FAQs For Students

On the MyAshoka portal, under the ‘Offer of Admission’ drop down menu, you will find a tab called ‘Offer Letter’. You can click on this to view your acceptance letter. You can even download it to your local device by clicking on the “Download pdf” option.

You can find the ‘My Dining Transactions’ option on the right side of the screen when you open the ‘My Ashoka’ drop down menu. After clicking on it, you will be able to see two options for dates: one for lower limit and the other for upper. When you click on ‘Get’, you will be able to see all your dining transactions at Ashoka between the given range of dates.

Under the ‘My Ashoka’ drop down menu, you can find the ‘Payments’ tab on the right side. You can click on this tab and follow along the instructions to make a payment to the University.

Hover over the ‘My Ashoka’ tab to trigger the drop down menu. Now, you can find the ‘Update Profile’ and ‘Upload Originals’ options on the left-hand side of the menu. You can either use the ‘Update Profile’ button to update your personal information (for example, your picture visible on the LMS student directory), or you can use the ‘Upload Originals’ section to upload documents required by the University.

AMS – Academic Management System, is the central portal for all Ashoka faculty and students. It is built to support all the academic needs such as sharing course material, managing timetable, student attendance, feedback, grading and more.

The course catalogue has a record of all the courses offered at a point of time. These are organized semester-wise since some courses are semester specific, i.e. they are not offered in both Monsoon and Spring. Each course has a unique course code (numerical) which is prefixed by two letters which signify its type and level of difficulty.

Following are the various types:

• FC = Foundation course
• CT = Critical thinking
• Academic programmes – (BIO/CS/ECO etc.)
• CC = Co curricular

To see any specific type of course, follow the following steps:

• Navigate to “View Course Catalogue” on Dashboard.
• Choose the desired semester/term.
• Select the desired type of course either from the drop down menu titled “[Select Academic programme]” OR from the buttons present at the top right of the page.

Yes, registration is an integral step. If you get all your courses at the pre-registration stage, you simply need to click submit at the registration stage.

Note: Opting in at the registration stage is very time sensitive. Seats are allotted on a first come- first serve basis. However, submitting after opting in and getting a seat can be done at any time within the registration window.

You can drop the desired course through the registration portal. As long as this is done within the specified drop period, it will not impact your gpa. Further, it will not show on your transcript.

Majors need to be declared by the end of your third semester at Ashoka. The exact final date will be communicated to you.

• Login into AMS Portal  Book Appointment (Faculty/Mentor/Advisor).
• Select Faculty/Mentor/Advisor Name.
• From and To dates and Select “Get”.
• The available dates along with time slots will appear.
• Students can book the slots on a first come, first serve basis.

You can join your online classes from your timetable page on the AMS. Once you are logged into the AMS using your Ashoka email ID, you will see the ‘My Time Table’ tab on your dashboard. Click on it and then you will see your timetable for your courses. Under each scheduled class, there will be a link to join the class. Additionally, scheduled classes will automatically be added to your google calendar. Therefore, you can access joining links from there directly as well.

Since you join sessions using your Ashoka email ID, the attendance will be marked automatically within 45 mins after the class has ended. However, if you find a gap, you may consider checking attendance next morning, since the systems will be synced overnight.

The AMS does not have this feature at the moment.

Course registration happens in two steps:

• Pre-Registration
  • To ensure that you meet prerequisites for the courses that you register for
  • To get an estimate number of students interested in each course.
• Registration
  • To finalize the list of students in each course.

The Course Registration process begins approximately 3-4 weeks before the beginning of each semester.

Go to the Academic Management System AMS

• For Pre-Registration, go to the Course Registration  Course Preregistration link
• For Registration, go to the Course Registration  Course Registration link

Pre-Registration Process:

• For the courses you meet the prerequisites for, you can:
  • Pre-Register by clicking Opt-In
    • Pre-register for the courses that you would like to study in the coming semester.
    • System will allow you to Opt-In within the limits set by the registration rules.
    • You can view the registration rules by clicking on the link for the same.
  • Register Interest
    • Register interest in the courses you may wish to take on the registration portal in case the courses you pre-registered for are oversubscribed. This option remains available during REGISTRATION too
  • For the courses you do NOT meet the prerequisites, you can Request a Waiver.
  • If you have a prerequisite waiver from the faculty for a course you do not meet the prerequisites for, make a request to OAA for the same using this option.
  • You can see the rules by clicking the link for the same on the pre registration screen.
  • At the end of preregistration,
    • If the number of students who opted for the course during preregistration is less than the available course capacity, the course will be assigned to you and show as CONFIRMED on the Registration page. You do not need to Opt-In to such a course.
    • If the number of students who opted for the course during preregistration is more than the available course capacity, the course will show as OVERSUBSCRIBED on the Registration page and will not be assigned to you until you ‘Opt-in’ the same during registration.
    • These will be allocated on a first come first serve basis during course registration. So there is a possibility that you are unable to secure a seat in these courses.

