SAMARTH for Institution Admins — Everything You Can Do

🏛️ SAMARTH eGov Suite · Capability Guide

What an Institution Admin can do in SAMARTH

Admins build and run the whole instance — the structure, the people, the academics, and every governance and finance service on top. This is the full command surface, package by package.

5 module packages

40+ modules to run

1 access-control system

1 Core Module 2 User Management 3 Employees 4 Academics 5 Roll out the rest

The command surface

Five packages, one connected system

Everything an admin runs lives in one of five packages — all standing on the Core Module and governed by User Management access control.

Build the foundation first — every package above plugs into the OUs, accounts and roles you create in it.

Package 1 · Base / Core

Lay the foundation & control access

Everything else references what you build here, so it’s done first and completely. This is also where the entire suite’s security lives.

🏗️ Define the institution (Core Module)

Set the institution profile — name (incl. Hindi), short code, head, logo, vision/mission, funding body, establishment year, official URL, address, social links.
Record recognitions — UGC, NAAC, NIRF, AICTE, NAD, AISHE.
Create Organizational Unit Types (Campus, Faculty, Department, Library, Hostel, School, College…).
Build Organizational Units singly or via bulk Excel import, each with a permanent unique code.
Define Designations as Posts or Assignments and attach system roles to them.
Configure Email Templates and module settings.

🔑 Manage users & roles (User Management)

Create accounts — Administrative, Guest, Affiliated User — with username, email, mobile, 2FA and first-login password rules.
Assign / remove roles per user or in bulk; every change is written to the User Role Logs.
Reset passwords, send invite mails, compose emails, and relieve accounts.
Configure permissions, system roles, role-permission mapping, modules, blocked accounts, module control, and privacy/security statements.

↳ How access is granted — the chain to get right once

Attach roles to designations, roles carry permissions, permissions open modules — predictable access across all 40+ modules.

The golden rule of access: Designation → Roles → Permissions → Module access. Get this chain right once and access across all 40+ modules becomes predictable. Grant module-specific roles, not blanket access.

Package 2 · Employee Services

Run the workforce & HR lifecycle

From appointment to retirement, with appraisal and recruitment in between.

↳ The employee lifecycle

The Employee Management module tracks each member of staff across these stages.

👥 Employee management (HR-PIS)

Add staff singly or in bulk (Teaching / Non-Teaching), each with an Employee Code.
Run the HRMIS Dashboard — sanctioned posts, recruited staff, live vacancies.
Manage assignments (change OU/designation), status (active/inactive), and employee codes.
Drive the Employee Lifecycle: Appointment → Promotion → Re-engagement → Separation.
Export employee data; grant employees self-update rights; maintain master data.

📅 Leave & payroll administration

Configure leave types and approval workflows; sanction applications.
Set up salary schemes and generate payroll / payslips.
Process pension & gratuity at separation.

📈 Appraisal & promotion (CAS/PBAS/APAR)

Configure appraisal sessions and approval hierarchies (HoD → Dean → IQAC → Dean Academics).
Process applications, validate auto-calculated UGC-2018 scores, and generate print-ready reports.
Reassign, extend, or flag incomplete applications; keep a full audit trail.

🧑‍💼 Recruitment & training

Advertise posts, collect applications, screen and schedule via Recruitment Management.
Run Training of Trainers (ToT) programmes.

Package 3 · Academics

Set up academics & produce results

The most layered package — build it in order: Programme → Courses → Structure → Evaluation → Sections → Mapping → Marks.

↳ The build order (each step needs the one before it)

Create the programme, add courses, set rules & grading, build sections, map students & evaluators — then marks can flow.

↳ Turning entered marks into published results

Evaluators enter and verify; the admin generates SGPA, marksheets, publishes, and promotes students to the next term.

🎓 Programmes & curriculum

Create programmes with an evaluation scheme (credit-based CBCS or percentage).
Add courses singly or via bulk Excel; set credits and scheme.
Define course structure rules — compulsory vs elective, with JSON group rules controlling student choice.
Set evaluation components (internal/external, weightage, max marks, aggregate formula) and assessment types shown on the marksheet.

⚙️ Academic settings

Configure academic year, sessions (Year/Semester; Bachelor/Master/Doctoral).
Set division groups, grade letters & points, and map them to programmes.

🧩 Sections & mapping

Create sections and add students to them (year/term-wise).
Assign courses to a section’s students.
Map a faculty Examiner or Co-ordinator to each course-section.

🏁 Result lifecycle

Oversee Import → Verify → Aggregate → Verify → Grade.
Generate SGPA / percentage, download term reports and marksheets.
Move students to the next term.

Package 3 · Academics (continued)

Admissions, fees & student services

📝 Admissions & students

Configure admission cycles and forms; manage applications and allocation.
Import students (single or bulk), validate and allocate them to programmes.
Manage the Student Portal — auto-imported when admitted via the Admission Portal.

₹ Fee configuration

Configure programme-specific admission, term/semester and examination fees.
Integrate the payment gateway; run due management.
Set late-fee rules (JSON) and gate course selection with fee verification.

🗣️ Feedback administration

Build feedback templates and question banks; schedule, publish and discard.
Analyse responses with bar/pie charts and reports.

💼 Training & Placement (TPO)

Configure placement seasons and OU mappings.
Verify companies, oversee opportunities, update hiring status.
Generate season/company/job/OU/gender/category reports.

🎓 Other student-lifecycle modules

Administer Examination & LMS / online proctored exams, Thesis, Alumni, Convocation and Certificate issuance.
Manage Hostel end-to-end — rooms, facilities, mess menus, allocations, requests, incidents and hostel fees.

Package 4 · Governance

Run accountability & campus operations

The widest package — the services that keep an institution transparent, compliant and running day to day.

📁 Records & transparency

File Management & Tracking — paperless e-files and noting.
RTI requests, Legal Case tracking, Minutes archive & retrieval.
Grievance redressal and Service Desk ticketing.

🏫 Estate & campus services

Estate, Residence Allocation (e-housing), Fleet, Security.
Health, Sports, and Essential Services.

🌐 Communication & outreach

Core Communication System and Content Federation.
Endowment management.

🏛️ Affiliation

Manage affiliated / constituent colleges through the Affiliation Management System.

Package 5 · Accounts & Finance

Manage money & assets

💰 Budget & bills

Financial Supply Chain Management — budget & accounts.
Bill Tracking for vendor and internal bills.

📦 Assets & research funds

Inventory Management across stores and units.
Research Project & Grants Management.

Across everything

Oversight & institutional reporting

📊 See and prove the whole picture

Use module dashboards for live counts (employees, vacancies, applicants, results, feedback).
Rely on bulk Excel import/export for students, employees, courses, OUs and companies.
Lean on audit logs (role changes, application trails) for accountability.
Feed recognition & ranking reporting — NIRF, NAAC, AISHE — from one connected source of truth.

Reference

Key admin roles

Role	What it lets you do
`core_admin`	Build OU types, OUs and designations in the Core Module
User Management admin	Create accounts; assign/remove roles; permissions & logs
`hrprofile-admin`	Add/update all employees; HRMIS; export employee data
`academic_admin` · `programme_admin`	Programmes, courses, structure, evaluation, sections, results
`cas_admin`	Configure & process CAS/PBAS/APAR sessions and approvals
Feedback / Training / Hostel admins	Run feedback, placement and hostel services respectively

Build in order. A half-finished Core Module causes pain in every module above it. Configure structure and access first, bring in people, set up academics — then roll out governance and finance modules in phases by priority.