Recruitment Management System

Recruitment Management System#

Overview#

The Recruitment Management System enables universities and higher educational institutions to conduct the entire recruitment process online with ease. The system simplifies application submission, application tracking, and recruitment management while providing comprehensive reports to facilitate application scrutiny and screening.

Key Features#

• Online application submission
• Candidate application tracking
• Automated score calculation (based on the applicable recruitment guidelines)
• Application scrutiny and screening
• Report generation for various stages of recruitment
• End-to-end recruitment workflow management

Pre-requisites#

All Institutions intending to use the Samarth Recruitment Management System must complete the following prerequisites before the training or workshop sessions are scheduled.

1. Configuration of Organizational Units: All Organizational Units (OUs) must be configured in the Recruitment Portal before the recruitment advertisement is published.
2. Payment Gateway Integration: The payment gateway must be integrated with the Samarth Recruitment Portal before the recruitment process begins.
3. Draft Advertisement: Before the training session, the Institution should have the recruitment advertisement prepared.The Institution must keep the latest draft or finalized advertisement ready.

Types of Recruitment Portals#

1. UGC Teaching Recruitment Portal#

The UGC Teaching Recruitment Portal is designed in accordance with the University Grants Commission (UGC) Regulations, 2018. The portal automatically calculates candidate scores as per the UGC guidelines and supports the recruitment of teaching positions such as Assistant Professor, Associate Professor, and Professor.

Highlights#

• Designed as per UGC Regulations, 2018
• Automatic score calculation based on UGC norms
• Supports teaching faculty recruitment

2. NIT Teaching Recruitment Portal#

The NIT Teaching Recruitment Portal is designed specifically for the recruitment requirements of the National Institutes of Technology (NITs). Candidate scores are calculated according to the applicable NIT recruitment guidelines.

Highlights#

• Designed for National Institutes of Technology
• Score calculation based on NIT recruitment norms
• Supports faculty recruitment for NITs

3. Agriculture Teaching Recruitment Portal#

The Agriculture Teaching Recruitment Portal is intended for agricultural universities and institutions governed by the Agricultural Scientists Recruitment Board (ASRB). The portal evaluates applications and calculates scores in accordance with ASRB recruitment norms.

Highlights#

• Designed for ASRB-affiliated institutions
• Score calculation based on ASRB guidelines
• Supports recruitment of agricultural teaching faculty

4. Non-Teaching Recruitment Portal#

The Non-Teaching Recruitment Portal is designed for recruiting administrative, technical, and other non-faculty positions within higher educational institutions.

Highlights#

• Supports recruitment of non-teaching staff
• Configurable recruitment workflow
• Online application and screening process

5. CU Chayan Recruitment Portal#

The CU Chayan Recruitment Portal has been specifically designed and developed for the recruitment of teaching positions in Central Universities. The portal provides a centralized recruitment platform aligned with the requirements of Central Universities.

Highlights#

• Exclusive to Central Universities
• Supports recruitment of teaching faculty
• Centralized recruitment management

6. VC Recruitment Portal#

The Vice-Chancellor (VC) Recruitment Portal is specifically designed for the recruitment of Vice-Chancellors across Higher Educational Institutions (HEIs). The portal facilitates the complete recruitment process while maintaining confidentiality and transparency.

Highlights#

• Designed for Vice-Chancellor recruitment
• Suitable for Higher Educational Institutions (HEIs)
• Secure and transparent recruitment process

Teaching Recruitment Guide (Admin Side)#

Teaching Recruitment Management System enables the Institution to conduct online recruitment with ease of application and tracking. The system also consists of various reports which can be used at the time of application scrutiny and screening.

User Roles for Teaching Recruitment#

The portal consists of following sections:

1. Dashboard
2. Advertisements
3. All Applications
4. Candidates
5. Reports
6. Downloads/Background Job
7. Payment Reconciliation
8. Payment Gateway
9. Transaction History
10. Settings
11. Email Logs

Dashboard#

The Dashboard provides a quick overview of the current recruitment statistics. It displays key metrics related to job openings, candidate registrations, and application status.

1. Job Openings: Total number of active job posts available on the recruitment portal.
2. Registered Candidates: Total number of candidates who have successfully registered on the portal.
3. Incomplete Applications: Number of applications that have been started but not yet submitted by candidates.
4. Submitted Applications: Total number of successfully submitted applications.

Settings#

It allows administrators to configure the recruitment portal according to the institution’s recruitment requirements. Proper configuration of the settings ensures that the recruitment process is conducted smoothly and in accordance with the institution’s policies and applicable recruitment guidelines. The Settings include the following:

Departments: Click on the ‘Add Department’ button to add all the departments. Once this button is clicked, the Organization Units (Cell, Section, Department, etc.) added to the Institution’s portal will be automatically reflected as departments. In this field, all the Departments that are being added to the Organization Unit will be listed. The Admin can refresh the Departments by clicking on the Add Department button.

Post: In this field, some of the posts, like Assistant Professor, Professor, Associate Professor, and Librarian, are already available in the portal. However, if the Institution intends to add a new post, then click on the Add Post button, add the details (Name, Code, Status, Score, Type), and save it.

Category: In this setting, the pre-added Social Categories are listed. The Admin can add the new categories by using the Add Category button if required.

PWD Category: In this setting, all the pre-added PWD categories are listed. The admin can add a new category by clicking on the Add PWD Category button if required.

Advance Settings: In this setting, Admin can configure the following settings.

contact_email#

The Admin must configure an official contact email ID to send emails to candidates through the Teaching Recruitment Portal. This email address should be an official institutional email and not a personal email address. All emails sent through the portal will be routed using this configured email ID.

uniqueAppId#

The Admin can configure a suffix for application form numbers. The configured suffix will be appended to all application form numbers generated across the Teaching Recruitment Portal.

logo_path#

The Admin can upload the official logo of the respective University/Institution. The uploaded logo will be displayed on the candidate-facing portal.

hide_refree_mail_btn_from_screening_committee#

This configuration controls whether Screening Committee members can send emails to a candidate’s referees.

• Disabled: Screening Committee members can send emails to a candidate’s referees.
• Enabled: Screening Committee members cannot send emails to a candidate’s referees.

hide_send_referee_mail_btn#

This configuration controls whether the Recruitment Admin can send emails to a candidate’s referees.

• Disabled: The Recruitment Admin can send emails to a candidate’s referees.
• Enabled: The Recruitment Admin cannot send emails to a candidate’s referees.

adv_cfg_formNo#

The Admin can enable advanced configuration for application form numbers. This feature allows the Admin to:

• Define custom short codes for form numbers.
• Configure the numbering series for application form numbers.

enable_application_summary_new_format#

The Admin can enable this option to switch to the new and enhanced format of the Application Summary in the candidate’s application form.

disable_auto_post_no_generation#

The Admin can disable the automatic generation of Job Post Codes during job post configuration if the institution does not require them. When this option is enabled, the Job Post Code field will remain blank for the configured job posts.

State List: In this setting, the list of pre-added states will appear. The admin can add a new state by clicking on the “Add State” button.

Country List: In this setting, the list of the pre-added countries will appear. The admin can add a new country by clicking on the Add Country button.

Degree: In this setting, the pre-added degree list will appear. The admin can add a new degree by clicking on the Add Degree button

NET Subject: In this setting, the pre-added NET Subject list will appear. The admin can add a new degree by clicking on the Add NET Subject button and updating the existing subject by clicking on the pencil icon.

Screening Committee: In this setting, the user accounts provided to the screening committee members will be mapped for the respective job postcode. The admin can add a screening committee member by clicking on the Add Screening Committee button and selecting the job vacancy and user name to map the screening committee member to the respective job postcode. The admin can also use the Activate or Deactivate button available against each screening committee member to activate or deactivate a screening committee.

Note: The respective Screening Committee Member will only be able to see the applications for the assigned job postcode.

Content Pages: In this setting, the admin will be able to create a content page through HTML syntax, which will get mapped with the Candidate Portal under the Important Information Section. Admin can add a content page by clicking on the “Add Content Page” button present on the top right side of the portal and filling in the required details:

• Page Name
• Page Content (HTML Code)
• Status (Active/Inactive)
• Type (PAGE/PAYMENT_PAGE)

The admin can also edit the created content page by clicking on the pencil icon available against each content page.

Print Application Summary Settings: In this setting, the admin will be able to configure the columns that will be visible in the application summary.

Additional Fields: In this setting, the admin will be able to configure the Additional Fields by the Create Additional Field button, which will get added to all job-post codes. After clicking on the button, add the details of the Additional Field, such as the Name, Type, Label, and if it is mandatory or not.

Application Status List: In this setting, all status of applications that are in the system will be visible. If the admin wants to add any other status, it can be added using the Create Application Status button.

How to configure an Advertisement?#

The Advertisement section allows the Admin to view and manage all advertisements. The Admin can view details such as Start Date, Close Date, and Status, and can filter advertisements by Advertisement Number, Title etc. as required.

Steps to Configure an Advertisement#

Adding an Advertisement and Job Postcodes#

Adding an Advertisement: The admin can add a new advertisement by clicking on the “Add Advertisement” button present on the top right side of the portal and filling in the following details:

• Advertisement Number - Mentioned on the Advertisement
• Title - The title of the Advertisement.
• Name of the newspaper in which advertised
• Website URL in which advertised - URL of University/Institution Website.
• Advertised in different departments of University? – This column should be marked as ‘Yes’ if the vacancies are for different departments of the University/Institution, and ‘No’ if the vacancies are for the entire Institution.
• Status: The status should be kept as “Draft” until the entire advertisement has been configured on the portal. It is set to “Published” when all the post configuratin has been completed on the portal.
• Description - Description of the Advertisement (if any).
• Date of Advertisement - Date on which the advertisement starts or gets published at the Institution’s website/ newspaper.
• Advertisement Start Date - The date on which the advertisement will start receiving applications.
• Advertisement Close Date - The date on which the advertisement will stop receiving applications.

Admin can view the advertisement details by clicking on the View Icon and update/edit the details by clicking on the Pencil Icon.

Add Job Postcodes:#

The admin can click on the View button to view and add the job postcodes in the respective advertisement. The job postcode can be added using the Add Post button available under the Action button and configuring the required details:

• Post: Select from the drop-down that shows the added posts.
• Department: Select from the drop-down, which shows all the departments added to the Organization Unit.
• Session: Select the Year of Recruitment.
• Start Date: Select the start date and time of application from the calendar.
• Close Date: Select the last date and time of application from the calendar.
• Job Post Code: Enter the job post code mentioned in the advertisement.
• Reference date for age calculation: Select date from the calendar. Its is the specific date on which a candidate’s age is determined to check their eligibility for a post. it can be the last date of application.
• Age Relaxation for Ex-Servicemen (in year): Specify the number of years by which the upper age limit is relaxed for candidates belonging to the Ex-Servicemen category, as per the applicable recruitment rules or Government regulations. The configured relaxation is added to the prescribed maximum age limit while determining the candidate’s eligibility based on the reference date for age calculation.
• Age Relaxation for Internal Candidate (in year): Specify the number of years by which the upper age limit is relaxed for candidates who are existing employees of the institution, in accordance with the applicable recruitment rules or institutional policy. The configured relaxation is added to the prescribed maximum age limit while determining the candidate’s eligibility based on the reference date for age calculation.
• Age Relaxation for Government Employee (in Year): Specify the number of years by which the upper age limit is relaxed for candidates who are serving as Government employees, in accordance with the applicable recruitment rules or Government regulations. The configured relaxation is added to the prescribed maximum age limit while determining the candidate’s eligibility based on the reference date for age calculation.
• Select Marital Status for Women: To give age relaxation to the women candidates based upon their marital status: select Single/ Married.
• Age Relaxation for Women (with selected marital status): Specify the number of years by which the upper age limit is relaxed for women candidates having the selected marital status, in accordance with the applicable recruitment rules or Government/Institutional policies. The configured relaxation is added to the prescribed maximum age limit while determining the candidate’s eligibility based on the reference date for age calculation.
• Show Status of Application to Candidates: Enable this option to display the screening status of a candidate’s application on the candidate portal. When enabled, candidates can view the current status of their application (e.g., Awaiting Screening, Shortlisted, Not Shortlisted, Provisionally Eligible, Provisionally Not Eligible, etc.) as updated by the screening committee or recruitment administrators. When disabled, the screening status remains visible only to the authorized users of the Recruitment Portal and is not displayed to candidates.
• Show Screening Comments and Marks/Score of Application to Candidates: Enable this option to display the screening comments and the marks/score awarded to a candidate’s application on the candidate portal after the screening process. When enabled, candidates can view the comments provided by the screening committee, along with the marks or score assigned during the evaluation. When disabled, the screening comments and marks/score remain visible only to authorized users of the Recruitment Portal and are not displayed to candidates.
• Send email notification automatically on status change: Enable this option to automatically send an email notification to candidates whenever the status of their application changes during the recruitment process. The notification informs the candidate of the updated application status without requiring any manual intervention from the recruitment administrators.

Note: This feature is currently disabled by default, and no automatic email notifications are sent on application status changes. Enabling this option will have no effect until the email notification functionality is implemented and activated in the Recruitment Portal from the backend.

• Fee Exemption due to the Previous Advertisement: Enable this option to provide an application fee exemption or relaxation to candidates who have already paid the application fee against a previous recruitment advertisement, subject to the applicable recruitment rules and institutional policy. If this option is set to Yes, the administrator must select the Previous Advertisement Type from the following options:

1. From Samarth System: Select the previous advertisement from the dropdown list, which displays all advertisements previously published through the Samarth Recruitment Portal. The administrator must also specify the amount, if any, to be collected from the candidate after applying the fee exemption or relaxation.

2. External System: Specify the previous advertisement number for which the fee exemption is applicable. The administrator must upload the details of the eligible candidates in the prescribed Excel format to enable the fee exemption.

3. Both: Select this option when eligible candidates belong to advertisements published through both the Samarth Recruitment Portal and an External System. In such cases, the administrator must provide the details of the Samarth advertisement, specify the external advertisement number, and upload the Excel sheet containing the details of candidates eligible for the fee exemption.

• Can the candidate apply under multiple category from a single application?: Enable this option to allow candidates to apply under more than one eligible category using a single application form, subject to the applicable recruitment rules and category eligibility criteria. When enabled, the portal allows candidates to select and apply to all applicable categories. When disabled, candidates can select only one applicable category while submitting their application.
• Fix Fee for all Category or Individual Fee for all Category: This option determines how the application fee is configured for the recruitment advertisement.

1. Fix Fee: Select this option to configure separate application fees for different candidate categories (e.g., UR, OBC, SC, ST, EWS, PwBD, etc.), as per the applicable recruitment rules or institutional policy. The portal automatically applies the fee corresponding to the category selected by the candidate during the application process.
2. Multiple Fee: Select this option to charge the same application fee to all candidates, irrespective of their category.

Admin can configure the post details and click on the Save button to save the configured details. Note After configuring the details, click on the Configure Opening Button to configure the vacancy count and age for all categories.

• Degree for Bachelor Degree 1: Select the bachelor’s degree(s) that should be available in the dropdown list on the candidate portal. By default, all available bachelor’s degrees are displayed.
• Degree for Bachelor Degree 2: Select the bachelor’s degree(s) that should be available in the dropdown list on the candidate portal. By default, all available bachelor’s degrees are displayed.
• Master/Postgraduate Degree 1: Select the master’s/postgraduate degree(s) that should be available in the dropdown list on the candidate portal. By default, all available master’s/postgraduate degrees are displayed.
• Master/Postgraduate Degree 2: Select the master’s/postgraduate degree(s) that should be available in the dropdown list on the candidate portal. By default, all available master’s/postgraduate degrees are displayed.
• Select Post Type: Select the type of post for the advertisement. This should be set to “Not Applicable” for all posts except those related to Sports or Physical Education, for which it should be set to “Physical Education."
• Minimum Percentage for Undergraduate: Specify the minimum percentage required in the undergraduate degree, if applicable. This percentage will be considered uniformly for all social categories.
• Minimum Percentage for Postgraduate: Specify the minimum percentage required in the postgraduate degree, if applicable. This percentage will be considered uniformly for all social categories.
• Minimum Teaching Experience (in Years): Specify the minimum number of years of teaching experience required for candidates to be eligible for the post.
• Make Full-time Teaching Experience Required: Set this option to Yes to make full-time teaching experience mandatory for the post. If set to No no such restriction is applied.
• Require Reference Details: Use this option to enable or disable the requirement for candidates to provide reference details as part of the application process.
• Number of Reference need to be take: If the reference section is enabled, specify the number of references to be collected from each candidate. The administrator can configure the portal to collect either two or three references.

Upload Required Section:#

Configure the document uploads required from candidates for each section of the application form. Set the value to Yes to make the upload mandatory for the respective section; otherwise, set it to No.

Extra Field Settings:#

Configure the extra information fields to be displayed in the candidate application form and specify whether they should be mandatory. Set Display to Yes to show the field in the application form. If the field is displayed, set Mandatory to Yes to make it compulsory for candidates to fill.

