“Guide to Successfully Transitioning to Ashoka”

Transitioning to Ashoka

Ashoka University welcomes students from diverse countries, fostering a global community. The application process is inclusive and open to all individuals. To facilitate a seamless transition to the university, we have outlined the specific processes that international applicants need to follow at each level. The following information aims to assist you in navigating your experience from the offer acceptance stage to your time on campus and ensuring a smoother integration into the Ashoka University community.

As an international student at Ashoka University, you will also receive assistance and support from the student-led group Ashoka University International Student Association (AUISA).  AUISA advocates for the international community by maintaining strong relations with the relevant offices, connecting students to various resources, and organizing events for international students. The association aims to provide a forum for intellectual, social, and cultural exchange within Ashoka University.

Travel Information for International Students

Acceptance of Admission Offer: Accept the offer from the university and pay the offer-confirmation fee and semester fee as per the deadlines.

Visa Application: To study in India, you will require a Student Visa. This process may vary depending on the country of origin. Starting this process early is important as it can take several days or even weeks. You will need your passport and acceptance letter for this process. We urge you to contact the Indian Embassy in your country in order to do that. For any other documents required from the university, you may approach the Office of Admissions for a visa letter to support your application. However, we urge you to research what documents you must provide depending on your country’s bilateral relations with India. For some FAQs, you can refer to this page: VISA Information FAQ

Passport: Please ensure that you apply for a passport if you do not have one at the time of application to Ashoka.

Accommodation Arrangements: Ashoka offers on-campus housing. Details are provided during registration.

Health Insurance: Ashoka University provides health insurance for all students. Details of the same will be provided during registration. In case of any additional requirements, you may purchase health insurance as per your needs.

Flight Booking: The arrival schedule for all students will be communicated to you beforehand, so we recommend you book your flight in time.

Packing: Be sure to check the weather of your destination (Delhi NCR) and pack accordingly. Sonipat tends to have extreme climatic conditions- with hot summers and cold winters. Make sure you pack the necessary items. Since most items can be purchased on arrival, make sure you travel light and pack necessities.

Don’t forget to pack the following original documents as they will be required for university registration or other purposes.

– Passport
– Visa
– Academic transcripts: Classes 10th, 11th and 12th.
– Class 12 certificate: Ensure you also upload class XII certificates and transcripts if you did not do so during the admission process.

Budget Planning: Plan your budget for the year, especially what you would spend outside of tuition and accommodation costs. Consider food, transportation, books/stationery, personal expenses.

Your expenses and budget planning may vary in case you have applied for financial aid and have received aid on tuition, residence, and meals. We highly recommend you go through your financial aid information to plan your expenses accurately.

Apart from tuition fees, buffet/combo (Mess) meals, and accommodation costs, the rough estimate of the amount per month is broken down as follows (In INR):

1. Transportation: Approximately INR 3700 (USD 45)
2. Food: Approximately INR 5000 (USD 60)
3. Books/stationery: Approximately 2000 (USD 25)
4. Personal expenses: Approximately 5000 (USD 60)
5. Bank deposit (minimum balance): 2500-5000, depending on the bank (USD 30-60).It is recommended to plan for the minimum balance before arrival, as penalties may be imposed on accounts below the minimum monthly balance.

Approximate monthly amount: From INR 21,000 (USD 250)

Please note that this is an estimate and your monthly expenditure will vary according to your personal expenses.

Travel Preparations

The following steps guide you to ensure a stress-free travel experience. While travel assistance may help prepare you for your trip to India, we highly recommend

FOREX: Convert any amount of money you will carry to US$, as this is a widely accepted currency and will be easier to sell in India.
Bank: Ensure you have a functional Bank in your country of origin with an internationally recognised debit card. This may be preferred above the FOREX option, as you can always withdraw your funds from the ATM available on campus. This option also avoids travel FOREX restrictions, if any apply.

Money transfers to and from India may not be readily available. Thus, your active bank (from your country) may be the best way to receive money from your country. Outbound transfers (from India) are not assured; these are subject to certain laws and regulations as per RBI.

Check-In: Arrive at the airport early to check-in on time. Make sure you have your passport and boarding pass/ticket ready.

Security Check: Follow all instructions given by security personnel during your security check.

Boarding: Wait for your flight in the designated area. Keep an eye on the flight information display systems for any changes.

In-Flight: Stay hydrated and try to rest during the flight. If possible, purchase a roaming pack from your country that will work with any of the networks in India.

Check with your local carriers for this functionality. This is especially useful if there have been delays in your flight or other emergencies and you need to reach out to representatives from Ashoka (Data services may not work on roaming; call services usually work if the right package is purchased. Airport WiFi may be available but may not be the most secure or reliable option) 

 

Upon arrival in India

Arrival: After landing, ensure to secure your luggage. Be mindful of the announcements at all times. If further steps are required, the official immigration officers will inform you.

Immigration: After landing, go through immigration and customs. You will need to show your passport and may need to provide details about your programme and where you’re staying.

Do not follow anyone else who doesn’t have an official badge or seems not to be an official at the airport or provide your passport to such persons.

Do reach out to the nearest security personnel should such an event occur.

