Table of Contents

1.     Common Queries (UG, PG and PhD)    3
2.     Queries related to Undergraduate Programs (BTech and BDes)    6
3.     Queries Related to Scholarships    8
4.     Queries Related to Post Graduate Programs    11
5.     Queries Related to PhD Program    15
6.      Financial Matters for PhD Students 25
7.      Queries Related to Certificate Charges    27
8.      Penalty for Late Financial / Course Registration    27
9.      FAQs On Ticketing System Information    29
10. Academic Office - Organogram    31
11. Section Wise Contact Information    32
12. Escalation Chain    32
13. Turnaround Time    33

Frequently Asked Questions

Disclaimer: These FAQs are merely suggestive in nature. They are an attempt to facilitate information to students. These are subject to change, from time to time, based on the administrative exigencies/ institute requirements.

A.Common Queries (UG, PG and PhD)

A-Q1:        Where can I find the Academic Calendar?

Ans.         Academic Calendar is available at the following link:

https://www.iith.ac.in/academics/calendars-timetables/

A-Q2:        Where is the detailed Fee Structure available?

Ans.         Detailed Fee structure, is available at the link:

https://iith.ac.in/academics/fee-structure/

A-Q3:         What is meant by Financial Registration?

Ans.         Financial registration means payment of semester fee. It has to be done online through SBI collect mode. Please pay through the following link:

https://www.onlinesbi.com/sbicollect/icollecthome.htm?corpID=372897

A-Q4:         Regarding fee payment issues to whom I have to contact?

Ans.         Regarding fee payment issues the scholar may write to Accounts section at: students.accounts@iith.ac.in

A-Q5:         How to obtain various Bonafide Certificates?

Ans.         You may send a request email to office.acad@iith.ac.in  with all relevant details.

A-Q6:         I have not done my academic/financial registration? How to proceed?

Ans.         The students are advised to ensure to do their financial & course registration within the stipulated deadlines as mentioned in the academic calendar from time to time. In case of failure to do so will lead to the following fines/penalties and are applicable for all students.

A-Q7:         I have paid the fees. The transaction was successful and I even got a message from my bank. But when I want to print the receipt it is showing "No Payment Details Available". How to proceed?

Ans.         A student can download the transaction receipt by entering the required details in SBI collect under payment history. A screenshot is attached for  reference.

A-Q8:         Options to use debit cards or UPI to pay the application fee is not enabled in the SBI collect site. 

Ans.         Students can pay using Other Banks Net banking, NEFT/RTGS/ Credit Card. They can also pay through Bank challan at any SBI using a debit card. We have not enabled debit cards and UPI payments as we are facing high failure rates. 

A-Q9:         What is the schedule to add or drop the course?

Ans.         Students are allowed to add any course in the first week of start of the respective segment and

can drop 1 credit course - Within one week from the start date of course

can drop 2 & 3 credit course - Within two weeks from the start date of the course

A-Q10:        How to Check my Grades?

Ans.         You can view your Grades in your AIMS login as per the academic calendar. Please note that submission of course feedback is mandatory and failure to do so will render you ineligible to access your grades.

A-Q11:        When can we submit the course Feedback?

Ans.         10 days before completion of each course as per the segment.

A-Q12:        How can I get an ID card / Duplicate ID Card?

Ans.         You can apply for the student ID card in the online portal (AIMS Portal) under the section “Request ID card”. Once your ID card is ready you will receive a mail to collect the same.

If you have lost the ID card, you have to file an FIR in any Mee Seva centre and pay the fee Rs.500/- in SBI collect. Submit the hard copy of FIR and fee payment receipt in the Academic office along with the new ID card application form. Once your ID card is ready you will receive a mail to collect the same.

A-Q13:        Where to collect my Semester Grade Card?

Ans.         You may collect your semester grade card after every semester from the Academic office.

A-Q14:        Where can I get the CGPA to Percentage conversion certificate?

Ans.        CGPA To Percentage conversion certificate, is available at link: https://iith.ac.in/academics/assets/files/forms/CGPA-to-percentage-conversion.pdf

A-Q15:        Where can I get the Medium of instruction certificate?

Ans.        Medium of instruction, is available at link: https://iith.ac.in/academics/assets/files/forms/Intruction-of-English-language.pdf

A-Q16:        Where can I get the forms?

Ans.         All forms are available at link: https://intranet.iith.ac.in/wiki/FormsCirculars

A-Q17: IITH Students: Registering to Courses Designed for Online-Programs

Ans.          The eligible IITH students can register for courses designed for 'Online PG Programs' for working professionals (classes in evening hours and on weekends). However, in such cases they have to pay at the same rate (i.e. 25K per credit) during course registration.

External Ph.D. students can also avail this facility to avoid coming to campus to attend physical classes (whenever applicable). The Senate has already waived the residential requirements for external Ph.D. students. So, in order to fulfill the credit requirements without coming to campus, they may avail this facility. However, they have to pay at the same rate as mentioned above.

A-Q18: Is there any restriction to register extra credits in a semester ?

Ans.     The Students having CGPA less than 7.0, are not allowed to take extra courses, than their respective nominal semester course load.

A-Q19: Whether tuition fee is waive for students pursuing semester internship?

Ans.     Internship is an academic affair and evaluation (project report, viva/exam etc.) will be there to assign grades.So, the tuition fee can't be waived.

A-Q20: What are the rules for semester exchange program with other universities if they are willing to take students.

Ans. The details are as follows:

For transfer of credits, the student is asked to show the course curriculum of that university and to get their department’s approval. There may be a possibility of partial credit transfer as well. Otherwise, the student has to take an extra semester/year at IIT Hyderabad to complete the curriculum. The student has to get a permission letter from their parents and has to sign on an agreement of the above mentioned statements as well and to submit them to the related IIT Hyderabad authorities.

A-Q21:How many levels up/down elective courses can a student register for ?

Ans. A student may be permitted to take 2 levels up and 1 level down elective courses.

A-Q22:Revised TA/DA rules for all students

Ans. Following are the revised TA/DA rules for the students as below:

Further, the reimbursement of travel claims shall be subject to:

1.    Submission of hotel bills for accommodation.

2.   In case the student travel by Air, the amount equivalent to the entitled class of train fare, in the shortest route, shall be reimbursed. Any deviation (travel by Air) from this will be dealt with on a case-to-case basis in justified cases.

