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SAP SLcM (Student Lifecycle Management)
SAP S/4 HANA Implementation Project
Staff member Manual for PG/Ph.D. Academic Section
Indian Institute of Science
In case of system issues, please send mail to [email protected]
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Table of Content
1. ABOUT SLCM ................................................................................................................................................. 5
2. LOGIN PROCEDURE FOR ACADEMIC SECTION STAFF MEMBER..................................................................... 8
3. VIEW ACADEMIC CALENDAR AS SHOWN BELOW ......................................................................................... 9
4. STUDENT MASTER RECORD ........................................................................................................................ 12
5. MAINTAIN MASTER DATA ........................................................................................................................... 13
6. VIEW STUDENT MASTER DATA ................................................................................................................... 15
7. MAINTAIN ACADEMIC CALENDAR .............................................................................................................. 16
8. MAINTAIN ACADEMIC STRUCTURE ............................................................................................................. 18
9. STUDENT REGISTRATION REPORT............................................................................................................... 19
10. MAINTAIN FEEDBACK ................................................................................................................................. 22
11. PUBLISH FEEDBACK QUESTIONS ................................................................................................................. 23
12. MAINTAIN FEEDBACK QUESTIONS .............................................................................................................. 24
13. SEND EMAIL FOR SCHEDULING COMPREHENSIVE EXAM ............................................................................ 25
14. EMAIL REMINDER FOR MARKS UPLOAD ..................................................................................................... 26
15. STUDENT LEAVE QUOTA ............................................................................................................................. 27
16. REPORT ON COURSE REGISTRATIONS ......................................................................................................... 29
17. REPORT ON COURSE DROPPING ................................................................................................................. 31
18. COURSE, INSTRUCTOR & TIME SLOT REPORT ............................................................................................. 35
19. SENATE & COUNCIL APPROVAL REPORT ..................................................................................................... 39
20. GENERATE BASKET RULE REPORT ............................................................................................................... 40
21. STUDENT COURSE REMINDER ..................................................................................................................... 45
22. REPORT ON THESIS EXAMINERS ................................................................................................................. 46
23. REPORT ON ANNUAL AND FINAL NO DUES................................................................................................. 47
24. EXECUTE AUTO APPROVAL ......................................................................................................................... 50
25. SENATE REPORT .......................................................................................................................................... 54
26. APPROVE NEW COURSE .............................................................................................................................. 55
27. APPROVE MARKS ........................................................................................................................................ 56
28. APPROVE MARKS CHANGE ......................................................................................................................... 57
29. APPROVE LEAVE .......................................................................................................................................... 60
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30. APPROVE CONTINUATION/UPGRADATION/DOWN GRADATION ............................................................... 60
31. APPROVE ADD CO RS/CHANGE RS .............................................................................................................. 61
32. APPROVE SENATE NOMINEE ....................................................................................................................... 62
33. APPROVE COMPREHENSIVE EXAM RESULT ................................................................................................ 63
34. APPROVE RESEARCH SUPERVISOR .............................................................................................................. 63
35. APPROVE REVOCATION OF REGISTRATION CANCELLATION ....................................................................... 64
36. APPROVE REQUEST FOR DISCONTINUATION .............................................................................................. 65
37. APPROVE THESIS EXAMINERS ..................................................................................................................... 65
38. CREATE, EDIT & VIEW FEE STRUCTURE ....................................................................................................... 67
39. VIEW/DOWNLOAD SCHEME OF INSTRUCTIONS ......................................................................................... 70
40. LETTER GENERATION .................................................................................................................................. 72
41. STUDENT REGISTRATION CANCELLATION ................................................................................................... 73
42. RESEARCH ASSOCIATESHIP COMPLETION LIMIT ......................................................................................... 74
43. DEREGISTERED STUDENTS REFUND PERCENTAGE ...................................................................................... 75
44. M. TECH, M.DES AND M. MGMT GRADUATION STATISTICS ....................................................................... 75
45. STUDENT TRAVEL BALANCE ........................................................................................................................ 77
46. STUDENT REGISTRATION BY STAFF MEMBER ............................................................................................. 78
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Abbreviation Stands For
AMS Academic Management System
AR Academic Assistant Registrar Staff member
CGPA Cumulative Grade Point Average
DCC Department Curriculum Committee
DR Academic Deputy Registrar Staff member
ERR Examination Result Registry
FICA Finance and Contract Accounting
GARP General Academic Research Provision.