IMPORTANT NOTE There is a high probability that ALL pre-registered courses are not confirmed. To ensure that you get the requisite number of courses in the semester you must promptly OPT-IN to other courses that may be lower in your priority list during registration.The REGISTER INTEREST option is for this purpose. These are the courses that will be available to you on the Registration Page along with the pre-registered ones, so you are able to quickly opt into the same. System has already checked that you meet the prerequisites for these. In case you missed registering interest in a course during pre-registration, you can do so during the registration period, by going to the pre-registration screen.

Course Registration Process:

• OPT-IN to put yourself in the waitlist for a course.
• Seats are allocated on a first cum first serve basis.
• System periodically sends emails to the students from the top of the waitlist as per the number of seats available in the course
• If you receive such an email,
  • You must OPT-IN to the course during the time stipulated in the email. Your seat in the course will be CONFIRMED.
  • If you do not Opt-In during the given time, you will be moved to the bottom of the waitlist
• If you you click OPT-OUT against a course (Confirmed/ Waiting), you are INSTANTLY removed from the course/ waitlist.

If you have a prerequisite waiver from the faculty, you are required to make a request to OAA for the same using REQUEST WAIVER option on the Pre Registration Page.

• You can not edit the contents of the request after submitting.
• You can attach screenshot of the approval email from the faculty.
• OAA will assess the request and as and when they take a decision, you will be notified though an auto emailer.
  • If it is approved, you can opt-in or register interest in the course.
  • If it is rejected, you will not be able to do so.

“Pre-Registered” and/or “Register Interest” courses could be mapped, by the Office of Academic Affairs, to a student even when the student does not fulfil the pre-requisite(s). This is an exceptional circumstance where there is a prior permission from the professor. In such cases, when the student clicks the ‘Submit’ button (on pre-registration screen), the system ignores the prerequisites of such course(s) and only checks the business rules.

Once the pre-registration process is over, an auto generated email is triggered to the students updating them about the course that they have registered for. The status is of two (2) types – “Confirmed” and “Oversubscribed”.

• Confirmed Course – The number of students opted for the course is less than OR equal to the course capacity (# of students <= Course capacity). This means that the student has a reserved seat. The timestamp for when the student opted-in for this course will be set as start time of the registration window.
• Oversubscribed Course – The number of students opted for the course is more than the course capacity (# of students > Course capacity). To ensure a seat, steps will be required to be taken at the time of registration.

Student Dashboard on the Course Registration tab will populate all Pre Registered Courses along with status Confirmed or Oversubscribed.

• Once the pre-registration process is over, the Student Dashboard on the Course Registration tab will populate all pre registered courses along with status “Confirmed” or “Oversubscribed”.
• The courses with “Confirmed” status have an “Opt-Out” button alongside. If the student does not want to study the chosen course, the student has a choice to select “Opt-Out”.
• The pre-registration screen remains open during Course Registration. In-case the student is “Interested” in another course, they will be able to choose them.
• Even when the status is “Confirmed”, the registration status remains INCOMPLETE. The student must “Select” & “Submit” to complete the registration process. This is to give leverage/advantage to the student if they wish to change the course, even at this stage.
• For “Oversubscribed” courses, the student is required to take either of the below steps
  • Opt-Out – to remove this course completely and choose another course from “Interested” list or from the list of “Pre-Registered” courses.
  • Opt-In – the student will view all the LS of this course to choose from or to be in the “Waitlist” category in case some other student drops out.
• The waitlisted students are moved-up on “First Come First Serve” basis.
• Courses with blank status are “Interested” courses i.e the ones that the student had shown interest in, at the time of pre-registration.

No, you do not need to participate in the registration process. However, you are required to click the “submit” button to confirm your courses.

All “Pre-Registered” and “Register Interest” courses will be displayed.

The Confirmed Courses will stay Confirmed unless you “OPT-OUT”.

You can click Opt-In and then select Lecture Section to get into the waiting list for the oversubscribed courses. The status will be ‘Waiting’. If you do not Opt-In, ‘Oversubscribed’ Status will stay ‘Oversubscribed’. If you do not Opt-In and click the “Submit” button, the course will stay in your list but not confirmed/waitlisted.

Registration for CC begins alongside other courses.

You will be put on a waitlist for the course, with date and time of submission recorded upto milliseconds. As soon as there is a vacancy, you will be informed via an email.

