procedure_dt_2013_14.pdf

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PROCEDURE FOR DEPARTMENTAL TEST COURSES2013-14

Dean / Principal / Chairman / Coordinator concerned shall be responsible for coordinating the admission tothe course. They shall:

a) Designate office staff for receiving the Admission Forms and related documents.

b) Appoint Scrutinizer(s) for scrutiny of the Admission Forms.c) Get the Question Paper prepared and printed.d) Conduct the Test and get the answer sheets evaluated.e) Prepare the Merit List / Select List(s) / Nomination List(s) / Chance Memo List(s) as per policy.f) Display the Select List(s) & Chance Memo List(s) after approval from the Vice Chancellor and

clearance from the Proctor.g) Send the Admission Forms of selected candidates to the office of the DSW for Hall Allotment.h) Appoint Verifying Officer(s).i) Facilitate admission of all eligible candidates selected for admission.

Handling of Application Forms by the concerned Offices:

1. Application Forms complete in all respect, for admission to various Departmental Test Courses ofthis University are to be submitted in the Offices of the University as specified in the Guide to

Admissions.2. At the time of submission of Application Forms the candidates are not required to submit the mark

sheets / grade sheets of qualifying examinations except in those courses where the merit list isdetermined on the basis of weightage of marks obtained in the qualifying examination as well as themarks obtained in the Departmental Test.

3. The office concerned shall allot R. Number on each Application Form (The R. Number shall bestamped on the Application Form, Index Slip, Acknowledgement Slip, and Proforma forSports/Debater Category, if claimed).

4. The office concerned receiving copy of the mark sheet(s) / grade sheet(s) of the qualifyingexamination, wherever required, on or before the last date of submission from the candidates, byhand, shall give a receipt acknowledging the same.

5. The office concerned shall prepare a database of the applicants using the database structure provided by the Controller’s Office and submit a copy of the database so prepared to the Admission Sectionfor record.

6. The Index Slips and the Demand Drafts shall be sent immediately to the Deputy Finance Officer(Cash) on the Format given in Annexure-I.

Scrutiny of Application Forms by the Scrutinizer(s) :

1. Eligibility rules as specified for each course shall be strictly followed and shall not be relaxed underany circumstances.

2. The Scrutinizer(s) shall check / verify that the qualifying examination of the candidate, as detailed inthe Application Form and its Board / Institution is recognized by Aligarh Muslim University. Acandidate whose qualifying examination is not recognized by this University shall not be eligible foradmission to any course. All such Application Forms shall be rejected. (The list of recognized

Madaris / Oriental Boards / Universities / Institutions may be obtained from the Deputy

Registrar (Academic) if required for verification).3. The Scrutinizers shall check / verify the Name and Date of Birth of the candidate from the relevant

certificate / document, e.g. Secondary School Certificate / High School Certificate etc.4. The year of passing the qualifying examination should be checked.5. The Board / University Code should be verified (Please see relevant Table in the Guide to

Admissions).6. The Scrutinizers shall check / verify the Status of the candidate, i.e. whether the candidate is

Internal or External.Definition: An Internal candidate is one, who has passed the qualifying examination of thisUniversity as a regular student not earlier than three academic years from the date of admission tothe Course.



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Explanation: In the light of the above definition, only those candidates who have passed thequalifying examination from this University as a regular student during academic session 2010-2011, 2011-2012 or 2012-2013 shall be considered as Internal.

7. The Scrutinizers shall check / verify the claim of Special Categories (not applicable for admission toM. Tech. Courses in the Faculty of Engineering & Technology) from the attached document(s). Incase of insufficient proof in respect of claimed category, the same will not be considered. (Forfurther details please refer Guide to Admissions).

For Courses where merit list has a weightage of the marks obtained in the qualifying examination.8. Total marks obtained and maximum marks should be checked from the marks sheets of qualifying

examination, wherever applicable. In case the mark sheets / grade sheets are printed in languages

other than English, the mark sheets / grade sheets may be sent to the Chairman of the concerned

Department for getting a certified copy of this translation together with the original.

9. The percentage of marks of the candidate failing in one subject but declared `pass’ by the respectiveBoard be calculated treating his/her secured marks as zero in the particular subject in which he/shehas been declared “Fail”.

