Guidelines
on Eligibility
Document
Verification
Summer 2015 Session
Admission Section
Directorate of Distance Education
Sikkim Manipal University
Syndicate House, MANIPAL – 576 104
www.smude.edu.in
Contents
Sl. No.
Page No.
1
Admission Form
4
2
Name of the candidate
5
3
Father’s/ Mother’s/ Guardian’s Name
5
4
Date of Birth
6
5
Communication Address
6
6
Program and Semester
6
7
Payment Mode
6
8
Photograph & Signature
7
9
Educational Qualification Details
8
10
Employment details
8
11
Signature of the Candidate
8
12
Declaration by the Learning Center Head
8
13
Eligibility Documents
8
14
Additional Application Form
11
15
16
Format for sending the documents of Problematic / Provisional
Admission applications.
Dispatch of documents of Pending Application / Provisional
Admission Application
12
12
17
Order in which documents are to be enclosed with the Application
13
18
Mailing Address
14
19
Summary Sheet
15
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 2
Guidelines on Document Verification
Summer 2015 Session
The objective of this document is to provide necessary guidelines to Learning Centers to
facilitate them in the verification of Fresh Admission forms and the eligibility documents of
Summer 2015 Session.
The Learning Centers are advised to strictly follow the suggestions as given below at the time
of verification of eligibility documents and admission forms. This would help the University in
smooth processing of the admission without any delay.
I.
Registration Schedule
Description
Last Date
(a)
Commencement of Summer 2015 session
13th April 2015
(b)
Last date for submission of Admission Forms without late
fee to University.
22nd May 2015
(c)
Last date for submission of Admission Forms with late fee
of Rs.500/- to University
15th June 2015
(d)
(e)
(f)
Last date to make payment towards fee / deposit payment
15th June 2015
instrument to Bank
The last date to receive the hard copy of Admission form
22nd June 2015
along with documents by the University
The Last date to submit the requisite documents for forms
22nd June 2015
kept under pending status
The forms received after 22nd June 2015 will be rejected without any further communication. Please
also note that, the forms for which fee payment is not confirmed by the bank on or before 22nd
June 2015 are liable to be rejected.
The uploading of original eligibility documents, photograph and signature of the student
before submitting the online admission forms is compulsory.
Kindly note that, the Direct entry provision for B.Sc.IT, BCA, MSc.IT and MCA programs
has been withdrawn ,effective from Summer 2015 Session.
BSc. (HIA )Program is re- introduced effective from this session.
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 3
Please refer to the Prospectus 2015(printed in May 2015) for the fee and eligibility
criteria of each of the programs before generating the online admission form of the
candidates.
II.
Application or Admission Status on the WEBSITE.
The status of fresh admission form would be uploaded on daily basis on to the portal,
http://myzone.smude.edu.in under LC login. The status of any admission form can be
checked by the candidates in the website under link http://myzone.smude.edu.in/trackstatus/faces/pages/status_check.jsp
The Learning Centers and the candidates are required to verify the same from time to time to
know the application/admission status.
III.
Verification of Original Documents:
All Authorized Centres may note that the University will carry out routine physical
verification of Original records of eligibility/qualifying examination submitted by candidates at
the time of admission.
IV.
General:
Please note, no written communication will be sent to the learning centers or to the candidates.
The learning centers are hereby advised to refer to the website for up-to-date admission status
and to follow up with the aspiring students wherever necessary in case of pending applications
due to shortfall documentation.
The refund of fee will be made after deducting the processing charges as prescribed in the case
of rejected applications. Refund will be made through demand draft in favour of the Candidate
only. The refund will be processed after the closure of admissions and hence, LC is required to
appraise the candidates accordingly.
No cancellation and refund is applicable against the confirmed admissions. So, LC is advised
not to entertain and forward such requests.
For timely communication, it is the responsibility of the learning center to provide the correct
information like Address, contact phone number and email id, etc., to keep the Learning
Center profile up-to-date at university end. This would help all the concerned staff at SMU-DDE
to communicate with the Learning Center in case of an emergency.
Any communication through email will be provided to the university email ID issued by SMUDDE to the learning center, so, it is the responsibility of the learning center to refer to the
university email ID for all correspondence.
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 4
V.
Points to remember during document verification
S#
1
Item Description
Admission Form

Whether the candidates have used online admission form of the current session
downloaded from SLCM or not. Offline forms or forms of previous session are
not accepted

Please enter correct details of the students at the time of downloading the
form from the portal. The information entered at the time of downloading
the form cannot be changed subsequently.