Payment Gateway:#

Configure the payment gateway through which candidates will pay the application fee for the recruitment advertisement.

Point Calculation Rule:#

Configure the point calculation rule to be used for the screening and evaluation of applications for the Assistant Professor post. This configuration is applicable only to Assistant Professor advertisements.

Applied UGC rules on this Job Post:#

Configure the UGC eligibility rule to be applied for the selected job post. The selected rule determines the mandatory educational qualifications that candidates must satisfy while submitting their applications.

Configure Openings:#

This section allows the administrator to configure the vacancy distribution, eligible applicant categories, and age criteria for each category of vacancy in the recruitment advertisement. Each row represents a vacancy category, and the configured settings determine the eligibility of candidates applying against that category.

Category-wise Registration Fees:#

This section allows the administrator to configure the application fee for each candidate category. The fee can be configured separately for Male, Female, and Other candidates. For each gender, the administrator can specify the application fee amount and the applicable tax. The portal automatically calculates the total amount payable.

Publishing the post in the Advertisement:#

Publish: Admin can publish the post by clicking the clicking the Publish button to make it visible on the Candidate Portal by entering the following details:

• Start Date: (Select the live date and time from the calendar)
• End Date: (Select the closing date and time from the calendar)
• Remarks: (if any)

Pausing and Updating the Job Post Code:#

The Recruitment Portal allows the administrator to temporarily pause a published job post to make modifications after it has been published. While the job post is in the Paused state, candidates cannot submit new applications. After making the necessary changes, the administrator can Publish the job post to make it available on the candidate portal again.

How to Pause a Job Post?#

1. Navigate to the Advertisement section.
2. Click on the View button available under the Posts.
3. Click on the Action button available at the top right hand side corner.
4. Select the required job post.
5. Select Change Status, select Pause from the dropdown menu.
6. Enter the reason for pausing the post in the Reason field.
7. Click Proceed.

Once paused, the advertisement is temporarily removed from the candidate application process, allowing the administrator to make the required modifications.

How to Publish a Job Post again after making the changes?#

After all modifications have been completed and saved:

1. Select the paused job post.
2. Select Change Status, select Publish from the dropdown menu.
3. Enter the reason for publishing the post in the Reason field.
4. Click Proceed.

The advertisement will once again become visible on the candidate portal, and candidates will be able to continue submitting applications according to the updated configuration.

How to add Additional Fields against a Job Post?#

The Additional Fields feature enables the administrator to capture information that is not available in the default application form. These user-defined fields are displayed to candidates under the Additional Fields section of the application form and can be configured according to the recruitment requirements.

Note: Additional fields should be configured before publishing the advertisement so that candidates can provide the required information while submitting their applications.

Navigation#

Recruitment → Teaching Recruitment → Advertisements → View Posts → Settings → Additional Fields#

To create a new additional field:

1. Navigate to the Additional Fields section.
2. Click Create Additional Fields.
3. Enter the required details.
4. Click Create to save the field.

Additional Field Configuration:#

Managing Additional Fields:#

After an additional field has been created, the administrator can:

• View all configured additional fields.
• Modify the field label or configuration before the recruitment process begins.
• Mark a field as mandatory or optional.
• Control the data type of the information being collected.

How to add Additional Uploads against a Job Post?#

The Additional Uploads feature enables the administrator to collect supporting documents from candidates that are not covered by the default upload sections of the application form. This feature allows institutions to define custom document upload requirements based on the specific needs of the recruitment advertisement. Once created, the additional upload requirement becomes available under the Uploads section of the candidate application form.

Note: Additional uploads should be configured before publishing the advertisement so that candidates can upload the required documents while submitting their applications.

Navigation#

Recruitment → Teaching Recruitment → Advertisements → View Posts → Settings → Additional Uploads#

To create a new additional upload requirement:

1. Navigate to the Additional Uploads section.
2. Click Create Additional Upload List.
3. Enter the required details.
4. Click Create to save the upload configuration.

Additional Upload Configuration:#

Managing Additional Uploads:#

After an additional upload has been created, the administrator can:

• View all configured additional upload requirements.
• Add multiple custom upload requirements for a single post.
• Mark each upload as mandatory or optional.

How to upload Previous Advertisement Data for Fee Exemption (in case the advertisement was from External System other than the Samarth Portal )?#

The Fee Exemption provision allows the Administrator to provide fee relaxation to candidates who had applied in a previous advertisement conducted through an external recruitment system. This is achieved by uploading the previous advertisement data into the portal using a predefined Excel template.

Navigation#

Recruitment → Teaching Recruitment → Advertisements → View Posts → Settings → Upload Data for Fee Exemption#

Uploading Fee Relaxation Data:#

1. Navigate to the Settings section of the desired post.
2. Click the Upload Data for Fee Relaxation button available at the right-hand side corner.
3. In the upload window, click Download Excel Format.
4. An Excel template will be downloaded.
5. Fill in the required candidate details in the downloaded template.
6. Save the completed Excel file.
7. Click Browse File and select the completed Excel sheet.
8. Click Upload File Data to upload the information to the portal.

Note: Ensure that the uploaded file is accurate before submission, as the portal will process the information based on the uploaded data.

Required Information in the Excel Template for Fee Exemption:#

The downloaded Excel sheet must contain the following details for each candidate:

Viewing Uploaded Fee Relaxation Data:#

After successfully uploading the Excel file:

1. Navigate back to the advertisement Settings page.
2. Click the View Fee Relaxation Uploaded Data button available at the right-hand side corner.
3. The portal will display all the uploaded candidate records for verification.

Outcome:#

Once the fee relaxation data has been uploaded successfully:

• Candidates whose records are available in the uploaded data will automatically become eligible for the configured fee relaxation.
• The applicable fee concession will be available while applying for the posts under the current advertisement.

Important: This feature is intended only for importing candidate data from previous advertisements that were conducted through an external recruitment system.

How to create Multiple job posts in an advertisement?#

The Create Multiple Job Post feature allows the Administrator to quickly create multiple job posts within the same advertisement by using the configuration of an existing job post as a template. Only the Job Post, Department, and Post Number need to be specified, while all other configurations are automatically copied from the selected reference job post.

Navigation#

Recruitment → Teaching Recruitment → Advertisements → View Posts → Actions (…) → Create Multiple Job Posts#

Creating Multiple Job Posts:#

1. Navigate to the Posts list of the desired advertisement.
2. Click the Actions (…) menu corresponding to the reference job post.
3. Select Create Multiple Job Posts.

Adding Multiple Job Positions:#

1. The Create Multiple Job Posts window will open.
2. Click the Add button to insert additional rows for creating multiple job posts.

Note: Each row represents one new job post.

Configuring New Job Posts:#

For each new job post, provide the following details:

Important:

• Only the Job Post, Department, and Post Number need to be entered manually.
• All other configurations are automatically copied from the selected reference job post.
• Each Post Number must be unique. Missing or duplicate post numbers will prevent the job posts from being created.

Saving the Job Posts:#

1. After entering the required details for all job posts, click Save Job Posts.
2. The portal will validate the entered information and create the new job posts.
3. A success message is displayed on the dashboard indicating that the job posts have been created successfully.
4. The newly created job posts appear in the Posts list of the advertisement with their respective departments.

How to enable the Screening Comments and Screening Status?#

The Screening Comments and Status of Application settings allow the Administrator to make the screening comments and the application screening status visible to candidates at the candidate side. By enabling these options, candidates can view the comments provided during the screening process and the current status of their application.

Navigation#

Recruitment → Teaching Recruitment → Advertisements → View Posts → Settings → Screening Comments / Status of Application#

Enabling Screening Comments:#

To make the screening comments visible to candidates:

1. Navigate to the Settings section of the desired job post.
2. Locate the Screening Comments option.
3. Enable the Show toggle/button next to Screening Comments.
4. Enter the Remark and click on the Show button.

Once enabled, candidates will be able to view the screening comments associated with their application.

Enabling Screening Status of Applciation:#

To make the application screening status visible to candidates:

1. Navigate to the Settings section of the desired job post.
2. Locate the Status of Application option.
3. Enable the Show toggle/button next to Status of Application.
4. Enter the Remark and click on the Publish button.

Once enabled, candidates will be able to view the current screening status of their application.

How to Open the Correction Window?#

The Open Correction Window feature allows the Administrator to open a window for submitted application forms for correction after the advertisement’s application deadline has passed. This enables candidates to update eligible information in their submitted applications without creating a new application.

Note: Candidates can edit all application details except the following fields:

• Social Category
• Applied Under Category
• Mobile Number
• Date of Birth (DOB)

Navigation#

Recruitment → Teaching Recruitment → Advertisements → View Posts → Settings → Open Correction Window#

Enabling the Correction Window:#

1. Navigate to the Settings section of the desired job post.
2. Locate the Open Correction Window option.
3. Enable the Show toggle/button next to Open Correction Window.
4. Select the Correction Window start date and time and Correction Window close date and time from the calendar.
5. Enter the Remark and click on the Publish button.

Once the correction window is enabled, candidates can update most of the information in their submitted application.

How to enable Additional Uploads (after the last date of the advertisement is over/ screeening is completed)?#

The Additional Uploads feature allows the Administrator to open an additional upload window for candidates after the advertisement’s application deadline has passed. This enables candidates who have already submitted their application forms to upload any missing or updated documents as requested by the Institution.

The feature can also be used by the Institution to facilitate communication during the screening process by allowing candidates to upload documents in response to screening-related queries.

Navigation#

Recruitment → Teaching Recruitment → Advertisements → View Posts → Settings → Open Additional Uploads#

Enabling Additional Uploads:#

To allow candidates to upload additional documents:

1. Navigate to the Settings section of the desired job post.
2. Locate the Open Additional Uploads option.
3. Enable the Show toggle/button next to Open Additional Uploads.
4. Select the Start date and time and Close date and time from the calendar.
5. Enter the Remark and click on the Show button.

After enabling the Open Additional Uploads option:

• Candidates can access the additional upload window after the advertisement closing date.
• Candidates can upload the documents requested by the Institution.
• The Institution can review the newly uploaded documents at the admin side on the application form during the screening and verification process without requiring candidates to submit a new application.

How to obtain Submitted Candidate Data and Uploaded Documents (Post-wise)?#

The Recruitment Portal provides multiple report and download options that allow the Administrator to obtain submitted application data and candidate-uploaded documents for individual job posts. These reports can be used for screening, verification, evaluation, and record-keeping purposes.

Navigation#

Recruitment → Teaching Recruitment → Advertisements → View Posts → Actions (…) → Download Documents / Export Data / Download All Application PDF / Download References Report#

1. Download Documents (Post-wise):#

The Download Documents option allows the Administrator to download all documents uploaded by candidates during the application process.

The downloaded documents may include:

• Educational certificates
• Mark sheets
• Experience certificates
• No Objection Certificates (NOC)
• Category certificates
• Research-related documents
• Any other supporting documents uploaded by the candidate

This feature enables the Institution to verify candidate documents without opening each application individually.

2. Export Data (Post-wise):#

The Export Data option allows the Administrator to export application details in Microsoft Excel format.

The exported report contains application-related information, including:

• Candidate details
• Educational qualifications
• Experience details
• Research information
• Uploaded information
• Other details submitted in the application form

This report is useful for data analysis, screening, and maintaining institutional records.

3. Download All Application PDFs (Post-wise):#

The Download All Application PDFs option allows the Administrator to download the complete application forms of all submitted candidates in PDF format.

Each generated PDF contains the complete application submitted by an individual candidate, including all sections and uploaded information.

This feature is useful for Offline review, Screening committee evaluation, Institutional record keeping, and Printing candidate applications when required.

4. Download References Report (Post-wise):#

The Download References Report option generates a consolidated report containing the responses of the references provided by candidates in their application forms.

The report includes the information entered by referees for each candidate and can be used during verification or reference checks.

All Applications Section#

The All Applications section provides the Administrator with a consolidated view of all applications associated with the recruitment portal, including both submitted and unsubmitted applications. It also provides options to filter applications, export application data, communicate with candidates, and download submitted application forms.

Navigation#

Recruitment → Teaching Recruitment → All Applications#

The All Applications section displays all applications for every job post, irrespective of their submission status.

The Administrator can view:

• Submitted applications
• Unsubmitted applications
• Application details for all job posts
• Candidate and post-related information

1. Filter Applications:#

The Administrator can use the available filters to search and retrieve applications based on specific criteria, such as:

• Advertisement Number
• Post
• Department
• Submission Status
• Candidate details
• Other available filter options

This helps in locating applications quickly and efficiently.

2. Export All Data:#

The Export All Data button allows the Administrator to export application details into an Excel file.

The exported report includes both:

• Submitted applications
• Unsubmitted applications

This feature is useful for reporting, data analysis, and maintaining recruitment records.

3. Compose Mail:#

The Compose Mail option enables the Administrator to send bulk email communications to selected candidates directly from the portal.

This feature can be used to:

• Send recruitment-related notifications
• Share important instructions
• Communicate updates with multiple candidates simultaneously

4. Download Application PDF:#

For every submitted application, the Administrator can download the complete application form by clicking the Printer icon available against the respective application.

The downloaded PDF contains the complete application submitted by the candidate.

Candidate Section#

The Candidates section provides the Administrator with a consolidated list of all candidates who have registered on the recruitment portal. It also displays the candidates' registered Email Address, Mobile Number, and their respective verification status.

Navigation#

Recruitment → Teaching Recruitment → Candidates#

The Candidates section displays all candidates who have successfully registered on the recruitment portal. The Administrator can view:

• Candidate ID
• Registered Email Address
• Registered Mobile Number
• Verification Status

The available verification statuses include:

Note: For candidates whose email IDs are not verified, the portal provides a Resend Verification Mail option to the Admin to send the verification email again.

Reports Section#

The Reports section provides the Administrator with a variety of statistical reports and graphical visualizations for submitted applications. These reports help Institutions analyze candidate demographics, application trends, category distribution, gender representation, and screening progress across advertisements and job posts.

Navigation#

Recruitment → Teaching Recruitment → Reports#

1. Report on Candidate Category Ratio (Submitted Application):#

This report provides a post-wise breakdown of candidates based on their social categories for all submitted applications.

The report displays the number of candidates belonging to categories such as:

• Unreserved (UR)
• OBC (Non-Creamy Layer)
• SC
• ST
• EWS
• PwD

This report helps the Institution:

• Analyze category-wise candidate participation.
• Verify reservation distribution across job posts.
• Monitor category representation in submitted applications.

2. Report on Applied Under Category Ratio (Submitted Application):#

This report displays the ratio of candidates applying under each social category for submitted applications.

Unlike the Candidate Category Ratio report, this report focuses on the category under which candidates have applied for recruitment.

The report enables the Institution to:

• Monitor applications received under each reservation category.
• Compare applications against advertised reservation categories.
• Analyze reservation-wise application trends.

3. Report on Gender Ratio (Submitted Application):#

This report provides the gender-wise distribution of submitted applications.

The report categorizes candidates as:

• Male
• Female
• Other

The data is displayed post-wise for each advertisement, post and department.

This report helps the Institution:

• Analyze gender diversity among applicants.
• Monitor gender representation across job posts.
• Generate gender-based recruitment statistics.

4. Report on Status Ratio (Submitted Application):#

This report provides a post-wise summary of the screening status assigned to submitted applications.

Depending on the recruitment workflow, the report may include statuses such as:

• Awaiting Screening
• Screening Started
• Rejected after Screening
• Shortlisted for Interview
• Interviewed
• Offer Made
• Rejected after Interview

This report enables the Institution to:

• Monitor the progress of the recruitment process.
• Track applications at different screening stages.
• Review the current status of candidates across advertisements.

5. Status-wise All Applications (Visualization):#

This report provides graphical representations of application statistics.

The visualization includes:

• Gender-wise distribution using a pie chart.
• Application submission status using a bar chart.

The application status chart distinguishes between:

• Submitted applications
• Not Submitted applications

The visualization helps the Institution to:

• Quickly understand overall application trends.
• Compare submitted and unsubmitted applications.
• Analyze gender-wise participation through graphical reports.

6. Category-wise Distribution (Visualization):#

This visualization provides a graphical representation of candidate distribution across different social categories.

The report includes:

• A pie chart showing the proportion of candidates in each category.
• A bar chart displaying the number of candidates in each reservation category.

The categories displayed may include:

• Unreserved (UR)
• OBC (Non-Creamy Layer)
• SC
• ST
• EWS etc.

This report enables the Institution to:

• Analyze category-wise participation at a glance.
• Compare candidate distribution across reservation categories.
• Generate recruitment statistics for reporting and decision-making.

Downloads/ Background Job#

Admin will be able to view all the downloaded files (like Attendance Sheet, Download All Uploads, Teaching Excel Data etc.) in the Downloads/ Background Job section.

The Admin can click on the Download option available against each downaloded file and can access it using the Password mentioned against the downloaded file.

Payment Section#

The Payment section of the Teaching Recruitment Portal consists of the following components:

• Payment Reconciliation
• Payment Gateway
• Transaction History

1. Payment Reconciliation:#

Payment Reconciliation is the process of verifying and matching the payments received from candidates against the records available in the MIS report provided by the payment gateway. This ensures that all successful payment transactions are accurately reflected in the Recruitment Portal.

