The University

and College
Management
System (UCMS)
The UCMS unifies and integrates the functioning
and the governance of all collages and public uni-
versities in the state bringing all of them under one
umbrella.

by:
Hunnarvi Technologies Pvt. Ltd

November 15, 2024

The University and College Management System (UCMS)
Table of Contents

1 Introduction ..................................................... 3

2 ERP Module ..................................................... 5

3 Login Module .................................................... 6

3.1 Login Page ................................................... 6
3.2 Login process Flow ........................................... 7
3.3 New Registration Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

4 Registration Page ................................................ 9

4.1 Course and College Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
4.2 Category/Special Category Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
4.3 Address Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
4.4 Previous Education Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
4.5 Application Preview Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
5 College . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

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The University and College Management System (UCMS)

1 Introduction

• The website for the Unified University and College Management Sys-
tem(UCMS) outlines a comprehensive platform created by the Depart-
ment of Higher Education, Government of Bihar.
• This system aims to streamline and digitize the management of public
universities and colleges in Bihar, centralizing admissions, examina-
tions, degree awarding, faculty management, and more.
• UCMS facilitates smoother administration and data sharing, benefit-
ing students, parents, faculty, and administrators.
• The project is developed in partnership with the Centre for Smart Gov-
ernance and supports over 24 universities and thousands of students
and faculty members. For more details, visit UCMS Bihar.

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The University and College Management System (UCMS)
Users visit the
Registration Page.

Email ID Input Field

Back to E-mail Input field

User enters their
email address.

No

Display an error
message

Is the email Already

valid? Applied?
Click Link

No

Yes
Yes

Process to Generate OTP Redirect user to the Login-Page

login page.
User clicks "Generate OTP".

OTP is sent to the

provided email.

Was the OTP

sent
successfully
?

Display error
No message and
prompt to try again.
Yes
Proceed to OTP field.

OTP input field appears.

User enters the User clicks "Resend OTP" if needed.

received 6-digit OTP

User clicks "Validate OTP".

New OTP sent to the email.

Does the
OTP User clicks "Resend OTP" if needed.
match?

Display error message.

Yes No
Option to retry or click
"Resend OTP".
Main Registration Form
Displayed

Back to previous page

Course and College Category/Special

Details Category Details
Address Details
Rest Address Details
Form Category Selection:
Rest
Form
Choose category: Return to Section 1
Previous Yes
(Course and College
Registration Details General Yes
SC Details).
ST Is
Clear All EBC/BC-I Category
Fields? BC/BC-II selected? Click “Back” Clear All
EWS Button Fields?
PH/PWD
Yes Others
Yes
confirmation prompt No
Already
Yes
before clearing. confirmation prompt
registered before clearing.
with NOU?
Click “Clear” Special Error Message:
Button Categories (For "Please select a Differently Click “Clear”
each special category." Abled Type: Button
Additional field category, the Dropdown
No appear for the Yes Optional following steps (Visual
previous are taken): Impairment, Optional
registration details: Hearing Optional
Yes
Impairment,
Mobility
Differently Abled
Registration Number
Are All No

No Fields Impairment) Are all

Valid? Skip to next Percentage of mandator
User enters the Disability:
No
y fields
previous registration special
Display Are you category Numeric Field filled?
number error Differently Display
message. Abled? error
message.
Click on “Save
Cheak for valid fields and Next” Click on “Save
and Next”
Previous
Registration Minority
number Validate Auto filled Details Verify all fields
Valid? Yes
Verify all fields

No additional
Do you Skip to fields are
Proceed to Course & Auto fill the Registration next
details like.(Personal belong to a No required.
Study Centre No Yes
Minority? special continue to
Details Details, Previous category
education Details, etc.) next special
category