Whether the admission form is complete in all respects before submitting to the
University.
Note:

Admission form of previous sessions should not be considered.

Photocopy of the admission form should not be considered.

Admission form without completing the online admission process in SLCM should
not be forwarded to the university and is liable to be rejected.
Use of Whitener is prohibited. The same is liable to be rejected without any notice.

2
2.1
Name for Issue of Certificate/ Marks cards

Whether the applicant name mentioned in the admission form and the name
mentioned in Mark cards and Certificates enclosed along with the admission form
is same or not is to be verified.

If case of variation in the name the following steps to be followed:
If Candidate is applying for Diploma or Bachelor or Master Degree Program

Enclosure of affidavit along with the admission form: Name variation, if any, in
the 10th Mark Card or +2 / Diploma Mark Card or Degree Certificate/Mark Card
(even minor difference), a duly notarized Affidavit (in English) clearly mentioning
the correct name to be incorporated in University records while granting
admission as well as that these documents pertain to one person, has to be
produced.

In case of change of name after marriage, the marriage certificate is to be
attached with the admission form. If marriage certificate is in regional language
other than English, an affidavit mentioning the name to be incorporated in the
records of the University is to be provided along with the admission form. The
name mentioned in the affidavit is to be mentioned in the admission form.

Name variation, if any, between the admission form and the eligibility
documents, the name as per the 10th Standard or Date of Birth certificate will be
considered for admission process unless the candidate has submitted Application
for Name Change request with other necessary support documents along with the
admission form.
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 5
Note:
3

Photocopy of the affidavit should not be considered.

No name change request will be accepted once registration process is completed
by SMU-DDE.

The above name( Name written in the field- Name for Issue of Certificate/
Marks cards) is considered to issue ID card/Marks cards/ Certificates to the
students.
Father’s/Mother’s/Guardian’s Name

Father’s name mentioned in the admission form should be as per 10th standard
mark card.

In case of any mismatch in the name an Affidavit (in English) is to be produced
mentioning the correct name. Without support documents Father’s name will be
considered as per the 10th Standard mark card/ certificate.
Note:

4
If father’s name is not mentioned in the 10th mark card other support document
having father’s name like School Leaving Certificate/ 12th mark card/ Bachelor
Degree mark card can be produced.
Date-of-Birth
The Date of Birth has to be entered as per the 10th standard mark card. If it is not
mentioned in 10th mark card, other document (like Date of Birth Certificate, School
Leaving Certificate/ 12th mark card/ PAN Card, Passport copy) which is having Dateof-Birth mentioned in can be produced as support document.
5
Communication Address

The candidate’s address for correspondence should be entered in the columns
provided, clearly mentioning the complete address with City, Pin code, Contact
Number and e-mail address, etc as the same is required for mailing purpose.
Note:

6
The Learning Center address should not be mentioned under this column. The
same is not recommended, whatsoever may be the reason.
Program and Semester

Please enter the correct Program , Entry Mode and
Semester while
downloading the forms and verify the same before submitting the online form to
the university.
Note:

7
7.1
The admission will be given based on semester mentioned in ‘Semester Applied
for’ column. The LC has to be cautious in verifying these details.
Payment Mode
Payment through - Demand Draft
1)
Semester fee can be paid in the form of Demand Draft/ Pay order.
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 6
2)
3)
7.2
The Candidate should endorse the Name, Admission form number and Learning
Center code on the reverse of the DD/ Pay order.
The Demand Draft/ Pay order should be drawn in the favour of ‘Sikkim Manipal
University DE’ payable at location of issue ( payable at par).