10. In case of Internal candidates, the result of qualifying examination of the current session, if notalready declared, may be obtained from the Result Processing Unit of the Controller’s Office.

11. The percentage of marks secured by a candidate at the qualifying examination, falling short by evena decimal fraction shall not be rounded off to the next whole number.

Lists to be prepared for each course:1. Total General Merit List: It is the Merit-wise list of total number of candidates who appeared in

the Departmental Test. The merit for a course shall be determined on the basis of marks obtained bythe candidates in the Departmental Test only or alternatively on the basis of marks obtained in thequalifying examination as well as the marks obtained in the Departmental Test, as detailed in theGuide to Admissions. The policy of Negative Marking for MCQs shall be applicable in

Departmental Courses as is being followed in all Admission Test Courses other than MBBS /

BDS, MD/MS/PG Diploma Courses. The weightage of Negative Marking shall be 25%. In case of tie between two and more candidates in the merit list, the preference will be given to thecandidate senior in age. If the tie is not broken on date of birth the preference will be given to thecandidate who has attempted less questions incorrectly in the Departmental Test.

2. Select List (External/General) :

• Select List (External): It is the Merit-wise list of eligible External Candidates provisionallyselected for admission constituting 30% of the Intake. It is to be further ensured that Select List(External) shall have at least 10% candidates from non-adjoining states of U.P., i.e. 3% of theIntake. (Not applicable for M. Tech. Courses in the Faculty of Engg. & Tech.)

• Select List (General): It is the Merit-wise list of eligible candidates provisionally selected foradmission constituting 50% of the Intake. (Applicable only for M. Tech. Courses in the

Faculty of Engg. & Tech.)

3. Select List (Internal): It is the Merit-wise list of eligible Internal candidates provisionally selectedfor admission constituting 50% of the Intake.

4. Chance Memo List: A single Chance Memo List shall be prepared. It is necessary that sufficientnumber of Chance Memos may be issued to ensure that all available seats are filled and noadditional list is required. The Chance Memo List has to reflect the policy being adopted in the

Main List.

A guide to prepare the Chance Memo List is given in Annexure-II. (For M. Tech. Courses in theFaculty of Engg. & Tech. please refer to Annexure-III) Note : After preparation of the above lists the concerned Dean / Chairman / Principal / Coordinatorshall obtain approval of the Vice-Chancellor before its declaration.

Important: No candidate securing less than 5% marks in the Departmental Test shall be consideredfor admission either in the Select List or the Chance Memo List.

Declaration of Select List / Chance Memos List of the Candidates for admission:

a) Display Select List: A single Select List (comprising of candidates on Select List (External) andSelect List (Internal) and sorted on R. Nos. shall be prepared and declared by the concerned Office.The List shall also indicate the date, time and venue of admission.



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b) Display Chance Memo List: A single List of Candidates under Chance Memo sorted on R. Nos.shall also be prepared and declared. The List shall also indicate the date, time and venue ofreporting and date, time and venue of admission separately.

c) Three copies of the declared List of Selected Candidates and Chance Memo List (sorted Roll No.wise and Name-wise) for admission to each course duly signed by the concerned Dean / Chairman /Principal / Coordinator may be sent along with the serially arranged address slips (Course-wise andSubject-wise) to the Admission Section preferably three weeks before the date of admission forissuing the Intimation Letters to the concerned candidates.

Note: A soft copy of Select List(s) and Chance Memo List(s) (in MS-Word / MS-Excel) shouldalso be sent on a CD. The marks of the selected candidates should also be provided for

displaying on the Controller’s Office Website.

d) Clearance from the Proctor on the Application Form of all candidates on the Select List(s) andChance Memo List shall be obtained after the display of Select List(s) and Chance Memo List(s).

e) After taking action as specified at (c) above, the Application Forms shall be sent to the Office of theDean, Students’ Welfare for Hall allotment. After Hall allotment, the concerned Offices shallreceive back these Application Forms for completing admission formalities by the candidates

provisionally selected for admission on the given date after verification of originalcertificates/documents.

Nomination Process:

(To be taken up after admissions on the Select / Chance Memo List(s))

(Not applicable for M. Tech. Courses in the Faculty of Engg. & Tech.)