HMS Hostel Management System
NON-RTP Non-Research Training Program
PO Process Orchestration
PS Project Systems
RE-FX Real Estate Flexible Management
RTP Research Training Program
SCC Senate Curriculum Committee
SCRC Senate Committee on Research Conferment’s
SLcM Student Life Cycle Management
SOI Scheme of Instruction
TGPA Term Grade Point Average
FA Financial Assistance
RA Research Associateship
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1. About SLcM
Student Lifecycle Management is a component of SAP Higher Education & Research solution which aims
at cost-effective management of higher education by providing functions that cover the core processes
of a university. SAP SLCM is designed for Higher Education & Research to provide an integrated student
lifecycle management and, support business processes.
It is used for maintaining student records, student financials, recruitment and admission, student advising, academic structure, class schedule as well as academic services for teaching and research.
Following diagram shows the functions that Student Lifecycle Management offers at IISc.
Course Management
There are two processes in Course Management
1. Addition of new courses in SOI (Scheme of Instructions)
2. Change in Existing Courses.
This is followed by the activation and offering of the various courses for the specific Academic Year and
Session, through Course-Instructor Mapping and Activation.
Admission
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The data related to the admission of Student is being brought to SAP SLcM through an interface from Academic Management System (AMS). Once applicant’s pay’s admission fees in AMS system, staff member are provisionally admitted and following details will be ported to SAP via the interface: 1. Student Personal Details 2. Admission and Registration Details 3. Certificates uploaded by Student 4. Student Qualification Details 5. Student Scholarship Details 6. National Entrance Test Details 7. Fee pending for Student Account – How much total fees is pending for student to pay 8. Fee Posted to Student Account – How much fees student has paid 9. Customer Master Data in RE-FX (Flexible Real Estate Management, etc.
Provisionally admitted students will be called for reporting to Institute.
Course Registration/Dropping
Courses are available on Student portal for registration during the active window for Course Registration. The dates can be viewed from the Academic Calendar available in Student portal. Student will log in on the portal to choose a set of courses before a set deadline. Student needs to submit the request and once the request is approved, the courses will be registered. The information will be available in the Academic Work in Student Profile.
There are two deadlines to drop a course. If a student drops before first deadline, then there is no mention of that course in Transcripts and the Examination Results Register (ERR), but if a student drops after first deadline and before second deadline, then it will appear in the transcript of Student with status “W” (Withdrawn). Student will be able to initiate the request for dropping and upon successful approval, the course will be dropped.
Examination & Grading
This involves the process for Marks Entry and Grade Change. After successful approval of the same and on the activation of the Result Publication Date, Student will be able to generate and download term transcript. This also encompasses generation of reports like- ERR, CMGS, etc.
Re-Registration
On the commencement of new Academic Session, students’ needs to activate their registration by initiating the process of Course Registration for the new session. Registration activation can also be achieved by initiating request for Scholarship, which creates an active sessional registration record.
Graduation & De-Registration
On successful completion of the program requirement, Student is eligible for Graduation. On Senate and Council Approval, the status of Student is “Degree Awarded” in the SAP System and Student is deregistered from SAP SLcM. However, deregistration does not have an impact on the existing data of Student.
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Alumni
Once the degree is awarded, Student is considered an Alumni. alumna/alumnus. The data related to Alumni is available in the Alumni Management System.
The Interfaces
Data is ported from AMS to SAP via an Interface. Once an applicant pays admission fees and uploads
relevant documents in AMS system, applicant is provisionally admitted, and all details of Students are
updated in SAP. Provisionally admitted students will be called for reporting to Institute.
The information about Mess Guest Charges and Mess Bill Generation is ported from HMS to SAP.
Following information is received by the HMS System from SAP System:
• Mess Allotment,
• Change of Mess,
• Student Details for Upgrade/Downgrade/Continuation,
• Mess Deallocation/Vacation,
• Mess Bill Payment/Adjustment,
• Generation of Advance Slot,
• Extension of Mess,
• Details of Leave History of Student for Mess Sign In/Sign Off.
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2. Login Procedure for Academic Section Staff member
Staff member has to login with credentials (Staff member ID & Password) assigned to Staff member.
Staff member can view all tiles as per assigned role
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3. View Academic Calendar as shown below
Staff member to click on tile’ View Academic Calendar’ to see details of academic calendar
functionalities.
Below screen appears after entering Academic Year, Academic Session, & once staff member click on
‘Get Academic’ calendar tab below screen appears.
There will be specified time period for all Academic activities like:
• Course Grade Entry
• Fee Due date
• Standard duration of Academic Session
• Course & Instructor Feedback Submission
• Application for UG Specialization
Course Grade Entry for all Academic activities which are maintained in Academic Calendar will be
displayed in ‘View academic calendar’ tile so that Staff member can view particular activity in specified
period, academic year & Session (Start Date & End Date).