User Enter Details

Sports
Yes

Sports Name:
Course & Study Centre Details Personal Details Document Uploads Applicant Login Information Skip to next Text Input
Do you special
have (e.g., Football,
No category Basketball)
Sports
Achieveme
nts?
Session* Aadhar Proof* Username*
Admission Year* Dropdown to select the File upload for Aadhar Pre-filled with email ID, with
Dropdown to select the session (e.g., 2024-25, 2025- document (PNG, JPG, PDF, confirmation input.
academic year (e.g., 2024, 26). max 2MB). Password*
2025). Student Name* Photo* Password input with security Yes
Programme Type* Text input field for full name. File upload for passport-size criteria (min. 8 characters, 1 Athlete
Dropdown to select program Student Name (Hindi) photograph (PNG, JPG, max uppercase, 1 lowercase, 1 No
type (Undergraduate, Text input field for name in 1MB). digit, 1 special character). Athletics
Postgraduate, Diploma). Hindi. Signature (English)* Confirm Password* Name: Text
Programme* Re-enter password to Skip to next Input (e.g.,
Father’s Name* File upload for signature in special
Dropdown to select specific Text input field. English (PNG, JPG, max 1MB). confirm. Have you Running,
program (filtered based on category Javelin)
Mother’s Name* Signature (Hindi)* participate
Program Type). Text input field. File upload for signature in d in
Course* Date of Birth (DOB)* Hindi (PNG, JPG, max 1MB). Athletics?
Dropdown to select specific Date picker with age
course within the chosen validation.
programme. DEB ID
Study Centre* Text input for DEB ID.
Dropdown to select the DEB ID Proof* Cultural
preferred study centre File upload for DEB ID proof Program Yes

(filtered based on the (max 1MB). No

selected Course). Mobile Number* Cultural
Text input field, validated for Program
correct format. Name: Text
Email* Skip to next Input (e.g.,
Text input field, auto-filled (if Have you special Drama, Dance, Validate Details
previously provided). participate category Music)
Aadhar Number* d in
Text input field for 12-digit Cultural
Aadhar number. Programs?
Gender*
Dropdown menu (Male,
Female, Other).
Marital Status* Validate Details
Dropdown (Single, Married,
Divorced). Fine Arts Yes
Employment Status*
Dropdown (Employed, No
Unemployed). Fine Arts
Religion* Skip to Name: Text
Dropdown (Hindu, Muslim, next Input (e.g.,
Do you special Painting,
Christian, Other). have Fine
Nationality* category Sculpture)
Arts
Dropdown to select Achievem
nationality. ents?
Urban/Rural*
Radio buttons (Urban or
Rural).
Yes

Army
No
Role Name:
Text Input
Skip to (e.g., Army
next Officer,
Are you special Dependent,
associated category Veteran)
with the
Army?

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The University and College Management System (UCMS)

2 ERP Module

ERP
MODULES

ADMISSIONS
Streamlining student 1
applications and enrollment.

EXAMINATIONS
2 Managing exam schedules,
results, and assessments.
STUDENT
INFORMATION SYSTEM
Tracking student data, 3
progress, and academic
records.
FACULTY
MANAGEMENT
4 Handling staff details, roles,
and assignments.

FINANCE AND
ACCOUNTING
Overseeing financial 5
transactions, fees, and
budgets.
ADMINISTRATION
6 Facilitating university-wide
Hunnarvi Technologies Pvt. Ltd coordination and resource
allocation.

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The University and College Management System (UCMS)

3 Login Module

3.1 Login Page

The UCMS login page serves as the primary access point for all users, in-
cluding students, faculty, and administrators. The page includes:

1. Username Field: A text input where users enter their unique identi-
fier, such as a registered email address or university-provided user-
name.
2. Password Field: A secure password field where users input their ac-
count password. Passwords are masked by default to prevent unau-
thorized viewing.
3. Forgot Username or Password Link: An option allowing users to
reset their password and helping to find out username. Clicking this
link prompts the user to enter their registered email for verification
and password recovery instructions.
4. Student Application/Registration Link: This hyperlink “Student
Application/Registration”, navigates users to the registration page.
By clicking on this link, new users are redirected to a registration
form for account setup and application submission.
5. User Experience Enhancements:
• Error Messages: If incorrect login credentials are entered, the
system provides an error message, such as "Invalid username
or password. Please try again."
• Session Timeout: For security, a session automatically ex-
pires after a set period of inactivity, requiring the user to re-
authenticate.

