Help Manual For New College Application



Table of Contents

1. Minimum System Requirements 3

1.1. System Requirements 3

1.2. Software Requirements 3

2. Requesting for a New login ID 4

2.1. Open AICTE website in Internet Explorer 4

2.2. Register for New Login 4

3. Creating New College Application 6

3.1. Preparatory steps 6

3.2. Log into the AICTE Website (aicte-) 8

3.3. Open New College Application Part A (Application Stage) 9

3.4. Create New Application 9

3.5. Provide Part A details 11

3.5.1. Proposed Institute details: 12

3.5.2. Land Details: 13

3.5.3. Institute Building: 14

3.5.4. Fund Positions (Rs in Crores): 14

3.5.5. Provide the Contact Person details 15

3.5.6. Requested Programs 15

3.6. Provide Part B details 17

3.6.1. Head of Institute 18

3.6.2. Requested Courses 18

3.6.3. Faculty 19

3.6.4. Staff 19

3.6.5. Instruction Area 20

3.6.6. Laboratory 21

3.6.7. Computational Facilities 21

3.6.8. Library Facilities 22

3.6.9. Library Books 22

3.6.10. Carpet Area 22

3.6.11. Other Facilities 23

3.6.12. Payments 24

3.6.13. Instructions on Fee Payment modes 25

3.6.14. Process Fees References 28

3.6.15. Print Pay-In Slips 30

Minimum System Requirements

2 System Requirements

Ensure that your system complies with the following Desktop / Platform requirements -

Desktop minimum requirement - Pentium IV /512 MB RAM /160 GB HDD/ Monitor ( min 1024 X768 resolution), Standard Keyboard, Mouse, Multimedia etc

3 Software Requirements

• Microsoft Windows XP Professional SP2 or above with Internet Explorer 6.0 or above.

• Cumulative Security Update for Internet Explorer 6 Service Pack 2 (KB867801) or above is a prerequisite

OR

• Microsoft Vista with SP1 or above4 with Internet Explorer 7.0 and above

• Sun Java Runtime Environment (JRE) 1.5.0 or above is a prerequisite

• Java Script needs to be enabled

Requesting for a New login ID

5 Open AICTE website in Internet Explorer

Open the AICTE website. http:// aicte-

[pic]

6 Register for New Login

Click on [pic]

Enter the details on the User ID Request Form. Note that the fields marked with * are mandatory. After entering the correct information, click on [pic] on the bottom of the page. Your Username and Password will be generated by the system and send to you on the email ID provided on this form.

[pic]

Creating New College Application

8 Preparatory steps

The following documents must also be attached with the Part A submission. As a preparatory step, please create a folder in your system named “Application Part A Attachments” and place the below listed documents in this folder.

1. DPR attached as a pdf file.

2. Registration document of the Trust/Society indicating members of Society/Trust and its objectives and Memorandum of Associations, duly attested / certified by the concerned Authority.

3. Land document (s) showing ownership in the name of Trust/Society in the form of Registered Sale Deed/Irrevocable Gift Deed (Registered)/Irrevocable Government Lease (for a minimum period of 30 years) by the concerned authority of Government Or any other documents issued by the concerned competent authority establishing the ownership and possession of the land in the name of the applicant Society/Trust. In case, the land documents are in vernacular language, Notarized English translation of the documents shall be produced.

4. Land Use Certificate permitting the land to be used for educational purpose to establish a college, from the Competent Authority along with Topo-sketch/Village Map indicating land Survey No.s and a copy of road map showing location of the proposed site of the Institution.

5. Land Conversion Certificate permitting the land to be used for educational purpose to establish a college, from the Competent Authority along with Topo-sketch/Village Map indicating land Survey No.s and a copy of road map showing location of the proposed site of the Institution.

6. Khasra plan (master plan) to show that the land is contiguous.

7. Site Plan, Building Plan of proposed Institution prepared by a an Architect registered with Council for Architecture (COA)and duly approved by the Competent Plan Sanctioning Authority of the concerned State/UT administration.

