Frequently Asked Questions - E-Governance
  • Frequently Asked Questions

    1. How a user can schedule his/her University Campus Visit though a Campus Visit Appointment Ticket request?

    To add a Campus Visit Appointment request the user can go to Grievance Redressal Ticket -> My Tickets and
    Select the Ticket Type as Query and Ticket Category as Campus Visit Appointment

    The detailed user manual is attached.

    2. How can a user make Grievance Redressal Tickets requests through the e-Governance portal login ?

    To add a new ticket, the user can go to Grievance Redressal Ticket -> My Tickets

    The detailed user manual is attached

    3. I can't apply for the Degree certificate, it shows to contact KTU support team with this info code : INF004. What should I do ?

     When a student becomes eligible for the award of the degree, University needs to complete the following steps to issue the Degree Certificate.

    • Submit the list of degree eligible students based on that examination before the BOG for the approval.
    • Based on the approval,Certificate issue process will be initiated by the examination section
    • University will issue notification to the students regarding date from which Degree certificate request will be enabled through the portal for that specific examination

    Info code : INF004 indicates that the certificate issue process, based on the specific degree eligible examination, is not yet approved by the University. Students have to wait for the University notification to apply for a Degree certificate. But Students will be eligible for a provisional degree certificate during this period.  

    5. How can the college access the grades obtained by students for a particular exam?

    The college can access the grades obtained by students for a particular exam by going to College -> Result -> Reports ->Exam Grade Report

    User Manual for Exam Grade Report (for college)

    6. How can institutions view the result PDF?

    Once the result is published by the University, the result PDF document becomes available for download by institutions. Institution users can view the list of exams for which the results are published and download the result PDF as required. The detailed user manual is attached

    User manual for download of Result PDF by colleges

    7. How can a student make a certificate request to the University?

    Students can logon to the portal and then click on 'My Certificates' menu to view and make certificate requests to the University.

    User manual for certificate request by students

    8. Why is it not possible to view the grade list for students even after a certain exam results/revaluation results are published?

    To view the examination and revaluation grades for students, the marklist publishing and revaluation marklist exam events respectively need to be added againts the exam definition.

    9. How can a student choose a grade if two different grades are obtained for the same course in revaluation/supplementary etc?

    If a student gets two different grades for the same course, the student can request for a grade by following the steps in the attached document.

    User Manual for Student Grade Change Request

    14. How is mark entry done by the faculty in the case of Evaluation by College courses?

    For certain course types like Viva, Jury etc., the external exam marks are to be entered by the faculty). In the curriculum, these courses are marked as 'Evaluation by College'. Also in special cases where the valuation mode of the exam is “Valuation by College”, the external exams marks are to be entered by the faculty. This is possible only after the absentee/malpractice submission is done by the institution.

    For all such courses, the course mapped faculty will enter marks through their portal and submits to principal, it is further submitted to University by the Principal.

    The detailed user manual is attached.

    Faculty User manual for Evaluation by College Mark Entry

    15. How can a Student request for Review after Revaluation?

    A student can request for Review after Revaluation by going to Exam > Examination > Request/View Review

    The detailed user manual is attached

    User manual for Review Request by Student

    16. How can a student make answer script copy request from his/her login?

    A student can make answer script copy request from his/her login by going to Exam – Examination – Request Answer script copy against the exam

    The detailed user manual is attached

    User manual for answer script copy request from student login

    18. How can colleges do Contact Class Registration, Faculty mapping and Attendance/Internals entry?

    Colleges can choose the students and register for contact classes and also map 2 faculty members.Attendance/Internals can be entered by the faculty and submitted by the college.

    The detailed user manual is attached.

    User Manual for Contact Class Registration and Faculty Mapping

    19. How can the college do extended mark entry for B.Tech S8 Project?

    Faculty can forward the extended mark entry details to the college and the college can then submit the same to the University. The detailed user manual is attached.

    User Manual for extended mark entry by colleges

    20. . Is it possible to change the external examiner posting details (like date) for a student?

    Yes, this can be done by the college.

    Exam -> Project Work -> View External Examiner Posting -> Select Academic year and Exam Definition -> Select Add/View Examiner posting against the branch

    Select the check box for the student for whom you want to change the posting and click 'Change Posting'

    21. How can an institution add Observer attendance?

    An institution can add Observer attendance by going to Exam -> Observer Attendance

    For details, please refer to the attached user manual

    User manual for adding attendance

    22. How can the Principal view the list of observers from their college?

    Principal of a college can view the list of observers from Exam -> Reports -> Posted Observers Report

    The detailed user manual is attached.

    User Manual of Observer Listing by Principal

    23. How can an institution add malpractice details of their students for an exam?

    If students perform any offence or malpractice in a university exam, this needs to be reported to the university through the KTU e-Gov Portal. After the DAC decision, the decision from institution needs to be updated against the reported malpractice. The process is detailed in the attached user manual.

