Single most helpful step is to include your USN prominently in any communication with VTU. It could be the email subject line or Subject in your letter. Additional useful information varies with the category of inquiry and may include one or more of i) month and year of graduation ii) Reference to previous communications with VTU.
Sending Applications to VTU for Issue of DocumentsApplications must be sent to the following address:
Registrar (Evaluation)
Visvesvaraya Technological University
“Jnana Sangama
BELAGAVI 590018.
VTU accepts applications for issue of the following documents by email. See the Notification dated 5-5-2020 for detailed instructions.
1. Official Transcripts and attested documents to be sent to applicant or to WES/NCEES/IQAS/University abroad
2. Semesterwise Consolidated Marks Card (CMC) – Applicable to Non CBCS students only
3. All semester single Consolidated Statement of Marks (CSM) – Applicable to Non CBCS students only
4. Provisional Degree Certificate (PDC)
5. Medium of Instruction certificate
Fee to be paid for issue of each document is clearly mentioned in respective application form. Applicant must calculate the correct fee by referring to the respective application form .
Fees must be paid online through SB Collect payment link. Steps in making online payment are as follows:
Issue of certain documents requires verification of original documents, such as Affidavit and FIR in case of issue of duplicate documents. Such applications must be sent by post/courier as original documents must be verified by VTU
Common mistakes made when sending applications by email are:
1. Sending an application for documents other than those for which email applications are accepted, namely, Official Transcript, Transcripts to WES/IQAS/NCEES/Universities, CSM, CMC and PDC
2. Applications by email are accepted only from UG and PG students. Applications from research candidates (Ph.D., M.Sc. (Engg.) by Research) must be sent by post/courier
3. Not following instructions in the Notification dated 5-5-2020
4. Writing unnecessary information in addition to the required information. For example, not writing the USN in the subject line. Writing empty lines in the body of the email. Writing unnecessary lines such as “Thanking you” etc.
Applications received by email are verified for accuracy and completeness. Inaccurate and incomplete applications are rejected and applicant is informed by email. Accepted applications are printed and processed just as applications received by post/courier.
Official TranscriptYour Transcript may not include results of all semesters attended by you for one of the following reasons:
1. Transcript displays the results only up to the semester up to which student has passed in all subjects/courses. Results of the semester in which you have a backlog, and all subsequent semesters (even if you have passed in all subjects of subsequent semesters) will not appear on the Transcript.
2. Results of the most recent examination will not appear in the Transcript immediately after announcement of results. Results of most recent examination will appear on the Transcript only after revaluation results of that exam are announced.
Transcripts are sent to students in a sealed envelope (one Transcript per envelope) with signature of a VTU official on the envelope. Student can submit the sealed envelope to any one who wishes to receive the Transcript.
This is done in order to assure the recipient of the document that the Transcript is genuine. Most documents issued by Examination Section are issued only once and are printed on stationery with several security features. In case of loss of the document, VTU will only issue a duplicate of the document. But Transcript is one document which has no limitation on the number. However, it is not printed on special stationery with security features. Because of the lack of security features, they are sent in sealed envelope with signature of a VTU official to guarantee the genuineness of the document.
Sending Documents to WES/IQAS/NCEES/UniversitiesSome common mistakes made by applicants are:
1. Not attaching WES Academic Records Request Form or Transcript Release Form
2. Attaching documents (copies of degree certificate and/or marks/grade cards) to be attested but not paying the corresponding attestation fees
3. Paying fees for attestation of documents (copies of degree certificate and/or marks/grade cards) but not attaching copies of documents
4. Not mentioning email address of University admissions office to which documents are to be sent
Scanned copies of documents are sent to WES by a secure electronic transfer under an MoU with WES. Hard copies are not sent to WES.
Only the Transcript is required to be sent directly to WES by VTU. WES accepts other documents, such as, copy of degree certificate and/or copies of marks/grade cards directly by student.
Scanned copies of documents are sent to NCEES/IQAS/Universities abroad by email from the official email address re@vtu.ac.in. Hard copies are sent to the recipient by SpeedPost in sealed envelope with signature of an officer of VTU. Soft copies are not digitally signed and electronic transfer is not secure, due to which some organizations do not accept unsigned documents sent by email.
List of documents to be sent to the above and similar institutions/organizations, directly from VTU, depends on the institution/organization. Check the instructions from such organizations. You can send us a copy of such instructions to help us process your documents correctly.