Transportation: Ashoka University offers a pick-up service for international students. University personnel or students will coordinate with you prior to your travel about your arrival in Delhi. You will find them carrying a banner of the institution’s name. Ask for documentation on meeting them. They will then ask you for a code (you may have received it via email closer to arrival) and upon providing the same, you’ll be escorted to the shuttle/cab that will take you to campus.

Note:
– If you purchased a roaming plan, enable roaming services on your device.
– If required, convert your FOREX TO INR at the airport, although this can be done at a later stage as per your necessity.

 

Arrival Process on Campus

Campus Registration: The International Students body, Ashoka University International Student Association (AUISA) will guide you through your check-in process, which consists of

Check-In to Accommodation: Complete your check-in process and formalities for your student accommodation.

Local Registration: Depending on your country, you may need to register with the local authorities or police within a few days of your arrival (usually 14).

Applying for a Registration Certificate/ Residence Permit

India requires all foreign nationals (including holders of Student visas) who plan to stay in the country’s territory for more than 180 days to register their residency. This is done through the Foreigners Regional Registration Officers (FRROs). Registration must be done within 14 days of arrival in India. Now, foreigners can register online without visiting any FRRO in person using the official e-FRRO site.

Stepwise process of acquiring an e-frro certificate

1. Email the Assistant Registrar requesting supporting documents from the office. Your email should include your Indian Visa, a copy of your passport, an address of permanent residence (your home address), parent’s details: names.
2. Create a USER-ID by registering yourself on the e-FRRO PORTAL. Upon completing registration, you must follow the next steps:
3. Login to the site with the credentials you created
4. Fill out the application (seeking registration)
5. Upload all the required documents (including those from Asst. Registrar) and a passport-size photo.
6. Upon completing the process, you will get a notification by mail or SMS on whether your application has been accepted, rejected, or needs more information.
7. If your application is accepted, send a copy of the certificate to the assistant registrar via email.

Please note that you can apply for visa extension, conversion, and exit permit on this platform.

SIM Card: Get a local SIM card for your phone. This will allow you to stay connected and can be important for safety reasons. You will need your VISA and passport for this.

Bank Account: Consider opening a local bank account. This can ensure feasible and convenient management of your finances. For this process, you will need the FRRO certificate, passport, and VISA.

The type of account opened with these documents is an NRO Account. This account will be required for VISA renewals during your stay in India.
Student Orientation: Attend the orientation program organized by the university. This is a great opportunity to get familiar with the campus and programme structure, learn about university resources, and meet other students.

Course Registration: The Students Government body (SG) will guide you through this process through Cohort Leaders (and Workgroups):
Register for your classes in the allocated time. You may need to meet with your AUISA buddies and/or Cohort Leaders for guidance on this.

Adjustment Period: Allow yourself some time to adjust to the new environment, culture, and time zone. It’s normal to experience some level of jetlag and culture shock when moving to a new country. You will have many points of contact such as the AUISA buddies, Resident Assistants, and other members of the international community.

Local Documentation: Consider applying for a PAN Card and/or Aadhaar card during your stay in India.

PAN Card

A PAN is a ten-character alphanumeric identifier issued as a laminated card by the Indian Income Tax Department. This document is helpful for the following non-exhaustive list:

– Filing Income Tax Returns (if required)
– Financial Transactions (beyond a specific amount; if you’d like to do international transactions too)
– Opening Bank Accounts (for credit score, etc., in conjunction with the Aadhaar)
– Registration of Business (e.g. if you register as a freelancer in India)
– Phone Connection: (in conjunction with the Aadhaar)
– Preventing Tax Evasion

Documents Required

1. Application form for International students: Form 49AA.
2. Sample of Form: 49AA
3. INSTRUCTIONS FOR FILLING FORM 49AA

Duration of application: Within two weeks of documents being sent to Pune, Maharashtra by post.

International Student Tips: The address to which the documents are sent is in the email you receive after completing the online application. If you can, submit all the following :

– VISA
– PAN Payment Receipt
– Passport
– 2 Passport size photos (signed)
– PAN Application (signed)
– Most recent Ashoka Docs (the ones needed for the eFRRO)
– FRRO Certificate (most recent)
– Ashoka ID (copy)
– Bank Statement
– National ID (if you submit the passport, this isn’t required)

The PAN Application has a fee (<= INR 110) depending on the required service. Aim for the PVC Card.

Aadhaar Card

An Aadhaar card is a 12-digit individual identification number that serves as proof of identity and proof of address for residents of India. Please note that Aadhaar is considered a proof of residence and not a proof of citizenship, and it does not itself grant any rights to domicile in India.

Documents required

1. Sample Enrollment Form
2. Duration of application: 90 days (can be less, or more if there are issues with the application)
3. International Student Tips
4. Submit all the documents as you did for the PAN, including a copy of the PAN Card. Choose an ASK Center at a location you are aware of (they are all at metro stations in Delhi). Aadhaar enrollment is free.

Uses/benefits of both PAN and Aadhaar

With both documents, the following are granted:

– Proof of Identity and Address
– Credit score via the credit bureau (for opening bank accounts)
– SIM purchases (home delivery)
– All PAN benefits above will be fully endorsed.

Please note that this does not replace the FRRO, VISA, or Passport.