Admission Admin guide
| Document Title | Admissions Admin Guide |
|---|---|
| Document Number | ADM - 001 |
| Author(s) | Senior Solution Architect, Product |
| Approved by | Senior Manager, Operations |
| Approval Date | March 27, 2025 |
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.
| S.no. | Role Name | Description |
|---|---|---|
| 1. | admission_admin | This role is responsible for configuring all admission settings and being able to process all admission processes. |
| 2. | admission_programme_administrator | This role is responsible for processing admission processes like document verification, shortlisting for admission, etc with assigned programme only. |
| 3. | admission_document_verifier | This role is responsible for the document scrutiny process only. |
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.
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 Management Settings
Programme Date Settings
This section allows administrators to configure the admission start and end dates.
Field Details:
| Field Name | Field Type | Description |
|---|---|---|
| Programme* | Dropdown | Select the Applicable programme from the drop down. |
| Start Date* | Calendar Date & 24H Time Format | Select the start date from the calendar and add the time. |
| End Date* | Calendar Date & 24H Time Format | Select the end date from the calendar and add the time. |
| Eligibility Selection Type* | Dropdown (Radio & Checkbox) | In this field University can select if they want to allow the applicant to chose multiple eligiblity criteria or a single one |
| Status* | Dropdown (Active & Draft) | Select the Registration Status from the dropdown. Active: Activate the portal for registration, making it available for users. Draft: Save the configuration as a draft, requiring revisions before re-activating the portal. Note: If you switch from Active to Draft, you’ll need to reconfigure the settings when re-activating the portal. |
| Admission Criteria (Entrance/Merit)? | Dropdown | Select the Admission Criteria as “Entrance” if the HEI wants to allow applicants to choose exam center or else choose “Merit”. Note: If HEI selects “Entrance”, you will be required to configure additional details in the Entrance section. |
| College Preference | Dropdown (Yes & No) | If the HEI wants applicant to select college prefrence, this has to marked as Yes, or else “No” |
| College Preference Not Interested | Dropdown (Yes & No) | Mark this as “Yes” to enable “Not Interested” option in college preference section |
| College Preference Info | TEXT | |
| Course Selection Applicable | Dropdown (Yes & No) | If the HEI wants the applicant to configure the course selection option during the registration, this has to marked as “YES”. Note > Course has to mapped to programmes correctly. This activity can also be performed once the selected candidate moves to Student Lifecycle |
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.
- Select the eligible programme & category.
- Enter the one-time registration fee and recurring fee.
- Use Bulk Update for mass changes.
CUET Admission Configuration Settings
CUET UG Settings
- Configure rules according to university admission criteria.
- Map programmes with CUET-based subject bifurcation.
- Define test paper rules and clauses.
- Create rule groups for subject combinations.
- Map rules to programmes.
CUET PG Settings
- Launch CUET-PG admission module.
- Map CUET Paper Code with university programmes.
- Publish programme mappings.
NCET / ITEP Settings
- Define rules for NCET-based admissions.
- Configure eligibility rules and subject groupings.
- Map NCET programme rules to university programmes.
- Set eligibility criteria for test papers.
Portal Management Settings
Portal Content
prospectus_link: Add/update prospectus link.uni_website_link: Add/update university website link.marquee_index: Manage homepage scrolling text.marquee_dashboard: Manage dashboard scrolling text.intro_content_block: Edit introductory content.footer_content: Customize footer details.contactus: Update contact details.
Portal Content Labels
Modify predefined label names or copy labels from a previous portal setup.
Site Configuration
Edit form-related details, such as important instructions and applicant declarations.
Application Control
Manage:
1. Institution name and logo
2. Application fields and quotas
3. Enable/disable various configurations
Set 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.
Frequently Asked Questions (FAQs) - Samarth Admission Management System
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:
- Program Configuration: The university must configure all academic programs in the Program Management module.
- 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:
- On the university website, with a link added to the portal OR
- Directly on the Samarth Portal, under the Notification Section, for applicants to download.
Glossary
| # | Term | Definition | Module Reference |
|---|---|---|---|
| 1 | Admission Portal | An online platform where applicants can submit their applications, track their application status, receive notifications, and access documents. | Admission Administrative Portal |
| 2 | Admit Card | Hall ticket to give the entrance exam for admission. | Admission Administrative Portal (Entrance section) |
| 3 | Admission Report | An admission report refers to a document or summary that provides detailed information about the admission process, including the number of applications received, selected candidates, enrolment statistics, and other relevant data. | Admission Administrative Portal |
| 4 | Application Status | The current progress or state of an application (e.g., submitted, under review, accepted, rejected, or awaiting documents). | Admission Administrative Portal |
| 5 | Admissions Workflow | The structured process by which applications are reviewed, decisions are made, and students are admitted typically involves multiple steps and approval stages. | Admission Administrative Portal |
| 6 | Attendance Sheet | An attendance sheet about the entrance exam is a record used to track the presence of candidates during the exam. It typically includes details like candidate names, roll numbers, and check-in times to ensure all registered candidates are accounted for. | Admission Administrative Portal (Entrance section) |
| 7 | Correction Window | A correction window in admission refers to a designated period during which applicants can make changes or correct errors in their submitted application forms, such as updating personal details, marks, or preferences. | Admission Administrative Portal |
| 8 | Counselling | Counseling in admission is the process where students are allotted seats in educational institutions based on their ranks, preferences, and availability, often involving multiple rounds. | Admission Administrative Portal |
| 9 | Document Verification/Scrutiny | The process of confirming the authenticity of submitted documents such as identification proofs or educational documents. | Admission Administrative Portal |
| 10 | Eligibility Criteria | The set of requirements an applicant must meet to be considered for admission, such as academic qualifications, age limit, and test scores. | Admission Administrative Portal |
| 11 | Enrolment Number | An enrolment number in admission is a unique identifier assigned to a student upon registering at an educational institution. | Admission Administrative Portal |
| 12 | Entrance Exam | A test or assessment is administered by the institution to evaluate applicants’ knowledge or skills in specific areas relevant to the program. | Admission Administrative Portal (Entrance section) |
| 13 | Merit List | A merit list in admissions ranks candidates based on their academic performance or entrance exam scores, determining eligibility for admission. | Admission Administrative Portal |
| 14 | Organizational Unit | An Organizational Unit in admission ERP refers to a specific department, division, or entity within an educational institution that manages various aspects of the admission process, such as academic departments, administrative offices, or campuses. | Admission Administrative Portal |
| 15 | Programme | Programme refers to a specific course of study or academic curriculum offered by an educational institution, such as a degree, diploma, or certificate program. | Admission Administrative Portal |
| 16 | Student Life Cycle | The student life cycle in admissions refers to the stages a student goes through, from application submission, admission granted, and enrolment assignment. | Admission Administrative Portal |