The Demand drafts/ Pay orders should be deposited to HDFC Bank along
with system generated Bank deposit statement on day to day basis.

The Leaning Center has to verify the following before depositing Demand Draft/
Pay order into the Bank Account with HDFC Bank .
(a) Demand Draft/ Pay order has been prepared for the requisite amount or not.
(b) DD/ Pay order is drawn in favour of ‘Sikkim Manipal University DE’ or not.
(c) Whether the Demand Daft/ Pay order is having valid date. {DD’s with validity
date over(prior to 70 days or DD’s with future dates) are not acceptable}.
(d) Whether the instrument is drawn on the local place.
(e) The DD not signed by the Banker should not be accepted.
(f) Whether the Demand Draft/ Payorder is properly printed or not.
(g) Demand draft/ Pay order of previous session or due for expiry or prior to
current session should not be considered for administrative reasons.
Payment through - Credit/ Debit Card Swiping
1) Candidate can make the fee payment swiping valid Credit/Debit Card. However,
this facility is available only at select learning centers where EDC Terminal is
installed.
2) The candidate has to handover Merchant copy of charge slip duly signed to the LC,
copy of which has to be retained by the LC for future reference.
3) The Application no and LC code should be written to the reverse side the Charge
slip and copy of the same has to be attached to the Admission form.
4) Whether the fee payment has been made for the requisite amount or not is to be
verified.
5) Whether the Credit/ Debit card Merchant copy is signed by the Candidate or
not is to be verified. Unsigned credit/debit slip is not acceptable.
6) The use of Credit card/ Debit card for making payment by Learning Center Person
or others for Candidate is not permitted. SMU-DDE is not responsible for such
practices and problem arising out of it.
7) For Payment through EMI facility, please refer to the Circular.
7.3
Payment through – Online Payment / Net Banking
Please take a print out of acknowledgement after successful payment and keep the
same for future records.
8
Pass Port size Photograph

Recent color photograph having good clarity should be used for this purpose. The
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 7
Candidate and LC have to ensure that the name of the candidate and
application number is mentioned on the reverse side of the photograph.
9

Paste the passport photograph properly at all edges so that the same will not be
lost in the transit or in application handling.

Photograph must be pasted exactly to the box provided.

Application number and LC code should be entered on the reverse side of the
photograph

Photograph is essential for issuing of Identity Card, Admit Card
Note:

Application is liable to be rejected in the absence of Photograph.

Old photograph or photograph of earlier period should be avoided, since photo
identification may cause problem at the time of examination.

Photocopy of photograph is not allowed.

Previously used Photograph must not be used.
Signature
Signature of the Student needs to be obtained in the required fields and this is used
for issue of Identity card and Admit card
10
11
Educational Qualification Details

Verify whether the candidate has clearly mentioned the qualification details as per
the prospectus.

Enter the qualification details in the ascending order. The order should be
(a) 10th / SSC
(b) 12th / PUC / HSC / Diploma
(c) Bachelor’s Degree
(d) Additional Qualification Details (if applicable)
Employment details.

12
LC has to verify the employment details filled in the Admission form. (wherever
applicable)
Signature of the Candidate

Please obtain the signature of the student on the hard copy of the admission form.

The request to change the signature at a later date will not be considered under
any circumstances
Note:

The signature pasted on application form is liable to be rejected.
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 8
13
Declaration by the LC Head

The Learning Center Head has to sign the declaration in the Admission form only
after verifying the eligibility documents confirming the eligibility of the Candidate
for the said program.
 Declaration by LC head is mandatory with Signature and Seal.
Note:

14
In the absence of declaration by LC head, the admission form is liable to be
rejected.
Eligibility Documents.

Before filling up the admission form the Learning Center has to verify the eligibility
documents of the Candidate in original.

The University will also carry out the physical verification of the original
documents.

