SAP SLcM (Student Lifecycle Management) SAP S/4 HANA ......2020/12/26 · SAP SLcM (Student...

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SAP SLcM (Student Lifecycle Management)

SAP S/4 HANA Implementation Project

User Manual for UG Office

Indian Institute of Science

Kindly reach out to [email protected] in case of any discrepancy.

mailto:[email protected]


Table of Contents

1. Course, Instructor and Timeslot Report ..................................................................................... 6

2. Student Registration Report: ...................................................................................................... 10

3. Course Booking Report: ............................................................................................................... 13

4. Course Dropping Report .............................................................................................................. 17

5. Summary Sheet .............................................................................................................................. 20

6. Student Specialization Report .................................................................................................... 22

7. View/Download Scheme of Instructions ................................................................................... 25

8. Report to check list of students with advisors and students with no advisor ................... 26

9. Scholarship Details Report .......................................................................................................... 28

10. Analysis Sheet- UG ..................................................................................................................... 30

11. Generation of ERR ..................................................................................................................... 32

12. Generation of DAP Report ....................................................................................................... 34

13. Mass Download of Transcripts ............................................................................................... 36

14. Leave Quota Report .................................................................................................................. 38

15. Report on Annual and Final No Dues ..................................................................................... 40

16. Report on Continuation............................................................................................................ 43

17. View Academic Calendar.......................................................................................................... 46

18. Student File ................................................................................................................................ 47

19. View Student Master Data, Maintain Student Master Data ................................................ 50

20. Maintain Academic Calendar .................................................................................................. 53

21. Maintain Academic Structure ................................................................................................. 56

22. Reminder Mail to Instructors for Marks Upload ................................................................. 58

23. Student Leave Quota ................................................................................................................. 60

24. Notify Weak Performers (Mid Term) .................................................................................... 62

25. Assign Scholarship Scheme ..................................................................................................... 63

26. Schedule Exams ......................................................................................................................... 65

27. Identify Student Advisor .......................................................................................................... 67

28. Execute Auto Approval ............................................................................................................. 69

29. Class Scheduling and Attendance Upload ............................................................................. 70

30. Senate and Council Approval .................................................................................................. 73

31. Mass De-Registration................................................................................................................ 77


32. Approve New Course ................................................................................................................ 80

33. Approve Marks .......................................................................................................................... 83

34. Approve Specialization ............................................................................................................ 86

35. Approve Marks Change ............................................................................................................ 88

36. Approve Scholarship Activation ............................................................................................. 90

37. Approve Renewal of Scholarship............................................................................................ 92

38. Approve Leave ........................................................................................................................... 94

39. Approve Continuation .............................................................................................................. 97

40. Approve Request for Discontinuation ................................................................................... 99

41. Approve Scholarship Payment.............................................................................................. 101

42. Course Registration on Behalf of a Student ........................................................................ 103

43. Replace/Edit Instructor Assignment ................................................................................... 108


Abbreviation Stands For

AMS Academic Management System

AR Academic Assistant Registrar Academic Section

CGPA Cumulative Grade Point Average

DAP Deficient Academic Performance

DCC Department Curriculum Committee

DR Academic Deputy Registrar Academic Section

ERR Examination Result Registry

FICA Finance and Contract Accounting

HMS Hostel Management System

NON-RTP Non-Research Training Programme

PO Process Orchestration

PS Project Systems

RE-FX Real Estate Flexible Management

RTP Research Training Programme

SCC Senate Curriculum Committee

SCRC Senate Committee on Research conferments

SLcM Student Life Cycle Management

SOI Scheme of Instruction

TGPA Term Grade Point Average

FA Financial Assistance

AR Assistant Registrar

RA Research Associate

JRA Junior Research Associate

UG Under Graduate


This manual is divided into three sections-

❖ Section A: Reports

❖ Section B: Maintenance/Scheduling Applications

❖ Section C: Approver Applications


Section A: Reports

This section provides the details of actions required to be taken by the UG Office for generating the

necessary Reports.

1. Course, Instructor and Timeslot Report

❖ The UG Office will be able to generate the Report for Course, Instructor and Timeslot after

final Approval by the Associate Dean.

Steps to be followed by the UG Office

❖ The UG Office will login through their portal and click on the following Tile as shown

❖ On clicking the Tile, the following screen is displayed.

Click on the shown Tile

to view and download

the Report for Course,

Instructor and

Timeslot.


