FAQ Page

What are the general instruction to get help from office?

(1) All the common queries are addressed in this document which is being constantly updated. Students must read this before contacting us.

(2) If you still have any doubts, please send mail to office@civil.iitb.ac.in and you will receive a response.

(3) Still the matter is not cleared by the next working day, visit the office in the stipulated visiting time.

The visiting time is strictly 12:00-13:00 and 17:00-18:00.

(5) If you are out of campus call internal 7301, 7303, 3690. If you are calling from mobile or outside campus then +912225767301, +912225767303, or +912221593690.

What are the Instructions related to Documents for HoD's signature for approval, recommendation, or forwarding?

1. All request for approvals should be either fully ‘fully by digital through AMS’ or ‘physical hardcopy’ and through proper channel. Office do not recommend email approvals.

Important: Email related to all administrative and academic needs should be addressed to office@civil.iitb.ac.in with a copy to hod@civil.iitb.ac.in. Do not send email to personal email id of hod for hod related matters. Sensitive or confidential information if any may be sent ONLY to hod@civil.iitb.ac.in.

2. Digital: This mode is preferred. The request letter/filled form as relevant should upload in AMS portal (For any doubt refer AMS Help). First get your facad/supervisors digital signature, and then request HoD's signature (search for misc.head.civil) by using the 'REQUEST SIGNATURE' option of AMS. Keep office in copy (search for misc.office.civil) by using the 'SEND DOCUMENT' of AMS.

2. Physical: It means hard copy of your request on A4 paper with your facad/supervisors signature on the hard copy (this is preferred, since main building requires hard copy in most cases), with relevant attachments.


4. Note: We do not encourage mixing of physical and digital, and copy pasting scanned version of your signature. Only exception is that if you have a collaborator outside IITB and his/her signature can be an inserted or signed by hand using digital pens.

5. All students requests should have:
a. The roll number and full name
b. The admission category (B. Tech/M. Tech/PhD and TA/TAP/QIP/ etc,)
c. All signatures should have date (not applicable if signed through AMS).

6. All TA/TAP/QIP etc. students must get prior approval for leave (except for medical emergencies) before proceeding for leave. Forgetting to punch attendance is strongly discouraged and may have to be treated as leave or may result into lapse of stipend.

7. All financial matters require prior approval, and bills have to be submitted at the earliest (as per institute norms) and a copy of the approval must be submitted along with settlement/reimbursement requests.

8. All HoD office related mails should be sent to office@civil.iitb.ac.in for academic/administrative matters and stores@civil.iitb.ac.in for financial/purchase matter (and if in doubt which category, then sent to both) and need not to be copied hod. It is also advised not sent any email to individual staff of the HoD's office.

9. Meeting HoD: Most of the matters can be resolved by your supervisor/facad and/or office staff. If any matter is still not resolved, please mail hod@civil.iitb.ac.in with cc to office@civil.iitb.ac.in
 

What are the important instructions related to financial matters?

1. All financial requests should have prior approval.

2. All such request should have a realistic estimate with justification.

3. Applications should be forwarded through your supervisor/fac ad.

4. All the financial requests are reimbursement only: no advance.

5. While settling the accounts, attach copy of the prior approval.

For Course Work and Minimum CPI and qualifier requirements. Refer to the link see the requirement here.


PhD QUALIFIER – STAGE 1 see the application here.


PhD QUALIFIER FORM – STAGE 2 see the application here.

For No Objection Certificate for Visa and Grant of Advance for attending International Conference?

Student is required to submit application form along with Proof of Invitation/Acceptance by the Organiser of the Conference/Symposium for attending/presenting his/her paper/abstract.

Click here to download the form.

1. The consent of Existing (old) Supervisor(s) and Proposed (New) Supervisor(s) is necessary.

2. The format can be used for inclusion of External Supervisor for the Ph.D. work. This student is required to submit External Supervisor's Biodata, External Supervisor's consent, and NOC from the Employer.

Click here to download the form.

1. Go to the Leave Management System. Refer to the Portal

2. Fill the details and get your supervisors/fac ad's signature

3. All leave request should be either fully ‘physical’ or ‘fully by AMS’ and through proper channel. Office do not recommend email approvals.

4. Physical: It means hard copy of your request on A4 paper with your facad/supervisors signature on the hard copy (this is preferred, since main building requires hard copy in most cases), with relevant attachments.

5. Digital: This mode is acceptable if your facad/supervisor prefers digital or he/she is out of station. The request letter/filled form as relevant should upload in AMS portal (For any doubt refer AMS help page). First get your facad/supervisors digital signature, and then request HoD's signature (search for misc.head.civil).

