Chapter
- 6(Manual - 5)
A
statement of the categories of documents that are held by it or under its
control
6.1 Use the format given below to give the information about the official documents. Also mention the place where the documents are available for e.g. at secretariat level, directorate level, others (Please mention the level in place of writing "Others").
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S.No. |
Category of the document |
Name of the document and its introduction in one line |
Procedure to obtain the document |
Held by /under control of |
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1. |
Registration Card |
Registration Card- it indicates the linkage of the student
with the Board |
It is issued to candidate after admission on the
recommendations of Principal of the Institute |
The Board |
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2. |
Marks Card |
Detail Marks Cards(DMC) - issued for every examination and
shows the marks obtained and status -pass/fail of the examinee |
Issued automatically after the declaration of the result |
The Board |
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3. |
Certificates a. Provisional Certificate |
i. Provisional National Trade Certificate - It is issued
to the candidate after passing the exam. before the issue of NTC ii. Provisional State Trade Certificate - It is issued to
candidate after passing the exam. before the issue of State trade Certificate |
Issued automatically when the candidate passes the
examination |
The Board with fascimile signatures of Secretary(SCVT-
State Council for Vocational Training) |
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b. National Trade
Certificate |
National Trade Certificate- It is awarded to candidate as
final certificate after passing the relevant ITI trade course affiliated with
NCVT (National Council for Vocational Training, New Delhi. |
i. Blank National Trade certificates are issued to
institutions after collecting from office of DGE &T, New Delhi. ii. These are got filled by the Principal of Institute and
signed and submitted to the office of the Board. iii. Checked and got signed from DTE &IT, Punjab
(Secretary SCVT) by the official of the Board after scrutiny. iv. Got stamped bearing signatures of Secretary NCVT from
the officer of DGE &T, New Delhi by deputing an official of the Board. v. After completion sent to institution for distribution
to students. |
Issue by the Board with fascimile signatures of Secretary
(NCVT) and signatures Secretary (SCVT) |
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c. State trade Certificate |
State Trade Certificate- It is issued to candidate as
final certificate after passing the relevant ITI trade course affiliated with
SCVT(State Council for Vocational Training - DTE &IT, Punjab) |
i. Blank STCs are issued to institutions for number of candidates who have passed the
exams. ii. These are got filled by Principal of Institute and
signed and submitted to office of Board. iii. Checked and got signed from Controller Exams (ITI) in
Board and affixing the fascimile signature of Secretary SCVT and issued to
the institutions for distribution to students. |
Issued through Board with fascimile signatures of
Secretary SCVT. |
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d. National Apprentice Certificate |
National Apprentice Certificate - It is issued to
candidate after passing the Apprentice Exams which are held twice in a year. |
i. Blank National Trade certificates are issued to
institutions after collecting from office of DGE &T, New Delhi. ii. These are got filled by the Principal of Institute and
signed and submitted to the office of the Board. iii. Checked and got signed from DTE &IT, Punjab
(Secretary SCVT) by the official of the Board after scrutiny. iv. These are pre- stamped bearing signatures stamp of
Secretary NCVT. v. After completion sent to institution for distribution
to students. |
Issued by Board with fascimile signature of Secretary
(NCVT) and Secretary (SCVT) |
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5. |
Diplomas : - (a)Teacher Training and (b)Art &Craft |
It is issued to candidate after passing the teacher
Training Course and Art &Craft course which are both SCVT (State Council
for Vocational Training DTE &IT ) Afffiliated |
i. Blank Diploma/ Trade certificates are issued to
institutions from the office of Board. ii. These are got filled by the Principal of Institute and
signed and submitted to the office of the Board. iii. Checked and got stamped with signature of DTE
&IT, Punjab as (Secretary SCVT) by the official of the Board after
scrutiny. iv. After completion sent to institution for distribution
to students. |
Issued through Board with fascimile signature of Secretary
SCVT |
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6. |
Examination Record/Documents/ and their preservation: a.Answerbooks |
Evaluated Answersheets of students related to Examinations |
The blank answersheets are supplied to exam centres. These
are used by the students and collected back through the Principal and
evaluated in table marking. Further these are stocked into the record room to
reply any further query regarding rechecking /revaluation etc. as the case
may be. After 3 months of declaration of result these answersheets are
transferred to store room for disposal. Retention time: 3 months from the date of
declaration of results or 30 days of the despatch of detailed marks cards by
the Board whichever is later. Answerbooks of candidates who have used
unfairmeans at the Examination and debarred as a result thereof shall be
preserved for a period of 2 year from the date of declaration of results.
