User Manual [For Dental Colleges] (Version 1.0)

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1 User Manual [For Dental Colleges] (Version 1.0) Dental Council of India 2014

2 General Information College Module is a web based online portal presented by Dental Council of India for dental colleges. Objective of this system is to maintain information about colleges, their faculties and staff, students and infrastructure. System facilitates to update information periodically and creates a transparency of information among its stake holders. It helps colleges to record their academic achievements, growth, and changes held in faculties and staffing. System helps to colleges to recruit or add fresh and existing faculties in profession of dental teaching. College Module as a part of DCI Online Applications provides following facilities: 1. College Profile Management 2. Faculty Management 3. Student Management 4. Inspection (Self Assessment)

How to access College Module? Dental colleges can access the College Module through valid user name and password provided by Dental Council of India. Colleges can send e-mail at helpdciindia@gmail.

3 How to access College Module? Dental colleges can access the College Module through valid user name and password provided by Dental Council of India. Colleges can send at in case, if the colleges have not received the login information. The URL to access the college module is and link for login is Shown in Fig. 1 and marked also. (Fig. 1)

4 After click on above mentioned link, you will redirect on login window as displayed in fig 1.1. In this login page by enter valid user name and password followed by captcha, you will get login successfully. (Fig. 1.1)

5 How to Manage College Profile? After getting successful login, you will redirect on following page (fig. 1.1) named as college home where you can view summarized information of your college. In respect to view and manage college profile and other essential information, Click on College Profile Management (as highlighted in fig 1.1). (Fig 1.1) i. How to fill College Basic Details? After clicked on College Profile Management you will get following page (fig 1.2) displaying on the computer screen as default or you can access this page by on click College Basic Details as highlighted in left tabs panel on following page: (Fig. 1.2)

6 Here you can fill all basic details of dental college like address, contact details etc. in respective fields given in the form and then click on button Save & Continue. All fields are mandatory to fill before proceeding next. ii. How to Add/Edit Course Essential Certificates? After only filling college basic details and on click Save & Continue button or after filling all details of college profile once, you can go directly on this page on click Course Essential Certificate button given in left button panel.(as highlighted in fig. 1.3) To add certificates, follow the steps written below 1. Select course name, for which certificate/letter has to upload, in dropdown list menu. 2. Select speciality in next drop down list menu if applicable. 3. Select type of certificate in next drop down list menu. 4. Enter letter/certificate number as printed on that. 5. Enter issuing date of letter/certificate. 6. Enter name of the issuing authority of that letter/certificate. 7. Browse letter/certificate from your computer by click on choose file button. Note: - Soft-copy of all letters of permission of all courses (specialities wise in case of MDS, PG Diploma and Diploma) to start a course, all yearly renewals and recognition letters as available status of course. (Size <= 125 KB, format: jpg, png, bitmap, pdf) 8. Now click on button to add information filled. Now you will see a message Record saved successfully. Similarly you can upload more letters/certificates as available to you. To edit certificates, follow the steps written below Click on button against the row to which you want to edit. After editing the information click on button to save edited information. (Fig 1.3)

page on click University Affiliations button given in left button panel.(as highlighted in fig. 1.4) (Fig 1.

7 iii. How to Add/Edit University Affiliations? After only filling course essential certificates details and on click continue button or filling all details of college profile once, you can go directly on this page on click University Affiliations button given in left button panel.(as highlighted in fig. 1.4) (Fig 1.4) To add affiliation certificates, follow the steps written below 1. Select course name, for which certificate/letter has to upload, in dropdown list menu. 2. Select speciality in next drop down list menu if applicable. 3. Select university name in next drop down list menu. 4. Enter letter/certificate number as printed on that.

5. Enter issuing date of letter/certificate. 6. Enter the date of validity of letter. 7. Enter name of the issuing authority of that letter/certificate. 8.

8 5. Enter issuing date of letter/certificate. 6. Enter the date of validity of letter. 7. Enter name of the issuing authority of that letter/certificate. 8. Browse letter/certificate from your computer by click on choose file button. Note: - Soft-copy of university affiliations letters for all courses. Should have Size <= 125 KB, format: jpg, png, bitmap, pdf. 9. Now click on button to add information filled. Now you will see a message Record saved successfully. Similarly you can upload more letters/certificates as available to you. To edit affiliation certificates, follow the steps written below Click on button against the row to which you want to edit. After editing the information click on button to save edited information. iv. How to View College Seats Details? After only filling university affiliations details and on click continue button or filling all details of college profile once, you can go directly on this page on click College Seats Details button given in left button panel.(as highlighted in fig. 1.5). All Information here are read only. (Fig 1.5) v. How to Add/Edit/Delete Other Details? After only viewing seats details and on click continue button or filling all details of college profile once, you can go directly on this page on click Other Details button given in left button panel.(as highlighted in fig. 1.6)

To add hostel details, follow the steps written below 1. Enter number of boy s hostels after that total capacity of hostels. 2. Enter number of girl s hostels after that total capacity of hostels. 3.

