Frequently Asked Question's





I want to drop a course / Course Adjustment
Within the period prescribed in the Academic Calendar, a student can substitute one or more courses by others. For this purpose the student has to carry out Course Adjustment in consultation with his/ her Faculty Advisory Group.

Upto which date can I drop a course
The last date for dropping a course by the student will be two weeks after the mid-semester examination for the semesterlong courses.

I have not received my scholarship
Please check whether you have submitted your attendance certificate duly certified by your supervisor within given deadline and then contact syscon office.


I want to go on leave
You have to fill up leave application form and submit it in Syscon office after getting signed by your supervisor/faculty advisor.

All Research Scholars under TA/RA/SF are entitled for leave for a maximum of thirty days per year in addition to Public Holidays. Also 10 days leave on medical reasons is permitted. The leave due can be carried over to the next year and accumulated upto 90 days.

Women Scholars are entitled for maternity leave at the full rate for a period of not exceeding 180 days, once during the tenure of their studentship. This should be supported by a medical certificate.

Male Scholars are entitled for 15 days paternity leave once during the tenure of their award. This should be supported by a medical certificate. The Head of Department/ Academic unit/ Convener of the Interdisciplinary Programme is authorized to sanction the above leave.

No vacation in Summer/Winter is admissible.

When I should present my APS
Every registered Ph.D. Student has to give APS till presentation of Pre-synopsis.

This is an evaluation Report of RPC on the work presented by the student after completion of each academic year.

The students joined in Autumn Semester (July), after completion of 1 year have to present their APS latest by 31st August, of every year, till submission /presentation of Pre-synopsis. The students joined in Spring Semester (December/January), after completion of one year, have to present their APS latest by 31st January, every year, till submission /presentation of Pre-synopsis.

Where could I get the APS form
All forms are accessible on Post Student Ldap login. Or you can visit following link given on academic homepage.

How many members are required to constitute the RPC
The RPC will normally consist of the Supervisor & CoSupervisor (if any) and two other faculty members conversant with the field of research. The CoSupervisor and/or member of the RPC may be from outside the Institute.

What if I am not able to present my APS within the deadline
Fine will be levied for late presentation of APS. A student may apply/request for extension of APS to PGAPEC 15 days before the due date of APS presentation with appropriate reasons, through his/her supervisor & Head, of the Department.

Registration of Ph.D.
Every student who is admitted & joined the Ph.D. Programme has to submit this form. This form is to be submitted immediately after joining the Ph.D. Programme. For filling up of this form the student may consult/take advise of Faculty Adviser. The form can be submitted along with the joining report.

When should I apply for 'Confirmation for Registration of Ph.D.
This form is to be submitted immediately after completion of course work prescribed by the academic unit. The copies of the semester grade cards should be attached along with this form. Attested copy of Qualifying Degree Certificate has to be submitted along with this Form.

What if my topic of research is changed
Please apply in the prescribed format to the Convener PGAPEC through your supervisor, RPC members and head of the department.

I want to change my supervisor
Change of Supervisor(s) under exceptional circumstances shall be permitted on recommendation of the IDPC after obtaining the consent of
1. the student
2. the present Supervisor(s) and
3. the proposed Supervisor(s)

If the research programme and/or area of the work requires modification due to this change, the student’s entire course programme requirement shall be examined by the IDPC. If there is a change in the research programme and/or area of the work, the registration date may be revised, if found necessary.

I want to change my admission category
The student may require to change his/her existing admission category to new category for various reasons. The request should be made to PGAPEC in the prescribed format.

Students must attach appropriate documents (For eg. In the case of change of category to External (EX), student is required to submit External Supervisor's Biodata, External Supervisor's consent, and NOC from the Employer; For Change in category to TA/CSIR/UGC, a copy of GATE/CSIR/UGC score card/award letter etc.) for consideration of PGAPEC for approval.

What is the procedure for submitting the synopsis / thesis
The soft copy of your synopsis and panel of examiners along with justification for the panel should be forwarded by your supervisor to syscon_office[at]sc.iitb.ac.in for submitting to IDPC. Once approval from IDPC is obtained you can submit hardcopies of your synopsis.

How many copies of synopsis and thesis are to be submitted and where
The student shall submit 5 copies of the synopsis and 5 / 6 copies of the thesis to the IDPC within a period of four months from the date of presentation of pre-synopsis seminar. In case the Synopsis and Thesis are not submitted in the specified period, the student may be asked to present another presynopsis seminar.

I have completed my 5 years of research what formalities are to be completed
Ph.D. students who have been registered for five or more years in the Ph.D. programme are required to submit a properly completed application on the approval form, for extension of Ph.D. registration to the subsequent year in the Ph.D. programme. This application must be completed and submitted on or before the last date for completing the Annual Progress Examination for the year prior to the year for which extension of Ph.D. registration is required.