The concerned Dean / Chairman / Principal / Coordinator shall prepare the following Merit-wiseCategory Lists of candidates to be considered for nomination by the Vice-Chancellor against 20% ofthe approved intake for a particular Course.1. Schedule Castes2. Scheduled Tribes.3. Backward Classes4. Children of University employees, including retired University employees and those who died in

harness.5. Children of Alumni.6. Children of Central Government Employees recently (within 12 months preceding the closing

date of the candidate’s Application Form posted / transferred to Aligarh (not applicable to

professional courses).7. Candidates belonging to Distant States / UT (Not adjoining UP).8. NCC Cadet.9. Physically Challenged (3% reservation).

(For further details, please refer to Guide to Admissions).

Special Category Lists will comprise of candidates excluding the following:

1. Candidates on the Select List(s).2. Candidates on the Chance Memo List(s) who did not report on the date as specified on the

Chance Memo List(s).

However, the Category Lists shall include those candidates belonging to various SpecialCategories who were on the Chance Memo List(s) and reported on the specified date but were

not offered firm admission.

The Nomination Committee shall consist of the following:

a) Vice Chancellor b) Concerned Dean / Chairman / Principal / Coordinatorc) Controller of Examinationsd) A Nominee of the Vice-Chancellor, if the Vice-Chancellor so desires.

After nominating candidates against 20% of the approved intake, a Nomination Chance Memo Listfrom the remaining candidates shall also be approved.



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Note: The Vice-Chancellor may, at his discretion, nominate any deserving candidate not belongingto any of the categories mentioned above, as a special case.

Declaration of Nomination List / Nomination Chance Memos List of the Candidates for admission:

The concerned Dean / Chairman / Principal / Coordinator shall declare and display the R. No. sortedlist of candidates either offered admission through Nomination or allotted Chance Memo under

Nomination Chance Memo List specifying the venue, date and time of admission / Chance Memoreporting and follow all other procedures as were done for candidates on the earlier declared lists.

Consideration under Outstanding Sportsperson / Debater Category over and above the intake of the

Course:

a) For courses where seats have been earmarked under Sports / Debater Category ( Please refer to

Guide to Admissions), the proforma for Sports Category of all the candidates along with the relevantcertificates and copy of mark sheets, if available, shall be sent by the respective Dean / Principal /Chairman / Coordinator to the Secretary, University Games Committee and for Debater Category, tothe Coordinator, General Education Centre, within two weeks of the last date of receipt ofApplication Form so that the capabilities of the candidates may be assessed on the basis of actual

performance in Sports Trial / Debating Competition. b) The Secretary, University Games Committee shall arrange trials for candidates claiming preference

under the Sports Category, if applicable. Similarly, the Coordinator, General Education Centre shallarrange competition(s) for candidates claiming preference under the Debater Category at the earliest.

c) The Secretary, University Games Committee and / or the Coordinator, G.E.C. shall submit the list ofcandidates recommended under the Outstanding Sportsperson / Outstanding Debater Categoryrespectively to the Vice-Chancellor for nominations. After obtaining the Vice-Chancellor’sapproval, the Lists of candidates shall be sent to the Admission Section under sealed cover fordeclaration of Lists of candidates selected under Sports / Debater Category.

Completion of admission by the candidates:

Please refer to “PROCEDURE FOR COMPLETION OF ADMISSIONS”

Note: The list of admitted candidates along with their Application Forms shall be sent to the

Admission Section soon after the closing date of admissions.

Important Dates:

a) Last date for submission of photocopies of original marksheets / grade sheets for courses where themerit list is determined on the basis of weightage of marks obtained in the qualifying examination aswell as the marks obtained in the Departmental Test is 18.06.2013.

b) The closing date for all admissions in the University, except those courses / categories for which

separate notification will be made , is 14.08.2013. Any vacancy arising after this date in any courseshall not be filled.

(Prof. Pervez Mustajab)Controller of Examinations



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ANNEXURE – I

FORMAT

Dated : ………………

OFFICE OF THE ………………………………………………………………………………………. ALIGARH MUSLIM UNIVERSITY, ALIGARH

Course : ……………………………………………………………………..(Session ………………….)

S.No. Name of theCandidate

R.No. DD No. Dated Amount(Rs.)

Payable at

1.

