College Admin – User Manual

Version: 1.0

Prepared by

Centre for Smart Governance (CSG)

No. 2A, Hayes Road
Bengaluru - 560025
Table of Contents
1.College Admin Login .................................................................................................................................. 3
1.1 Profile Management ........................................................................................................................... 4
1.1.1 Change password ......................................................................................................................... 4
1.1.2 Manage Profile ............................................................................................................................. 5
2. View Program and Discipline-wise Approved Intake ................................................................................ 5
3. Setup Seat Allocation Method (with intake) ............................................................................................. 5
4. NSDL Form................................................................................................................................................. 6
5. Fee Details ................................................................................................................................................. 8
5.1 Fee Head Mapping .............................................................................................................................. 8
5.2 Setup Admission Fee Details ............................................................................................................... 9
5.3 View University Fee Details.............................................................................................................. 10
6. Student Admission Process .................................................................................................................... 11
6.1 Admission Document Verification ................................................................................................... 11
6.1.1 Student Invite ............................................................................................................................ 11
6.1.2 Verify Document ....................................................................................................................... 12
6.2 Final Approval .................................................................................................................................. 14
6. Reports ................................................................................................................................................... 15
6.1 List of Admissions............................................................................................................................. 15
1.College Admin Login
1. Open the portal using URL - https://uucms.karnataka.gov.in
2. Recommended to use Desktop Google Chrome browser.
3. Click on Login-Registration.

4. User should select the College radio button, enter the Login Credentials (which are received from the
University through E- mail) and Captcha code to Login the Portal.

5. Credentials are not received, approach University Admin.

6. College Admin Login Home page will be displayed.
7. Steps highlighted are mandatory and should be executed in the sequence provided to
proceed further.

1.1 Profile Management

Admin will be able to manage their Profile by going to the top right corner as shown below

Below shown activities can be done in Profile Management.

1.1.1 Change password

Admin can change the Password in this section.
1.1.2 Manage Profile
In this section, Admin can set the below shown details like Employee Name, E-mail Address and Mobile
Number and click on Generate OTP. Admin can enter the OTP Received, Submit the OTP and once it is
validated, click on Save.

2. View Program and Discipline-wise Approved Intake

1. College admin can view the list of programs, discipline and respective intakes which are
approved by the University.
2. Modifications are not allowed in the Approved intake.
3. For any modification, approach respective University admin.

3. Setup Seat Allocation Method (with intake)

1. College Admin should allocate seats according to the programs and disciplines for UG and UG
Diploma.

2. College Admin should select any of two among

(i) First Come First Serve
(ii) Merit cum Reservation
 3. After the allocation of seats College Admin should click on Submit button.

4. NSDL Form
1. College Admin clicks on Administration and selects Details for Online Payment Account
2. Admin has to fill the required information and take the print out of the same and get the seal
and signature done from the Bank.
 3. Then Admin has to upload the documents (Filled NSDL Form and Duly signed by the Bank Official
and a cancelled cheque) and click on Submit.

4. Format of a cancelled cheque.

Account No., Bank and Branch Details, IFSC / RTGS / NEFT Codes should be visible clearly.

5. Fee Details
5.1 Fee Head Mapping
1. College Admin is allowed to select the fee and click on Add button.
2. Added Fee heads will be displayed in the below section and in the Setup Admission Fee
Details as well.
3. Provision is given to delete the fee head before mapping.
5.2 Setup Admission Fee Details
1. College Admin should setup fee details for specific programs and discipline according the
categories, genders, for students from out of Karnataka, NRI and Non-Indian students.
2. College Admin should select Applicable from Academic Year, Program Level, Program Name (for
all programs for which the same fees need to be setup) and click on Add.

3. College Admin should fill the further details accordingly and click on Save.

4. Fees already setup can be changed by clicking on the Edit button, modifying the data and saving it.
5.3 View University Fee Details
College Admin can view the fees setup by the University Admin by choosing program level and program
name and viewing it. However, the College Admin does not have the ability to modify it.
6. Student Admission Process
6.1 Admission Document Verification
The first step under the Student Admission process is Document Verification. Admin can click
on Admissions Menu and send the invitation to students for document verification.

6.1.1 Student Invite

Admin has to select values for Academic Year, Seat Type, Program Level & Program Name and click on
View Student Details. Admin can check the details of the student (Category, Gender, PU Percentage)
and he can send them the date for Document Verification.

