User Manual Affiliation Management- 2020-21-University of

USER MANUAL AFFILIATION

MANAGEMENT- 2020-21-

UNIVERSITY OF RAJASTHAN

(UOR)- EXISTING COLLEGE

PRIVATE

HIGHER AND TECHNICAL

EDUCATION PORTAL

User Manual Affiliation Form-Existing College Private

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TABLE OF CONTENTS

1. Introduction- ...................................................................................................................................................... 2

2. Flow of affiliation form filling ........................................................................................................................ 2

3. affiliation form filling- ...................................................................................................................................... 3

3.1 Login into the application- .................................................................................................................... 3

3.2 Access the application- ......................................................................................................................... 8

I. Existing College- Affiliation Application form ...................................................................................... 8

3.2.1. Basic Info Tab ...................................................................................................................................... 8

3.2.2. Land Info Tab ..................................................................................................................................... 10

3.2.3. Course Info Tab ................................................................................................................................. 11

3.2.4. Teaching staff Tab ............................................................................................................................ 12

3.2.5. non-Teaching staff Tab ................................................................................................................... 14

3.2.6. Infrastructure info Tab ..................................................................................................................... 16

3.2.7. society/trust info Tab ....................................................................................................................... 18

3.2.8. Academic info Tab ............................................................................... Error! Bookmark not defined.

3.2.9. other Tab ............................................................................................................................................. 19

3.2.10. Documents Tab ................................................................................................................................. 21

3.2.11. apply for affiliation Tab ................................................................................................................... 23

3.2.12. Application fee-fdr details Tab ......................................................... Error! Bookmark not defined.


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1. INTRODUCTION-

This document intends to explain the Affiliation form filling process for Affiliation of existing

courses by existing private colleges to University of Rajasthan(UoR). This manual will help to

understand the college user to how to fill the Affiliation form for Affiliation to University of

Rajasthan.

2. FLOW OF AFFILIATION FORM FILLING

The college user will access the application through its SSO id. It is pre-requisite of the

Affiliation process for each college user to have their SSO id. After login through SSO id, access

the Affiliation application and fill the registration form. College user apply as a Existing College

for Affiliation through University. Whatever details which are filled in the registration form would

appear in the main form. Therefore it is required that each college user shall fill the registration

form very carefully. After accessing the main application, the college user shall fill all mandatory

fields as a Existing college and submit its Affiliation fees online through online payment

gateway. The Affiliation fees will be calculated as per selection of courses/subjects in which

college seek affiliation from University. The Endowment funds would be submitted by college as

per instruction of University.


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3. AFFILIATION FORM FILLING-

3.1 Login into the application-

i. College user access the URL- www.sso.rajasthan.gov.in

ii. The user will click on Registration.

http://www.sso.rajasthan.gov.in/


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iii. The following screen is displayed. The user will click on Government employee/citizen

tab as applicable.

iv. If user click on Government Employee number, then the following screen will be

displayed. User will click on Govt. Of Rajasthan Employee(SIPF Users).

v. The user enters the SIPF number and its password. Click on Next and complete its SSO

registration process. If user does not remember its SIPF password then user can click

on Forget SIPF portal password and user will be navigated to SIPF portal for retrieval of

password. The user will enter its SIPF number and reset its password.


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vi. If user click on Citizen , then user can create its SSO id using its

gmail/facebook/aadhar/twitter account.


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vii. College user will enter its user name and password and click on Login button.

viii. The system will display the SSO dashboard page.

ix. College user will click on “HTE” icon on the dashboard page.

x. College user will select Organization as “University of Rajasthan” and application as“

UoR Affiliation” and click on continue button. The system will display following page-


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xi. College user will enter the college name(in English and Hindi) Email address, mobile

number and status of college as Existing. College user will click on Submit button.

xii. System will display the main Affiliation form.

3.2 Access the application-

I. Existing College- Affiliation Application form

3.2.1. BASIC INFO TAB

a) After college user has registered itself, the main Affiliation application form will appear

and system will display “basic info” tab.

b) The system will display all the information which were filled in registration page by

college user. The user cannot edit these details. The following fields will display in

Display mode-

• Name of College- On the top of the page

• University Name

• Email id and Phone number of college

• Status of College

c) The college user will fill the remaining details which are-

i. College Level- UG/PG/Both

a. Management Type as Govt.

ii. AISHE Code

iii. College Status

iv. College Type

v. Nature of College

vi. Medium

vii. Biometric Attendance


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viii. NAAC Accreditation received

ix. NOC & Affiliation Details

x. Address Details

d) After filling all information, college user will click on Submit button to save the details or

cancel button to again fill all the information.

e) On click on Submit button, the basic info of college will be saved. The system will move

to next tab of Affiliation form. The college user can amend the basic info details till

college user has not completely submitted the form.


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3.2.2. LAND INFO TAB

a) The system will display the Land Info tab.The college user will fill all the mandatory

details of land info which are-

• Land area situated in

• Land document type

• Land area

• Owner of land

• Detail of the land

• Land document

• Is your land converted for Education/Institutional

• Land Conversion order number and date

• Conversion order document

• Google map of land

b) After filling all mandatory details, user will click om Save and Continue button. The

system will display the course info tab to user.