Figure 1: Login Page (University And College)

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The University and College Management System (UCMS)

3.2 Login process Flow

User Access Login

New Applicant ?
Page

New Applicant
Regestration
Process
Input Credentials
Complete Registration (UserName & Back To Input
Password)

Password Reset page

load. Enter Registered
Email ID. New password
is shared to the
registered Email ID.

Click "Login" Button

Yes

Forget Password?
Optional Path
Credentials Valid?

Yes No

Display Error
Access Granted Message

Navigate
Dashboard

Figure 2: Login process

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The University and College Management System (UCMS)
3.3 New Registration Process Flow

Access Registration New Applicant ?

Page

Fill the application

form
Back To Input

If
any
mandatory field is
empty/ duplicate/ Invalid
information ?

Preview Display Error

No Yes
Registration Form Message

Complete Registration
Back To Pay the
Registration Fees

Payment
Successful?

Display Payment
Display Payment Success message
Yes
Unsuccessful No and Submit
Message registration form

Figure 3: New Registration Process Flow

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The University and College Management System (UCMS)

4 Registration Page

Figure 4: New Registration Page(1)

1. Email ID Input Field:

a. A text field where users input their email address to start the
registration process.
b. This email serves as the primary contact for OTP verification
and future account notifications.
2. Already Applied? Login Here Link:
a. This hyperlink allows users who have already completed the
application process to return to the login page.
b. Clicking on this link navigates users back to the main login page,
simplifying the transition for returning users.
3. Generate OTP Button:
a. Once the email is entered, users click the “Generate OTP” but-
ton to initiate OTP generation.
b. An OTP is sent to the provided email address, ensuring that only
users with access to this email can proceed with the registra-
tion.

Figure 5: New Registration Page(2)

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The University and College Management System (UCMS)
4. OTP Field
a. After the OTP is generated, an OTP input field appears next to
the email field, prompting users to enter the OTP they received.
b. This step ensures that only verified users can proceed with the
registration process.
5. Validate OTP Button:
a. Once the OTP is entered, users click this button to validate the
OTP.
b. If the OTP matches the generated code, the system confirms
verification and proceeds to display the main registration form.
6. Resend OTP Button:
a. If the OTP expires or the user did not receive it, they can click
the “Resend OTP” button to generate a new OTP.
b. This button helps ensure that users can complete the registra-
tion process even if there were delivery issues with the original
OTP.
7. Main Registration Form
a. After successful OTP validation, the main registration page is
displayed.
b. This form may contain fields for additional user details required
to complete the application, such as personal information, con-
tact details, and course preferences.

The registration process consists of four sections. You must complete

each step before moving to the next.

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The University and College Management System (UCMS)
4.1 Course and College Details

This section captures fundamental details needed for registration, includ-

ing previous registration status, course preferences, personal information,
document uploads, and login credentials. All fields in this section are manda-
tory, and users can only proceed to the next section after saving and vali-
dating all required data.

Figure 6: Course and College Details Page

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The University and College Management System (UCMS)
Previous Registration Details

• Already registered with NOU?:

– Radio buttons for Yes or No selection.
– If Yes is selected, the system may prompt additional fields for
details about the previous registration or may reference a pre-
existing profile, ensuring accurate record linkage.

Course and Study Centre Details

This subsection is for choosing the academic details related to the program
and study center.

• Admission Year*: Dropdown menu to select the academic year for

admission (e.g., 2024, 2025).
• Programme Type*: Dropdown to select the type of program (e.g.,
Undergraduate, Postgraduate, Diploma).
• Programme*: Dropdown to select the specific program (e.g., Bach-
elor of Science, Master of Arts). This list is filtered based on the se-
lected program type.
• Course*: Dropdown to choose the course within the selected pro-
gram (e.g., B.Sc. in Physics, M.A. in English).
• Study Centre*: Dropdown to select the preferred study centre (col-
lege) where the applicant intends to enrol. The list may depend on the
selected course, ensuring only available study centres are shown.

