Learning Center Guidelineson OnlineAdmission

Jan2011

DirectorateofDistanceEducation SikkimManipalUniversity SyndicateHouse,MANIPAL576104 www.smude.edu.in

Sikkim Manipal University

TableofContents

Contents 1. 2. 3. 4. 5. 6. 7. 8. 9.

PageNo 3 6 7 10 12 13 15 16 17

GeneralInstructions SearchanApplication FreshAdmissionFormVerification ReregistrationFormVerification LCTransferRequestVerification ResittingFormVerification ApplicationDispatch Reports DosandDonts

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1.

GeneralInstructions

1.1 Introduction: Sikkim Manipal University, Directorate of Distance Education introducesonlineapplicationservicesthroughitswebsite.Aspiringstudentscannowapply forSMUDEprogramsonline,Reregisterfortheprograminthesubsequentsemestersand alsosubmittheirResittingformtobecomeeligibletoappearforuniversityexaminations. Thefeepaymentcanbemadethroughonlinesecurepaymentgateway.Theonlineportal allowstudentstologineitherthroughsecurepinorpasswordcredentials,permitthemto trackthestatusoftheirapplications. DulyfilledinapplicationsformsofthestudentswillbescreenedbytherespectiveLearning Centers(LCs)forcorrectnessandcompleteness.Afterduediligence,LCforwardstheeligible applicationstotheuniversity.AdmissionSectionoftheUniversitywillprocessthereceived applications further and update the status on the website on daily basis. All stakeholders willreceiveSMS/emailalerts/notificationfromtheuniversityduringvarioustouchpoints. At present, following modules are covered in Online Admissions System (OAS) Fresh Registration,ReregistrationwithLCTransferandResitting. TheOnlineAdmissionsSystemisconfiguredinsuchawaythatallthestakeholderswillbe informedandalsoremindedthroughemailoneveryactiontakenonspecifictimelines.This istoensuretimelysubmissionoftheformsandtimelyprocessingateachstakeholder.This isoneoftheprimaryobjectivesindevelopingtheOnlineAdmissionsSystem. Theinbuiltnecessarycontrolsensurethateveryactivitybeingperformedbytherespective stakeholder. This implies that all users maintain strict confidentiality about the access privileges. The necessary guidelines, procedures and responsibilities of the learning center in processingtheapplicationformssubmittedbytheaspiring/existingstudentsareexplained below. 1.2 TechnicalSpecification

InordertousetheOnlineAdmissionSystemitisrecommendedtoLCtohaveasystemwith thefollowingconfiguration Processor RAM HDD : IntelPentiumDualCore

:1gb :10gbfreespace

InternetConnectivitywithminimumspeedof250kbpsisrecommended. Browser :InternetExplorer7andabove,Mozilla3.01andabove

Itisalsoadvisabletohaveasystemprotectedwithantivirusandfirewallinstalled.
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UsingofOnlineAdmissionsSystembyLearningCenter 1) TheURLlinkhttp://admissions.smude.edu.intoaccesstheonlinesystem. 2) The LC user has to enter the <5 digit> LC Code against User Name and enter the <6 digit>password.Thepasswordwillbeprovidedtothelearningcenterthroughemailat thebeginningofasession.

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3) Aftersuccessfullogin,thefollowingpagewillbedisplayedonthescreenwithoptions Home,ApplicationSearch,ApplicationDispatchandReports.Fordetailsrefertothe belowscreen.

NOTE: Anytime during the process,LC canclick the Home button to return to the above MainPage.

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2. SearchanApplication
LCcansearchfortheapplicationssubmittedbyCandidatesusingtheApplicationSearch option.Theproceduretousethisoptioniscommonirrespectiveoftypeofapplicationlike FreshRegistration,Reregistration,LCTransferorResitting. LCuserhastoentertheRollno/applicationno,selectapplicationtypeandclicksearch buttontosearchaspecifiedapplication.

