SEBI: User Manual: Financial Education by Resource Persons

Dear reader,

This User Manual contains all essential information for RPs – both active RPs and individuals desirous of becoming RPs – to make full use of the information system designed to automate the ‘Financial Education Workshops conducted by Resource Persons’. This manual includes a description of the system functions and capabilities, alternate modes of operation, and step-by-step procedures for system access and use with descriptive graphics where relevant.

The primary purpose and scope of the RP management system is to automate the workshop process – which includes workshops being added by RPs and said workshops being approved by SEBI users. RP’s can make also claims against approved workshops, within criteria, which will be scrutinized by SEBI officers and, if successful, honorarium claims will be disbursed to RP.

We hope that you find the document and its contents accurate and informative in order to now conduct workshops online.

Thank you.

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Table of Contents

RP Registration .............................................................................................................................................. 3

Login and retrieving forgotten password ................................................................................................... 10

Profile .......................................................................................................................................................... 12

Dashboard ................................................................................................................................................... 13

Lifecycle of a Workshop .............................................................................................................................. 15

Adding Workshops ...................................................................................................................................... 18

Adding Claims against Workshops .............................................................................................................. 27

SEBI Guidelines for workshops and claims ................................................................................................. 32

Edit / withdraw a workshop ........................................................................................................................ 35

Workshop Index Summary and Manage Documents ................................................................................. 36

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RP Registration

Go to: http://siap.sebi.gov.in/sebife/index.jsp Click on the registration link on the top right hand corner of the screen next to login. Users will

then be directed to the following link: http://siap.sebi.gov.in/sebife/home/HomeAction.do?doRegStep1=yes#

Registration is a 4 step process

Step 1:

Users can enter the following details in step 1:

Personal details: 1. Select title from dropdown 2. Enter first name

3. Optionally enter middle name or initial 4. Enter Last name 5. Enter date of birth 6. Choose gender 7. Enter nationality 8. Choose marital status

9. Enter PAN in AAAAA0000A format 10. Enter valid email ID 11. Enter valid captcha image shown on the page

Academic qualifications:

RP will enter academic qualifications by choosing 1. Qualification type like graduation, post-graduation etc.

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2. Choosing year of passing from drop down 3. Enter name of institute or university 4. Enter overall % of total marks obtained

5. Enter class / division

Working Experience: 1. Enter name of employer

2. Choose designation from dropdown 3. Enter details of the profile 4. Select duration by entering from and to dates in month and year format

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Users must then click on the validate button to check if their application satisfies SEBI guidelines for RP’s

If the application is successful, system will display Step 2

Step 2:

Contact details: 1. Enter address line 1 and 2Choose state from dropdown

2. Choose district from dropdown 3. Choose pin-code from dropdown 4. Choose location from dropdown 5. Enter mobile number. 10 digits only. Maximum of 2 numbers 6. Enter a maximum of 2 landline numbers in STD + number format

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Languages known:

1. Select language from dropdown

2. Choose whether they can write, read and/or speak 3. User can add more languages by clicking the add more button

Bank details: 1. Enter bank name 2. Enter branch name

3. Enter Account number 4. Enter IFSC code 5. Enter MICR number

User can click on the next button to go to step 3

Step 3:

System will ask user the following details:

Have you been associated with any intermediary before? If yes, give details: Yes / No and ask

for details in case of Yes Are you currently associated with any intermediary? If yes, give details: Yes / No and ask for

details in case of Yes Do you own or work for any other business? If yes, give details: Yes / No and ask for details in

case of Yes

Have you conducted any training and education trainings of interest to retail investors? If yes, give details: Yes / No and ask for details in case of Yes

Do you own a laptop? Yes / No

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Additional details can be entered in the field named ‘Any other information that you wish to provide’

System will ask for 2 references 1. Users will enter name of reference

2. Enter designation 3. Enter address line 1 and 2 4. Select state, district, pin-code and location from dropdowns 5. Enter contact number 6. Enter valid email ID

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Checklist: System will ask if users have the following documents: 1. Pan Card No 2. Date of Birth 3. Mobile No. / Landline with STD Code 4. District

