Reference Manual - PG School, IARI Management System - IASRI

Reference Manual 

(Faculty Module) 

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Division of Computer Applications 

Indian Agricultural Statistics Research Institute (ICAR) 

Library Avenue , Pusa New Delhi‐110012 

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Management System: PG School, IARI 


PG School, IARI is a deemed University. It has 25 disciplines in which masters and doctorate 

degrees are awarded. These include Genetics, Horticulture, Seed Science Technology, Plant 

Genetics Resources, Post Harvest Technology, Molecular biology & Biotechnology, Plant 

Physiology, Biochemistry, Microbiology, Agronomy, Soil Science and Agricultural 

Chemistry, Agricultural Physics, Environmental Sciences, Water Science and Technology, 

Agricultural Engineering, Plant Pathology, Entomology, Nematology, Agricultural 

Chemicals, Agricultural Economics, Agricultural Extension, Agricultural Statistics and 

Computer Application. These disciplines are physically situated in different buildings that are 

spread across the Pusa Campus covering different institutes under ICAR such as IARI, 

IASRI, and NBPGR. With the advances in the Internet technologies and the available 

network infrastructure, the working of PG School can be automated and an online system can 

be developed. The PG School, IARI Software Development Committee has also identified 

the problem. The online capability of the system will allow the students, faculty members and 

administrators to publish and retrieve the information from their respective disciplines. This 

would definitely help the users of the system save their time and efforts. The time so saved 

may be utilized for other development activities of the PG School, scientific research and 

better education. PG School, IARI Management System is being developed under the IASRI 

institute funded project "Intranet Solutions for PG School, IARI" by Division of Computer 

Applications, IASRI. The system helps in achieving the PG School objectives by giving 

online access to various resources. The system is available at http://www.iasri.res.in to 

students, faculty members, scientists and administrative staff of PG School, IARI. 

1. User Login Account Creation 

1.1 Accessing the Login Page 

1. Click Start Button on left hand corner of your Monitor Screen. 

2. Drag the mouse and place the mouse-pointer over Programs. 

3. Look at the pop-up menu on right of the screen and search Internet Explorer. 

4. Drag gently mouse-pointer over Internet Explorer. 

5. Double-click Internet Explorer to start it. 

6. Find address-bar at top of the Internet Explorer Window. 

7. Type http://pgs.iasri.res.in/ in the address-bar and press Enter key. 

8. You will see the Log-in Page of Management System: P G School, IARI (Fig. 1.). 

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Fig. 1. Login Page of PG School, IARI. 

1.2 Creation of Login Account for New Users 

1.2.1 Open User Registration Form 

1. Look at Login dialogue-box at top right corner of the Login page in Fig. 1. 

2. Click on New User button. 

3. You will see User Registration page (Fig. 2.). 

1.2.2 Fill User Registration Form 

The form in Fig. 2., contains various items. They are shown in blue font. Each item has some 

box or list-boxes or radio-buttons next to the item. You need to click inside a box and type in 

the desired information for *User ID, *First Name, Middle Name, Last Name, *Title, *Father's 

Name, *Password, *Confirm Password, Web Page, Phone, Mobile, *Address Correspondence, 

*Address Permanent. The items marked with * are mandatory. The User ID should be ‘Your 

First Name followed by Date of Birth(ddmmyyyy) e.g. dinesh23031984’. Password must be 8 

characters long and should contain at least one numeric character. 

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Fig. 2. User Registration 

1. Fill in the text boxes next to the items name as indicated in above paragraph. 

2. As the case may be, click on either Male or Female button next to *Gender item. 

3. Click on list-box next to *Category item, drag the mouse pointer to GEN, SC, ST or OBC and 

click it as per your category. 

4. Click on list-box next to *User Type item, drag the mouse pointer to PG School Official, 

Faculty, Student or Teacher as per your status in PG School, IARI. Dean, Professor, Head, 

Professor, Head and Professor, Guide user type is Faculty. Administrator will upgrade the 

status as per his records. 

5. To enter your date of birth in the system, 

a. Click on first list box next to *D.O.B.item and click on day of your birth. 

b. Click on second list box next to *D.O.B.item and click on month of your birth. 

i. Click on third list box next to *D.O.B.item and click on year of your birth. 

6. Finally, click on Submit button. A sample Registration Form is shown in Fig. 3. 

7. On clicking the Submit button in Fig. 3., you will see the user verification screen Fig. 4. 

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Fig. 3. Sample Filled in User Registration Form 

1.2.3 Receive Confirmation from the System 

1. Click on Edit button, if you see some wrong information in Fig. 4. and wants to correct it. 

2. Click on Home button in Fig. 4., if you do not wish a login account on the system. 

3. Click on Verified button, if you believe the information is right and want to proceed with 

creation of user account of Management System: PG School IARI. 

4. You will get an acknowledgement from the system as in Web-page in Fig. 5. 

1.3 Login After Submission of your Application for Registration 

Once you have received thanks from the system Fig. 5., the System Administrator will receive your 

application for Registration. The System Administrator will confirm your identity as a faculty/ 

Student/ Teacher/PG School Official and authorize you as authenticated user of the system. Once you 

become an authorized user you can login into the system. 