9 To add hostel details, follow the steps written below 1. Enter number of boy s hostels after that total capacity of hostels. 2. Enter number of girl s hostels after that total capacity of hostels. 3. Select respective academic year. 4. Now click on button to add information filled. Now you will see a message Record saved successfully. Similarly you can enter more information. To edit hostel details, follow the steps written below Click on button against the row to which you want to edit. After editing the information click on button to save edited information. To delete hostel details, follow the steps written below Click on button against the row to which you want to delete. (Fig 1.6) To add dental chairs details, follow the steps written below 1. Enter number of dental chairs 2. Enter academic year respect to available dental chairs. 3. Now click on button to add information filled. You will see a message Record saved successfully. Similarly you can enter more information. To delete dental chairs details, follow the steps written below Click on button against the row to which you want to delete.

10 To add Infrastructure details, follow the steps written below 1. Select academic year. 2. Enter constructed area in sq. fts. 3. Enter non-constructed area in sq. fts. 4. Now click on button to add information filled. To edit Infrastructure details, follow the steps written below 1. Click on button against a particular row of data to which you want to edit. 2. Now edit the data in any field. 3. Click on button to save the changes. 4. You will see a message Record updated successfully. vi. How to Add/Edit/Delete Photo Gallery? After only filling other details and on click continue button or filling all details of college profile once, you can go directly on this page on click Photo gallery button given in left button panel in last number.(as in fig. 1.6) To add photographs, follow the steps written below 1. Click on button Choose File and select the image to the respective building mention in given list from your computer. If you don t have then proceed to next row in same way. Note: If you don t select any image from your Computer for respective building then by default it is shown that that building is not constructed. Images of following premises are mandatory to upload : i. Outside campus ii. Library iii. Deptt. (UG) iv. Deptt. (PG) v. Students Room vi. Canteen vii. Sports viii. Portfolio ix. Hostel (UG) x. Hostel (PG) xi. Auditorium (Size <= 125 KB, format: jpg, png, bitmap, pdf) 2. After selecting images for all 11 references (or skipping any), click button Upload. You will see a message Record saved successfully.

11 (Fig 1.7) To edit photographs, follow the steps same as to add photographs. vii. How to view complete College Profile Report? After filling all information under college profile management module, user can see its report at a glance by following steps written below:- 1. Logout your account or open new window on browser with url 2. You will be redirect on home page of website. 3. Go to college search option as marked in fig. (1.8). 4. Type the name of the college partial or complete.

Fig 1.8 5. Click on button Search, you will be redirect on college list page having your college name only as in fig.

12 Fig Click on button Search, you will be redirect on college list page having your college name only as in fig. (1.9). Fig Now click on button View as marked in fig. (1.9), you will redirect to profile report as in fig (1.10).

13 Fig 1.10

14 How to Manage Faculties? After getting successful login, you will redirect on following page (fig. 2.1) named as College Home where you can view summarized information of your college. (Fig. 2.1)

In respect to perform faculty management, click on Faculty Management (as marked in fig 2.1) then you will be redirected on following page (fig 2.2). (Fig. 2.2) i. How to Add New Faculty?

15 In respect to perform faculty management, click on Faculty Management (as marked in fig 2.1) then you will be redirected on following page (fig 2.2). (Fig. 2.2) i. How to Add New Faculty? To add new faculty in your college database, click button Add New Faculty given at header of the page and you will be redirect on following page (fig. 2.3). Prerequisites to add a new faculty: 1. Faculty image to upload (max size 25 KB, format.jpg,.png,.gif) 2. One address proof and one identity proof to upload ( max size 125 KB, format.jpg,.png,.gif,pdf) 3. Educational Certificates(BDS, MDS, P.G. Diploma, Diploma as much has been obtained ) to upload ( max size 125 KB, format.jpg,.png,.pdf)

Fig (2.3) To add Faculty Basic details, First select the option out of two (dentist/non-dentist) through radio buttons given in first line. In case of dentist, follow the steps written below- 1.