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View Student File
Staff member to click on below highlighted tile to view student file:
Below screen appears where Staff member can search students by following steps given below: -
Staff member can search students through search functionality with:
• Student name
• First name or Additional No (SR No)
Staff member can provide few alphabets & * to search or *16098* last digits for Additional no and press
Enter
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Below screen appears where staff member can select student from list and press enter
So, student master details appear which Staff member can view:
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4. Student Master Record
Staff member can create student master from there portal, once academic click on Tile below:-
Staff member can enter below tabs:
• Personal data
• Permanent address
• Additional Overview
• Study Data
• Visa details, and other tabs available in student profile while creating student master record with
required details.
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5. Maintain Master Data
Staff member can create student master from portal by using below highlighted tile:
Once Staff member clicks on “Maintain Student Master Data’, below screen appears where Staff member
can enter student number if it is known or else, Staff member can search, and press enter to retrieve
student master details.
Student details can be searched with ‘Name’ or Additional ID (SR no) as well. If staff members are not
aware of complete name or Additional ID, staff member can enter as * last 4 alphabets or no for SR and
* and press enter as shown below:
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6. View Student Master Data
Staff member Staff members can only view student master data, staff member cannot change or create student master using ‘View Student Master Data’ tile.
If Staff member knows student number, staff member can directly enter the number and press enter,
else staff member needs to search in same procedure and press enter. All Fields will be in un-editable
mode.
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7. Maintain Academic Calendar
Academic Calendar is Timetable that contains the dates and periods of various IISc events.
To access the academic calendar, Staff member must click on below highlighted tile:
If Staff member needs to change or extend time period of any academic activity, staff member need to
select line item that must be changed & click Display->Change
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Once Staff member selects any line item and double clicks that line item, line item will be in editable
mode where changes can be done.
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8. Maintain Academic Structure
Staff members can maintain details like organization structure, Program of study, Module group by
accessing the tile ‘Maintain Academic Structure’.
Staff member can change, display or create records as required
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9. Student Registration Report
Staff members should click on below Tile to access Student Registration Report:
Based on Input provided for Registration report, output will be generated in 2 ways.
Staff member needs to provide below inputs:
• Academic Department
• Program of Study
• Academic Year & Academic Session is mandatory (*) which needs to be entered to generate
Output
Input for filter 1
Output generated for Input provided: -
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Input for Filter 2: -
Staff member must enter mandatory fields as shown below:
• Academic Department
• Program of Study
• Academic Year
• Staff member are mandatory.
Along with above mandatory fields, staff member can maintain more fields like - Admission category,
Registration Status, & Admission batch which are Not mandatory
Output Generated based on Input provided: -
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10. Maintain Feedback
In Each & Every Academic year, students need to fill Course & Instructor feedback for courses students
have registered for. Every question that has been specified for course & Instructor feedback will be
maintained by Staff member:
o Question No – Serial No specified
o Question Type – Whether question type belong to Course or Instructor
o Answer Number – For each & every no there is different description specified as High, Low
Moderate
o Answer Description – 3 means what does it stands for like High, 4- means Moderate
o Answer Marks – For each & every Answer rating has been specified as High means 3, Moderate
means 4
Staff member can insert new line or delete or change by using different functionalities as shown in
screenshot below.
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11. Publish Feedback Questions
Staff member should click on tile ‘Publish Feedback Questions’ as shown below:-
Staff member can publish Feedback questions which needs to be published for that particular year and
session. In case Staff member don’t want few questions to be displayed, staff member can define using
this application.
Once Staff member clicks on tile ‘Publish Feedback Questions’, below screen appears: -
o Academic year – Question should be published in which academic year
o Academic Session – Question should be published in which Academic session
o Question Type – Whether it is Course related question or Instructor related Question that
needs to be published
o Question No – Which Question number needs to be published
Staff member can add new entries, Copy and create record with changes or delete using below
specified tabs.
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12. Maintain Feedback Questions
Staff member should click on the tile ‘Maintain Feedback Question’ to maintain feedback questions.
