Hosteldine Portal - IITM - Candidate Login

Version 2.0
Complete User Guide
All Rights Reserved. This document contains confidential information of IITM which is provided for the sole
purpose of permitting the recipient to evaluate the proposal submitted herewith. In consideration of receipt
of this document, the recipient agrees to maintain such information in confidence and not to reproduce or
disclose this information to any person outside the group directly responsible for evaluation of its contents.

June 2020

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 Contents

Contents .................................................................................................................................................. 2
Preface .................................................................................................................................................... 3
Introduction............................................................................................................................................. 4
User Manual - Candidate Flow ............................................................................................................ 4
About Hosteldine Portal - Accommodation Request ........................................................................... 4
Workflow ................................................................................................................................................. 5
Steps to follow......................................................................................................................................... 6
Summary ............................................................................................................................................. 6
Registration/Login Screen ....................................................................................................................... 7
Profile Page ............................................................................................................................................. 8
Apply for Accommodation ...................................................................................................................... 9
Dashboard ............................................................................................................................................. 12
Apply for Multiple Accommodation ...................................................................................................... 13
Approval for Request ............................................................................................................................ 14
Apply for Stay Extension ....................................................................................................................... 15
Candidates - Allotment/Check-In/Check-Out ........................................................................................ 17
Appendix A ............................................................................................................................................ 18
Appendix B ............................................................................................................................................ 20

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 Preface
About iKollege

iKollege is an enterprise class robust, secure, scalable and high available Practice
Management System deployed in Software as a Service model (SaaS). Robust
Integrated Automation software for college management covering all functional
areas and operations of educational institutes. iKollege is not a software that needs
to be installed in the premises. It is completely web based and to access your account
of iKollege, all you need is a computer and an internet connection just like the way
you access your e-mails.

About This Guide:

The User Manual contains the essential information for the candidates to make use
of the
IIT-M Hosteldine web portal. This manual includes a description of the system
functions and step-by-step procedures for system access and use

Who This Guide Is For:

This guide provides guidance which is intended to assist candidates to make use of
the IIT-M Hosteldine web portal.

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 Introduction

User Manual - Candidate Flow

The User Manual contains the essential information for the Students to make use of
the IIT-M hosteldine web portal. This manual includes a description of the system
functions and step-by-step procedures for system access and use.

About Hosteldine Portal - Accommodation Request

Hosteldine portal facilitates managing the activities of the Office of Hostel
Management, IIT-M. It helps IITM students and to access certain facilities of Hostel
management, like Mess registration, L-TAP course registration, temporary
accommodation request, mess rebate request, etc., The portal assists the
management office staff to maintain account ledgers for the students and hence the
account will be transparent to the corresponding student. The portal serves the
project staff, interns, and other temporary candidates to book accommodation
facilities for their stay.

This manual describes the feature "temporary accommodation request" for external
candidates in detail.

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 Workflow

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 Steps to follow

Summary
1. Candidates should register themselves and fill in their personal details in
(http://hosteldine.iitm.ac.in/iitmhostel/) portal.
2. Candidates can apply for an accommodation request.
3. The email will be sent to the corresponding validator after the accommodation
request is submitted by the candidate.
4. Validators can approve/reject the request by clicking the corresponding buttons or
URL mentioned in the email.
5. The email will be sent to the candidate regarding the validator approval/rejection
status for the accommodation request.
6. After the request is approved by the validator, an email will be sent to the dean for
approval.
7. Dean can approve/reject the request by clicking the corresponding buttons or URL
mentioned in the email. They can also do the same in the portal in their dashboard
(DOST/CCW Dean).
8. An email will be sent to the candidate regarding the dean approval/rejection status
for the accommodation request after the request was approved/rejected by the
dean.
9. Candidates will be allowed to stay in the IIT-M hostel, after the final approval is done.
10. Candidates will be allotted to the hostel for the requested stay period by CCW Office.
11. Candidates can apply for a stay extension to extend their stay period.
12. The email will be sent to the dean for approval, after the request submitted by the
candidate for a stay extension.
13. Dean can approve/reject the request by clicking the corresponding buttons or URL
mentioned in the email. They can also do the same in the CCW/Dean dashboard.
14. The email will be sent to the candidate regarding the dean approval/rejection status
for the stay extension request.
15. Candidates will be allowed to extend their stay in the IIT-M hostel, after the stay
extension request was approved by CCW/Dean.