WES ARRF or NCEES Transcript Request Form contain details of the applicant, such as, name, degree completed, USN etc. It also contains the WES/NCEES Reference Number assigned by WES/NCEES to the applicant. Most importantly, it has a space where Registrar (Evaluation), VTU affixes his signature to confirm that it was sent from VTU. Always include this form.
IQAS and some Universities also issue such forms, although they may be called by a different name. But essentially they serve the same purpose.
WES requests for reverification of some applicants, not all, documents received by them from VTU documents that are sent by post/courier. If reverification of your docment is pending with VTU, send an email with your details to re@vtu.ac.in. However, reverification is not required for documents sent by secure electronic transfer which was started from 5-5-2020.
At present, documents are sent to addresses outside India only by Speed Post. Electronic copies can be sent by email to specified email ID if requested by applicant.
Degree CertificateDegree certificate is issued to those UG and PG students, of both non-autonomous and autonomous colleges, who have completed all requirements for the award of their respective degree. However, Degree certificates of students of autonomous colleges will include the name of the college. Degree certificate is also issued to research students, Ph.D. and M.Sc. (Engg.) by Research.
Degree certificate is issued on the day of the Convocation. Convocation is held once a year. Students who complete the degree in the two examinations held since the previous Convocation, usually in January and July of the preceding year, are awarded the degree certificate during the Convocation. As an example, students who completed their degree in the examinations held in January 2019 and July 2019 were awarded the degree during the Convocation held on 8-2-2020.
Degree certificate has a unique number and several security features. It is issued only once. In case of loss, the only option is to apply for a duplicate degree certificate. You can download the application form here. Application form contains complete instructions and fee details. Application for duplicate degree certificate must be sent by post/courier and will not be accepted by email
Students usually fill and submit the Convocation Application form during their final semester in college and submit through their respective college. However, if a student does not submit the Convocation Application form while in college, they can download the application form from here. However, they must obtain a signature on the photograph and also on the second page from their Principal (if possible) or from a gazetted officer. Application form contains the complete instructions and fee details. The Convocation Application must be sent by post/courier, it will not be accepted by email.
Degree certificate is sent by post directly to the student after the Convocation. It is sent to the address specified on the Convocation Application form submitted by the student through the college, usually during the final semester. It is sent over a period of about 4 weeks, collegewise, starting about 2 weeks after the Convocation. Due to the large number of degree certificates that are dispatched, it takes almost a month to dispatch all degree certificates. It can be handed to student in special cases after verification of proof of identity.
Sometimes, due to incorrect address or several other reasons, degree certificates are returned to VTU as undelivered. Students can contact VTU Exam Section to verify in case they have not received their degree certificate within 30-45 days of convocation. After confirming that their degree certificate is returned to VTU, students can write a request letter stating their current address along with a postage fee of 200 (1,500 for addresses outside India) to receive degree certificate that is returned to VTU. Postage fee must be paid online and payment receipt attached along with the request letter.
Original or photocopy of the Degree certificate can be verified and attested by VTU. You can download the application form from here and send it along with the prescribed fee as specified in the application .
Provisional Degree Certificate Provisional Degree Certificate (PDC) is a provisional certificate issued in the interim period between completion of degree and the next convocation when the degree certificate is awarded. There can be the following reasons why a PDC cannot be issued:
1. PDC is issued only to the students who have successfully completed all the subjects, including i) Additional subjects (in case of change of scheme), ii) Mandatory credit/non-credit courses and bridge courses.
2. PDC is issued only to the students who complete their degree in the two exams preceding the convocation. If a student has completed the degree before the most recent convocation, PDC cannot be issued to him/her. As an example, students who completed their degree in Jan 2019 exam and July 2019 exam can apply for PDC until the convocation is held in 2020. These students cannot apply for PDC after the 2020 convocation because their degree certificate would already be printed and sent to them.
3. PDC cannot be issued if student has applied for revaluation and revaluation results are pending
If the certificate you require does not fit into the format of the “Medium of Instruction” certificate, you can apply for a Medium of Instruction certificate, pay the requisite fee and attach a letter containing the additional information that has to be put into the Medium of Instruction certificate. We will verify the additional matter, and if found correct and is a fit matter to be included, Medium of Instruction will be prepared with the additional information. If any additional matter cannot be included, for any reason, the application will be turned down and the same will be intimated to the applicant.
Medium of Instruction certificate mentions the name and USN of student, the college attended, academic program attended and the medium of instruction. It will not contain details such as years attended, number of years for completion of degree etc.