions for future programs.

• Post-Event Meeting: Organize a post-event meeting with the organizing committee to evaluate the success of the ceremony and identify areas for improvement.

10. Documentation and Archiving:

• Photography and Videography: Ensure professional coverage of the event for archival and promotional purposes.

• Event Report: Compile an event report summarizing the ceremony, speeches, and feedback for record-keeping.

J. Mobile App For Delegation:

An interactive mobile app developed by the government for managing end-to-end processes of a student delegation from scouting to returning home after a trip to Moscow should include comprehensive features to facilitate communication, logistics, learning, and safety. Here are suggested features:

1. User Profiles:

• Personalized profiles for students, organizers, and accompanying staff, including medical information, dietary preferences, and emergency contacts.

2. Application and Selection Process:

• A portal for application submission, document uploads, and tracking the selection process.

• Notifications for application status updates.

3. Pre-Departure Orientation:

• Access to pre-departure briefing materials, including videos, PDFs, and webinars.

• Interactive checklists for preparation.

4. Itinerary Management:

• Detailed itinerary with dates, times, locations, and descriptions of each event or activity.

• Real-time updates and notifications for any changes.

5. Communication Hub:

• In-app messaging for group announcements and individual communication.

• Emergency alerts and safety announcements feature.

6. Cultural Learning and Language Tools:

• Educational resources about Moscow’s culture, history, and language tips.

• Language translation tool integrated for real-time assistance.

7. Travel and Local Information:

• Maps integration showing event locations, accommodations, and points of interest in Moscow.

• Information on local transport options, including public transport schedules and safety tips.

8. Health and Safety:

• Health tips, including local health advisories and vaccination requirements.

• In-app access to emergency services, including the nearest hospitals and the Indian Embassy contact information.

9. Document Safe:

• Secure storage for important documents like passports, travel insurance, and emergency contacts.

• Digital copies of travel and legal documents relevant to the trip.

10. Feedback and Surveys:

• Feature to collect feedback on different aspects of the trip and suggestions for improvement.

• Surveys to assess the educational impact of the delegation.

11. Felicitation and Recognition:

• A section to highlight achievements and special recognitions awarded to students during or after the trip.

• Photo and video gallery of the felicitation ceremony.

12. Networking and Social Wall:

• A social wall where students can post updates, share photos, and communicate experiences.

• Networking features to connect with fellow delegates and organizers.

13. Live Tracking and Check-ins:

• Feature for students to check-in at various locations for safety tracking.

• Live tracking option for organizers to monitor the group’s location during travel days (with appropriate privacy considerations).

14. Resource Center:

• A comprehensive resource center containing FAQs, visa information, packing lists, and cultural etiquette guidelines.

15. Post-Trip Engagement:

• Sections for sharing project work or research conducted as a part of the trip.

• Forums for discussing post-trip reflections and applications of the learning experience.