Using this provision, the administrator can:

• Verify payments that have been successfully processed.
• Track payments whose status was updated at a later stage.
• Identify duplicate payment transactions.
• Ensure that payment records in the portal are synchronized with the payment gateway.

How to perform Payment Reconciliation?#

Follow the steps below to reconcile payments:

1. Log in to the Teaching Recruitment Portal.
2. Navigate to the Payment section.
3. Click on Payment Reconciliation.
4. Click the Upload Data button available in the top-right corner.
5. Click on the Download Excel Format.
6. Open the downloaded Excel file.
7. Fill in the required details by following the sample (dummy) entry provided in the Excel sheet.
8. Save the completed Excel file.
9. Click on the Browse File on the portal.
10. Select the completed Excel file from your system.
11. Click on the Upload File Data.
12. After the file has been uploaded successfully, click the Payment Reconciliation button.
13. The portal will process the uploaded data and reconcile the payment records.
14. After the reconciliation process is completed, the Updated Status column displays the status of each transaction.

2. Payment Gateway:#

The Payment Gateway section allows the administrator to configure the payment gateway through which application fees will be collected.

Using this provision, the administrator can:

• Add a new payment gateway.
• Configure payment gateway credentials.
• Enable or disable a payment gateway.
• Manage payment gateway settings for the recruitment portal.

How to Configure a Payment Gateway?#

1. Navigate to the Payment Gateway section available under the Teaching Recruitment..
2. Click Add New Payment Gateway.
3. Enter the required payment gateway details.
4. Save the configuration.
5. Enable the payment gateway for the recruitment cycle.

3. Transaction History:#

The Transaction History section provides a comprehensive record of all payment attempts made by candidates.

It includes:

• Successful transactions
• Pending transactions
• Failed transactions

This section enables the administrator to:

• View complete transaction details.
• Monitor payment activity.
• Verify payment statuses.
• Export transaction details for reporting and record-keeping purposes.

Note: The Transaction History section allows administrators to view and export all payment transactions processed through the Teaching Recruitment Portal.

Logs Section#

The Logs section enables administrators to monitor and review email activities performed through the Teaching Recruitment Portal.

How to access the Email Logs?#

The Email Logs section allows administrators to view all email communications processed through the Recruitment Portal.

Using this provision, the administrator can:

• View email communications sent through the portal.
• Track the recipient details.
• View the date and time when each email was sent.
• Review the subject line and message content of each email.

The Email Logs provide complete visibility into the email notifications sent by the system, helping administrators verify successful communication with candidates.

Screening Process for Teaching Applications#

Introduction#

The Screening Process is the initial stage of the recruitment lifecycle in which applications submitted by candidates are reviewed and evaluated to determine whether they satisfy the minimum eligibility criteria prescribed for a teaching position.

The primary objective of screening is to identify candidates who possess the required academic qualifications, teaching and research experience, and supporting credentials as specified in the recruitment advertisement. During this stage, the Screening Committee verifies the information and documents submitted by applicants and records its observations, comments, and screening scores.

The screening process helps the Institution to:

• Verify the authenticity of the information submitted by candidates.
• Ensure that applicants satisfy the prescribed eligibility criteria.
• Evaluate qualifications, teaching experience, research contributions, and other achievements.
• Maintain transparency and consistency during candidate evaluation.
• Shortlist eligible candidates for the subsequent stages of the recruitment process.

The Samarth Teaching Recruitment Management Module provides a dedicated online workflow that enables Screening Committee Members to review applications, verify uploaded documents, assign screening marks, record comments, and update the application status without the need for manual processing.

Prerequisites for Starting the Screening Process:#

Before the screening process can begin, certain configurations must be completed by the Recruitment Administrator. These configurations ensure that only authorized users can access and evaluate the applications assigned to them.

The following prerequisites must be fulfilled:

• User accounts for all Screening Committee Members must be created in the portal.
• The teaching_recruitment_screening role must be assigned to every Screening Committee Member.
• A Screening Committee must be created and mapped to the respective Job Postcodes.
• Only users mapped to a particular Job Postcode will be able to screen applications submitted for that post.

Note: The responsibility for assigning screening roles and mapping committee members rests solely with the Recruitment Administrator.

User Roles:#

How to assign the Screening Role to a User?#

Before committee members can participate in the screening process, they must be assigned the teaching_recruitment_screening role.

Steps to Assign the Screening Role:#

1. Login to the Teaching Recruitment Portal using an account having the teaching_recruitment_admin role.
2. Navigate to Administration.
3. Click User Roles Assignment.
4. Locate the user who will act as a Screening Committee Member.
5. Click the Add Role button available against the respective user.
6. Select the role teaching_recruitment_screening from the available list of roles.
7. Click Save to assign the role.

Once the role is assigned successfully, the user becomes eligible to be mapped to a Screening Committee.

Note: The teaching_recruitment_screening role can be assigned to both Employee and Admin user accounts.

How to Form a Screening Committee?#

After assigning the screening role to the required users, the Recruitment Administrator must create a Screening Committee and map its members to the relevant Teaching Job Postcodes.

The Screening Committee determines which users will evaluate applications for specific Job Postcodes.

Steps to Create a Screening Committee:#

1. Login using the Recruitment Administrator account.
2. Navigate to Teaching Recruitment.
3. Open Settings.
4. Locate the Screening Committee setting.
5. Click the Action button available against the setting.
6. Click Add Screening Committee.
7. The system will display the committee creation screen.
8. Click the Select Job Post for Screening Committee dropdown.
9. Choose the required Job Postcode (on which screening is required to be performed) from the available list.
10. After selecting the Job Post, assign the committee member responsible for evaluating applications.
11. Click the Select Screening User dropdown.
12. Select the required Screening Committee Member from the dropdown.
13. Click Save.

The Screening Committee is now successfully created and mapped to the selected Job Postcode.

Important: Only users who have already been assigned the teaching_recruitment_screening role will appear in the Select Screening User dropdown.

How to Add an Application Status for Screening?#

The Teaching Recruitment Module provides a predefined list of application statuses that are used throughout the recruitment process. However, Institutions may require additional custom statuses to align with their internal recruitment workflow or approval process.

The Recruitment Administrator can create new application statuses whenever the required status is not available in the existing list. Once created, these statuses become available to the Screening Committee Members while updating the status of candidate applications.

Note: Only users having the teaching_recruitment_admin role are authorized to create, modify, and manage the Application Status List.

Steps to Create a New Application Status:#

1. Login to the Teaching Recruitment Portal using a Recruitment Administrator account and navigate to: Teaching Recruitment → Settings → Application Status List
2. Click the Settings (⚙) icon available next to the configuration to open the list of existing application statuses.
3. Click the Create Application Status button.
4. The system will display the status creation form.
5. Provide an appropriate name for the new application status (For Example: Under Initial Screening, Provisionally Eligible, Provisionally Ineligible etc.).
6. Mark the Status as Active and click on the Create button.
7. The system saves the new application status and adds it to the Application Status List.

Note: Once the application status has been created successfully:

• The new status becomes part of the Application Status List.
• It is immediately available in the Application Status dropdown while screening candidate applications.
• Screening Committee Members can select the newly created status when updating the progress of an application.
• If the status is not marked as Active, it will not appear in the Application Status dropdown during the screening process.

How to Access the Screening Committee Dashboard?#

Once the Recruitment Administrator maps the Job Postcodes to the Screening Committee Members, the assigned users can begin the screening process.

Each Screening Committee Member should:

1. Login to the Teaching Recruitment Portal using their credentials.
2. Navigate to the Dashboard.
3. View the Job Postcodes assigned to them.
4. Open the respective Job Post to access the list of submitted applications.
5. Begin the screening process for the assigned candidates.

Only the Job Postcodes mapped to the logged-in Screening Committee Member will be visible on the dashboard, ensuring secure and role-based access to applications.

Dashboard Information:#

The Screening Committee Dashboard displays the following details for each assigned Job Post:

Note: The dashboard displays information only for the Job Postcodes assigned to the logged-in Screening Committee Member. Committee members cannot access applications belonging to Job Postcodes assigned to other users.

How to perform Screening on the Applications?#

After the Recruitment Administrator maps the Screening Committee Members to their respective Job Postcodes, the assigned members can begin evaluating the submitted applications.

The Teaching Recruitment Module provides a dedicated screening interface that allows committee members to review candidate applications, verify the supporting documents, assign screening scores, record remarks, and update the application status. This ensures that the screening process is transparent, standardized, and conducted entirely online.

Steps to View Candidate Applications:#

1. Login to the Teaching Recruitment Portal.
2. Navigate to the Screening Committee Dashboard.
3. Locate the assigned Job Post.
4. Click on the Post Name corresponding to the Job Postcode.

The system displays a list of all submitted applications available for screening for the selected Job Post.

Viewing Candidate Application Details:#

To review an individual application in detail, click the View button available against the respective candidate.

The complete application form opens and displays all information submitted by the candidate, along with the uploaded supporting documents.

The Screening Committee Member can verify the following information:

Available Actions:#

Each candidate application provides an Action menu that enables the Screening Committee Member to perform different operations.

The following actions are available:

Starting the Screening Process:#

To begin evaluating a candidate’s application:

1. Open the required application by clicking View.
2. Click the Action button.
3. Select Start Screening.

The system opens the Screening Interface for the selected application.

Screening Sections:#

The Screening Interface is divided into three major sections for systematic evaluation.

1. Academic Qualifications#

In this section, the Screening Committee Member verifies:

• Educational qualifications
• Academic certificates
• Marksheets
• Degree certificates
• Eligibility criteria
• Supporting documents

The committee assigns screening marks and records comments based on the Institution’s screening criteria.

2. Full-time Teaching Experience#

This section is used to verify the candidate’s teaching experience.

The committee reviews:

• Employer details
• Designation
• Duration of employment
• Experience certificates
• Nature of appointment
• Supporting documents

After verification, the committee awards appropriate screening points and records comments.

3. Research Papers in Peer-Reviewed or UGC-listed Journals#

This section is dedicated to evaluating the candidate’s research contributions.

The Screening Committee verifies:

• Research publications
• Journal indexing
• UGC-listed journals
• Supporting publication documents
• Claimed research scores

Based on the verification, screening marks and comments are recorded.

Important: After completing each screening section:

1. Review all entered marks.
2. Verify all remarks.
3. Click Save.

• Only after saving should the committee member click Go to Next Section.
• Failure to save the section before proceeding may result in unsaved data.
• Always verify that the section has been saved successfully before navigating to the next section. Note: The autocalculated API scores appears against each section. However, the committee can also assign screening marks and records comments based on the Institution’s screening criteria.

Viewing Uploaded Documents:#

1. The Screening Committee Members can verify all supporting documents uploaded by the candidate.
2. To view a document, click the View button available against each filled section.
3. The selected document opens in a separate viewer, allowing the committee member to verify the authenticity and completeness of the information submitted by the candidate.

Previewing the Screening:#

After completing all three screening sections, the committee member should click Proceed to Preview Section.

The Preview page displays:

• Candidate information
• Screening scores
• Committee comments
• Calculated total marks
• Verified details entered during screening

The Preview section provides an opportunity to review the complete screening before final submission.

Finishing the Screening for a Candidate:#

1. After verifying all sections of the candidate’s application, assigning the appropriate screening scores, and reviewing the information in the Preview Section, the Screening Committee Member must complete the screening process by submitting the final evaluation.

2. The Finish Screening option marks the completion of the screening process for a candidate and records the committee’s final decision in the system.

3. To finalize the screening, click the Finish Screening button available on the Preview page.

4. The system will display the Finish Screening form, where the Screening Committee Member is required to provide the necessary details before submitting the evaluation. The following fields are available in the Finish Screening form:

Note:

• The Remarks entered by the Screening Committee Members are never visible to candidates. These remarks are intended solely for internal use by the Institution.
• Comments, on the other hand, may be configured to be visible to candidates if the Institution chooses to enable this feature.
• All fields in the Finish Screening form are mandatory except the Upload Document field.
• Ensure that the Validation Code, Committee Member Name, Next Status, and Remarks are entered before attempting to save the screening.

Saving and completing the Screening:#

After entering all the required information:

1. Verify the entered details.
2. Ensure that the appropriate Next Status has been selected.
3. Review the remarks and supporting information.
4. Click the Save button.
5. Once the screening details have been successfully saved:

• The screening process for the candidate is completed.
• The selected Application Status is updated.
• The committee’s remarks and screening details are stored in the system.
• The application becomes available for the next stage of the recruitment workflow based on the updated status.
• A confirmation message is displayed on the screen indicating that the screening has been completed successfully.

How to Update the Status of Screened Application Forms?#

After the screening process has been successfully completed, the Screening Committee Member may be required to update the application status as the candidate progresses through different stages of the recruitment process.

For example, after a candidate has been screened and shortlisted, their application status may initially be set to “Shortlisted for Interview”. Once the interview has been conducted successfully, the status can be updated to “Interviewed”, or any other subsequent status configured by the Institution.

Steps to Update the Application Status:#

Follow the steps below to update the status of a screened application:

1. Login to the Teaching Recruitment Portal using a Screening Committee Member account.
2. Navigate to the list of screened applications for the respective Job Post.
3. Locate the candidate whose application status needs to be updated.
4. Select the candidate by clicking the checkbox available against the application.
5. Click the Change Status button. The system displays the list of available application statuses.
6. Select the appropriate Next Status from the dropdown.
7. Verify the selected status.
8. Click Save to update the application.

The system updates the application status immediately and records the change for future reference.

Printing Candidate Applications after Screening:#

The portal provides options to download or print candidate applications for offline verification or record keeping.

The following options are available:

These options help committee members maintain physical records whenever required by the Institution.

How to Activate and Deactivate the Screening Committee?#

The Teaching Recruitment Module allows the Recruitment Administrator to activate or deactivate a Screening Committee at any time based on the Institution’s operational requirements.

This feature is useful when:

• A Screening Committee has been created incorrectly.
• Committee members need to be changed.
• The screening process for a Job Post has been completed.
• The committee is temporarily not required.
• The committee needs to be reactivated for future screening activities.

Only the Recruitment Administrator is authorized to activate or deactivate Screening Committees.

Steps to Deactivate a Screening Committee:#

1. Login using a Recruitment Administrator account.

2. Navigate to:

   Teaching Recruitment → Settings

3. Locate the Screening Committee setting.

4. Find the active Screening Committee that needs to be deactivated.

5. Click the Deactivate button available against the committee.

The system changes the committee status from Active to Inactive.

Once deactivated:

• The committee members can no longer perform screening activities for that committee.
• The committee remains available in the system for future reference.
• The committee can be reactivated whenever required.

Steps to Activate a Screening Committee:#

1. Login using a Recruitment Administrator account.

2. Navigate to:

   Teaching Recruitment → Settings

3. Open the Screening Committee configuration.

4. Locate the inactive Screening Committee.

5. Click the Activate button available against the committee.

The committee status is changed from Inactive to Active, allowing the assigned members to resume screening activities.

After activation:

• The Screening Committee becomes operational.
• Assigned committee members regain access to their mapped Job Postcodes.
• Screening activities can be resumed without creating a new committee.

Candidate Registration and Application on the Teaching Recruitment Portal#

Candidates who wish to apply for a Teaching position through the Samarth Teaching Recruitment Portal must first create a registered account. Registration enables candidates to securely access the portal, complete the application form, upload the required documents, pay the application fee (if applicable), and track the status of their applications.

Before applying for any Teaching Job Postcode, candidates must complete the registration process and verify their registered email address.

Candidate Registration:#

To create an account on the Teaching Recruitment Portal, candidates should click on the Register button available on the login page.

During registration, the following information must be provided:

After entering all the required information, click the Register button to create the account.

Email Address Verification:#

Once the registration process is completed, the system automatically sends an email verification link to the candidate’s registered email address.

To activate the account:

1. Open the registered email inbox.
2. Locate the verification email received from the Teaching Recruitment Portal.
3. Click the verification link provided in the email.

Upon successful verification, the candidate’s account is activated and becomes eligible for login.

Note: Candidates must verify their email address before they can log in to the Teaching Recruitment Portal. Unverified accounts cannot proceed with the application process.

Important Information (if any provided by the Institution):#

Before applying for a post, candidates are advised to carefully review the information provided under the Important Information section located at the right hand side corner.

This section may contain:

• Recruitment guidelines
• Advertisement details
• Eligibility criteria
• Application instructions
• Important dates
• University-specific notifications
• Other recruitment-related information published by the Institution

Candidate Login:#

After successful registration and email verification, candidates can log in to the Teaching Recruitment Portal using their registered credentials. Candidates must provide:

• Registered Email Address
• Password
• Verification Code (Captcha)

After entering the credentials, click Login to access the candidate dashboard.

How to Apply for a Teaching Job Post?#

After logging in, candidates can apply for available Teaching Job Postcodes. Before generating the application form, the following details must be selected:

After selecting all the required details, click the Check Vacancy button.