3.   Booking of tickets through authorised travel agencies (M/s Balmer Lawrie, M/s Ashoka Travels & IRCTC).

4.   Production of tickets, boarding passes and booking invoices etc as applicable.

5.  Complying to guidelines on AIR travel issued from time to time by Govt. of India and also the institute.

The rates are applicable for the journeys undertaken with effect from 31.07.2023.

                                        ***

B.Queries related to Undergraduate Programs (BTech and BDes)

B-Q1:  What are the graduation requirements for the UG Program?

 Ans:  Please refer to the Academic Handbook under UG "4.2.3 Graduation Requirements" topic

B-Q2:   What is the protocol for Internship for UG students?

  Ans:    Please refer to the Academic Handbook under "4.3.6 Internship for UG students" topic

B-Q3:   Duration of BTech/BDes Study:

  Ans:    Please refer to the Academic Handbook under  "4.2.2 Duration of Study" topic

 B-Q4:  What is the eligibility requirement for registration in minor/honors/Double major in terms of number of backlogs?

  Ans:  A student must have cleared all outstanding backlogs by the time of enrolment into  Minor/Honors.

  B-Q5:   Is there a CGPA criterion for registration of Minor/Double Major ?

    Ans:   Selection will be based on the IV semester CGPA.

 B-Q6: Department-wise maximum number of students (or a percentage of existing   student  strength) that can avail this option?

   Ans:  Minimum 5 Nos. or 10 % intake of the host Department (whichever is higher), can be earmarked each for Minor and Double Major seats. Selection will be based on the IV semester CGPA.

 B-Q7:   What is the process of selecting the students for Minor/Double Major programs?

   Ans:    The details are as follows:

1. The Academic office will notify regarding Minor and Double Major options and will share a single google form for Minor and Double Major which includes some basic necessary details.
2. Academic office will shortlist the students based on the CGPA & the choices opted by the students.
3. SUGC convener will be the overall coordinator for this task.
4. The final list of students selected for Minor & Double Major programs will be shared with the respective HoDs.
5. No registrations for Minor/double Major will be permitted after the completion of the selection.

B-Q8: Whether any details have to be provided by the department regarding Minor/double Major ?

 Ans:   Each Department must provide a one-page document with all details about Double Major/Minor and display on the website.

B-Q9:   If a student would like to withdraw from minor/Double Major/Honors what is the procedure and when can that be done, again whom to contact?

 Ans:    The Student can withdraw from Minor/Double Major/Honor at any point of time but the courses registered under Minor/Double Major/Honors cannot be dropped after the drop period. The registered/ completed courses will be shown under additional. Students should contact the Faculty advisor to withdraw from the Minor/Double Major/Honors program and then forward the request to Acad.

B-Q10: Can a student be terminated from the Minor/Double Major/Honor program and under what circumstances?

   Ans:  After enrolling into Minors/Double Major/Honors, if a student gets Fail grade in more than 3 credits his/her enrolment to the same will be terminated.

B-Q11: What is the department's take if a student wants to pursue more than one option such as Double major as well as Honors?

    Ans:   May be permitted on the recommendation of the Faculty Advisor.                      

      Minor and Double major cannot be done in the same department. Students can enroll for both Minor & Honors or for 2 Minors.

B-Q12: If a student drops the Double Major program, whether he/she is allowed to  convert the credits into free electives given if she has completed the 2/3rd number of total credits?

    Ans:  Please refer to the Academic Handbook under “4.3.4 Double Major” topic.

B-Q13: What are the conversion details for Dual Degree (from BTech to BTech + MTech), BTech to BTech+PhD and BTech to BTech+MTech (Interdisciplinary & Cross Disciplinary)

   Ans:  Please refer to the Academic Hand Book under "4.3.5 Dual Degree (BTech + MTech; BTech + PhD; BTech + MTech (Interdisciplinary & Cross-Disciplinary)" topic

B-Q14:  What are the Guidelines for Semester long Internship ?

    Ans:   The details are given below:

• The internship is open to all students irrespective of CGPA. There should be no pending backlogs.
• Prior approval of the Department is mandatory before students take up an internship. After getting the internship, the department should be intimated about the same.
• The Internship is open to research Laboratories. The Department can take a decision whether to approve or not.
• No courses can be taken during the semester-long internship.
• A report on the Institute expectations is to be given to the Industry/Research Lab at the beginning of the internship
• The student has to get a letter from the industry giving internship that the industry will allow the student to submit an internship report to the evaluation committee at IITH.
• If the Internship is in the domain of the Department, it can be considered for Department electives (subject to evaluation). Evaluation committee members: Two members, both from the same Dept.
• If not, it can be considered for Free electives (subject to evaluation). Evaluation committee members: one faculty from the respective department and the other faculty from another department (related to the Internship domain)
• If dept. cannot evaluate, HOD should inform the Dean, so that an alternative can be looked at.
• A feedback report is to be obtained from the Industry/Research lab on completion of the internship.

***

Queries related to Scholarships

B-Q15:        Is there any tuition fee reimbursement for BTech/BDes Programs in IITH?

Ans.         As per Govt. of India guidelines, the tuition fee remission is given as detailed below:

• The SC/ ST/ PH students shall get a complete fee waiver.
• The most economically backward students (whose family income* is less than Rs. 1 lakh per annum) shall get full remission of the fee.
• The other economically backward students (whose family income* is between Rs. 1 lakh to Rs. 5 lakhs per annum) shall get remission of 2/3rd of the fee.
• All students shall have access to interest free loan under the Vidyalaxmi scheme for the total portion of the tuition fee payable.

(*Only the ITRs of both the parents will be considered as evidence for income proof)

B-Q16:        What are the documents required to avail Fee remission.

Ans.         The following documents are required to avail Fee remission:

• Fee remission form and
• Income Tax returns and Acknowledgement received from the IT department of both the parents for the respective Financial Year.