Basedonthesearchoptionprovided,relevantform(s)submittedbythecandidate(s)willbe populatedtoagridanddisplayedonthescreenasshownbelow. AsandwhenacandidateapproachestheLC,theLCusercansearchfortheapplicationusing theabovemethod.Oncetheapplicationdisplayedonthescreentheusercanproceedfor furtherverification. Tostartverifyingthedetailsfirstselecttheapplicationofthecandidatefromthegridand then to display the contents on the screen click Next button. The Personal details, Correspondencedetails,andpermanentdetailsoftheapplicantwillbedisplayed.
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3. FreshAdmissionapplicationverification

Please note the program does not permit LC to edit/modify the details entered by the Candidate. If any change is required in the details then, LC has to inform the candidate accordinglybyplacingtheformunderVerifiedPending.Thisactionwillsendanemailto studentinforminghis/herformispending.ThecandidateinconsultationwithLCneedsto complete the pending formalities. With the help of Application Number & Password, the candidatecanmodifythedetailsassuggestedbyLC. After completion of the verification, LC can move to next screen by selecting Next or Step2,toverifytheinformationlikeLearningCenter,Program,Semester,etc.Therequisite eligibilitycriteriacanalsobeseenonthescreenbasedontheprograminterestedtopursue. Onecanrefertothebelowscreenfordetails.

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Now,tomovetonextscreenLCuserhastoselectclickNextorStep3toverifyPayment andEducationalQualificationdetails.LChastocollecttheDDorUniversityChallanCopyor Credit/DebitChargeslip,iffeepaymentisnotdonethroughonlinepaymentgatewayand selecthis/herApplicationNumberdisplayedinthegridforverification.

If the candidate has wrongly entered the payment details, the same can be corrected by clicking the Edit button available in the payment grid and click Update button. If the candidate has made short payment, LC canenter theadditional payment detailsand click Insert button. Please note, (1) the program does not permit LC to submit the form with short payment and (2) the program does not permit entry of more than two instrument payments.Resetbuttonenablestheusertocanceltheexistingentriesmadetoenterfresh details once again. Clear button enables the user to come out this option of editing paymentparticulars.
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Please select Next or Step4 to move to next screen, to verify Employment details (if applicable)andforeignorigindetailsoftheCandidate(ifapplicable).

PleaseselectNextorStep5tomovetonextscreen,tofillthechecklistdetails.Iftheform and necessary eligibility documents are complete in all respects, the LC can confirm the samewithtickmarkintherespectiveboxesunderchecklist.Please notethiswillensure thatLCisconfirmingthatthedocumentsrequiredforadmissionarebeingenclosedtothe form.Affidavit/Marriagecertificate/GazettenotificationformismatchofNametobesent alongwiththeapplication,whereverapplicable.

IftheformisincompleteornecessaryeligibilitydocumentsarenotavailablethenLCcanput suchformsunderpendingbyselectingtheVerifiedPendingbutton.Thisactionwillsendan email to the Candidate (if Candidate has provided email ID) informing that his/her application is pending at the LC due to incompleteness/discrepancy. The candidate in consultation with LC needs to complete the pending formalities. LC also can save the applicationindraftmodeformakingfurtherchanges,infuture.IfformiscompletedLCcan forwardbyclickingForwardtoDispatchbutton.
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Pleasenote,oncetheLCuserselectsForwardtoDispatchtheeFormgetssubmittedtothe University.Hereafter,theprogramdoesntpermittheLCuserandtheCandidatetomake anychangesintheformofthecandidate. LChastotakeaprintoutoftheformfromReportoption(refertoMainPage)andobtain the signature of the Candidate. Forward the form to university along with the eligibility documentsandpaymentinstrumentforfurtherprocessingoftheadmissionform.

4. ReregistrationFormSubmission/Verification
LC can search for the reregistration forms submitted by the students using Application Search option. The procedure to use this option is common irrespective of type of applicationlikeRegistration,Reregistration,Resitting,etc. LC user has to click Search button after entering <Roll No> and application type as <Re registration>tosearchaspecifiedapplication.Thedetailsofthestudentwillbepopulated toagridanddisplayedonthescreenasshownbelow.

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ReregistrationformsubmittedbyTheStudent:LChastoclickontheRollNo.andverify thepaymentdetailslikeDDorUniversitycopyofChallanorMerchantcopyChargeslipfor thecardswiping.

PleaseclickNextorStep2tocheck/enter/modifythepaymentdetails.