Personal Details
Collects essential personal and identification information to ensure unique
identification of the applicant.

• Session*: Dropdown to select the session .

• Student Name*: Text input field for the full name of the student as it
appears on official documents.
• Student Name (Hindi): Text input for the full name in Hindi.
• Father’s Name*: Input field for the full name of the father.
• Mother’s Name*: Input field for the full name of the mother.
• Date of Birth (DOB)*: When the user clicks on the date picker, only
dates from a specified range are selectable.For example, If the mini-
mum age requirement is 18, the date picker will automatically disable
all dates that would result in an age less than 18 years from the cur-
rent date.
• DEB ID: Text input for a unique DEB ID used for result publishing. An
adjacent help icon or link may provide instructions on creating a DEB
ID.

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The University and College Management System (UCMS)

• File upload for DEB ID verification (accepted formats: PNG, JPG,

with a maximum size of 1MB).
• Mobile Number*: Input field for the applicant’s mobile number, vali-
dated for proper format (e.g., 10-digit format for Indian numbers).
• Email*: Email field, automatically filled if the applicant’s email was
provided earlier.
• Aadhar Number*: Text input for the 12-digit unique Aadhar number
for identity verification.
• Gender*: Dropdown menu for selecting gender (e.g., Male, Female,
Other).
• Marital Status*: Dropdown to select marital status (e.g., Single, Mar-
ried, Divorced).
• Employment Status*: Dropdown for employment status (e.g., Em-
ployed, Unemployed).
• Religion*: Dropdown to select the applicant’s religion (e.g., Hindu,
Muslim, Christian, Other).
• Nationality*: Dropdown to select nationality, typically listing the ap-
plicant’s home country.
• Urban/Rural: Radio buttons to select either Urban or Rural area, in-
dicating the applicant’s residence area type.

Document Uploads This section requires applicants to upload essential doc-

uments for identification and verification purposes. Each upload field in-
cludes size and format restrictions to ensure compatibility.

• Aadhar*: File upload field for the Aadhar document in accepted for-
mats (PNG, JPG, PDF, max 2MB).
• Photo*: File upload field for a recent passport-size photograph of the
applicant (PNG, JPG, max 1MB).
• Signature (English)*: File upload for the applicant’s signature in En-
glish (PNG, JPG, max 1MB).
• Signature (Hindi)*: File upload for the applicant’s signature in Hindi
(PNG, JPG, max 1MB).

Note: Each file upload field includes specific instructions and file size limits.
If an incorrect file type or size is uploaded, the system will prompt an error,
and the applicant must re-upload a compatible file.

Applicant Login Information This section creates the applicant’s login cre-
dentials to access the portal securely.

• Username*: Email ID, automatically set as the username. The appli-

cant must enter the email ID again here to confirm and ensure con-
sistency.

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The University and College Management System (UCMS)

• Password*: Password field with specific security requirements, such

as:
– Minimum of 8 characters.
– Must contain at least one uppercase letter, one lowercase letter,
one digit, and one special character.
– An inline password strength indicator may be provided to guide
the applicant
• Confirm Password*: Password confirmation field to re-enter the pass-
word, ensuring the entries match.

Password Guidelines: Clear instructions on the password requirements

are provided, and any mismatch or missing criteria prompt an error mes-
sage, helping the applicant create a secure password.

Buttons and Navigation

• Save and Next:

– Once all mandatory fields are filled, the applicant clicks Save and
Next to save data for this section and move to Section 2.
– Validation Check: The system performs a validation check on all
required fields and file uploads to confirm completeness and proper
formatting.
– Error Messages: If any field is missing or incorrect, an error mes-
sage highlights the issue, and the user cannot proceed until it is
corrected.
• Clear:
– Clears all fields in this section. A prompt appears before clearing
to prevent accidental loss of data.

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The University and College Management System (UCMS)
4.2 Category/Special Category Details

This section is used to capture specific category information and details on

any special categories the applicant may be eligible for. Based on user re-
sponses, additional fields will dynamically appear for more detailed infor-
mation.