The system checks the vacancy available for the selected category and displays the vacancy count.

If vacancies are available, the application form for the selected Job Postcode is generated automatically.

Sections in the Teaching Recruitment Application:#

The application form is divided into multiple sections to ensure that all required information is collected systematically.

Candidates are required to complete each section before submitting the application.

Personal Details Section:#

The Personal Details section captures the candidate’s basic personal information.

Candidates are required to enter information such as:

• Name
• Gender
• Date of Birth
• Father’s Name
• Mother’s Name
• Nationality
• Category
• Mobile Number
• Email Address
• Address
• Other personal information as applicable

After entering all details:

1. Verify the entered information.
2. Click Save to save the section.

Note: If a candidate wishes to change the selected category for the current Job Postcode, they can click the Change Category button available in the top-right corner of the page and select the appropriate category before proceeding further.

Education Section:#

The Education section records the candidate’s complete academic qualifications.

Candidates can enter details such as:

• Schooling (Class X)
• Higher Secondary (Class XII)
• Undergraduate Degree
• Postgraduate Degree
• M.Phil.
• Ph.D.
• NET Qualification
• Additional Qualifications

After entering the details, click Save.

Experience Section:#

The Experience section captures the candidate’s professional experience.

Candidates can add details relating to:

• Full-time Teaching Experience
• Present Employment
• Previous Employment
• Experience Duration
• Designation
• Employer Information

After completing the section, verify all information and click Save.

Research Section:#

The Research section allows candidates to record their research achievements.

Candidates may provide details of:

• Research Papers
• Publications
• Books
• Book Chapters
• Research Projects
• Consultancy Projects
• Patents
• Awards
• Fellowships
• Research Guidance
• ICT-based Teaching Contributions
• Conference Presentations

After entering all information, click Save.

Additional Information Section:#

The Additional Information section captures supplementary information that supports the candidate’s application.

This section may include:

• Miscellaneous Information
• Languages Known
• Referees details
• Other Institution-specific information

Once the required information has been entered, click Save.

Note: An automated email is sent to each referee added by the candidate. The referees can submit their recommendations through the provided link, and the submitted information becomes available to the Recruitment Administrator while reviewing the application.

Declaration Section:#

The Declaration section serves as the candidate’s confirmation regarding the authenticity of the information submitted.

In this section, candidates are required to:

• Accept the declaration confirming that all information is true and correct.
• Provide No Objection Certificate (NOC) details, wherever applicable.
• Indicate whether they have applied under any previous advertisement.

If the candidate has previously applied and is eligible for an application fee exemption, they must enter the Previous Application Form Number in the designated field.

After completing the declaration, click Save.

Uploads Section:#

The Uploads section allows candidates to upload all mandatory supporting documents.

To upload a document:

1. Click Select File.
2. Choose the required file.
3. Click Start Upload.

Documents that may be uploaded include:

• Passport-size Photograph
• Signature
• Class X Certificate
• Class XII Certificate
• Degree Certificates
• Experience Certificates
• Research Papers
• Publications
• Category Certificate
• PWD Certificate
• NOC
• Other supporting documents

Candidates should ensure that uploaded documents are clear, legible, and comply with the prescribed file format and size limits.

Preview Section:#

Before final submission, candidates should review the complete application using the Preview section.

The Preview page displays all information entered across different sections. If any corrections are required, candidates can navigate back to the respective section, make the necessary changes, and save the updated information.

Submission Section:#

After verifying all information, candidates can submit the application.

To complete the submission process:

1. Review the application using the Preview page.
2. Click Submit.
3. Pay the application fee (if applicable) through the configured payment gateway.

If any mandatory information is missing or incorrectly entered, the system displays a warning message and prevents submission until all validation errors are resolved.

Once the application is successfully submitted, the system generates the application number and confirms the submission.

Note: After successful submission, candidates are advised to download and retain a copy of the submitted application form for future reference.

Printing the Submitted Application Form:#

After the successful submission of the application, candidates can download or print the submitted application for their records.

The portal provides the following options:

Candidates should retain a printed or digital copy of the submitted application until the recruitment process is completed.

Non-Teaching Recruitment Guide (Admin Side)#

Non-Teaching Recruitment Management System enables the Institution to conduct online recruitment with ease of application and tracking. The system also consists of various reports which can be used at the time of application scrutiny and screening.

User Roles for Non-Teaching Recruitment#

The portal consists of following sections:

1. Dashboard
2. Advertisements
3. All Applications
4. Candidates
5. Reports
6. Downloads/Background Job
7. Payment Reconciliation
8. Payment Gateway
9. Transaction History
10. Settings
11. Mail Template
12. Mail Logs

Dashboard#

The Dashboard provides a quick overview of the current recruitment statistics. It displays key metrics related to job openings, candidate registrations, and application status.

1. Job Openings: Total number of active job posts available on the recruitment portal.
2. Registered Candidates: Total number of candidates who have successfully registered on the portal.
3. Incomplete Applications: Number of applications that have been started but not yet submitted by candidates.
4. Submitted Applications: Total number of successfully submitted applications.

Settings#

It allows administrators to configure the recruitment portal according to the institution’s recruitment requirements. Proper configuration of the settings ensures that the recruitment process is conducted smoothly and in accordance with the institution’s policies and applicable recruitment guidelines. The Settings include the following:

Departments: Click on the ‘Add Department’ button to add all the departments. Once this button is clicked, the Organization Units (Cell, Section, Department, etc.) added to the Institution’s portal will be automatically reflected as departments. In this field, all the Departments that are being added to the Organization Unit will be listed. The Admin can refresh the Departments by clicking on the Add Department button.

Post: The Institution is required to create posts uisng this setting. To add a new post, the Admin is required to then click on the Add Post button, add the details (Name, Code, Status), and save it.

Category: In this setting, the pre-added Social Categories are listed. The Admin can add the new categories by using the Add Category button if required.

PWD Category: In this setting, all the pre-added PWD categories are listed. The admin can add a new category by clicking on the Add PWD Category button if required.

State List: In this setting, the list of pre-added states will appear. The admin can add a new state by clicking on the “Add State” button.

Country List: In this setting, the list of the pre-added countries will appear. The admin can add a new country by clicking on the Add Country button.

Degree: In this setting, the pre-added degree list will appear. The admin can add a new degree by clicking on the Add Degree button

NET Subjects: In this setting, the pre-added NET Subject list will appear. The admin can add a new degree by clicking on the Add NET Subject button and updating the existing subject by clicking on the pencil icon.

Screening Committee: In this setting, the user accounts provided to the screening committee members will be mapped for the respective job postcode. The admin can add a screening committee member by clicking on the Add Screening Committee button and selecting the job vacancy and user name to map the screening committee member to the respective job postcode. The admin can also use the Activate or Deactivate button available against each screening committee member to activate or deactivate a screening committee.

Note: The respective Screening Committee Member will only be able to see the applications for the assigned job postcode.

Content Pages: In this setting, the admin will be able to create a content page through HTML syntax, which will get mapped with the Candidate Portal under the Important Information Section. Admin can add a content page by clicking on the “Add Content Page” button present on the top right side of the portal and filling in the required details:

• Page Name
• Page Content (HTML Code)
• Status (Active/Inactive)
• Type (PAGE/PAYMENT_PAGE)

The admin can also edit the created content page by clicking on the pencil icon available against each content page.

Print Application Summary Settings: In this setting, the admin will be able to configure the columns that will be visible in the application summary.

Job Post Additional Fields: In this setting, the admin will be able to configure the Additional Fields by the Create Additional Field button, which will get added to all job-post codes. After clicking on the button, add the details of the Additional Field, such as the Name, Type, Label, and if it is mandatory or not.

Application Status List: In this setting, all status of applications that are in the system will be visible. If the admin wants to add any other status, it can be added using the Create Application Status button.

Enable Testing Environment: The Enable Testing Environment setting allows the administrator to temporarily place the recruitment portal in testing mode. When enabled, the portal displays a notification message to all users, indicating that the system is currently being used for testing. This helps inform candidates and other users about the ongoing testing activity.

Advance Settings: In this setting, Admin can configure the following settings.

uniqueAppId#

The Admin can configure a suffix for application form numbers. The configured suffix will be appended to all application form numbers generated across the Non-Teaching Recruitment Portal.

logo_path#

The Admin can upload the official logo of the respective University/Institution. The uploaded logo will be displayed on the candidate-facing portal.

contact_email#

The Admin must configure an official contact email ID to send emails to candidates through the Non-Teaching Recruitment Portal. This email address should be an official institutional email and not a personal email address. All emails sent through the portal will be routed using this configured email ID.

hide_refree_mail_btn_from_screening_committee#

This configuration controls whether Screening Committee members can send emails to a candidate’s referees.

• Disabled: Screening Committee members can send emails to a candidate’s referees.
• Enabled: Screening Committee members cannot send emails to a candidate’s referees.

hide_send_referee_mail_btn#

This configuration controls whether the Recruitment Admin can send emails to a candidate’s referees.

• Disabled: The Recruitment Admin can send emails to a candidate’s referees.
• Enabled: The Recruitment Admin cannot send emails to a candidate’s referees.

adv_cfg_formNo#

The Admin can enable advanced configuration for application form numbers. This feature allows the Admin to:

• Define custom short codes/suffix for form numbers.
• Configure the numbering series for application form numbers.

createAdmitCard_sort_by_profileid#

This setting determines whether admit cards should be generated based on the System Profile ID assigned to each candidate.

Note: This setting is intended for institutions that require admit cards to be generated in the order of the System Profile ID instead of the default sorting criteria. It does not modify any candidate details; it only affects the sequence in which admit cards are generated.

enable_admin_controlled_additional_uploads#

This setting allows the administrator to enable or disable Admin-Controlled Additional Uploads. When enabled, the administrator can request and manage additional document uploads from individual candidates for a specific job post after the application has been submitted.

Note:

• This is a global setting for the Recruitment Module.
• The feature must be enabled before administrators can use the Additional Uploads functionality for any recruitment advertisement.
• Enabling this setting only makes the feature available. Additional upload requests must still be configured separately for each job post and candidate, wherever applicable.

Examination Center Preference List This section displays all examination center preferences configured in the system. From this page, administrators can search, filter, update, and manage the status of existing center preferences. These center preferences are later mapped with recruitment advertisements, enabling candidates to select their preferred examination center while submitting their applications.

The Add Center Preference page allows the administrator to create a new examination center preference by following the steps given below:

1. Click on the “Add” button available at the right hand side corner.
2. Enter the name of the Exam Preference Centre.
3. Mark the “Status” as Active and click on the “Create” button.

Note:

• Centers that are already in use cannot be updated.
• Only center preferences that are not assigned or mapped can be modified.

How to configure an Advertisement?#

The Advertisement section allows the Admin to view and manage all advertisements. The Admin can view details such as Start Date, Close Date, and Status, and can filter advertisements by Advertisement Number, Title etc. as required.

Steps to Configure an Advertisement#

Adding an Advertisement and Job Postcodes#

Adding an Advertisement: The admin can add a new advertisement by clicking on the “Add Advertisement” button present on the top right side of the portal and filling in the following details:

• Advertisement Number - Mentioned on the Advertisement
• Title - The title of the Advertisement.
• Name of the newspaper in which advertised
• Website URL in which advertised - URL of University/Institution Website.
• Advertised in different departments of University? – This column should be marked as ‘Yes’ if the vacancies are for different departments of the University/Institution, and ‘No’ if the vacancies are for the entire Institution.
• Description - Description of the Advertisement (if any).
• Date of Advertisement - Date on which the advertisement starts or gets published at the Institution’s website/ newspaper.
• Status: The status should be kept as “Draft” until the entire advertisement has been configured on the portal. It is set to “Published” when all the post configuratin has been completed on the portal.
• Advertisement Start Date - The date on which the advertisement will start receiving applications.
• Advertisement Close Date - The date on which the advertisement will stop receiving applications.

Admin can view the advertisement details by clicking on the View Icon and update/edit the details by clicking on the Pencil Icon.

Add Job Postcodes:#

The admin can click on the View button to view and add the job postcodes in the respective advertisement. The job postcode can be added using the Add Post button available under the Action button and configuring the required details:

• Post: Select from the drop-down that shows the added posts.
• Department: Select from the drop-down, which shows all the departments added to the Organization Unit.
• Session: Select the Year of Recruitment.
• Start Date: Select the start date and time of application from the calendar.
• Close Date: Select the last date and time of application from the calendar.
• Job Post Code: Enter the job post code mentioned in the advertisement.
• Show Status of Application to Candidates: Enable this option to display the screening status of a candidate’s application on the candidate portal. When enabled, candidates can view the current status of their application (e.g., Awaiting Screening, Shortlisted, Not Shortlisted, Provisionally Eligible, Provisionally Not Eligible, etc.) as updated by the screening committee or recruitment administrators. When disabled, the screening status remains visible only to the authorized users of the Recruitment Portal and is not displayed to candidates.
• Show Screening Comments and Marks/Score of Application to Candidates: Enable this option to display the screening comments and the marks/score awarded to a candidate’s application on the candidate portal after the screening process. When enabled, candidates can view the comments provided by the screening committee, along with the marks or score assigned during the evaluation. When disabled, the screening comments and marks/score remain visible only to authorized users of the Recruitment Portal and are not displayed to candidates.
• Send email notification automatically on status change: Enable this option to automatically send an email notification to candidates whenever the status of their application changes during the recruitment process. The notification informs the candidate of the updated application status without requiring any manual intervention from the recruitment administrators.

Note: This feature is currently disabled by default, and no automatic email notifications are sent on application status changes. Enabling this option will have no effect until the email notification functionality is implemented and activated in the Recruitment Portal from the backend.

• Fee Exemption due to the Previous Advertisement: Enable this option to provide an application fee exemption or relaxation to candidates who have already paid the application fee against a previous recruitment advertisement, subject to the applicable recruitment rules and institutional policy. If this option is set to Yes, the administrator must select the Previous Advertisement Type from the following options:

1. From Samarth System: Select the previous advertisement from the dropdown list, which displays all advertisements previously published through the Samarth Recruitment Portal. The administrator must also specify the amount, if any, to be collected from the candidate after applying the fee exemption or relaxation.
2. External System: Specify the previous advertisement number for which the fee exemption is applicable. The administrator must upload the details of the eligible candidates in the prescribed Excel format to enable the fee exemption.
3. Both: Select this option when eligible candidates belong to advertisements published through both the Samarth Recruitment Portal and an External System. In such cases, the administrator must provide the details of the Samarth advertisement, specify the external advertisement number, and upload the Excel sheet containing the details of candidates eligible for the fee exemption.

• Can the candidate apply under multiple category from a single application?: Enable this option to allow candidates to apply under more than one eligible category using a single application form, subject to the applicable recruitment rules and category eligibility criteria. When enabled, the portal allows candidates to select and apply to all applicable categories. When disabled, candidates can select only one applicable category while submitting their application.
• Fix Fee for all Category or Individual Fee for all Category: This option determines how the application fee is configured for the recruitment advertisement.

1. Fix Fee: Select this option to configure separate application fees for different candidate categories (e.g., UR, OBC, SC, ST, EWS, PwBD, etc.), as per the applicable recruitment rules or institutional policy. The portal automatically applies the fee corresponding to the category selected by the candidate during the application process.
2. Multiple Fee: Select this option to charge the same application fee to all candidates, irrespective of their category.

Admin can configure the post details and click on the Save button to save the configured details. Note After configuring the details, click on the Configure Opening Button to configure the vacancy count and age for all categories.

• Reference date for age calculation: Select date from the calendar. Its is the specific date on which a candidate’s age is determined to check their eligibility for a post. it can be the last date of application.
• Minimum Work Experience (Year): Specify the minimum number of years of experience required for candidates to be eligible for the post.
• Minimum Work Experience (Months): Specify the minimum number of months of experience required for candidates to be eligible for the post.
• Age Relaxation for Government Employee (in Year): Specify the number of years by which the upper age limit is relaxed for candidates who are serving as Government employees, in accordance with the applicable recruitment rules or Government regulations. The configured relaxation is added to the prescribed maximum age limit while determining the candidate’s eligibility based on the reference date for age calculation.
• Type of Age Relaxation for Ex-Servicemen (in year): This field defines the method by which age relaxation will be calculated for Ex-Servicemen candidates. Select the appropriate option based on the applicable recruitment rules or Government/Institutional policies.

Type of Age Relaxation#

• Age Relaxation for Ex-Servicemen (in year): Specify the number of years by which the upper age limit is relaxed for candidates belonging to the Ex-Servicemen category, as per the applicable recruitment rules or Government regulations. The configured relaxation is added to the prescribed maximum age limit while determining the candidate’s eligibility based on the reference date for age calculation.
• Type of Age Relaxation for Internal Candidate (in year): This field defines the method by which age relaxation will be calculated for Internal Candidates. Select the appropriate option according to the recruitment rules or Institutional policies.

