Industrial Visit
Step 1: Receiving the Initial Request
An Industrial Visit request may come through:
● Phone call
● WhatsApp message
● Reference from staff or management
Immediate Action
● Politely acknowledge the request
● Inform them that further coordination will happen through WhatsApp
Step 2: Create a Dedicated WhatsApp Group (Mandatory)
Group Naming Convention
Create a WhatsApp group using the following format:
<CollegeName>@KANAVU-VISIT
Example:
● KonguEngineeringCollege@KANAVU-VISIT Members to Add (Must)
Add the following people:
1. Person who contacted us
2. College-side IV coordinator (if different)
3. Concerned faculty / Head / Sir
4. Kanavu internal coordinator
5. Kanavu CEO – Mr. Karthi Easwaramoorthy
Important Rule
● One group = One visit only ● If the same college comes:
○ On different dates, or
○ From different departments
Create a new group with the format:
<CollegeName>-<Department>@KANAVU-VISIT
Example:
● Kongu-IT@KANAVU-VISIT
● Kongu-CSE@KANAVU-VISIT
Step 3: Collect Complete Visit Details (Do Not Skip Any)
Ask and confirm the following details clearly in the WhatsApp group:
1. College Name
2. Department Name
3. Year of Study
4. Total number of students
5. Total number of accompanying faculty
6. Preferred visit date
7. Preferred reporting time
8. Expected duration of the visit
Important Instruction
● Do not proceed to the next step until all details are received and confirmed
Step 4: Internal Date & Time Feasibility Check
After receiving all details:
1. Check internal calendar
2. Confirm availability of:
○ Venue
○ Team members
○ Time slot
Decision
● If not feasible: Suggest an alternate date or time
● If feasible: Proceed to Step 5
Step 5: Request Official Letter from College
Once date and time are internally approved:
● Ask the college to send an official Industrial Visit Request Letter via email
● Letter must include:
○ College letterhead
○ Date of visit
○ Number of students and faculty
○ Purpose of visit
Note
● No confirmation is given without the official request letter
Step 6: Pre-Visit Data Collection (Mandatory)
Purpose
Before the visit, it is mandatory to collect details of all students and faculty for:
● Safety and security
● Official records
● Smooth coordination
Clearly inform the college that data is collected only for safety and official purposes.
Data to Be Collected (Via Email – Excel Sheet)
Student Details:
● Student name
● Department
● Year of study
● Mobile number
● Email ID
Faculty Details:
● Faculty name
● Designation
● Mobile number
● Email ID
Rules:
● Excel sheet must be shared before the visit
● Visit must not proceed without this data
● This step is mandatory for all visit
Step 7: Send Confirmation Mail
After receiving the request letter:
Pre-visit data (Excel sheet
Send a confirmation email mentioning:
○ Approved date
○ Reporting time
○ Duration
○ Location details
Visitor Guidelines & General Instructions
(To be included in the Confirmation Mail)
To ensure a smooth and professional Industrial Visit experience, kindly instruct students and faculty to follow the guidelines below:
● Visitors are expected to maintain professional behavior throughout the visit
● The campus environment should be kept clean and undisturbed
● Littering is strictly prohibited; waste must be disposed of only in designated dustbins
● Visitors should respect the working environment and avoid disturbing employees during work hours
● Movement within the campus should be orderly and guided
● Restrooms should be used responsibly and hygienically
● Students should follow instructions given by the coordinators at all times
● Photography or videography should be done only where permitted
● Any damage to property or misuse of facilities should be strictly avoided
These guidelines are shared to maintain a professional workplace atmosphere and to ensure a safe and respectful visit for everyone.
○ This mail acts as the final confirmation.
Step 8: Internal Planning & Role Allocation
Engagement Plan
● Assign:
○ One person forTECH and DIGITAL/ Non-technical sessions
Overall Briefing
● The overall briefing and vision explanation will be handled by:
○ CEO – Mr. Karthi Easwaramoorthy
Step 9: Visit Day – Execution Guidelines
Lunch Information (If Visit Duration Is Long)
● If the visit duration extends beyond usual hours, inform the college in advance to arrange and bring their own lunch
● If a session ends during lunch time, politely inform them that they may have lunch at the premises and then proceed
● Communicate lunch-related instructions clearly in the WhatsApp group to avoid confusion
Upon Arrival
● Welcome the students and faculty
● Guide them to the allocated venue
Photography & Videography
● Assign one person exclusively ● Capture:
○ Arrival
○ Sessions
○ Interactions
○ Group photos
Ensure moments are captured professionally.
Step 10: Infrastructure & Refreshments Arrangement
Refreshment Planning
● If the visit time is short (e.g., 10:00 AM to 12:00 PM):
○ Provide refreshments (tea and biscuits) at the end of the session, before departure
○ At that time, politely remind visitors to use dustbins for waste disposal
● If the visit extends until lunch time:
○ Provide an intermediate break
○ Resume sessions after the break
Cleanliness Instruction
● Politely instruct students to:
○ Use dustbins
○ Maintain cleanliness within the campus Facility Guidance
● Guide visitors to the restroom location clearly
● Inform them about the drinking water facility location Step 11: Feedback Collection (Post-Visit)
After the visit:
● Request honest feedback from students and faculty
● Encourage them to post a Google Review
Purpose:
● Improve future visits
● Understand visitor experience
● Strengthen online presence
Step 12: Blog & Website Update
After the visit:
1. Prepare a blog covering:
○ College name
○ Department
○ Visit highlights
○ Key learning moments
○ images
2. Upload the blog to:
○ kanavu.org
○ Visitors Page