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3.2.3. COURSE INFO TAB

a) The system will display the Course Info tab. The college user will click on Add course

button to add new course.

b) The college user adds all the existing courses running in the college.

c) The college user selects course name of existing courses and selects their affiliation

status as Provisional/Permanent/ Both(Provisional/Permanent)

d) College user enters the Number of Sanctioned seats and selects Subject and their

status as applicable.

e) The college user will click on Add course button to add new course.

a) After filling all mandatory details, user will click om Submit button.

b) The system will display the course info as mentioned in the below grid. The college user

can add more courses by clicking on Add course button.

c) The college user can add/delete the subjects entered against the running course.


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3.2.4. PRINICPAL & TEACHING STAFF TAB

a) The system will display the principal & teaching staff tab. The college user will click on

“Add Principal & Teaching staff” button as mentioned in the screenshot. The add details

page of teaching staff will open. The college user will fill all the mandatory details of

teaching staff as-

• Name

• Gender

• Designation

• Temporary/Permanent

• Selection of staff approved by university

• Date of Appointment

• Appointment letter

• Date of Joining

• Aadhar number

• Aadhar Document

• Father Name

• Date of Birth

• Mobile number

• PF deduction

• Stream Subject

• Monthly Salary

• Photograph

• Relieving type

• Educational qualification


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a) After filling all mandatory details, user will click on Submit. The system will display the

saved teacher information in a grid.

b) The user can click again on “Add Principal & Teaching staff” button to add details of

another teacher.

c) The user can also edit or delete the details of teacher till he/she has not final submitted

the form.

d) The college user after filling all teachers details can move to Non-Teaching staff to fill the

remaining form details.


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3.2.5. NON-TEACHING STAFF TAB

a) The system will display the Non-teaching staff tab. The college user will click on “Add

Non-Teaching staff” button as mentioned in the screenshot. The add details page of

non-teaching staff will open. The college user will fill all the mandatory details of non-

teaching staff as-

• Name

• Gender

• Designation

• Mobile Number

• Education Qualification

• Service Status

• Monthly Salary

• Photograph

• Father Name

• Date of Birth

• Date of Appointment

• Date of Joining

• Aadhar number

• Selection of non-teaching staff approved by University


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• PF deduction

e) After filling all mandatory details, user will click on Submit . The system will display the

saved non-teaching staff information in a grid.

f) The user can click again on “Add non-teaching staff” button to add details of another

non-teaching staff.

g) The user can also edit or delete the details of non-teaching staff till he/she has not final

submitted the form.


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3.2.6. INFRASTRUCTURE INFO TAB

a) The system will display the infrastructure info tab.The college user will fill all the

mandatory details of infrastructure info as-

• Building Category

• Upload Building certificate

• Upload Building photograph

• Upload building safety certificate issued by PWD Govt. Of Rajasthan

• Upload document of Pollution Control Board Certificate

• Total construction area (in sq. feet)

• Upload blueprint of existing building(in A4 size)

• No. of classrooms with list of total rooms document

• No. of labs with list of total labs document

• Reading room capacity

• No. Of magazines

• No. of Periodicals/encyclopedia

• No. of books in library

• No. of Journals

• Electricity

• Furniture Available

• Vehicle Stand

• Sports Ground

• Boys Hostel Available

• Drinking water

• Sports Equipment

• Girls Hostel Available

• Playground

• Staff room

• Boy urinals/toilets

• Office room

• Computer lab

• Girls common room

• Principal room

• Canteen

• Conference hall room

h) After filling all mandatory details, user will click on Save and Continue. The system will

display the saved infrastructure info information in a grid.

i) The user can also edit or delete the details of infrastructure info till he/she has not final

submitted the form.

j) The system will move to next tab i.e. Society/Trust Info.


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3.2.7. SOCIETY/TRUST INFO TAB

a) The system will display the society/trust info tab. The college user will fill all the

mandatory details of society/trust info as-

• Type of Society/Trust/Company

• Name

• Address

• Registration number

• PAN

• TAN

• Registration office details

• Date of Registration

• Date of Election of Present Management Committee

• Landline number with STD code

• Registration document

• Management committee certified by Registrar

• Management committee document

• Women members of management committee is more than 30% of total

members

• Date of Election of Management committee not more than 3 years

• Management committee consists of minimum 2 educationist

• Ex-officio member of management committee

• Other Institution run

• Other Institution run by society/trust in same building

• Landline number

• Contact number-1

• Contact number-2

• A/c Number

• Account holder Name

• Bank Name

• Branch Name

• IFSC code

• Account opened on

• Authorized signatory

• Designation

• Name- Secretary & President

• Mobile no- Secretary & President

b) After filling all mandatory details, user will click on Save and Continue . The system will

display the saved society/trust info.

c) The user can also edit or delete the details of society/trust info till he/she has not final

submitted the form.