    User Manual for adding malpractice details by institution

    24. How can an institution raise internal improvement request to the University?

    In order to improve the internals of students whose results were withheld due to less internals, an improvement request can be raised by the institution. The request can be added by a faculty member and submitted by the institution. The detailed steps are given in the attached user manual.

    User Manual for Internal Improvement Request from Institutions

    25. What could be the possible reasons for not being able to mark a student in Absentee/Malpractice list for an exam?

    Students can be marked as Absentee/Malpractice, only if they have registered for the course in the exam and also have eligibility for the course.

    If any college is unable to mark Absentee/Malpractice, please check if the students are registered and are eligible for the course. If hall ticket is not generated, please generate it.

    27. How can Answer Sheet Copy requests be managed by the Camp Officer?

    Camp officers provide the answer sheet copies requested by students once the answer script copy requests are approved by the University.

    The detailed user manual is attached.

    Answer Script User Manual for Camp Officers

    28. How can the college make answer script copy request?

    Students who desire to apply for copy of answer papers of Examinations can request for the same after logging on to the KTU Portal and clicking on Exam -> Exam Answer Sheet Copy against the exam. Colleges can add/change student requests from the Principal login, submit and make the fee payment through the KTU e-Gov Portal.

    The user manual is attached.

    User Manual for Answer Script Copy (Institution)

    29. What are the activities to be done by the college for mark entry of Evaluation by College courses?

    For certain course types like Viva, Jury etc., the external exam marks are to be entered by the College(by faculty). In the curriculum, these courses are marked as 'Evaluation by College'.  Also in special cases where the valuation mode of the exam is “Valuation by College”, the external exams marks are to be entered by the faculty. This is possible only after the absentee/malpractice submission is done by the institution.

    For all such courses, the course mapped faculty will enter marks through their portal and submits to principal, it is further submitted to University by the Princip

    The detailed user manual is attached.

    Evaluation by College Mark Entry User Manual

    30. An internal supervisor is unable to approve the project report. What could be the reason?

    Approve button for project work report will be visible for internal supervisor only after the internals are submitted by the college after mark entry by supervisor and confirmation by staff advisor. Also, approval  will be possible only if the student has passed all the courses till S3.

    User Manual for Project Work Internal Mark Entry

    31. Even after approving the project report by the guides, the staff advisor is unable to post the external examiner. What could be the possible reason?

    Please verify if Examiner Student mapping for all the branches is completed and submitted by thecollege. Students will be listed for External Examiner posting only if mapping is submitted by college and approved by the university.

    32. What could be the possible reasons for a college not being able to map external examiners for students?

    1. Student's exam registration for Project Work might not be submitted by the college
    2. External Examiner panel might not be approved

    33. How are the Project Work External Examiners added and posted by the institutions

    The following steps can be performed by the Institution.

    1. Staff advisor to add External Supervisor Panel for this exam
    2. College/Principal to submit the External Supervisor Panel (to the clusters for M.Tech and to KTU for the others)
    3. Once the panel is approved, staff afvisor maps External examiners for each registered student
    4. College/Principal to submit the External Supervisor-Student mapping to the University
    5. University to appove the mapped external examiners
    6. Staff Advisor to add the posting details for the approved external examiners against the students
    7.  College/Principal to approve the posting and posting order is generated

    User Manual for Project Work External Examiner Management by Institutions

    34. How do the internal supervisors enter internal marks for Project Work?

    Internal Supervisors can enter internal marks, attendance and external marks through the portal.

    The steps to be followed are in the attached user manual.

    User Manual for Internal Mark Entry Institutions

    36. How can the academic auditors view the details of faculty members in institutions assigned to them?

    Auditors can click the Institution Course Mapping menu under the Academic Auditing tab to view the Course Mapping details of institutions assigned to them.

    The detailed user manual is attached.

    User manual for viewing course mapping details by Auditor

    37. What could be the reason for the college not being able to add the monthly report?

    Before an institution can add the monthly report, University needs to add the academic calendar entry for all the affiliated programs.
    Navigation-Academics->Academic Calender->click on Add button->Add for all the programs.

    39. How can a college add the monthly report?

    College can add monthly report by going to Academic Audit -> Monthly Report

    Detailed steps are in the attached document.

    User Manual for adding monthly report

    41. How can the college map courses to faculty members who are teaching these to batches?

    College can do course mapping of faculty teaching a course to a batch through the Course Mapping feature.

    It can be accessed as Academic Auditing -> Course Mapping

    User Manual for Course Mapping by Institutions

    44. How can a student check the latest status of a payment transaction made by him/her?

    At times, there may be a delay in receiving transaction status response from the payment gateway even though the transaction was successful. A button is available for students to check the latest status of payment transactions that do not show ‘Success’ status even though the amount is debited from their account.