❖ The UG Office will provide the Academic Department, Academic Year and Session and click

on Execute.

❖ The following report is generated that will contain the details of the Instructor mapped to

the course along with the Approved Timeslot.

❖ The Report can be sorted in ascending or descending order by clicking and selecting the

field(s) and clicking on the icons as shown.

❖ The Report can be filtered by clicking and selecting the field(s) and clicking on the icons as

shown. This filter selection can also be removed by clicking on the “Delete Filter” option.

❖ The Report can be downloaded in excel format by right clicking on the screen and selecting

the Spreadsheet option.


❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon

as shown in screen and selecting the “Text with Tabs” option and clicking on Continue.

❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and

click on Generate to save the excel sheet with the prefixed name.



2. Student Registration Report:

The student Registration report fives information on how many students have registered in a

program in specific academic year and session.

Steps to be followed

❖ The UG Office will login the portal and click on the following Tile as shown


❖ The UG Office should provide the following parameters and click on Execute to generate

the Report.

❖ The entries can be filtered based on the filter options available.









as shown screen and selecting the “Text with Tabs” option and clicking on Continue.





3. Course Booking Report:

❖ The Course Booking report provides information on how many students have registered for a

course in an academic year and session.

❖ The UG Office will be able to view the Course booking Report after the Course Registration

Process has been completed.


❖ The UG Office will login through their portal and click on the following Tile as shown.

❖ On clicking the Tile, the following Screen is displayed.

❖ The user will provide the following parameters and click on ‘Execute’ to generate the Report.

❖ The entries can be filtered based on the filter option(s) available.

Scenario1:

❖ The user provides Academic Department, Program of Study, Academic Year and Academic

Session.

❖ Expected Output: Report will list down all courses that are present in the Program (Applicable pools, Institute Electives (all courses offered in the Institute- AE, EC etc. courses)

❖ On clicking a course, report will give details of all students (for all departments) in the program

Click on the

following Tile to

view the Course

Booking Report.


Scenario 2

❖ The user provides Academic Department, Academic Year and Academic Session.

❖ Expected Output: Report will list down courses offered by the Department. ❖ On clicking a course will give details of all students( not specific to any department)

Scenario 3

❖ The user provides Academic Year and Academic Session.

❖ Expected Output: List down all courses that are present in the entire Institute. ❖ On clicking a course, report will give details of all students (not specific to any department). ❖ The Report can be sorted in ascending or descending order by clicking and selecting the













4. Course Dropping Report

❖ The Course Dropping report provides information on how many students have dropped for a

particular course in an academic year and session.

❖ The UG Office will be able to view the Course dropping Report after the Course Dropping

Process has been completed.

❖ This report is a course specific report which implies that it will provide the details of the

students who have dropped the courses that are offered by the Undergraduate Programme.



❖ On clicking the Tile the following Screen is displayed.

❖ The user will provide the following mandatory parameters- Academic Department, Academic

Year and Academic Session and click on Execute to generate the Report.

❖ The entries can be filtered based on the filter option(s) available.









as shown in the screen and selecting the “Text with Tabs” option and clicking on Continue.





5. Summary Sheet

❖ Summary Sheet gives the details of all the registered courses by the student. The same can be downloaded by the academic section

❖ The Academic Section will login to the portal and click on the following tile.


❖ The Academic Section will provide the selection parameters- Academic Department, Program

of study and the Academic Batch. On clicking “Submit”, the student list is populated

❖ There is also an option to search through SR number or through the Student Name.

❖ On clicking the “Download” button, the following is downloaded. The Summary Sheet consists

of the consolidated information about the registered courses.



6. Student Specialization Report

❖ The UG Office will have access to the Student Specialization Report.

❖ The UG Office will login through their portal and click on the “Student Specialization Report”

Tile.

❖ On clicking the Tile, the following screen is displayed

❖ This report contains 3 reports- 1. Specialization Preference Report, 2. Grades Secured Report and 3.

Approved Major/Minor Report.

❖ Specialization Preference Report- This report will be generated based on the workflow application.

It will provide the Major/Minor Preference list along with necessary details. The User will select the

radio button corresponding to it and click on ‘Execute’ to generate the Report.

❖ Grades Secured List- This report will be generated based on the workflow application. This will

provide the grades secured by the student in the Basic Courses corresponding to their preference.