8. Proof of working capital (funds) as stated in point 6 of 1.2, in the form of either Fixed Deposits in the bank of latest Bank Statement of Accounts maintained by the Society/Trust applicant in a Nationalised Bank or Scheduled Commercial Bank recognised by Reserve Bank of India, along with a certificate issued by the Branch Manager of the Bank.

9. Resolution of the Society/Trust, pertaining allocation of land/ building/ funds etc. to proposed Institution in the format1 prescribed on the web-portal.

10. Details of built up structure available exclusively for the proposed Institution at the permanent site. Safety and hygiene precautions ensured during partial occupation, if any, certified by the Architect registered with the Council of Architecture, New Delhi.

11. Floor Plans, Sections and Elevations of all existing Academic building including Area details certified by Architect registered with the Council of Architecture, New Delhi.

12. Phase-wise Plan of construction certified by Architect registered with the Council of Architecture, New Delhi.

13. Audited statement of accounts of the Society/Trust for last three years, if applicable.

14. Syllabus copy, certified by Registrar of affiliating University related to the courses applied for.

Before providing the Part B form details, keep the following documents ready in a folder named “Application Part B Attachments” and upload these attachments when you proceed with Part B submission.

1. Appointment letter, joining report and complete resume with photograph of Principal/Director

2. Proof of verification of completed building construction with respect to approved building plan, clearly stating readiness of Instructional, Administrative, Amenities and circulation area with respect to AICTE norms and safety & hygiene precautions ensured during partial occupation, if any, in a format3 as prescribed on the web-portal, duly endorsed by an Architect registered with Council of Architecture, New Delhi.

3. Stock Register of Equipment

4. Stock Register of Computers

5. Stock Register of System Software

6. Stock Register of Application Software

7. Stock Register of Printers

8. Proof of provision of Internet bandwidth in Mbps and contention ratio.

9. Accession Register for Library Books (Last 3 Pages)

10. Copy of Invoice/Cash Memo for equipments and Library Books

11. Details of International Journals subscribed

12. Details of National Journals subscribed

13. Details of E-Journals subscribed

14. Information regarding availability of potable water supply

15. Sanction of electrical load by electric supply provider company

16. Details of provision of backup power supply

17. Details of sewage disposal system

18. Details of telephone connections available at the proposed Institute

19. Details about boys & Girls hostel facility, if any.

20. Details of medical facility and counseling arrangements

21. Details of reprographic facility available for students

22. Details of transport facility available for students and staff

23. Details about Barrier free environment and toilets created for physically challenged

9 Log into the AICTE Website (aicte-)

Log into the AICTE website and login using the username and password in the respective places and click on [pic]

[pic]

Note: If you have not received your Username and Password then please contact the Helpline.

11 Open New College Application Part A (Application Stage)

After you have logged in, click on the [pic] tab on the top left hand corner.

[pic]

12 Create New Application

Click on the [pic] button on the top left hand corner. The following page will be displayed on clicking the [pic] button.

[pic]

For a fresh application, the Current Status will be “New”. It will change to “Submitted to RO” when the new application is submitted.

Application Number: This is an auto-generated number to identify your unique New College Application.

Institute Type: Select whether the type of institute is Technical Institute or Integrated Campus

Application Submission Date will be defaulted to the date on which the Application is submitted for RO approval. This is a system generated field.

Scroll down on the page and enter Applicant Organization details. Please enter the details of the Organization to which the applicant belongs.

[pic]

13 Provide Part A details

After completing the Applicant Organization details, please scroll down on the page to provide the Application Form Part A-1. The following details should be entered as a part of Part A of the form.

✓ Application Form

✓ Contact Person

✓ Requested Programs

Provide the details in the proposed college Application form Part A -1. These are the primary details that are necessary for a new college application. The different sub-sections in this form are explained below.

[pic][pic]

14 Proposed Institute details:

Provide the Institute Name along with the address details. The State has to be mandatorily selected for the proposed institute.