It is to inform that all the students have to submit full fee as per their category in the first semester. After registration in the institute, the student has to apply for the tuition fee remission as per the income criteria. Subsequently, the refundable tuition fee amount will be refunded as per rules. If you have any query / problem with regard to tuition fee waiver you may write to: students.accounts@iith.ac.in

B-Q17:        Details of Vidyalaxmi Scheme:

Ans.         Vidyalaxmi Scheme details are:

• If students opt for this scheme, the Institute will pay the interest on the loan for a period of five years. To avail this scheme, it is mandatory for students to submit Income Tax Returns of both the parents (irrespective of the fact that ITR need not be filed if income is below Rs 5 lakhs). If a student wishes to avail loan under Vidya Lakshmi, then they need to file ITR for both the parents.

• Since, the fee payment is time bound, some students may first pay the fee and then opt for an Education Loan. This is allowed and, in such cases, the bank will refund the amount once the loan is sanctioned. Further, in cases where fee remission is allowed as per income limits, banks will sanction loans only to that extent.

Institute Scholarships:

 Merit- cum- Means (MCM)

• GEN, GEN-EWS / OBC category students can apply
• Parental Income shall not exceed Rs. 4.5 Lakhs for any category.
• Income Tax Return with Acknowledgement from IT Department has to be submitted as Income Proof of Parents (Father and Mother or Guardian if any)
• The number of students to be awarded MCM scholarship will be limited to 25% of Class Strength.
• The student should secure a SGPA / CGPA of 7.0 and above with no active backlogs (Fail Grade) in any type of courses (Including Additional courses).
• The Shortlisted students are eligible for Pocket Money of Rs. 1,000 per month.

ST / SC Scholarship

• Students belonging to SC / ST category can apply.
• Parental Income shall not exceed Rs. 4.5 Lakhs for any category.
• Income Tax Return with Acknowledgement from IT Department for the AY 2020-21 has   to be submitted as Income Proof of Parents (Father and Mother or Guardian if any)
• There is no ceiling on the award of SC / ST scholarship subject to fulfilling the required criteria.
• The student should secure a SGPA / CGPA of 7.0 and above with no active backlogs (Fail Grade) in any type of courses (Including Additional courses).
• The Shortlisted students are eligible for Pocket Money of Rs.250 per month and are eligible for refund of License Fee and Dining Charges at actuals and as per the eligibility.

Other Scholarship FAQs:

B-Q18:        When to apply for the scholarships

Ans.         Government Scholarships once a year (kindly refer to the NSP website regularly). Institute Scholarships – once a year, notified through email.

B-Q19:        How will students know about various scholarships?

Ans.         Students will be informed through email whenever the institute receives the information from the sponsored government/ agency.

B-Q20:        Can a student avail dual Scholarship / Financial benefit?

Ans.         No, however please refer to the guidelines from time to time for updates.

B-Q21:        W.r.t dual scholarships, how does the Institute ensure the transparency / integrity of students?

Ans.         Institute takes following measures:

• Students are asked to submit an undertaking / declaration that they are not availing any other financial benefit / scholarship other than what they are applying for
• Students are asked to produce a valid ITR as income proof for claiming any financial benefit from the Institute

B-Q22:        What is the Grant receiving mechanism?

Ans. The details are as follows:

• Government scholarships- The amount is directly sent into the student's account via DBT mode through PFMS, only the admission fee component will be remitted to the Institute account and the same will be disbursed to the Student.
• Institute scholarships – Remitted directly to the student's bank account.

B-Q23:        Which income will be taken into consideration for award of scholarship -  Gross income / taxable income?

Ans.         Gross Income will be taken into consideration.

***

C.Queries related to Post Graduate Programs

Queries Related to Fresh Admissions:

C-Q1:        Do we need to submit the migration certificate also during the physical verification   process? What is the tentative date for the submission of the same?

Ans.         Migration certificate is not required

C-Q2:        Is a medical certificate required? If yes, then is there a condition that the medical certificate should be signed by a government doctor. Can I consult a private hospital for a medical certificate?

Ans.         Yes, any qualified medical practitioner

C-Q3:         Is the original degree certificate required? I have uploaded a provisional certificate. Will it be sufficient?

Ans.         Original degree certificate is required for claiming stipend

C-Q4:         What is academic registration? When is the academic registration?

Ans.         Academic Registration means course registration. The course registration for every semester will be placed on our website in the Academic calendar page. Please follow the link:

https://www.iith.ac.in/academics/calendars-timetables/

C-Q5:         How do I know the procedure for academic registration?

Ans.         On receiving the fee payment confirmation from the student, a roll number will be created, which will be communicated to the student by e-mail (available as per IITH records). The roll number is needed for the academic registration in AIMS (Academic Institute Management System) portal.

The step wise procedure for Academic Registration is as follows:

a)           AIMS Login ID is the Roll No. - A unique id (roll number) and password will be communicated to the student through email. Students are advised to change the password.

b)           Please follow a step by step procedure outlined in the demo link which will be shared through e- mail.

c)         Students are advised to complete the AIMS registration.

       Link: https://aims.iith.ac.in/aims/

In AIMS portal, the stages of updation required are for following fields- Request ID card, my details, Course Registration (you may consult your Faculty advisor, for list of courses, if required)

C-Q6:        If I do not have a valid OBC-NCL Certificate?

Ans.         You have to provide an undertaking and provide the valid OBC-NCL certificate at the time of registration. Undertaking form is available at the below link:

https://iith.ac.in/academics/forms/

C-Q7:        Is GATE qualification mandatory for IIT Graduates?

Ans.         No, it is not mandatory. You must have 8.00 CGPA in the qualifying degree. However, at the time of applying at IITH you have to enter the digit “zero” in the GATE registration number field and proceed further.

C-Q8:         Is COAP registration mandatory for IIT Graduates?

Ans.         No, it is not mandatory for IIT graduates. However, at the time of applying at IITH you have to enter the digit “zero” in the COAP registration field and proceed further.

C-Q9:         Is there any separate provision for OCI candidates to apply for the M. Tech/M. Des/MA program at IITH?

Ans.         No separate provision for OCI candidates in MTech Program, they have to apply online through IITH admission portal subject to fulfilling required eligibility criteria as prescribed.

C-Q10:        Can I apply with a valid temporary PWD Certificate?

Ans.         Yes, you can apply with a valid temporary PWD Certificate

C-Q11:        What Should I do if I do not get security code?

Ans.         Please check your spam folder if you do not get in inbox/spam folder, then write to acad.pg@iith.ac.in mentioning the user ID.

C-Q12:        If the final results are awaited what should I fill in the Percentage/CGPA column?

