Admission Admin guide

Introduction#

The Admission Management System is designed to streamline and simplify the admission process for universities and institutions. This Admin Guide provides step-by-step instructions for configuring admission settings for different admission modes offered by Samarth, including Merit-Based, Open Distance Learning (ODL), Foreign Student Registration, CUET UG, CUET PG admission portal.

Upon logging into the portal, administrators will have access to the Admin Dashboard, where they can configure admission settings as per institutional requirements. The following guide will assist universities in setting up and managing the admissions process to ensure a seamless experience for applicants.

Note: The configurations mentioned in this guide apply to Merit/Entrance Based, Open Distance Learning, Foreign Student Registration, CUET UG,CUET PG, NCET and JEE/JOSAA admission mode.

Admission Admin needs to click on “Admission” in the left navigation panel.

Then click on “Admission mode type” to access the Dashboard.

You will now see the Dashboard of the Admission module.

Configuring the portal#

To set up the admission portal, please navigate to the following sections in the left navigation menu and configure the required settings:

Home#

Dashboard#

Registration#

Application#

Application Processing#

Withdraw / Cancellations#

Payment / Transactions#

Downloads#

Portal Content#

1. Manage Portal Content#

This setting manages the visibility of university-specific content in the registration portal.

2. Portal Content Labels#

Universities can change the predefined label names and can copy labels from the previous portal using this setting to make the portal more user-friendly.

3. Site Configuration#

This setting helps modify form-related details, such as Important Instructions and Form Declarations shown to applicants.

User Management#

Configure:

The institution admin needs to assign programmes to a specific administrator user to allow the application process for assigned programmes. The institution admin needs to choose the programme, organization unit (optional) and user to configure that.

Notifications#

Add Notifications The institution can add notifications via clicking the notification section, which appears on the left side admission panel. The Institution can provide a notification title, document link, and publishing date to add a notification on the admission portal.

Setup FAQs

HEIs can create and manage Frequently Asked Questions (FAQs) to assist the applicants in this section.

Once all these configurations are completed, the university or higher education institutions can go live, for admission registration.

Entrance#

Settings#

Admin first needs to configure basic settings applicable to all the types of admissions. “Setting” can be accessed from the bottom left corner of the left menu.

Admin needs to configure basic settings before proceeding with admissions. This can be accessed from the bottom left corner of the left menu.

Programme Date Settings#

This section allows administrators to configure the admission start and end dates.

Field Details:

Note: (*) marked fields are mandatory to configure.

Programme Eligibility Criteria#

Institutions must configure the Programme Eligibility Criteria to determine applicant eligibility.

• Click Add Qualification on the top right corner.
• Select the eligible programme and enter eligibility criteria.
• Click Apply Category Percentage to set percentage-based eligibility.

Programme Registration/Recurring Fee#

This section allows administrators to configure programme registration and recurring fees. Click Programme Registration/Recurring Fee. A modal pops up. Select the eligible programme & applicant category and add it’s registration/recurring fee as mentioned in the admission prospectus.

• Registration fee: one-time registration fee of the programme.
• Recurring fee: subsequent registration fee on variable amount of the programme.

Click bulk update registration fee & recurring fee to update the registration/recurring fee in bulk manner by selecting the required programme

Seat Configuration#

Fee Configuration#

Utilities#

Payment Gateway#

CUET Admission Configuration Settings#

CUET UG Settings#

CUET settings are an important and integral part of the CUET admission configuration process. It requires adding rules according to the programmes ruled by the University. Programmes need to be added and mapped according to the CUET-based subject bifurcation on the CUET website.

Add rule settings Purpose: To create a new rule in the portal according to the eligibility provided in the CUET portal.

Note: Languages (Section IA/IB), domain-specific subjects (Section II) and General test(Section III) are already added to the portal. University/Institution needs to derive a valid rule out of them.

The institution needs to launch the Admission after this need to open settings and then the institution able to visible to CUET settings (same as visible in the screenshot)

1. Add rule:

   1. To Add a new rule, click on the gear-like button.
   2. Click on Add Test Paper Rule.

2. Add the Name of the subject in the box.

   1. Add the Description in the box.
   2. Select the subject as draft/published.
   3. Click on the Save button to add the subject rule.

3. After configuring rules according to the programme listed on the website, users need to add a role clause to the given rule after aligning the subject with the particular programme added by the University.

   1. To Add clause:
   2. Click on Add clause.

4. Select the Rules added.

   1. Select the Paper type or Group Type.
   2. Select Status as Draft or Published.
   3. Click on the Save button to add the subject clause.

5. Add rule groups:

   1. Purpose: To create groups of the subject which have an “OR” condition**
   2. For example: if the Rule is either mathematics or biology then the user needs to create a group of mathematics/biology, and need to select both papers in the group.
   3. To Add rules groups, click on the gear-like button.
   4. Click on Add Test Paper Group.

6. Add the Name of the subject in the box.

   1. Add the Description in the box.
   2. Select the Papers from the list.
   3. To add Papers to your programme selection criteria, Select status as Draft or Published Click on the Save button to add the subject rule.