Questions which will be available for student for a particular year & session will be maintained &
Framed by Staff member with below mentioned fields: -
o Question No – Serial Number of questions
o Question Type – Whether specified question belongs to Course or Faculty
o Question Description – Complete Description of question will be maintained
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13. Send Email for scheduling Comprehensive Exam
Staff member should click on Tile ‘Send Email for Scheduling Comprehensive exam’ as shown below:-
Staff member can send Email Department wise to schedule Comprehensive exam department wise for
a date as displayed in below screenshot, and Execute
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14. Email Reminder for Marks Upload
Staff member can send reminder for Marks upload
This application will send reminder mail to instructors for marks upload
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15. Student Leave Quota
Staff member should maintain Leave quota for Personal Leave, Medical Leave, and Break in Studies &
Maternity Leave (For Female Students only), Internship, Collaborative Research Work
Below Screen appears once Staff member clicks on ‘Student Leave quota’, Staff member need to enter
below input to generate leave quota report
In ‘Student Leave Quota’ leave can be maintained for students and even Staff member can view leave
quotas which are already maintained
1) Maintain Leave Quota
o Academic Department – Leave quota report will be generated for the department entered
o Academic Year – Leave Quota report will be generated for the Year entered
o Select tab which report should be generated like Maintain Leave Report or Leave quota Report
o Leave Type – Quota should be maintained for which type of leave Personal Leave, Medical Leave,
Maternity Leave, Break in Studies, Internship, or collaborative Research Work
Output screen generated based on Input provided
If any leaves are already maintained, then same will be displayed as shown in below screenshot. Again
staff member can choose by selecting quota & update so that same will overwrite
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2) Leave Quota Report
Staff member can view Leave Quotas that have been already maintained for students as shown below.
Once Staff member selects Leave quota Report, below Output will be generated
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16. Report on Course Registrations
Staff member should click on Tile ‘Report on Course Registrations’ for courser registration report.
Staff member can View Course and students registered in that course. This report will give the list of the
students who have booked the subjects
Input for Course registration Report: -
o Academic Department – Staff member can select academic department for which staff member need
to check the list of students registered. Below screenshot for reference
o Program of Study – Based on Program of study, Staff member can select Program of study - Ph.D.
ENGG, Ph.D. Science, M. Tec (Res), MTec.
o Academic Year – Staff member can select year for which staff member need to generate Registration
report
o Academic Session – Staff member can select for which staff member report is to be generated.
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Output Generated based on input entered
Staff member needs to click on any particular course to check students registered
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17. Report on Course Dropping
Staff member should click on Tile ‘Report on Course Dropping’ as shown below:
Staff member can View Course and students dropped in that course. This report is used to get the list
of the students who have cancelled the registration of the Module. On execution, this report will give
the list of the students who have cancelled the course in the selected Academic department, academic
year and session.
o Academic Department – Staff member can select academic department for which staff member need
to check the list of students dropped. Screenshot below for reference
o Academic Year – Staff member can select year for which staff member need to generate student
dropping report
o Academic Session – Staff member can select Academic session for which staff member need to
generate student dropping Report
o Course Dropping Type – With Mention & Without mention
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Mass Deregistration
• Staff member should click on Tile ‘Mass Deregistration’ as shown below: -
• Below Screen will be displayed and Input should be entered for Mass Deregistration of students. Staff
member should enter selection method, Selection variant (Should be created as required), & Click
on
• After Staff member clicks on “Change Student’, list will be displayed, staff member should click on
Hit list as well
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• Staff member should click on Transfer Hit list , after which, Staff member should
enter De-Registration Data as shown below & than Execute
o De-reg. Activity – Activity due to which Student deregistration was done - Withdrawal or Dismissal
o De-reg. Reason – Reason for which Student deregistration was done
o De-reg. On – Date on which De registration was done
• Students will be deregistered as shown below: -
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18. Course, Instructor & Time slot Report
Staff member should click on Tile ‘Course, Instructor & Time Slot report’ as shown below: -
• This report will fetch the courses offered in the selected academic year and session for the
department along with the faculty mapping details and approved time slot.
Input for Report generation & Execute
Output generated based on Input entered:-
Division, Course code, Course Name, Credit, Level, Department, Faculty, Custom time slot, Approved
time slot, Status, Faculty Email ID, Academic Year, Division ID along with Academic session will be
displayed
Staff member can know the approved timeslot along with mapped Faculty as displayed below.
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Generate ERR Report
a) The Staff member can generate the ERR after approval from-
o For PG/Ph.D.- DCC Chair for Marks/Grade Entry and SCC Chair for Grade Change Request.
b) An option is available to download the ERR in PDF format.
Staff member should click on below highlighted Tile to generate ERR report for students.
Staff member can view ERR Report and DAP Report.
