IISc User Manual PG Ph.D. Student Latest

SAP SLcM (Student Lifecycle Management)
SAP S/4 HANA Implementation Project
User Manual for PG, Ph.D., Int. Ph.D. Students
Indian Institute of Science
In case of any discrepancy, kindly log a complaint/service request through Solman

(https://solman.iisc.ac.in/)
Revision History
Version Revision Date Revised By Description

1.0 26.12.2020 Wipro Initial Version
1.1 26.02.2021 Digits Updated missing
sections
1.2 30.07.2021 Digits Added Int PhD related
modules.
Updated screenshots
as per changes in the
portal
1.3 21.07.2022 Digits Updated after Change
Request
Implementation
2
Contents
Revision History ......................................................................................................................................... 2
1. About SLcM ....................................................................................................................................... 6
2. Logon Screen .................................................................................................................................... 9
3. Student Home page ......................................................................................................................... 9
4. My Profile ....................................................................................................................................... 10
3.1 Personal Details ........................................................................................................................ 11
3.2 Address Details ......................................................................................................................... 11
3.3 Additional Details ..................................................................................................................... 12
3.4 Academic Work ........................................................................................................................ 12
3.5 Parents details .......................................................................................................................... 14
3.6 Bank Details .............................................................................................................................. 15
3.7 Scholarship Details ................................................................................................................... 16
3.8 Advisors Details ........................................................................................................................ 17
5. Provision to upload Certificates ................................................................................................. 18
6. Faculty Advisor Mapping in SAP ................................................................................................. 19
7. Identifying Research Supervisor/ Co Supervisor on SAP ....................................................... 19
8. Scholarship Activation ................................................................................................................. 21
9. Student Scholarship Payment ..................................................................................................... 23
10. Scholarship and Fee Details .................................................................................................... 26
11. View Academic Calendar.......................................................................................................... 28
12. PhD Course Registration .......................................................................................................... 29
13. Int. PhD Course Registration ................................................................................................... 35
14. PG Course Registration ............................................................................................................ 43
15. PG/PhD/Int PhD Course Dropping......................................................................................... 51
16. Course and Instructor Feedback ............................................................................................ 53
17. Download of Term Transcript ................................................................................................ 55
18. Application for Leave................................................................................................................ 57
19. Mess Information ...................................................................................................................... 65
20. Student Mess Change ................................................................................................................ 66
22. Thesis Title and Abstract ............................................................................................................ 69
23. Apply for Renewal of Scholarship/Financial Assistance/RAShip................................................ 70
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Request for Renewal of Scholarship Scheme ...................................................................................... 70
Request for Financial Assistance .......................................................................................................... 71
Request for Research Associateship (RAShip) ..................................................................................... 73
24. Request for Continuation/Upgradation/Downgrade ......................................................... 75
Upgradation ......................................................................................................................................... 75
Downgradation .................................................................................................................................... 76
Continuation......................................................................................................................................... 78
25. Department Transfer for Int. PhD Students ................................................................................. 79
26. Dues Clearance ............................................................................................................................ 82
Annual No Dues .................................................................................................................................... 82
Final No Dues........................................................................................................................................ 83
Steps for initiating No Dues ..................................................................................................................... 84
Steps for responding to No Dues request sent back for REVIEW ............................................................ 87
Common reasons for REVIEW .................................................................................................................. 89
27. Request for Discontinuation ........................................................................................................ 90
28. Annual Progress report ............................................................................................................ 93
29. View Fee Structure .................................................................................................................... 95
Appendix A: Troubleshooting Section ................................................................................................... 98
Appendix B: SLcM Workflows .............................................................................................................. 100
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Abbreviation Stands For
AMS Academic Management System
AR Academic Assistant Registrar Academic Section
CGPA Cumulative Grade Point Average
DCC Department Curriculum Committee
DR Academic Deputy Registrar Academic Section
ERR Examination Result Registry
FICA Finance and Contract Accounting
HMS Hostel Management System
NON-RTP Non-Research Training Programme
PO Process Orchestration
PS Project Systems
RE-FX Real Estate Flexible Management
RTP Research Training Programme
SCC Senate Curriculum Committee
SCRC Senate Committee on Research conferment
SLcM Student Life Cycle Management
SOI Scheme of Instruction
TGPA Term Grade Point Average
FA Financial Assistance
AR Assistant Registrar
RA Research Associate
JRA Junior Research Associate
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1. About SLcM
Student Lifecycle Management is a component of SAP Higher Education & Research solution which aims
at cost-effective management of higher education by providing functions that cover the core processes
of a university. SAP SLCM is designed for Higher Education & Research to provide an integrated student
lifecycle management and, support business processes.
It is used for maintaining student records, student financials, recruitment and admission, student
advising, academic structure, class schedule as well as academic services for teaching and research.
Following diagram shows the functions that Student Lifecycle Management offers at IISc.
Course Management
There are two processes in Course Management
1. Addition of new courses in SOI (Scheme of Instructions)
2. Change in Existing Courses.

This is followed by the activation and offering of the various courses for the specific Academic Year and
Session, through Course-Instructor Mapping and Activation. This is done by the respective departments.
Admission
The data related to the admission of Student is being brought to SAP SLcM through an interface from
the Admission Portal. Once applicant’s pay’s admission fees in Admission Portal, they are provisionally
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admitted and following details will be ported to SAP via the interface:
1. Student Personal Details
2. Admission and Registration Details
3. Certificates uploaded by Student
4. Student Qualification Details
5. Student Scholarship Details
6. National Entrance Test Details
7. Fee pending for Student Account – How much total fees is pending for Student to pay
8. Fee Posted to Student Account – How much fees student has paid
9. Customer Master Data in RE-FX (Flexible Real Estate Management, etc.
10. Advisor Details of ERP students
Provisionally admitted students will be called for reporting to Institute.
Course Registration/Dropping
Courses are available on Student portal for registration during the active window for Course Registration.
The dates can be viewed from the Academic Calendar available in Student portal. These dates are
maintained by the Academic Section/UG Office. Student can log in on the SAP portal to choose a set of
courses before a set deadline. Student needs to submit the request and once the request is approved, the
courses will be registered. The information will be available in the Academic Work in Student Profile.
Students can view the same on the SAP portal by browsing to My Profile > Academic Work link.
There are two deadlines to drop a course – the first one for Course dropping without mention and the
next one is course dropping with mention. If a student drops before first deadline, then there is no
mention of that course in Transcripts and the Examination Results Register (ERR), but if a student drops
after first deadline and before second deadline, then it will appear in the transcript of Student with status
“W” (Withdrawn). Student will be able to initiate the request for dropping and upon successful approval,
the course will be dropped.
Course and Instructor Feedback
Students can submit the feedback about the course(s) (they have registered for) and also for the
Instructor(s) of the course(s). Student’s identity is kept completely confidential.
Examination & Grading
This involves the process for Marks Entry and Grade Change. After successful approval of the same and
on the activation of the Result Publication Date, Student will be able to generate and download term
transcript. This also encompasses generation of reports like- ERR, CMGS, etc.
Re-Registration
On the commencement of new Academic Session, students’ needs to activate their registration by
initiating the process of Course Registration for the new session. Registration activation can also be
achieved by initiating request for Scholarship, which creates an active sessional registration record.
Graduation & De-Registration
On successful completion of the program requirement, Student is eligible for Graduation. On Senate and
Council Approval, the status of Student is “Degree Awarded” in the SAP System and Student is
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deregistered from SAP SLcM. However, deregistration does not have an impact on the existing data of
Student.
Alumni
Once the degree is awarded, Student is considered an Alumni. alumna/alumnus. The data related to
Alumni is available in the Alumni Management System.
The Interfaces
Data is ported from AMS to SAP via an Interface. Once an applicant pays admission fees and uploads
relevant documents in AMS system, applicant is provisionally admitted, and all details of Students are
updated in SAP. Provisionally admitted students will be called for reporting to Institute.
The information about Mess Guest Charges and Mess Bill Generation is ported from HMS to SAP.
Following information is received by the HMS System from SAP System:
• Mess Allotment,
• Change of Mess,
• Student Details for Upgrade/Downgrade/Continuation,
• Mess Deallocation/Vacation,
• Mess Bill Payment/Adjustment,
• Generation of Advance Slot,
• Extension of Mess,
• Details of Leave History of Student for Mess Sign In/Sign Off.
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2. Logon Screen
Kindly navigate to http://sap.iisc.ac.in to access the logon page of the SAP Portal. Kindly enter
the your SAP user ID and password to log on to the portal.
3. Student Home page
When you logon to the portal with your SAP User ID and password, you should be able to see
your dashboard with tiles assigned to you. These tiles are assigned to you as per the role. The
homepage will look like as follows –
PhD Student:
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PG Student:
Integrated PhD Student:
4. My Profile
The purpose of this Tile is to view a student’s profile details.
On clicking the Tile, the following screen is displayed. The top section consists of following details:
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➢ SAP Student Number – A unique auto generated number assigned to each Student
➢ Registration Number - A unique Student Registration Number
➢ Student Name - Student name provided in institute
➢ Academic Department- Program name like UG, PG or Ph.D.
➢ Program of Study Program like BSc, M.Tech, Ph.D etc.
➢ Status- Current Status of the Student in the Institute i.e., Student (Active), De-registered.
➢ Outstanding Dues- This shows Red if the Student has any outstanding dues else this will be
green
➢ Student Photograph- Student Photograph will be displayed
➢ Date of Joining
➢ Scholarship Agency
The bottom part of the screen contains further details arranged in the form of tabs. The tabs have
been explained below -
3.1 Personal Details
Student will be able to view the following Details- Names, Gender, Marital Status etc., if any.
3.2 Address Details
The Student can view the Permanent Address and the Correspondence address, if any.
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3.3 Additional Details
Students can view the following Details - Admission Batch, S.R No, AADHAR No, Fee Category and
Domicile State under this section.
3.4 Academic Work
Student will be able to view the following Details about the course work. They need to click on
the arrow symbol to expand the record and view the details.
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Students can also download the summary sheet by clicking the following as shown.
The following is downloaded. The Summary Sheet consists of the consolidated information about
the registered courses.
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3.5 Parents details
Student will be able to view the Name, Profession, etc. of the Parent/Guardian, if the data has
been maintained.
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3.6 Bank Details
Student will be able to view the following Details - Bank Name, Account Holder Name
If Bank Details are not available in the system, then Student have access to update the same in
Student Profile as shown below:-
Once the Student clicks on ‘Save’, the below pop-up screen appears. Once the student clicks
‘Yes’ bank details are saved in SAP.
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Students can update the bank data only once. After that, for any change or modification in their
bank account, Students must approach F&A section since it has implications on students’
financial processes.
To update bank details next time onwards, students should drop an email to AR- Finance along
with an approval from the Department Chair.
3.7 Scholarship Details
Student will be able to view the following Details about the assigned Scholarship Scheme
1) MOE – Mode of Entry like GATE, CEED, PMRF, KVPY etc...