7. After Adding all the rules, map them according to the created groups.

8. Map Rule with Groups:

   1. Purpose: To map the papers and groups with the rule which have an “AND” condition. For example: if the rule is “Physics and Chemistry and Mathematics/Biology” Then the user needs to map the rule with two papers: Physics and Chemistry and with one group Mathematics/Biology. [Note: The group count will be filled as per the requirements of the best subject. (e.g.: best of 1, best of 2, best of 3 etc.)]
   2. The final Rule will be: Physics AND Chemistry AND Mathematics OR BIOLOGY
   3. To Map Rule with a Group, click on the gear-like button.
   4. Click Add Test Paper Rule Clauses.

9. Select the Rules added.

   1. Select the Paper type or Group Type.
   2. Select Status as Draft or Published.
   3. Click on the Save button to add the subject clause.

10. Note: It is required to map the eligibility of the programme criteria given by the CUET programme and the University Programme existing in the programme module.

11. Map Rules with Samarth Programmes: To map Programmes, click on Map Rule To Programme.

12. Select Programme.

    1. Select Rules from the list.
    2. Select Status as Draft/Pending/Rejected/Published/Disabled/Delete.
    3. Click on the Save button to add the Programme.

13. Check eligibility & rules

    1. There are 10 test Paper columns added to the Rule test criteria and each can be mapped according to CUET Papers.
    2. To add eligibility & rule criteria, click on the gear-like button.
    3. Select added CUET papers.
    4. Add marks required for the selected paper.
    5. Fill out all the test papers and Click on Submit.
    6. With the completion of all CUET-based configurations, the University can now process its CUET-based admission process.

CUET PG Settings#

The institution needs to launch CUET-PG in the Admission after this need to open settings and then the institution able to visible to CUET settings (same as visible in the screenshot)

1. Click on the “Setting action button " of the “Map Samarth Programme with CUET Paper Code”

2. Admin needs to click on the Map Programme button of the CUET Programme and University Programme Map Setting.

3. Universities need to select the CUET Paper Code and map the Programme and select the Status as Published and click on Map Programme.

NCET / ITEP Settings#

NCET settings are an important and integral part of the NCET admission configuration process. It requires adding rules according to the programmes ruled by the University. Programmes need to be added and mapped according to the NCET-based subject bifurcation on the NCET website.** Add rule settings Purpose: To create a new rule in the portal according to the eligibility provided in the NCET portal. The institution needs to launch the Admission after this need to open settings and then the institution able to visible to NCET settings (same as visible in the screenshot)

1. Add rule:

   1. To Add a new rule, click on the gear-like button.
   2. Click on Add Test Paper Rule.

2. Add the Name of the subject in the box.

   1. Add the Description in the box.
   2. Select the subject as draft/published.
   3. Click on the Save button to add the subject rule.

3. After configuring rules according to the programme listed on the website, users need to add a role clause to the given rule after aligning the subject with the particular programme added by the University.

   1. To Add clause:
   2. Click on Add clause.

4. Select the Rules added.

   1. Select the Paper type or Group Type.
   2. Select Status as Draft or Published.
   3. Click on the Save button to add the subject clause.

5. Add rule groups:

   1. Purpose: To create groups of the subject which have an “OR” condition
   2. For example: if the Rule is either mathematics or biology then the user needs to create a group of mathematics/biology, and need to select both papers in the group.
   3. To Add rules groups, click on the gear-like button.
   4. Click on Add Test Paper Group.

6. Add the Name of the subject in the box.

   1. Add the Description in the box.
   2. Select the Papers from the list.
   3. To add Papers to your programme selection criteria, Select status as Draft or Published Click on the Save button to add the subject rule.

7. After Adding all the rules, map them according to the created groups.

8. Map Rule with Groups:

   1. Purpose: To map the papers and groups with the rule which have an “AND” condition. For example: if the rule is “Physics and Chemistry and Mathematics/Biology” Then the user needs to map the rule with two papers: Physics and Chemistry and with one group Mathematics/Biology. *[Note: The group count will be filled as per the requirements of the best subject. (e.g.: best of 1, best of 2, best of 3 etc.)]
   2. The final Rule will be: Physics AND Chemistry AND Mathematics OR BIOLOGY
   3. To Map Rule with a Group, click on the gear-like button.
   4. Click Add Test Paper Rule Clauses.

9. Select the Rules added.

   1. Select the Paper type or Group Type.
   2. Select Status as Draft or Published.
   3. Click on the Save button to add the subject clause.

10. It is required to map the eligibility of the programme criteria given by the NCET programme and the University Programme existing in the programme module.

11. *Map Rules with Samarth Programmes: To map Programmes, click on Map Rule To Programme.

12. Select Programme

    1. Select Rules from the list.
    2. Select Status as Draft/Pending/Rejected/Published/Disabled/Delete.
    3. Click on the Save button to add the Programme.

13. Check eligibility & rules

    1. There are 10 test Paper columns added to the Rule test criteria and each can be mapped according to NCET Papers.
    2. To add eligibility & rule criteria, click on the gear-like button.
    3. Select added NCET papers.
    4. Add marks required for the selected paper.
    5. Fill out all the test papers and Click on Submit.
    6. With the completion of all NCET-based configurations, the University can now process its NCET-based admission process.