2.3.

4.

Total Amount (Rs.)

The total Amount of Rs. ………………………….. is being deposited in AMU Fund Accountunder the head “Admission Test Fee / Processing Charges” as per details given above.

Dealing Assistant Signature of the Head of the Office

D.F.O.(Cash)



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ANNEXURE – II

CHANCE MEMO ALLOTMENT STRATEGY

C.M.No.

Al lo tto

C.M.No.

Al lo tto

C.M.No.

All otto

C.M.No.

Al lo tto

C.M.No.

Al lo tto

C.M.No.

Al lo tto

C.M.No.

Al lo tto

C.M.No.

Al lo tto

C.M.No.

All otto

1 I 41 I 81 I 121 I 161 I 201 I 241 I 281 I 321 I

2 E 42 E 82 E 122 E 162 E 202 E 242 E 282 E 322 E

3 I 43 I 83 I 123 I 163 I 203 I 243 I 283 I 323 I4 E 44 E 84 E 124 E 164 E 204 E 244 E 284 E 324 E

5 I 45 I 85 I 125 I 165 I 205 I 245 I 285 I 325 I

6 I 46 I 86 I 126 I 166 I 206 I 246 I 286 I 326 I

7 E 47 E 87 E 127 E 167 E 207 E 247 E 287 E 327 E

8 I 48 I 88 I 128 I 168 I 208 I 248 I 288 I 328 I

9 I 49 I 89 I 129 I 169 I 209 I 249 I 289 I 329 I

10 E 50 E 90 E 130 E 170 E 210 E 250 E 290 E 330 E

11 I 51 I 91 I 131 I 171 I 211 I 251 I 291 I 331 I

12 E 52 E 92 E 132 E 172 E 212 E 252 E 292 E 332 E

13 I 53 I 93 I 133 I 173 I 213 I 253 I 293 I 333 I

14 I 54 I 94 I 134 I 174 I 214 I 254 I 294 I 334 I

15 E 55 E 95 E 135 E 175 E 215 E 255 E 295 E 335 E

16 I 56 I 96 I 136 I 176 I 216 I 256 I 296 I 336 I

17 I 57 I 97 I 137 I 177 I 217 I 257 I 297 I 337 I

18 E 58 E 98 E 138 E 178 E 218 E 258 E 298 E 338 E

19 I 59 I 99 I 139 I 179 I 219 I 259 I 299 I 339 I

20 E 60 E 100 E 140 E 180 E 220 E 260 E 300 E 340 E

21 I 61 I 101 I 141 I 181 I 221 I 261 I 301 I 341 I

22 I 62 I 102 I 142 I 182 I 222 I 262 I 302 I 342 I

23 E 63 E 103 E 143 E 183 E 223 E 263 E 303 E 343 E

24 I 64 I 104 I 144 I 184 I 224 I 264 I 304 I 344 I

25 I 65 I 105 I 145 I 185 I 225 I 265 I 305 I 345 I

26 E 66 E 106 E 146 E 186 E 226 E 266 E 306 E 346 E

27 I 67 I 107 I 147 I 187 I 227 I 267 I 307 I 347 I

28 E 68 E 108 E 148 E 188 E 228 E 268 E 308 E 348 E

29 I 69 I 109 I 149 I 189 I 229 I 269 I 309 I 349 I

30 I 70 I 110 I 150 I 190 I 230 I 270 I 310 I 350 I

31 E 71 E 111 E 151 E 191 E 231 E 271 E 311 E 351 E

32 I 72 I 112 I 152 I 192 I 232 I 272 I 312 I 352 I

33 I 73 I 113 I 153 I 193 I 233 I 273 I 313 I 353 I

34 E 74 E 114 E 154 E 194 E 234 E 274 E 314 E 354 E

35 I 75 I 115 I 155 I 195 I 235 I 275 I 315 I 355 I

36 E 76 E 116 E 156 E 196 E 236 E 276 E 316 E 356 E

37 I 77 I 117 I 157 I 197 I 237 I 277 I 317 I 357 I

38 I 78 I 118 I 158 I 198 I 238 I 278 I 318 I 358 I

39 E 79 E 119 E 159 E 199 E 239 E 279 E 319 E 359 E

40 I 80 I 120 I 160 I 200 I 240 I 280 I 320 I 360 I

C.M. No.: Chance Memo No.; I: Internal; E: External



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ANNEXURE – III

CHANCE MEMO ALLOTMENT STRATEGY(For M.Tech. Courses in Faculty of Engg. & Technology)

C.M.No.