If the student has wrongly entered the payment details, the same can be corrected by clickingtheEditbuttonavailableinthepaymentgridandclickUpdatebutton. Ifthestudenthasmadeshortpayment,LCcanmakeentertheadditionalpaymentdetails andclickAddbutton.Pleasenote,(1)theprogramdoesnotpermitLCtosubmittheform with short payment/ excess payment and (2) the program does not permit entry of more than two instrument payments. Reset button enables the user to cancel the existing
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entriesmadetoenterfreshdetailsonceagain.Clearbuttonenablestheusertocomeout thisoptionofeditingpaymentparticulars. Ifformiscomplete,LCcanforwardthesamebyclickingSubmittoUnivbutton. Reregistration form submitted by LC: If the student approaches the Learning Centre for helpinsubmittingonlinereregistrationform,theLCcandosothroughsearchoption.The LChastoenterpaymentdetailsaswellastheelective/specialization,ifapplicable.Oncethe processiscomplete,LCcanforwardtheformbyclickingSubmittoUnivbutton. Please note, once the LC user selects Submit to Univ the eForm gets submitted to the University.Hereafter,theprogramdoesntpermittheLCuserandthestudenttomakeany changesintheform.TheLCisalsorequiredtocompletetheApplicationdispatchprocess (asgiveninPage15,S.No.7)andforwardthepaymentinstrumentsintheorderalongwith coveringlettertotheUniversityforfurtherprocessing.

5. LCTransferRequestVerification
In case of LC Transfer, the new LC is required to search the online Transfer request form submittedbythestudentsusingApplicationSearchoption.LCuserhastoclickSearch button after entering Roll no and application type as LC Transfer to search a specified application. Thedetailsofthestudentwillbepopulatedtoagridanddisplayedonthescreen.LChasto clickontheRollnoandcollectDDorUniversitycopyofChallanorChargesliptowards transferfeeandverifythedetails.

PleaseclickNextorStep2tocheck/enter/modifythepaymentdetails

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Ifformiscomplete,LCcanforwardthesamebyclickingSubmittoUnivbutton.TheLCis alsorequiredtocompletetheApplicationdispatchprocess(asgivenatPage15,S.No.7)and forwardthepaymentinstrumentsintheorderalongwithcoveringlettertotheUniversity forfurtherprocessing. Universityafterreceivingtherequestwillapprove/rejecttheTransfer. OncethetransferisapprovedbytheUniversity,thenewLCisallowedtoforwardtheRe registrationformofthestudent.Untilthen,his/herreregistrationwillbekeptonholdand the details cannot be accessed by the New Learning Centre as well as Current Learning Centre. IncasethetransferrequestisrejectedbytheUniversity,thereregistrationdetailswillbe made available to the Current LC to enable it to forward the form to the university by followingthestepsmentionedintheReregistrationprocess.

6. ResittingFormVerification
LCcansearchfortheresittingformssubmittedbythestudentsusingApplicationSearch option. The procedure to use this option is common like Registration, Reregistration. LC userhastoclickSearchbuttonafterenteringRollnoandapplicationtypeasResitting tosearchaspecifiedapplication. Oncetheformisdisplayedonthescreentheusercanproceedforfurtherverification. LChastocollecttheDD/CopyofChargeSlipandselecthisRollNumberdisplayedinthe gridforverification. Please note, the program does not permit LC to change paper code/s selected by the studentinStep1screen.

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PleaseclickNextorStep2tocheck/enter/modifythepaymentdetails.

If the student has wrongly entered the payment details, the same can be corrected by clickingtheeditbuttonavailableinthepaymentgridandclickUpdatebutton. Ifthestudenthasmadeshortpayment,LCcanmakeentertheadditionalpaymentdetails andclickAdd/Insertbutton.Pleasenote,(1)theprogramdoesnotpermitLCtosubmitthe form with short payment and (2) the program does not permit entry of more than two instrumentpayments.Resetbuttonenablestheusertocanceltheexistingentriesmadeto enter fresh details once again. Clear button enables the user to come out this option of editingpaymentparticulars. Ifformiscomplete,LCcanforwardthesamebyclickingSubmittoUnivbutton.
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Please note, once the LC user selects Submit to Univ the eForm gets submitted to the University.Hereafter,theprogramdoesntpermittheLCuserandtheCandidatetomake anychangesintheresitformofthecandidate. TheLCisalsorequiredtocompletetheApplicationdispatchprocess(asgivenatPage15. S.No.7)andforwardthepaymentinstrumentsintheorderalongwithcoveringlettertothe Universityforfurtherprocessing.