For e.g., for a student who has a Major Preference for Biology, the grades for UB 101, UB 102 and

UB 201 will be listed. The User will select the radio button corresponding to it and click on Execute

to generate the Report.

❖ Approved Major/Minor List- This report will provide the details of the approved Major/Minor for

the students based on the Admission Batch. The User will select the radio button corresponding to it

and click on Execute to generate the Report.









as shown in the screen and selecting the “Text with Tabs” option and clicking on Continue.





7. View/Download Scheme of Instructions

❖ The UG Office will be able to generate the Scheme of Instructions for the Academic Year and

Session after final Approval for Course Instructor Mapping




❖ It will list all the Activated courses for the selected academic year. There also an option to

search for a specific course by providing the Course Code in the Search Help box and clicking

on Search.

❖ The SOI can be downloaded by selecting the following options. The Download Excel option

will be available with the Associate Dean.


❖ The UG Office will assign ‘Faculty Advisor’ and ‘Project Guide’ to the UG Students for the

selected Academic Year and Session and generate the report for the same.


❖ The UG Office will login through their portal click on the following Tile as shown.


❖ The UG Office will provide the details of Academic Department, Academic Year, Academic

Session and Batch and click on Search.

❖ The student list will be populated based on the selection Parameters.

❖ The Academic Section will also be able to view the details batch wise, by providing only the

Department and the Batch details. This will provide the Supervisor details for all students

according to their admission batch.

8. Report to check list of students with advisors and students

with no advisor


❖ The Advisor information can also be downloaded in Excel format.


9. Scholarship Details Report

❖ The Scholarship Report provides information on Scholarship Details of students.




❖ The following selection parameters can be provided individually and independently. There are

no mandatory selection parameters required for the execution of this report.

❖ Based on the parameters selected the total student count is also displayed as the output.


❖ There is also an option to search a specific student with the SR Number or the Student name.

❖ The fields can be sorted accordingly, by clicking on the field(s).

❖ The report can be downloaded to Excel by selecting “Export” followed by “Export to Excel”

option.


10. Analysis Sheet- UG

❖ The UG Analysis Sheet, provides the entire academic analysis of UG students.



❖ On clicking the tile, the following screen is displayed.

❖ The user will provide the Department, Program of Study and the admission batch. Based on the

selection parameters, the student list will be populated. The user will click on the “Download”

option to download the Analysis sheet student wise.

❖ The Analysis sheet provides the details of the failed courses, substituted and the repeated

courses, along with the details of the credits registered and cleared by the student.



11. Generation of ERR

❖ The Academic Section will be able to generate the ERR report for the academic year and session

once the Result Publish Date is active in SAP Academic Calendar.



❖ On clicking the Tile the following screen is displayed.

❖ The User will click on the option for which the report needs to be generated, on clicking the

option, the following screen is displayed.


❖ The user will provide the following parameters and click on Execute to generate the Report.

❖ The entries can be filtered based on the filter option(s) available

❖ The Report can also be filtered for a particular session, based on batch or a particular student can

also be filtered using the search help available. The report can be downloaded by selecting the

“Download” option.


12. Generation of DAP Report

❖ The Academic Section will be able to generate the DAP-Deficient Academic Performers Report for

the academic year and session once the ‘Result Publish Date’ is active in SAP Academic Calendar.

❖ For 8 Point Scale:

UG – Below <3.5 or 4 ‘F’ grade (1st Semester), Below <4.00 or 4 ‘F’ grade (2nd semester and

onwards).

For 10 Point Scale:

UG– Below <4 or 4 ‘F’ grade (1st semester), Below <5 or 4 ‘F’ grade (2nd semester and

onwards).




❖ The User will click on the option for which the report needs to be generated, on clicking the

option, the following screen is displayed.


❖ The user will provide the following parameters and click on Execute to generate the Report.

❖ The entries can be filtered based on the filter option(s) available

❖ The Report can also be filtered for a particular session, based on batch or a particular student can

also be filtered using the search help available. The report can be downloaded by selecting the

“Download” option.


13. Mass Download of Transcripts

❖ The Academic Section will be able to generate the Mass Transcripts for the academic year and

session once the ‘Result Publish Date’ is active in SAP Academic Calendar.




❖ The user will provide the following parameters and click on Submit to generate the Report.

❖ The entries can be filtered based on the filter option(s) available-Admission Batch and Student

Search.

❖ The User will select the checkbox (es) corresponding to the students and click on “Download to

download the Transcripts.