5. State 6. Address for correspondence 7. Copy of PG Certificate 8. Photograph 9. Copy of letter satisfying 3yrs of exp where applicable

User can click on the next button to go the step 4

Step 4:

Users must enter the following details:

Work Area: 1. Home district: This will be auto-populated as the state and district that the RP has entered

earlier 2. Nearby districts: Users can choose from 3 nearby states and districts within the same

jurisdiction as stipulated by SEBI

3. Preferred district: Users can choose 1 such district which must be outside the home district

Upload File: Users can upload 1. Photograph

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2. Qualification degree 3. Work experience document 4. And any other relevant file

Users must then tick the terms and conditions box to confirm that they’ve read the same

Users must then submit the form. If the forms are submitted successfully, AN EMAIL CONFIRMATION WILL

BE SENT TO THE USER ALONG WITH AN ACTIVATION LINK IN ORDER TO VERIFY EMAIL ADDRESS VALIDITY.

Clicking on the link ‘activate’ will verify the email address entered earlier.

The application will then be subject to approval by SEBI. Post which training / interview might be

conducted on the basis of which eligibly users will be given an RP registration number and login credentials which will be valid for the period defined by SEBI.

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Login and retrieving forgotten password

Login:

In order to login, please go to following URL: http://siap.sebi.gov.in/sebife/

Next, enter your Username (email) and password

Forgot Password:

Users who’ve forgotten their passwords can click on the link by the same name on this page.

Next, users will have to enter the email ID they’ve used to register with SEBI:

If a valid email ID has been entered, system will send the one-time password / OTP to the

users email ID. Users must login with this OTP. Next, system will mandate that users personalize their passwords and confirm same. Post which system will update the new

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personalized password and log RP out. Henceforth, RPs can simply login with the new password

If the user’s certificate date has expired, this function will NOT work and system will prompt

user that they need to contact the administrator. In such cases RPs can login only after their login tenure has been extended

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Profile

The profile link can be accessed via a menu link by the same name.

Here RP can edit details, as required. Please note that some fields will not be allowed to be edited, as

defined by SEBI. However, most details like contact info etc. can be updated, as required.

Changing districts where workshops are added:

RP can click on the link titled: Work Area to view / edit the districts for which workshops are added.

Here RP CANNOT EDIT the HOME DISTRICT. This is because jurisdiction of the office that RP will interact with has been defined on the basis of this. If a change in Home district is required, RP must contact SEBI so that they can edit the same.

However, RP can edit the 3 nearby districts, which belong to the same state as the state of the home

district + 1 preferred district which must mandatorily belong to any state other than the home state.

After such a change request is submitted, SEBI will be notified of the same and ONLY AFTER SEBI approval will the proposed changes take effect.

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Dashboard

Successful login will direct RP’s to the dashboard, where users can view the status of any pending workshops and incomplete forms that they might have

The Dashboard will show RP’s status of all pending workshops.

This includes workshops pending by SEBI as well as RP.

Important pending statuses for RPs are as follows:

Workshop Confirmation by RP pending (RP must confirm w/s so that SEBI can provide further feedback)

Claim Request by RP pending (as mentioned above, RP must enter claim details are provide to SEBI for approval)

Further, RP can also quickly access any PARTIAL workshops they might’ve added under the section

titled: Incomplete forms.

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Additionally, RP’s can also see count of workshops in EDIT MODE by RP as well as by SEBI.

For workshops in edit mode by RP, they can click on the link which will direct them to the workshop index with appropriate filters. On the Index page, RP must click on the workshop number and then click the button that says ‘turn edit mode off’ on the top of that page.

For workshops in edit mode by SEBI, please contact the SEBI officer in order to proceed further.

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Lifecycle of a Workshop

Workshops go through various milestones – from being added up to completion or rejection too.

Please see below details (below image can be viewed via the legend on the workshop index page)

1. HOI_Con - HOI confirmation pending

When a workshop is successfully added by RP, the first status of the workshop, as the name suggests, requires the Head on Institute – where workshop is being conducted – to confirm whether they’d like to approve the workshop to be conducted.