7. Applicationdispatch
Once the verification/ entry is completed, the applications are ready for dispatch to University. Application dispatch has 2 steps before LC physically hand over the packet to courier.Thedetailsareasfollows. (1) Generate/DispatchBunchNumber (2) PrintingofCoveringletters This will help in tracking the forms and also the dispatches to ensure that no form or dispatchgoesmissing,thereby,avoidanysortofgrievancesfromallstakeholders.Thesteps aredesignedandorganizedinsuchawaythatLCusercanapprovetheformsasandwhen requests from candidates/students are received and keep them ready for dispatch on periodicalbasisatalaterdateasasingleconsignment. Here is the procedure to be followed to dispatch the physical forms. First, generate/ dispatchbunchnumberbyselectingApplicationDispatchoptionfromthemenu.

A search provision is given to filter the applications ready to be dispatched based on combination of dates and type of applications. From the displayed list, LC User has to select the forms to be dispatched. Click Generate Batch & Dispatch button which will
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create a batch for the selected applications and assign a unique batch number for the sessionwhichisLCspecificandgenerateacoveringletter. PrintingofCoveringletter:helpfultoprintacoveringletterforeachofthebatchesbeing senttouniversity. Asearchprovisionisgiventofilterdispatchesmadebasedoncombinationofdates.Only those dispatches for which covering letter is not generated only get listed. LC User can selectonlyonedispatchatatimetoprepareacoveringletter.Hence,pleaseselectoneof the dispatches and click Printing Covering Letter. Enclose a copy of the covering letter alongwitheachbunchforreferenceatuniversityend.LCisalsoadvicetokeepforfuture reference,ifrequired.

8. Reports
TheLChastheprovisiontomonitortheflowoftheformssubmittedtoLC. Toprintaneform,theLCshouldselecttheApplicationoptionfromthereportmenu.The printableversionoftheeformalongwiththedetailscapturedwillbedisplayed.Theeform needtobesenttotheuniversityalongwiththedocuments(incaseoffreshadmission)and thepayment. TheLChasthefacilitytoprinttheentireonlineapplicationstatusbyselectingtheLCwsie ApplicationStatus.Thiswilldisplaythelistofapplicationsatdifferentstages,startingfrom thedraftapplicationsavedbythestudent. The LC can also view the status of the batch created by the LC for dispatching the applicationforms.ThiswillhelptheLCtomaintainacorrecttrackoftheapplicationssentin aparticularbatch.
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9.

DosandDonts

Dos 1. IfLChasnotactivateditsuniversityemailIDthesameneedtobeactivatedimmediately astheusernameandpasswordwillbesenttouniversityemailIDonly. 2. Download the manual and keep it along with you while using the Online Admission System. 3. LCisrequiredtokeepusernameandpasswordforonlineadmissioninsafecustody. 4. LCisrequiredtoverifythedocumentsandtheinformationcarefullybeforeforwarding theformtotheuniversity. 5. Pleasekeepcheckingforapplicationstatusregularlyandforwardtheformstouniversity ondaytodaybasistoavoidbacklog. 6. AlwayskeepaprintoutoftheapplicationformonceitisforwardedtoUniversity. Donts 1. Do not share your email ID and password with unauthorized person as they may gain accesstoyourvaluableinformation. 2. Donotkeepapplicationsunattendedforalongerduration. 3. Donotsendanyapplicationwithoutverifyingasitwillresultindelayingintheadmission process. 4. DonotletthestudentsaccessLCOnlineAdmissionLogin. 5. Donotholdanyapplicationfordispatchafterthegenerationofbunchnumber.

TheLCGuidelinesonAdmissionsisthepropertyofSikkimManipalUniversity.Allrights are reserved. No part of this work may be reproduced in any form by any means withoutthepermissioninwritingfromuniversity.

ForassistancecontactHelpDesk:

Email:smuhelpdesk@smudde.edu.in Phone:+918204297101;4297111.

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