Ans.         You may enter the Percentage/CGPA of the previous semester.

C-Q13:        Does the candidate have to pay separately when applying for admission in different funding programmes such as MHRD/Project/Govt. Lab/Self Sponsored in the same department?

Ans.         Yes, the candidate has to pay separately when applying for different funding programs in the same department.

C-Q14:        In case of failure of online transaction for application fee whom shall I contact?

Ans.        You may please mail to students.accounts@iith.ac.in

    Queries Related to Courses, Curriculum and other Miscellaneous Items:

C-Q15:        What are the Guidelines for Dual Degree?

Ans.         Minimum CGPA requirement for any conversion of degree, such as B.Tech. to M.Tech., B.Tech. to PhD, M.Tech. to PhD, is CGPA of 8.5 for General category, and 8.0 for OBC/SC/ST. This rule will be applicable for students of 2019 batch onwards;

For earlier batches, the old cut-off will be applicable i.e., CGPA≥ 7.0 for general category and 6.5 for SC/ST/OBC.

M.Tech/M. Des to PhD Conversion:

For M Tech/M Des students, the conversion should be based on 2nd semester CGPA and this should be done before the start of regular MHRD PhD interviews for the next semester.

BTech to MTech Conversion:

BTech student should apply before the add and drop period (1-2 segment) of 7th semester and 6th semester CGPA will be considered for shortlisting.

C-Q16:        Can I be entitled for short leave/ Semester break?

Ans.         Yes, you are entitled on medical grounds subject to submission of medical certificate and approval from competent authority

C-Q17:        Can I get the details of Guide allocation for Thesis/Dissertation?

Ans.         Details are available in Academic Hand Book available at the following link:

https://intranet.iith.ac.in/chrome/site/files/academic/20200306-Academics-Handbook.pdf

Queries Related to Fees, Scholarships etc.,

C-Q18:        Is a medical certificate mandatory for getting a stipend?

Ans.         Medical certificate is mandatory to ensure that the student is medically fit to take up the studies.

C-Q19:        What exactly are the certificates that we have to upload for getting our stipend (Please provide a list)?

Ans.         SSC, Intermediate, UG/PG, All qualifications marks sheet and final degree/provisional certificate, GATE / GPAT / CEED Score Card, Medical Certificates, Fee Receipt, Passbook/Account Details, Category Certificate (OBC, ST, SC and EWS), PWD Certificate (if any), Aadhar Card.

C-Q20:        Can we upload bank statements (with all the details of bank, account no. IFSC code), cancelled cheque instead of passbook?

Ans.         Yes, it must contain your bank account number and IFSC details.

C-Q21:        Is a TC, migration certificate necessary to get a stipend?

Ans.         Not required.

C-Q22:        Due to some reason I am not able to upload my bank details this month, so if I will upload at a later date will it be considered?

Ans.         Stipend will be paid only after submission of bank details along with all required certificates.

C-Q23:        Is the original degree certificate required? I have uploaded a provisional certificate. Will it be sufficient?

Ans.         Original degree certificate is required for claiming stipend.

C-Q24:        Would a change in bank account details (IFSC and branch name) be entertained later in the academic years?

Ans.        Yes, however you have to inform the accounts section whenever there is a change in IFSC and branch name.

C-Q25:        Is an e-account statement ok in place of a passbook? (It has all relevant details as a passbook)?

Ans.         Electronic account statements will be accepted.

C-Q26:        All the required documents have been submitted at the time of admission, is there anything else required apart from the Bank Passbook?

Ans.         Please ref. Sl. No. 2 above, if it is fulfilled then not required to upload any documents.

C-Q27:        What is the expected date to receive a stipend in our account?

Ans.       Timeline given below                

• Application by the Student:15 - 18th
• Approval by the Guide:18 - 21st
• Process by the Academic Office:22 - 24th
• Process by the Finance & Accounts Office:25 - 30th /31st
• Release of fellowship to scholars:1st of next month

If the Guide has any objection, she/he needs to reject the application within the time period. If the Guide does not reject then it will be assumed that the guide is agreeable to the disbursal of fellowship and it will be auto-approved.  

If any student fails to apply during the above schedule, he/she will have to apply in the next month (including the missed period).            

In the case of holidays or weekends (Saturday/Sunday), the said schedule will be extended by two days and the fellowship will be released by the 3rd of next month.

C-Q28:        What is meant by Financial Registration?

Ans.         Financial registration means payment of semester fee. It has to be done online through SBI collect mode. Please pay through the following link:

https://www.onlinesbi.com/sbicollect/icollecthome.htm?corpID=372897

C-Q29. What is the amount to be paid by an Online PG Student if the student gets a “Fail (F)” grade and the student has to re-register for the same course ?

Ans. The Student has to pay 50% of the regular fee per credit ie. if a student has to register for a one credit course which is 25,000 per credit currently, the student has to pay Rs. 12,500/-

C-Q30.What are the charges for extra credit (Self sponsored students) ?

Ans: With respect to credit requirements of each department any student can do up to extra 5 credits without any charges however beyond this any additional credit will be charged (20,000 per credit). Ex. Credit requirement for x program is 50, (Max extra credit allowed without any chargers is 5)= 55 ( Maximum credit allowed) Beyond this charges will be applicable, 20,000 per credit.

***

D.Queries related to Ph.D. Program

D-Q1:        I have got the Ph.D. admission offer letter. In the offer letter it is mentioned that I have to pay the advance fee and have to do the Financial Registration. What is meant by Financial Registration?

Ans.         Financial registration means payment of semester fee. It has to be done in online mode through SBI collect. The following is the SBI collect payment link:

https://www.onlinesbi.com/sbicollect/icollecthome.htm?corpID=372897

D-Q2:        What is meant by Academic Registration? When is the Academic Registration?

Ans.         On the day of Academic Registration scholars have to report the Institute along with their original certificates for the verification. On the same day scholars have to do Course registration in the online portal. The scholars will be given a demo on Course registration.

The date of Academic Registration is mentioned in the Academic Calendar which is available at the following link:

https://iith.ac.in/academics/calendars-timetables/

D-Q3:         What is the Roll number? How can I get the roll number?

Ans.         After the completion of Academic Registration, scholars will be allotted a Roll number and e-mail ID. The roll number, e-mail ID and online portal login credentials will be communicated to the student through personal e-mail ID (available as per IITH records).