    The below conditions are applicable while checking the payment transaction status by students.

    1. Students can fetch the status of a particular transaction not more than 3 times
    2. The button appears only for transactions initiated in the last 48 hours
    3. The button appears only for transactions that have received a response other than ‘Success’ response

    User manual for checking the latest payment transaction status (by Student)

    45. How can a student do B.Tech Honours Course Registration from his/her login?

    The student can do B.Tech Honours Course Registration by going to Exam tab and click ‘View/Register for Exam Courses’.

    The detailed user manual is attached.

    User manual for B.Tech Honours Course Registration

    46. How can a college submit the Non-KTU (MOOC/Summer Project/Credit Transferable Course) Request from a student?

    All these Non-Ktu course requests from the students need to be recommended by the Staff Advisor. Then the request gets forwarded to the Principal of the Institution who submits the request to the University. Colleges can go to Student -> Non-KTU Course Registration request to make (MOOC/Summer Project/Credit Transferable Course) Requests. The detailed user manual is attached.

    User Manual for Non-KTU Course Registration request fro m college

    47. How can a student add a Non-KTU (MOOC/Summer Project/Credit Transferable Course) Request?

    Students can go to Student -> Non-KTU Course Registration request to make (MOOC/Summer Project/Credit Transferable Course) Requests. The detailed user manual is attached.

    User Manual for Non-KTU Course Registration request by student

    48. While applying for Student Cancellation/Migration, what is the significance of the Migration Certificate Type?

    The Migration Certificate can be of two types - Student Cancellation or Course Completion.

    Student Cancellation is applicable only for those students who have pending course registration/have ineligible courses. Students who have registered for all courses in a program and have eligibility, should apply for Course Completion.

     

    50. How can a college request for migration/cancellation?

    Colleges can submit a Migration/Cancellation request on behalf of a student to the University in 2 cases (in both cases TC and Principal's letter need to be attached)

    1. If a student leaves the institution/university during the course of study itself
      In this case, migration certificate type will be 'Student Cancellation' and upon approval by KTU, migration certificate and cancellation memo can be downloaded by the college. Student status becomes 'Cancelled'
    2.  If a student leaves the institution/university after course completion
      In this case, migration certificate type will be 'Course Completion' and upon approval by KTU, migration certificate can be downloaded by the college. Student status becomes 'Migrated'

     

    User manual for migration/cancellation request by colleges

    51. If a student submits cancellation of the pending revaluation/answer script copy request, how can the college send it to the University?

    Students who are eligible for degree certificate will not get the degree certificates if they have pending revaluation or answer sheet copy requests.  Such a student can request for cancellation of the original request and college can submit the same by going to Student – View List Cancellation Requests

    The detailed help document is attached

    User manual for pending request cancellation submission by college

    52. Students who are eligible for degree certificate will not get the degree certificates if they have pending revaluation or answer sheet copy requests. How can such a student cancel the pending revaluation/answer script copy request?

    Students who are eligible for degree certificate will not get the degree certificates if they have pending revaluation or answer sheet copy requests.  Such a student can request for cancellation of the original request by going to Student – View List Cancellation Requests

    The detailed help document is attached

    User manual for pending request cancellation by student

    53. How can a student withdraw from B.Tech Honours?

    A student can make a request to withdraw from B.Tech Honours by clicking the Withdraw button against his/her B.Tech Honours Registration request

    55. How does the institution submit grace mark requests to the University?

    The Grace Mark requests from the students need to be verified and submitted by the Staff Advisor. Then the request gets forwarded to the Principal of the Institution who submits the request to KTU. The detailed user manual is attached?

    User Manual for Grace Mark Request submission by Institution

    56. How can the students make grace mark requests?

    Students who are eligible to apply for Grace Marks can make Grace Mark Request through the e-Gov Portal. Grace Marks of ‘Differently Abled’ category can be requested by the student any time. For other categories, student should request within the dates for which University opens registration. The following steps can be performed to make grace marks requests.

    User Manual for Grace Marks Request by Students

    57. How is the readmission request and registration of student done by the college?

    Institutions can submit readmission requests on behalf of students who wish to move from another University to KTU. Once the University approves the Readmission request, the institution can register the student details. The user manual is attached.

    User Manual for Readmission Request and Registration

    Univerisity Notification

    58. How can the audit course completion be marked for a student?

    For Readmission from Other University and Branch Change students, University fixes certain courses to be done as Audit Courses. Credits are not awarded for audit courses. However, completion status of these courses need to be marked by the college for these students after their successful completion of the courses. The detailed user manual is attached.