Identify the Type of the proposed institute from the following values:

✓ Owned by Govt

✓ Govt Aided

✓ Unaided-Private

Select the Status of Application Submitted to Affiliating University from the following values:

✓ Application submitted

✓ Application to be submitted

✓ Affiliation granted

✓ Affiliation declined

Select the Status of Application Submitted to State Govt/UT from the following values:

✓ Application submitted

✓ Application to be submitted

✓ Affiliation granted

✓ Affiliation declined

15 Land Details:

Provide the details of the land for the proposed College.

Select the appropriate Location for the land from the following values:

✓ Mega City

✓ Metro City

✓ Rural Area

Select the Type of land from the following values:

✓ Govt Lease

✓ Non Govt Lease

✓ Owned Land

✓ Gift Deed

✓ Other

Enter the Total Area of the land in Acres. If the area is insufficient, based on the location selected above, the system will post an error message in the box marked Area Error Msg at the top.

16 Institute Building:

Provide the details for the Institute building for the proposed college.

Select the Institute Building status from the following values:

✓ Available

✓ Under Construction

✓ Proposed

Provide the other details such as Total Carpet Area, Total Plinth Area, Number of floors.

17 Fund Positions (Rs in Crores):

Provide the fund position details for the proposed college. The Funds Allocated should be in accordance with the Location selected above. If the Funds are insufficient with respect to the type of location (Mega City, Metro City, Rural) then the system will log an error message in the box marked Fund Error Msg at the top.

Minimum Funds (Rupees in Lakhs) required for establishment of new technical Institution,

|Category of new Institution |Building Construction, Furniture, Equipment &|Fixed Deposit |Total |

| |Library and other facilities | | |

|Engineering & Technology |100 |35 |135 |

|Pharmacy |50 |15 |65 |

|Hotel Management & Catering Technology |50 |15 |65 |

|Architecture |50 |15 |65 |

|Applied Arts & Crafts |50 |15 |65 |

|MCA |50 |15 |65 |

|PGDM / MBA |50 |15 |65 |

18 Provide the Contact Person details

Click on [pic] tab to open the page for providing contact details.

Click on [pic] to add the contact details for the proposed institute.

[pic]

The fields marked with * are mandatory and should be entered by the user. To add on more than one contact details, click on [pic] button.

Click on [pic] to delete a contact and click on [pic] to save the changes.

19 Requested Programs

After completing the Contact Person Details, proceed to providing Requested Programs details. Click on [pic]

If the Institute Type for the college is “Technical Institution” then only one Program can be selected. If the Institute Type is “Integrated Campus” then you can request for multiple program.

Click on [pic] to add a “Requested Program”.

Select from the following values for Requested programs

✓ Engineering and Technology

✓ Management

✓ Pharmacy

✓ Applied Arts & Crafts

✓ Architecture & Town Planning

✓ Hotel Management & Catering

✓ MCA

For the selected program, provide the Course Duration in Days. Course duration can be entered as a number or can be calculated with the help of the online calculator by clicking on [pic].

[pic]

Select the Level for the course from the following values:

✓ Graduate

✓ Post Graduate

Enter Intake per Division and select the Number of Divisions for the program. The Total Intake is a system generated number, which will be the product of the Intake per Division and Number of Divisions.

After all the Part A forms are duly filled, please click on the Submit button on the top of the page to submit the online college application to RO. Once submitted, the status of the application will change to “Submitted to RO” and the online application will be available for RO’s review.

Please note that this is the procedure for completing the online application for New College. Additional steps need to be followed, such as physical submission of the form to RO to complete the procedure of new college application.

