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5 views

Convocation_UG

Uploaded by

jeevanthikam
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Indian Institute of Technology Kharagpur

Academic (UG) Section

No. IIT/Acad(UG)/Final Year/2015-2016


Date : March 9, 2016

Sub : Application for Degree, Provisional Certificate, Grade Card, etc.

All Undergraduate students (4-year B. Tech./5 year B. Arch/ 5 year Dual degree/ 5 year Integrated M.Sc./ 2 year Joint
M.Sc.-Ph.D.), who are likely to complete all prescribed academic requirements and be awarded degree in the ensuing
Convocation, are requested to immediately fill up all the details for graduation processing in the ERP and follow the steps
given below:

Open the Link Academic → Final Graduation Processing → Application For Degree, Grade Card, Final Dues
Clearance. The following steps are to be followed:

1) Fill up the details (instruction given in the application) and upload the recent passport size photograph (as
per instruction) that has to be printed on Grade Card.
2) Scan the signature in full and save as .jpg format and upload.

3) Take printout of: (After successful payment online using same link)

a. Application for Convocation (to be printed only when all Sections give clearance)
b. Application for Final Grade Card (to be printed only when all Sections give clearance)
c. Application for Refund of Institute/Hall Caution Money (only be printed when all sections give
clearance and if opted to take refund of caution money)

Other Requirements:

I. In addition to the application for convocation, the graduating students have to take clearance from their
respective:
a. Allocated Hall to hand over the room (This includes all who are staying outside and attached to a certain
hall). If hall is not allocated in ERP, please contact HMC to allocate the hall first for further processing.
b. Department/Center/School
c. HMC
d. Central Library
e. Gymkhana
f. Rajbhasha Vibhag
g. NSS
h. NCC

II. After application for Final Dues Clearance through the link in part I, the student can view clearance from
all sections from the same link. Once clearance has been given by all Sections, the student has to print
Demand/No-Demand Certificate and Challan for Payment of Dues (if any). Even if there are no dues
outstanding, NO-DEMAND certificate has to be submitted at the Academic (UG) Section. If applicable, the
dues are to be paid at the bank using the challan and the DEMAND certificate along with challan to be
submitted to the Academic (UG) Section after verification by F&A Section.
After fees payment submit all hardcopies to the Academic (UG) Section along with a self addressed A3 size
cloth lined/laminated envelope for sending Final Grade Card and Provisional Certificate.

III. The Halls of Residences, HMC, Department, Central Library, Technology Students’ Gymkhana, Rajbhasha
Vibhag, NCC and NSS are requested to upload the clearance and dues (if any) in ERP through the link Academic
→ Final Graduation processing → Dues Clearance and Verification.

The dues can be uploaded and clearance can be given only after the student applies for dues clearance
through ERP.

The above sections can update the dues amount and remarks in ERP till such time the clearance is given to a
student. Once clearance is given, further update is not possible for that student.

The student can monitor the status of final graduation processing using the link Academic Final
Graduation Processing Application for Degree, Grade Card, final dues clearance.

IV. The Halls of Residences are requested to update the handover of rooms by graduating students in ERP through
the link : HMC → Hall Information → Room Allocation

Sd-

Assistant Registrar (UGS)

Encl:

1. Status of Convocation application & dues clearance (for students)

To

Notice Board

Copy To:

1. All Deans
2. All Heads of Department/Centre/School
3. Professor in Charge, Convocation
4. Chairman, ERP
5. Chairman, HMC
6. Wardens, Halls of Residences
7. President, TSG
8. Librarian, Central Library
9. Coordinator, EAA (NCC/NSS)
10. Admn. Officer, Air/EME
11. Deputy Registrar (F&A)
12. Assistant Registrar (Accounts)
13. Hindi Officer, Rajbhasha Vibhag
14. Secretary to Director
15. Secretary, Office of Deputy Director
16.Secretary, Office of the Registrar

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