Month-by-month roadmap, team roles, step-by-step process, and hybrid-batch tips — everything the committee needs from day one to handover.
Semester 3 starts end of July. You have June and July to set the foundation before placements begin in earnest after Sem 3 starts.
| Task | Owner |
|---|---|
| Draft and publish nomination form | Coordinator |
| Announce LaunchPad to full batch via Branch POCs | Branch POCs |
| Review all nomination applications | Coordinator |
| Select committee — 18–21 students across all 7 roles | Coordinator |
| Get faculty advisor sign-off on committee list | Coordinator |
| Announce final committee publicly to batch | All committee |
| Run kickoff meeting — calendar, norms, accountabilities | Vice Coordinator |
| Task | Owner |
|---|---|
| Set up Google Drive folder structure and access permissions | Vice Coordinator |
| Build and populate master student database | Database Manager |
| Audit student data — CGPA, backlogs, specialisation | DB Volunteers |
| Announce CV submission deadline to batch | CV Review Head |
| Share standard CV template with all students | CV Review Head |
| CV collection begins — students submit to shared Drive | CV Volunteers |
| Build target company list — 80–100 companies by sector | Outreach Head |
| Map alumni contacts to target companies | Outreach Volunteers |
| Draft placement brochure and company email template | Vice Coordinator |
| First wave of outreach emails goes out | Outreach Team |
| Task | Owner |
|---|---|
| CV Review Round 1 — format and completeness check | CV Volunteers |
| CV Review Round 2 — content quality review | CV Review Head |
| Send written feedback to every student within 5 days | CV Review Head |
| Lock approved CV bank in shared Drive | CV Review Head |
| Outreach follow-up cycle 2 — ping non-responsive companies | Outreach Volunteers |
| Update outreach log with all responses so far | Outreach Head |
| Launch weekly aptitude sessions (every Saturday) | Prep Volunteers |
| Run first mock GD session with full batch | Prep Head |
| Share first prep resource pack with students | Prep Volunteers |
| Communicate batch updates — who has submitted CV, what's open | Branch POCs |
| Task | Owner |
|---|---|
| Collect formal JDs from confirming companies | Outreach Head |
| Confirm interview format — in-person vs virtual — per company | Outreach Head |
| Generate eligibility shortlists per JD criteria | Database Manager |
| Send shortlists + CVs to companies within 48 hrs of JD receipt | DB Volunteers |
| Schedule pre-placement talks (PPTs) with confirmed companies | Logistics Head |
| Coordinate room / virtual link booking for PPTs | Logistics Volunteers |
| Collect and log opt-outs from students not participating | Database Manager |
| Alumni mock interview session #1 — full batch invite | Prep Head |
| Alumni mock interview session #2 — targeted at weaker students | Prep Head |
| Weekly placement status report to faculty advisor | Coordinator |
| Task | Owner |
|---|---|
| Build and maintain master interview calendar | Logistics Head |
| Send student slot confirmations 48 hrs before each company | Logistics Volunteers |
| Prepare company welcome packs for each visit | Logistics Volunteers |
| Be on-ground single POC for visiting HR teams | Logistics Head |
| Run waiting area and interview-day flow management | Logistics Volunteers |
| Log all offers received — company, role, CTC, student name | Database Manager |
| Communicate offer results to students same-day | Branch POCs |
| Follow up on pending company decisions — 7-day cycle | Outreach Head |
| Continue prep sessions for students still in the market | Prep Team |
| Debrief after every company visit — log learnings | Vice Coordinator |
| Weekly placement % update to Coordinator and faculty | Database Manager |
| Task | Owner |
|---|---|
| Final follow-up on all pending offer letters | Outreach Head |
| Compile final placement report — %, sector, CTC, companies | Database Manager |
| Send thank-you notes to all companies that participated | Outreach Head |
| Archive all materials — contacts, templates, JDs, CVs | Vice Coordinator |
| Debrief with faculty advisor — present final report | Coordinator |
| Identify and brief incoming LaunchPad committee members | Coordinator |
| Run formal handover meeting with next committee | Full committee |
Every role has 1 Head and 2 Volunteers. The Head owns the function and is accountable for outcomes. Volunteers execute alongside and learn the role for continuity.