The Candidates be advised to submit the eligibility documents as per the
qualification prescribed in prospectus. Learning Centers are advised strictly to
follow the eligibility criteria prescribed in the current session prospectus and other
communication as communicate by SMU-DDE from time to time.

The qualification mentioned in previous prospectus/ accepted in previous sessions
will not be acceptable in current session. In case of any deviation by the Learning
Center a suitable action will be initiated against such center.
14.1 Document Attestation by Gazetted Officer or Notary Public

LC to advise the candidate to submit the eligibility documents duly attested by
Gazetted officer / Notary Public.

Attested documents should have the seal & signature of the attestation officer. The
seal should contain the name, designation, address. If Name, Designation and
Address of the attestation officer are not clear, then the admission form will not be
considered for processing.

If the documents are attested by Notary, the seal of the Notary should always
contain the Registration number and place of the Notary.

The Headmaster/ Headmistress/ Principal of Government colleges are eligible for
attestation of the documents. The seal should contain Name of the person, College/
School Name and Place of the College/ School. The attestation by Headmaster /
Headmistress / Principal of Private School / Colleges will not be considered.

Photocopy of attested documents are not acceptable. Attestation on fax copy of the
document is not acceptable.

The Name, Seal and Designation details of the attestation should be in English/
Hindi.
14.2 Photocopy of Documents
The following may please be noted with regard to Eligibility documents.
1) The photocopy of all eligibility documents should be clear and readable.
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 9
2)
3)
4)
5)
6)
7)
8)
9)
Photocopy of the documents from original is advisable for better readability.
In case of Mark cards the following details should be present
(a) The Board/ University name
(b) Month and Year of Examination
(c) The name of the Candidate
(d) Course pursued
(e) Semester / Year completed
(f) Pass / Grade remark
(g) Signature, Name, Designation of issuing authority
(h) Seal of the Board/ University
(i) Date of issue
In case of Provisional Pass Certificate (PPC) or Degree Certificate (DC) following
details should be present.
(a) The Board/ University name
(b) The name of the Candidate
(c) Course completed
(d) Year of completion
(e) Signature, Name (optional), Designation of issuing authority
(f) Seal of the Board/ University
(g) Date of issue
The Provisional Pass Certificate (PPC) duly signed by university authority or
Degree Certificate (DC) duly signed by the Vice Chancellor will only be
considered. Only in case of Autonomous Colleges, the Provisional Pass Certificate
issued by the Principal can be accepted.
Verify whether all the content of Original document appears in photocopied
document as it is. If original document is of the size greater than A4, the
photocopy should be taken on A4 size paper by adjusting the size.
The mark card and Provisional Pass Certificate signed by Controller of
Examinations/ Asst. Registrar/ Dy. Registrar/ Registrar/ Vice Chancellor of the
University/ Authorized Signatories of the Board only to be accepted. Mark cards
and Provisional Pass Certificate issued by Principal is not acceptable.
In the absence of Degree Certificate, the candidate has to attach all the years /
semester mark cards along with the Provisional Pass Certificate issued by the
University.
The students seeking admission in MBA program are required to attach copy of
score card of Entrance Examination in addition to degree/ provisional degree
certificate.
Internet copies of the result from the official website of the recognized Board/
Government Colleges / University may be considered for Provisional Admission
provided the Candidate is able to produce the document before the last date of
Admission. The Candidate has to provide an undertaking mentioning
his/her admission is liable to be cancelled in case of non submission of the
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 10
10)
11)
12)
13)
14)
15)
16)
17)
document before the last date. If the internet copy of the result is not clear
or not in line with regular mark card or do not provide clear result status
will not be acceptable.
Only degrees from UGC recognized Universities are acceptable. (The list of
recognized Universities is available in AIU Directory publication, UGC website
(www.ugc.ac.in) , Dept. of Education, GOI website.
As per MHRD letter No. 6-7/2009-DL dated 29th July 2009 and DEC letter No.
DEC/2009/2629 dated 11th August 2009 – B.E/B. TECH programs through
distance education mode are not recognized and approved by DEC.
For fake Universities/Institutions/Boards list refer to UGC website, IGNOU
website.
In case of Degrees obtained from foreign Universities in India, the Candidate has
to provide an equivalency certificates issued by Association of Indian Universities
(AIU). A letter from UGC/AICTE on the recognition status of the Degree and the
institution offering foreign degrees in India is mandatory.
In few of the cases the SMU-DDE ask for Degree Certificate/ Provisional Pass
Certificate even though all the semesters/years mark cards are produced. This is
done only in those cases where it is not possible to judge whether the candidate
has completed the Course or all the Semesters/ years successfully.
The candidates who have successfully completed a 2 year degree on or before
1998-99 from a recognized university are only eligible to seek admission to PG
program.
Insufficient documents - In the absence of eligibility documents, the Learning
center should not submit the online form to the university. The Learning Centre
has to advise the Candidate to give an undertaking by which date (Date should be
prior to last date of closure of Admission) they are able to submit the documents
to SMU-DDE. If the candidate fails to produce the document on or before that
date, the application is liable to be rejected without any intimation.
One sitting Degree Examination – The degrees of the candidates enrolled for
the one-time Bachelor’s Degree program, up to the year 1995-1996 will only be
treated as valid.
18) If the candidate has submitted fake certificates/ documents or stated
wrong facts in the admission form, such admission is liable to be
cancelled and fee remitted will be forfeited.
15
Additional Application Form
15.1 Additional Application form for foreign Nationals.
Foreign students seeking admission to the Distance Learning Programs of SMU should
fulfill either of the following requirements.
1) Should be working in India
2) Should be dependent of a person working in India.