Frequently Asked Questions (FAQs)#

Q1. What types of admission portals does Samarth provide?

A1. Samarth eGov offers a variety of admission portals tailored to different admission processes. These include:

• CUET UG Admission Portal – For undergraduate admissions via the Common University Entrance Test (CUET-UG).
• CUET PG Admission Portal – For postgraduate admissions via the Common University Entrance Test (CUET-PG).
• NCET Admission Portal – For National Common Entrance Test-based admissions.
• Merit/Entrance-based Admission Portal – For institutions conducting merit-based or entrance-based admissions.
• DACE Admission Portal – For admission under the Dr. Ambedkar Centre of Excellence (DACE) scheme.
• JEE/JOSAA Admission Portal – For engineering admissions through JEE/JOSAA.
• FSR Admission Portal – For processing admissions of foreign students.
• DDE/CDVE/ODL/CDOE Admission Portal – For admissions under Distance and Online Learning programs.

Q2. What are the prerequisites for using an admission portal?

A2. Before using the Samarth Admission Portal, the following prerequisites must be met:

1. Program Configuration: The university must configure all academic programs in the Program Management module.
2. Mapping of Organizational Units (OUs): Programs must be mapped to respective Organizational Units (departments, colleges, or schools) to ensure seamless admission processing.

Q3. Can we verify applicants' uploaded documents?

A3. Yes, the portal allows universities to verify the authenticity of documents uploaded by applicants. The verification process includes:

• Checking the uploaded documents for validity.
• Updating the verification status (Accepted/Rejected/Pending).
• Providing feedback to applicants if corrections are required.

Q4. Can we collect fees online using the Samarth Admission Portal?

A4. Yes, the Samarth Admission Portal integrates with multiple payment gateways to facilitate the collection of:

• Registration Fees – Fees collected at the time of application submission.
• Admission Fees – Fees required upon admission confirmation.
• Additional Fees – Any extra charges applicable for specific courses or facilities.

Q5. Our university collects admission fees offline. Can we still use the Samarth Admission Portal?

A5. Yes, if the university prefers offline fee collection, administrators can manually update payment details on the portal for record-keeping and admission tracking purposes.

Q6. How can we collect additional fees from admitted students?

A6. The university can use the “Additional Payment” feature in the portal to collect extra fees from already admitted students, ensuring proper accounting and record-keeping.

Q7. We conduct an entrance exam for admissions. How can we manage this on the portal?

A7. The portal supports the offline entrance exam process by:

• Allowing applicants to download admit cards.
• Generating attendance sheets for exam day verification.
• Recording entrance scores manually for result processing.

Note: The Samarth portal does not provide an online exam facility.

Q8. Can we download reports from the Samarth Admission Management System?

A8. Yes, the system provides the ability to generate and download various reports, including:

• Registration Reports – List of applicants who have registered.
• Admission Reports – Data on confirmed admissions.
• Payment Reports – Breakdown of collected fees.

These reports can be downloaded in Excel/PDF formats for further analysis.

Q9. Our university admits students from foreign countries. Which portal should we use?

A9. The Foreign Student Registration (FSR) Portal is designed specifically for international applicants. It supports:

• Submission of foreign qualifications.
• Visa-related document uploads.
• Fee payment processing in foreign currency (if applicable).

Q10. Can we collect NEET scores on the portal for admissions?

A10. Yes, the portal allows universities to collect and process scores from national-level exams such as NEET for medical admissions.

Q11. Can we publish notifications on the Samarth Portal?

A11. Yes, universities can upload important notifications and announcements, such as admission deadlines, merit list publications, and counseling schedules.

Q12. Can we upload the university prospectus on the Samarth Portal?

A12. Yes, the portal provides an option to upload the university prospectus so applicants can access detailed information about courses, admission procedures, and eligibility criteria.

Q13. Can we customize fields in the admission form?

A13. Limited customization is available. Universities can submit specific customization requests to the Samarth support team, and feasible changes will be implemented based on technical feasibility.

Q14. Can we collect Aadhaar numbers in the application form?

A14. No, due to UIDAI guidelines, Aadhaar details cannot be collected. However, applicants can provide alternative ID proofs such as passport, voter ID, or driving license.

Q15. Can we manage the application form by department?

A15. Yes, the portal supports department-specific login access, allowing each department to manage and process applications independently.

Q16. Our university has a Non-CUET admission portal for UG and PG admissions and now wants to admit PhD students. Do we need a separate portal?

A16.

• If there are no additional profile fields required for PhD admissions, universities can use the same Non-CUET portal.
• If extra fields are required that are not configurable per program, a new portal will be deployed for PhD admissions.

Q17. Can the portal generate a merit list?

A17. Yes, the university can submit merit list criteria, and the Samarth team will assess feasibility. If feasible, the system will generate the merit list automatically.

Q18. Can the university upload the merit list on the portal?

A18. Universities can upload the merit list:

1. On the university website, with a link added to the portal OR
2. Directly on the Samarth Portal, under the Notification Section, for applicants to download.

Glossary#

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