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d) The system will move to next tab i.e. documents.

3.2.8. OTHER TAB

a) The system will display the other info tab. The college user will fill all the mandatory

details of academic info as-

✓ Upload Fee Structure classwise/coursewise

✓ Time table of courses/classwise along with teacher’s name

✓ No. of students of last 3 years

✓ Group photo of teaching staff

✓ Group photo of non-teaching staff

✓ Upload audit report last 2 months

✓ Upload last 3 month bank statement

✓ Forwarded application from Commissioner, College Education, rajasthan

✓ Salary payment through by bank

✓ Cash book available

✓ Cash book status

✓ Stock register available

✓ Stock register status


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✓ Reserve fund

✓ Income from Fees

✓ Student details of last 3 years as applicable

b) The college user selects deficiency status- Yes or No as applicable. If user selects Yes

then college user enter deficiency details and action taken on that.

c) After filling all mandatory details, user will click on Submit.

d) The user can also edit or delete the details of academic info till he/she has not final

submitted the form.

e) The system will move to next tab i.e. Documents.


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3.2.9. DOCUMENTS TAB

a) The system will display the documents tab. All the documents uploaded by college user

so far in the application is displayed tab-wise here. The college user can check the

uploaded documents again by clicking on download file button. The college user click

Apply to to Application details tab.


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3.2.10. APPLY FOR AFFILIATION TAB

a) The user will navigate to the Apply for Affiliation tab in which user wants to take

Affiliation.

b) The system displays 5 options for which college user wants to apply as-

• Fresh Affiliation

• Increase seats

• Additional subjects

• Provisional Affiliation (It covers additional subject extension also)

• Permanent Affiliation

Note-The college user can apply for multiple affiliation type with single application

form but college user has to pay for affiliation, inspection and affiliation form fees

as applicable (course wise/subject wise).

c) The college user can selects following affiliation types as-

1) Fresh Affiliation

i. College user selects Affiliation type as Fresh Affiliation

ii. Application automatically opens the fresh affiliation page as-


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iii. College user selects the course name and subject (if applicable) for which it

wants to seek Fresh Affiliation.

iv. College user can enter the Govt. NOC details if available with him/her.


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v. After filling all details, college user clicks on Add course button to save the

details.

vi. The details are saved and display in the grid as shown below. College user clicks

on Pay fee button.


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vii. The application displays the applicable Affiliation, inspection and form fees to the

college user.

viii. The college user can cross check the fees amount to be paid.

ix. The college user enters the Endowment amount details and click on Lock and

Submit your application button to pay the online fees.


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2) Increase seats

i. College user selects Affiliation type as Increase Seats

ii. Application automatically opens the Increase seat page as-

iii. College user selects the course name and subject (if applicable) for which it

wants to seek Increase in seats. College user against the course or subject

selects the number of seats. College user can click on Add more to add more

subjects under which college wants to increase the seats.

iv. College user enters the othe required details and click on Save button to save

the form.


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v. The details are displayed in the grid. College user clicks on Pay button to pay the

applicable fees.


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3) Additional subjects

i. College user selects Affiliation type as Additional Subjects

ii. Application automatically opens the additional subjects page as-

iii. College user selects the course and selects the Additional Subject for which they want

affiliation.

iv. College user enters the other mandatory details and click on Save button to save the

information.


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applicable fees.


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4) Provisional Affiliation (It covers additional subject extension also)

i. College user selects Affiliation type as Provisional Extension of Course

ii. Application automatically opens the Provisional Extension page as-

iii. College user selects the course and selects the Subject (if applicable) for which they

want affiliation.

Note- College user can select the additional subjects here only for which they want

provisional extension.

iv. College user clicks on Save button to save the information.


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applicable fees.


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5) Permanent Affiliation

i. College user selects Affiliation type as Permanent Extension of Course

ii. Application automatically opens the Permanent Extension page as-

iii. College user selects the course and selects the Subject (if applicable) for which they

want affiliation.

iv. College user clicks on Save button to save the information.


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applicable fees.


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d) If user want to take Provisional extension/Permanent Affiliation of course, the college

user will need to select the affiliation type and click on submit the save the details.

e) After viewing all the details, user will move to Application fee- FDR details tab.

3.2.11. FEE PAYMENT

a) The college user can preview each filled form through download file option. The draft file

is downloaded for college user to check.

b) After final lock and submit also the college user can edit/delete that application. After

final payment, college user cannot edit/delete the application.


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c) The college user navigates to the Application fee-FDR details tab after clicking on Pay

fee button for any type of affiliation.

d) System will display the Affiliation fees as applicable. The college user add FDR details

and click on Save and continue button to save the FDR details.

e) The college user will click on “Lock and Submit you Application” button to final submit

that respective form.


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f) The system take user to payment portal gateway to make the payment.

g) The college user selects the option in which he/she wants to make payment and click on

Proceed to Pay.


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h) After successful payment, the application displays the payment has been made

successful and provide the unique application id to the user.

i) The college user can also download the PDF from here.