D-Q4:         How can I register the courses in the online portal?

Ans.         The step wise procedure for Academic Registration is as follows:

1. The student has to login to his/her IITH mail ID
2. In his inbox, the student will find the ERP AIMS Login ID (which is also the Roll No.) and the password.
3. With this AIMS login ID (roll number) and password he/she needs to login to AIMS portal https://aims.iith.ac.in/aims/
4. Students are advised to login to AIMS
5. Please follow the step by step procedure to register in AIMS
6. Students are advised to enter their personal details, upload the certificates, fill the details in the request ID card section and do the course registration

D-Q5:        Which courses I have to choose while doing the course registration in the portal? To whom I have to contact to discuss about the courses?

Ans.         The scholars may contact the Faculty Advisor to discuss about the courses to be register.

D-Q6:        When will the classes start?

Ans.         The date of commencement of classes is available in the Academic calendar. The complete Academic schedule is mentioned in the Academic calendar. The link for Academic calendar is as follows: https://iith.ac.in/academics/calendars-timetables/

D-Q7:         Who should be contacted regarding Hostel allotment?

Ans.         Hostel office should be contacted. Mail ID of Hostel office is: office.hostel@iith.ac.in

D-Q8:         I want to withdraw my admission. How can I withdraw my admission? Will I get my fee refund?

Ans.         To withdraw the Ph.D. admission the scholar may fill the “Admission withdraw form” & “No-Due’s form”, get the necessary signatures on the form and submit in Academic office.

Academic office will take the necessary approvals and inform the scholar. The same will be forwarded to Accounts section to process the fee refunds.

The forms are available at the link: https://iith.ac.in/academics/forms/

The policy of fee refund in case of admission withdrawn/ cancellation is available at the following link, under “Seat Acceptance Fee and Refund Policy”:

https://iith.ac.in/academics/fee-structure/

D-Q9:   Policy for credit transfer of rejoined IITH PhD Scholars:

Ans: Terminated or withdrawn PhD scholars who rejoin within 5 years of discontinuation are only eligible for transfer of credits earned by them during the previous tenure at IITH, on

recommendation of respective DC. DC may recommend students to do additional courses, if required.

D-Q10:        What is the maximum duration of the Ph.D. program?

Ans.         The maximum duration of Ph.D. program is as follows:

For Regular PhD (Full time) - 6 years

For External Ph.D. (Part time) - 7 years

D-Q11:        What is the procedure for Guide/Supervisor selection?

Ans.         Ph.D. scholars can select the Guide/Supervisor at the beginning of enrolling semester i.e., before the first course add/drop period of the semester (or) at the end of the enrolling semester. Regarding Guide allocation, the scholar may contact Faculty Advisor/DPGC/HOD. Once the Guide is allotted the scholar has to submit the “Guide consent form” along with the necessary signatures in the Academic section.

The Guide Consent form is available at the following link: https://iith.ac.in/academics/forms/

D-Q12:        What is Doctoral Committee?

Ans.         Each Ph.D. scholar will be guided by a Doctoral Committee (DC). The Guide will constitute the DC. The DC may be constituted within a month from the date of Guide allocation.

              The Doctoral Committee (DC) constitution:

The DC has at least 4 members including the Guide. The DC will have at least one external member i.e., members from other departments. Please see the details below.

(1) Chairperson should be either external member or a senior faculty of the own department or the HOD (preferable IITH Faculty member)

(2) Guide will be the Convener of the DC.

(3) There will be two other members of DC, one will be internal and another will be an external member.

 If a suitable external member from other departments cannot be found, then the external member can be from the same department but from a different specialisation.DC formation should be completed within 1 month from the guide allocation.DC meeting for the PhD students should be held every year for the first 3 years and subsequently, every six months until 5 years. Beyond 5 years, DC meetings have to be conducted every 3 months and an extension need to be sought, if required, in each of these DC meeting for 3 additional months.

After the DC constitution the form has to be submitted in the Academic office along with the necessary signatures. The DC constitution form is available at the following link:

  https://iith.ac.in/academics/forms/

D-Q13:        How many credits I have to complete during my Ph.D. coursework? In how many semesters, I have to complete my coursework? What is the minimum CGPA that I have to secure during my course work?

Ans.        Ph.D. scholar has to complete their minimum course work requirement in the first two semesters and has to secure minimum 7 CGPA.

The minimum course work credit requirement is as follows:

D-Q14:        How can I get the Semester grade cards for the coursework I have completed?

Ans.         Scholar may request for the semester grade card through mail. Please mail to: acad.phd@iith.ac.in.  Please note that the request has to be given 4 working days in advance.

D-Q15:        Is Clean India (CI1010) a mandatory course?

Ans.         Yes. It is a mandatory course for all the scholars. Each scholar has to complete this course once in entire duration of the program. The scholars may register this course as additional.

 D-Q16:        I have completed my Ph.D. course work. Do I need to register in the AIMS portal every semester?

Ans.        Yes. You have to register in the AIMS portal for each semester until completion of your final Ph.D. Viva. Even if not registering for any courses the scholar may mention the comments in the comments box and submit the course registration.

D-Q17:        How can I apply for the Ph.D. Fellowship?

Ans.         The fellowship initiation and application process for different funding agencies is mentioned below.

1. MoE (MHRD), PMRF, QIP & ASEAN Fellowship:  Upon receiving confirmation from the Academic office, the scholars can apply for a monthly fellowship in the AIMS portal between the dates 15-18th of every month. Guide and TA may approve the same by 18-21st. The academic office will process further.

2. Project: The procedure of initiation of Ph.D. Project funding fellowship is as follows:
   

Step-I: Application for fellowship (format available in intranet) should be submitted in R&D section (office.rnd@iith.ac.in) through Faculty in charge/ Project PI(Guide)

Step-II: R&D office will prepare a Project approval (with the details of fellowship amount and tenure) and will forward to the Academic office(acad.phd@iith.ac.in)

Step-III: Academic office will update the Project details in the AIMS portal. The same will be informed to the scholar concerned, so that the scholar can apply for the fellowship in the AIMS portal as mentioned in the point (a) above.