It is advisable that RP add the email ID of the HOI when adding a workshop so as to automate said process. If so, system will send the workshop details to the email ID and the HOI can provide their feedback via email. Alternatively, if no email ID is provided, this process can be carried out via other offline methods like SEBI officer contacting HOI via preferred communication medium.

2. SO_Auth - SEBI authorization pending

After a workshop has been approved by HOI, SEBI will scrutinize the details of the workshop added. During this process, SEBI will check various parameters and either approve or reject the workshop.

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3. Upc_WS - Upcoming workshop

If SEBI has approved the workshop, the date, time and other details will be published on the SEBI website as an upcoming workshop.

No further actions will be required by either RP or SO at this stage.

4. WS_Conf - Workshop confirmation by RP pending

As soon as the date and time of the workshop has passed, the system will change the status to above. At this stage RP has to confirm whether they have indeed conducted the workshop.

Immediately after the end time of the workshop, system will send an email to RP in order to simply click a link in order to confirm the workshop. Alternatively, RP can also log on to the system and confirm the workshop.

It is important to note that the email link + system access to confirm the workshop by RP, will only be available for a limited period – as defined by SEBI. After this period, RP must contact SEBI officer in order to take any further actions for such workshops.

5. Doc_Vrf - Document verification by SEBI pending

After RP / SEBI officer has confirmed the workshop, SEBI will scrutinize the documents sent by RP. If found satisfactory, SEBI users may enable RP to then make a claim honorarium against such a workshop.

6. Clm_RP - Claim request by RP pending

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At this stage, RP can add a claim honorarium with details of workshop conducted like count of participants and other relevant details.

After submitting the claim form, system will prompt RP regarding the details of ‘participants who’ve attended the workshop’. RP can either enter the details at this juncture or keep a ‘follow-up’ so as to enter these details later.

Please note that these details are part of the claim and RPs are requested to update the same to the workshop.

7. Complete – Claim Processed

This status indicates that SEBI has disbursed the claim honorarium to the RPs account. No further

actions will be required anymore.

8. Various statuses for rejected workshops a. HOI_Rej - HOI rejects workshop: Indicates that the HOI has NOT approved the

workshop

b. SO_Rej - SEBI Officer rejects workshop: Indicates that SEBI has rejected the workshop due to deficiencies

c. WS_Wdrw - Workshop Withdrawn: Indicates that workshop has been withdrawn by RP d. WS_Canc - Workshop cancelled by RP: Indicates that workshop was approved by RP

but NOT CONDUCTED and either RP or SEBI has flagged the workshop as such

e. Clm_Rej - SEBI Officer rejects claim: Indicates that SEBI has rejected the claim request put forth by RP due to deficiencies

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Adding Workshops

To add a workshop, RP must click on the ‘Add Workshop’ button in the right-hand top corner of the ‘Workshop’ page (available via a link of the same name in the top horizontal menu).

Alternatively, the same button is also available on the Dashboard.

RP will then have to enter various details via 6 tabs required as part of adding a workshop by RP.

Clicking on the add workshop button will direct RP’s to the following page, where workshop details will have to first submitted by the RP, then validated by the system.

Workshop Info:

Workshop info contains the following details:

Date: This is the date of the workshop. Date must be entered in the dd-mm-yyyy format. Users

can also use the calendar for the same. For validation refer to sebiguideline#1

Time: Users can enter the time of the workshop using drop-downs to select time of day in 12 hour format and AM/PM. For validation refer to sebiguideline#2

Duration: Users must select duration of workshop in hour and minute format. For validation refer

to sebiguideline#2

Language: Users can select from languages available in the dropdown. This is the language that workshop will be conducted in

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Target Group: Users must select target group for which workshop is being conducted. For validation refer to sebiguideline#3

Batch/Class/Section/Department/Group: Users must enter details of batch, class etc. For example: workshop is being conducted for class IX, X and XI for target group School Children

No. of Participants: Users must enter number of participants expected to be present at the workshop. For validation refer to sebiguideline#4

Reason for delay (conditional): This field will only appear in case of late entries (refer to sebiguidelines#1). Users must enter reason for delay in requesting SEBI for the workshop

Users can click on the next button of the page to navigate to the next tab – Institute Information – or save the form to be completed at another time or submit the form if all other details have already been

entered

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Institute Information:

Institute information contains the following details:

State: 1. This will be a display only field where state corresponding to the district selected will

appear.