20 Provide Part B details

After you have submitted the application for a new college, the application will be reviewed by RO. The RO will scrutinize the application and upon confirmation of receipt of payment the status will be changed to “Recommended for Part B. When your application status is updated to “Recommended for Part B” you can proceed with providing the following Part B form details

✓ Head Of Institute

✓ Requested Courses

✓ Faculty

✓ Staff

✓ Technical Staff

✓ Instruction Area

✓ Laboratory

✓ Computational Facilities

✓ Library Facilities

✓ Library Books

✓ Carpet Area

✓ Administrative Area

✓ Amenities Area

✓ Circulation Area

✓ Other Facilities

✓ Hostel Facilities

In order to select your Application, please do the following:

• Log into the AICTE website using your username and password

• Click on [pic]

• Click on [pic] on the top of the page

• Enter your New College Application number in the Application Number field and click on [pic]

• Proceed with the below mentioned steps for providing data in respective fields.

21 Head of Institute

Click on [pic] to open the form for the Head of Institute for the new college. This information is mandatory for application of “New Integrated Campus”.

Click on [pic] to provide the details of the head of the institute. The fields marked with * are mandatory and should not be left blank.

[pic]

22 Requested Courses

Click on [pic] to enter the requested course details for the programs that have been set for your college in Part A.

Click on [pic] to enter the course details.

[pic]

Select the Program by clicking on the lookup symbol next to the program field. This will pop up a new window with the list of all the programs that have been set for this new college. Double click on the program for which the course details have to be entered. Select the other course details for the selected program and continue the process for all the programs that have been identified for the college.

23 Faculty

Click on [pic] to provide the Faculty details for the new college.

Click on [pic] to enter the details of the Faculty.

[pic]

Click on FY/Common Sub Teacher if the faculty will have a common subject in FY. If this is selected then select a subject in the FY Common Subject drop down box. The options for FY common Subject are

✓ Physics

✓ Computer Science

✓ Electrical

✓ Electronics

✓ Mathematics

Enter the other details for the faculty such as Course details, name of faculty, qualification details etc. Please note that the Surname and Given Name/First Name are required fields and cannot be left blank.

24 Staff

Click on [pic] to provide the Staff Details for the new college. Enter the non-teaching staff details on this form, such as Clerk, Accountant, etc.

Click on [pic] to enter the details of staff of the new college.

[pic]

Please note that the Surname and Given Name/First Name are required fields and cannot be left blank.

25 Instruction Area

Click on [pic] to provide the details for instruction area for the new college.

Click on [pic] to enter the new Instruction Area details.

[pic]

Select the course for which the instruction area needs to be provided. The list of courses saved for the new college application will be available for selection. Click on the lookup button in the Course field to get the list of valid courses.

Select the Area Type for the new course facility. Based on the Area Type, provide the Room Number and Carpet Area for the instruction area. If the area is insufficient then the system will log an error message stating that “Instruction Area Deficiency”.

26 Laboratory

Click on [pic] to provide the details for Laboratory for the new college if applicable.

Click on [pic] to provide details of the Laboratory of the new college.

[pic]

Select the course for which the laboratory detail needs to be provided. The list of courses saved for the new college application will be available for selection. Click on the lookup button in the Course field to get the list of valid courses.

Please note that the Laboratory Name is a required field and cannot be left blank for any row entered on this form.

27 Computational Facilities

Click on [pic] to provide the details of the computational facilities for the new college.

Click on [pic] to provide details of the computational facilities of the new college.

[pic]

Select the course for which the computational facility details need to be provided. The list of courses saved for the new college application will be available for selection. Click on the lookup button in the Course field to get the list of valid courses.

If the number given for the Facility Type is not sufficient then the system will log an error message.

28 Library Facilities

Click on [pic] to provide the details of the Library Facilities for the new college.

Click on [pic] to provide details of the Library facilities of the new college.

[pic]

Note that the Total Library Area in Sq M is a required field and cannot be left blank.

29 Library Books

Click on [pic] to provide details of Library books and journals.

Click on [pic] to provide details of the Library books and journals of the new college.

[pic]

Select the course for which the Library books details need to be provided. The list of courses saved for the new college application will be available for selection. Click on the lookup button in the Course field to get the list of valid courses.

Note that Subject is a required field and cannot be left blank.

30 Carpet Area

Click on [pic] to provide the carpet area details of the new college.

