Don't submit original documents during Counselling and Admission; Register complaint for UGC guideline violation


What do you do in the midst of counselling sessions if an institute holds back your original documents after allocating a seat to you (Thus, effectively blocking your chance to attend other admission counselling processes)? How should you reclaim your original certificate right after verification during the counselling and admission procedure?

Simple Solution:


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The institutes violating UGC norms also face cancellation of UGC approval to their programmes.

View this letter that Careers360 has sent to all Universities/Institutes seeking their confirmation on compliance of UGC guideline on ‘non-retention’ of original documents during counselling.

Why this is Important?

With counselling sessions and admissions beginning in different Engineering, Medicine and Law colleges, you must be readying to attend multiple counselling sessions to find your best-fit college. But, most of the times, it is not a smooth process.

There are many institutes who either hold back your original documents once you block a seat during counselling session or make original document submission a prior condition to seat allocation during their counselling process. A few others make submission of original documents mandatory for completion of admission process. This blocks your chances for exploring admission opportunities through other counselling processes as you do not get your original documents for verification which is must for seat allocation anywhere.

This usually comes as a jolt to candidates who fortunately get multiple counselling and admission options based on their good performance in qualifying exams or entrance tests.

What you must know?

So, is there any guideline for academic institutions in this regard?

In the first place, you must know that you do neither need to submit your original documents during counselling nor before 'actual starting of an academic session' as per the guidelines by University Grants Commission (UGC), the regulatory body for Universities and also for institutions affiliated to different universities. UGC prohibits institutions from retaining School/Institution Leaving Certificate, mark sheet, caste certificate and other documents in original. 

For both public and private colleges, it is mandatory to follow the UGC guideline. There is also a Ministry of Human Resources Development (MHRD) notification and a Karnataka High Court (HC) direction to the institutes in this regard.

What exactly the UGC guideline says?

The UGC has been notifying to institutes that retention of original documents limits the admission options for candidates and therefore the same is not permissible for the institutes.


The Commission is of the view that the institutions/universities, by way of retaining the certificate in original, force retention of admitted students which limits the opportunities for the candidates from exercising other options of joining other institutions of their choice. However it would not be permissible for institutions and Universities to retain the School/Institution Leaving Certificate, mark sheet, caste certificate and other documents in original,” says a UGC notification of April 23, 2007.

Another UGC notification of June 2011 says that “by way of retaining the certificates in original and forced retention of admitted students, (institutes) are limiting the opportunities for the candidates from exercising other options of joining other institutions of their choice. As such, it is not permissible for institutions deemed to be universities to retain the School/Institution Leaving Certificate, mark sheet, caste certificate and other documents in original.”

Still, if an institute insists on original document submission, you can show them the UGC notification regarding the strict guidelines. Click here to download this UGC notification, which directs institutes to ‘not retain’ original documents required for verification purpose during counselling and admission.


Despite this, if an institute does insist on original document submission, you can register your complaint with Careers360. We will immediately take this forward and intervene into the incidents of UGC guideline violation. For, this cause, you can register your complaint by filling in this complaint form regarding your original document submission.


Your identity will be kept secret and we seek to present your complaint with college authorities so that they officially announce that UGC guidelines are being followed in letter and spirit and that they are not asking candidates to submit their original documents despite a seat is allocated to them during the counselling and admission process.


Why Now?

The month of May-July is the time during which class XII board results are also declared along with different entrance exam results and ongoing counseling and admission processes. Thus, a better option may knock you anytime despite you have blocked a seat during earlier admission counseling. But, in most of the cases, you will be required to bring along your original documents for verification during counseling. Thus, possession of your original documents throughout the counseling sessions is of utmost importance for finding your best-fit institution.

For your ready reference, we bring here list  of  Institutions in complete 'compliance' with UGC guidelines on non-retention of original documents like Class X certificates, School Leaving Certificates etc. We have written to University/College authorities asking them to confirm whether they are in compliance with the UGC guidelines on this particular subject. The institutions from where an official confirmation on complete compliance of UGC guideline is still awaited, is listed separately.

Click here to see the complete list.  We will keep this list updated with official updates on UGC guideline compliances.

First Published On : 07 May 2015 05:09 PM IST

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