3. DST INSPIRE, DBT & ICMR: Scholars has to submit the joining report and other documents as mentioned by the funding agency in their respective funding agency website login. Upon receiving the funds from the funding agency, R&D office will forward the information to the Academic office. Academic office will update the details in the AIMS portal then will inform the same to the concerned scholar. Subsequently, the scholar can apply for the fellowship in the AIMS portal as mentioned at point (a).

4. CSIR Fellowship: Scholar has to submit the joining report, bank account details and other documents as mentioned by CSIR in the Academic office (acad.phd@iith.ac.in). Academic office will send all the documents to CSIR. After receiving the sanction letter from CSIR the fellowship process will be started. Scholar has to submit the monthly fellowship claim bill with the approval of Guide in the Academic office every month, the same will be forwarded to CSIR. The fellowship will be paid to the scholar through DBT mode from CSIR. To claim the contingency scholar has to submit the respective form in the Academic office. For further details please refer the CSIR website at: https://www.csirhrdg.res.in/Home/Index/1/Default/1886/60

5. UGC Fellowship: Scholar has to submit the joining report, bank account details and other documents as mentioned by UGC in the Academic office(acad.phd@iith.ac.in). Academic office will upload the same in the UGC online portal. Upon the approval of UGC, the fellowship process will be started. Scholar has to submit a Continuation certificate and HRA form in the Academic section with the approval of Guide, once in three months.

D-Q18:        What is a Comprehensive Exam?

Ans.         Each Ph.D. scholar has to attend the Comprehensive Exam within 12 months from the date of joining.  After the completion of the course work (at least 75% of credits), students are eligible for the Comprehensive exam. The scholar needs to achieve a minimum CGPA of 7.0 in coursework to be eligible for the comprehensive exam. The Department will decide and inform the pattern of the exam to the scholar. It is applicable from July/Aug '2020 batch onwards. The format for Comprehensive Exam is available at the following link:https://iith.ac.in/academics/forms/

D-Q19:        What is meant by Proposal Defence (or) RPS (or) Research Proposal?

Ans.         Each Ph.D. scholar has to present the Proposal Defence (or) Research Proposal Seminar (RPS) (or) Research Proposal. Scholars have to present the RPS within 6 months from the date of passing the Comprehensive exam. RPS for regular and direct PhD students should be done within 18 months of registration.

The format for Proposal Defence (or) RPS (or) Research Proposal is available at the following link: https://iith.ac.in/academics/forms/

D-Q20:        What is the procedure to convert from JRF-SRF?

Ans.         Ph.D. is a 5-year tenure program. The first 2-year period is called as JRF and the next 3-year period is called as SRF. The scholar’s JRF-SRF upgradation has to be done in the presence of the committee members out of which one should be an external examiner. Upon successful completion of the upgradation, the scholar’s JRF fellowship will be upgraded to the SRF fellowship amount. Each full-time scholar has to go through this to receive the SRF fellowship amount. Scholars have to follow the respective funding agency guidelines and formats in this regard. For MoE funded scholars, the format is available at the following link:

https://iith.ac.in/academics/forms/

D-Q21:        What is the schedule of “Research progress Review” (or) DC meetings?

Ans.          The “Research progress Review” (or) a DC meeting for the PhD students should be held every year for the first 3 years and subsequently, every six months until 5 years. Beyond 5 years, DC meetings have to be conducted every 3 months and an extension need to be sought, if required, in each of these DC meeting for 3 additional months. The Guide will conduct this meeting. The format is available at the following link: https://iith.ac.in/academics/forms/

D-Q22:        What is the procedure to submit Open Colloquium (OC) and final Thesis for evaluation?

Ans.         Upon the recommendation of the DC, the scholar can submit the Open Colloquium (OC) request. Along with the OC request form the scholar has to submit the list of documents as mentioned in the form. The proposed date for the OC has to be mentioned in the form. OC request form has to be submitted at least 7 days before the date of OC. After the verification, Academic office will take the approval of Dean Academics and will inform the same to the guide. Then the OC may be conducted. After the OC, the report form needs to be submitted to the Academic office.

The OC Request and Report forms are available at the following link:

https://iith.ac.in/academics/forms/

D-Q23:        What is the procedure of Thesis evaluation and Viva?

Ans.         After the successful completion of OC, scholar has to submit the final thesis to the Academic office within one month along with a copy to Guide for the evaluation. The Thesis will be sent to the external examiners for the evaluation in mode (A) or (B) as chosen by the scholar in the prescribed form.

Mode/Option (A): The competent authority will select the two examiners/ referees to evaluate the thesis. After the acceptance by the examiners, their details will be shared with the supervisor(s) by the Academic office. Thereafter, supervisor(s) can directly contact these referees, requesting for timely completion of evaluation and fixing the date of final Viva. Both the referees have to attend the final Viva. The Acad office is to be kept informed about the scheduled date of Viva.

Mode/Option (B): The competent authority will select the three examiners/ referees to evaluate the thesis. After the acceptance by the referees, they will be given two months’ time to submit a report. Once, two positive reports are received, the competent authority will select a final examiner for the Viva. The examiner details will be shared with the Guide, Subsequently, the Guide will contact the examiner and schedule a final Viva date. The Acad office is to be kept informed about the scheduled date of Viva.

D-Q24:        I have submitted my Ph.D. final thesis. Will I get any thesis submission proof document?

Ans.         Yes, we will issue the “Thesis submission” certificate. In the certificate we will mention the Thesis submission date. Scholar may submit the request through mail to acad.phd@iith.ac.in. The document will be issued in 3-4 working days.

D-Q25:        How can I apply for Provisional Degree certificate?

Ans.         Scholar may submit the request through mail to <acad.phd@iith.ac.in> with the recommendation of Guide. To apply for the Provisional Certificate, the scholar should have defended his final Viva successfully and needs to submit the No-Dues certificate. The provisional Degree certificate will be issued in 4-5 working days.

D-Q26:        Till when do I have to pay the semester fee?

Ans.         Ph.D. scholars have to pay the semester fee till the date of final Ph.D. Thesis submission (for evaluation after the OC).

D-Q27:        What is the procedure to get the No-Dues certificate?

Ans.         The format for No-Dues certificate is available at the following link:

https://www.iith.ac.in/academics/forms/

The scholar has to get the No-Dues confirmation/signature from all the offices individually and finally submit in the Academic Section. Only on submission of No Dues the scholar will be issued the Provisional certificate.