1. Access the website of the system (Section 1.1). 

2. Look at Login dialogue-box at top right corner of the Login page in Fig. 1. 

3. Fill in User Name and Password textboxes 

4. Click on Sign In button. 

5. You will see a similar page as shown in Fig. 6. This is your Home page. 

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Fig. 4. User Verification Screen. 

Fig. 5. User Receiving Thanks after Registration 

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Fig. 6. Home Page of a User 

2. Faculty’s Rights and Responsibilities 

2.1. Board of Studies: 

Professor of each discipline is the chairman of Board of Studies and has rights to add 

approved courses, offer courses in each trimester, allocate faculty to these courses, 

and allocate guide to every student. All these tasks are carried out through BoS Menu. 

2.1.1 Adding New Courses: 

1. Choose Add Courses from BoS item of the menu bar (Fig.7). 

2. Choose Course Number and Course Name 

3. Click on Add Course 

4. A new blank row will be generated in the table. 

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Fig. 7. Add New Courses Page for the Professor 

5. Click on Modify for modifying Add New Courses Information. 

6. Fill the Add New Courses form as shown in Fig.8. 

7. Click on Save button. 

Fig. 8. Adding Syllabus and other particulars of a new course 

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2.1.2 Offering Course in a Trimester: 

1. Choose Offer Courses from BoS item of the menu bar. 

2. Choose Academic Year and Trimester e.g. 2009-10 and I Trimester as shown in Fig. 9 

3. Click Add Courses Offered in Trimester. 

4. The Offer Courses form opens up as shown in Fig.10. 

5. Move desired courses from Courses box to selected courses using move right button 

(>>). 

6. Click on Save Changes. 

Fig. 9. Offering Courses for a trimester in an academic year 

Fig. 10. Selecting Offered Courses for a trimester in an academic year 

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2.1.3 Allocating Faculty to Courses: 

1. Choose Allocate Faculty from BoS item of the menu bar as shown in Fig.11. 

Fig. 11. Allocating Faculty to Courses 

2. The screen displays all the offered courses along with the trimester in which it is offered. 

3. Click on Allocate for allocating faculty to a course. 

4. The Allocate faculty form will appear as shown in Fig. 12. 

5. Choose Course Leader, Course Associate 1 and Course Associate 2. 

6. Click on Allocate. 

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Fig. 12. Allocating faculty to a course from parent discipline 

7. If you want to allocate faculty from Other Discipline click on Choose from Other 

Discipline 

8. Choose Discipline and Click on Submit on the next screen (Fig.13). 

Fig. 13. Selecting discipline for allocating faculty to a course from other discipline 

9. Choose Course Instructor from Other Discipline as shown in Fig.14. 

10. Click on Allocate. The faculty will be allocated to the course. 

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Fig. 14. Choosing faculty member from other discipline for allocating to the course 

2.1.4 Allocating Guide to Student: 

1. Choose Allocate Guide from BoS item of the menu bar. 

2. Choose Enrolment Year and Degree e.g. 2009 and M.Sc. in the next screen (Fig. 15) 

3. Click on Submit. 

Fig. 15. Choosing enrollment year and degree of students for allocating guide 

4. The Allocate Guide page shows all the admitted students for the selected enrolment year 

and degree, 

5. Click on Allocate to allocate the Guide (Fig.16 ) for a particular student. 

6. Choose Guide Name and Click on Allocate (Fig.17). 

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Fig. 16. Offering Courses for a trimester in an academic year 

Fig. 17. Choosing name of the guide for a student 

2.2 Plan of Post Graduate Work (PPW) 

2.2.1 Guide approval of PPW 

All Guides need to approve the PPW of his students before sending it to professor. He should 

do this after the acceptance of all the members of the advisory committee of the student. 

1. Choose ‘Guide Approval of PPW’ from PPW items of menu bar. 

Fig. 18. Guide’s View of his Student for PPW approval 

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2. Click on student name for approval of student PPW (Fig.18). The next screen comes 

(Fig.19 ) that shows the PPW of the student. 

3. If the selected faculty have agreed to become his advisory committee members, then the 

guide should click on the Approve PPW button at the bottom of the page (Fig.19 ). 

2.2.2 Professor approval of PPW 

. Fig. 19. Student PPW for approval of guide 

1. Choose ‘Professor Approval of PPW’ from PPW items of menu bar. The page will show 

all the students of a particular discipline. 

2. Click student name from the list (Fig. 20). The page also shows the status of the PPW i.e. 

whether it is approved by the guide or not. 

3. On the next page student PPW is shown and if the guide has approved it then a button 

‘Approve PPW’ will also appear. If the guide has not approved it, then the message 

comes that guide has not approved the PPW yet. 

4. Click on ‘Approve PPW’ button to approve the PPW. 

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. Fig. 20. Professor’s View of the Students for PPW approval 

2.2.3 Head approval of PPW 

1. Choose ‘Head Approval of PPW’ from PPW items of menu bar. The page will show all 

the students of a particular discipline. 

