Thesis Management System
| Document Title | Thesis Management System |
|---|---|
| Document Number | OTS-001 |
| Version | 1.1.1 |
| Author(s) | Manager, Product |
| Approved by | Senior Manager, Operations |
| Last Update Date | March 1st, 2025 |
About the module
Thesis Submission Module is designed to streamline the thesis submission and approval process for research students, supervisors, and administrators.
Key functionalities of the module include:
Student Thesis Submission: Allows students to submit their thesis and required documents digitally.
Supervision & Approval Process: Supports multiple roles, including Supervisors, Co-Supervisors, Heads of Departments (HoDs), Examiners, and Board of Research Studies (BRS) members, each with defined responsibilities.
Progress Report Tracking: Enables periodic submission and approval of progress reports (Bi-monthly, Semester, Annual).
Configurable Approval Stages: Institutes can define and modify approval stages as per their requirements.
Email Notifications & Logs: Automated email notifications are sent to relevant stakeholders at various stages, with logs available for tracking communications.
Prerequisites
- Departments/OUs and Programmes must be configured in the Academics module.
- The necessary student data should be imported into the Samarth portal, &/or the student portal access must be active for the students.
User Roles
| S.No. | User/ Role | Occupancy | Mandatory/Non-mandatory |
|---|---|---|---|
| 1 | Research Admin/ research_admin | Single | Mandatory |
| 2 | Supervisor/ supervisor | Single | Mandatory |
| 3 | Co-Supervisor/ co_supervisor | Multiple | Non-Mandatory |
| 4 | Advisory committee member/ co_supervisor | Multiple | Non-Mandatory |
| 5 | Examiner/ examiner | Multiple | Mandatory |
| 6 | Head of Department (HoD)/ hod | Single | Mandatory |
| 7 | Board of Research Studies (BRS)/ brs | Single | Mandatory |
| 8 | Controller of Examination (CoE) - Dealing Assistant/ dealingAssistant | Single | Mandatory |
Module workflow
Attached below is the module workflow for thesis management system:
Navigation
Home > Academics (left-hand panel) > Research Management*
Go to the Samarth portal. On the ‘Home’ Page, click on the ‘Academic’ tile in the Left-Hand panel.
Now, click on ‘Research Management’ to open the module.
Configuration Steps
Before using the module, certain configurations need to be done in the ‘Settings’ menu.
Types of Uploads
The uploads required from the students can be added, by defining their applicability, require status, etc.
Form Template
The various forms as required from the students can be added.
Research Supervision Member Type
The required supervision member types can be added - Supervisor, Co-Supervisor, etc.
Research Approval Stages
The Approval stages can be created as per the institute’s requirement & the Thesis Submission process. The order of the stages can be reordered.
Email Templates
The templates of the several mails sent can be viewed & edited.
Type of Progress Report
The required types of progress report (Bi-monthly, Semester, Annual) can be added.
Progress Report Type Period Master
The period required for the progress report reviewal can be configured.
User Role Mapping
Various users with their respective roles (supervisor, hod, etc.) can be mapped.
Various Provisions in the module
Students
The list of all the students enrolled in a PhD or Doctoral programmes will be fetched & listed here.
Progress Report Approval
The various details regarding the Progress report (Student details, Report, Submit & Approval status, etc.) can be viewed
Thesis Listing
The details regarding the processing status of the submitted thesis can be viewed & tracked.
Thesis Approval
The status regarding the thesis processing, approval & examiner consent can be viewed.
Email Logs
The logs details regarding the various emails sent, such as the consent mail sent to the examiner(s).
Student side
The students can access the Thesis Submission module on their student portals. Click on the ‘Thesis Submission’ option present in the Left-hand panel.