Type of Age Relaxation#

• Age Relaxation for Internal Candidate (in year): Specify the number of years by which the upper age limit is relaxed for candidates who are existing employees of the institution, in accordance with the applicable recruitment rules or institutional policy. The configured relaxation is added to the prescribed maximum age limit while determining the candidate’s eligibility based on the reference date for age calculation.
• Select Marital Status for Women: To give age relaxation to the women candidates based upon their marital status: select Single/ Married/ Divorced/ Separated/ Widowed.
• Age Relaxation for Women (with selected marital status): Specify the number of years by which the upper age limit is relaxed for women candidates having the selected marital status, in accordance with the applicable recruitment rules or Government/Institutional policies. The configured relaxation is added to the prescribed maximum age limit while determining the candidate’s eligibility based on the reference date for age calculation.

Note: If age relaxation values are provided for multiple marital status categories, enter the values as comma-separated numbers in the same order as the selected marital status categories.

• Require Reference Details: Use this option to enable or disable the requirement for candidates to provide reference details as part of the application process.
• Number of Reference need to be take: If the reference section is enabled, specify the number of references to be collected from each candidate. The administrator can configure the portal to collect either two or three references.
• Enable Advance Fee Configuration for Internal Candidate and Ex-Servicemen: This option allows the administrator to configure application fees separately for Internal Candidates and Ex-Servicemen, independent of the standard category-wise fee configuration. Select Yes to enable advanced fee configuration for Internal Candidates and Ex-Servicemen. Select No to use the default application fee configured for the advertisement.

Note: When this option is enabled, additional fee configuration settings become available for Internal Candidates and Ex-Servicemen.

Internal Candidate Fee Configuration#

Ex-Servicemen Fee Configuration#

Note: The configured fee for Internal Candidates or Ex-Servicemen overrides the default application fee only for eligible candidates. All other candidates continue to be charged the standard application fee configured for the advertisement.

• Degree for Bachelor Degree: Select the bachelor’s degree(s) that should be available in the dropdown list on the candidate portal. By default, all available bachelor’s degrees are displayed.
• Master/Post Graduate Degree: Select the master’s degree(s) that should be available in the dropdown list on the candidate portal. By default, all available bachelor’s degrees are displayed.
• Maximum Age Limit: Specify the maximum permissible age for the job post. This value overrides any age relaxation applicable to candidates under different categories. If no overriding maximum age limit is required, leave this field blank or enter 0.
• Hide NOC Section: Select Yes to completely hide the No Objection Certificate (NOC) section from the application form. Candidates will not be able to view or upload an NOC.Select No to display the NOC section in the application form.
• Do you want to make NOC non-madatory?: Select Yes to make the NOC section optional. Candidates can proceed with the application even if they do not upload an NOC by selecting the Skip NOC option. Select No to keep the NOC mandatory.
• Do you want to allow candidates to select their examination center preference?: Select Yes to allow candidates to choose their preferred examination centres while submitting the application form. Select No if examination centres are to be allotted directly by the institution and candidates should not be allowed to select their preferences.

• Qualification Configuration: This section is used to define the minimum qualifying score required for different educational qualifications, such as Undergraduate (UG) and Postgraduate (PG) degrees. The portal validates the candidate’s entered qualification details against the configured criteria during application submission. Candidates whose qualification score is below the configured minimum score for the respective degree type will not satisfy the eligibility criteria for the job post.

Required Details in Educational Qulaification:#

The Required Details in Educational Qualification section allows the administrator to specify which educational qualifications and additional qualification details are required from candidates while submitting the application form. Based on the selected configuration, the corresponding sections are displayed, hidden, or made mandatory.

Upload Required Section:#

The Upload Required Section allows the administrator to specify which supporting documents candidates must upload while submitting the application form. Selecting Yes makes the corresponding document upload field available to candidates. Depending on the document type and recruitment configuration, the upload may be mandatory during application submission.

Extra Field Settings:#

The Extra Field Settings section allows the administrator to enable or disable additional fields in the application form based on the recruitment requirements. These fields help collect supplementary information from candidates that is not included in the standard application form.

Configure Openings:#

This section allows the administrator to configure the vacancy distribution, eligible applicant categories, and age criteria for each category of vacancy in the recruitment advertisement. Each row represents a vacancy category, and the configured settings determine the eligibility of candidates applying against that category.

Category-wise Registration Fees:#

This section allows the administrator to configure the application fee for each candidate category. The fee can be configured separately for Male, Female, and Other candidates. For each gender, the administrator can specify the application fee amount and the applicable tax. The portal automatically calculates the total amount payable.

Publishing the post in the Advertisement:#

Publish: Admin can publish the post by clicking the clicking the Publish button to make it visible on the Candidate Portal by entering the following details:

• Start Date: (Select the live date and time from the calendar)
• End Date: (Select the closing date and time from the calendar)
• Remarks: (if any)

Pausing and Updating the Job Post Code:#

The Recruitment Portal allows the administrator to temporarily pause a published job post to make modifications after it has been published. While the job post is in the Paused state, candidates cannot submit new applications. After making the necessary changes, the administrator can Publish the job post to make it available on the candidate portal again.

How to Pause a Job Post?#

1. Navigate to the Advertisement section.
2. Click on the View button available under the Posts.
3. Select the required job post.
4. Select Change Status, select Pause from the dropdown menu.
5. Enter the reason for pausing the post in the Reason field.
6. Click Proceed.

Once paused, the advertisement is temporarily removed from the candidate application process, allowing the administrator to make the required modifications.

How to Publish a Job Post again after making the changes?#

After all modifications have been completed and saved:

1. Select the paused job post.
2. Select Change Status, select Publish from the dropdown menu.
3. Enter the reason for publishing the post in the Reason field.
4. Click Proceed.

The advertisement will once again become visible on the candidate portal, and candidates will be able to continue submitting applications according to the updated configuration.

How to add Additional Fields against a Job Post?#

The Additional Fields feature enables the administrator to capture information that is not available in the default application form. These user-defined fields are displayed to candidates under the Additional Fields section of the application form and can be configured according to the recruitment requirements.

Note: Additional fields should be configured before publishing the advertisement so that candidates can provide the required information while submitting their applications.

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Settings → Additional Fields#

To create a new additional field:

1. Navigate to the Additional Fields section.
2. Click Create Additional Fields.
3. Enter the required details.
4. Click Create to save the field.

Additional Field Configuration:#

Managing Additional Fields:#

After an additional field has been created, the administrator can:

• View all configured additional fields.
• Modify the field label or configuration before the recruitment process begins.
• Mark a field as mandatory or optional.
• Delete the created Additional Field.
• Control the data type of the information being collected.

How to add Additional Uploads against a Job Post?#

The Additional Uploads feature enables the administrator to collect supporting documents from candidates that are not covered by the default upload sections of the application form. This feature allows institutions to define custom document upload requirements based on the specific needs of the recruitment advertisement. Once created, the additional upload requirement becomes available under the Uploads section of the candidate application form.

Note: Additional uploads should be configured before publishing the advertisement so that candidates can upload the required documents while submitting their applications.

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Settings → Additional Uploads#

To create a new additional upload requirement:

1. Navigate to the Additional Uploads section.
2. Click Create Additional Upload List.
3. Enter the required details.
4. Click Create to save the upload configuration.

Additional Upload Configuration:#

Managing Additional Uploads:#

After an additional upload has been created, the administrator can:

• View/ Edit/ Delete all configured additional upload requirements.
• Add multiple custom upload requirements for a single post.
• Mark each upload as mandatory or optional.

How to upload Previous Advertisement Data for Fee Exemption (in case the advertisement was from External System other than the Samarth Portal )?#

The Fee Exemption provision allows the Administrator to provide fee relaxation to candidates who had applied in a previous advertisement conducted through an external recruitment system. This is achieved by uploading the previous advertisement data into the portal using a predefined Excel template.

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Settings → Upload Data for Fee Exemption#

Uploading Fee Relaxation Data:#

1. Navigate to the Settings section of the desired post.
2. Click the Upload Data for Fee Relaxation button available at the right-hand side corner.
3. In the upload window, click Download Excel Format.
4. An Excel template will be downloaded.
5. Fill in the required candidate details in the downloaded template.
6. Save the completed Excel file.
7. Click Browse File and select the completed Excel sheet.
8. Click Upload File Data to upload the information to the portal.

Note: Ensure that the uploaded file is accurate before submission, as the portal will process the information based on the uploaded data.

Required Information in the Excel Template for Fee Exemption:#

The downloaded Excel sheet must contain the following details for each candidate:

Viewing Uploaded Fee Relaxation Data:#

After successfully uploading the Excel file:

1. Navigate back to the advertisement Settings page.
2. Click the View Fee Relaxation Uploaded Data button available at the right-hand side corner.
3. The portal will display all the uploaded candidate records for verification.

Outcome:#

Once the fee relaxation data has been uploaded successfully:

• Candidates whose records are available in the uploaded data will automatically become eligible for the configured fee relaxation.
• The applicable fee concession will be available while applying for the posts under the current advertisement.

Important: This feature is intended only for importing candidate data from previous advertisements that were conducted through an external recruitment system.

How to create Multiple job posts in an advertisement?#

The Create Multiple Job Post feature allows the Administrator to quickly create multiple job posts within the same advertisement by using the configuration of an existing job post as a template. Only the Job Post, Department, and Post Number need to be specified, while all other configurations are automatically copied from the selected reference job post.

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Actions (…) → Create Multiple Job Posts#

Creating Multiple Job Posts:#

1. Navigate to the Posts list of the desired advertisement.
2. Click the Actions (…) menu corresponding to the reference job post.
3. Select Create Multiple Job Posts.

Adding Multiple Job Positions:#

1. The Create Multiple Job Posts window will open.
2. Click the Add button to insert additional rows for creating multiple job posts.

Note: Each row represents one new job post.

Configuring New Job Posts:#

For each new job post, provide the following details:

Important:

• Only the Job Post, Department, and Post Number need to be entered manually.
• All other configurations are automatically copied from the selected reference job post.
• Each Post Number must be unique. Missing or duplicate post numbers will prevent the job posts from being created.

Saving the Job Posts:#

1. After entering the required details for all job posts, click Save Job Posts.
2. The portal will validate the entered information and create the new job posts.
3. A success message is displayed on the dashboard indicating that the job posts have been created successfully.
4. The newly created job posts appear in the Posts list of the advertisement with their respective departments.

How to enable the Screening Comments and Screening Status?#

The Screening Comments and Status of Application settings allow the Administrator to make the screening comments and the application screening status visible to candidates at the candidate side. By enabling these options, candidates can view the comments provided during the screening process and the current status of their application.

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Settings → Screening Comments / Status of Application#

Enabling Screening Comments:#

To make the screening comments visible to candidates:

1. Navigate to the Settings section of the desired job post.
2. Locate the Screening Comments option.
3. Enable the Show toggle/button next to Screening Comments.
4. Enter the Remark and click on the Publish button.

Once enabled, candidates will be able to view the screening comments associated with their application.

Enabling Screening Status of Applciation:#

To make the application screening status visible to candidates:

1. Navigate to the Settings section of the desired job post.
2. Locate the Status of Application option.
3. Enable the Show toggle/button next to Status of Application.
4. Enter the Remark and click on the Publish button.

Once enabled, candidates will be able to view the current screening status of their application.

How to Open the Correction Window?#

The Open Correction Window feature allows the Administrator to open a window for submitted application forms for correction after the advertisement’s application deadline has passed. This enables candidates to update eligible information in their submitted applications without creating a new application.

Note: Candidates can edit all application details except the following fields:

• Social Category
• Applied Under Category
• Mobile Number
• Date of Birth (DOB)

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Settings → Open Correction Window#

Enabling the Correction Window:#

1. Navigate to the Settings section of the desired job post.
2. Locate the Open Correction Window option.
3. Enable the Show toggle/button next to Open Correction Window.
4. Select the Correction Window start date and time and Correction Window close date and time from the calendar.
5. Enter the Remark and click on the Publish button.

Once the correction window is enabled, candidates can update most of the information in their submitted application.

How to enable Additional Uploads (after the last date of the advertisement is over/ screeening is completed)?#

The Additional Uploads feature allows the Administrator to open an additional upload window for candidates after the advertisement’s application deadline has passed. This enables candidates who have already submitted their application forms to upload any missing or updated documents as requested by the Institution.

The feature can also be used by the Institution to facilitate communication during the screening process by allowing candidates to upload documents in response to screening-related queries.

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Settings → Open Additional Uploads#

Enabling Additional Uploads:#

To allow candidates to upload additional documents:

1. Navigate to the Settings section of the desired job post.
2. Locate the Open Additional Uploads option.
3. Enable the Show toggle/button next to Open Additional Uploads.
4. Select the Start date and time and Close date and time from the calendar.
5. Enter the Remark and click on the Show button.

After enabling the Open Additional Uploads option:

• Candidates can access the additional upload window after the advertisement closing date.
• Candidates can upload the documents requested by the Institution.
• The Institution can review the newly uploaded documents at the admin side on the application form during the screening and verification process without requiring candidates to submit a new application.

How to enable Additional Uploads Candidate-Wise (after the last date of the advertisement is over/ screeening is completed)?#

This feature allows administrators to request additional documents from selected candidates after the advertisement’s last date has passed or once the screening process has been completed.

Using this feature, administrators can specify which candidates need to upload which additional documents. The requested uploads are assigned in bulk through Excel templates, making it easy to manage document collection for a large number of candidates.

Before using the Admin-Controlled Additional Uploads functionality, the administrator must enable the corresponding system setting available under Advance Settings in the Non-Teaching Recruitment Portal.

Note: Once this setting is enabled, the Configure Additional Uploads option becomes available in the Actions menu for each post.

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Action (…) → View → Actions (…) → Configure Additional Uploads#

Selecting Configure Additional Uploads opens the bulk upload interface, allowing administrators to configure additional document requests for multiple candidates using Excel templates.

The configuration process consists of the following steps.

Step 1: Download the Required Excel Template#

On the Configure Additional Uploads page, download the appropriate Excel template from the right-hand panel. Two templates are available.

• Download Template – Mark Candidates: Use this template to identify the candidates from whom additional documents are required. For each candidate, specify:

  • Yes – Additional uploads are required.
  • No – No additional uploads are required.

Only the candidates marked Yes will be considered during the next configuration step.

• Download Template – Add Additional Uploads: Use this template to define the additional documents required from each selected candidate. In this template, specify:

  • The name of the additional upload(s) required.

Different candidates can be assigned different document requirements based on the requirement.

Step 2: Upload the Completed Excel File#

After completing the required template:

1. Click Browse File.
2. Select the completed Excel file from your computer.
3. Click on the Upload Data to validate and process the uploaded Excel file.
4. Click Cancel if you want to exit without saving any changes.

After successful processing, the system updates the additional upload requirements for the selected candidates.

Note: Once the configuration has been uploaded successfully, the additional upload assigned to each candidate become visible in the candidate’s login. Each candidate can only view and upload the documents specifically assigned to them.

Step 3: View Additional Upload Data#

Administrators can review the configured additional upload data by clicking the View Additional Upload Data button available in the upper-right corner of the page.

This screen displays:

• Candidate’s Form Numbers for whom additional uploads have been configured.
• The additional documents assigned to each candidate.
• The current upload status.

Note: The administrator can modify the name of a requested additional upload until the candidate has uploaded the document. To make changes, click the Update button available against the respective upload. Once the candidate submits the requested document, the upload name can no longer be modified.

Step 4: Viewing Uploaded Documents#

After candidates submit the requested documents, administrators can review the uploaded files directly from the candidate list.

To view the uploaded documents:

1. Click the View Additional Upload Data button available in the upper-right corner of the page.
2. Locate the required candidate.
3. Click the Eye (View) icon available against that candidate.

The system displays all additional documents uploaded by the candidate, allowing the administrator to verify and review the submitted files.

How to obtain Submitted Candidate Data and Uploaded Documents (Post-wise)?#

The Recruitment Portal provides multiple report and download options that allow the Administrator to obtain submitted application data and candidate-uploaded documents for individual job posts. These reports can be used for screening, verification, evaluation, and record-keeping purposes.

Navigation#

Recruitment → Non-Teaching Recruitment → Advertisements → View Posts → Actions (…) → Download Upload / Download All Application PDF / Advanced Excel Report with Center Details / Advanced Excel Report without Center Details / Basic Excel Report / Download References Report#

1. Download Upload (Post-wise):#

The Download Documents option allows the Administrator to download all documents uploaded by candidates during the application process.

The downloaded documents may include:

• Educational certificates
• Mark sheets
• Experience certificates
• No Objection Certificates (NOC)
• Category certificates
• Any other supporting documents uploaded by the candidate

This feature enables the Institution to verify candidate documents without opening each application individually.

2. Download All Application PDF (Post-wise):#

The Download All Application PDFs option allows the Administrator to download the complete application forms of all submitted candidates in PDF format.

Each generated PDF contains the complete application submitted by an individual candidate, including all sections and uploaded information.

This feature is useful for Offline review, Screening committee evaluation, Institutional record keeping, and Printing candidate applications when required.

3. Advanced Excel Report with Center Details (Post-wise):#

Generates a comprehensive Excel report containing the application details of candidates for a selected job post, along with their allotted or selected examination centre information.

