Things to be completed before and after your final presentaion

[Shantanu Sathe]

yello everyone.

Since I have been through the process, this should simplify things a bit.

Final presentation dates for M.Tech & DD: 30th April to 29th June, 2012 { Grades must reach acad office by 5th July, 2012.}

             

DETAILS OF THE FORMALITIES TO BE COMPLETED

BEFORE/AFTER YOUR FINAL PRESENTATION

AND FEW OTHER AWESOME FAQs ANSWERED

(SPECIFIC TO THE WEIRD WAYS IN WHICH THE MECH OFFICE WORKS)

BEFORE:

Talk to your guide and fix the date of the final presentation. The final report needs

to be submitted to your guide and examiners at least 1 week before the final 

presentation. Therefore the First Draft should ideally be ready at least 10 days 

before the presentation. 

On a side note, the most boring part of the DDP is writing the report.. 

A 50 page report takes around 2 weeks to write.

DO NOT make a hard bound copy of your dissertation before the final presentation, 

the examiners may ask you to make changes in it as well. Loose bound or just

plain stapled copies of the dissertation are enough before and DURING your presentation.

In fact, YOU MAY NOT NEED TO MAKE HARD BOUND COPIES AT ALL. (Refer 1.4)

1.  Around the time that your first report's draft is submitted to the guide, 

    Get a set of forms from the dept office. Just go to the office and tell them to give you the 

    set for DD Final presentation. The set has 4 forms(Forms 1.1, 1.2, 1.4, 1.5) and has 6 pages

     

     1.1 The first form is a general form which will be used to generate an invitation letter

           in case you have an external examiner coming. This needs to be filled before the 

           presentation and submitted to the department office. It has general info on the profs

           in your presentation.

           1.1.1 Number of people in your presentation (those who's names go on to form 1.1): 

                     Guide

                     Co Guide               # either guide or co guide MUST be present, both is also allowed. :P :D

                     Internal Examiner   #compulsory -- this is a prof from inside the dept.WHO TO CHOOSE IS GUIDE'S DECISION, NOT FAC-AD's

                     External Examiner   # compulsory -- either a prof from ANY OTHER DEPT. or some other person who's not from the campus

                     Chairman               # not really required, but you may ask your guide to appoint a chairman for your presentation. 

                                                      According to academic office, a chairman is required, but many dept profs believe otherwise. 

                                                      One way around is to convince your guide to find a dummy chairman and make him sign in all required 

                                                      places in this set of 4 forms                

     1.2  The second form in the set of forms is popularly known as the "FOUR COPY FORM" 

            (should be submitted in dept office BEFORE final presentation)

            As soon as you submit your final report to your guide and examiners,

            (Number of loosely bound / stapled reports== number of people in your presentation, which is typically 4 (including you)) 

            get the form signed from your guide and ME office staff.

            Submit this with two no dues certificates (Accounts section clearance, Hostel (HCU) No dues clearance) 

            TO MECH DEPT STAFF. Then they will send this further to acad section etc etc..            

             

               1.2.1 * Accounts Section clearance (main building). 

                        Go to the Students Accounts Unit (2nd floor, not 1st Floor)

                      -ask accounts section for giving the clearance certificate. You'll have to sign a silly book, 

                       and you will get the clearance certificate on the next day.

             

             1.2.2  * HCU / Hostel 

                          Hall Manager will issue you a no dues certificate if you don't have any mess/canteen bill

                          pending till the month before.

             1.2.3   THIS PART IS NOT IN YOUR HANDS:

                        Finally the Dept office will  submit the four copy form with 2 clearances in

                        academic section  against which you will get NO DUES form for dept,

                        hospital, hostel and accounts. (This will happen after the presentation is over. The

                         Grades will be sent by the office along with this form)

     1.3  AT the time of the final PRESENTATION

             1.3.1  Keep 5 copies of Approval sheets (check the PDF attached for a specimen of the sheet & also the title page)

                    ready for procuring signatures from Examiners (Int. and Ext.), Guide and Chairman. 

                    Don't put them inside your loosebound copies, even though u may take printout together. 

             1.3.2 Documents from ME office required at the time of presentation are:

                   a) Final stage Evaluation forms.--- ask your DDP guide to collect this from the dept office if he hasn't already.

                   b) Honorarium form for the External Examiner (if he's from outside campus). inform dept. office in advance while handing

                      over form 1.1 so that they can prepare letter of invitation. 

                   c) Two bound copy form (1.4) should be with you.

             

    1.3.3 Finish your DDP presentation, go get a beer or something after.       

    

    1.4 The third form is popularly called the 'TWO BOUND COPY FORM'

           (The submission of this form is a pain in the ass procedure, explained step by step for your benefit)

     

    1.4.1 A couple of years ago, the dept office used to collect TWO hard bound copies of your dual

  degree dissertation and keep one in the dept. library and send one to the insti library, 

    but that shit got old.

