Counselling and Admission Process

There will be 3 rounds of counseling in the year 2012. First two rounds will be web based counselling and last (third) round will be SPOT round (physical appearance is essential before seat allotment at the designated Admission Centres).

1.0

1st Round of counselling Process: o Online Registration is mandatory for all eligible candidates to be considered for seat allotment in the 1st round of counselling. Eligible candidates are required to register ONLINE through Internet ([Link] from places convenient to them during the period prescribed for the first round counseling. o Category and other credentials once declared by candidate in the JEE-2012 Application, cannot be changed at the counselling time. But during Online Registration process, eligible candidates can update their personal information in the following ways: Category can be updated from SC General, ST General , OBC General, if candidate not having valid certificate but vice versa is not allowed. Sub Category (PD) can be changed from Yes No, but vice versa is not allowed. Kashmiri Migrants (KM) can be changed from Yes No, but vice versa is not allowed. Updation of gender is permitted. Any change in the candidates name, mothers name, fathers name and date of birth shall not be permitted. o All the registered candidates would be permitted to exercise their choices of Institutes in order of individual preferences online from any where. Candidates can submit as many choices as they desire in the order of individual preference from the list of available choices. Candidates are permitted, if they so desire, to change or reorder their choices, delete their earlier submitted choices and add new choices any number of times till they lock their final choices. Once the choices are locked by the candidates, they would not be allowed unlock them under any circumstances. o The choices finally submitted and locked by the candidates in this round would be processed centrally and seats are allotted in the order of merit as per AIR and also on the basis of applicable reservation criteria. The allotment result would be available on the website [Link] along with downloadable provisional allotment letter through respective candidates web interface. There is no provision of sending Individual allotment letters to the candidates by post. o Candidates who got seat allotments are required to report to the Admission Centers, for taking provisional admission during specified period. Candidates, who could not report within the stipulated period to the Admission Center on allotment, their
2

allotted seat would be cancelled and they would not be considered for seat allotment in the 2nd round of counselling. However such Candidates will be eligible for SPOT Round. The seats thus falling vacant would be considered for allotment in the subsequent rounds. o All successful candidates are required to report to any one of the Admission Centre and produce all the relevant certificates in original for verification and a signed printout of locked choices and also bring a single Demand Draft of Rs. 38600/- at the time of reporting. The demand draft should be drawn in favor of NCHMCT, payable at Noida/Delhi. o Further, candidates are required to exercise option for the participation in the 2nd round of the counseling. These candidates are also required to sign a declaration that in the event of allotment of a seat in the 2nd round, their earlier allotted seat would be automatically cancelled and the cancelled seat would be offered to the candidate next in the merit who might have sought that seat through his/her earlier submitted choices.

o In case the candidates have exercised option in the negative (for no-upgradation), they would retain earlier allotted seat and would not be considered for seat allotment in the 2nd round of counseling. o A Provisional Admission Letter, containing, seat allotment details of Institute, personal data of candidate, fee paid and willingness option exercised for upgradation (Yes/No), will be issued to the candidates at the Admission Center.

2.0

2nd Round of Counselling Process: o No fresh registrations would be allowed in the 2nd round of counselling. Only the candidates who have registered in the 1st round will be eligible in this round of counselling. o Eligible (as indicated below) candidates could be allowed to modify their earlier submitted choices, if they desire. Otherwise earlier submitted choices would be considered for seat allotment automatically by the system. o Candidates Eligibility for 2nd round: GroupI: Registered candidates who are not allotted any seat in the first round of seat allotment. These candidates are permitted to change their earlier submitted choices through internet. In case of candidates, who are not submitting fresh choices, their choices submitted during the first round of counseling would be considered for seat allotment. GroupII: Candidates who have been allotted a seat in the first round of counselling and on reporting their allotted seat has been cancelled due to nonfulfillment of eligibility criteria. Such candidates are eligible for fresh choice submission through Internet. In case, candidates, who could not submit fresh choices, their choices submitted during the first round of counseling would be considered for seat allotment as per the actual category. GroupIII: Candidates who have been allotted a seat in the first round of counselling and reported at the Admission centre and completed formalities of admission, and also submitted willingness for upgradation in affirmity. These candidates can modify their choices through internet or their earlier submitted choices would be considered for upgradation automatically by the system during the second round of allotment. GroupIV: Candidates who have been allotted a seat in the first round of counselling and reported at the Admission centre and completed formalities of admission, and also submitted willingness for upgradation in negative, these candidates would not be allowed to submit fresh choices and their earlier allotted seat would be retained.