    User Manual for Student Audit Course Completion Marking

    59. How can the college add the photo that should appear in the degree certificate of a student?

    College can go to Student > Student Details > Click on Certificate Photo and upload the photo as a .jpg file.

     

    62. . How does an institution add Join College (College Transfer) request?

    In college transfer, a student leaves a college and joins another. The institution to which the student is joining needs to go to Student -> College Transfer and make a Join College request. For detailed steps, please refer to the help document attached.

    Join College User Manual

    63. How does an institution add Leave College (College Transfer) request?

    In college transfer, a student leaves a college and joins another. The institution from which the student is leaving needs to go to Student -> College Transfer and make a Leave College request. For detailed steps, please refer to the help document attached.

    College Transfer - Leave College User Manual

    64. How can institutions add Shift College Requests?

    For an academic year, University may open Shift College in the portal. The institution in which the students are to join next, can choose students (including discontinued) and submit Shift College requests. Once submitted by the college, University may view and approve the request. When the request is approved, the student’s college and branch change to the requested college and chosen branch.

    Shift College User Manual for Institutions

    65. How can the students/institutions enter/change the student details?

    Other than the mandatory student data provided by institutions at the time of student registration, data entry/changes in certain details of the student like photo, signature, guardian details, contact details etc. can be done by the student/institution through the portal.The detailed help document is attached.

    Student Data Updation Help Manual for Colleges

    66. The college gets the error message "Activity Points of previous academic year not submitted". What does this mean?

    The College hasn't submitted the Activity points for previous years. Before adding Activity points for the current academic year,
    the college has to submit the activity points for previous academic years. For submitting Activity Points, log in as college,

    College need to go to Student- Student Activity Points, select the previous Academic Year and click submit button.

    67. How can the college add student activity points?

    Staff Advisor can add Student Activity Points by going to Student -> My Batches.

    Principal can verify and submit the activity points to the University by going to Student -> Student Activity Points

    68. How can the institution do the student registration?

    Institutions can add students individually or bulk import the mandatory details from a spreadsheet in a certain format. The detailed help manual is attached.

    Student Registration Help Manual for Institutions

    69. How can a college remove the summer class registration after submission?

    Summer class registration can be revoked by the university(If college haven't marked fee Collected/Verified) if the eligibility has not been submitted.After revoking the request, ask the college to uncheck the summer class registration(Exam>>Summer Classes). Then re-submit the same.
    Please note: If exam event is in closed status, college wont be able to uncheck the Summer class registration even it is revoked. So this needs to be opened.

    70. How is Student Course/Exam registration done by the institution?

    When a semester starts, Course/Exam registration for the courses to be done by the student can be done from the Student/Institution login. Final submission is done by the Institution. The detailed user manual is attached.

    User manual for Course/Exam Registration

    73. How can the college clear the course registration of a student who is in discontinued/suspended/canceled status?

    1. Login as college.
    2.  Click on Exam tab.
    3. Click on "Registered Students" button on the particular exam (COURSE REGISTRATION).
    4. Find the student and click on "Clear Registration" button against the student.

    Then try to submit course registration.

    75. What is the process for summer class/S8 FE class registrations and attendance/internals submission by institutions?

    Institutions can add summer class/S8 FE class registrations for students, if University has opened summer course/S8 FE class registration for a certain period. Once the registration is submitted, attendance and internals can be added by the staff advisor. College can review the attendance/internals and then make the final submission to the University. For details, refer to the attached user manual.

    Summer Class/S8 FE class Help Manual for Colleges

    76. How can a user change the contact details?

    A user of the portal can change the contact details such as mobile number and email id by going to University -> Change Contact Details

    The detailed user manual is attached.

    User manual for changing user contact details

    77. How can institutions add events in the application for publishing in the website?

    Institutions can add events for publishing in the KTU website. The attached user manual gives the steps to be followed by colleges for adding events. An event will be published only when it is approved by the University

    User Manual for adding Institution events

    78. How can the Institution users update the details of staff/faculty of their college?

    The Institution users can click Affiliation -> Staff/Faculty to update the staff/faculty details of their institution. The detailed user manual is attached

    User manual for updating staff/faculty details

    79. How can the faculty/staff of an affiliated college update his/her details?

    The faculty/staff of an affiliated college can login and click Edit Profile to update his/her details. The detailed user manual is attached.

    User manual for faculty login and edit details

    80. How can user accounts be created for non-teaching staff of institutions?

    Institutions can create user accounts for non-teaching staff of institutions by going to Affiliation – Institution Profile – Staff/Faculty.The role for non-teaching staff user type should be added by the University itself.

    User Manual for creating user accounts for non-teaching staff

    82. How can an institution apply for affiliation to the University?

    Institutions can submit their affiliation request through the portal by clicking on the Affiliation tab and following the instructions in the attached help document.