2) Agency Name – IE (Indian Institute of science), IPS (IISc Promotional Scheme)
3) DBT – If it is Direct Bank Transfer or not
4) Scholarship Amount – Amount of scholarship in student master
5) Scholarship Type – New, Revised, Renewal etc...
6) Scholarship Sector – If scholarship is internal or external
7) From date – To date – Validity of scholarship
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8) Scheme status – Active or inactive
9) Approved Activation status – Approved or Rejected
10) Updated on – If any changes it will show the last changed date
11) Remarks – If any remarks available
12) Activation – Button to activate the Scholarship
3.8 Advisors Details
This section displays the advisor details of a student.
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5. Provision to upload Certificates
After the completion of the Student Admission Process, students can upload the necessary
documents through their portal using the Tile highlighted below:
On clicking the Tile, following screen is displayed. The student must upload the necessary
documents of the mentioned file type(s) and size.
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6. Faculty Advisor Mapping in SAP
Students are assigned to a Faculty Advisor/ Research Supervisor when they join the
Institute.
• Course Students are mapped to their faculty advisors in SAP by the Department Offices.
In the second year, course students are mapped to their project guides by the
Department Offices.
• Bachelors Students are mapped to UG Dean in SAP by default, after choosing the
specialization at the end of 3rd semester UG Office will map the respective subject co-
ordinator as the faculty advisor in SAP.
• Integrated PhD Students are mapped to the respective Program
Convenors/Coordinators for the first two years. They will be assigned Research
Supervisors after they are mapped to departments after completion of 2 years.
• For Research Student(PhD and M.Tech(Res)), certain departments assign the Research
Supervisor to students immediately after they join while certain departments assign
temporary Research Supervisor to students until the actual Research Supervisor is
finalized. The Department Offices do the temporary Research Supervisor/Co-Research
Supervisor assignment.
• Research Students (PhD and M.Tech(Res)) have to initiate the “Identification of
Research Supervisor” in SAP after the Research Supervisor is finalized. Please note this
is a mandatory step after the advisor is finalized. Kindly initiate this process only after
the Research Supervisor is finalized.
7. Identifying Research Supervisor/ Co Supervisor on SAP
Overview:
This tile is only available to the Research students.
Research Students (PhD and M.Tech(Res)) have to initiate the “Identification of Research
Supervisor” in SAP after the Research Supervisor is finalized. Please note this is a mandatory
step after the advisor is finalized. Kindly initiate this process only after the Research
Supervisor is finalized since system will consider the nominated RS as final.
Prerequisites: The Research Supervisor and Co-Supervisor should be final.
Process: Research Students should click on Tile “Identify Research Supervisor” as shown below:
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Once the student clicks the above tile, below screen appears. Student needs to select from
option displayed below to process further
Student should choose the Supervisor name and submit for further approval.
Workflow for Identification of Research Supervisor: -
Student ->RS->Department Chair
One final Approval is done RS gets change in student master from next day onwards after
approval from Department Chair.
Research Students have the option to enter the co supervisor details in SAP using the same tile.
Student should choose the “Add Co-Supervisor” option and enter the Co-Supervisor name and
submit the request for approval.
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Workflow for Identification of Co Supervisor: -
Scenario 1: If Co-RS is from same dept.
Student ->CO-RS->Department Chair (of Student)
Scenario 2: If Co-RS is from diff. dept.
Student ->CO-RS->Department Chair (of Co-RS)->Department Chair (of Student)
Students should be able to track their requests from the following section. The “Request
Status” column would provide the details about the status of the request.
8. Scholarship Activation
Overview:
For M.Tech/M.Des: Scholarship will be paid for 2 Years. This scholarship is given by MHRD
based on Gate score and a Fixed amount is given.
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For Int. PhD Program: Scholarship will be paid for 7 Years. This scholarship is given by MHRD
Scholarship or Institute Fellowship
For PhD Program: Scholarship will be paid for 5 Years. There are Multiple Funding agencies for
PhD programs – like CSIR, UGC, Inspire, DBT, ICMR, MHRD etc
For M.Tech(Res) Program: Scholarship will be paid for 2 Years.
For M.Mgmt Program: there is no provision of scholarship payment
For BSc Program: Scholarship will be paid for 4 years. This scholarship will be assigned to the
students based on the MOE. Student has to apply for renewal of scholarship each year.
New Students have to Activate their scholarship. This is a one time activity.
Prerequisites: The Student should be mapped to their Faculty Advisor/Research Supervisor
since they are approvers in this process. This is applicable only for PG and PhD students.
Process: The Student has to navigate to My Profile > Scholarship Details.
The Student Profile is displayed as shown below. The Student will Click on Scholarship Details to
view Details of Scholarship Assigned. Please contact Academic Section in case there is no
scholarship details available.
The Student needs to click on the Activate button to Activate the Scholarship assigned to the
Student for the current Academic Year for the stipulated time of assignment. Students need
upload the supporting Documents mandatorily for fellowship from EXTERNAL agencies.
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Status of Activation can be tracker from the Status button. Please note that a PG or PhD
student must be mapped to a supervisor/advisor before activation is initiated. Kindly contact
your Department Office in case you are not mapped to a Research Supervisor/Faculty Advisor.
Workflow Process for Scholarship Activation Ph.D.
For Ph.D. Student: -
Student -> Research Supervisor->Dept. Chair->Academic Office->DR. Academic

For PG Student :-
Student ->Dept. Chair->Academic office->DR. Academic
For Int. Ph.D (Department chair and Program Convener is same) :-
Student -> Program Convener->Dept. Chair->Academic Office->DR. Academic
9. Student Scholarship Payment
Overview:
Once the scholarship is activated, students would be able to submit the scholarship payment
request every month.
The Student will apply for Payment of scholarship/financial assistance for each month which will
be processed after further approval.
Prerequisites:
1) Scholarship should have been activated by the Student and it should be approved by all
levels.
2) Student should apply before 15th of every month.
Process:
The Student will login through his/her portal and click on the below Tile:
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On clicking the Tile, the following Screen will be displayed.
The Student will have to select the appropriate valid scholarship row, enter the “From Date” and
“To Date” and click on “Validate”. Document upload is optional.
Kindly note the “From Date” and “To Date” should be in the range of the Scholarship row
selected. While requesting the scholarship for any month generally “From Date” should be the
first date of the month and “To Date” should be the last date of the month if the scholarship
scheme is same for entire month. If there is change in the scheme in between the month then
“From Date” and “To Date” need to be selected appropriately.
After successful validation, kindly “Submit for Approval” to submit the Request for Approval.
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The Student will receive email notifications and the progress of the approval will be available in
the completed requests section in the bottom section of the screen.
Workflow for scholarship Payment
For Ph.D. Student: -

Student -> Dept. Admin-> Research Supervisor->Dept. Chair
For PG Student :-
Student -> Dept. Admin->Faculty Advisor -> Dept. Chair
For Int. Ph.D. (Before Department Transfer) :-
Student -> Dept. Admin->Program Convener->Program Convener
For Int. Ph.D. (After Department Transfer) :-
Student -> Dept. Admin ->Research Supervisor->Dept. Chair
Conditions to apply for payment of scholarship: -
a) Student can apply for scholarship only till 15th of the current month for previous month, else
error message will be displayed to Student. The Last Date of Submission will be displayed on the
Payment Screen.
b) Student cannot apply for present month for scholarship. The Student cannot register for the
payment of future months.
c) Student cannot apply for the month in which they have already submitted request and have
got approval, else error message will be displayed.
d) Student cannot apply for scholarship before ‘From date’ or after the ‘To date’ of the
scholarship scheme assigned, else error message will be displayed. The start date and end date
for raising the request for the payment should always be within the start and end date of the
scholarship scheme assigned.
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10. Scholarship and Fee Details
It is the provision for the student to check the outstanding dues, is any. The student will login
through their portal and click on the below tile.
On clicking the tile, the following screen is displayed.