Can temporary withdrawal from the Ph.d. program possible
In case a student wishes to temporarily withdraw from his/her Ph.D. Programme, he/she may do so only after a period of two years following his/her date of Confirmation of Registration with prior permission of the Senate. The application for temporary withdrawal must be endorsed by the Ph.D. Supervisor(s) and the Postgraduate Committee (PGC) of the academic unit in which the student is registered. Temporary withdrawal could be granted for, upto one year (two semesters)

For more details please Refer Ph.D. Rule book

What are the possibilities of financial support to complete research work after completing TAship
Partial Financial Support from IRCC for Completion of Synopsis & Thesis.
The Financial support is given from the date of presentation of pre-synopsis seminar, for a maximum of 3 months or till the date of submission of synopsis and thesis, whichever is earlier, on the basis of attendance certified by the respective academic unit.

Financial support for attending conferences / workshops from departmental development funds
1. A partial support upto Rs 15000/- can be facilitated through DDF to attend a second international conference for regular institute TA/RA Ph.d. students. They must have utilized the institute funds for the 1st one.

2. A partial support from the DDF to doctoral students who wish to attend workshops / special courses in international destinations can be granted subject to the following conditions:
      i. Aleast 50% of the funding (travel+registration+stay) should come from other sources,
      ii. DDF funds, upto a maximum of Rs. 40,000 would be made available subject to a minimum available balance in the DDF account.
     iii. Funding would be provided only for research visit/workshops/special courses, not conferences.
      iv. Only one nomination per year from each core faculty member would be accepted.

Financial Support for attending National /International Conference/Workshop held in India (approved in IDPC, 26 Feb 16)
Financial support uptoRs 10000/- can be facilitated through DDF to attendNational /International CONFERENCE held in India subject to minimum balance of Rs. 3 lakh in DDF. Student should provide bills and he will be reimbursed at actuals as per Govt norms.

Financial support uptoRs. 7000/- can be facilitated through DDF to attend National/International WORKSHOPS held in Indiasubject to minimum balance of Rs. 3 lakh in DDF. Student should provide bills and he will be reimbursed at actuals as per Govt norms.
I want to drop a course / Course Adjustment
Within the period prescribed in the Academic Calendar, a student can substitute one or more courses by others. For this purpose the student has to carry out Course Adjustment in consultation with his/ her Faculty Advisory Group.

Upto which date can I drop a course
The last date for dropping a course by the student will be two weeks after the midsemester examination for the semesterlong courses.

I have not received my scholarship
Please check whether you have submitted your attendance certificate duly certified by your supervisor within given deadline and then contact syscon office.

I want to go on leave
You have to fill up leave application form and submit it in Syscon office after getting signed by your supervisor/faculty advisor.

You are entitled for a maximum of 30 days leave in addition to public holidays, during the entire tenure of the programme.

Do we have Vacations
1. You are entitled for:
     i. Winter vacation
     ii. Summer break (15 days) for the first year.
2. In addition, you are entitled for a maximum of 30 days leave in addition to public holidays, during the entire tenure of the programme.

Change from M.Tech. to Ph.D.
If a particular student who is pursuing a full time M.Tech. Programme at the Institute fulfils the minimum qualifications prescribed for admission to any specific Ph.D. programme of the Institute and wishes to change over to that Ph.D. Programme, he/she may be permitted to do so provided he/she has obtained an SPI of 9.00 or above after having registered for full credits of course work in the first semester (See M.Tech. rules MR 2.1 (2) and MR 2.1 (3)).

The student(s) shall apply for the change over by the end of the first semester through the IDPCs, will forward the application with due recommendations to the PGAPEC for consideration.

SCHEDULE FOR PROJECT PRESENTATIONS AND ASSESSMENT
Project stage
Registration
Submission / presentation / assessment
Submission of grades to academic office
I Stage January (II sem) 1st Sept to 31st Oct 5th Nov
II Stage Registration for the II Stage will be carried out along with the grade report for the I Stage evaluation 30th April to 30th June (Just after 4th semester) 5th july
Contact persons in Academic/Administration

Admissions Related issues Mrs. Tabassum Z. Majgaonkar 7066 tabassum_m[at]iitb.ac.in
Time table related issues Mrs. Smita S. Mahagaonkar (Manjiri) 7058 manjiri[at]iitb.ac.in
Academic issues Mr. Ramesh S. Rawool 7066 rameshrawool[at]iitb.ac.in
For Class room booking Mr. Prasad A. Ghate 4014 prasadghate[at]iitb.ac.in
For LTC, TA/DA, CEA, Medical Ms. Seena Shyjo 7935
For CPDA/MHRD/other funds Ms. Shraddha Amod Salgaonkar 7945
for Faculty

Form Name Link
Special Casual Leave
EL Application
EL Joining
CPDA Expenses
Authority for payments
Central Library Book Suggestion
LTC Advance
LTC Bill
Medical Claim Form - OPD
Travelling Allowance
for Staff

Form Name Link
Authority for payments
EL Application
EL Joining
LTC Advance
LTC Bill
Medical Claim Form - OPD
Special Casual Leave
Travelling Allowance
Key Permission
Biometric Access
Staff Welfare Form
for Students

Form Name Link
Academic Leave
General Leave
APS
Ph.D. Credit Seminar
M.Tech. Credit Seminar
M Tech. FIRST STAGE evaluation of the dissertation
M Tech. FINAL STAGE evaluation of the dissertation
Key Permission
Biometric Access
Central Library Book Suggestion
Other Academic related forms
  
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