Foreign nationals seeking admission in India are required to submit the duly filled
in additional application form.
SMU DDE – Summer 2015 Session: Document verification guidelines
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
The eligibility of the foreign nationals seeking admission in India will be governed
by the equivalency norms laid down by the Association of Indian Universities
(AIU).

In case of qualifications not reflected in the AIU equivalency list, the candidates are
advised to approach AIU for issue of an equivalency certificate. Candidates who
have passed the qualifying examination from a foreign University / Board /
Ministry should submit all the relevant information / documents which justify the
equivalence of their qualifications.

Mark Cards / Degree Certificates in language other than English should be
translated into English language and a copy of the same duly attested to be
attached with the admission form.

An attested copy of the relevant pages of the passport containing details of the
individual. Passport Number, Date & Place of Issue & Name of the Country issuing
the same.

An attested copy of the relevant pages of the VISA containing details of the
individual. Any VISA issued in the name of ‘Sikkim Manipal University’ will not be
acceptable.

An attested copy of the valid Residential Permit. The validity of Residential permit
should cover subsequent examination i.e., November 2015 Examination.
International students in India will not be eligible to appear for university
examinations without submitting the valid Residential Permit to SMU-DDE.
Note:
16
17

SMU-DDE will not issue eligibility certificate to a candidate who wants come to
India only to join programs in distance mode.

The students undergoing the Bachelor’s degree/ Master’s Degree programs in
other Universities are not eligible to seek admission in the programs offered by
SMU DDE at the same time.

Foreign nationals seeking admission in India are required to submit the additional
application form. The form is available in LC Portal.

The form should be complete in all respects. The admission form submitted along
with the incomplete additional form is liable to be rejected.
Format for sending the documents of Problematic / Provisional Admission
applications.

The documents of Pending Application/ Provisional Admission cases are to be
forwarded along with the summary sheet as mentioned below.