• The student(s) that remain in the “Waitlist” receive a mail on being waitlisted, if there is an availability of seats.
• A specific time deadline will be mentioned in the email. Therefore, there is NO instant or automatic confirmation. The student will have to go to the Registration Portal and confirm their seat for the course before the mentioned deadline.
• During the time allotted to you in the email, you can ‘Opt-in’ the course. The seat is reserved for you during the time mentioned in the email. You are advised to not wait till the last minute to avoid last minute rush.
• If you do not ‘Opt-In’ you will be removed from the waiting list at the end of the stipulated time

In this case, you can go to the registration screen and opt in to other courses lower in your preference order, and you may get an email about the status of those in the next waitlist cycle. This process can be repeated as many times as you like, till you have all the courses you need. If you want other courses to show on your registration screen, you can go back to the pre-registration screen and register interest in those courses upto a maximum of 10.

• A student can get into a waiting list for more than one course with the same lecture timings. So clashes at this stage are not a problem. However, they cannot confirm registration for two such courses.
• Here’s what we suggest: First, get one of the courses confirmed. When the other course with clashing timings is available for confirmation, decide which one you want to keep. This way, you get the course you wanted more.

No. Regardless of whether the “Submit” button is pressed or not, courses showing “Confirmed” status are reserved.

By default your registration is INCOMPLETE, even if all your courses are confirmed. You must click Submit at least once to complete the registration.

It needs to be complete because the system needs to ensure that all rules are met. If the student does not have a ‘Confirmed’ status in the required minimum number of courses, the system will show an error. On clicking ‘submit’, Registration Status will be updated. It will be set as ‘Complete’ if the minimum and maximum requirements are met. Else it will stay ‘Incomplete’ and the student will have to make changes in accordance with the rules.

The registration time can not be changed/or rescheduled. However hard we try , we can not choose a time that is convenient for everyone. We highly recommend that you try to be available during that time or request someone else to do it for you.

There are multiple Discussion Sessions mapped to each LS. DS registration is done to assign DS in a way that there is no timetable clash in the whole semester timetable.

This algorithm allocates the DS to students in all the chosen courses ensuring maximum students get suitable DS without timetable clashes. However, if some students do get left out, the OAA opens the DS registration again.

• TP stands for Teaching Practicum. The students could apply for TP courses alongside their programme courses. This enables them take practical work experience with extra academic credits towards the programme they have enrolled in.
• ASP, MA and Ph.D students are required to assist faculty in the courses they teach. However, TP is optional for other programmes.

Currently, all students who apply for TP get selected for the course. ASP students are called Undergraduate Teaching Assistants (UGTA), MA and Ph.D students are called Graduate Assistants (GA).

The credits earned during the course are reflected on student transcripts as Teaching Practicums (TP).

At the bottom of your screen, there is a panel that has the option to turn on/off your camera/microphone. These options are also available to edit before joining the call/meet.

• Click on the “Present Now” button on the bottom-right corner of your screen.
• It will prompt you to choose whether you want to share your screen OR a specific window.
• Choose your option.
• Once you start sharing your screen, the Google Meet window will say “You’re presenting to everyone.

You can stop presenting your screen by clicking the button ‘Stop presenting’ being displayed in the center of your Google Meet window.

Only the organizer/host of the session can record the meeting.

Note- All professors are required to record their sessions and share this recording with the students. Therefore, you do not need to worry about recording sessions on your end.

For more specific problems, visit Google Meet Help to solve your issue

Faculty will share the google meet recording with you.

If your Faculty/TA/TF have used Google Classroom for the session, you can access the session recording from within the google classroom interface. If your Faculty/TA/TF have used Google Meet recording will be saved on their google drive. They share the videos/links to videos with the students.

Navigate to the control panel at the bottom of your screen. On the extreme left, you should find appropriate icons to mute/unmute your microphone and start/stop your video.

Navigate to the bottom of your screen and click on “Share screen”. This will initiate a pop up window prompting you to choose which screen to present (entire screen, a specific tab or the whiteboard). Once you select the desired option, click on “Share” at the bottom right of the same pop up window to complete the process.

Note- By default, only the host can share their screen. As a student, you can only share your screen provided you have been given permission by the host of the meeting.

While your screen is being presented, you will find a row located on the top of your screen indicating the same. On this row, you should find a “Stop Share” button. Clicking on this will stop the screen from being presented.

Only the organizer/host of the session can record the meeting.

Note- All professors are required to record their sessions and share this recording with the students. Therefore, you do not need to worry about recording sessions on your end.

For more specific problems, visit Zoom Help Center to solve your issue.

If the faculty recorded the session, you will find the same under the ‘Remote Interaction Dashboard’ against your class.

Since the system synchronizations takes place at night it may take up to 24 hours for the recordings to be available in the AMS.

You will get access to the zoom recording by the next day of the session, you can download the session recording from their “Remote Interaction Dashboard”.