Al lo tto

C.M.No.

All otto

C.M.No.

All otto

C.M.No.

All otto

C.M.No.

All otto

C.M.No.

All otto

C.M.No.

Al lo tto

C.M.No.

Al lo tto

C.M.No.

All otto

1 G 41 G 81 G 121 G 161 G 201 G 241 G 281 G 321 G

2 I 42 I 82 I 122 I 162 I 202 I 242 I 282 I 322 I

3 G 43 G 83 G 123 G 163 G 203 G 243 G 283 G 323 G

4 I 44 I 84 I 124 I 164 I 204 I 244 I 284 I 324 I

5 G 45 G 85 G 125 G 165 G 205 G 245 G 285 G 325 G

6 I 46 I 86 I 126 I 166 I 206 I 246 I 286 I 326 I

7 G 47 G 87 G 127 G 167 G 207 G 247 G 287 G 327 G

8 I 48 I 88 I 128 I 168 I 208 I 248 I 288 I 328 I

9 G 49 G 89 G 129 G 169 G 209 G 249 G 289 G 329 G

10 I 50 I 90 I 130 I 170 I 210 I 250 I 290 I 330 I

11 G 51 G 91 G 131 G 171 G 211 G 251 G 291 G 331 G

12 I 52 I 92 I 132 I 172 I 212 I 252 I 292 I 332 I

13 G 53 G 93 G 133 G 173 G 213 G 253 G 293 G 333 G

14 I 54 I 94 I 134 I 174 I 214 I 254 I 294 I 334 I

15 G 55 G 95 G 135 G 175 G 215 G 255 G 295 G 335 G

16 I 56 I 96 I 136 I 176 I 216 I 256 I 296 I 336 I

17 G 57 G 97 G 137 G 177 G 217 G 257 G 297 G 337 G

18 I 58 I 98 I 138 I 178 I 218 I 258 I 298 I 338 I

19 G 59 G 99 G 139 G 179 G 219 G 259 G 299 G 339 G

20 I 60 I 100 I 140 I 180 I 220 I 260 I 300 I 340 I

21 G 61 G 101 G 141 G 181 G 221 G 261 G 301 G 341 G

22 I 62 I 102 I 142 I 182 I 222 I 262 I 302 I 342 I

23 G 63 G 103 G 143 G 183 G 223 G 263 G 303 G 343 G

24 I 64 I 104 I 144 I 184 I 224 I 264 I 304 I 344 I

25 G 65 G 105 G 145 G 185 G 225 G 265 G 305 G 345 G

26 I 66 I 106 I 146 I 186 I 226 I 266 I 306 I 346 I

27 G 67 G 107 G 147 G 187 G 227 G 267 G 307 G 347 G

28 I 68 I 108 I 148 I 188 I 228 I 268 I 308 I 348 I

29 G 69 G 109 G 149 G 189 G 229 G 269 G 309 G 349 G

30 I 70 I 110 I 150 I 190 I 230 I 270 I 310 I 350 I

31 G 71 G 111 G 151 G 191 G 231 G 271 G 311 G 351 G

32 I 72 I 112 I 152 I 192 I 232 I 272 I 312 I 352 I

33 G 73 G 113 G 153 G 193 G 233 G 273 G 313 G 353 G

34 I 74 I 114 I 154 I 194 I 234 I 274 I 314 I 354 I

35 G 75 G 115 G 155 G 195 G 235 G 275 G 315 G 355 G

36 I 76 I 116 I 156 I 196 I 236 I 276 I 316 I 356 I

37 G 77 G 117 G 157 G 197 G 237 G 277 G 317 G 357 G

38 I 78 I 118 I 158 I 198 I 238 I 278 I 318 I 358 I

39 G 79 G 119 G 159 G 199 G 239 G 279 G 319 G 359 G

40 I 80 I 120 I 160 I 200 I 240 I 280 I 320 I 360 I

C.M. No.: Chance Memo No.; G: General; I: Internal

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