Student have the option to view the following details –
1. Academic Fee Dues
2. Hostel and Mess Bill Details
3. Scholarship Payment Details
4. Bill Adjustment Details
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Academic Fee Details- To check the outstanding Academic Fees.
Hostel and Mess Bill Details-
Scholarship Payment Details- displays the details of the Scholarship Payment based on year and month.
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11. View Academic Calendar
The Student can view the Academic Calendar of events by accessing the View Academic Calendar
tile.
The student should select the Academic Year and Session and click on “Get Academic Calendar
Details” to view the Start and End Dates. These dates are maintained by the Academic
Section/UG Office.
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12. PhD Course Registration
Overview:
The process of Course Registration will enable the students to register for courses. This section
explains the course registration for PhD students.
Process Workflow – The approval goes through a parallel workflow for all 3 levels, where the
Instructor can only Approve/Reject. DCC Chair (Departmental Curriculum Committee Chair) &
Student’s Advisor can only reject. If no action is taken by the Advisor or the DCC Chair then the
course registration request is considered as “Approved” by the system after the course
registration period is over.
Student
Advisor Instructor DCC Chair
The course registration period is defined by the Academic Section. To get the details about the
period, please refer to the “View Academic Calendar” tile.
Prerequistes: 1) The Student should be mapped to their Faculty Advisor/Research Supervisor

since they are approvers in this process.
2) The Academic Section should open the course registration window.
Process:
The Ph.D. student will log in through his portal and click on the below Tile as shown below.
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On clicking the Tile, the following screen is displayed.
The header of the screen will display the Academic Year and the session for which the course is
registered for. The program of study of the Student is also displayed.
The Student will be able to register for courses for the current Academic Year and Session
during the course registration period. Once Student submits the request, corresponding
Workflow for the process is triggered.
The “Failed Course” section will display the failed courses of the Student.
The Student needs to select the Course Group from the drop-down option available. Based on
the module Pool selected list of courses pertaining to that Course Group will be displayed. The
Student will select the course for which he is registering for. If the Student tries to register a
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course that is already registered for in the previous semester, then a warning message will be
displayed.
Click on the
“Course Group,
Course” to
select the
module pool
from the drop
down
Click on “Add”
to choose the
selected subject
Student will be able to view all the details of the course - Academic Level, Course Credits
Faculty details, timeslot, course content and references once added in the list.
➢ On clicking the Details Tab, the following information is displayed
Click on
“Details” tab to
view the Faculty
details and
timeslot for the
course to be
registered for
➢ Students can view the course content and course reference by clicking on the course
code.
➢ Students can choose the course type as “RTP”, “Non RTP” or “Audit”.
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➢ The Student will be able to remove the course before submission by clicking on Remove
button
To submit the request for approval, the Student has to click on the “Submit” button. A warning
message would be displayed. The Student should click on Yes to continue or No to continue
editing.
Click on
“Submit” to
send the
request for
Approval
➢ Once the request is submitted the corresponding approval workflow will be triggered. The
Student will receive a system generated email notification once the request is submitted.
The Student will also be notified of the action(approval or rejection) taken by the approver.
➢ The Student will be able to view his previously approved requests for course registration
under the “Submitted Request” Section.
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➢ The Student can track the status of the course registration request by clicking on the “In
Progress” link under Status column. Approval action can only be done by the Instructor. For
rest of the approvers, it will be shown as “In Progress” unless they reject the request.
➢ The status for other levels will be updated to “Approved” after the course registration
period is over.
➢ Once the request has been approved and the Course has been successfully registered, the
same will be reflected in his Academic Work available under the ‘My Profile’ Tile.
➢ Students would be able to submit course registration request only when an advisor is
assigned to the students. Especially for the new students, department admins should
ensure that the students are mapped to faculty advisors.
Auto Approval for Course Registration – There will be specified time period for course
registration approval for students. If the request is not approved or rejected within that time
period, request will be auto approved.
If the DCC Chair and Advisor has not taken any action , then the auto approval program will
approve the course registration requests pending with them.
Program will be scheduled in background to process the same.
Reappearance, Substitution
➢ In case a student has failed a course, the Student will have an option to reappear for that
failed course. List of failed courses will be available to the Student on the screen.
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➢ Students can choose the “Reappear” button to add the failed course to the course list.
Students will only be able to register for the course if the course is being offered for the
current academic year and session.
➢ Substitution of a course with another lower credit course is not permitted for the research
students.
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13. Int. PhD Course Registration
Overview:
The process of Course Registration will enable the students to register for courses. This section
explains the course registration for PhD students.
Process Workflow – The approval workflow is different for students who have not been
mapped to a department yet.
The approval goes through a parallel workflow for all 3 levels, where the Instructor can only
Approve/Reject. Program Convenor can only reject. The request submitted by students who
have not been mapped to a department goes to the Program Convenor and the Instructor for
approval. If no action is taken by the Program Convenor then the course registration request is
considered as “Approved” by the system after the course registration period is over.
Student
Program Convenor Instructor Program Convenor
The request submitted by students who have been mapped to a department goes to the
Advisor of the Student, the DCC Chair of the Department and the Instructor for approval. If no
action is taken by the Advisor or the DCC Chair then the course registration request is
considered as “Approved” by the system after the course registration period is over.
Student
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2) The course registration window should be opened by the Academic Section.
Process: The Int. Ph.D. student will log in through the portal and click on the below Tile as
shown below.
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The Student will be able to register for courses for the current Academic Year and Session
during the course registration period. Once Student submits the request, corresponding
Workflow for the process is triggered.
The “Failed Course” section will display the failed courses of the Student.
Courses are organized into Hard core, Soft core, Projects and Elective course groups or module
pools. The module pools are list under “Course Group” option.
Following Credit Information is also displayed:
➢ Applicable credit & Credit available- Credit applicable & Available for that particular
semester
➢ Minimum Required sessional Credit- The minimum required sessional credits for
registration(i.e. the minimum required sessional credits that can be registered in a
semester)
➢ Overall Required Credit- The credit required for completion of the program/Degree.
➢ Completed Credits- Summation of the credits completed and cleared till the last
semester.
➢ Total Credits & Overall Credits - Credits that are selected for the current semester.
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Student will select the course for which he is registering for and click on “Add”. If the Student
tries to register a course that is already registered for in the previous semester, then a warning
message will be displayed.
Kindly note the module group you choose will define the course booking type like “Soft Core”,
“Hard Core” or “Electives”. The same course might be available in more than one group. For
Example, AE 262 might be available in Hard Core Pool as well as Institute Electives. Students
should be careful and should add the course from the correct pools. Same course might be a hard
core course for some while it might be electives for others.
Click on the
“Course Group,
Course” to
select the
module pool
from the drop
down
Click on “Add”
to choose the
selected subject
Student will be able to view all the details of the course - Academic Level, Course Credits,
Faculty details, timeslot, course content and references once added in the list.
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Click on
“Details” tab to
view the Faculty
details and
timeslot for the
course to be
registered for
code.
➢ Students can choose the course type as “RTP”, “Non RTP” or “Audit”.
button
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editing.
Click on
“Submit” to
send the
request for
Approval
➢ Once the request is submitted the corresponding approval workflow will be triggered. The
Student will receive a system generated email notification once the request is submitted.
The Student will also be notified of the action(approval or rejection) taken by the approver.
➢ The Student will be able to view his previously approved requests for course registration
under the “Submitted Request” Section.
period is over.
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➢ Once the request has been approved and the Course has been successfully registered, the
same will be reflected in his Academic Work available under the ‘My Profile’ Tile.
➢ Students would be able to submit course registration request only when an advisor is
assigned to the students. Especially for the new students, department admins should
ensure that the students are mapped to faculty advisors.
registration approval for students. If the request is not approved or rejected within that time
period, request will be auto approved.
If the DCC Chair and Advisor has not taken any action , then the auto approval program will
approve the course registration requests pending with them.
Failed Courses - Reappearance, Substitution
➢ In case a student has failed a course, the Student will have an option to reappear for that
failed course. List of failed courses will be available to the Student on the screen.
➢ Students from 2020 batch will be allowed to substitute a failed course with another course
by clicking on the substitute button.
➢ Following conditions should be satisfied -
o Substitution of a course with another lower credit course is not permitted for the
Student.
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o Substitution of a course is only possible with a course having credit greater than or
equal to the exiting one is possible.
o Provision for multiple substitutions for the same failed course is available for the
Student
o If Student has failed in a hardcore course, then substitution is not possible. The
Student has to reappear for the course.
o A softcore course can be substituted only with softcore course only
o An elective course can be substituted with either a department elective or an
institute elective
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14. PG Course Registration
Overview:
The process of Course Registration will enable the PG students to register for courses. Please
refer to the Student Handbook on IISc website for details on credit load per term.
Process Workflow – The approval goes through a parallel workflow for all 3 levels, where the
Instructor can only Approve/Reject. DCC Chair (Departmental Curriculum Committee Chair) &
Student’s Advisor can only reject. If no action is taken by the Advisor or the DCC Chair then the
course registration request is considered as “Approved” by the system after the course
registration period is over.
Student