D-Q28:        How can I get my Ph.D. final Degree certificate?

Ans.         The final Degree Certificate will be awarded in the immediate (next) Convocation. If the scholar is unable to attend the Convocation the certificate will be sent to the scholar through post.

D-Q29:        How can I get my Consolidated Grade report?

Ans.         The Consolidated Grade report will be awarded along with the Degree certificate.

D-Q30:        What are the Joint Ph.D. programs/exchange programs with the foreign universities available at IITH? How can I apply for them?

Ans.         Please contact the “Office of International & Alumni Affairs (IAR)” office. You may reach the IAR office at the mail ID: office.iar@iith.ac.in. Also, please visit our website at: https://www.iith.ac.in/iar/

D-Q31:        I have Graduated from IITH. How can I get my Alumni ID card?

Ans.         Please contact the “Office of International & Alumni Affairs (IAR)” office. You may reach the IAR office at the mail ID: office.iar@iith.ac.in

D-Q32:        I have an issue with login to my institute mail ID.  Whom do I need to contact?

Ans.         Regarding all network issues, please visit the website of Computer Centre and follow the instructions. The link for website of Computer Centre is: https://iith.ac.in/computer-centre/

D-Q33:        

A)  I have submitted my Ph.D. thesis within 4 years. What is the procedure to apply for the Institute PDF fellowship?

Ans. Every MoE(MHRD) PhD student who submits his/her Ph.D. thesis within 4 years will be provided a post-doc fellowship of Rs. 60,000 for 6 months period. After the submission of thesis, the scholar has to submit a request along with the approval of Guide and HoD. The scholar may submit the request through mail.

B)  I have submitted my Ph.D. thesis within 4.5 years. What is the procedure to apply for the Institute PDF fellowship?

Ans. Every MoE(MHRD) PhD student who submits his/her Ph.D. thesis within 4.5 years will be provided a post-doc fellowship of Rs. 50,000 for 4 months period. After the submission of thesis, the scholar has to submit a request along with the approval of Guide and HoD. The scholar may submit the request through mail.

Revised PDF fellowship will be applicable from Jan-2025 semester

Please find the link below for the POST-DOC form:

https://www.iith.ac.in/academics/assets/files/forms/PDF-fellowship-form.docx

D-Q34:        What is the procedure and eligibility criteria to apply for "One year Institute Support for Project funding scholars" ?

Ans:        The scholar who has met the following eligibility criteria may submit a request to her/his guide. The Guide may forward the request to the Academic office(acad.phd@iith.ac.in) for further processing.

Eligibility Criteria guidelines:

1. S/he should have minimum 2.5 years of support as on application date & should be SRF
2. Minimum 1 Journal article (in Scopus or web of science indexed; 1st Author or equal contribution authorship) or 1 Patent application (filed). Only For CSE Dept.: Minimum 1 Journal/Conference article* (in Scopus or web of science indexed; 1st Author or equal contribution authorship).

* For Conference Article: Should be published in a proceeding with page number given.

3. Not more than 1 project student per faculty will be eligible for such support  
4.  All Doctoral Committee members have to approve.

Once approved, following points to be noted:

1.         The approval will be effective from the date of approval

2.         Approval will be for 1 year

3.         These project Ph.D. students are not eligible for the institute post-doc facility.

D-Q35:        Whom to contact to know further details not covered here about the Ph.D. program?

Ans.         Please write to Ph.D. Academic office at: acad.phd@iith.ac.in

D-Q36:        Can I have an overall Ph.D. program structure as a flow chart?

Ans.         Please see the following flow chart:

Guide allocation

D-Q37: What are the provisions for maternity leave for female PhD Students?

Ans.     MoE funded female scholars are eligible for 180 days of Maternity leave. To apply for the same you may take your Guide and the HoD approval then forward the same to the Academic office (acad.phd@iith.ac.in) along with the supporting documents for further processing.

With regard to the fellowship during the maternity leave period this is to inform that you may choose the any one of the following options:

(a) Want to avail the fellowship during  the maternity leave period

(b) Don't want to avail the fellowship during the maternity leave period and the same may be processed during the extended period i.e., post 5 years, on a monthly basis for the number of months the scholar is on leave. Maximum duration of the fellowship is capped at 5 years.

FAQs on Financial Assistance

D-Q38: What is meant by Financial Assistance and Guidelines to avail the conference amount?

Ans. Ph.D. scholars can avail the assistance from the institute fund to attend approved conferences. Scholars (of any funding except external scholars, PMRF, QIP) are eligible to avail of financial assistance.

Guidelines for Ph.D. Scholars:

1. Should have completed their coursework.

2. Should have completed their Comprehensive Exam.

3.  Should have at least one accepted paper in Scopus/Web of Science/MathSciNet indexed journal before availing of this support.

4. This support is applicable till the Thesis Submission Date or 5-year tenure completion date whichever is earlier.

5.  Conference date should be within the 5-year tenure completion date.

D-Q39: What is the policy for financial assistance for attending conferences?

Ans.    Students have to take prior approval to avail the institute Financial Assistance to attend any conference or else the request will not be entertained.The Provision of Financial Assistance for attending the conference is applicable only to scholars who are within tenure i.e 1st year to 5th year. The conference should be mentioned in the approved list of conferences.

D-Q40: How much financial assistance can I avail?

 Ans. Grant of Financial Assistance to scholars:

a) For attending International Conference:

The upper ceiling for attending the International Conference is Rs.1.5 Lakh. The students may attend any number of international conferences within the upper limit of Rs. 1.5 Lakh.

b)For attending National Conference:

The upper ceiling for attending the National Conference is Rs. 30,000/-.  The students may attend any number of National conferences within the upper limit of Rs 30,000/-.

D-Q41: Procedure for availing the FA for National/International conferences.

 Ans.         Steps for applying financial assistance:

1)Please note that the conference should be on the list of institute approved conferences. The list is available at the following link:https://www.iith.ac.in/academics/assets/files/pdf/conference-list-V-34-as-on-28-12-2021(4).pdf

2)Scholar need to fill the following form and get the required signatures (digital/mail approval) of Guide and HoD. A tentative budget breakup copy and invitation copy of the conference needs to be attached https://iith.ac.in/academics/assets/files/forms/PhD-Financial-Assistance-Form.docx

D-Q42: If the conference is not in the institute approved conferences list?