Where a candidate resorts to legal course, his answerbook(s) of that
examination shall be preserved till the final decision of the case by the Court. |
The Board |
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b. Awardlists / Sessional Marks list |
The marks obtained by the candidates in examination as
well as the internal assessment of
the candidates. |
The awardlist are prepared by the different examiners
during the tablemarking or otherwise. Some awardlist such as sessional awards and practical awards
are received from the institutions at appropriate time of Examination Retention time: 2 years from the date of
declaration of results. |
The Board |
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c. Permission - cum Admission forms |
The exams. forms through which the candidates appear in Board
Exams |
i. These are application forms filled by students and
received in the office of the Board alongwith the appropriate recommendations
and exam fees. ii. Roll no.s are issued as authority slip to appear in
the examination. iii. The permission cum admission forms are put in the
files and retained by the concerned Information Assistant for the prescribed
period. Retention time: Five years |
The Board |
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d. Challans |
These contain list of candidate roll number who have appeared in
examination as well as data of the
absentees |
These challans are prepared by Superintendent (Exams) sent
to office of Board and retained by concerned Assistant for prescribed period
of three years. |
The Board |
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e. Cancelled detailed marks cards and diplomas |
These are spoiled /incomplete/deficient DMCs and Diplomas |
Retained by computer section for 1 year |
The Board |
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f. Manuscript of Question papers |
These are question papers prepared by examiners |
Prepared by the paper setters and submitted to the
Registrar /Controller(Exams-IT) and retained for atleast 1 year |
Registrar/ Controller(Exams-IT) |
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7. |
Migration
certificate |
Migrations
from one institute to another is permitted during the 3rd and 5th semester
of diploma in semester courses and during 2nd year of annual
courses. |
*The
student has passed the 1st semester/ 1st year in the
very first attempt. *Migration
depends upon availability of seat in a particular institute. *Migrations
are allowed on the inter-se merit of the marks obtained in the 1st
semester/ 1st year. *Migration
applications are received in the Board’s office in the prescribed proforma
(available in the institutes) with No Objection Certificate from the parental
institute. *Migration
applications are invited between 15th July to 14th
August every year. *The
duly completed migration applications to be accompanied by a fee of Rs. 500/-
in the form of demand draft payable to Secretary Punjab State Board of Tech.
Education and Industrial Training. *Migration
applications are processed with in a week from the closing date and Migration
orders are issued to the concerned student with the copy to the institutes. *The
student who is migrated shall pay dues proportionately to both the
institutes. |
Registrar |
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8. |
Permission
to attend guest classes: |
On
request of the students and on specific reasons like medical, family circumstances
etc. students may be permitted to attend classes as a guest student in the 2nd
institute (other than the parental institute) for a specific period. |
The
students shall submit application on plain paper with a request for the guest
classes and enclosing relevant document to the Secretary, Punjab State Board
of Tech. Education and Industrial Training.
The application should be accompanied with a fee of Rs. 200/- either
in cash or demand draft. The applications are processed
with in a period of one week from the date of receipt and suitable orders are
issued depending upon the eligibility |
Registrar |
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9. |
Issue
of Transcripts |
“Transcripts” a comprehensive
document covering the performance of student during the period of diploma course. |
For the admission batches of 2002 onwards the
transcripts are issued to the pass out students without inviting any
application form from the students. However, for admission batches prior to
2002 transcripts are issued on a written request from the students. For
the issue of transcript the student shall apply on a plain paper giving the
details of Registration no., year of passing, Name of the institute etc. This application shall be accompanied by
attested photocopies of the Detail Marks Cards of all the semesters /
years. Rs. 100/- in the form of cash
or demand draft is charged as fee for issue of transcript. Transcripts are
issued within a week of receipt of application. |
Registrar |
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10. |
Issue of duplicate certificates |
The
Board has the provision for issue of duplicate certificates in case the
student losses the original certificate.
The following duplicate certificates may be issued by the Board. Detail
Marks Card of semesters / years Registration
cards Diploma
certificates. Transcripts . |
It is clarified to the students that duplicate
certificates shall be issued only
once and not repeatedly. For the issue of duplicate certificates the students shall make an application on plain paper giving the details of already issued certificate along with an affidavit duly attested from notary public on a stamp paper of Rs. 2/- to 5/-. The application shall be accompanied with a fee of Rs. 200/- per certificate in cash or demand draft. The request for duplicate certificates are processed within a period of 8 to 10 days and the relevant certificates are issued to the eligible cases. Since
the available data in the Board’s office pertains to only after 1993, it is
clarified that duplicate certificates shall be issued to only those cases,
which pertains to 1993 and onwards. |
Registrar |
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