Most schools complete their regular academic data on Shala Darpan without much difficulty. Student profiles, class allotment, staff records, and staff details are easy to find and are usually covered during basic training.
Vocational education tracking is different. The Shala Darpan Vocational Education module does not always appear on the main dashboard. It needs a special sub-role and follows its own process for linking students, trainers, trades, batches, attendance, and assessments.
Schools that wait until the last reporting date often face access errors, data mismatch problems, and locked entries. This guide explains the complete Vyavsayik Shiksha process in simple English so schools can manage vocational education data correctly.
What Vocational Education Means in Shala Darpan
In Shala Darpan, vocational education means the Vyavsayik Shiksha module. This module is used to track students who are enrolled in NSQF-based skill trades under schemes such as Samagra Shiksha or RMSA.
This module is not for NCC, sports, cultural activities, or co-curricular records. Those details are entered in other sections. The vocational education module is used for trade-wise enrollment, trainer details, batch attendance, internal assessment, external assessment, and vocational progress reports.
If your school runs an approved vocational trade such as IT, Beauty and Wellness, Retail, Agriculture, Automotive, Healthcare, or any other NSQF trade, all related information should be entered in this module.
Which Schools Need This Module?
Any government secondary or senior secondary school in Rajasthan that has an approved vocational trade under Samagra Shiksha must use this module.
If your school has approval for a vocational lab, trainer salary support, NSQF affiliation, or an official trade sanction, then vocational education tracking on Shala Darpan is required.
Where to Find the Vocational Education Module
Log in to Shala Darpan using your school login details at rajshaladarpan.rajasthan.gov.in. After logging in, do not only check the main left-side menu. In many school logins, the vocational education option does not appear there by default.
Main Navigation Path
Dashboard → School Reports → Vyavsayik Shiksha
Alternative Navigation Path
Dashboard → Other Modules → Vocational Education
What to Do If the Module Is Not Visible
If you cannot see either option after logging in, your login does not have access to the vocational module.
This issue cannot be fixed from a normal school login. The school principal or main in-charge account must contact the block-level SDMC coordinator and request the Vocational Prabhari sub-role for your login ID. Once this role is assigned from the backend, the module should become available.
Trade and Batch Setup Before Student Enrollment
Before enrolling students, your school must confirm that the approved trade and batch details are already available in the portal.
Trade Setup Path
Vyavsayik Shiksha → Trade Vivaran
On this screen, you should see your school UDISE code and the list of approved vocational trades. Each trade should show the trade name, NSQF level, batch year, approved student strength, and trade code.
Usually, Level 1 is used for classes 9 and 10, while Level 2 is used for classes 11 and 12. If any detail is missing or incorrect, do not start student enrollment. First, contact the district education office or block coordinator and request correction.
Also note down the Trade Code shown on this screen. You may need it while entering student data or mapping trainers.
Student Enrollment in the Shala Darpan Vocational Education Module
Vocational student enrollment is not a duplicate of the regular student profile. The portal links each student through the student SR Number. When you enter the SR number, the system fetches the student name, class, and roll number from the main student database.
Student Enrollment Path
Vyavsayik Shiksha → Vidyarthi Namankan
Step 1: Select Trade and Batch Year
First, choose the trade name and current academic session, such as 2025-26. Do not enter the SR number before selecting the correct trade and batch. The lookup may still work, but the student may be saved in the wrong batch.
Step 2: Enter the Student SR Number
Type the student SR number and click Khojo. If the record is correct, the student name and class will appear automatically.
If the name does not appear, the SR number may be wrong, the student profile may not be updated for the current session, or the student may not be saved in the main student details section. Fix the student profile first, then try again.
Step 3: Check Class and Trade Eligibility
The student class must match the correct NSQF level. For example, a class 9 student cannot be enrolled in a Level 2 trade.
A student who was in class 11 last year and is now in class 12 must be enrolled again for the new session, even if the trade is the same.
Step 4: Save the Enrollment
Click Surakshit Karen. After saving, the portal should show a confirmation line with the student name, trade, and enrollment date.
If the page reloads without confirmation, the entry may not have been saved. Check the internet connection and try again.
Bulk Student Enrollment
If your school needs to enroll more than 15 to 20 students, ask your block coordinator whether the CSV upload option is active in your district.
Some districts enabled bulk vocational enrollment during the 2024-25 portal cycle. If this option is available, the upload template will appear on the right side of the student enrollment screen.
Trainer and Assessor Mapping
Every vocational batch must have at least one trainer linked in the system. Without trainer mapping, attendance and assessment entries may not save properly.
Trainer Details Path
Vyavsayik Shiksha → Prashikshak Vivaran
If the trainer is a regular government school employee, their Employee ID can be linked from the staff module. You need to enter the trainer name, Employee ID, assigned trade, and qualification.
If the trainer is contractual or appointed through an implementation partner agency, enter the details manually. Add the full name, mobile number, qualification, and agency name. Enter the official agency name exactly as written in the school MoU or contract letter.
After saving trainer details, go back to the trade summary and check whether the trainer name appears against the correct trade and batch. If it does not appear immediately, log out and log in again after 10 to 15 minutes.
How to Enter Vocational Attendance
Vocational attendance is separate from regular school attendance. It does not come from the main attendance module. You must enter vocational attendance separately for each trade batch on the days when vocational classes are held.
Attendance Path
Vyavsayik Shiksha → Upasthiti
Select the trade, batch, and date. After this, the student list will load. Mark each student as Upasthit or Anupasthit.