6. Note: We do not encourage mixing of physical and digital, and copy pasting scanned version of your signature. Only exception is that if you have a collaborator outside IITB and his/her signature can be an inserted or signed by hand using digital pens.

5. After all signatures, submit the hardcopy to the office for records. Then only proceed for leave.

6. In case any issue in the portal. Please write to office@civil.iitb.ac.in.

Please refer to the M.Tech Rule book for vacation and leave details

M. Tech Rule Book and Refer. Page 35/36.


For dates, refer to the academic calender see the calender here. Please ensure that you apply the leave in advance.

See also the
Rules and regulations for postgraduate programmes.

1. Please visit to the AMS portal visit the portal from here.


2. Under Create Document --> Refer to the Instructions and Fill up the International Conference Funding and send for signature through proper channel.

3. Through AMS sent it for signature to head.civil and office.civil

What is the procedure for BTP and CE695/494/495 Course Registration?

These are courses under HoD as far as ASC is concerned. However, the grading is done by the respective faculty mentor. Hence:

1. Contact faculty supervisor/mentor who is willing.

2. Register for the course on the ASC as per academic calendar.

3. Submit the registration form to the Civil Office (the registration form is available in the below link) before the course withdrawal date.

Important

Remote/online supervision etc. are NOT allowed: both the supervisor and student should be on campus.

Download forms from here:

CE494 BTP I Registration form

CE494 BTP I Evaluation form

CE495 BTP II Registration form

CE495 BTP II Evaluation form

CE695
R&D Registration form

CE695 R&D Evaluation form

What is the procedure for applying to Post-Doctoral position at IIT Bombay?

1. Ensure that the candidate meet the basic eligibility criteria of the Institute given here.

2. The candidate must find a mentor faculty with whom he/she would like to do the post-doc and write to him/her and get the consent.

3. Prepare the application (ref the link above) and sent to your mentor faculty.

4. The mentor faculty should forward the application along with a declaration to the Head of the department (the format of the same is available here). The candidate may have to provide the relevant data to the mentor faculty to fill the above form.

5. HoD will approve the conduct of the evaluation seminar by a three-member committee including the mentor faculty, if the application meets all eligibility criteria.

6. The mentor faculty will conduct the evaluation and send the report to HoD’s office along with the recommendation letter, if not given already.

7. All the applications with the evaluation reports along with two recommendation letters from external and one from the proposed mentor will be processed by DPC before the following standing committee.

2026 Aug 07.

The application number to be provided while filling the IPDF (post doc) application form:

Please leave it blank.

Civil Department does not verify any academic documents or any credentials including those of alumnus. You may have to contact academic office or administration for the same as applicable.

Procedure for getting documents verified from Academic Section

Please write an email to verification@iitb.ac.in.

Please refer to the Institute Rules and Regulation book available here

Please refer to the academic section portal for the Downloadable Application Forms for various programmes available here

Please refer to the PhD Rule book for leave rule.

PhD Rule Book and Refer. Page 42/43.


For dates, refer to the academic calendar see the calendar here. Please ensure that you apply the leave in advance.

See also the Rules and regulations for postgraduate programmes.

Meal Order by Faculty/Staff/CEA Council

1. Fill the meal order form civil web internal page (https://www.civil.iitb.ac.in/Faculty_Staff_Forms/)

2. For all common departmental activity, fill the form and give to office (tick charge to office)

3. For all group/lab activity, will be charged to respective group (GC to sign)

4. For all individual needs, charge to FDF/RDF/projects

What is the procedure for getting course mapping for semester exchange?

1. Prepare an application to the Convener, DUGC through proper channel i.e. through faculty advisor recommendation, with the enclosures.

2. The enclosure should contain for each course the 'course name.' 'course title,' and 'course contents' of both IITB and the host Institute side by side.

3. Put the applications along with the enclosure in AMS and get the signature of IITB course instructor of each course certifying the equivalency.

4. Get the signature of the faculty advisor through AMS.

5. Forward the application in AMS itself to head.civil and office.civil

6. After completing the above steps, you should be getting approval within in two working days.

7. If your application is not signed after two days of completion of step 5, please send a mail to office@civil.iitb.ac.in copy to hod@civil.iitb.ac.in with the AMS link.


Important

8. After your semester exchange and successful completion of the course in the host institution, please fill up the "Student Exchange Program under the MOU between IIT Bombay and …" through faculty advisor recommendation and upload it on AMS for HoD approval
head.civil and office.civil

9. After HoD's approval, submit the form in academic office.

When can I register for BTP?

As per the curriculum the student should register for BTP in their seventh and eighth semester.

Requesting for the same in earlier semesters is not encourages since the student is expected to complete significant core courses so as the have adequate exposure to do a BTP.