Rules of Choice filling for Group-III candidates in the 2nd round of counselling. o If Group-III candidates not visited during the specified period for choice modification for 2nd round then their earlier choices submitted in 1st Round will be considered for upgradation in 2nd round. o If Group-III candidates visited during the specified period for choice modification for 2nd round then it is mandatory for these candidates to have previous allotted institute as one of the filled choices at any position in the 2nd round. Failing which, system will not allow to Save or Lock the modified choices and following message will be shown to the candidates Caution: You have to fill your previous allotted choice (Name of the previous Allotted Institute will be displayed). Without filling this choice, you are not able to Save/Lock choices. 2nd Round of Allotment is purely based on the order of fresh choices submitted in 2nd round and failing which your 1st round choices will be considered for upgradation in 2nd round."

o The choices that will be submitted by these candidates (belonging to whichever group) will be processed centrally and the seat allotment result for 2nd round would be made available on the website. o Candidates of Group I & II, who get a seat allotment in this round are required to report to an Admission Center for provisional admission during the specified period failing which their allotted seat would stand automatically cancelled. However such candidate will be eligible for SPOT round of counselling.. The reporting procedure at the Admission Center for provisional admission will be same as explained in 1st round of reporting. o Candidates of Group III, may get a seat of higher preferred choice or their previously allotted seat is retained. Such candidates are not required to report for admission. o Candidates of Group IV, their previously allotted seat shall remain unchanged. Such candidates are not required to report any admission centre.

3.0

SPOT (3rd ) Round of Counselling Process Who are eligible? 1. All eligible candidates who did not register during main counselling (absentees) are also permitted for spot round. 2. Registered in the 1st round of counselling and also got the seat allotment in 1st /2nd round, but not reported at admission centre are also eligible. 3. Registered in the 1st round of counselling and also got the seat allotment in 1st /2nd round, but seat gets cancelled due to change of category or sub-category (PD) or KM etc are also eligible. 4. All the eligible candidates who had withdrawn before spot round are also eligible. 5. All Provisionally Admitted Candidates.

Outline of the Spot round of Counselling Process: Spot round of counselling will be held at all the admission centers. All eligible candidates (as indicated above), if they desire to participate in Spot Round should report to the any of the admission centre on specific day in person. Online Registration and filling up choices is mandatory in order to participate in spot round even for those candidates who have already registered and submitted choices in the previous rounds. Earlier registration and filled choices now becomes null and void. Candidates must get valid single DD for Rs. 38600/- in favour of NCHMCT, payable at Noida/Delhi. Those candidates who have deposited fee earlier and not withdrawn are not required to bring new DD.

Conversion of seat will be followed in this round as per follows:

OPNO,

Detailed steps for spot round of counselling Candidates after reaching any Admission Centre have to perform the following activities. Step 1: Online document verification-cum-registration by admission centre officials. Step2: Online entry of DD details by admission centre officials. Those candidates who have deposited fee earlier and not withdrawn are not required to bring new DD. Step3: Online Choice submission by all candidates. For all provisionally admitted candidates, if they desired to participate in the SPOT round then during choice filling for SPOT round it is mandatory for these candidates to have previous allotted institute as one of the filled choices at any position in the SPOT round of choices. During choice submission, all the choices will be shown to the candidate irrespective whether seat is available or not because during processing few virtual vacancy may arise. Step4: Locking of choices: During Locking, candidate as well as Admission Centre official are required to enter the Password. Step5: Printout of locked choices and signed by candidate as well as Admission centre officials. After Locking, a single printout comprising of document verification status, DD details and locked choices details will be generated and this is to be signed by candidate and also signed and stamped by admission centre official. Finally locked choices of all candidates will be processed centrally at the end of registration and result of spot round will be published on the website as per counselling schedule. Candidate who gets allotment in the Spot round should get admitted to Allotted Institutes against the spot round of allotment as per schedule. Once seat is allotted, there will be no REFUND of fee (Except caution money of Rs. 2500/-). If seat is not allotted, fee will be refunded as per refund policy.
7

4.0

Physical Reporting at Allotted Institute after Spot round by All candidates who have allotted a seat either in 1st /2nd /3rd rounds o All candidates who have taken provisional admission in round 1, 2 or Spot Round of seat allotments, will have to report finally at the Allotted Institution as per the schedule. o At the time of Physical Reporting all the candidate are required to submit their preference against the Hostel required or not. o All PIs must update online reporting status to NIC for Hostel to be allotted.

5.0

Hostel Allotment o Hostel will be allotted centrally purely based on AIR after 3rd round of counselling and only for those candidate who have physically reported at the allotted institute and submitted hostel required as Yes. o After Physical reporting, if any vacancy arises due to non-reporting of allotted candidates, those vacancies will be filled by Participating Institute directly as per NCHM norms.

6.0

Withdrawal of Allotted Seats and Refund Rule Candidates can withdraw from counseling during the specified period and they will be entitled for refund as given in the table below: A candidates, who take provisional admission by reporting at an Admission Center and want to cancel their allotted seat and seek the refund of fee, will have to personally report for withdrawal and refund at the same Admission Center (where provisional admission was obtained) as per given schedule as under. An amount of Rs.1050/- towards counseling fee is not refundable. Withdrawal and Refund of fee (Do verify it from the schedule) Round After 1st round After 2nd round After 3rd round Duration 13 -16th June, 2012 22-23 & 25.06.2012 3 - 6th July, 2012 Refundable amount in Rs./37550 37550 No refund if seat is allotted (Except caution money of Rs. 2500/-)

Note: In case of Seat Allotment in the spot round, Fee will not be refunded. The fee shall be refunded through Demand Draft by NCHMCT within a period of 45 days from the date of commencement of the academic session.