There is no option for late attendance or half-day attendance in the vocational attendance module. After saving, the portal shows total present students, total absent students, and attendance percentage.
This data is used in monthly and yearly vocational attendance reports. Block and district offices may use these reports to confirm whether vocational classes are being conducted regularly.
How to Enter Assessment and Progress Records
Vocational assessment is different from regular academic assessment. Under NSQF, two types of assessment records are usually maintained: internal assessment by the school and external assessment by sector skill councils or authorized agencies.
Assessment Path
Vyavsayik Shiksha → Mulyankan
Internal Assessment Entry
Select the trade, batch, and assessment period. The period may be first term, second term, or annual.
The system will show the enrolled student list with marks fields. These fields usually include Prathmik Mulyankan, Vyavaharik Pareeksha, and Project or Portfolio.
Enter marks in whole numbers only. The current portal version usually does not accept decimal values.
Maximum Marks Reference
The portal may not always show maximum marks beside each input box. A common distribution under Samagra Shiksha is 30 marks for formative assessment, 50 marks for practical examination, and 20 marks for project or portfolio, making a total of 100 marks.
This pattern may vary by trade. Always confirm the correct marks pattern from the sector skill council framework before entering marks.
External Assessment Data
External assessment marks are usually uploaded by the state, sector council, or authorized officials. At the school level, these marks may be locked and may not be directly editable.
Your role is to check whether the uploaded marks match the official marksheet received from the assessor. If there is a mismatch, use the Sudhaar Avedan link on the same screen. Do not try to directly edit locked external assessment fields.
How to Generate Vocational Reports
After student enrollment, attendance, and assessment data are completed, the portal can generate different vocational education reports.
Reports Path
Vyavsayik Shiksha → Prativedan
Trade-Wise Enrollment Report
This report shows all enrolled students by trade and class. Use this report before every state-level data freeze to check whether any student is missing, entered twice, mapped to the wrong trade, or saved under the wrong batch.
Monthly Attendance Summary
This report shows each student monthly attendance and percentage. Block education officers often check this report to confirm whether vocational classes are being held regularly.
Use the PDF export option whenever possible. In some older browsers, the Excel export may remove the header row.
Assessment Report
This report combines internal and external marks for each term. It works correctly only when all internal marks for the selected period are saved.
If you generate the report before completing marks entry, some students may appear with zero marks. After state-level consolidation, such mistakes can be difficult to correct.
Data Freeze Dates
Shala Darpan applies data freeze windows during reporting periods. During these periods, some modules may be locked while state officers compile reports.
Vocational education data may have different freeze dates from regular academic data. The exact dates are usually shared through district circulars. They may not appear inside the portal, so always check official communication from your district office.
Common Errors in the Shala Darpan Vocational Education Module
| Portal Error or Message | What It Means | What to Do |
| SR Number Not Found | The SR number is wrong, or the student profile is not saved for the current session. | Check student details, update the current class and session, then try again. |
| Trade Not Sanctioned | The trade is not confirmed in the backend, even if it is running in the school. | Contact the block SDMC coordinator with the trade approval letter. |
| Trainer Not Mapped | No trainer is linked with the selected trade batch. | Complete trainer details first, then return to attendance. |
| Date Locked | The attendance date is more than 3 calendar days old and has been locked. | Contact the DIET vocational nodal officer with a written request. |
| Module Not Accessible / Access Denied | Your login does not have the Vocational Prabhari sub-role. | Ask the school in-charge account to request role access from the block SDMC coordinator. |
| Marks Value Invalid | Decimal marks or marks above the allowed limit were entered. | Enter whole numbers only and check the maximum marks. |
Frequently Asked Questions
H3: Can a Class Teacher Update Vocational Attendance?
Only a login with the Vocational Prabhari sub-role can enter or edit data in the vocational education module.
A normal class teacher login usually does not have write access to this module, even if the teacher is teaching the vocational subject in the school. If a teacher needs access, the block coordinator must assign the required sub-role to that teacher login ID.
What If a Student Changes Trade in the Middle of the Session?
The portal does not have a direct trade transfer option. You must first remove the student from the old trade using the Namankan Hatana option. After that, enroll the student again in the new trade.
Attendance from the old trade will not transfer to the new trade. Keep a written record of the actual trade change date and inform the block coordinator, because mid-session trade changes can affect official student count reports.
What If a Vocational Trade Is Closed This Year?
Schools cannot close or deactivate a trade from their own login. If the trade has officially been closed by the district, the block or district office must update the backend and set the approved strength to zero for the new session.
At the school level, do not enroll new students in that trade. Do not enter new attendance or assessment data for the closed trade. Old data from the previous year may still appear in read-only mode. This is normal because the portal keeps past records saved.
Final Words
The Shala Darpan Vocational Education Tracking Guide is useful because the vocational module follows a separate process from regular academic modules.
The correct order is simple: first confirm trade setup, then map the trainer, then enroll students, then enter attendance, and then complete assessment records.
Most errors happen when schools skip a step or enter data in the wrong order.
If the issue is related to login access, trade sanction, locked dates, or backend data, it cannot be solved from the normal school login. In that case, follow this escalation order: Block SDMC Coordinator → DIET Vocational Nodal Officer → District Samagra Shiksha Program Officer.
By following the correct process, schools can keep their Shala Darpan vocational education data, Vyavsayik Shiksha records, student enrollment, trainer mapping, attendance, and assessment reports accurate throughout the session.