2) The Academic Section should open the course registration window.
Process:
The PG student will log in to the portal and click on the following Tile as shown below.
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Click on the Tile to
register for courses
for current
Academic Year and
Session
Courses are organized into Hard core, Soft core and Elective course groups or module pools. The
module pools are list under “Course Group” option.
Kindly note the module group you choose will define the course booking type like “Soft Core”,
“Hard Core” or “Electives”. The same course might be available in more than one group. For
Example, AE 262 might be available in Hard Core Pool as well as Institute Electives. Students
should be careful and should add the course from the correct pools. Same course might be a hard
core course for some while it might be electives for others.
Following Credit Information is also displayed:
➢ Applicable credit & Credit available- Credit applicable & Available for that particular
semester
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➢ Minimum Required sessional Credit- the minimum required sessional credits for
registration(i.e. the minimum required sessional credits that can be registered in a
semester)
➢ Overall Required Credit- The credit required for completion of the program/Degree.
➢ Completed Credits- Summation of the credits completed and cleared till the last
semester.
➢ Total Credits & Overall Credits - Credits that are approved for the current semester.
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Student will select the course for which the Student is registering for. If the Student tries to
register a course that is already registered for in the previous semester, then a warning message
will be displayed.
Click on the
“Course
Group,
Course” to
select the
module pool
from the
drop down
Click on the
“Course” to
select the
required
course from
the drop down
Click on “Add”
to choose the
selected
subject
The Student will be able to view all the details of the course like- Academic Level, Course Credits,
Instructor details, timeslot, course content and references.
Click on “Details”
tab to view the
Faculty details
and timeslot for
the course to be
registered for
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code.
➢ Students can choose the course type as “Credit” or “Audit”.

button
editing.
Once the request is submitted the corresponding approval workflow will be triggered. The
Student will receive a system generated email notification once the request is submitted. The
Student will also be notified of the action(approval or rejection) taken by the approver.
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Click on
“Submit” to
send the request
for Approval
The Student will be able to view his previously approved requests for Submitted Request
period is over.
Once the request has been approved and the Courses has been successfully registered, the same
will be reflected in his Academic Work available under the Student Profile.
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registration approval for students if same has not been approved or rejected within that time
period that will be auto approved.
Students would be able to submit course registration request only when a advisor is assigned
to the students. Especially for the new students, department admins should ensure that the
students are mapped to faculty advisors.
Failed Courses - Reappear, Substitution
➢ In case a student has failed a course, the Student will have an option to reappear or
substitute that failed course. List of failed courses will be available to the Student on the
screen
➢ Students will also have to option to substitute the course with another course by clicking on
the “Substitute” button. Following conditions should be satisfied -
o Substitution of a course with another lower credit course is not permitted for the
Student.
o Substitution of a course is only possible with a course having credit greater than or
equal to the exiting one is possible.
o Provision for multiple substitutions for the same failed course is available for the
Student
o If Student has failed in a hardcore course, then substitution is not possible. The
Student has to reappear for the course.
o A softcore course can be substituted only with softcore course only
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o An elective course can be substituted with either a department elective or an
institute elective
➢ In the Term Transcript, information should be made available about the substituted courses
will be available.
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15. PG/PhD/Int PhD Course Dropping
Overview:
The process of Course Drooping will enable the UG students to drop the registered courses. There
are two type of Course dropping based on Timeline- ‘Dropping with Mention’ and ‘Dropping
without Mention’. If the Student drops the course within the time frame, it is dropping without
Mention. However, if the Student drops the course after the time frame, it is ‘Dropping with
Mention’ and the same will be indicated and specified in his Transcript.
Process Workflow – Same as Course Registration Process. Refer to the Course Registration
process for details.
Prerequisites: 1) The date should be opened by Academic Section.
2) The course has been registered by the Student.
Process:
The Ph.D. student will log in through his portal and click on the below Tile as shown below
Click on the Tile

indicated to drop
courses for
current Academic
Year and Session
On clicking the Tile, the following screen is displayed. On the screen, the type of ‘Dropping with
Mention’ or ‘Dropping without Mention’ will be specified.
Click on the Tile

indicated to drop
courses for
current Academic
Year and Session
The Student will be able to drop the registered courses for the current Academic Year and
session. Once he submits the request, corresponding Workflow for the process is triggered
Student will be having two options - to drop the course & to Change request
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Click on the
checkbox
corresponding to
the courses to be
dropped.
Click on “Request
Type select
Drop/Change
Request” to initiate
the process of
Dropping
Once Student Selects Request Type & Submits, it will trigger Parallel approval requests to
Advisor, Faculty & DCCChair
After submitting, Request will be as in- Progress until it is approved or rejected
Auto Approval for Course Dropping – There will be specified time period for course dropping
approval for students. If the approval request is not approved or rejected within that time period,
request will be auto approved.
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16. Course and Instructor Feedback
Before the commencement of the Examinations, student must have completed the Feedback
Process.
Ph.D. student will provide the feedback for the courses he has registered for in that Academic
Year and Session.
Student has to login and click on Tile “Enter Feedback”
On clicking the Tile, the below screen is displayed.
➢ Student needs to click on ‘Fill Feedback’ Form option to give the feedback for the
corresponding Course and Faculty. Once the Student has successfully submitted the
Feedback, status corresponding to that course will be displayed as Completed
➢ On clicking the Fill Feedback Form button, the following Screen is displayed
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Student will select his response from the drop down corresponding to the questions. The Ph.D.
Student will also be able to provide his comments and finally click on Submit to submit the
Feedback.
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17. Download of Term Transcript
➢ The student can download the Term Transcript once the result is published. Academic section
maintains the date in academic calendar enabling the students to view and download
transcript
➢ The Term Transcript is downloaded in PDF format. Please use Chrome browser to download
the transcript.
➢ The student will be able to download and view his Term Transcript until he becomes an
alumnus. Once he becomes an Alumni, he is deregistered from the system and will not have
access to the portal.
Student Dashboard to view the transcript
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Sample Transcript -
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18. Application for Leave
Ph.D. students will be able to apply for Leave for the following reasons.
1. Study Leave/Travel
2. Personal Leave
3. Break in Study (Medical)
4. Maternity Leave (Applicable only for Female Students)
5. Medical Leave
6. Internship
7. Collaborative Research Work
Kindly note that students cannot be able to apply leave for a past date. This is only allowed for
Study Travel/Leave option.
Student will provide all necessary details like - Duration of leave, date of leaving supporting
documents and submit the request for Approval.
➢ Workflow Process for Approval for Casual Leave
Student->Research Supervisor/Faculty Advisor/Program Convenor->Dept. Chair
The student will login through his portal and click on the below tile as shown below:
On clicking the Tile, following screen is displayed.
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Steps to be followed by the Student for taking Personal Leave
➢ The student will login through his portal and click on the below tile as shown below:
➢ On clicking the Tile, the following screen is displayed
➢ The student should select the type of leave he is availing for from the drop-down option
available.
➢ For Personal Leave, the student can check the leave balance pending for that Academic Year
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➢ For availing personal leave, attachment is not required. The student can Submit the request
for Approval from the approvers
➢ The workflow is as follows –

For Ph.D. Student :-
Student -> Research Supervisor->Dept. Chair
For PG Student :-
Student ->Faculty Advisor -> Dept. Chair
For Int. Ph.D. (Before Department Transfer) :-
Student ->Program Convener->Program Convener
For Int. Ph.D. (After Department Transfer) :-
Student -> Research Supervisor->Dept. Chair
➢ The student will be able to view the details of all the leave requests under “Leave History”
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Steps to be followed by the Student for undertaking Break in Study (Medical), Medical Leave,
Internship, Collaborative Research Work
The student should select the type of leave he is availing for from the drop-down option
available.
The student is required to give all the necessary details for the leave request. Student should
also attach supporting documents. An option is available for the student to attach supporting
documents while submitting the Leave.
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Steps to be followed by the student for undertaking Study Leave/Travel/Reimbursement under
GARP
Below Screen appears when student clicks on “Study Leave/Travel”, students should enter details
below and submit. Students have the option to select submit the request “Pre travel” or “Post
Travel”.
Attachment upload is mandatory for Study Leave for Travel. Please upload the relevant
documents in the upload section.
Fields for Travel & Other Expense Details: - Below screen appears when student click on Travel
& Other Expense Details
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Student should enter Expenses Entry – Agency Amount = GARP Requested from IISc as specified
in above screen. In case, any external agency is also sponsoring the same should be updated here.
Grant requested from IISc will be calculated accordingly.
*Note – Press Enter on your keyboard after entering the amount from external agency.
Additional Details: - In additional Details, if data is available it will be displayed, else fields will be
blank
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Once request is submitted it will trigger for further approval. After final approval, the GARP form
can be downloaded by the student from the portal for further processing.
Workflow Process for Approval above specified leaves

For PhD Students:
1) Leave Period less than equal to 3 months
Student->RS->Dept. Chair->Academics office-> DR Academics->Dean Science/Dean Eng.