The report typically includes candidate information, educational qualifications, category details, application status, payment information, and examination centre details.

4. Advanced Excel Report without Center Details (Post-wise):#

Generates a comprehensive Excel report containing all candidate and application details for the selected job post, excluding examination centre information.

The report includes information such as candidate details, educational qualifications, reservation category, application status, payment details, uploaded documents, and other configured fields. This report is useful when examination centre information is either not required or has not yet been assigned.

5. Basic Excel Report (Post-wise):#

Generates a simplified Excel report containing only the essential details of candidates for the selected job post.

The report generally includes basic information such as the candidate’s name, application/form number, category, contact details, application status, and other key fields required for day-to-day administrative activities. This report is useful when only a summary of candidate information is required instead of the complete application data.

6. Download References Report (Post-wise):#

The Download References Report option generates a consolidated report containing the responses of the references provided by candidates in their application forms.

The report includes the information entered by referees for each candidate and can be used during verification or reference checks.

All Applications Section#

The All Applications section provides the Administrator with a consolidated view of all applications associated with the recruitment portal, including both submitted and unsubmitted applications. It also provides options to filter applications, export application data, communicate with candidates, and download submitted application forms.

Navigation#

Recruitment → Non-Teaching Recruitment → All Applications#

The All Applications section displays all applications for every job post, irrespective of their submission status.

The Administrator can view:

• Submitted applications
• Unsubmitted applications
• Application details for all job posts
• Candidate and post-related information

1. Filter Applications:#

The Administrator can use the available filters to search and retrieve applications based on specific criteria, such as:

• Advertisement Number
• Post
• Department
• Submission Status
• Candidate details
• Other available filter options

This helps in locating applications quickly and efficiently.

2. Export All Data:#

The Export All Data button allows the Administrator to export application details into an Excel file.

The exported report includes both:

• Submitted applications
• Unsubmitted applications

This feature is useful for reporting, data analysis, and maintaining recruitment records.

3. Compose Mail:#

The Compose Mail option enables the Administrator to send bulk email communications to selected candidates directly from the portal.

This feature can be used to:

• Send recruitment-related notifications
• Share important instructions
• Communicate updates with multiple candidates simultaneously

4. Download Application PDF:#

For every submitted application, the Administrator can download the complete application form by clicking the Printer icon available against the respective application.

The downloaded PDF contains the complete application submitted by the candidate.

Candidates Section#

The Candidates section provides the Administrator with a consolidated list of all candidates who have registered on the recruitment portal. It also displays the candidates' registered Email Address, Mobile Number, and their respective verification status.

Navigation#

Recruitment → Non-Teaching Recruitment → Candidates#

The Candidates section displays all candidates who have successfully registered on the recruitment portal. The Administrator can view:

• Candidate ID
• Registered Email Address
• Registered Mobile Number
• Verification Status

The available verification statuses include:

Note: For candidates whose email IDs are not verified, the portal provides a Resend Verification Mail option to the Admin to send the verification email again.

Reports Section#

The Reports section provides the Administrator with a variety of statistical reports and graphical visualizations for submitted applications. These reports help Institutions analyze candidate demographics, application trends, category distribution, gender representation, and screening progress across advertisements and job posts.

Navigation#

Recruitment → Non-Teaching Recruitment → Reports#

1. Report on Category Ratio:#

This report provides a post-wise breakdown of candidates based on their social categories for all submitted applications.

The report displays the number of candidates belonging to categories such as:

• Unreserved (UR)
• OBC (Non-Creamy Layer)
• SC
• ST
• EWS
• PwD

This report helps the Institution:

• Analyze category-wise candidate participation.
• Verify reservation distribution across job posts.
• Monitor category representation in submitted applications.

2. Report on Gender Ratio:#

This report provides the gender-wise distribution of submitted applications.

The report categorizes candidates as:

• Male
• Female
• Other

The data is displayed post-wise for each advertisement, post and department.

This report helps the Institution:

• Analyze gender diversity among applicants.
• Monitor gender representation across job posts.
• Generate gender-based recruitment statistics.

3. Report on Status Ratio:#

This report provides a post-wise summary of the screening status assigned to submitted applications.

Depending on the recruitment workflow, the report may include statuses such as:

• Awaiting Screening
• Screening Started
• Rejected after Screening
• Shortlisted for Interview
• Interviewed
• Offer Made
• Rejected after Interview

This report enables the Institution to:

• Monitor the progress of the recruitment process.
• Track applications at different screening stages.
• Review the current status of candidates across advertisements.

4. Status wise All Application:#

This report provides graphical representations of application statistics.

The visualization includes:

• Gender-wise distribution using a pie chart.
• Application submission status using a bar chart.

The application status chart distinguishes between:

• Submitted applications
• Not Submitted applications

The visualization helps the Institution to:

• Quickly understand overall application trends.
• Compare submitted and unsubmitted applications.
• Analyze gender-wise participation through graphical reports.

5. Category Wise Distribution:#

This visualization provides a graphical representation of candidate distribution across different social categories.

The report includes:

• A pie chart showing the proportion of candidates in each category.
• A bar chart displaying the number of candidates in each reservation category.
• A bar chart displaying the number of candidates who have applied under each reservation category, further classified by gender.

The categories displayed may include:

• Unreserved (UR)
• OBC (Non-Creamy Layer)
• SC
• ST
• EWS etc.

This report enables the Institution to:

• Analyze category-wise participation at a glance.
• Compare candidate distribution across reservation categories.
• Displays the category-wise and gender-wise distribution of applicants.
• Generate recruitment statistics for reporting and decision-making.

Downloads/ Background Job#

Admin will be able to view all the downloaded files (like Attendance Sheet, Download All Uploads, Teaching Excel Data etc.) in the Downloads/ Background Job section.

The Admin can click on the Download option available against each downaloded file and can access it using the Password mentioned against the downloaded file.

Payment Section#

The Payment section of the Teaching Recruitment Portal consists of the following components:

• Payment Reconciliation
• Payment Gateway
• Transaction History

1. Payment Reconciliation:#

Payment Reconciliation is the process of verifying and matching the payments received from candidates against the records available in the MIS report provided by the payment gateway. This ensures that all successful payment transactions are accurately reflected in the Recruitment Portal.

Using this provision, the administrator can:

• Verify payments that have been successfully processed.
• Track payments whose status was updated at a later stage.
• Identify duplicate payment transactions.
• Ensure that payment records in the portal are synchronized with the payment gateway.

How to perform Payment Reconciliation?#

Follow the steps below to reconcile payments:

1. Log in to the Non-Teaching Recruitment Portal.
2. Navigate to the Payment section.
3. Click on Payment Reconciliation.
4. Click the Upload Data button available in the top-right corner.
5. Click on the Download Excel Format.
6. Open the downloaded Excel file.
7. Fill in the required details by following the sample (dummy) entry provided in the Excel sheet.
8. Save the completed Excel file.
9. Click on the Browse File on the portal.
10. Select the completed Excel file from your system.
11. Click on the Upload File Data.
12. After the file has been uploaded successfully, click the Payment Reconciliation button.
13. The portal will process the uploaded data and reconcile the payment records.
14. After the reconciliation process is completed, the Updated Status column displays the status of each transaction.

2. Payment Gateway:#

The Payment Gateway section allows the administrator to configure the payment gateway through which application fees will be collected.

Using this provision, the administrator can:

• Add a new payment gateway.
• Configure payment gateway credentials.
• Enable or disable a payment gateway.
• Manage payment gateway settings for the recruitment portal.

How to Configure a Payment Gateway?#

1. Navigate to the Payment Gateway section available under the Non-Teaching Recruitment..
2. Click Add New Payment Gateway.
3. Enter the required payment gateway details.
4. Save the configuration.
5. Enable the payment gateway for the recruitment cycle.

3. Transaction History:#

The Transaction History section provides a comprehensive record of all payment attempts made by candidates.

It includes:

• Successful transactions
• Pending transactions
• Failed transactions

This section enables the administrator to:

• View complete transaction details.
• Monitor payment activity.
• Verify payment statuses.
• Export transaction details for reporting and record-keeping purposes.

Note: The Transaction History section allows administrators to view and export all payment transactions processed through the Non-Teaching Recruitment Portal.

Mail Template#

The Mail Template section allows administrators to view and manage the email templates used by the non-teaching recruitment portal for sending automated email notifications to candidates. Each template corresponds to a specific event in the recruitment process and can be customized as per the institution’s requirements.

The module displays all available mail templates along with options to View or Edit each template.

Available Mail Templates:#

Available Actions:#

Mail Logs#

The Logs section enables administrators to monitor and review email activities performed through the Non-Teaching Recruitment Portal.

How to access the Email Logs?#

The Email Logs section allows administrators to view all email communications processed through the Recruitment Portal.

Using this provision, the administrator can:

• View email communications sent through the portal.
• Track the recipient details.
• View the date and time when each email was sent.
• Review the subject line and message content of each email.

The Email Logs provide complete visibility into the email notifications sent by the system, helping administrators verify successful communication with candidates.

Screening Process for Non-Teaching Applciations#

Introduction#

Screening is the preliminary stage of the recruitment process in which applications submitted by candidates are reviewed and evaluated to determine whether they satisfy the minimum eligibility criteria prescribed for a Non-Teaching position.

The Samarth Non-Teaching Recruitment Management Module provides a comprehensive online screening workflow that enables Screening Committee Members to review applications, verify candidate information, examine uploaded documents, record comments, and update the application status efficiently. This digital workflow ensures transparency, consistency, and accountability throughout the screening process.

The screening process helps the Institution to:

• Verify the eligibility of candidates as per the recruitment advertisement.
• Validate the authenticity of information and supporting documents submitted by applicants.
• Ensure a fair, transparent, and standardized evaluation process.
• Shortlist eligible candidates for the next stage of recruitment.
• Maintain a complete digital record of the screening process.

Prerequisites for Starting the Screening Process:#

Before the screening process can begin, the Recruitment Administrator must complete the necessary configurations within the Samarth Non-Teaching Recruitment Management Module.

The following prerequisites should be fulfilled:

• User accounts for all Screening Committee Members must be created.
• The nonteaching_recruitment_screening role must be assigned to each Screening Committee Member.
• A Screening Committee must be created and mapped to the respective Job Postcodes.
• Only mapped committee members will be able to access and screen applications assigned to their respective Job Postcodes.

Note: The responsibility for assigning user roles and mapping Screening Committee Members lies solely with the Recruitment Administrator.

User Roles:#

The Non-Teaching Recruitment Module uses dedicated roles to ensure that only authorized users can perform screening activities.

How to assign the Screening Role to a User?#

Before a user can participate in the screening process, the appropriate screening role must be assigned by the Recruitment Administrator.

Steps to Assign the Screening Role:#

1. Login to the Non-Teaching Recruitment Portal using an account having the nonteaching_recruitment_admin role.
2. Navigate to Administration.
3. Click User Roles Assignment.
4. Locate the required user from the list.
5. Click the Add Role button available against the respective user.
6. Select the role nonteaching_recruitment_screening from the available roles.
7. Click Save.

Once the role is assigned successfully, the user becomes eligible to be mapped to a Screening Committee.

Note: The nonteaching_recruitment_screening role can be assigned to both Employee and Admin user accounts.

How to Form a Screening Committee?#

After assigning the screening role, the Recruitment Administrator must create a Screening Committee and map its members to the respective Non-Teaching Job Postcodes.

The Screening Committee determines which committee members will evaluate applications submitted for specific Job Postcodes.

Steps to Create a Screening Committee:#

1. Login using the Recruitment Administrator account.
2. Navigate to Non-Teaching Recruitment.
3. Click Settings.
4. Locate the Screening Committee setting.
5. Click the Manage button available against the setting.
6. Click Add Screening Committee.
7. The committee creation page will be displayed.
8. Click the Select Job Post for Screening Committee dropdown.
9. Choose the required Job Postcode (on which screening is required to be performed) from the available list.
10. Click the Select Screening User dropdown.
11. Select the required Screening Committee Member from the dropdown.
12. Click Save.

Note: Only users who have been assigned the nonteaching_recruitment_screening role will appear in the Select Screening User dropdown.

How to Add an Application Status for Screening?#

The Samarth Non-Teaching Recruitment Management Module provides a predefined list of application statuses that are used to track the progress of applications throughout the recruitment process. However, Institutions may require additional custom statuses to accommodate their internal recruitment workflow or administrative procedures.

The Recruitment Administrator can create new application statuses whenever the required status is not available in the existing list. Once created, these statuses become available to the Screening Committee Members while updating the status of candidate applications during or after the screening process.

Note: Only users having the nonteaching_recruitment_admin role are authorized to create, edit, and manage the Application Status List.

Steps to Create a New Application Status:#

1. Login to the portal using a Recruitment Administrator account and navigate to: Non-Teaching Recruitment → Settings
2. Locate the Application Status List setting.
3. Click the Manage option available next to the setting. The system displays the list of existing application statuses.
4. Click the Create Application Status button.
5. The application status creation form will be displayed.
6. Provide an appropriate name for the new application status. (For Example: Under Initial Screening, Provisionally Eligible, Provisionally Ineligible etc.).
7. Mark the Status as Active and click on the Create button.
8. The system saves the new application status and adds it to the Application Status List.

Note: After the application status has been created successfully:

• The new status is added to the Application Status List.
• It becomes available in the Application Status dropdown for the Screening Committee Members.
• The status can be selected while updating candidate applications during the recruitment process.
• Only application statuses marked as Active are available for selection by the Screening Committee Members during the screening process.

How to Access the Screening Dashboard?#

After the Recruitment Administrator maps Job Postcodes to the Screening Committee Members, the assigned users can begin the screening process.

Each Screening Committee Member should:

1. Login to the Non-Teaching Recruitment Portal using their registered credentials.
2. Navigate to the Dashboard.
3. View the Job Postcodes assigned to them.
4. Select the required Job Post to access the submitted applications.
5. Begin reviewing and screening candidate applications.

Only the Job Postcodes mapped to the logged-in Screening Committee Member will be visible on the dashboard, ensuring secure and role-based access to applications.

Dashboard Information:#

The Screening Committee Dashboard displays the following information for each assigned Job Post.

Note: The Screening Committee Dashboard displays information only for the Job Postcodes assigned to the logged-in Screening Committee Member. Committee members cannot access applications belonging to Job Postcodes assigned to other users.

How to perform Screening on the Applications?#

Once the Recruitment Administrator has mapped the Screening Committee Members to their respective Non-Teaching Job Postcodes, the assigned members can begin the screening of submitted applications.

The Samarth Non-Teaching Recruitment Management Module provides a dedicated screening interface that enables Screening Committee Members to review candidate applications, verify the information and uploaded documents, record comments, and update the application status. This online workflow ensures a transparent, consistent, and efficient screening process while maintaining a complete digital record of the committee’s observations.

Steps to View Candidate Applications:#

1. Login to the Non-Teaching Recruitment Portal using your registered credentials.
2. Navigate to the Screening Committee Dashboard.
3. Locate the assigned Job Post.
4. Click on the Post Name corresponding to the required Job Postcode.

The system displays the list of all submitted applications available for screening for the selected Job Post.

Viewing Candidate Application Details:#

To review an individual application in detail, click the View button available against the candidate’s application.

The complete application form opens, displaying all information submitted by the candidate along with the uploaded supporting documents.

The Screening Committee Member can review the following information:

Viewing Uploaded Documents:#

1. The Screening Committee Members can verify all supporting documents uploaded by the candidate.
2. To view a document, click the View button available against the filled section.
3. The selected document opens in a separate viewer, allowing the committee member to verify the authenticity and completeness of the information submitted by the candidate.

Available Actions:#

After reviewing the complete application, the Screening Committee Member can perform the following actions using the Action button.

Adding Comments and updating the Applciation Status:#

The Comment option enables Screening Committee Members to record their observations and recommendations regarding the candidate’s application.

Steps to Add Comments#

1. Open the candidate’s application.
2. Click the Action button.
3. Select Comment.
4. Enter the required comments or observations.
5. Click Save.

The comments are stored in the system for future reference.

Updating the Application Status#

Once the application has been thoroughly reviewed, the Screening Committee Member can update the application status.

To update the status:

1. Click the Action button.
2. Select Update Status.

The system displays the Update Status form.

Information Required for Updating the Status#

The following details must be entered before completing the screening process.

Note:

• The Remarks entered by the Screening Committee Members are never visible to candidates. They are intended exclusively for internal administrative use.
• The Comments entered by the Screening Committee Members may be made visible to candidates, depending on the Institution’s configuration.

Completing the Screening Process:#

After entering all the required information:

1. Verify the Validation Code.
2. Confirm that the correct Application Status has been selected.
3. Review the entered remarks.
4. Click Save.

The system records the screening details, updates the application status, and marks the screening process as complete.

Upon successful completion, a confirmation message is displayed on the screen.

Printing Candidate Applications after Screening:#

The portal provides options to download or print candidate applications for offline verification or record keeping.

The following options are available:

This option help committee members maintain physical records whenever required by the Institution.