16 Fig (2.3) To add Faculty Basic details, First select the option out of two (dentist/non-dentist) through radio buttons given in first line. In case of dentist, follow the steps written below- 1. Enter all basic details required by the field showing on form. 2. All date should be filled by calendar given there because system only accepts a specific format of date. 3. All mandatory fields are marked as (*). 4. Current working details should be filled as per present designation. 5. Now click Submit button, you will redirect on same page with more options to fill and upload address proof, identity proof and photograph of faculty as shown in fig 2.4. Fig (2.4)

17 6. Select address proof, enter address proof ID no. and then choose the file (soft-copy) of proof from your computer. (size<=125 KB) 7. Select identity proof (different from address proof), enter identity proof ID no. and then choose the file (soft-copy) of proof from your computer. (size<=125 KB) 8. Choose file (soft-copy) for photograph of faculty.(size<=25 KB) 9. Click button Upload photo & ID, now will redirect on following screen (fig 2.5) with uploaded image. Fig. 2.5

18 10. Click button Save & Continue, now you will redirect on page to add qualification details as fig. (2.6).

Fig 2.6 To add faculty qualification details, follow the steps written below- Fig (2.6) 1. Select the course from drop-down list as shown in. 2. Select speciality from drop-down list as applicable. 3.

19 Fig 2.6 To add faculty qualification details, follow the steps written below- Fig (2.6) 1. Select the course from drop-down list as shown in. 2. Select speciality from drop-down list as applicable. 3. Select degree awarding university. 4. Select college name from which degree/course has been obtained. 5. Select passing Year. 6. Choose file (soft-copy) form your computer. 7. Click on button to add the information filled. 8. Now you can add in same way as much as qualification that faculty has. 9. Click on button on continue after filling qualification details, you will redirect on next page to fill experience details. To edit faculty qualification details, follow the steps written below- Fig (2.7) 1. Click on button against that row of information to which you want edit. 2. Edit the information whatever is required to change as shown in. 3. Click on button to save the changes. 4. Click on button if you don t want to change previously filled information. 5. Click on button on continue after editing details, you will redirect on next page to fill experience details. Fig (2.7)

20 To add Faculty Experience details, follow the steps written below- Fig (2.8) 1. Select the college name of the college where person has taught. 2. Select speciality/department in which he/she was teaching. 3. Select designation on which he/she was working 4. Select the date from which he/she was teaching as per selected details. 5. Select the date to which he/she was teaching as per selected details. 6. Click on button to save the details enter. Now you will see a message Record saved successfully. Repeat above steps to add more details. 7. Click on button Finish after adding experience details, now you will redirect on page of faculty list. Fig2.8

21 To edit Faculty Experience details, follow the steps written below- Fig (2.9) 1. Click on button to edit experience details in any row of grid. 2. Select and edit the information of any field within row. 3. Click on button after editing to save. 4. Click on button if you don t want to make change then Fig 2.9 ii. How to Relive a Faculty? If any existing faculty gives notice to relieve from his/her present college, through online application of Dental Council of India then a link Relive will be shown to that dental College in its faculty management module in faculty list against that particular faculty in the column named as Action (Fig ). Note: If any faculty wants to change his/her college due to some reasons then he has to give 90 days notice period before relieving to present college through login on website of DCI so that college can arrange another substitute for him/her. As soon as college arranged the substitute, college can relive that faculty through faculty management module after login on website of DCI and the name of that faculty will be removed automatically by system from faculty list of that college and will be shown in common pool from where faculty can be recruited by some other college. In case of not relieving by the present college within 90 days, system will relieve that faculty from present college after completion of 90 days notice period.

Fig 2.10.1 To relieve a faculty follow steps written below: 1. Click on button Relieve as shown in fig 2.10.1 then you will direct a new page as shown in fig (2.10.2). 2. Click Button Relieve to relieve a faculty.

22 Fig To relieve a faculty follow steps written below: 1. Click on button Relieve as shown in fig then you will direct a new page as shown in fig (2.10.2). 2. Click Button Relieve to relieve a faculty. 3. Now you will see a message Faculty relieved successfully on a pop-up, 4. Click on button OK you will be redirect on faculty list.

Fig 2.10.2 iii. How to Promote a Faculty? To promote a faculty, you have follow steps written below- 1. Search faculty in faculty list. 2. Click on button Promote given against the name of that faculty as shown in figure 2.

Fill required field designation (as per regulation for experience), department and proposed date of promotion. 5.