NOW THE DEPARTMENT DOESN'T HAVE A LIBRARY; THE INSTI LIBRARY WANTS SOFT COPIES

SO DON'T WASTE 200 bucks a piece in making HARD bound copies

EVEN THE ACADEMIC OFFICE DOES NOT TAKE ANY HARD BOUND COPIES; THE FORM IS MISLEADING 

AND TRASHY IN A LOT OF PLACES.

    First find out from your guide IF HE WANTS A HARD BOUND COPY of your dissertation. If he does, 

  make just ONE copy for him. Either way, get this form signed from your guide.

    

    1.4.2 The next step in this boring-ass, long drawn process is to MAKE SURE YOU HAVE A PDF version of 

  your final report. Another very important thing is a separate NOTEPAD VERSION OF YOUR ABSTRACT

  Then 

-go to http://etd.library.iitb.ac.in for onine thesis submission. 

 

-log in with your LDAP credentials and fill in the details.

-go further and submit your thesis 

-go further and COPY-PASTE your NOTEPAD ABSTRACT into the given text box.

-this action will allow you to generate an HTML FORM OF YOUR EXTENDED ABSTRACT

-GET A PRINT OUT OF THIS HTML ABSTRACT -- this is very important!

-Your guide will now get an email after you have finished online submission

-Bug your guide to approve your thesis online. Also, remember the print out of the 

 abstract? Ask your guide to sign on it and verify it.

-Run to the institute library. Go to Mr. Engole (Librarian /Janitor, something of the sort)

in the reference section and ask him

to approve your DDP online.IF YOU HAVE A FINE, NOW IS THE TIME TO CLEAR IT, THEY WILL

NOT ACCEPT YOUR SUBMISSION IF YOU HAVE DUES

-GET ENGOLE'S SIGNATURE ON THE TWO BOUND COPY FORM: THIS COMPLETES ONLINE SUBMISSION

    

    1.4.3 Now take the form to the dept. office. Get the office superintendant to sign on the TWO BOUND COPY FORM

  Either submit this form in the dept. office, or, if it isn't accepted there, go to the acad office and give

  the form to Mr. Paradkar (the guy who handles 07Dxxxxx junta)

  

   1.5 The part of this set of forms that I have not yet put here is the NO DUES certificates. 

A large part of this set of forms is the set of no dues certificates. 

1.5.1 The last page of this form has 25 different labs on it, and at first sight I shat my pants when I thought

I'd have to run to all these labs. It isn't actually that bad, apparently that last page doesn't need

to be filled with dirty signatures. So chill. 

1.5.2 There are, however, some very important no dues certificates that will be signed by various people, 

Such as those from the Central Library. (Yes, there is a sheet with 4 more no dues certis.

Fill these up properly.

Arbit stuff:

1.Fill Alumni Form and submit the same in ee-office (forms are available

in ee-office)

2.Convocation fees (Rs. 500/-) has to be filled online

-- 

-- 

Shantanu Sathe| 5th Year (Dual Deg.) | Mech. Engg. (CAD & Automation Grp.) | IIT Bombay

[Shantanu Sathe]

Sorry, the last bit was wrong.. 

Alumni forms should be submitted in the IITBAA office. 

and can be filled up online at asc.iitb.ac.in

[Shantanu Sathe]

And wish y'all great luck in finishing asap. Pass out like a boss.

[Shantanu Sathe]

Another very important point:

BEFORE ETD (Section 1.4.2)

Get the APPROVAL SHEETS BACK FROM THE Guide. 

1. If you want to get a hard copy made, Place one of the Approval Sheets within the final report:

     just after the title sheet (and also the dedication sheet) and before the declarations of 

     academic honesty.

2. Get an approval sheet scanned. Before ETD, and before you make a PDF add the approval sheet 

     into your document at the right place.

That's it. cheers!

[Raunak Khandelwal]

Wuhooo Sathe .. !

Thanks Bastard !!

[Shantanu Sathe]

The fuck you abusing me for, bouay?

--

[Shantanu Sathe]

and you're most welcome :)

[Raunak Khandelwal]

dont be a sissy ... Bastard to bas pyaar se bola !

On Sun, Jun 3, 2012 at 3:14 AM, Shantanu Sathe

[Shantanu Sathe]

aww Ron.. so much lou bouay!... :D :D :D

[Raunak Khandelwal]

PDA Maxx !! :D :D :P

On Sun, Jun 3, 2012 at 3:23 AM, Shantanu Sathe

[Neel Deshmukh]

thumbs up for "LIbrarian/Janitor something of sort "  :D:D

[Sourabh Shekhar]

Attached are the DDP forms, available on the academic website as well...need not go to the deptt. to get them...

--
Sourabh Shekhar