2) Leave Period more than 3 months
Student->RS->Dept. Chair->Academics office-> DR Academics->SCRC Chair
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For PG Students:
Student->Faculty Advisor->DCC Chair->Dept. Chair->Academic Office->DR Academics->Dean
Student->Faculty Advisor->DCC Chair->Dept. Chair->Academic Office->DR Academics->SCRC
Chair
For Int PhD Students:
For first 2 years :
Student->Program Convener-> Program Convener ->Academics office-> DR Academics->Dean
After department transfer :
Student->Research Supervisor->Dept. Chair->Academics office-> DR Academics->Dean
For first 2 years :

Student->Program Convener-> Program Convener ->Academics office-> DR Academics->
SCRC Chair
After department transfer :
Student-> Research Supervisor ->Dept. Chair->Academics office-> DR Academics->SCRC Chair
Note: - Applying leave procedure is similar to other type of leaves and approval is as specified
for study leave only leave types are different
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19. Mess Information
Student will login to Portal & click on Tile “Mess Information”.
On clicking the Tile , following screen is displayed where the student will be able to view their
Mess Allocation details.
➢ If any Guest of student side is on premise, same will be maintained in Mess Guest charges
➢ Student mess details will be maintained in Mess allocation. If student wants to discontinue
from mess, student can sign off & date will be stored in sign off date. Student will not be
charged from Sign off date.
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20. Student Mess Change
Student has to Login and click on Tile “Change Mess”. Student would be able to request only
when the portal is enabled for the same.
➢ Mess date cannot be present date, else below error message will be displayed
➢ Date should be greater than today’s date
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➢ Date should be always 1st of month. Mess change can happen only on 1st of next month. If
student is applying for mess change, he cannot apply in between December month it should
be from January 1st
➢ On clicking the Tile, the following screen is displayed where the student can find the details
of the Mess ID and the ‘With effect from’.
➢ Once the student applies, the approval workflow is triggered according to the following
workflow.
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21. View Comprehensive Exam/Colloquium/Defense
Research students can view their comprehensive exam, colloquium and oral defence schedule
through specified tile below: -
These schedules are created by the Research Supervisor of the students.
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22. Thesis Title and Abstract
Research Students can update their thesis details using the following application.
Below screen appears where student should fill required details and submit. These details
would be available to the Research Supervisor of the student as well. Research Supervisor also
has the option to edit these details.
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23. Apply for Renewal of Scholarship/Financial Assistance/RAShip
This application allows the Research Students to request for following:
1. Request for Financial Assistance

2. Request for Research Associateship
3. Renewal of Scholarship Scheme (only for Int. Ph.D. who have completed 7 CGPA)
On submission of the request the approval process takes place and upon approval at all the levels
only the changes take place in the database.
Student will login to their portal and click on Apply for Renewal of Sch.Ship/Fin.Assist/RAShip as
below. After the approval is completed, students should apply for payment every month to
receive the payment.
Request for Renewal of Scholarship Scheme
• Int. PhD Students who have secured 7 CGPA and above are eligible to apply for Renewal
of Scholarship after completion of 2 years.
Student should select “Renewal” option from the dropdown. The screen will display the existing
scholarship scheme with the validity dates under “Assigned Scholarship” section.
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The screen will also display the applicable scheme after renewal. The Validity will be displayed as
well.
Student can then click on “Submit” to submit the request.

On successful approval at all the levels, student’s scholarship data would be updated. The
approval can be tracked from the “Overall Requests” Section.
Workflow for Renewal of Scholarship: -
Student->Research Supervisor-> Department Chair
Request for Financial Assistance
• PhD Students who have completed 5 years but not submitted thesis are eligible to apply
for Financial Assistance. They can request for 1 year in total.
• MTech (Res) Students who have completed 2 years but not submitted thesis are eligible
to apply for Financial Assistance. They can request for 6 months in total.
• Int. PhD Students who have completed 7 years but not submitted thesis are eligible to
apply for Financial Assistance. They can request for 1 year in total.
Student should select “Financial Assistance option” from the dropdown. The screen will display
the existing scholarship scheme with the validity dates under “Assigned Scholarship” section.
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The screen will also display the applicable scheme for financial assistance. By default, the validity
would be for 1 year, however, the dates are subject to change based on the action taken by the
approvers.
The student needs to select the Agency in the “Agency Description” dropdown.
From Date – Will be the new date which will be just next date from “To Date” of the previous
active record or the system date if the ‘To Date’ of the previous record is greater than the system
date.
To Date – Will be the new date which will be just 1 year from new “From Date” of the current
record.

On successful approval at all the levels, student’s scholarship data is updated. And it will make
the previous record scheme status as Inactive. The approval can be tracked from the “Overall
Requests” Section.
Workflow for Financial Assistance: -
Student->Research Supervisor/Faculty Advisor->DCC Chair->Department Chair->Academic
office->DR. Academic
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Request for Research Associateship (RAShip)
A student who submits a thesis for the degree within a defined time period from his/her date of
joining may be designated as “Institute Research Associate” from the date of submission of the
thesis for a maximum of 12 months.
Students eligible for RAShip can logon to SAP portal and apply for RAShip.
• PhD (Science) Students who have submitted thesis within 5 years are eligible to apply for
RAShip. They can request for 1 year in total.
• PhD (Engg) Students with ME/ M Tech, who have submitted thesis within 4 years and 6
months are eligible to apply for RAShip. They can request for 1 year in total.
• PhD (Engg) Students with BE/B Tech/MSc, who have submitted thesis within 5 years are
eligible to apply for RAShip. They can request for 1 year in total.
• Int. PhD Students who have submitted thesis within 7 years are eligible to apply for
RAShip. They can request for 1 year in total.
Student should select “Engagement for RA Ship” option from the dropdown. This option will
only be visible to the students after the Thesis Submission Date of the student is updated in SAP
by the thesis admin. In case, the date is not updated by the Thesis Admin, the students will not
get the option to apply for RA Ship. In such a scenario, students are requested to contact Thesis
Admin for Assistance.
If the date is available, the thesis submission date will be displayed automatically from the
system. Students needs to enter the thesis ID.
The screen will display the existing scholarship scheme with the validity dates under “Assigned
Scholarship” section.
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The screen will also display the applicable scheme for financial assistance. By default, the validity
would be for 1 year, however, the dates are subject to change based on the action taken by the
approvers.
The student needs to select the Agency in the “Agency Description” dropdown.
From Date – Will be the new date which will be just next date from “To Date” of the previous
active record or the system date if the ‘To Date’ of the previous record is greater than the system
date.
To Date – Will be the new date which will be just 1 year from new “From Date” of the current
record.

On successful approval at all the levels, student’s scholarship data is updated. And it will make
the previous record scheme status as Inactive. The approval can be tracked from the “Overall
Requests” Section.
Students also have the option to apply for renewal of RA Ship by following the same method.
Workflow for Research Associateship: -

Student-> Research Supervisor->Department Chair->Academic office->DR. Academic->Dean
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24. Request for Continuation/Upgradation/Downgrade
Upgradation
➢ A mechanism is provided to transfer motivated MTech/MDes students to the PhD

programme after completion of two terms.
➢ The minimum CGPA for eligibility is 7.5.
➢ Students pursuing M.Tech/M.Mgt/M.Des/M. Tech (Res) can request for Upgradation and be
upgraded to Ph.D. program, on completion of the requisite required for completion of their
current program
➢ After the successful Approval, the Student will be able to upgrade to Ph.D. Program. If
approved, the date of registration for the PhD programme will be the date of joining the
MTech/ MDes programme.
➢ The student will receive a scholarship of Rs. 31,000 p.m. with effect from the date of joining
MTech / MDes/ M.Mgt/M.Des/M. Tech (Res). An enhanced scholarship of Rs. 35,000 will be
paid on successful completion of the Comprehensive Examination or completion of two
years from the date of initial registration for M Tech / M Des, whichever is later.
Workflow Approval for Request for Upgradation Process

Student->DCC Chair ->Research Supervisor->Department Chair->Academic Office ->DR.
Academics->SCRC chair
Steps to be followed by the M.Tech/M.Mgt/M.Des/M. Tech (Res) Student
The student will login through his portal and click on the following Tile shown
On clicking the Tile, the following screen is displayed. Student should have completed 24 credits
& minimum 7.5 CGPA for applying for upgradation.
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➢ After the student provides all the necessary details, student should provide his reason for
Upgradation and upload the supporting documents for the same. There is an option available
for the Student to upload the supporting documents.
➢ After entering all the necessary details, the student will submit the Request for Approval.
Downgradation
➢ Students pursuing Ph.D. Science/Ph.D. ENGG. and Int. Ph.D. can request for Down-gradation
to be downgraded to PG programs
➢ The following criteria is needed to be fulfilled for the downgradation –
o Int. Ph D student should complete 64 credits with CGPA of 7 and above within two
years to exit with MS degree. The student can inform to co-ordinator to exit with
MS degree (no basket rule)
o Int. Ph D student should complete 64 credits and secured below CGPA of 7.0 not
eligible for PhD but, they can ask to go with MS (no basket rule)
o Regular Ph D students in the Science and Engineering need 12 credits with CGPA of
7.0 and above with Basket rule
o Direct Ph D students (Engineering) with BE/B Tech/MSc Qualification need 24
credits with CGPA of 7.0 and above with basket rule.
o Direct Ph D student (Science) with BE/B Tech needs 12 credits only PhD with basket
rule.
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➢ After the student provides all the necessary details, student should provide reason for Down-
gradation and upload the supporting documents for the same. There is an option available
for the Student to upload the supporting documents
➢ After entering all the necessary details, student will submit the Request for Approval
Workflow Approval for Request for Down-gradation Process
Student->DCC Chair ->Research Supervisor->Department Chair->Academic Office ->DR.