Click on [pic] to add a new Area Type. The following values can be selected from the Area Type drop down box.

✓ Administrative Area

✓ Instruction Area

✓ Amenities Area

✓ Circulation Area

[pic]

Provide the Area Type details for each of the Area Types selected. For each of the Area Types, provide the additional details in respective tabs by clicking on the Area Type.

31 Other Facilities

In order to provide details for other facilities, click on [pic] . Click on [pic] to enable the Other Facilities tab and select the check boxes for the facilities that will be made available in the new college. Note that Portable Water Supply and Electric Supply are required fields and the new college must provide these facilities.

[pic]

32 Payments

Click on [pic] to provide the payment details for the New College application fees.

Payments can be made using the online ePayment gateway or through Pay Order.

Select the appropriate mode of payment by clicking on the [pic] button.

Select the Mode of Payment from the dropdown box and select from the following values:

✓ Pay Order

✓ ePayment

If you select Pay Order then provide the details of the pay order in the box marked Payments.

[pic]

If you select ePayments then the fields in Payment group box will be grayed out.

Read the Terms & Conditions and click on the acceptance check box.

[pic]

Click on the [pic] link to open the payment gateway.

33 Instructions on Fee Payment modes

Instructions on Fee Payment modes for Applicants to pay to AICTE

1. In case you choose to pay through e-payment mode :

a. A confirmation of your having read the terms and conditions towards the payment over internet would be required for you to proceed further. You may confirm the same by clicking the check box, confirming “ I hereby confirm having read the terms and conditions towards the payment over internet and I accept the same.” To view the same, please click on the link on Terms and conditions available on same page.

b. You will then be redirected to ICICI Bank Payment gateway, wherein you will be required to enter the Credit/Debit Card* details before confirming the payment. The amount payable shall include fees payable to AICTE along with additional convenience fees for availing this online payment facility. (Same as of now would include a convenience fee of 2.25% of the transaction amount and a service tax of 10.30% on this convenience fee)

c. On our confirming payment of this total amount, you would then be prompted to enter 3D verification details of your card for necessary validation of the card.

d. Post validation of details provided, you will be redirected back to AICTE server, where in case of successful payment, your payment status would change to Payment Received.

e. In case of unsuccessful payment because of invalid details provided or declining of the transaction by the card issuing bank, you may reattempt the same with corrective action at your end or chose the alternate option to pay through Pay order mode.

2. In case you chose to pay through Pay Order Mode :

a. The screen displays the total amount for which the Pay order is to be made. Please get a Pay order issued in the name of “Member Secretary- AICTE” from a Scheduled Commercial Bank payable at the location in which you shall deposit it in the nearest ICICI Bank branch. Keep the same ready for filling in the online details on the AICTE Website. The total amount of pay order includes Base fee payable to AICTE and Rs.100/- towards bank charges.

b. After you obtain the pay order, login to the payment page again & choose “payment through pay order option”.

c. Input details of the Pay order in the fields provided in the form and click on Generate Pay in slip. Please refer to section 3.6.15 for detailed instructions about generating Pay in slip.

d. Take a printout of this Pay in Slip and attach Pay order with the Pay in Slip.

e. Walk into any at ICICI Bank Branch (     Click to know branch location details) for depositing this Pay order along with Pay in Slip.

f. Please write the application number (as printed on your Pay in Slip) on the back side of the Pay order also. The ICICI Bank branch will give back the duly stamped AICTE and Applicant copy of the Pay in Slip to you for record purposes.

g. Final Payment Confirmation at AICTE end is subject to clearance of the Pay order submitted by you and confirmation of the same by ICICI Bank to AICTE.

h. Re-login to the AICTE website 3-4 days after the Date of submission of Pay order at the branch to confirm your payment status. (#)

i. If confirmed, the payment receipt status on the application module shall be automatically shown as ‘payment received’

* Credit Cards issued by Master or Visa and VISA Debit cards of select banks namely, ICICI Bank, HDFC Bank, State Bank of India, Axis Bank, Andhra Bank, Barclays Bank Plc, Canara Bank, City Union Bank Ltd, Corporation Bank, Deutsche Bank AG, GE Money Financial Services Ltd, Indian Overseas Bank, Kotak Bank - Virtual card, Standard Chartered Bank, Syndicate Bank, The Federal Bank Ltd & The Karur Vysya Bank Ltd as of now.