How to Update the Status of Screened Application Forms?#

After an application has been screened, the Screening Committee Member may update its status as the candidate progresses through different stages of the recruitment process.

For example, if a candidate has been marked as Shortlisted for Interview, the application status can later be updated to Interviewed, Selected, Rejected, or any other status configured by the Institution.

Steps to Change the Application Status:#

1. Navigate to the list of screened applications.
2. Select the required application by clicking the checkbox available against the candidate.
3. Click the Change Status button.
4. Select the appropriate status from the available list.
5. Click Save.

The updated application status is immediately reflected in the system.

How to Activate and Deactivate the Screening Committee?#

The Recruitment Administrator can activate or deactivate a Screening Committee whenever required.

This functionality is useful when:

• A Screening Committee has been formed incorrectly.
• Committee members need to be replaced.
• The screening process has been completed.
• The committee is temporarily inactive.
• A previously inactive committee needs to resume screening activities.

Steps to Deactivate a Screening Committee:#

1. Login using the Recruitment Administrator account.

2. Navigate to:

   Non-Teaching Recruitment → Settings

3. Locate the Screening Committee setting.

4. Find the active committee.

5. Click the Deactivate button.

Once deactivated:

• The committee becomes inactive.
• Committee members can no longer perform screening activities for that committee.
• Existing screening records remain unaffected.

Steps to Activate a Screening Committee:#

If a previously deactivated committee needs to be used again:

1. Login using the Recruitment Administrator account.

2. Navigate to:

   Non-Teaching Recruitment → Settings

3. Locate the inactive Screening Committee.

4. Click the Activate button available against the committee.

The committee status changes to Active, allowing the assigned members to resume screening activities.

After activation:

• The Screening Committee becomes operational.
• Assigned committee members regain access to their mapped Job Postcodes.
• Screening activities can continue without creating a new committee.

Candidate Registration and Application on the Non- Teaching Recruitment Portal#

This section explains the complete process that a candidate must follow to register on the Non-Teaching Recruitment Portal, complete the application form, upload the required documents, and submit the application successfully.

Candidate Registration:#

Before applying for any Non-Teaching post, candidates must create an account on the Recruitment Portal using the Sign Up option. Registration is mandatory and allows candidates to access all recruitment advertisements published by the Institution.

During registration, candidates are required to provide the following information:

• Email Address
• Password
• Mobile Number
• Verification Code (Captcha)

After entering the required details, click on the Sign Up button to complete the registration process.

Note: The email address provided during registration will be used for all future communication related to the recruitment process. Candidates are advised to use an active and valid email address.

Email Address Verification:#

Once the registration is completed successfully, the Recruitment Portal automatically sends a verification email to the registered email address.

To activate the account:

1. Open the registered email inbox.
2. Locate the verification email received from the Recruitment Portal.
3. Click on the verification link provided in the email.

After successful verification, the account becomes active and the candidate can log in to the Recruitment Portal.

Note: Candidates can view important instructions, recruitment guidelines, and advertisement-related information published by the University under the Important Information section available on the portal dashboard.

Candidate Login:#

Candidates can log in to the Recruitment Portal using the following credentials:

• Registered Email Address
• Password
• Verification Code (Captcha)

After entering the credentials, click Login to access the candidate dashboard.

How to Apply for a Non-Teaching Job Post?#

To begin the application process, candidates must select the appropriate details from the available drop-down lists. The following information must be selected:

• Post
• Organizational Unit
• Advertisement Number
• Candidate Category
• PWD Category

After selecting all the required details, click on the Check Vacancy button.

The system verifies the availability of vacancies for the selected category.

• If vacancies are available, the Recruitment Portal generates the application form.
• If no vacancies are available, the application cannot be initiated for the selected category.

Sections in the Non-Teaching Recruitment Application:#

The application form is divided into multiple sections to ensure that all candidate information is captured in an organized manner.

The following sections are available:

Personal Details Section:#

The Personal Details section captures the candidate’s basic personal information. Candidates are required to provide information such as:

• Full Name
• Father’s Name
• Mother’s Name
• Gender
• Date of Birth
• Nationality
• Mobile Number
• Email Address
• Correspondence Address
• Permanent Address etc.

After entering all the information, candidates should verify the entered details and click the Save button.

Note:

• Saving the information is mandatory. If the details are entered but not saved, the information will not be stored in the application.
• If a candidate wishes to apply under a different category for the selected job postcode, they may use the Change Category button available at the top-right corner of the application page. After selecting the new category, the portal automatically updates the applicable fee and reservation details.

Education Section:#

The Education section captures all academic qualifications of the candidate.

Depending upon the recruitment advertisement, candidates can enter details for:

• Secondary (Class X)
• Senior Secondary (Class XII)
• Diploma
• Undergraduate Qualification
• Postgraduate Qualification
• M.Phil.
• Ph.D.
• Other Qualifications

For each qualification, candidates may be required to provide information such as:

• Qualification Name
• Board/University
• Institute Name
• Year of Passing
• Percentage/CGPA
• Subject/Specialization
• Duration

Candidates should verify all entered information and click the Save button before moving to the next section.

Experience Section:#

Candidates can enter details of their employment history and professional experience in this section.

The information may include:

• Present Employment
• Previous Employment
• Organization Name
• Designation
• Employment Type
• Date of Joining
• Date of Relieving
• Nature of Duties
• Total Experience

After entering all information, candidates should click Save.

Research Section:#

Candidates applying for posts requiring research details (if any) can provide research-related information in this section.

The following details may be entered:

• Research Papers
• Publications
• Books
• Chapters
• Patents
• Sponsored Research Projects
• Consultancy Projects
• Conferences
• Seminars
• Workshops

Multiple research records can be added wherever applicable.

Miscellaneous Information Section:#

This section allows candidates to provide additional information required by the University.

The information may include:

• Languages Known
• Awards and Honours
• Other Relevant Information
• Details of Two Referees etc.

Note: Once the referee details are saved, the Recruitment Portal automatically sends an email to each referee requesting them to submit their recommendation. These recommendations become visible to the University Administrator as part of the candidate’s application.

NOC & Declaration Section:#

The NOC & Declaration section captures the candidate’s declaration regarding the authenticity of the information provided.

Candidates are required to:

• Accept the declaration.
• Provide No Objection Certificate (NOC) details, wherever applicable.
• Specify whether they have applied against any previous advertisement.

If the Institution has provided fee exemption for candidates who applied under previous advertisements, candidates should:

• Select Yes
• Enter the Previous Application Form Number

The portal verifies the provided application number before granting fee exemption.

Additional Field Section:#

This section is displayed only if the Institution Administrator has configured additional fields for the advertisement.

Examples include:

• Subject Specialization
• Department-specific information
• Additional Eligibility Information

Candidates should complete all mandatory fields before proceeding further.

Exam Center Preference:#

• This section appears only if the Institution has enabled the Exam Center Preference feature.
• Candidates can select one or more preferred examination centers in the order of preference.

Uploads Section:#

The Uploads section allows candidates to upload supporting documents corresponding to the information entered in previous sections.

To upload a document:

1. Click Select File.
2. Browse and select the required file.
3. Click Start Upload.
4. Wait until the upload is completed successfully.

Documents that may be uploaded include:

• Passport Size Photograph
• Signature
• Class X Certificate
• Class XII Certificate
• Diploma Certificate
• Graduation Certificate
• Post-Graduation Certificate
• M.Phil. Certificate
• Ph.D. Certificate
• Experience Certificates
• Category Certificate
• PWD Certificate
• NOC
• Research Publications
• Any Additional Supporting Documents

Note: Candidates should ensure that all uploaded files are in the prescribed format and within the maximum permissible file size.

Preview Section:#

The Preview section displays the complete application exactly as it will be submitted to the Institution.

Candidates are advised to carefully review:

• Personal Information
• Educational Qualifications
• Experience Details
• Uploaded Documents
• Declaration

If any corrections are required, candidates should return to the relevant section, update the information, click Save, and revisit the Preview section.

Submission Section:#

After verifying all information, candidates can submit the application.

The submission process includes:

1. Click Proceed to Submit.
2. Pay the application fee (if applicable).
3. Complete the online payment.
4. Submit the application successfully.

If any mandatory information is incomplete, incorrectly filled, or mandatory documents are missing, the portal displays an appropriate warning message and prevents submission until all issues are resolved.

Once the application is successfully submitted, the application status changes to Submitted.

Printing the Submitted Application Form:#

After successful submission, candidates can download and print the submitted application form for future reference by clicking on the Download/Print Form button available against the respective job post.

The downloaded application contains all information submitted by the candidate along with the payment details (where applicable).

Note: Candidates should retain a printed copy or PDF of the submitted application until the completion of the recruitment process.

Admit Card/ Interview Letter Generation Process in the Recruitment Management System#

The Teaching Recruitment Admin (teaching_recruitment_admin) or Non-Teaching Recruitment Admin (non-teaching_recruitment_admin) can generate Admit Cards or Interview Letters for candidates who have applied for various job postcodes through the Samarth Recruitment Management Module.

Before generating Admit Cards or Interview Letters, the administrator must create and configure a Selection Round for the respective job postcode.

Conducting a Selection Round for a Job Postcode:#

Note: Before conducting a Selection Round, candidates must first be marked from the View section in the Application Listing for the respective job postcode.

To conduct a Selection Round:

1. Navigate to the Advertisement section.
2. Locate the required Job Post.
3. Click the Action button available against the job post.
4. Select Conduct Selection Round.

How to create a Selection Round?#

Click the Add Selection Round button and provide the following details:

After creating the Selection Round, click Proceed to continue with the round configuration.

Configuring the Selection Round and Generating Admit Cards#

After creating the Selection Round, the administrator must complete the following steps to conduct the examination or interview and generate Admit Cards/Interview Letters.

Step 0: Mark Candidates for the Selection Round#

Once a Selection Round has been created, eligible candidates must be assigned to that round before any further activities can be performed.

How to Mark Candidates?#

Follow these steps:

1. Navigate to the required Job Postcode.
2. Open the Application Listing.
3. Filter or identify candidates based on their Screening Status.
4. Select the checkbox corresponding to the candidates who are eligible for the Selection Round.
5. Click the Options button.
6. Select Mark for Entrance/Interview.

The selected candidates will now be associated with the Selection Round and will become available for Admit Card generation and other subsequent processes.

Step 1: Add Centers#

Selection Round centers must be created before scheduling examinations or interviews.

Click Add Center and enter the following information:

Additional Actions:#

• Click View Center to view all configured centers.
• Click the Edit (Pencil) icon to update an existing center.

Step 2: Add Admit Card Template#

The Admit Card format is created using an Admit Card Template.

To create a template:

1. Click Add Admit Card Template.
2. Enter the Template Code.
3. Design the Admit Card template as required.
4. Click Save Template.

Additional Actions:#

• Click the Edit (Pencil) icon to view or modify an existing template.

Step 3: Add Schedule#

Schedules define the examination or interview timings for candidates.

Click Add Schedule and provide the following details:

Note: Multiple schedules can be created if examinations or interviews are conducted across different dates, sessions, or centers.

Additional Actions:#

• View the configured schedules.
• Update schedules using the Edit icon.

Step 4: Generate Admit Card#

After configuring the centers, templates, and schedules, Admit Cards can be generated for the candidates.

To generate Admit Cards:

1. Click Generate Admit Card.
2. The system generates Admit Cards for all candidates marked for the Selection Round.

Before generating the Admit Cards, the system displays the following information:

Once the Admit Cards are generated, they are ready to be released to candidates in the next step (Release Admit Card).

Note: Any modifications to the Admit Card Template can be made only up to this step. Once the Admit Cards are released, the template can no longer be edited for the current Selection Round.

The administrator can perform the following actions before releasing the Admit Cards:

• Preview Admit Card: Click the View option available against each generated Admit Card to preview how it will appear to the candidate.
• Delete Admit Card: Delete the generated Admit Card if any corrections are required.
• Regenerate Admit Card: Generate the Admit Card again after making the necessary changes to the template or schedule.

Step 5: Release Admit Card#

After verifying the generated Admit Cards, the administrator can release them to the candidates.

To release the Admit Cards:

1. Click the Release Admit Card button.
2. The Admit Cards will be published to the respective candidate dashboards.

Once released:

• Candidates can view the Admit Card from their dashboard.
• Candidates can download or print the Admit Card for future use.

Note: Ensure that all Admit Cards have been reviewed before releasing them, as template modifications are not permitted after this stage.

Step 6: Download Attendance Sheet#

The Attendance Sheet can be viewed and downloaded for the Selection Round.

To download the Attendance Sheet:

1. Click the Action button available in the top-right corner.
2. Select Download Attendance Sheet.

The Download Attendance Sheet configuration window will appear.

Attendance Sheet Configuration:#

Configure the following options before generating the Attendance Sheet.

Available Sorting Orders:#

• Ascending Order
• Descending Order

After configuring the required options, click Save.

The system generates the Attendance Sheet based on the selected configuration.

Note: Candidates are arranged according to the selected Attribute and Sorting Order before generating the Attendance Sheet.

Available Attendance Sheet Formats#

The Attendance Sheet can be downloaded in the following formats.

1. Download / Print Attendance Sheet (PDF)#

This option generates a pre-filled Attendance Sheet in PDF format containing all the necessary candidate details. The PDF includes:

• Candidate Name
• Application/Form Number
• Roll Number
• Candidate Photograph
• Candidate Signature

2. Download / Print Blank Attendance Sheet (PDF)#

This option generates a blank Attendance Sheet in PDF format that allows candidates to sign the Attendance Sheet manually during the examination. The PDF includes:

• Candidate Name
• Application/Form Number
• Roll Number
• Blank space for Candidate Signature
• Blank space for Candidate Photograph

Unlike the standard Attendance Sheet, the candidate’s signature and photograph are not pre-printed, allowing invigilators to collect signatures and photographs at the examination centre.

3. Download Excel Sheet#

This option downloads the Attendance Sheet in Microsoft Excel (.xlsx) format for administrative purposes. The Excel sheet includes:

• Candidate Name
• Application/Form Number
• Roll Number

Note: The Excel sheet does not contain the candidate’s photograph or signature.

Adding Additional Fields in the Attendance Sheet#

The Add Additional Fields option enables the administrator to include extra blank columns in the Attendance Sheet based on examination requirements.

These additional columns can be used for recording information such as:

• Seat Number
• OMR Number etc.

How to Add Additional Fields in the Attendance Sheet?#

Follow these steps:

1. Open the Download Attendance Sheet window.
2. Locate the Add Additional Fields text box.
3. Enter the required field names.
4. If multiple fields are required, separate each field name with a comma. (Example: Seat Number, OMR Number)
5. These columns will appear in the generated Attendance Sheet.
6. Select the preferred Attribute (for example, Roll Number).
7. Select the Sorting Order (Ascending or Descending).
8. Click Save.

The system generates the Attendance Sheet with the specified additional fields included as empty columns.

Uploading Additional Data and Managing Candidate Order in the Attendance Sheet#

The Upload Additional Data feature allows the administrator to upload additional information (such as Seat Number) and define the order in which candidates appear in the Attendance Sheet.

How to Upload Additional Data?#

Follow the steps below:

• Navigate to the Attendance Sheet page.
• Click the Action button.
• Select Upload Additional Data. The Upload Data window will open.
• Click Download Excel Format to download the Excel template.

The downloaded template contains the following columns:

• Enter the required information in the downloaded Excel file.
• Save the Excel file.
• Return to the Upload Data window.
• Click Browse File From Computer.
• Select the updated Excel file.
• Click Upload The File. The system imports the uploaded information and maps it to the corresponding candidates using the Form Number and Roll Number.
• After the upload is completed successfully, return to the Attendance Sheet page.
• Click the Action button.
• Select any one of the following options:

1. Download / Print Attendance Sheet (PDF)
2. Download / Print Blank Attendance Sheet (PDF)
3. Download Excel Sheet

The generated Attendance Sheet will:

• Display the uploaded additional fields (such as Seat Number).
• Arrange the candidates according to the sequence specified in the udf2 column of the uploaded Excel file.

Note: This feature enables institutions to generate Attendance Sheets in a customized order, such as examination seating arrangements or verification sequences.

Applying Sorting in the Attendance Sheet#

The Apply Sorting feature allows the administrator to arrange the order in which candidates appear in the Attendance Sheet before downloading or printing it.

Candidates can be sorted based on either:

• Roll Number
• udf2 (uploaded through the Upload Additional Data feature)

How to Apply Sorting?#

Follow these steps:

• Navigate to the Attendance Sheet page.
• Click the Action button.
• Select Apply Sorting.

The Apply Sorting window will appear.

Step 1: Select the Sorting Attribute#

From the Select Attribute drop-down list, choose the field based on which the Attendance Sheet should be arranged.

The available options are:

Step 2: Select the Sorting Order#

Choose the order in which the selected attribute should be arranged.

• Ascending Order: Displays values from the lowest to the highest.

  • Roll No: Smallest roll number to largest roll number.
  • udf2: Sequence 1, 2, 3, 4, …

• Descending Order: Displays values from the highest to the lowest.