Invitation for Document Verification can be sent individually, on different dates to each Candidate. In
case the Admin wishes to call all the Candidates on one single day, he / she can select the Date and
click on Select All and Send All.
College admin can Extend the Student Invite Date which they have already sent to the candidate
Admin has to select values for Academic Year, Seat Type, Program Level & Program Name and click on
View Student Details.

Extending the Invitation date for Document Verification can be sent individually, on different dates to
each Candidate. In case the Admin wishes to call all the Candidates on one single day, they can select
the Date and click on Select All and Send All.

6.1.2 Document Verification.

1. Admin should click on Admissions Menu and can choose Verify Document option.

2. Admin should select values for Academic Year, Seat Type, Program Level & Program Name and
click on View Student Details.
 3. Admin will be able to see the list of students applied for the selected Program and Discipline
Name.

4. By clicking on Preview Application, the Admin can go through the entire application. He / she
can Download the documents, Verify them and can Reject if he finds it not valid/proper.

The college Admin Can Edit the Discipline according to the Availability of seats OR Candidate
interest for concerned discipline at the time of Document verification only. They can change
the both discipline and Language of the candidate by clicking on Edit Discipline Button.
5. Invitation for Document Verification can be sent individually, on different dates to each
Candidate. In case the Admin wishes to call all the Candidates on one single day, he /
she can select the Date and click on Select All and Send All.In case, Admin finds the
documents invalid, he can Reject them, by clicking on the Reject button and he has to
write Remarks and click on Submit in the Pop-up Message Box. The same will be
updated to Candidate through Mail and SMS to the registered mobile number.

6. If Admin finds all the documents valid, he can click on the Verify button. A will appear in the
Status column denoting successful verification of that document and a pop-up message will be
shown saying Document Accepted. The same will be updated to Candidate through Mail and
SMS to the registered mobile number.

7. Admin can select the Date for Fee Payment and Submit the Application for further process. Last
Date for Fee Payment will be informed to Candidate through his Mail and SMS to the
registered mobile number.
8.Admin has to make sure that all the documents have been verified. In case all documents have not
been verified / rejected and the Admin clicks on the button Submit, an error message is shown: Please
verify all documents before Submitting.

9.Once all documents are verified successfully and the Admin clicks on the Submit button, a pop-up
message is shown signifying that the document verification Completed.

10.By clicking on Extend fee payment button provided in the Document verification page The College
admin can Extend the last fee payment date of the candidate if they miss to pay the admission fee
with in last fee payment date.
6.2 Final Approval
1. Admin should click on Admissions Menu and can choose Student Admission Approval option

2. Admin should select values for Academic Year, Seat Type, Program Level & Program Name and
Discipline Name and click on “View Student Details”
 3. Admin can click on Preview & Approve, Approve or Reject to finalize the admission of
the student.
Upon clicking on Preview & Approve, the admin will have the ability to view the details of the
student one more time before providing final approval / rejection by clicking on Approve or
Reject button at the bottom of the preview page.

4. When the Admin clicks on Approve (either on the preview page or in the previous page), the
UUCMS system generates a Student Registration Number and sends the same to the student’s
Email and SMS. The student’s details will now be visible in Reports → List of Admissions.
5. When the Admin clicks on Reject (either on the preview page or in the previous page), the
student’s admission stands rejected and there is no Registration Number generated.

6. Reports
6.1 List of Admissions
This page shows the list of all student admissions that have been completed with the generation of
Student Registration Number.

1. Admin should navigate to the List of Admissions page by clicking on Reports → List of
Admissions.
 2. Admin should select the Academic Year, Program Level and Program Name and click on
the View Student Details button.

3. System generates a list of all admissions which can then be viewed / reviewed / edited by the
College Admin for individual students.

The Student Admission Details Will be displayed if we click on Review button. The college admin can Edit
the student Discipline before Registrar Approval for Admissions by clicking on Edit Discipline Button.
Seat Cancellation of the Student:
The Admin Can Cancel the Seat of the Student by clicking on Cancel Seat. On Clicking the OTP Will be
sent to Student.
The OTP sent to Student has to enter in the Text box to cancel the Seat, click on verify OTP to complete
the Seat cancellation process.