Input Screen for ERR Report generation: -
o As per selection data entered, staff member can generate ERR Report of student
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Output generated for ERR report based on entered Input
RTP Students
Non-RTP students
Deficient Academic Performance cases
ERR can be generated to single student as displayed below based on search:-
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ERR Reports can be downloaded by Staff member with download option: -
ERR will get downloaded in PDF as displayed below:-
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19. Senate & Council Approval Report
Staff member should click on the tile ‘Senate & Council Approval’ as shown below: -
o Staff member can maintain council date through senate & council report and award degree to those
students who have completed.
o Degree cannot be awarded for students who have less than 5CGPA
o Degree cannot be awarded if date of council is not maintained
o Staff member should select checkbox, enter date of council than click on ‘Degree awarded’
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20. Generate Basket Rule Report
Staff member should click on tile ‘Generate Basket Rule Report’ as shown in below screenshot: -
o Staff member can generate a report for students who fall under the basket rule, report should
contain the list of students who have secured less than minimum CGPA and eligible for
comprehensive exam
o Every student in research category needs to comply with minimum credits defined by the Institute
and the student must complete the same within different time categories for each program. M Tech
(Research) Students must complete their RTP in one year; PhD students must complete their RTP in
one year and six months. Direct PhD students, i.e., those who join the PhD program directly after a
BE/ B Tech degree, can take at most two years to complete their RTP.
o The Basket rule complies to calculate the best grades of a student to make him eligible to write the
comprehensive exam
Basket Rule: -
o The basket rule applies to research Category and is applied for considering the best CGPA, by
taking combination of credits for a predefined total credit.
o If the student has secured no F’s or one F and accumulated CGPA is less than 7.0, the student
can plead for comprehensive.
o Minimum and Maximum Credits that should be maintained amongst Research Students
o Applies only to M Tech Research and PhD who has scored CGPA less than 7 on 10 Scale and 5.5
on 8 scale.
o If the student has taken more than the minimum required number of credits. Minimum is 12 for
students who joined after a master’s degree and 24 for those who has joined after a bachelor’s
degree.
o Master’s degree: Pick the combination of courses such that the sum of credits is 12 or nearest
higher number, this can be set to 15
o Bachelor’s degree: Pick the combination of courses such that the sum of credits is 24 or nearest
higher number this can be set to 27
o If the student has 2 or more F grades scored, don’t apply basket rule.
Input screen for Basket Rule: -
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Output generated for Basket Rule: -
Basket Rule will show error message for completing basket rule for students, once Staff member clicks
on “student report’, will show details as below:-
Mass Download of Transcripts
The Staff member will have an option to generate the Term Transcripts of all the students (in a bulk)
which will be processed further for printing in IISc official transcript format. In cases where the Alumni
requests for re-issue of Term Transcript, the Staff member will access alumni record for generating and
printing the Transcript.
Staff member should click on Tile Mass Download of Transcripts as shown below: -
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Staff member can download Transcripts of students in mass. Staff member should enter input based on
which Staff member can generate Report
Input Screen for Mass Download of Transcripts: -
Output generated based on Input Entered
Staff member should select ‘students’ checkbox after which Staff member can download transcript, else
download tab will be in uneditable mode
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Downloaded Transcript of students: -
Student Scholarship Details
Staff member should click on Tile ‘Student Scholarship’ details as shown below:-
Input screen for scholarship Details: -
Staff member can generate report as per requirement. TO generate the scholarship report, Staff member
can enter inputs - Academic department, year, MOE, Program of study, Academic session, Scholarship
Type, Agency.
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Details of scholarship assigned to student will be displayed as shown below in output
Assign scholarship Scheme
Staff member should click on Tile ‘Assign Scholarship scheme’ as shown below:-
Students list will be displayed based on Input provided, Staff member needs to select Click to maintain
Scholarship. For each program of study there will be different scholarship date which will be assigned
based on their MOE.
Staff member can create, change, display or delete as specified in below screenshot
o Approved scholarship cannot be changed by Staff member.
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21. Student Course Reminder
Staff member should select Tile ‘Student course Reminder’ as shown below:-
o All Academic departments will be displayed in the list in which selection should be done & executed
by entering date to send reminder for student for course
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22. Report on Thesis Examiners
Staff member should click on tile ‘Report on Thesis Examiners’ as shown below: -
o Academic Year & Academic session should be entered to generate thesis report
o Report will be generated for all departments as shown below which consists of complete thesis
details.
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23. Report on Annual and Final No Dues
Staff member should click on Tile ‘Report on Annual and Final No Dues’ as shown below:-
Input Screen for Annual No Dues: -
Staff member can generate Annual and Final No Dues Report based on Input entered
o Academic Department – Staff member can generate Report based on Department
o Program of Study – Based on Selection of Academic Department, Program of study drop
down will display
o Academic Year – Staff member can generate Report for any year
o No Dues Type – There are 2 Types of Annual No Dues which student needs to submit every
year & final No Dues which student needs to submit before his discontinuation
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Output Generated from Input Entered: -
Through this, Report Staff member can check for students who have submitted their No Dues and
approval status.
