Faculty Capability Guide
👩🏫 SAMARTH eGov Suite · Capability Guide
What a Teacher can do in SAMARTH
As faculty you wear two hats — an employee managing your own service record, and an evaluator running your courses’ results. Here is the full range of what each unlocks.
🧑💼 Hat 1 — Employee
Your profile, leave, pay, and career advancement. Carried by the employee role by default.
📝 Hat 2 — Evaluator
Marks, grading and results for courses you’re mapped to. Added when you’re assigned as Examiner / Co-ordinator.
Access
Your account
🔐 Log in & stay secure
- Activate your account on first-time login with an emailed verification code, then set your password.
- Log in normally, or with two-factor authentication where enabled.
- Use the Switch Account facility to toggle between linked roles/accounts if your admin enables it.
🧭 Know where you are
- Your menus reflect the roles assigned to you — Employee Services for your record, Academics for your classes.
- Missing a tool? It usually means a role hasn’t been assigned yet — ask your admin.
Hat 1 · Employee
Maintain your service record (HR-PIS)
The employee role lets you view and update your own profile. A complete, accurate profile feeds appraisals, promotions and university reporting.
👤 Personal & academic
- Maintain your profile, upload a photo, and print your full profile.
- Record qualifications: UG, PG, M.Phil., Ph.D., D.Sc., D.Lit.
- View your University Assignments (postings) — read-only; only the admin can change them.
📚 Career & teaching
- Record your timetable and subjects taught, e-learning resources.
- Add administrative and industrial / technical / research experience.
🔬 Research & supervision
- Record Ph.D. supervision — awarded, submitted, ongoing.
- Log publications: UGC-notified journal articles, books, fellowships, honours, awards, extension activities.
- Capture IPR workshops, conference talks/posters, research projects and funding support.
💡 Patents, consultancy & networks
- Record patents, research seed money and consultancy.
- Add memberships, MoUs, collaborations, student mentorship, e-content and development programmes.
- Track your 100% profile completion against the system’s checklist.
↳ How a profile edit becomes official
Your edits go through approval. Changes save as a Draft → you Submit → your HoD approves → the Employee Admin verifies → recorded. Remember to submit; a saved draft alone never reaches your HoD.
Hat 1 · Employee
Leave, pay & benefits
↳ Applying for leave
📅 Apply for leave
- Apply for any leave type with dates and reason.
- Assign cover duties to a colleague before submitting.
- Submit into the approval workflow and track sanction status.
💰 Payroll & pension
- View your salary details and payslips in the Payroll area.
- Access pension & gratuity processing at separation, where enabled.
Hat 1 · Employee
Apply for promotion — CAS / PBAS / APAR
The Career Advancement module runs your promotion and appraisal end to end, UGC-2018 compliant, with automatic score calculation and a clear approval trail.
↳ The CAS / PBAS approval ladder
📈 Build your application
- Create a self-assessment / PBAS / CAS application (cas_employee role).
- Pull teaching, research and other details from your HR profile; upload proofs and enter claimed scores.
- Save as draft and finish later; preview before submitting.
➡️ Submit, track, resubmit
- Forward to HoD → Dean → IQAC → Dean Academics for scoring and approval.
- Track your application’s status at every stage.
- Resubmit with corrections if an authority requests changes.
- Download / print the final application and access past applications after promotion.
If you also hold authority roles (HoD, Dean, IQAC, reporting/reviewing officer), you can review forwarded applications, assign or validate scores, approve, or request resubmission for your colleagues.
Hat 2 · Evaluator
Run your courses’ marks & grades
Once an academic admin maps you to a course, you drive the result for those students. Two roles set how far you go: Examiner can import marks; Co-ordinator can import, verify and evaluate.
📤 Enter & import marks
- Open Classes to see courses assigned to you.
- Export the student list — the sheet is pre-filled with components and maximum marks.
- Fill marks offline (don’t alter headings), set Present/Absent status, then import the file.
- Verify on screen against each student and submit.
🧮 Aggregate, grade & export
- Calculate aggregate marks using the admin-set formula.
- Verify aggregates — this locks individual edits (password re-entry required for later corrections).
- Calculate grades and grade points.
- Export marks to Excel/PDF and keep a single-row PDF for your records.
Use “Change Layout” deliberately. If you overwrite calculated marks with it, the original aggregate formula stops applying to those entries.
Hat 2 · Evaluator
Supervise research & projects
📑 Thesis supervision
- Guide and review research students’ submissions through the Thesis Management module.
🧪 Research projects & grants
- Manage sanctioned research projects and grants in the Research Project & Grants module (where enabled).
Operational roles
Other things you may do (where assigned)
Depending on the duties your institution gives you, additional roles unlock day-to-day governance tools.
🗂️ File handling
- Create, note, forward and track e-files in the File Management & Tracking System.
✅ Approvals & oversight
- Act as an approver for leave, profiles or CAS as HoD/Dean.
- Handle grievances or raise Service Desk tickets.
- Sit on recruitment / ToT panels where mapped.
Reference
The roles that unlock these
| Role | What it lets you do |
|---|---|
employee | View & update your own HR profile; apply for leave; view payroll |
cas_employee | Create & forward CAS/PBAS/APAR applications; track & resubmit |
Examiner | Import marks for an assigned course |
Co-ordinator | Import, verify and evaluate marks for an assigned course |
| HoD / Dean / IQAC | Approve profiles, leave and CAS applications; assign scores |
Two hats, one login. You don’t switch accounts to move between being an employee and an evaluator — the right menus simply appear based on the roles attached to you.