2. State selection will only be provided in case of certain exceptions. 3. Refer to sebiguidelines#5

District: 1. RP’s can only select from a maximum of 5 districts which are designated during registration

and part of the RP profile. 2. Refer to sebiguidelines#6

Pin-code:

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1. Users can use the auto-fill option to search pin-code and/or area. 2. A minimum of 2 characters of either pin-code or area must be entered. 3. Users must then select a combination of location + area displayed by the system.

4. Users can also search the entire address by using this feature. For example if user enters area or pin-code and chooses one of the search results, the corresponding district and state will be populated b y the system accordingly

If pin-code / location is other than what the system displays: 1. Users can tick this option if the pin-code and or area they wish to enter are not prompted

by the system. 2. Users can enter pin-code and area in the fields with the same names

Name of Institution: 1. Users must enter the name of the institution here.

2. Users can also use the auto-fill search option for the same i.e., if the institute has been entered earlier by any user, system will display results if the name currently being entered produces any results

3. Any name selected using the auto-fill will also populate other corresponding details of the institute like contact details etc

4. In the event that an auto-fill search result is selected and the users changes details like contact number or website address, the same will be entered in the system for future entries and replace the existing record

Address Line 1:

1. Users must enter address details

Address Line 2:

1. Users must enter address details

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Landmark:

1. Users must enter landmark

Website URL:

1. Users must enter website URL

Email ID: 1. Users must enter email in valid format i.e., name + @ + domain name and domain

Contact number:

1. Users must enter numbers only

Fax number:

1. Users must enter numbers only in the STD + number format

Users can click on the next button of the page to navigate to the next tab: Venue Information or save the form to be completed at another time or submit the form if all other details have already been entered

Venue Information:

Venue information contains the following details:

Check if Venue is the same as the institute details: 1. Users can tick this box if the venue address is the same as the institute address 2. If not, users will have to enter details of the venue (refer to institute information above for

any other details)

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Contact Person Details: 1. Users can tick this box if they wish to enter details of a contact person at the venue 2. Users must then enter name of the contact person 3. Landline number in STD + number format 4. Enter mobile number 5. Users must enter either landline number or a mobile number

6. Users must enter a valid email ID

Users can click on the next button of the page to navigate to the next tab: Head of organization /

institute Information or save the form to be completed at another time or submit the form if all other

details have already been entered

Head of Organization / Institute Information:

HOD information contains the following details:

Head of Org. / Inst. Name:

1. Users must enter name of HOD

Head of Org. / Inst. designation: 1. Users must enter designation of HOD

Check if HOD address details are the same as institute details:

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1. Users can tick this box if HOD address is the same as institute address 2. If so, only HOD contact details will be required:

i. Landline No: enter number on STD + number format ii. Mobile No: enter valid number iii. Fax No: enter valid number iv. Email ID: enter valid email. Email ID entered here will receive an email on

successful submission of a workshop. Using the same link they can confirm whether they would like the workshop to be conducted or not

Additional contact person: 1. Users can tick this box if they which to enter details of an additional contact person 2. If so, they must enter name, designation and contact details of the contact person

Users can click on the next button of the page to navigate to the next tab: Study Materials or save the form to be completed at another time or submit the form if all other details have already been entered

Study Materials:

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Tab contains the following details:

Add (language): 1. Users can add number of languages for which they wish to receive study materials

Users must then select language and enter number of copies they wish to receive for each language selected

Users can then choose place of dispatch from 1 of 4 options: Venue, Institute, HOD or RP

Users can click on the next button of the page to navigate to the next tab: Additional Approval Request / Comments or save the form to be completed at another time or submit the form if all other details

have already been entered

Additional Approval Request / Comments:

RPS MUST USE THIS FIELD ONLY IF REQUIRED, I.E., IF NO SPECIAL REQUIREMENT OR APPROVAL IS NEEDED, DO NOT

ENTER ANY COMMENTS, PLEASE LEAVE THIS FIELD BLANK

However, if additional approval is indeed required:

Users can enter details of any other approval that they wish to inform SEBI about

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Users can only enter a maximum of 500 characters in the field

Submit Workshop Request to SEBI:

Users must then click on the submit button if they wish to submit the request and authenticate it. The request being placed will only be submitted successfully if workshop details are in accordance with

various SEBI guidelines mentioned above.

If the request has been placed successfully, the RP will receive an email confirmation for the same as well an email will be sent to the HOD email address entered earlier so as to allow the HOD to confirm the workshop electronically.

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Adding Claims against Workshops

CLAIMS CAN ONLY BE MADE AGAINST WORKSHOPS WHICH HAVE BEEN SUCCESSFULLY:

1. Added by RP 2. Approved by SEBI 3. Confirmed by RP that workshop has been conducted (alternatively confirmed by SO if the date

to confirm workshop has passed)

4. Documents have been verified by SEBI

HOW RPS CAN CONFIRM WHETHER THEY HAVE CONDUCTED A WORKSHOP

1. RPs are required to confirm whether they have conducted the workshop in order to make a claim

2. Immediately after the workshop date has passed, system will send an email to RPs. RPs can simply click on this link to confirm the workshop. Please note that this email link is only active for 2 days

3. Alternatively, RPs can log on to the system and simply click on the ‘confirm workshop’ link. However, this link will only be available for a limited period. Currently 15 days, as defined by SEBI

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4. If above date too has passed, ONLY SEBI can confirm such workshops. So in such cases, please contact your respective SO and proceed as per normal

5. In the event that the workshop was NOT CONDUCTED, RPs can click on the aforementioned

link and state the same with reason 6. Also see sebiguidelines#7

After a workshop has been confirmed by the RP, they must SUBMIT ALL RELEVANT DOCUMENTS TO SEBI. When SEBI updates the system that required documents have been received, system will all RP’s to make a claim against that particular workshop

Adding Claims after above processes have been completed

To add a claim RP, must click the link named Manage under the column header Claim

Clicking on the above highlighted link will open the following pop-up:

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RP will have to enter the following details to make a claim:

Name of SEBI officer attended: Choose name from dropdown. If name does not appear in dropdown, select ‘Other’ and enter details manually

Actual number of participants attended: RP will enter number of participants entered

Study Materials used:

1. System will display number of languages dispatched by SEBI 2. Language field is a display only label 3. Requested copies will display number requested by RP when workshop was added

4. Copies dispatched will display number of copies dispatched by SEBI 5. Actual copies used: RP will enter actual number of copies used 6. Photocopies used: RP will enter number of photocopies used

Claim information: 1. Claim Payable: Claim amount payable will be a display only field where system will prompt

amount on the basis of whether the workshop was conducted within the home district or outside. Refer to sebiguidelines#8

2. Additional expenses amount (will only be enabled if SEBI has approved the same while approving the workshop): RP will enter total amount of additional expenses incurred

3. Total number of bills (will only be enabled if SEBI has approved the same while approving

the workshop): RP will enter total number of bills 4. Upload scanned copy of the bills: RP can upload a maximum of 2 bills (possibly in a specific

file format as desired by SEBI)

Additional information:

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1. Upload certificate (Proforma C): RP can upload proforma C (possibly in a specific file format as desired by SEBI)

2. Upload workshop photographs: RP can upload a maximum of 5 photographs. SEBI mandates

that at least 1 upload (or 2 photographs) must be made. Refer to sebiguidelines#9

Called SEBI toll-free number: RP will choose Yes/No

Remarks: RP will enter remarks, if any

RP can then submit the claim request by clicking the submit button at the bottom of the screen. System will authenticate the details entered on submission and only claims meeting all conditions, as specified by SEBI, will be forwarded for approval purposes.