2. Click student name from the list (Fig. 21). The page also shows the status of the PPW i.e. 

whether it is approved by the guide and professor or not. 

3. On the next page student PPW is shown and if the guide and professor has approved it 

then a button ‘Approve PPW’ will also appear. If the guide or professor has not approved 

it, then the message comes that guide or professor has not approved the PPW yet. 

4. Click on ‘Approve PPW’ button to approve the PPW. 

. Fig. 20. Head’s View of the Students for PPW approval 

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2.3 Registration of Students in a trimester 

All students need to register themselves in courses according to their PPW. For this they 

submit the request to register in a course to the course instructor. The course instructor 

registers the student in a course by accepting the request. The guide of each student examines 

the courses register by the student and approves it before sending it to the professor. The 

professor approves the student registration and submits it to PG School office. 

2.3.1 Faculty Approval of Students for a Course 

1. Choose ‘Faculty Approval of Students’ from Courses item of menu bar. The page will 

show all the courses of the faculty members. 

2. Click on the course number to register students under the course (Fig. 21). 

3. The next page will show the requests of students to register in a course (Fig.22) along 

with their status. 

4. Click on Approve for accepting the student request and Disapprove for rejecting. 

Fig. 21. Faculty’s View of his Course for Student Registration 

Fig. 22. Faculty Approval of Student Registration for a Course 

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2.3.2 Guide Approval of Students for Registering in Courses 

1. Click ‘Guide Approval of Students’ from item Courses from Menu bar. 

2. The page will show the list of students of the guide (Fig. 23) along with the status. 

3. Click on student name to see all his registered courses (Fig. 24). 

4. Click on Approve or Disapprove for all courses of the student. Only those courses that are 

approved by the guide will be finally registered. 

Fig. 23. Guide’s Approval of Student Registration for Courses 

Fig. 24. Guide Approval of Student Registration for Courses 

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2.3.3 Professor Approval of Students for Registering in Courses 

1. Click ‘Professor Approval of Students’ from item Courses from Menu bar. 

2. The page will show the list of students of the discipline (Fig. 23) along with the status. 

3. Click on student name to see all his registered courses (Fig. 24). 

4. Click on Approve button to register the student. The register button appears only if all 

courses are approved by faculty as well as by guide. 

Fig. 25. Professor’s Approval of Student Registration for Courses 

Fig. 26. Professor Approval of Student Registration for Courses 

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2.4 Examination 

2.4.1 Assigning Examination Scheme 

1. Click ‘Examination Scheme’ from item Courses from Menu bar. 

2. The page will show the list of courses for the current trimester (Fig. 27) along with the 

scheme adopted for evaluation. 

3. Click on Assign link, the next page shows the form for entry of examination scheme for 

that course (Fig. 28). 

4. Enter the scheme and click assign button. 

5. The next page will show the assigned scheme (Fig. 29). 

6. Click on delete link if you want to delete the existing scheme and assign new one. 

Fig. 27. List of current courses for assigning examination scheme by Course Leader 

Fig. 28. Assigning examination scheme for a course 

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Fig. 29. List of current courses with assigned examination scheme by Course Leader 

2.4.1 Assigning Grades to Students 

1. Click ‘Assign Grades’ from item Courses from Menu bar. 

2. The page will show the select box containing list of courses for the current trimester (Fig. 

30). 

3. Click on Enter grades after selecting a course (Fig. 30). 

4. The next page will show a form to enter the grades for each student according to the 

assigned examination scheme for that course (Fig. 31). 

5. Enter the grades for each student by selecting the roll number and click on submit. 

6. Only those roll numbers will appear in the select box whose grades have not submitted. 

Fig. 30. Selecting Course from the current courses for assigning grades 

Fig. 31. Entering grades for the student 

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2.5 Personal Settings 

2.5.1 Changing User Id and Password 

1. The authorized user of the system such as students, faculty, guides professors and heads 

can change their user Id and password by selecting Change Password from Personal item 

from the menu bar. 

2. User Id and Password update form will appear change the user Id and password and click 

on Submit button. 

3. The user Id and password will be changed. 

2.5.2 Qualifications 

Fig. 32. Changing User Id and Password 

1. All the authorized user of the system needs to fill their prior qualification for the record of 

the PG School, IARI. 

2. Select ‘Qualifications’ from Personal item from the menu bar. 

3. Fill the qualifications as per the form. One qualification item to be submitted at a time. 

The user can as many items as he likes (Fig.33). 

4. The qualification table will show all the entered qualifications. 

5. Click on remove button to delete any qualification item. 

2.5.3 Edit Profile 

1. All the authorized user of the system can update their profile. 

2. Select ‘Edit Profile’ from Personal item from the menu bar. 

3. Fill the profile items as per the form. User can update their profile fields as and when 

required (Fig.34). 

4. Click on submit button to update the changed fields. 

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Fig. 33. Updating qualifications of the users 

Fig. 34. Changing user profile fields 

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Reference Manual - PG School, IARI Management System - IASRI

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