23 Fig iii. How to Promote a Faculty? To promote a faculty, you have follow steps written below- 1. Search faculty in faculty list. 2. Click on button Promote given against the name of that faculty as shown in figure Now you will be redirected a new page for faculty promotion. 4. Fill required field designation (as per regulation for experience), department and proposed date of promotion. 5. Click on button Promote, now faculty will be promoted and his current working details and experience on previous designation will be updated automatically.

24 iv. How to Recruit a Faculty from Common Pool? To recruit a faculty from Common Pool (a list of faculties relieved through online system), click on button Recruit Faculty at given on header of Faculty Management page, then you will redirect on following page (Fig 2.11). Fig 2.11 Now follow the steps written below: 1. Search the faculty through search panel according to the need. You will get a filtered list. 2. View profiles of searched faculty/ faculties by click on View against any faculty in list. 3. If like and intend to recruit a faculty then, click on Recruit against that faculty name. 4. A request will be sent by system to the faculty, now wait for confirmation from faculty. 5. If faculty accepts the request of college after physical conversation and conformation then that faculty will be added to requested college faculty list from common pool.

25 How to Manage Students? After getting successful login, you will be redirected on following page. Fig 3.1 In respect to perform students management, click on Students Management (as marked in fig 3.1), you will be redirected on following page (fig 3.2). To search Student from students list, follow the steps written below: 1. Enter the value in one or more search fields (as applicable) as required. 2. Click on button Search then you will get a list of students as specified criteria. 3. You can view details of any student by click on button View given against the particular student in each row of student list. Fig 3.2

You will redirect a new page to select year as in fig. (3.3). Fig (3.3) 2. Now select academic year. 3.

26 To add a new student in student list, follow the steps written below: 1. First set year (admission year) before add students by click on button Set year before add students given in left panel of buttons. You will redirect a new page to select year as in fig. (3.3). Fig (3.3) 2. Now select academic year. 3. After selecting academic year, click on button Save. After that you will be able to add students for that academic year only. 4. Now click on button Add Students Details given in left panel of buttons. Now you will be redirect on a page as fig.(3.4).

27 Fig First select course- (a) In case of BDS as you select course, system will refresh the page and specialization will be filled as N/A by the system also you will see status of students entries on a level given upper side. (b) In case of MDS, PG Diploma or Diploma after selecting course, you have to select specialization then system will refresh the page and you will see status of student s entries on a level given upper side. 6. Fill all mandatory fields given at page. 7. Click on button Submit, you will see a message Your record saved successfully on a pop up. 8. Now click OK on pop up model, you will redirect to students list. Note: There is no need to set year every time for the students of same academic year, if you wants to add students of different academic year then change academic year before adding the students. To edit details of a student, follow the steps written below: 1. Go to the students List. 2. Search the student whose details you like to edit. 3. Click on link Edit against that student in row of list (fig 3.5). You will redirect to edit page. 4. Edit any information about student and then click on button Submit. 5. Now a message will display Record saved successfully. Fig 3.5

How to Change Password? After logged in successfully, you can change password very easily. In respect to change password, please follow the steps written below: 1.

28 How to Change Password? After logged in successfully, you can change password very easily. In respect to change password, please follow the steps written below: 1. Click on link Change Password given at left-upper corner of the page (College Home) as marked in fig. (4.1), you will redirect to new page fig (4.2). Fig Enter old password. 3. Enter new password.

Note: There is defined a format of password for security purpose, please follow the instruction to define new password- I. First character should be an alphabet in capital letter. II.

29 Note: There is defined a format of password for security purpose, please follow the instruction to define new password- I. First character should be an alphabet in capital letter. II. Password should contain at least a number. III. There should be minimum 8 characters in password. IV. There should be at least on special character #, $, %, &, *, etc. Fig Again fill new password to confirm. 5. Click on button Submit, you will see a message Password has been changed successfully. 6. Again fill new password to confirm. 7. Click on button Submit, you will see a message Password has been changed successfully. How to Manage Inspections? A dental college has to submit Self Assessment Report through online application before being inspected for any purpose by Dental Council of India, On the basis of this report, inspection will be done. For this module, guidelines and direction will be given later.

PROCEDURE TO FILL APPLICATION FORM FOR GGS INDRAPRASTHA UNIVERSITY

PROCEDURE TO FILL APPLICATION FORM FOR GGS INDRAPRASTHA UNIVERSITY STEP - 1: The website for filling the forms is https://ipu.ac.in Applicant can fill in the online application form for recruitment to