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 Registration/Login Screen
Students who will be accommodated in the college for a short period will have to apply for a request
to stay. Only when the final approval is done the student will be allowed to stay in the IIT-M hostel.

URL: http://hosteldine.iitm.ac.in/iitmhostel/
At the home screen, click on the 'Others Login' link for registration/login for candidates.

On the registration page, the candidate has to fill in their name, email id and password to register
(Candidates cannot register with the same email id twice).

Once they get registered a mail will be sent to the Email Id given with the details of their login and
will be redirected to their profile information page to fill in the details.

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 Profile Page
For the first time users, the Profile information page will be displayed immediately after registration.
In the profile page, the user will be adding their basic profile information as 'Post', 'Name', 'DOB',
"Gender', 'Address', 'Contact Number', 'Email Address', and profile picture.

Only after the personal details are saved can they apply for an accommodation request. After saving
their details, the link to apply for an accommodation request will be enabled on their dashboard.

Note: At a later point in time, if the user needs to modify their personal details, they will be able to
click the My Profile icon on the right top corner near the logout button. Also, they will be able to
change their password by clicking the change password link under My Profile icon.

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 Apply for Accommodation
In the request form, the candidate should fill in the following details:
• The period of the program that the candidate is going to attend,
• The period of stay the candidate going to take,
• The amount of stipend/fellowship/pay the candidate going to be credited with for the
program,

• The type of program(the post selected in their personal details. This cannot be modified),
• Does the candidate require the dining facility,
• The name and email id of the validator(the person under whom the candidate is going to
work in the program),
• Some documents related to the request being submitted,
• Finally, agree to the terms and click on the 'Save Changes' button for final confirmation.

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If all the details given by the candidate has been validated, a popup with the complete details of the
request will be shown for final confirmation. On clicking the 'Submit' button a mail with the details
entered will be sent to the 'Validating Authority' for the approval process.

If the Post is MS/Ph.D. Interviews, the following screen will be shown to apply for an
accommodation request.

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Note: If the stay period crosses a season, the 'To Date' will be restricted to the last date of the
season and a message stating the reason for the restriction will be shown.

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 Dashboard
Once a request has been submitted, the candidate can always return to their dashboard to view
their requests' status.
In the approval process, the request status initially starts from 'Validating'. When the status is in
'Validating' the candidate can still make changes in the details. On every submit of the changes a
new mail will be sent to the validator with the modified details.

The candidate will be able to modify all the details except the 'Validating Authority Email'. In case if
the email has been entered wrongly, the candidate has to cancel the current request and apply for a
new request with the correct details.

Once the request status shows 'Approved' which means the Dean has approved the request, the
candidate will be eligible to apply for another accommodation for another program or apply for a
stay extension for the same program.

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 Apply for Multiple Accommodation
The candidate can apply for any number of accommodation requests as far as the stay dates
mentioned in each request do not clash.
While applying for a new request and if the stay dates mentioned in the request has already been
approved through any of the previous requests, the candidate has to change the stay dates to
submit the new request.

Whereas if the stay dates have been applied before but those requests are not approved yet, then a
warning message will be shown and on proceeding, the previous requests with the same dates, that
have not been approved, will be canceled and the current request will be submitted.

In the Student Dashboard, once the accommodation request has been approved, a 'Print Pdf' link
will be enabled. In that PDF link personal details, accommodation request details, and the approval
status details will be listed.

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 Approval for Request
Depending on the Post of the candidate, the request accommodation mail will be sent to the
Validators.
Which means,

If the Post is ICSR- Project staff or Internship with IITM Faculty or GIAN or Others:
• 1st level validation mail sent to the Validator given by Candidates.
• 2nd level validation mail sent to the Dean mail.

If the Post is MS/Ph.D. Interviews or Sasthra/Saarang:

• 1st level validation mail directly sent to the Dean mail.

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 Apply for Stay Extension
After an accommodation request has been approved, 'Stay extension' can be requested. As
mentioned earlier, Accommodation requests will be applied for a limited period only (Stay-from and
stay-to dates have to be within one season as mentioned in section 6). If a candidate needs to
extend the stay for some reason (eg., Project extends), they can request a stay extension.

The following picture (Flowchart) explains the Stay Extension workflow, in short.