Ans. The scholar needs to take the Guide and HoD’s approval to include the conference in the institute approved conferences list. The corresponding mail should come from the Guide, approved by the HoD and sent to section (acad.phd@iith.ac.in)

D-Q43: Can I utilize the National Conference grant along with the International Conference grant?

Ans: Yes, you can utilize Domestic conference grants(National Conferences) with the International Conference Grant.

E.Queries Related to Certificate Charges

E-Q1:        How can I get the additional transcripts/ Migration/Duplicate grade card /Duplicate degree certificate/Attestation certificate /Courier /postal and Handling charges?

Ans.         Send an email to concern section for example for UG: acad.pg@iith.aca.in. Certificate charges details are available at the following link: 

https://www.iith.ac.in/academics/https://www.iith.ac.in/academics/assets/files/pdf/Charges-for-Issue-of-Various-Certificates.pdfs.pdf

E-Q2:        How to get Certificate of Medium of instruction (English)/ CPI to Percentage (%) Conversion Certificate

Ans.         CGPA-to-percentage-conversion.pdf /Intruction-of-English-language.pdf

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.Penalty for Late Financial / Course Registration

F-Q1:        What are the late penalty for financial registration?

Ans.         A penalty of Rs. 1,000/- per day after the date of financial registration till one week and Rs.  10,000/- beyond one week with necessary approvals of Department & Dean Academics.

F-Q2:        What are the Penalty for Late Add / Drop of Courses:

Ans.         

1. Penalty of Rs. 500 per day up to one week - for add/drop of courses after the deadline.
2. Beyond one week add /drop request - after obtaining approvals from FA & DUGC/DPGC and Dean Academics, the penalty would be Rs.5000/-.

F-Q3:        What are the uniform seat acceptance fee to be collected for various PG/PhD Programs/ Refund of fees

Ans.         Please refer the link for the information: Seat Acceptance Fee and Refund Policy

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G.FAQs On Ticketing System Information

G-Q1:        How to get Bonafide certificate for various purposes (like Scholarship / ID / BANK /SIM / laptop / credit card / education loan / ID (Aadhar, Voter card / Passport / Visa etc.)?

Ans.         The student can upload the filled template (based on his /her own requirement/ format/or institute template)

G-Q2:        How to get No Objection certificate for placement/internship/attending conference related activities?

Ans.         Student can avail no objection certificate by following these steps.

• Details to be provided in remarks Box: Template attached as format 2 (Name of the company and duration of internship/ visit etc. required)
• Upload documents as per requirement
• Approval (email) copy for UG programs - of Faculty Advisor, HoD 
• Approval required for internship - M. Tech and PhD scholars need to take approval (from Guide, HoD and the same approval (email) copy needs to be uploaded.  
• To upload other formats (if any) provided by the company. 

G-Q3:        How to get provisional certificate for BTECH / BDES / MTECH / MDES / MSC / MA

Ans.          Please upload the copy of NOC from all sections/departments. The provisional certificate will be issued in 4-5 working days.

G-Q4:        How to get Migration Certificate?

Ans.         Please upload following documents

• Upload the copy of NOC from all sections/departments.
• Upload the fees receipt (charges of Rs. 500/-)

G-Q5:        How to get expected graduation certificate?

Ans.         Student needs to upload approval email copy from his FA/ Guide, DUGC/DPGC and HoD.

G-Q6:        How to get duplicate Grade Cards copy/transcripts/consolidated grade card

 Ans.         Following are the requirements: 

• Duplicate Grade Card: Student has to pay Rs.200/- as per the institute charges
• Attested Grade Copy:  Student has to pay Rs.50/- as per the institute charges
• Please upload: Payment Receipt / In case of attestation copy student need to upload copy of grade card along with payment receipt

G-Q7:        How to get my Transcript?

Ans.         Students should be awarded grades for all courses (there should not be any “I” grade). He needs to pay:

• Student has to pay Rs.200/- per copy as per the institute charges
• For each copy of attestation Rs. 100/- 
• Please upload Payment Receipt / In case of attestation copy student needs to upload copy of transcript along with payment receipt. 

(The on roll students will get the transcript till last semester and consolidated grade report will be given to passed out students) 

G-Q8:        How to get Duplicate Degree Certificate/Attested copy

Ans.         Student has to file the police complaint (FIR) and has to pay the fee as per the institute norms.

• Degree Attested copies: Student has to scan his original Degree certificate and forward it to the Institute while filling the form.
• Please Upload Payment Receipt (Rs 2,500/- for duplicate and Rs. 100 for attestation) & copy of FIR for duplicate / In case of attestation copy student needs to upload copy of degree certificate along with the payment receipt. 

1. FIR Copy
2. Approval Copy
3. Payment Receipt

G-Q9:        How to get Permission for Conferences?

Ans.         Permission can be availed by following these steps.

• Upload the approval from Guide/FA, the Department HoD.
• Upload filled in template.

G-Q10:        How to get Course completion certificate?

Ans.         Following are required to get the certificate Requirement:

• Approval of FA/Guide and HoD.
• Please write any additional information required in Remarks Box.
• Upload Option: PhD scholars need to take approval from Guide, approval copy from guide needs to be uploaded, & filled in template need to be uploaded.  

G-Q11:        How to get PhD Thesis submission certificate/ Viva completion certificate?

Ans.        Please write in Remarks box: Thesis submission/ Viva completion certificate

G-Q12:        How to get provisional certificate for PHD?

Ans.         Follow these steps:

• No dues clearance certificate needs to be submitted.
• PhD Scholars should have completed VIVA successfully and submitted the necessary docs.
• If attested copy is needed, then student has to pay Rs.100/- as per the institute charges.
• Upload the copy of NOC from all departments.
• In case of attestation copy, payment receipt & copy of provisional need to be uploaded.

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ORGANOGRAM

SECTION WISE | CONTACT INFORMATION

UG Under Graduate  | acad.ug@iith.ac.in

PG Post Graduate  |  acad.pg@iith.ac.in

Ph.D.  |  acad.phd@iith.ac.in

Common Issues  |  office.acad@iith.ac.in

Other Departments          |  Mail to relevant section based on the issue

ESCALATION CHAIN

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Turnaround Time

Academic Section - No. of working days for each work

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