Figure 7: Category/Special Category Details Page

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The University and College Management System (UCMS)
Special Categories For each special category below, if the user selects "Yes",
additional fields will appear to collect further information.

1. Are you a Differently Abled?

a. Yes/No: Radio buttons to indicate whether the applicant is dif-
ferently abled.
b. If Yes:
i. Differently Abled Type*: Dropdown list to select the spe-
cific type of disability (e.g., visual impairment, hearing im-
pairment, mobility impairment).
ii. Percentage of Disability*: Numeric field to enter the per-
centage of disability, as specified by a medical certificate.
2. Minority:
a. Yes/No: Radio buttons to indicate whether the applicant belongs
to a minority community.
3. Sports:
a. Yes/No: Radio buttons to indicate whether the applicant has sports
achievements.
b. If Yes:
i. Sports Name*: Text input field to specify the name of the
sport (e.g., Football, Basketball, Tennis).
4. Athlete:
a. Yes/No: Radio buttons to indicate if the applicant has partici-
pated in athletic events.
b. If Yes:
i. Athletics Name*: Text input field to specify the type of ath-
letics event or category (e.g., Running, Javelin, Long Jump).
5. Cultural Program:
a. Yes/No: Radio buttons to indicate whether the applicant has par-
ticipated in cultural programs.
b. If Yes:
i. Cultural Program Name*:Text input field to enter the name
of the cultural program (e.g., Drama, Dance, Music).
6. Fine Arts:
a. Yes/No: Radio buttons to indicate if the applicant has achieve-
ments in fine arts.
b. If Yes:
i. Fine Arts Name*: Text input field to specify the type of fine
arts discipline (e.g., Painting, Sculpture, Photography).
7. Army:

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The University and College Management System (UCMS)
a. Yes/No: Radio buttons to indicate if the applicant is associated
with or a dependent of army personnel.
8. If Yes:
a. Role Name*: Text input field to specify the role or relationship
to the army (e.g., Army Officer, Dependent, Veteran).
9. Buttons and Navigation
a. Save and Next:
i. Once all mandatory fields are filled, the applicant clicks Save
and Next to save data for this section and move to Section 3.
ii. Validation Check: The system performs a validation check
on all required fields to confirm completeness and proper
formatting.
iii. Error Messages: If any field is missing or incorrect, an error
message highlights the issue, and the user cannot proceed
until it is corrected.
b. Back: Returns the user to Section 1 (Course and College Details).
c. Clear: Clears all fields in this section.

Category Details

• Category*: A dropdown list where the user selects their category

(e.g., General, OBC, SC/ST).

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The University and College Management System (UCMS)
4.3 Address Details

This section is designed to capture the applicant’s Correspondence Address

(current residential address) and Permanent Address. Accurate address
details ensure reliable communication and verification for administrative
purposes.

Figure 8: Address Details

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The University and College Management System (UCMS)
Correspondence Address
The correspondence address refers to the current address where the appli-
cant resides and receives mail or official communications. The fields in this
section include:

1. Address*: A large text area for the detailed street address (e.g., house
number, street name, locality).
2. Landmark: Optional text input field for any notable nearby location
that helps identify the address (e.g., "Near City Mall").
3. State*: Dropdown menu listing all states for selection. This field is
required and helps in filtering the district options available next.
4. District*: Dropdown list populated based on the selected state, en-
suring that only relevant districts are displayed. This field is required.
5. Pin code*: Numeric input field for the postal code, typically a 6-digit
number. Only numbers are allowed to prevent incorrect entries.
6. Post Office*: Text field where the applicant specifies the name of the
local post office that services their area. This is often required for for-
mal verification.
7. Police Station*: Text field for the name of the police station nearest
to the correspondence address, useful for administrative checks.