Academics -> SCRC chair
Steps to be followed by the Ph.D. Science/Ph.D. Engg. And Int. Ph.D. Student
The student will login through his portal and click on the below highlighted tile:
On clicking the Tile, the following screen is displayed
➢ Down-gradation and upload the supporting documents for the same. There is an option
available for the Student to upload the supporting documents.
➢ After entering all the necessary details, the student will submit the Request for Approval.
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➢ After the Final Approval from the SCRC Chair, the status of student changes to PG with
effect from the date of assignment and the status of the student will get updated in the
Student Profile.
Continuation
➢ M.Tech (Res) after completing their thesis can request to further continue to continue for a
PhD in the Institute.
➢ To be eligible, the candidate should have secured a CGPA of 7.5
➢ Student’s Thesis Submission must have been updated in SAP by the thesis admin.
➢ Student needs to choose the academic year and session & reason for continuation.
Workflow for Continuation: -
Student->DCC Chair->Research Supervisor->Dept. Chair->Academic Office->DR Academics->SCRC

Chair
➢ After receiving the approval of the SCRC, the candidate would be registered for PhD, which
would be provisional, subject to the award of the MTech (Res) degree.
➢ The date of registration for the PhD degree will be the date of submission of the MTech (Res)
thesis.
➢ The candidate is eligible for scholarship from the date of the PhD registration on the terms
applicable to students who register for PhD with an ME or MTech qualification.
➢ The candidate should complete the RTP by taking at least 12 additional credits, irrespective
of the number of credits taken at the MTech (Res) level.
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25. Department Transfer for Int. PhD Students
For the initial two years, the Int. PhD students are mapped to the respective Divisions. By the
end of the second year, all Int PhD students will have to inform the coordinator of the
Integrated PhD Program of the respective division of their decision to opt to continue towards
the PhD degree or towards the MS degree alone.
➢ Once the department is finalized, the student needs to perform the following steps in SAP as
well. The student needs to go to the following tile
➢ In the next screen, the current Academic Division and the name of program
convenor/coordinator of will be displayed. Student has to select the “Destined Academic
Department” from the drop box.
➢ The next step is to select the Research Supervisor. To do so, the student should click on the
“Assignment of Supervisor” button.
➢ In the next screen, the student has to select the “Prospective Supervisor” from the drop box
and click on “Assign” button.
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➢ The student should be able to see a success message on the top portion of the screen.
➢ Please click on “Back” button to come back to the previous screen.
➢ The student should click on “Submit For Approval” to submit the request for Department
transfer.
➢ This request will go for approval as per the following workflow –

Student->Program Convener->New Advisor from Destination Dept. ->Destination Department
Chair
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➢ The bottom section of the screen will show the “Submitted Requests” section. The student
can track the progress of the request by clicking on the hyperlink under “Overall Status”.
➢ Student’s department and advisor would be automatically updated after all approvals are
completed.
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26. Dues Clearance
There are two kinds of No Dues Clearance that are availed by the student
1. Annual No Dues
2. Final No Dues
Annual No Dues
➢ Annual No Dues clearance is not mandatory as on date.

➢ The student avails this to check his Dues for every Academic Year. After the student submits
the request for Clearance of Annual No Dues, the request is sent to Hostel (Asst. Registrar,
Hostel), Unit VC (F&A) – Tuition Fees, Unit VC (F&A) – Scholarship / SAF Loan, Unit VIB (F&A)
– T A Advances
➢ After the Approval from the Approvers, the Annual No Dues status will be visible to the
student.
➢ The Approvers for this process are-
1. Asst. Registrar, Hostel
2. Unit VC (F&A) – Tuition Fees
3. Unit VC (F&A) – Scholarship / SAF Loan
4. Unit VIB (F&A) – T A Advances
Steps to be followed by the Student
The Student will login through his portal and click on the below tile.
The following screen will be displayed to the student on clicking the above tile.
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➢ The Student will select the Dues Category as Annual No Dues, provide the Date of Leaving
and would be able to see Approvers with whom the clearance is required. To submit the
Request, the student will click on the “Submit” button.
Final No Dues
➢ Final No Dues completion is a mandatory step for a student to obtain the degree after completing the
program requirements.
➢ Final No Dues completion is also mandatory if a student wants to discontinue his/her studies at the
Institute. The student must submit the no dues clearance from all departments/Centres/Units for
further necessary action by the Institute.
➢ Final No Dues can be initiated by a student by logging on the SAP Portal. The request will be forwarded
to the respective departments for their Approval.
➢ The real time status of the Final No Dues request would be visible to the student, the student’s
Department and the Academic Section on the SAP Portal.
➢ Please note that there is no provision to download the No Dues Certificate from SAP since the
Academic Section can access the real time status of No dues of all the students in SAP.
➢ The Approvers for this process are-
1. Department Chair/UG Dean (as applicable)
2. Hostel (Asst. Registrar, Hostel)
3. JRD Tata Memorial Library (Librarian)
4. Gymkhana (Senior Sports Officer)
6. Unit VC (F&A) – Scholarship / SAF Loan
8. SERC (Office, SERC)
9. Office of Development and Alumni Affairs (ODAA)
10. Digits Office
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➢ The approval workflow is a parallel workflow which means the request would be triggered to all the
approvers simultaneously except to the Department Chair or the UG Dean.
➢ Kindly note that the Department Chair or UG Dean is always the last approver in the above workflow.
The No Dues request would only be triggered to the Department Chair or the UG Dean only after all
other 9 departments have approved the No Dues Request. So kindly monitor your request, and
request them for the final clearance after all others have cleared your request.
Steps for initiating No Dues
Step 1- Please logon to SAP portal and click on the “Apply for No Dues” Tile.
Note: In case you forgot your password for any reason, or your SAP User Id is locked due to failure in
multiple login attempts, please send email to: janmeyjay.raj@wipro.com or
mohammed.waseem6@wipro.com for assistance. Your password will be reset, and you will receive an
email from the team with the new password.
The following screen should be displayed -
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Step 2 – Please select “Final No Dues” as the Due Category and the academic year of graduation as the
“Academic Year”.
Date of Joining, Date of Thesis Submission (if available) and Fee Category would be auto populated from
SAP.
• The Date of Thesis Submission is mandatory if the Reason for Leaving is “Completed Degree”.
This should be updated in SAP by the Thesis Admin. If this is missing, then student will not be able
to submit No Dues Request.
Step 3 – Please enter the Date of Leaving, choose the Reason for Leaving and enter the Alumni ID.
• The Date of Leaving should be the last day of the student in IISc. Kindly enter the date carefully
since the scholarship eligibility will be updated accordingly. You will not be able to request for
scholarship for the period mentioned as “Date of Leaving”.
• If the Reason of Leaving is “Completed Degree” then the Alumni User ID is mandatory.
Step 4 – Please click on “Request to Refund Statutory and Library Deposit” to request for refund and click
on “Submit for Approval” for initiating the clearance process.
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You should get an email alert from SAP regarding the successful submission of the No Dues Request. A
sample email is as follows –
Step 5 – You should be able to view the progress of the request by clicking on the “In-Progress” hyperlink.
86
Steps for responding to No Dues request sent back for REVIEW
No Dues approval has a parallel workflow. In case, any further input is required from the student, the
approver would be sending the request back to student for “REVIEW”. The student needs to provide the
input and resubmit the request. No Dues clearance cannot be processed unless the student has
resubmitted the request pending with them for review.
The student would receive an email alert if a request has been sent back for review. A sample email is as
follows -
Step 1- To resubmit the request, the please click on the same tile, and click on the “In Progress” link for
the submitted request as displayed.
87
On clicking the link, the following details are displayed about the action of the Approvers. The student
may click on the Comments hyperlink corresponding to the “Review” Action.
On clicking the comments, following screen is displayed. The student will provide their comments and
click on “Submit for Approval” to resubmit the request.
88
A success message would be displayed once the request is successfully resubmitted.
Once all the departments approve the request, the progress status will change to “Completed”. The
Academic Section, Department Office and the Finance Section will have access to the live status of the
No Dues Request of all the students. Hence there is no need of No Dues Certificate.
Common reasons for REVIEW
SL Reason Sent for Review by Action to be taken by Student