❖ The User, on clicking the SR No hyperlink, will be redirected to the Transcript Download page,

where the user will be able to download the transcripts(s) for the individual sessions.

❖ The user will provide the Academic year and session and click on Show to view the details. The

download option will be used to download the transcripts session wise.


14. Leave Quota Report

❖ The Academic Section will be able to generate and view the Leave Quota Report for the academic

year.




❖ The user will provide the Department and the Academic Year, select the radio button “Leave Quota

Report” and select the Leave Type to view the Report.



15. Report on Annual and Final No Dues

❖ The Academic Section will be able to generate and view the Report on the Annual and Final No

Dues for the academic year.




❖ The user will provide all the parameters and click on execute to generate the report.


❖ On Executing, the following screen is displayed.

❖ On double clicking the line item, the details of the Approval status for that particular request will

be available.











16. Report on Continuation

❖ The Academic Section will be able to generate and view the Report on the students who have

opted for Continuation to Master of Science program.




❖ The user will select the Academic Year and click on Execute to generate the Report.

❖ The report gives the status of all the Approved and Rejected requests along with the Completion

Status.














Section B: Maintenance/Scheduling Applications

This section provides the details of actions required to be taken by the UG Office to run specific

Applications.

17. View Academic Calendar

❖ The Academic Section will be able to view the Academic Calendar for the Academic Year and

Session.




❖ The User will provide the Academic year and session and click on “Get Academic Calendar

Details” to view the Academic Calendar.


18. Student File

❖ The Academic Section will be able to view the Admission and Registration records of the

students.




❖ The user can search the student through the personal details search help and click on continue

to execute the search.


❖ The user can also search based on SR Number of the student by providing the last 5 unique

digits of the same in the following format.

❖ The user will be able to view the admission and registration details of the student.


❖ The user will also be able to view the Registration, Specialization and Advisor details of the

student.


19. View Student Master Data, Maintain Student Master Data

❖ The Academic Section will be able to view the Personal Details, Address details, Study Details

etc. of the students.









❖ The user will be able to view the Personal Details, Address details, Study Details etc. of the

students.

❖ The user will be able to view the documents submitted by the student by Clicking on Services for

Object and then select Attachment List as shown.


❖ The following screen will appear that will contain the details of the uploaded academic certificates

❖ The user will Select the certificate for viewing and click on the Display button to view/download the

certificate.

❖ The user will be able to correct the data if required from the “Maintain Student Master Data” Tile by

following the same steps as discussed above.


20. Maintain Academic Calendar

❖ The Academic Section will be able to maintain the Academic Calendar for the Academic Year and

Session.




❖ The User will select the IISc Academic Calendar from the Search help that are provided and click

on Enter.

❖ On clicking Enter, the already maintained time limits will be displayed.


❖ To add a new time limit, user will Change the display to “Edit mode”, provide the Academic Year

and Session and click on the Add button as shown below.

❖ The user will select the Time limit from the drop down option provided and click on Enter.

❖ The User will then provide the Start Date and End Date and Click on Save to save the entries.

❖ To make changes to the existing records, user will select the Edit option, click on the checkbox

corresponding to the entry that needs to be changed and click on Enter.


❖ User will then provide the Start Date and End Date and Click on Save to save the entries.

❖ The following are some of the important time limits that need to be maintained.


21. Maintain Academic Structure

❖ The Academic Section will be able to maintain the Academic Structure for the Academic Year

and Session.




❖ The user will provide the Object from the drop down menu as Organization Unit and the name

as “UGP” for Undergraduate Programme.


❖ The User will be able to view the various courses under various pools that are linked to the

Program.


22. Reminder Mail to Instructors for Marks Upload

❖ The UG Office will be able to send reminder mails to the Instructor to Upload Marks once the

Marks Entry Date is active in the SAP system.




❖ The User will provide the Academic Year and Session for which the reminder mail is being sent

and provide the date for sending the reminder mails and click on execute to continue.

❖ On execution, the above screen provides the details of the faculties to whom the reminder

needs to be sent.

❖ The report for the same can also be filtered, sorted and exported to Excel.

❖ For sending the reminders, the user will select the “Email Alerts to Instructor” option from the

More drop down.


❖ Once the mails have been successfully sent, the status will be updated on the display.


23. Student Leave Quota

❖ The Academic Section will be able to maintain and view the Leave Quota for the students for a

particular academic year.




❖ The user will provide the Department and the Academic Year, select the radio button “Maintain

Leave Quota”.