Output generated for No Dues if staff member selects ‘Final Dues’
Report on Continuation/Upgradation/Down gradation
Staff member needs to click on Tile “Report on Continaution/Upgradation/Downgradation’ as shown
below:-
Staff member can generate report to check list of student whose continuation/Upgradation or
Downgradation has been approved
Input for Report continuation/Upgradation/Down gradation: -
o Staff member can generate separate report of students who applied for continuation,
Upgradation or Down gradation
o Below screen is for Continuation. Staff member should enter details & than Execute to generate
output
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Output Generated
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24. Execute Auto Approval
Staff member should click on Tile ‘Execute Auto Approval’
o Specific Time frame will be maintained in Academic Calendar for Course Registration approval &
Course dropping approval, if any request has not got approved within that timeframe, staff member
can run ‘Auto approval’ with below inputs and approve the requests
o This program will run in background and will be used to auto approve the request of course
registration and course dropping pending at the approvers end if the formal date of the approval
has crossed. The auto approval program must approve the pending approval request once it
crosses the deadline at the approver end.
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Maintain Scholarship Scheme Master
Staff member should click on tile ‘Maintain Scholarship Scheme Master’ as shown below:-
Below Fields should be maintained from Staff member. This scholarship will be master for all scholarship
updation in student scholarship master
View Student summary Sheet
Staff member should click on tile ‘View Student Summary Sheet’ as shown below:-
Staff member can view Complete summary of particular department based on Input Entered as
mentioned below: -
Student List will be generated and staff member can view complete Summary and research activity
Details as displayed below:-
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Summary Sheet – Summary sheet can be downloaded as below once staff member clicks on ‘Download
Summary Sheet’
Link to View Research Details: -
Research Activity Details: - Staff member can view student’s complete research Activities and details.
once staff member click on tab, below screen will be displayed where student research details are
available.
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Staff member can click on any tab, which staff member need to view about the student.
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25. Senate Report
Staff member should click on Tile ‘Senate Report’ as shown below:
Staff member can view complete details of student - Oral defense date along with status, senate report
& oral defense report
Output for Senate Report: -
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26. Approve New Course
Staff member should click on Tile ‘Approve New Course’ as shown below:-
Faculty will create new course, then it will go for specified approval as given below for PG/Ph.D.
Instructor->DCC Chair ->Academic Office->Dr Academic->SCC Chair (Bulk approval)
o Staff member will receive request to approve so it will further trigger to deputy register for
approval or rejection.
o Request will be pending for Staff member for approval as displayed below in which staff member
can Select check box and Click on Approve/Reject or Review to process further
Staff member can click on ‘Details’ to enter their comments before taking any action as displayed below
and click on ‘Proceed’ so that system will move to next screen
Once Staff member approves request, it will displayed under completed request along with status
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o Staff member can view details of students in detail tab along with comments
27. Approve Marks
Staff member should click on tile ‘Approve marks’ as shown below:-
Faculty will enter Marks through Faculty/Instructor Portal for the designated duration as specified in the
Academic Calendar (GRDE). Once instructor enters the marks and submits, the workflow is triggered for
the approvals
For PG/Ph.D. Students, the Workflow levels are as follows:
Instructor→ DCC Chair→ Staff member → DR Academics → SCC Chair
Request will flow to Staff member and will be displayed in pending requests. After approval by DCC Chair,
Staff member can filter from pending request and approve.
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28. Approve Marks Change
Staff member should click on tile ‘Approve Marks Change’ as shown below:-
In cases where the student requests for a review of his marks, the Instructor initiates the Grade Change
Request for that student. After the re-computation of the marks and final Approval, the correction is
reflected in the Term Transcript of the student. The correct and updated Term Transcript can be
downloaded by the student from his portal.
For PG/Ph.D. the Workflow approver level are as follows:
Instructor→DCC Chair→Staff member→DR Academics→SCC Chair
Approval section can approve or reject the request. Once Staff member approves, it will be in
completed Request. Staff member can see further information of students who have applied for
request in Details tab
Below Screen For reference
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Approve Scholarship Activation
Staff member should click on tile ‘Approve scholarship Activation’ as shown below:
The Student will select ‘Apply for scholarship’ by activating from their student profile after reporting to
the Institute
Workflow Process for Scholarship Activation PG/Ph.D.