No
1 Tuition fee not paid Scholarship Section Student needs to pay the tuition fee
amount mentioned by the
Scholarship Section in the review
note and share the receipt with the
Scholarship Section
2 Refund of Scholarship on Scholarship Section Student needs to refund the amount
Discontinuation of program mentioned by the Scholarship
Section in the review note and share
the receipt with the Scholarship
Section
3 Refund of Medical Scholarship Section Student needs to refund the amount
Insurance Premium on mentioned by the Scholarship
Discontinuation of program Section in the review note and share
the receipt with the Scholarship
Section
89
4 PMRF Recipients - No dues Scholarship Section PMRF recipients should obtain no
from Co-ordinator, PMRF- dues from pmrf@iisc.ac.in of IISc
IISc office
5 CSIR Scholarship Recipents Scholarship Section Recipients of CSIR Scholarship
- Informing CSIR about needs to provide consent of
discontinuation Academic section that CSIR is
intimated in this regard and
scholarship is de-activated in order to
issue no dues.
6 Date of Leaving is incorrect Scholarship Section, Students should be careful while
Hostel Office entering the Date of Leaving in the
no dues application.
27. Request for Discontinuation
➢ The application will allow the students to request for the discontinuation from the program
of study and leave the institute in between of the program without completion.
➢ It is mandatory to complete the final no dues before initiating the Discontinuation process.
➢ On the submission of the request with proper reason for the discontinuation, a workflow is
triggered for the approval.
➢ On successful approval at all the levels the students get de-registered from the program of
study and can leave the institute after completing the final no dues formality.
Approval Workflow
Student -> Research Supervisor ->Department Chair -> Academic Section ->DR. Academic
Steps to be followed by the Student
The student will login through his portal and click on the following Tile
90
It is mandatory to complete the final no dues before initiating the Discontinuation process. Once they
complete Final No dues, student can apply for discontinuation.
After the No Dues is completed, the “Date of Leaving

and “Final No Dues Status” would be displayed from the No Dues Request submitted by the
student. The student has to choose the reason for discontinuation, enter the comments/inputs
and submit the request for approval.
There is an attachment upload facility also provided to the students.
PG Students needs to provide inputs regarding return of scholarship. They should enter the
receipt number and attach the supporting documentation.
91
Students have to click on “Submit” button to submit the request for approval. The progress can
tracked via the “Submitted Request” section.
92
28. Annual Progress report
Research Students can submit Annual Progress report from their portal through the below tile
The student needs to select the Academic Year and click on “Fill Annual Progress Report” to
load the form.
The student needs to fill in the form. The “Research Training Program” part will be
automatically displayed from SAP.
Attachment upload functionality is also provided for uploading additional documents. The
student can click on “Submit” to submit the report.
The report will go through the following workflow for review –
Student->Research Supervisor->DCC Chair-> Dept. Chair
93
94
29. View Fee Structure
Students can use the following application to view the fee structure.
In the next screen student has to click on the double squares in the “Condition Type” field to
select the fee type.
The student has to select the fee type and click on the green tick.
The student has to press “Enter” on the keyboard to view further details.
In the next screen, the student has to select the following options to view the details.
95
• Registration Status – Attending
• Status Spec – ACTIVE
• Program Type – Choose as applicable
• Student Group – Choose the batch as applicable

• Academic Year – Choose the Academic Year as applicable
Click on “Execute” once the selection is completed.
96
The fee details will be available –
The student can repeat the same process to view the other types of fees.
97
Appendix A: Troubleshooting Section
Process Error Message Probable Reason and Solution

Course Registration Faculty Advisor not mapped A faculty advisor needs to be assigned to
Student. Student should contact respective
departments.
Course Dropping Change Request not allowed for Change request is not allowed for Reappeared
Reappeared courses courses
Course Feedback Feedback has been submitted Once submitted, student cannot submit
already for the selected Faculty and feedback for same course
course
Course Feedback No Faculty has been assigned to the Student cannot submit feedback for course for
selected subject which faculty is not assigned
Course Feedback Please fill all the questions in faculty Student cannot fill partially and submit feedback.
feedback. Thy need to fill completely and then submit
Please fill all the questions in course feedback.
feedback.
Student Leave Document type invitation letter is Invitation letter is mandatory for study leave
mandatory. travel.
Student Leave Attachment is mandatory Attachment is mandatory for all types of leaves
except personal Leave.
Student Leave Please enter valid contact number Contact number should be numerical
Student Leave Departure Time must be Equal to or Student travel date cannot be less, it should be
greater than 17.30 PM equal or greater than 17.30 PM.
Student Leave Your other leaves are overlapping Leaves cannot be applied for same date twice.
with current leave period
Student Leave Leave Quota is for x days Student cannot apply for leave more than quota
assigned for Medical, Break in studies, Personal
Leave & Maternity Leave
Upgradation You should complete 24credits and For upgradation, student should have completed
more CGPA should be 8.0 and more, 24 credits & 8 CGPA
currently you are having credits: 12
& CGPA X
No Dues You cannot submit ‘Annual No dues Student cannot submit annual no due after
as final no dues is already submitting final no due
submitted’ for the academic year
20XX-XX
No Dues Your final no dues has been already Final No dues can be submitted only once
submitted for 20XX-XX
Apply for scholarship Scholarship data is not maintained Scholarship data should be maintained
Payment
Apply for scholarship Scholarship Payment could not be Bank details should be maintained for students
payment processed as Bank details are not for applying payment of scholarship
available. Please update the bank
details or contact Finance and
98
Account section for further
assistance
Apply for scholarship Please submit the payment request Scholarship can be applied for present month it
payment after the last date of the current can be applied only for previous month
month
Apply for scholarship Student has already applied for Student cannot apply for scholarship twice for
payment scholarship amount same month
Apply for scholarship You can’t apply the scholarship for Student cannot apply for scholarship payment
payment the future date for future month
Mess Change Date should be first of month Student cannot apply mess change in mid-month
Mess change Date should be greater than Mess change cannot be applied for previous
today’s Date month
Request for You should complete final no dues Student should have submitted Final No dues
discontinuation before submitting discontinuation before applying for discontinuation
Request for You should return your scholarship Student should select check box of scholarship
discontinuation before submitting for returned & than enter receipt before
discontinuation discontinuation
Request for Please upload the document of Student should upload document of receipt for
discontinuation Receipt from IISC/Receipt for NEFT discontinuation
Transfer
Scholarship Activation Scholarship activation is not Scholarship activation is allowed only for
allowed for provisionally admitted confirmed students
student
Scholarship Activation Please update bank details before Bank details updation is mandatory for
activation scholarship activation
Scholarship Activation Please get the assignment of Research supervisor assignment is mandatory
Research Supervisor done before for activation of scholarship
activating Scholarship
Scholarship Activation Please upload external agency If scholarship sector is External, then attaching
sanction letter/Joining report. documents is mandatory
Identification of RS You are not allowed to nominate ERP student cannot request for RS they have to
Research Supervisor/ERP contact DCCChair for same
Supervisor/Co-supervisor. Please
contact DCC Chair
Continuation For Continuation you should have For Continuation student should have submitted
submitted the Thesis thesis
Continuation You should complete 12 credits and For Continuation Student should have
more CGPA should be 8.0 and more completed 12 credits & 8 CGPA else system will
not allow to request
99
Continuation Continuation is not applicable for MSc students cannot apply for Continuation
MSc
Downgrade For down gradation if the comments For Down gradation Comments and date for
and the date of submission is not submission is mandatory
there - Please provide the Inputs
Appendix B: SLcM Workflows

SI. Workflow Approval Levels for Workflow Approval Levels for Int.
No Process Process Step PG/PhD Ph.D.
1 Course Creation of New Instructor->DCC Chair - Instructor->DCC Chair/Int. Ph.D.
Management - Course PG/Ph.D. >Academic Office->DR. Academic Program Convener ->Academic Office-
PG & Ph.D. ->SCC Chair (Bulk approval) >DR. Academic
->SCC Chair
(Program convener and DCC chair are
one and same in case of Int. Ph.D.
Program)
Program convener for Division of
Physical and Math Science are same
whereas the program convener for
Division of Biological/Chemical science
are different
2 Course Course Mapping and Instructor ->DCC Chair Instructor ->DCC Chair/Int. Ph.D.
Management - Activation of Program Convener
PG & Ph.D. PG/Ph.D. Course
3 Course Course Registration Student ->Advisor Program convener and faculty advisor
Registration - PG/Ph.D. ->Instructor is one and same for first two years.
PG/Ph.D. ->DCC Chair Student->Instructor
->Faculty Advisor/Program
Convener
->DCC Chair/Program
Convener
After 2nd Year (After transfer of

Department)
Student-> Instructor
->Faculty Advisor/Research
Supervisor
->DCC Chair
100
4 Course Course Dropping Student ->Advisor Program convener and faculty advisor
Dropping - PG/Ph.D. ->Instructor is one and same for first two years.
PG/Ph.D. ->DCC Chair Student->Instructor
->Faculty Advisor/Program
Convener
->DCC Chair/Program
Convener
After 2nd Year (After transfer of

Department)
Student-> Instructor
->Faculty Advisor/Research
Supervisor
->DCC Chair
5 Examination Approval for Marks Instructor->DCC Chair - (Program convener and DCC chair are
Entered - PG/PhD >Academic Office one and same in case of Int. Ph.D.
->DR. Academic->SCC Chair Program)
Instructor->DCC Chair/Program
Convener ->Academic Office
->DR. Academic->SCC Chair
6 Examination Grade Change of Instructor->DCC Chair - (Program convener and DCC chair are
PG/PhD >Academic Office one and same in case of Int. Ph.D.
->DR. Academic->SCC Chair Program)
Instructor->DCC Chair/Program
Convener ->Academic Office
->DR. Academic->SCC Chai
7 Scholarship Scholarship For Ph.D :- For Int. Ph.D (Departmnt chair and
Activation PG/Ph.D. Student -> Research Supervisor- Program Convener is same)
after reporting to the >Dept. Chair->Academic Office- Student -> Research
Institute >DR. Academic Supervisor/Program Convener->Dept.
Chair->Academic Office->DR. Academic
For PG:-
Student ->Dept. Chair->Academic
office->DR. Academic
9 Scholarship Scholarship For Ph.D. :- For Int. Ph.D. :-