❖ The User will select the Leave Type from the drop down options available and provide the Quota

and click on Update to provide the Leave quota.



24. Notify Weak Performers (Mid Term)

❖ The UG Office will be able to send notifications to the weak performers.




❖ The user needs to provide the Academic Department, Program of study, Academic Year,

Academic Session and select the course from the course drop down list.

❖ The list will provide the details of all students registered in that course along with their midterm

marks. The user will select the checkbox corresponding to the students to whom the notification

needs to be sent and click on the “Send Reminder” option to send notifications.


25. Assign Scholarship Scheme

❖ The initial assignment of the scholarship scheme for the Undergraduate Students will be ported

to SAP through the SAP-AMS Interface during the time of admissions.

❖ However, there is a provision to make changes to the existing scheme or to completely assign a

new scheme.




❖ The user will provide the Department, Program of study and the admission batch and the

student list will be populated accordingly.

❖ To make change, the user needs to click on “Click to maintain” for a particular student. On

clicking the same, the following screen is displayed.


❖ The user will have an option to Create, Change Display or Delete the records. However the user

cannot make changes to an approved record.

❖ The following information will be visible to the User.


26. Schedule Exams

❖ The UG Office will have the provision to Schedule the Examinations for the Courses offered by

the Undergraduate Department.




❖ The User will provide the Department, Academic Year, Session and select the Examination Type

– Sessional or Final Examination from the drop down available for the same. The details table

will be populated based on the selection.

❖ To maintain the exam schedule the user needs to select the “Click to Maintain” option for the

particular course. On clicking the same, the following screen is displayed.

❖ It displays the details of the previously scheduled examinations. The user can create, delete or

make changes to the existing records. To create a record, user needs to select “Create”. On

clicking the same, the following screen is displayed.


❖ The user will provide the details of Academic Year, session, Exam Type and provide the Date of

Examination, Start Time and End Time of the exam in the specified format.

❖ The user will click on “Save” to save the entry and click on Proceed to navigate back to the main

screen.


27. Identify Student Advisor

❖ The UG Office will assign Faculty Advisor and Project Guide to the UG Students for the selected

Academic Year and Session.




❖ The UG Office will provide the details of Academic Department, Academic Year, Academic

Session and Batch and click on Search.

❖ The student list will be populated based on the selection Parameters.

❖ The Academic Section will select the Faculty to be assigned for the selected students from the

drop down option available as shown below

❖ The Academic Section will be able to Assign Project Guide, Faculty Advisor or Co-Advisor for the

selected students and finally click on assign to complete the process.

Click on the

Tile to

assign

Faculty

Advisor/

Project

Guide to UG

Students.

Select the check

box

corresponding

to the students.

Select the

faculty for

assignment

from the

dropdown


❖ There is also an option to view the Supervisor History by clicking on the “Supervisor Details” tab.

❖ There is also an option to change the Advisor by selecting the checkbox corresponding to the

students and clicking the “Change Advisor” option.

❖ On successful change of the advisor the following message is displayed. The Advisor

information can also be downloaded in Excel format.


28. Execute Auto Approval

❖ The requests for Course Registration and Dropping will be auto approved once the period for

course registration and dropping is over.

❖ The Academic Section will maintain the auto approval time limits in the calendar and follow the

steps to execute the Auto Approval process.




❖ The user will provide the date on which the auto approval should happen and the mails

regarding it will be triggered accordingly.

❖ The user will provide the Academic Year and Session for which the auto approval should be

scheduled. There is an option to execute the auto approval separately for Course Registration

and Dropping or execute both at once. In that case the user needs to select the “Run all” option

and click on Execute.

❖ Once the execution is successful, the following message will be displayed to the User.


29. Class Scheduling and Attendance Upload

❖ The UG Office will schedule the classes and upload the attendance.


❖ The UG Office will first need to down load the template that will contain the details of the

course-instructor mapping.



❖ The UG Office will provide the Academic Department, Academic Year and Session and click

on Execute.

❖ The following report is generated that will contain the details of the Instructor mapped to the

course along with the Approved Timeslot.

Click on the shown Tile

to view and download

the Report for Course,

Instructor and

Timeslot.


❖ The User will click on the “Download Template” option to download the template.

❖ Once the Template is downloaded in Excel, the user will provide the information for the fields-

Class Section, Class capacity, Number of Classes, Details of Start Class and End Class Number,

Location and Room Number Details.

❖ Once the template is converted, it will be uploaded through the SAP system.

❖ Once the Upload is successful, the classes will be scheduled automatically in the period

specified and the Instructor will be assigned for the same. Also, this information will start to

reflect in the “My Timetable” application for the Undergraduate students.

❖ The next step involves the attendance upload for the students. The UG Office will fill the

following template and provide the necessary details- Course Code, Date for attendance, Start

Time and End Time of the class, the Student SR Number.

❖ If the student was present his attendance will be denoted as P whereas absence will be

denoted as A.

❖ Once the template is converted, it will be uploaded through the SAP system.


❖ Once the Upload is successful, the attendance for the classes will be updated. Also, this

information will start to reflect in the “My Attendance” application for the Undergraduate

students.

❖ There is also a provision to change the class scheduling information after the upload for the

same has been executed.

❖ The User will provide the details of Course Code, Academic Year and session and click on Find

❖ On clicking the same the following information will be displayed.

❖ The User will select the Edit option and click on “Change Academic Events” and execute.

❖ On Execution, the following information will be displayed. The user may change the class timings

and class days or the Instructor and click on Generate Dates to save the changes.


30. Senate and Council Approval

❖ After the student has completed the requisite credits, and met the criteria for successful completion

of the Program, the student becomes eligible for Degree Award. The Report for eligible students for

that Academic year is presented before the Senate and Council for Approval. After Approval, the

student becomes eligible for Degree


❖ Academic Section will login through the portal and click on the following Tile as shown.

❖ On clicking the above tile the following screen is displayed.

❖ The Academic Section will select the Academic Department and the Program of Study and click on

Execute to view the Report


❖ The following Report is displayed that contains the details of the student who are eligible for Degree

Award.

❖ The Approver will select the checkbox corresponding to the students and click on the “Degree

Awarded” button to award the degree as shown below.

❖ After successful approval, the report will show the details of the students who will be awarded

Degree for that Academic Year.












31. Mass De-Registration

❖ The UG Office will click on the following Tile.

❖ On clicking the Tile the Following Screen is displayed

❖ The below mentioned steps should be followed by the UG Office to complete the process of

Deregistration

❖ Select User Defined search 1 from the drop down available for selection method


❖ Create button should be clicked. On clicking the Create button, the following screen is displayed.

❖ Selection Variant Name should be provided. This should be an appropriate Name to be provided

by the User. Click on Continue to Proceed. The following screen is displayed.

❖ UG Office should click on Student Name and Number. Under that Student Number should be

selected and the student number corresponding to the student to be de registered should be

provided in the field indicated. To proceed click on Transfer Hit List.

❖ Select the following details from the drop down corresponding to De Registration Data

❖ Remove the checkbox selection for the following sections and click on Execute button to

De-Register the selected Student.



Section C: Approver Applications

This section provides the details of actions required to be taken by the UG Office where approval of

the Academic Section is required.

32. Approve New Course

❖ For the creation of a new course, The Request submitted will go through the following Approvals

Instructor → UG Office →UG SCC Chair → UG Dean

Steps to be followed by the UG Office to take Action

❖ Approver needs to click on the below mentioned Tile to take action on the Request generated for

Course Creation.

❖ The following screen is displayed to the Approver that contains the record of the previously

Approved, Rejected, Reviewed Requests and the recently created Request waiting for Approval.

On Clicking the Details tab for the Selected Request, all the Details for the request placed will be

displayed.

Click on the

mentioned Tile to

take action on the

Request for

Course Creation


❖ The following screen is displayed to the Approver that contains the details of the Request placed.

The Approver will provide his Comments in the box indicated below and Click on Proceed to take

Action.

❖ The following screen is displayed to the Approver that contains the details of the Request placed.

The Approver will provide his Comments in the box indicated below and Click on Proceed to take

Action.

Click on the

Details Tab to

view all the

Details of the

Request place.

Provide

Comments and

Click on Proceed

to take Action


❖ The following screen is displayed to the Approver on Clicking Proceed. The Approver will select

the Request and take Action on the same.

❖ The UG Office will have an option to send the Request for Review to the below specified

Recipients. After the Corrections are incorporated, the Request will follow the same Workflow.

Click the Request

for which Action is

intended.

Click on

Approve- To

Approve the

Request

Reject – To Reject

the Request

Review- To send

the Request for

Review

Click on Review to

send the Request

to the mentioned

recipient for

Reviewing.


33. Approve Marks

❖ On submitting the marks entry request for approval, the approver will get notification mail. The

approvers will have to click on the Marks entry approval tile placed in his user role given below.

❖ The request for approval appears on the subsequent approver screen in the Marks Entry

Approval Tile given below

❖ On clicking the course hyperlink, approvers can see the details of the marks entered for

approval.


❖ The Approver has the option to send the request for review in case of discrepancy. The entire

Request (course wise) is sent back to the Instructor for Review.

❖ After the Faculty makes the necessary corrections, the request is re-submitted for further

approval. The Approvers will approve on the same. After successful approval the marks get

permanently stored in system.

❖ The User will be able to provide comments by clicking on the “Enter Comments” option.

❖ The user will also be able to see the status of the request and the action details of all the previous

approvers and their comments by clicking on the Status option.


❖ The details of the previously approved requests will be available in the Completed Requests

Section.


34. Approve Specialization

❖ The UG Office will approve the requests initiated by the students for Selection of Major/Minor.


❖ The UG Office will login through their portal and click on the following Tile to initiate the

Approval Process.

❖ On clicking the Tile, the following Approver Screen is displayed. The Approver has the option to

only approve the Request. Previously Approved Requests will be available under the Completed

Requests Section

❖ On clicking Details, the following screen is displayed that contains the entire details of the

request raised by the student

Click on the tile

to initiate the

Approval

process.

Click on Details

to view the

details of the

Request raised

for Selection of

Major/Minor


Click on the

checkbox to select

one combination

for Approval.

Click on Proceed

to navigate back to

the Approver

Screen

Click on Approve to

Approve the

Request


35. Approve Marks Change

❖ In cases where the student requests for a review of 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 the portal.



Approval Process.


❖ On clicking Details, the following information will be displayed.


❖ The user will be able to provide comments and view the status of the request. The

Academic Section can only approve the requests.


Section.


36. Approve Scholarship Activation

❖ The request created by the student for scholarship activation will go for further approval to UG

Office and further goes to the UG Dean, the Final Approver.

❖ After the final approval, the Scholarship assigned to the student is activated for the current

Academic Year for the stipulated time of assignment



Approval Process.


❖ On clicking Details, the following information will be displayed.


❖ The user will be able to provide comments and view the status of the request. The

Academic Section can only approve the requests.


Section.


37. Approve Renewal of Scholarship

❖ The student has the provision to renew his scholarship and after successful Approval from

Approvers the Scholarship is renewed for the UG Student



❖ On clicking the Tile, the following screen is displayed that contains the details of the previously

Approved or Rejected requests and the Pending Requests

❖ On clicking the Details button, the following screen is displayed that contains the details of the

Request for Renewal of Scholarship


❖ The Approver will provide his comments and click on Proceed to navigate to the Approver

Screen.


Section.


38. Approve Leave

❖ The UG Office will approve the requests initiated by the students for Leave.


❖ The UG Office will login through the portal and click on the following Tile


❖ When the Approver clicks on the Details button the details of the leave request is displayed as

shown below. The Approver will be able to provide his remarks/ Comments for the same.

Click on the

following Tile to

initiate the

process for

Leave Approval

Click on Details

button to view

the details of

the Leave

Request raised


❖ The user will be able to view the Leave Hisotory for the particular student under the “Leave

History” tab.

❖ The previously Approved Requests are shown under the Completed Requests Section

Click on

Proceed to

navigate

back to

the

Approver

Screen



39. Approve Continuation

❖ UG Students have an option to apply for continuation for continuing their program from BSc to

MSc, after completing all the requisites required for completion of the B.Sc. program.

❖ Eligible students will have an option to apply for Continuation which will be followed by an

Approval process.

❖ After the successful Approval, the UG Student will be able to continue from B.Sc. to M.Sc.

program

Workflow Approval for Request for Continuation Process

Student → UG Office → UG Dean


❖ The Approver will login through their portal and click on the following Tile as shown below.

❖ On clicking the Tile the following screen is displayed.

❖ The Approver will be able to see the details of the request by clicking on Details. The following

screen is displayed. A provision is present for the Approver to provide comments

Click on the

Tile to

Initiate the

Approval

Process



Click on Proceed to

navigate back to the

Approver Screen


40. Approve Request for Discontinuation

❖ On the submission of the request with proper reason for the discontinuation, a workflow is triggered for the approval.