  • Roll No: Largest roll number to smallest roll number.
  • udf2: Reverse sequence …, 4, 3, 2, 1

Step 3: Save the Sorting#

After selecting the required Attribute and Sorting Order, click Save.

The Attendance Sheet will be rearranged based on the selected criteria.

All subsequently generated:

• Attendance Sheet (PDF)
• Blank Attendance Sheet (PDF)
• Attendance Excel Sheet

will reflect the applied sorting.

Example:#

Suppose the uploaded Excel file contains the following values in the udf2 column:

If:

• Attribute: udf2
• Order: Ascending

The generated Attendance Sheet will display the candidates in the following order:

This ordering is applied irrespective of the Form Number or Roll Number, allowing institutions to generate Attendance Sheets according to seating plans, examination room allocations, or any other custom sequence.

Step 7: Mark Attendance#

The Mark Attendance feature enables the administrator to record the attendance status of candidates appearing for a Selection Round. The attendance details are stored in the system and remain available for future reference.

How to Mark Attendance?#

Follow the steps below:

1. Navigate to the Selection Round page.
2. Click the Mark Attendance option.
3. In the Mark Attendance section, select the candidates whose attendance needs to be recorded by using the corresponding checkboxes.
4. Click the Attendance button available in the top-right corner.
5. Select one of the following options from the drop-down list:
   • Present
   • Absent
6. Click Submit.

The attendance status of the selected candidates will be saved successfully.

Note: The attendance records are permanently stored in the system and can be referred to whenever required.

Step 8: Import Data#

The Import Data feature allows the administrator to upload the marks obtained by candidates for a Selection Round.

After the marks are uploaded successfully, they become visible to the respective candidates in their login.

How to Import Selection Round Marks?#

Follow the steps below:

• Click the Import Data option.
• Click Download Excel Format to download the prescribed Excel template.
• Open the downloaded Excel file.
• Enter the required details.

Fields to be Filled:#

Note: The Form Number and Roll Number are automatically populated in the downloaded Excel sheet and must not be modified.

• Save the completed Excel file.
• Click Browse from your Computer.
• Select the updated Excel file.
• Click Upload the File.

After the upload is completed successfully:

• The uploaded marks are stored in the system.
• The marks become visible to the respective candidates in their login.
• Candidates can view their Selection Round marks once the University uploads the data.

Displaying Selection Round Marks Section-wise#

If an examination consists of multiple sections (for example, Section A and Section B), the portal allows the administrator to upload and display the marks separately for each section.

How to Upload Section-wise Marks?#

Follow the steps below:

• Download the prescribed Excel template.
• Enter the required marks for each section.

Required Fields:#

Note: The Form Number and Roll Number are already populated in the downloaded Excel template and must not be modified.

• Save the completed Excel file.
• Click Browse from your Computer.
• Select the updated Excel file.
• Click Upload the File.

After the upload is completed successfully:

• The uploaded marks become available in the portal.
• Candidates can view their section-wise Selection Round marks from their login, provided the University has uploaded the marks.

Viewing Imported Data (from Administrator Side)#

After uploading the marks, the administrator can verify the imported records directly from the portal. Follow these steps:

1. Navigate to the Selection Round page.
2. Click the View Data option available next to the Import Data button.

The View Data page displays all the imported records, allowing the administrator to verify that:

• The marks have been uploaded successfully.
• The uploaded data is correctly mapped to the respective candidates.
• The Selection Round details are accurate before the marks are viewed by candidates.

External Resources#

📹 Module Training Video ⤤ | Pre-Application Recruitment Process

📹 Module Training Video ⤤ | Post-Application Recruitment Process

FAQs#

Question 1: Can we make the fee exempted for a fresh advertisement based on the previous offline recruitment?

Answer: Yes, but for that, you have to provide some of the details. Based on that only we can exempt the fee.

Questions 2: Is it possible to take the Academic details while applying for the post?

Answer: Yes, we can take the Academic details from the candidate’s side while applying for the post.

Question 3: If the category is UR then can we configure the age relaxation for the other categories?

Answer: Yes, we can configure it.

Question 4: Two Referral details are needed to fill while submitting for a Teaching Recruitment Post. Is this provision available?

Answer: Yes this Provision is available in the Teaching Recruitment Portal.

Question 5: In the Application form is there any QR System?

Answer: Currently this feature is not available for Application forms

Question 6: Will Screening Process be for all over Advertisement or for particular Post wise?

Answer: The screening process will be for post wise

Question 7: Regarding fee configuration the fees are not the same for all categories is it possible to configure different fees for different categories through this Portal?

Answer: Yes. It is possible to configure different fees for different categories. During fee configuration, you have to select the category and configure the fee for that category.

Question 8: What is the procedure to apply for the post?

Answer: Once the Advertisement is configured and Publish on the Recruitment Portal after that candidate will be able to apply for the post the first candidate needs to register on Portal then he will be able to apply for the published Post.

Question 9: Is there any provision of online Examination in the Recruitment Portal?

Answer: No Recruitment Portal is not providing any kind of online examination-related facility.

Question 10: Is an auto-calculated API system available?

Answer: Yes it is available.

Question 11: What will be the procedure coriander in case there are some changes in category or post that we need to update and procedure to inform the candidate which has already submitted the application form?

Answer: For the coriander, you have to update the job post code and advertisement number and for informing the candidates select the candidates which status are submitted and send the regarding the same.

Question 12: For the post Professor and Associate Professor the publication is uploaded in the top five is that option available?

Answer: Yes this option is available, once the application is received the candidate for these posts will be able to upload the required document.

Question 13: How can we be able to control the multiple applications filled by candidates for one post in case of any error?

Answer: In this case, you have to see the status of the application whether it is draft or published you have to process published applications.

Question 14: What about the screening is it online or offline mode? Is there any provision for rescreening?

Answer: The screening process will be in online mode. In case rescreening for particular candidates can be done after remarks and status for the candidate will be changed by the screening administrator.

Question 15: What will be the procedure of Payment Gateway integration as it is already activated?

Answer: The payment gateway will be the same with a different URL, you have to send a request to the state bank for whitelisting the new URL.

Question 16: Is the API calculation System available in the Recruitment Portal?

Answer: Yes it is available in the Recruitment Portal.

Question 17: Is the user role for the Screening Committee of an individual department can be assigned?

Answer: Yes from the User Management admin can assign the user roles of Screening Committee for each and every department.

Question 18: Are the Additional fields Mandatory?

Answer: They can be Mandatory and Non-Mandatory both as per the configuration of the portal.

Question 19: Is there any option to add the new country without using dropdown?

Answer: Yes, it is possible to add a new country without using dropdown with the help of Add a country button.

Question 20: Is there any option to add a new job postcode in Teaching Recruitment?

Answer: Currently, The system does not have an option to add a Teaching job postcode from Admin End. the University has to send the name of the job postcode which needs to be added so we can add it from our end.

Question 21: If there is any modification required then How will it be done?

Answer: It will be done with the help of an Additional Field Button.

Question 22: What will be the size of Uploaded Documents?

Answer: The Size of Uploaded Documents is up to 500Kb.

Question 23: Is it possible to login in the Candidate portal without a Username or password?

Answer: No, it can’t be Possible. Firstly the Candidate needs to sign up then only the Candidate will be able to log in

Question 24: Is it possible to download the bulk data of the Candidate’s Documents?

Answer: No, it is not possible to download the bulk data.

Question 25: Do you have any Module related to the Admission?

Answer: Yes, we have a Module related to admissions which is also an on-demand Module the University can request the Samarth team for the demonstration and implementation of Admission Management.

Question 26: Is the Recruitment Module new or are some other Universities are Using?

Answer: It is an on-demand Module, Many other Universities are using Samarth Recruitment Portal for both Teaching and Non-Teaching recruitment from 2019.

Question 27: For the Screening what type of Application a screening member will be able to see?

Answer: Suppose a Screening Committee for the recruitment post of Assistant Registrar then that screening committee will be able to see only that application detail which is applied for the assistant registrar.

Question 28: Can the Screening committee download the Application details?

Answer: Only Admin can download the details of applications, the Screening Committee can view and complete the screening process.

Question 29: How much time does it take to implement the Recruitment Management System? Answer: It all depends on the activeness of the university.

Question 30: How much time will it take to integrate the Payment Gateway?

Answer: Once the University shares the MID kit with Samarth’s Team it takes approx. 15-20 days to fully integrate and test the portal with the Payment Gateway.

Question 31: How to generate an Admit card and attendance list to conduct a second entrance examination?

Answer: In the conduct entrance, there is an option of generating admit cards and attendance list.

Question 32: If the “Not Applicable” will be selected in UGC Rule Applied then will it affect the Marks Research Rules?

Answer: No, it will not affect the marks research score rules and the marks will be visible in the preview section.

Question 33: Is it possible to use the old advertisement and merge it with the new advertisement with the same cut-off date?

Answer: We can try to provide the feature but the problem will arise where we have to check the year. Perhaps an old applicant has to update his qualification details. So a fresh registration would be a better option.

Question 34: At the time of the addendum, can it be screening the remaining posts? Answer: Yes, it can be screening the remaining post other than 16 posts.

Question 35: Is it possible to give the Unique no of Applications as per University’s own basis?

Answer: For the Unique no of Applications you can send us an email, we will discuss it with the Technical Team and inform you of the same.

Question 36: Regarding adding the post apart from a predefined post can we add from our end?

Answer: To add the post apart from the predefined post University can send us request mail so that Team Samarth can add those posts.

Question 37: In case a candidate has done Double MA from where he can mention?

Answer: In that Case Candidate has to mention it in Additional qualification.

Question 38: Is there any provision of Rolling Advertisement in the Samarth Recruitment Portal? Answer: No Currently this feature is not available.

Question 40: How many qualifications can be Uploaded through Samarth Recruitment Portal?

Answer: It depends upon the Candidate

Question 41: Does a candidate require multiple email id to apply for more than one post?

Answer: No Candidate can apply for more than one post by registering with a single email id for said advertisement.

Question 42: Suppose a candidate login with one account and applied for a post. If he wants to apply for another post then-candidate data can be floated or not?

Answer: Yes.

Question 43: Can we configure different types of age relaxation?

Answer: Yes.

Question 44: Some of the subjects are not displayed in the NET Subject List?

Answer: University can add those Subjects by clicking on Add NET Subject Button.

Question 45: If there is any problem, is anybody from your side willing to help us?

Answer: Yes, we have a Support Team. If a University is facing any issue regarding Recruitment then they can write us an email we will surely help them.

Question 46: Can we download the Report of a particular Candidate through the Recruitment Portal?

Answer: Yes

Question 47: Does the University want to go live for any Recruitment?

Answer: Yes, we want to go live for the Recruitment.

Question 48: Eligibility of a candidate for a particular post, whether it is direct recruitment or through CAS. How are the eligibility criteria to be considered?

Answer: Eligibility criteria can be figured in the recruitment management and for promotion, we have another module CAS, so the internal candidate will be promoted or their forms will be submitted through the CAS module for direct recruitment, and for fresh recruitment, University can go through with recruitment module in that eligibility criteria also can be configured.

Question 49: Who will decide the eligibility criteria during the application that has been submitted?

Answer: It will be decided by the University, what qualification and eligibility University want to mention, and once the advertisement is finalized, University can configure all the settings as per that advertisement. The norms will be decided by Samarth in the recruitment management system.

**Question 50:**How will the interview be conducted? Whether it will be online or offline?

Answer: It depends on the University as all the processes whether teaching or non-teaching can be managed in the Recruitment module.

Question 51: What are the advantages of this Recruitment process compared to the traditional method?

Answer: It is a Role-Based Access Control system (RBAC) which makes it securable, easy to use by the candidate. There are many sections available in the portal so it will be easy for all the Universities to configure all the advertisements and the screening process will be very easy for the Universities.

Question 52: How easy is the workload while Uploading the documents in the recruitment portal?

Answer: The candidate can upload the documents in Pdf format. He only needs to fill in the required details and upload his documents to the portal. He does not need to submit any physical form to the University as the process is completely online. Pdf can be kept as a record and for the screening in the University for future recruitment.

Question 53: How can the judgment be considered by the screening committee while uploading the documents?

Answer: There is the automatic calculation of API points which is done by the system but there is a provision in the APIs system that while verifying the documents if not correct then, the screening committee can comment on them that will be visible to the candidate in the portal.

Question 54: How do we assign the screening role to the departments ?

Answer: From the User Management Admin can assign the screening_admin role to the departments.

Question 55: If we want to screen 10 candidates from two separate user logins and both are screening from a remote location, will they be able to give separate scores or not?

Answer: Yes they will be able to enter the scores, but the application will reflect the latest scores for the candidate, therefore it is suggested to do some discussion manually and then write the screening points for the respective candidate in the module.

Question 56: Can a Single application be screened by two separate screening members?

Answer: Yes, it is possible by two separate logins.

Question 57: Is the adding of the screening committee members and assigning roles to them mandatory?

Answer: It is non-mandatory, totally up to University.

Question 58: What details need to be filled in the Experience section?

Answer: Following details need to be filled

1. Full-time Teaching Experience
2. Full-time Research/Industry Experience
3. Present Employment Details

Question 59: Can the Non-Teaching Applicants fill their Research detail while filling the application?

Answer: Yes, the system has provision for the same.

Question 60: Does recruitment_admin have the right to configure age relaxation as per the advertisement required?

Answer: Yes, the system has provision for the same.

Question 61: If in future University wants to advertise the vacancy for the same post data will be fetched from the previous advertisement or not?

Answer: Yes once you select the post the data from the previous advertisement will be fetched automatically.

Question 62: Does Samarth egov have an email Configuration system?

Answer: Yes, we have CCS Module for the bulk mailing system University can use the CCS Module for the same.

Question 63: How do we go for the Payment Gateway integration process?

Answer: For the Payment Gateway integration kindly contact BillDesk they will help for the same.

Question 64: Research Option in the Non-Teaching, Is it a mandatory field?

Answer: These Fields are not mandatory but in case the Candidate is required to fill the Research paper they can fill it or they can skip and proceed futurer.

Question 65: How to Upload Additional documents in the uploads sections?

Answer: With the help of the Additional upload button.

Question 66: Can the same candidate apply for more than one post?

Answer: Yes, candidates can apply for more than one post from the single Login and a Separate Application number will get generated.

Question 67: Will the Screening committee be able to screen online?

Answer: Yes, the screening process will be done online through the Samarth Portal.

Question 68: If the university wants to go offline for the screening process then how do they give the data or reports?

Answer: Samarth portal will give the data and reports through the generated MIS reports.

Question 69: After the Screening Process, will the system also generate the call letter?

Answer: Yes, Samarth Portal will also generate a call letter with the help of the conduct selection round button.

Question 70: How can we do the scrutiny before the screening?

Answer: Yes, the system has a provision to check the documents uploaded by candidates before the screening, once the documents are uploaded these can be checked by the Admin.

Question 71: Is there any provision to upload the documents of some candidates after the Recruitments date is over?

Answer: Yes, the provision of enabling Additional upload is there in the module, so the candidates can upload the required documents after the screening as well.

Question 72: Will the Screening Comments and Remarks be visible to the Candidates in their logins?

Answer: It is up to the University if the University wants to show the remarks they can enable by the radio button, the system has the provision for the same.

Question 73: Suppose the university wants to configure the post of OBC PWD then how will it be done?

Answer: It will be done by going category-wise vacancy and here need to select the OBC and PWD options under the OBC category.

Question 74: If the University wants the printed Application from the Candidates, which is already filled by the candidate through the online portal, is this provision available?

Answer: Yes, the system has this provision for print or downloading the final form. The Candidates need to log in with their credentials and download/print the form to send the Application Form hard copy to the University.

Question 75: Does the system have auto-calculated marks provision?

Answer: Yes, the system has configured API Scores as per the UGC Guidelines which calculates the marks for a candidate on the basis of details entered by them in the respective field.

Question 76: After the Recruitment process is completed, how do we access the stored data?

Answer: The data will be stored on University Cloud and can be accessed whenever required using respective credentials.

Question 77: Does the system automatically verify the details and documents uploaded by the Candidate as per the UGC Norms, or do the screening committee members have to verify each document and entry on their own?

Answer: The system calculates the marks on the basis of entries done by candidates to help the committee; it doesn’t verify the entered details on the basis of correctness. The final verification is to be done by the Screening Committee properly.

Question 78: What problems will occur when a section will be removed from the Portal, could the Samarth team customize the portal for the IIM Bodh Gaya?

Answer: Removing or adding some new sections will affect the whole workflow of the Recruitment system and changes will be common for all HEIs. The changes will be discussed with the Change Management Team, it may take some more time. Customization for a particular Institute is not possible.

Question 79: Are the Instances for the Institutes separate?

Answer: Yes, separate Instances are deployed for each Institute.

Question 80: If the instances are separate for all institutes then how one change will affect all?

Answer: Because our base system is common for all the Institutes, and whenever we do modifications and changes the repo gets rolled out in all instances using the base system, therefore adding one feature in it will reflect for all the Institutes.

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