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

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

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

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. State Trade Certificate - It is issued to candidate after passing the exam.

 Issued automatically when the candidate passes the examination

The Board with facsimile signatures of Secretary(SCVT- State Council for Vocational Training)

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 facsimile signatures of Secretary (NCVT) and signatures of Secretary (SCVT)

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. STCs are issued to institutions for  number of candidates who have passed their exam.

ii. These are got filled by the Board.

iii. Checked and got signed from Controller Exams (ITI) in Board and affixing the facsimile signature of Secretary SCVT and issued to the institutions along with the result for distribution to students.

Issued through Board with facsimile signatures of Secretary SCVT.

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 Apprentice 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 facsimile signature of Secretary (NCVT) and Secretary (SCVT)

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. Diploma Certificates are issued to institutions from the office of Board.

ii. Computerised Diploma are issued by the Board after issuing result.

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

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

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

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

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

e. Cancelled detailed marks cards and diplomas

These are spoiled /incomplete /deficient DMCs and Diplomas

Retained by computer section for 1 year

The Board

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)

7.

Migration

certificate

Migrations from one institute to another is permitted during the  3^rd and 5^th semester of diploma in semester courses and during 2^nd year of annual courses.

*The student has passed the 1^st semester/ 1^st 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 1^st semester/ 1^st 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 15^th July to 14^th 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

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 2^nd 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

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

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