Permanent Address
The permanent address is the applicant’s permanent place of residence, which
may differ from the correspondence address. This section has similar fields
to the correspondence address:

1. Is Permanent Address same as Correspondence Address?

a. Checkbox option that, if selected, automatically copies the cor-
respondence address details into the permanent address fields.
This saves time and minimizes errors if both addresses are iden-
tical.
2. Address*: Text area for the full permanent street address (e.g., house
number, street name, locality), required if it differs from the corre-
spondence address.
3. Landmark: Optional text input for any notable nearby location or land-
mark.
4. State*: Dropdown menu listing all states. Required unless auto-filled
from correspondence address.
5. District*: Dropdown list populated based on the selected state. Re-
quired unless auto-filled from correspondence address.
6. Pin code*: Numeric input for postal code. Required unless auto-filled.
7. Post Office*: Field for the name of the local post office. Required
unless auto-filled.

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The University and College Management System (UCMS)
8. Police Station*: Field for the nearest police station. Required unless
auto-filled.

Buttons and Navigation

1. Save and Next:

a. Once all mandatory fields are filled, the applicant clicks Save and
Next to save data for this section and move to Section 2.
b. Validation Check: The system performs a validation check on all
required fields and file uploads to confirm completeness and proper
formatting.
c. Error Messages: If any field is missing or incorrect, an error mes-
sage highlights the issue, and the user cannot proceed until it is
corrected.
2. Back:
a. Takes the user back to Section 2 (Category/Special Category De-
tails) without losing the data entered in this section.
3. Clear:
a. Clears all data in both the Correspondence and Permanent Ad-
dress fields. The user is prompted for confirmation before clear-
ing to prevent accidental data loss.

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The University and College Management System (UCMS)
4.4 Previous Education Details

This section collects comprehensive information about the applicant’s edu-

cational history, beginning with their 10th-grade qualifications and contin-
uing through 12th grade or equivalent and undergraduate education. Each
level of education includes fields for academic information and document
uploads, ensuring that all necessary records are available for verification.

Figure 9: Previous Education Details Page

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The University and College Management System (UCMS)
1. SSLC / 10th Grade Details
The first set of fields captures details of the applicant’s 10th-grade ed-
ucation:
a. Board Name:Text input to enter the name of the examination
board (e.g., CBSE, ICSE, State Board).
b. Year of Passing: Numeric field for the year the 10th-grade exam
was completed (e.g., 2018).
c. Percentage / CGPA: Input field to enter the score achieved, ei-
ther as a percentage (e.g., 85percent) or CGPA (e.g., 9.0). Valida-
tion ensures input is either a percentage (0-100) or CGPA within
a standard range.
d. Registration Number: Alphanumeric field for the registration num-
ber provided on the 10th-grade marksheet, used to verify the ap-
plicant’s credentials.
e. Upload Marksheet*:
i. File upload option for the applicant’s 10th-grade marksheet.
ii. Accepted formats: PNG, JPG, up to 1MB in size. Upload val-
idation checks file type and size.
f. Upload Certificate:
i. Optional file upload for any additional certificate (e.g., char-
acter or conduct certificate).
ii. Accepted formats: PNG, JPG, up to 1MB in size.
2. 12th Grade or Equivalent Education Details
This section gathers details about the applicant’s 12th-grade or equiv-
alent education:
a. Board Name: Text input to specify the name of the examination
board (e.g., CBSE, State Board).
b. Year of Passing: Numeric field for the year the applicant com-
pleted their 12th-grade exam (e.g., 2020).
c. Percentage / CGPA: Input field for the score achieved in the 12th
grade, either as a percentage or CGPA.
d. Registration Number: Alphanumeric field for the unique regis-
tration number from the 12th-grade certificate.
e. Upload Marksheet:
i. File upload option for the 12th-grade marksheet.
ii. Accepted formats: PNG, JPG, up to 1MB in size. Ensures that
the file is valid and within size limits.
f. Upload Certificate:
i. Optional upload for additional certificates related to 12th-
grade completion.
ii. Accepted formats: PNG, JPG, up to 1MB in size.
3. Undergraduate (UG) Details
If the applicant has completed or pursued undergraduate studies, they
will enter details in this section:

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The University and College Management System (UCMS)
a. University Name: Text field for the name of the university that
granted the undergraduate degree.
b. College Name: Text field for the college name where the appli-
cant pursued their degree.
c. Year of Passing: Numeric input for the year the undergraduate
degree was completed.
d. Percentage / CGPA: Input field to enter the final percentage or
CGPA received in the undergraduate program.
e. Registration Number: Alphanumeric field for the university-provided
registration or enrolment number.
f. Upload Marksheet*:
i. Required file upload for the final year or consolidated mark-
sheet of the undergraduate degree.
ii. Accepted formats: PNG, JPG, up to 1MB in size.
g. Upload Certificate:
i. Optional upload field for the UG degree certificate, if appli-
cable.
ii. Accepted formats: PNG, JPG, up to 1MB in size.

Buttons and Navigation

1. Back:
a. Returns the user to Section 3 (Address Details) without losing the
entered data in Section 4.
2. Clear:
a. Clears all input fields and uploaded files within Section 4.
b. A confirmation prompt appears before clearing the data to pre-
vent accidental deletion.
a. Preview:
i. Before final submission, the Preview button allows the user
to review all entered details and uploaded documents from
all sections.
ii. The preview screen displays information in a read-only for-
mat, organized by sections for easy verification.
iii. After reviewing, the user can either submit the application or
go back to edit any section as needed.

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The University and College Management System (UCMS)
4.5 Application Preview Page

In application preview page you can review all the details you’ve entered in
the application and conveniently you can make edits to any incorrect infor-
mation by click on go back and edit button.

Figure 10: Application Preview Page

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After reviewing the details in the application form, you can proceed to make
the payment by clicking on the "Pay Fee" button.
The following payment methods are available to pay the application fee:

• Credit Card
• Debit Card
• Net Banking
• UPI
• QR Code

Figure 11: Payment

After the payment is successful, you’ll see a confirmation message stat-

ing "Your application has been sent successfully" along with the reference
number. Additionally, you can download and print the student application
form by clicking on the "Download and Print" option.

Once the student completes their registration, they can log in to the Univer-
sity Management System as an applicant using the credentials they created.
Additionally, a confirmation email is sent to the student’s registered email
address

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Figure 12: Login Page

Once logged in, the student can view key details about their application, in-
cluding personal and program information, payment status, and an option
to download the application form.

Student Login Dashboard

1. Applicant Information
a. Student Name: Displays the student’s full name.
b. Programme Type: Indicates the type of program (e.g., UG for Un-
dergraduate, PG for Postgraduate).
c. Course Details: Provides specific details about the chosen course,
including:
i. Course Name: The program the student has applied to (e.g.,
Master of Arts).
ii. Specialization: If applicable, displays the specialization within
the course (e.g., Economics).
d. Study Centre Information: Shows the name and location of the
selected study centre (e.g., Nalanda Open University, Nalanda).
2. Application Form
a. Download Application Form: A button allowing the student to
download a PDF version of their submitted application form for
personal records and reference.
3. Payment Status
a. Status: Indicates the payment status of the application fee. Pos-
sible statuses:

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The University and College Management System (UCMS)
i. Payment Pending: Shows if the application fee is still due.
ii. Paid: Indicates successful payment of the application fee.
4. Logout Option
a. Logout Button: Located at the top of the dashboard, allowing the
student to securely log out of their account once they are done.
Clicking this button logs the student out and redirects them to
the login page.

This dashboard provides the student with a straightforward, organized view

of their application information and current status, along with easy access
to download their application form

Figure 13: Applicant Dashboard

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The University and College Management System (UCMS)
Application Status
Shows the progress of the application in the university’s review process. Sta-
tus options may include:

• Drafted: Application is saved but not yet submitted.

• Submitted: Application has been submitted for review.
• Approved By University: Application has been reviewed and approved
by the university.
• USN Number Generated: A unique student number (USN) has been
generated, indicating full approval.

Once the application is approved, the applicant’s status is updated, allow-

ing them to log in as a student. This transition grants them access to the
student dashboard, where they can view academic resources, schedules,
grades, and other relevant student services. The change in login status sig-
nifies that their application is fully processed and they are now an official
student within the university system.

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5 College

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