To apply for a stay extension the candidate needs to click on the 'Apply' link across an approved
accommodation request. In the stay extension form, the details of the accommodation details
previously approved will be shown.

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The candidate needs to fill in the stay dates for which they need an extension and submit them
along with a document for reference.

After submitting the stay extension request, the request will be displayed in the Student dashboard.
The request can be edited, if needed, by clicking the 'Edit' button across the request.

For stay extension, even after the approval, the PDF link will not be displayed. Instead, the details
will be listed in the pdf for the accommodation request itself for which they have requested the
extension.

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 Candidates - Allotment/Check-In/Check-Out
Once Request has been approved by the final level validator, the Candidate will be allotted to the
hostel by CCW Office and the status will be changed from 'Approved' to 'Allotted' which is shown in
the below picture.

By hovering the mouse over the (?) icon, the Candidate can view the hostel name, room number,
and sub room that has been allotted for the requested stay period.

Candidates who have entered the hostel for stay, Check-in process will be done by the hostel
authority and then the status will be changed from 'Allotted' to 'Checked-In' in their dashboard.

The check-out process will be done by the hostel authority, once the candidate had been vacated
the hostel which is shown in the below picture.

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 Appendix A
An explanation for the Status / Links in Dashboard
Here is the detailed list of possible request statuses that will be shown on the dashboard.

• Validating: The validating authority needs to approve.

• Pending: The Dean/CCW needs to approve.
• Approved: The request has been approved by Dean/CCW.
• Rejected: The request has been rejected with a reason for rejection by Dean/CCW.
• Canceled: The request has been canceled by the candidate.
• Deleted: The request has been deleted by the Dean/CCW
• Allotted: After approval, the CCW Office has allotted a hostel room.
• Checked In: Once the candidate gets inside the hostel for stay.
• Checked Out: Once the candidate leaves the hostel after the stay period is complete.

In the dashboard, the candidate can view the detailed status of the request, as the reason for a
rejection or to which hostel room they have been allotted, by hovering the mouse pointer over the
icon.

• Accommodation Request- Edit: The request has been submitted. However, the details can be
edited.
• Accommodation Request- Cancel: The approval process for the request is not complete yet,
The request could be canceled, if required.
• Accommodation Request- Re-send: If your validator has not received the approval mail, mail
could be resent, if triggered. However, only after <no of days> days of the request, this could
be triggered.
• Accommodation Request- View: The request has been approved. However, the details can
be viewed but cannot be altered.
• Accommodation Request-Reapply: The request has been rejected due to some reason. The
request could be reapplied if required.

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 • Accommodation Request-Allotted: You have been allotted to the mentioned hostel for that
particular accommodation request.
• Accommodation Request-Check In: You have been checked-in to the allotted hostel.
• Accommodation Request-Check Out: You have been checked-out from the allotted hostel.
• Stay extension-Apply: Stay extension can be applied.
• Stay extension-Edit: The request has been submitted. However, the details can be edited.
• Stay extension - Cancel: The approval process for the request is not complete yet, The
request could be canceled, if required.
• Stay extension -Reapply: The request has been rejected due to some reason. The request
could be reapplied if required.
• Stay extension -Allotted: You have been allotted to the hostel for that particular Stay
Extension request.
• Stay extension -check In: You have been checked-in to the allotted hostel.
• Stay extension - Check Out: You have been checked-out from the allotted hostel.
• Stay extension -Closed: The request to apply for a stay extension is closed. The next opening
date to apply for a further extension will be in the next opening season.
• Print- Print Pdf: All the personal and request details information related to that particular
accommodation request along with the stay extension details will be shown in the PDF.

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 Appendix B
FAQ
1. Who to contact, if my request is not approved?

• For Accommodation requests, if the status is in Validating, candidates can contact the
Validating Authority.
• For Accommodation request / Stay extension, if the status is in Pending, the Candidate can
contact CCW Office.

CCW Office contact details:

Contact No.: 22578500

Email: [email protected]

2. After getting approval, how do I know my allotted hostel?

By hovering the mouse pointer over the icon, the candidate can know the details of the
allotted hostel.

3. Miscellaneous problem? Write to Helpdesk

For any queries/help, candidates can drop a mail by clicking the 'Help Desk/FAQ' link in the footer
section of the hosteldine portal (http://hosteldine.iitm.ac.in/iitmhostel/).

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