This sheet should be prepared for each candidate separately and documents are to
be attached with this sheet.
Dispatch of documents of Pending Application / Provisional Admission
Application
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 12

Learning Center has to forward the documents of Pending Application /
Provisional Admission Application in a separate cover clearly mentioning on the
cover “Documents of Pending Application / Provisional Admission Application”.
 The documents received within the date specified will only be considered.
NOTE: Student admitted with provisional admission status will not be permitted to reregister to higher semester or appear for the Examinations till the confirmation of
provisional admission. The results of such students will be withheld, even if, they are
allowed to appear for the University Examinations.
VI.
Order in which documents are to be enclosed with the Application
Order of
application
S#
&
enclosures
Item Description
Compulsory Checks
to be carried out by LC and the Candidate
1
First
Admission Form
The hard copy of admission form submitted
online to the university duly signed by the
student and countersigned by the LC
Latest passport size Photograph is compulsory.
The Candidate or LC has to ensure that
application number and LC Code has been
mentioned on the reverse side of the photograph.
2
Second
Additional Form of
Foreign Student
The candidate of foreign origin has to fill up the
form compulsorily.
Incomplete form liable to be rejected.
3
Annexure 1
DOB Certificate
Proof of Date of Birth or Class 10th Certificate.
Attestation by Notary/Gazetted Officer;
Certification by LC
4
Annexure 2
10th Standard
Certificate or Pass
Mark Card
Attestation by Notary/Gazetted Officer;
Certification by LC
5
Annexure 3
+2 Certificate or Pass Attestation by Notary/Gazetted Officer;
Mark Card
Certification by LC
6
Annexure 4
3 year or 4 year
Degree Certificate
Attestation by Notary/Gazetted Officer;
Certification by LC
OR
7
Annexure
4A
1st Year Graduation Attestation by Notary/Gazetted Officer;
Marks Card
Certification by LC
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 13
8
Annexure
4B
2nd Year Graduation Attestation by Notary/Gazetted Officer;
Marks Card
Certification by LC
9
Annexure
4C
3rd Year Graduation Attestation by Notary/Gazetted Officer;
Marks Card
Certification by LC
10 Annexure
4D
4th Year Graduation
Mark Card (if
applicable)
Attestation by Notary/Gazetted Officer;
Certification by LC
11 Annexure
4E
Degree Provisional Attestation by Notary/Gazetted Officer;
Certificate
Certification by LC
12 Annexure 5
SMAT Result sheet
13 Annexure 7
Additional
The candidate seeking admission under credit
Application Form for transfer scheme
Credit Transfer and
Migration Certificate
The original result sheet duly signed by Proctors
Candidates of Foreign Origin
15 Annexure
8A
Passport Photocopy
Attestation by Notary/Gazetted Officer;
Certification by LC
16 Annexure
8B
Visa Photo Copy
Attestation by Notary/Gazetted Officer;
Certification by LC
17 Annexure
8C
Residential Permit
Only valid residential permit photocopy duly
attested by Notary/Gazetted Officer further
certified by LC will be considered.
Note: No other proof of documents will be
considered.
18 Annexure
8D
Certificate from
Employer
1) Letter issued by the Employer on the
company / institution letter head.
Attestation by Notary/Gazetted Officer;
Certification by LC.
19 Annexure
8E
Photo ID Card
Attestation by Notary/Gazetted Officer;
Certification by LC.
Note: The ID Card should contain Employee
Code.
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 14
VII. Mailing Address
The application forms must reach the SMU-DDE within 7 days from the last date. SMU-DDE is
not responsible for any postal delay. The address for dispatch of Admission Application Forms:
ADDRESS:
Admission Section
Directorate of Distance Education
Sikkim Manipal University, Syndicate House
MANIPAL – 576 104, Karnataka.
IVR No.: 080-66748888, Fax: 0820 – 2571 959
Email: [email protected]
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 15
Summary Sheet
LC Code:
Zone:
Application No.:
Name of the Candidate:
Program Applied:
Semester Applied:
Category: Pending/ Provisional Admission:
Reason Code: (As hosted in the website)
1.
2.
3.
4.
Reason Description: (As hosted in the website)
1.
2.
3.
4.
Documents enclosed:
1.
2.
3.
4.
Signature of the LC Head with seal
Name of the LC Head
Note:
This sheet should be prepared for each candidate separately and documents are to be
attached with this sheet after writing the relevant Application no/ Roll number on each of the
documents.
SMU DDE – Summer 2015 Session: Document verification guidelines
Page 16