# Updation of payment status in case of payment through Pay order may take some time as same is subject to realisation of actual funds into AICTE account.

34 Process Fees References

|Application |Payments |Payment on portal |

|The applicant fills in application for approval|The applicant to pay processing fee (100,000/-|"Payments " tab in "New College" screen |

|of 'New Institution / Integrated Campus / New |or 80,000/-**) before submitting online | |

|Institution with Foreign Collboration' on |application(Part A) using ePayment or Pay Order| |

|AICTE web portal. | | |

|The applicant has already Pending application |The applicant submit an online application |"Payments " tab in "New College" screen |

|with AICTE for approval of 'New Institution / |using AICTE Web Portal | |

|Integrated Campus' | | |

| |The applicant checks 'Pending Application' flag| |

| |and provide 'Application Ref #' for the pending| |

| |application in the online form | |

| | | |

| |Applicant attaches scanned receipt of the | |

| |earlier payment(s) for the pending application | |

| | | |

| |The applicant shall pay 'Rs 10,000/-' using | |

| |ePayment or Pay Order (This amount shall be | |

| |adjusted while calculating total processing | |

| |applicable case by case during Scrutiny | |

| |Committee meeting) | |

|The applicant fills in an application for |The applicant fills online application form in|"Earnest Money Payments" tab in "Extension |

|Extension/addition of Intake/Closure/ PIO/NRI |section "Application Details" |Approval" screen |

|approval on AICTE web portal | | |

| |The applicant pays Rs. 10,000/- as an EMD | |

| |(Earnest Money Deposit) using ePayment or Pay | |

| |Order , (This amount shall be deducted from | |

| |total Processing Fee as under) | |

| | | |

| |Upon successful payment of EMD remaining | |

| |sections of the online application shall be | |

| |editable for the applicant. | |

| |The processing fee amount shall be calculated |"Processing Fee Payments" tab in "Extension |

| |based on the type of application the applicant |Approval" screen |

| |chooses to apply for (i.e. Extension, Closure, | |

| |Addition of Intake, Addition of NRI/PIO Seats) | |

| | | |

| |The applicant pays the Processing Fee using | |

| |ePayment or Pay Order. | |

35 Print Pay-In Slips

(Pay-In Slips to be printed when payment is made by Pay Order)

The detail process to generate a Pay-In slip is as given below.

Please read through the instructions in section 3.6.13 for Pay order mode.

1. Enter Login & Password details.

2. Go to appropriate process screen, eg. Extension Approval Screen.

3. Go to Payments Tab.

4. Fill in Payment related details.

5. Click on Reports icon.

[pic]

6. Select Pay In Slip from the dropdown.

[pic]

7. A Small Pop-up window appears.

8. Select Pdf from the dropdown for column ‘Picklist values’.

9. Click on 'Submit' button. (Note: Sometimes, the popup does not display the submit button. In that case expand pop-up window until the submit button is visible)

[pic]

10. A file download window appears, asking you to ‘Open / save on download’.

11. Click on ‘Open’, this is where Pay in Slip opens up.

[pic]

12. Print the same

[pic]

13. Sometimes, you might find that in step 11, when you click on ‘Open’ or ‘Save’, the pay in slip doesn’t get displayed and the smalled windows, that had popped up do not respond. In such cases, the user is required to close these pop-up windows in the system. (Pls do not close the main application window)

14. Go to reports and click “My BI Publisher Reports” as given below.

[pic]

15. Click on the “Payment Receipt” link and you will be able to download the Pay in Slip.

[pic]

16. Print the same

[pic]

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