For PG:-
Student ->Dept. Chair->Academic office->DR. Academic
For Ph.D.:-
Student -> Research Supervisor->Dept. Chair->Academic Office->DR. Academic
Staff member will login through his portal and click on the “Scholarship” Tile to approve the request
raised by the student for the same.
Approval process for ‘Activation of Scholarship’ is same as specified in point 37 for marks change
Approve Renewal of Sch. Ship/Fin.Assist. /RAship
Staff member should click on Tile Approve Renewal of Sch. Ship/Fin. Assist. /RAship
Student can request for the various Scholarship related services online. The Following are the Scholarship
Request types:
1. Request for Financial Assistance
2. Renewal of Scholarship Scheme
On submission of the request, the approval process takes place and only after the approval at all levels ,
changes are updated in the database.
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Workflow for Financial Assistance: -
Student->Research Supervisor->DCC Chair->Department Chair->Academic office->DR. Academic
Workflow for Research Associateship: -
Student-> Research Supervisor->Department Chair->Academic office->DR. Academic
->Dean
Approval process for Request of Scholarship is same as specified in point 37 for marks change
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29. Approve Leave
Staff member should click on tile ‘Approve Leave’ as displayed below: -
Above tile can be sued to approve leave types: Break in Study/Long Leave (or) Medical Leave (or)
Maternity Leave, Collobrationwork, Internship. Workflow is as specified below:-
Student->RS->Dept. Chair->Academics office-> DR Academics->SCRC Chair (Attachment is required)
Approval process for Leave is same as specified in point 37 for marks change
30. Approve Continuation/Upgradation/Down gradation
Staff member should click on tile ‘Approve Continuation/Upgradation/Down gradation’
Workflow for Upgradation: -
Student->DCC Chair->Research Supervisor->Dept. Chair->Academic Office->DR Academics->SCRC Chair
Workflow for Down gradation:-
Student->DCC Chair->Research Supervisor->Dept. Chair->Academic Office->DR Academics->SCRC Chair
Workflow for Continuation: - (Continuation (M. Tech, M. Des and M. Mgt to Ph.D.)
Student->DCC Chair->Research Supervisor->Dept. Chair->Academic Office->DR Academics->SCRC Chair
Staff member will receive request in “Pending Request’ where Staff member can approve/reject
Approval process for Continuation/Upgrade/Downgrade is same as specified in point 37 for marks
change
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31. Approve Add Co RS/Change RS
Staff member has to click on tile ‘Approve Add Co-RS/Change RS’ as shown below:-
Staff member will receive request if student applies for’ Add Co-RS or Change RS’. Student can request
for change RS or CO-RS which will trigger for approval in below specified Workflow.
Workflow for addition of RS
DCC Chair->Dept. Chair->Academic office->DR Academics->SCRC Chair
Approval process for Approve Add Co RS/RS is same as specified in point 37 for marks change. Approval
Screenshot for your reference
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32. Approve Senate Nominee
Staff member has to click on Tile ‘Approve Senate Nominee’ as shown below:-
Workflow for Senate Approval: -
Research Supervisor->Dept. Chair->Academic Office->DR Academics->SCRC Chair
Staff member will receive Request for approval as specified below.
Staff member can view all senate nominees’ details in ‘Detail’ screen as below.
Once Staff member approves request will trigger to next level.
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33. Approve Comprehensive Exam Result
Staff member should click on Tile ‘Approve Comprehensive exam Result’
Research supervisor will initiate comprehensive result of student for which it will trigger specified
workflow for approval.
Workflow for Comprehensive Exam Result
For Pass & Downgrade
Research Supervisor->Dept. chair->Academic office->DR Academics->SCRC Chair
Approval process for Approve Comprehensive exam result is same as specified in point 37 for marks
change.
34. Approve Research Supervisor
Staff member should click on Tile ‘Approve Research Supervisor’ as shown below: -
Student can request for Research supervisor which will trigger for further approval
Workflow for Research supervisor: -
Student ->RS->Department Chair->Academic Office->DR. Academic
Approval process for ‘Approve Research Supervisor’ is same as specified in point 37 for marks change.
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35. Approve Revocation of registration Cancellation
Staff member can click on tile ‘Approve Revocation of Registration Cancellation’ as shown below:
Research supervisor can revocate registration cancellation with specified reason. Staff member must
upload mandatory documents as below while revocation & it will flow through specified workflow for
approval.
o Letter of recommendation of RS
o Request for revocation from student
o Draft thesis
Workflow for Revocation of registration cancellation: -
RS->Department Chair->Staff member->DR. Academic->Dean
Approval process for Revocation of registration cancellation is same as specified in point 37 for marks
change. Screenshot below for reference.