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SEBI Guidelines for workshops and claims

All workshop and claim requests must meet the following criteria. Conditions below are applicable to each RP unless specified otherwise. Please note that the values below are as per current policy and SEBI reserves the right to change the same and notify RPs accordingly:

1. Date: i. In order to place a request a bare minimum a 3 working days notice is required by

SEBI ii. Requests placed where above condition is met, however, the workshop is set to be

conducted within 10 or less than 10 working days notice will be accepted but marked as

late entries iii. A maximum of 12 late entries will be accepted in a calendar year

2. Time: i. Minimum time difference between 2 workshops at the same venue must be at least 1

hour ii. Minimum time difference between 2 workshops at different venues must be at least 3

hours

3. Target Group (applicable to all workshops by all RP’s being conducted for a particular institute): If a workshop for a target group of a particular institute has been conducted, another workshop for the same target group of the same institute can only be conducted after 15 working days

4. No. of Participants:

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SEBI will define minimum number of participants required in order to conduct a workshop against each target group. The current minimum for target groups - School Children, Young Investors and Self Help Groups is 50 and all other target groups is 30

5. All State selection:

RP’s are designated a maximum of 5 districts within which they must conduct workshops, however, SEBI might allow users to add workshops for other districts and states, at their discretion

6. District: RP’s are designated a maximum of 5 districts within which they must conduct workshops. The same can be updated by RP’s i. 1 home district can be selected ii. 3 nearby districts must belong to the same state

iii. 1 preferred district can be outside the home state to which home district belongs

7. Workshop confirmation: i. Email/SMS confirmation sent to RP to confirm workshop will be valid for 48 hours.

Post which workshop can be confirmed by logging into the system ii. If RP has not confirmed workshop after 10 working days, system will not allow RP to

make claim via the system. RP’s will have to call SEBI for the same

8. Claim amount payable:

i. Payment amount for workshop within home district = Rs. 4,000 ii. Payment amount for workshop outside home district = Rs. 4,500

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9. Workshop photographs: A minimum of 2 photographs of the workshop must be sent to SEBI. RP must upload at least one file containing these 2 photographs

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Edit / withdraw a workshop

Editing a workshop:

In case RP has incorrectly updated details of a workshop that has been added, the same can be

modified immediately after adding a workshop, i.e., until the status of the workshop = HOI Confirmation.

If the workshop has been approved by HOI or SEBI, then RP will NOT be able to EDIT the workshop anymore since SEBI has already provided feedback basis of information already provided earlier.

Withdrawing a workshop:

However, if the details of the workshop added are incorrect or for any other reason RP would like to cancel the workshop, they can do so by clicking the withdraw link against the workshop and enter remarks for cancellation and submit the same.

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Workshop Index Summary and Manage Documents

Multiple operations can be performed through the index page

1. Add Workshops 2. Search for existing workshops by entering Institute name, target group etc. 3. Search for existing workshops by entering date range 4. Search for workshops using the status dropdown search 5. Navigate to different pages of workshop listings

6. View and manage documents like proforma A, B, C, D and other important documents 7. Withdraw a workshop 8. View complete details of workshops

To see how to add a workshop, claim etc. refer to the add workshop / claim section above.

Mange Documents / Forms:

This feature allows RP’s to create, download, upload and view relevant SEBI documents

USING THIS FEATURE TO UPLOAD MANDATORY PROFORMAS DURING VARIOUS MILESTONES – DOCUMENT

VERIFICATION AMONG OTHERS – WILL AID THE APPROVAL PROCESS FOR SEBI

RP can create a document by simply clicking the create button for the document they wish to create. They can then download the document by clicking the download icon. The documents will be created on the basis of pre-approved SEBI templates.

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IF RP has entered all the relevant details while adding a workshop etc. and they then create the document, relevant fields in the document will be auto-populated by the system. RP’s can then download these documents already containing details filled by the system and sign the document to be

sent to SEBI accordingly. The duly signed copy can also be uploaded and then viewed any time in the future.

End of document