❖ On successful approval at all the levels the students gets de-registered from the program of study and can leave the institute after completing the final no dues formality.

Approval Workflow

Student → UG Office → UG Dean


❖ The Approver will login through his portal and click on the following Tile


❖ The Approver will click on Details and view the details of the Request and click on Proceed to Continue.




41. Approve Scholarship Payment

❖ The UG Office will approve the payment of scholarship request initiated by the student.


❖ The Approver will login through his portal and click on the following Tile

❖ On Clicking the Tile, the following screen is displayed.

❖ On clicking details for the corresponding request the following details are displayed.




42. Course Registration on Behalf of a Student

❖ The UG Office will have the exclusive authorisation to register or drop courses on behalf of the

student, after the required approvals for the same are in place.


❖ The User will login through his portal and click on the following Tile







❖ The user will be able to view the admission and registration details of the student.

❖ For registering the courses, the Academic Section needs to select the following tab, as shown


❖ On clicking the tab, the following screen is displayed, where the user needs to select “Selection” and provide the Academic Year and Session for which the registration needs to be done. The user will then select the Modules option as highlighted.

❖ On clicking the modules option, the offered courses will be populated in the list and the user will select the check box corresponding to the course(s) that needs to be registered.

❖ The User can also select the Module radio button and key in the specific modules and provide the booking type (For e.g., Basic Course, Major, Minor etc.) registration type as “Credit”.

❖ Once the selection is completed, the User needs to select on “Copy” and finally click on “Save” to save the entries.

❖ For dropping the courses, the user will select the “Booking Dialog” tab, select the course

which needs to be dropped and select the following icon as shown.


❖ On clicking the icon, the following window is displayed, where the user needs to define

the Course Drop Type and click on “Continue”. The User will then click on Save to save

the changes.

❖ In a scenario, where the student does not have a sessional registration record for Course

Registration/ Dropping, the user will first need to create a sessional registration record.

❖ The user will select the “Registration” tab and click on the “Registration” option to

create a registration record.

❖ The user will provide the Academic Year, Academic Session, the Semester and the

registration classification. The User will then select” Save “to save the entries.



43. Replace/Edit Instructor Assignment

❖ In certain exceptional scenarios, there might be a need to Change/Edit the Instructor Assignment

pertaining to a course, or to replace the Instructor completely.

❖ The UG Office will have the exclusive authorisation to Replace/Edit the Instructor Assignment.

❖ The User needs to execute the transaction for “Edit Even Offerings”. On execution, the

following screen is displayed.

❖ The User will provide the details of Course Code, Academic Year and session and click on Find

❖ On clicking the same the following information will be displayed. It will give the details of the

existing Instructor Assignment records.

❖ In a scenario where a single Instructor mapped to a course, needs to be replaced, the new

faculty must first be mapped through the “Course Instructor Mapping “application.


❖ On Execution, the following information will be displayed. The User will only assign classes to

the now “Active” Instructor. The user may change the class timings and class days and click on

Generate Dates to save the changes.


❖ In a scenario where the assignment needs to be changed for more than one faculties, the first

step involves the approval for mapping of the Instructor(s). This activity can be performed

through the “Course Instructor Mapping by the Associate Dean.”

❖ Once the Instructor have been mapped successfully to the Course, the Academic Section will be

able to make changes to the class assignment.

❖ The User will execute the transaction and provide the details of Course Code, Academic Year

and session and click on Find.

❖ On clicking the same the following information will be displayed. It will give the details of the

existing Instructor Assignment records.


❖ On Execution, the following information will be displayed. The User will only assign classes to

the now “Active” Instructor. The user may change the class timings and class days and click on

Generate Dates to save the changes.

❖ There is also a provision wherein the entire tenure of the class and be divided among the

Instructors mapped to the course.(For e.g., a course can be taken by an Instructor for the first

two months followed by another Instructor who can take the course for the remaining tenure).

❖ In such a case, the User will specify the Schedule Description by defining the Relative start and

end units. (For e.g., The User will define the Relative End for Faculty A as “2 Months after Start

of the Class Period” and the Relative Start for Faculty B as “2 Months after Start of the Class

Period”.)

❖ The User will click on Generate Dates to save the changes.


❖ On the Generation of the Dates, the assignment of the Instructor for the classes scheduled will

be completed and the same will reflect in the “My Timetable application for the students.

Date post:	27-Mar-2021
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