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36. Approve request for Discontinuation
Staff member should click on tile ‘Approve request for Discontinuation’ as shown below:-
Research supervisor can initiate discontinuation of student or student can request for discontinuation
through portal.
In both cases workflow will trigger to Staff member
Workflow for Discontinuation:-
Discontinuation by RS
RS-> Department Chair->Staff member-> DR->Dean
Discontinuation by Student
For PG/Ph.D. Student
Student->RS->Dept. Chair->Staff member->DR. Academic
Approval process for Discontinuation is same as specified in point 37 for marks change.
37. Approve Thesis Examiners
Staff member should click on tile ‘Approve Thesis Examiners’ as shown below:-
Research Supervisor will nominate the examiners list for the oral defense of the candidate. The
nominated examiners details maintained by research supervisor are to be approved by:
1. Level 1: Dept. Chair
2. Level 2: Academic Office
Staff member will receive list of nominated examiners for thesis which staff member can Approve/Reject.
Screenshot below for reference.
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Approval process for ‘Approval Thesis Review’ is same as specified in point 37 for marks change.
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38. Create, Edit & View Fee Structure
Satff Member should click on Tile ‘Create, Edit or View Fee structure’ as shown below: -
Staff member can maintain Fee structure from portal
a) Create Fee structure: Staff member has to click on ‘Condition type’ and then below screen appears
which staff member need to select, and press enter
Below screen appears where staff member needs to enter details and enter.
o Registration Status
o Status Spec
o Program Type
o Student Group
o Academic Year
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Enter entries and click on save so that entries get saved
B) Edit Fee structure
Staff member should enter all mandatory fields as shown below and Execute
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Required changes have to be done and then staff member has to click on ‘Save’ so that changed data
gets saved
C) View Fee structure
Staff member can view Fee structure but cannot do any changes using this tile
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39. View/Download Scheme of Instructions
Staff member can ‘View/Download Scheme of Instructions’ as shown below:
Staff member can view or download Scheme of Instruction based on input for generation of report
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Scheme of Instructions can be downloaded in 2 ways - PDF & Excel
Download SOI PDF:-
Download in Excel:-
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40. Letter Generation
Staff member should click on tile ‘Letter Generation’ as shown below:-
Staff member can generate letter for student in specified format as per selection criteria defined. Staff
member can search student using ‘Search’ functionality by using student name, SR number or Student
search.
Based on selection, letter will be generated and can be downloaded as shown below:-
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41. Student Registration cancellation
Staff member should click on Tile ‘Student Registration Cancellation’ as shown below:-
This program will be scheduled daily to check for students who have not completed Thesis Submission
from their Date of Joining and cancel their Registration Automatically.
If it is exactly 2.5 years or 6 Years or 8 Years completed then cancel the registration and send mail to only
those students and their Research Supervisor and Dr. Academics for information
• M. Tech (Res) students who have not submitted thesis in 2.5 years from the date of joining
• Ph.D. Science, Ph.D. Engineering and Interdisciplinary Ph.D. Students who have not submitted thesis
in 6 years from the date of joining
• Int. PhD Students who have not submitted thesis in 8 years from the date of joining
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42. Research Associateship Completion Limit
Staff member has to click on tile ‘Research Associateship Completion Limit’ as shown below:-
Purpose of this application is to maintain the eligibility limit in number of years for research students in
combination with their background education qualification
Below screen appears once Staff member clicks on ‘Edit’ so that new entries can be added
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43. Deregistered Students refund percentage
Staff member should click on tile ‘Deregistered Students Refund Percentage’ as shown below:-
Staff member can maintain Refund percentage from portal
44. M. Tech, M.Des and M. Mgmt Graduation Statistics
Staff member should click on Tile ‘M. Tech, M.Des and M. Mgmt Graduation Statistics’ as shown
below:-
o Through this report Staff member can view Graduation Statistics as in below screenshot
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45. Student Travel Balance
Staff member should click on Tile ‘Student Travel Balance’ as shown below:-
Staff member can view balance GARP fund from this application before approving leave.
Basket Rule Parameters
Staff member should click on tile ‘Basket Rule Parameters’ as shown below:-
Below screen appears in which, staff member can maintain Min Credits, Max credits & Min CGPA for
qualifying for basket rule
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46. Student registration by Staff member
Staff member can do student registration through Student File as shown
Staff member needs to click on register in “View Student File’ and enter required fields and click on
‘Enter’ as below and save entries.
Courses can also be booked for students from Student file through Program content as shown below:-
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Select Program Content->Selection->Click on modules->select courses that has to be booked and click
on save as shown below