Nine steps in sequence. Each has a clear owner and a time anchor so nothing falls through.
Float and close the nomination form. Review applications. Select 18–21 students across all 7 roles. Announce publicly to the full batch. Hold a kickoff meeting within the first week to align on the season calendar, communication norms, and individual accountabilities.
Set up a shared Google Drive with clean sub-folders: CVs (by round), Company Contacts, JDs, Outreach Log, Student Database, Committee Resources. Create the master student spreadsheet. Set up a committee-only communication channel (Slack or WhatsApp). Roles, responsibilities, and deadlines go into a shared document everyone can see.
Research 80–100 companies suited to MBA hybrid profiles. Segment by sector: consulting, BFSI, operations, marketing, tech. Prioritise companies with a track record of hiring from IIT campuses or MBA programs. Map alumni names to companies wherever you can find them — warm intros convert at 3× the rate of cold email.
Announce the CV submission deadline — minimum 4 weeks before season. Share the standard template. Run two review rounds with written feedback. Maintain a final approved CV bank. Do not submit any CV to a company that hasn't been reviewed.
Send personalised cold emails to every company on the list. Attach the placement brochure. Use alumni connections for warm introductions first. Follow up every 7 days with non-responsive companies. Log every interaction — positive, negative, or silent — in the outreach tracker. Don't count a company as confirmed until you have a written JD from them.
Weekly aptitude sessions every Saturday morning. Mock GD rounds fortnightly with real business and current affairs topics. At least 2 alumni-led mock interview and CV feedback panels. A shared resource pack (GD tips, common HR questions, case study material) available to all students. Track attendance — students who skip consistently are the ones who underperform in interviews. Flag them early.
For every company that confirms, collect the formal JD — role, CTC, location, eligibility cutoffs (CGPA, no active backlogs, etc.). Hand the JD to the Database Manager immediately. Shortlists go to the company within 48 hours of receiving the JD. CVs for shortlisted students are pulled from the approved CV bank — never from ad-hoc student submissions.
Schedule PPTs, written tests, GD rounds, and final interviews — in-person or virtual depending on what the company and batch need. Send confirmed slot details to students 48 hours before — never shorter notice. A committee member is assigned to each visiting company for the full day. Post-visit: collect feedback from both the company and students. Any offer communicated same-day.
Record every offer in the tracker the day it comes in. Follow up with companies on pending decisions using a 5-day cycle. Once the season closes, compile the final placement report: % placed, sector breakdown, average CTC, companies. Archive every document, email template, company contact, and lesson learned in the shared Drive. Run a proper handover meeting with the incoming committee — not just a folder link.
A hybrid MBA batch has unique constraints — students in different cities, varying availability, and academic commitments alongside job searches. These tips are non-negotiable.
CV submissions, feedback, and all announcements must work through shared docs and email — not just in-person meetings or in-class announcements. Assume every student has a different schedule.
When any company confirms, immediately ask: which rounds can be virtual? Most companies will accommodate video GDs and first-round interviews. Don't wait until a student can't travel to bring this up.
Mock GDs, aptitude sessions, alumni panels — record them all. Students with work commitments or travel can't always attend live. A recording they can watch at 11 PM is far better than missing the session entirely.
One Google Drive. One master sheet. One committee group. When students are in different cities, conflicting information spreads 10× faster than in a hostel. Pick one channel per type of communication and never break from it.
Hybrid students often have jobs, families, and long commutes. Any interview requiring campus travel needs 72 hours minimum notice — ideally a week. 24-hour notice for a student in another city is not feasible.
For virtual interviews, proactively send a technical checklist 48 hours before: test connection speed, background, audio, lighting. A tech failure during a final interview damages both the student and IIT Patna's reputation.
With 100+ students, some will enrol in placements but not follow through. Opt-outs must be logged immediately so shortlists to companies are always accurate. One ghost in a company's shortlist erodes trust fast.
The committee changes every year. The season's institutional memory — what companies were easy to work with, what formats companies preferred, what went wrong — lives in your heads. A proper handover meeting is not optional.