Attendance Approval Student->Dept. Admin->Research Student->Dept. Admin->Research
Supervisor->Dept. Chair Supervisor/Program Convener->Dept.
Chair/Program Convener
For PG: -
Student->Dept. Admin->Faculty
Advisor
->Dept. Chair
10 Scholarship Financial Assistance Student->Research Supervisor- Student->Research Supervisor->DCC

>DCC Chair->Dept. Chair- Chair->Dept. Chair->Academic Office-
>Academic Office->DR. Academic >DR. Academic
11 Scholarship Appointment of JRA Student->Research Supervisor- Student->Research Supervisor-
(Junior Research >Dept.Chair->Academic Office- >Dept.Chair->Academic Office->DR.
Associateship) >DR. Academic->Dean Academic->Dean
12 Scholarship Renewal of For Int. Ph.D. Student

Scholarship Student->Faculty Advisor/Research
Supervisor->Dept. Chair
101
13 SCRC Change/Addition in DCC Chair->Dept. Chair- DCC Chair->Dept. Chair->Academic
Guide or Research >Academic office->DR office->DR Academics->SCRC Chair
Supervisor Academics->SCRC Chair
14 SCRC Identification of Research Supervisor->Dept. Research Supervisor->Dept. Chair-
Senate Nominee Chair->Academic Office->DR >Academic Office->DR Academics-
Academics->SCRC Chair >SCRC Chair
15 SCRC Result of Research supervisor will upload Research supervisor will upload the
Comprehensive the report & select the option report & select the option Pass
exam -> Pass Pass
Research Supervisor->Dept.Chair-
Research Supervisor->Dept.Chair- >Academic Office->DR. Academic-
>Academic Office->DR. >SCRC Chair
Academic->SCRC Chair
Comprehensive the report and select the option report and select the option
exam -> Reappearance Reappearance
Reappearance
Research Supervisor->Dept.Chair Research Supervisor->Dept.Chair
Comprehensive the report and select the option report and select the option
exam -> Downgrade Downgrade Downgrade
Research Supervisor->Dept chair- Research Supervisor->Dept chair-

>Academic office->DR >Academic office->DR Academics-
Academics->SCRC Chair >SCRC Chair
18 SCRC Request for Student->DCC Chair->Research Student->DCC Chair->Research
Downgradation by Supervisor->Dept. Chair- Supervisor->Dept. Chair->Academic
Student >Academic Office->DR Office->DR Academics->SCRC Chair
Academics->SCRC Chair
19 SCRC Break in For Ph.D./Int. Ph.D. – For Ph.D./Int. Ph.D. (For first 2 years)
Study/Internship/Me Student->RS->Dept. Chair- Student->RS/Program Convener-
dical >Academics office-> DR >Dept. Chair->Academics office-> DR
Leave/Collaborative Academics->Dean Science/Dean Academics->Dean Science/Dean Engg.
Research Work/ Engg.
Maternity Leave (<=
3 Month)
20 SCRC Break in For Ph.D./Int. Ph.D. – For Ph.D./Int. Ph.D. (For first 2 years)
Study/Internship/Me Student->RS->Dept. Chair- Student->RS/Program Convener-
dical >Academics office-> DR >Dept. Chair->Academics office-> DR
Leave/Collaborative Academics->SCRC Chair Academics->SCRC Chair
Research Work/
Maternity Leave (>=
3 Month)
21 Student Leave Casual Leave PG Student(M.Tech, M Des, For Int. Ph.D. (For first 2 years)
Application (For M.Mgmt) - Student->Research
UG and PG Student->Research Supervisor- Supervisor/Program Convener->Dept.
Student) >Dept. Chair Chair
For M.Tech(Res)/Ph.D./Int.
Ph.D.:-
Student->Research Supervisor-
>Dept. Chair
22 Research Annual Progress Student->RS->DCC Chair-> Dept. Student->RS->DCC Chair-> Dept. Chair
Progress Report Report Submission Chair
102
23 No Dues a) Annual No Dues a) Annual No Dues Process:
Clearance Process 1. Hostel (Asst. Registrar, Hostel)
Process 2. Unit VC (F&A) – Tuition Fees
3. Unit VC (F&A) – Scholarship /
SAF Loan
b) Final No Dues Process:
1. Department Chair
b) Final No Dues 2. Hostel (Asst. Registrar, Hostel)
Process 3. JRD Tata Memorial Library
(Librarian)
4. Gymkhana (Senior Sports
Officer)
6. Unit VC (F&A) – Scholarship /
SAF Loan
8. SERC (Office, SERC)
9. Office of Development and
Alumni Affairs (ODAA)
10. Digits Office
24 SCRC Identification of Student ->RS->Department Chair- For Int. Ph.D. Students - The
Research Supervisor >Academic Office->DR. Academic assignment of Research Supervisor will
be offline process. The Department
chair of the identified dept. will be
responsible for assignment of RS.
25 SCRC Revocation of RS->Department Chair- RS->Department Chair->Academic
Registration >Academic Section->DR. Section->DR. Academic->Dean
Cancellation Academic->Dean Sc./Dean Engg.
26 SCRC Request for For PG/Ph.D. Student For Int. Ph.D. Student
Discontinuation by Student->RS->Dept. Chair- Student->RS/Program Convener-
Student >Academic Section->DR. >Dept. Chair->Academic Section->DR.
Academic->Dean Sc./Dean Engg. Academic->Dean Sc./Dean Engg.
27 SCRC Request for
Discontinuation of RS-> Department Chair- RS-> Department Chair->Academic
Student by Research >Academic Section-> DR->Dean Section-> DR. Academic->Dean
Supervisor Sc./Dean Engg. Sc./Dean Engg.
28 SCRC Request for Student->Program Convener->RS-
Department Transfer >Department Chair->SCRC Chair
of Int. Ph.D Student Student->Program Convener- (Before starting of this activity student
>RS->Department Chair->SCRC must have identified and assigned the
Chair new Research Supervisor)
103

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SAP SLcM (Student Lifecycle Management)

SAP S/4 HANA Implementation Project

User Manual for PG, Ph.D., Int. Ph.D. Students

Indian Institute of Science

In case of any discrepancy, kindly log a complaint/service request through Solman

Version Revision Date Revised By Description

AMS Academic Management System

AR Academic Assistant Registrar Academic Section

CGPA Cumulative Grade Point Average

DCC Department Curriculum Committee

DR Academic Deputy Registrar Academic Section

ERR Examination Result Registry

FICA Finance and Contract Accounting

HMS Hostel Management System

NON-RTP Non-Research Training Programme

RE-FX Real Estate Flexible Management

RTP Research Training Programme

SCC Senate Curriculum Committee

SCRC Senate Committee on Research conferment

SLcM Student Life Cycle Management

SOI Scheme of Instruction

TGPA Term Grade Point Average

JRA Junior Research Associate

1. Addition of new courses in SOI (Scheme of Instructions)

2. Change in Existing Courses.

Provisionally admitted students will be called for reporting to Institute.

3. Student Home page

Integrated PhD Student:

The purpose of this Tile is to view a student’s profile details.

3.1 Personal Details

3.2 Address Details

3.4 Academic Work

3.7 Scholarship Details

1) MOE – Mode of Entry like GATE, CEED, PMRF, KVPY etc...

3.8 Advisors Details

This section displays the advisor details of a student.

7. Identifying Research Supervisor/ Co Supervisor on SAP

Process: The Student has to navigate to My Profile > Scholarship Details.

Student -> Research Supervisor->Dept. Chair->Academic Office->DR. Academic

9. Student Scholarship Payment

Workflow for scholarship Payment

For Ph.D. Student: -

Student -> Dept. Admin ->Research Supervisor->Dept. Chair

Conditions to apply for payment of scholarship: -

On clicking the tile, the following screen is displayed.

Hostel and Mess Bill Details-

Advisor Instructor DCC Chair

Prerequistes: 1) The Student should be mapped to their Faculty Advisor/Research Supervisor

2) The Academic Section should open the course registration window.

➢ On clicking the Details Tab, the following information is displayed

Program will be scheduled in background to process the same.

Program Convenor Instructor Program Convenor

Advisor Instructor DCC Chair

2) The course registration window should be opened by the Academic Section.

On clicking the Tile, the following screen is displayed.

➢ On clicking the Details Tab, the following information is displayed

Program will be scheduled in background to process the same.

Failed Courses - Reappearance, Substitution

Advisor Instructor DCC Chair

Prerequistes: 1) The Student should be mapped to their Faculty Advisor/Research Supervisor

2) The Academic Section should open the course registration window.

On clicking the Tile, the following screen is displayed.

Following Credit Information is also displayed: