Urgent Query Regarding Admission Issue Due to Delay in Marksheet Issuance

Dear Sir/Madam,

I hope this email finds you well. My name is Malavika, and I am a student from Bangalore. I have completed my Bachelor of Business Administration (BBA) from Seshadripuram Evening College, which falls under Bangalore City University, in July 2024. The results have been declared online on the UUCMS portal, and I have successfully cleared all subjects in my first attempt.

Since I hold a Diploma in Commercial Practice (a full-time three-year course), I was eligible for lateral entry into the BBA program and was directly admitted into the second year. Upon completing my BBA, I inquired about my marksheet at my college, and they informed me that it would take one year to receive the original marksheets and degree certificate. I then reached out to Bangalore City University, and they conveyed the same information.

Recently, I applied for an MBA program at Symbiosis International University (Deemed-to-be-University) – Digital Learning. During my admission process, I clearly explained my academic and work background to the university’s counselor. I was informed that the total course fee would be ₹3,00,000, with a ₹50,000 scholarship due to my work experience. They also informed me that I could pay the fee semester-wise, so I paid ₹70,000 as my first semester fee through a loan. I have attached the payment receipt for your reference.

As part of the admission process, I was required to create my ABC and DEB ID, which was done by my counselor. I also submitted all my documents for verification. However, I later received an email from the admissions team stating that my application was incomplete due to the absence of my Bachelor’s marksheets (all semesters) and degree certificate.

I had already communicated to them that Bangalore City University would take one year to issue the documents, but they stated that UGC policy mandates submission of original hard copies of all semester marksheets and the degree certificate for admission. I then inquired whether a provisional degree certificate or an attested copy from my college principal and Bangalore City University registrar would be acceptable, but they refused.

I also checked DigiLocker and was able to download my 3rd and 4th semester marksheets, but my 5th and 6th semester marksheets were not uploaded by the university yet. Since I was admitted through lateral entry, I only have four semesters in total. I conveyed this issue to the admissions team, but they reiterated that they could not proceed as it is a policy from UGC.

Given this situation, I have the following queries:

  1. Is it truly a UGC policy that a student cannot be admitted without the original marksheets and degree certificate, even when the delay is from the university’s side?
  2. Is there any alternative solution that allows students like me to secure admission without losing an entire academic year?
  3. Despite providing my UUCMS portal credentials for verification and the contact details of my college, the university refuses to accept my admission. Could you provide clarity on whether this is valid?

I have tried reaching out to several contact numbers listed on the UGC website, but I have either received no response or have been redirected to different numbers without a resolution. Additionally, Symbiosis International University is now sending me emails stating that I will be removed from this batch, which would cause significant academic and financial loss.

I kindly request your guidance and intervention on this matter at the earliest. If there is an alternative solution available as per UGC guidelines, please advise so that I can proceed without losing an academic year, even though the delay in obtaining my documents is entirely beyond my control.

Looking forward to your prompt response.

Dear @Malavika_M

According to UGC guidelines, institutions should not insist on original certificates during admission; self-attested copies are acceptable. However, universities may require verified academic records before confirming admissions. Here’s how you can proceed:​

  1. Provisional Documents: Request a provisional degree certificate and attested marksheets from Bangalore City University to submit as interim proof.​
  2. Digital Verification: Ensure all available marksheets are uploaded to DigiLocker, the National Academic Depository, for secure and verifiable access.
  3. Official Communication: Provide Symbiosis International University with official letters from your college and university explaining the delay in document issuance.​
  4. UGC Clarification: Contact the UGC directly to seek clarification on their policies regarding admissions without original certificates due to institutional delays.​
  5. Alternative Programs: Explore other institutions or programs that may have more flexible admission policies under these circumstances.​

If you continue to face difficulties, consider escalating the matter to higher authorities within the university or seeking legal advice to ensure your educational rights are protected.

However, given that the delay is from Bangalore City University, you may request Bangalore City University to issue a provisional certificate and a consolidated marksheet as an interim document. Further, Aaproach UGC’s grievance redressal portal (pgportal.gov.in) to seek clarity and intervention.

To lodge your complaint or raise a query with UGC, read this: How to file public grievance about central government offices to CPGRAMS?

If still need help, reply to us.

Thank you for your response and for providing guidance on this matter. I truly appreciate your time and effort in addressing my concern.

As per your suggestion, I have already taken the following steps:

  1. Provisional Documents:
    I requested my college principal and the university registrar to attest my academic records, but Symbiosis International University has refused to accept these as valid proof, insisting on original marksheets and the degree certificate.

  2. Digital Verification via DigiLocker:

  • I have checked DigiLocker and was able to download my 3rd and 4th semester marksheets, but my 5th and 6th semester marksheets and degree certificate have not been uploaded by Bangalore City University yet.
  • Since I was admitted through lateral entry, I only have four semesters
  • Could you please guide me on how to request Bangalore City University to upload my pending marksheets and degree certificate on DigiLocker?
  1. Official Communication with Symbiosis International University:
  • I have already submitted my UUCMS portal credentials and provided official contact details of my college for verification, but the university is still unwilling to accept my admission without original documents.
  • Despite my multiple requests and explanations regarding the delay from Bangalore City University, they continue to reject all alternative verification methods.
  1. Contacting UGC & Seeking Clarification:
  • I have been trying to reach various UGC helpline numbers listed on the website for over 15 days, but either my calls have gone unanswered or I have been redirected multiple times without any resolution.
  • I have been given incorrect email IDs when asked to send an official complaint, and the few representatives I managed to reach have told me to call other numbers, which also remain unanswered.
  • Additionally, when I attempted to contact education officers listed for online and digital learning, my call was rudely disconnected without any assistance.
  1. Financial & Academic Consequences:
  • I have already paid ₹70,000 as my first-semester fee and ₹1,000 via a loan through the Fibe application.
  • If I am unable to proceed with my admission, I will lose both my fees and an entire academic year, which is extremely unfair as the delay is not from my end but from Bangalore City University.
  • Symbiosis International University has now sent me a final notice, stating that I will be removed from this batch if I fail to submit the required documents soon.

My Urgent Request:

Given my situation, I request UGC’s immediate intervention in this matter and clarification on the following:

  1. Is it mandatory under UGC policy for universities to insist on original marksheets and degree certificates even when institutional delays are involved?
  2. Can an institution deny admission despite verifying academic records through official university portals and references?
  3. How can I request Bangalore City University to expedite the issuance of my provisional certificate and pending marksheets or ensure their upload on DigiLocker?
  4. What action can I take if UGC helplines and grievance redressal contacts remain unresponsive?

I will also be filing a formal complaint as advised, but I request urgent assistance from UGC to prevent unnecessary loss of time, money, and academic progress due to circumstances beyond my control.

I sincerely appreciate your guidance and look forward to your prompt response.

Best regards,
Malavika M

Dear @Malavika_M

UGC Guidelines on Original Marksheets & Degree Certificates in Admissions

The University Grants Commission (UGC) has clear directives to prevent hardship to students regarding original documents during admissions. According to a UGC notification (Dec 2016), institutions cannot insist on submitting original academic certificates (marksheets, school leaving certificates, etc.) at the time of applying for admission​. Instead, students may provide self-attested copies, and the college/university should only verify the originals at the time of enrollment and then immediately return them to the student​.

This policy was reiterated by the Ministry of HRD in 2018 to curb practices of withholding student documents. The intent is to ensure students aren’t blocked from exploring opportunities or forced to surrender originals unnecessarily​.

Importantly, UGC expects universities to be accommodating when delays in issuing final certificates or mark sheets are beyond the student’s control. For example, during the pandemic when qualifying exam results were delayed, UGC’s academic calendar guidelines explicitly allowed provisional admissions and gave students extra time to submit final documents​.

In a 2020 affidavit to the Supreme Court, UGC confirmed that its guidelines “contemplate provisional admissions wherever necessary,” with final certificates of the qualifying examination being accepted up to a later cutoff date​.

This precedent shows that UGC acknowledges situations where academic records are delayed and promotes flexibility so students don’t lose an academic year. In practice, universities commonly grant provisional admission if a student’s previous university has not yet issued a degree certificate, typically requiring an undertaking that the student will produce the official certificate or mark sheet by a specified deadline. UGC’s student-friendly measures imply that it is not mandatory to have the final original degree in hand at the exact moment of admission, provided there is credible proof that the qualification is completed.

Admission Denial vs. Digital Verification of Records

Universities are expected to verify a candidate’s qualifications, but they should not outright deny admission if the necessary academic records can be verified through official channels. If a student’s results and credentials are available on an official university portal or a national academic database, this should serve as acceptable proof of eligibility, at least on a provisional basis. In fact, the Government of India has established the National Academic Depository (NAD) integrated with DigiLocker for this very purpose. Academic documents (marksheets, degree certificates, etc.) issued through DigiLocker are legally equivalent to original physical documents under the Information Technology Act, 2000​.

This means a digital mark sheet or certificate in a DigiLocker account is considered as authentic as the paper original – institutions and verifiers can rely on it. The UGC and Ministry of Education have encouraged all universities to upload student academic awards to DigiLocker/NAD to enable secure online verification​. With such systems in place, colleges can easily check the legitimacy of a student’s degree or marksheet online.

Denying admission despite verifiable proof of a student’s credentials goes against the spirit of these initiatives. UGC’s push for NAD is specifically to eliminate hurdles caused by paper document delays – “since original documents can now be shared online, paper delays are greatly reduced”​.

There is no UGC rule that outright mandates rejecting a student without physical originals when the delay is due to the issuing institution. On the contrary, UGC’s guidance implies that students should not be penalized for administrative delays. Many universities follow a practice of provisional enrollment: for instance, they may accept a provisional certificate or online mark sheet as interim proof and allow the student to join, on the condition that the official documents will be submitted when available. UGC’s own allowance of provisional admissions in special cases​ supports this approach. Thus, an institution insisting on hard copies to the extent of cancelling admission – even after verifying the student’s credentials via official references – is not aligning with UGC’s student-centric policies. In short, if the academic record is clearly verifiable (through the previous university’s database, DigiLocker, or attested interim documents), an HEI is expected to accommodate the student rather than deny admission arbitrarily.

Expediting Provisional Certificates from Bangalore City University (BCU)

When the awarding university delays issuing mark sheets or degree certificates, students have the right to request provisional documents as a stop-gap. In the case of Bangalore City University (BCU), which, like many public universities, often hands out final degree certificates only after an annual convocation, there are steps a student can take to get their documents sooner:

  • Request a Provisional Degree Certificate: Approach BCU’s Examination Branch or the Office of the Registrar (Evaluation) to apply for a provisional degree certificate. A provisional degree certificate issued by the university serves as an official interim proof of your graduation and is widely accepted for admissions and jobs.
  • Obtain Attested Mark Sheets or Consolidated Transcript: While waiting for the formal mark sheets, you can request BCU (or your college) to provide an attested copy of your academic record. This might be a printout of your results from the university portal or a consolidated marks statement, stamped and signed by the Registrar or Principal. This attested document can accompany the provisional degree certificate. (In your case, you already tried getting attested copies from the college principal and university registrar, which is a correct step, even though the admitting university still insisted on originals).
  • Follow up on Pending Marksheet Issuance: Since you mentioned the results are on the UUCMS portal and some semesters’ marksheets (3rd and 4th semester) were already available in DigiLocker, it indicates BCU has uploaded part of your records. The remaining 5th and 6th semester mark sheets likely haven’t been uploaded yet because they are pending administrative processing or the convocation issuance. You should directly contact BCU’s examination authority or the NAD/DigiLocker nodal officer at BCU to expedite this. Provide your registration number and details, and request that the pending semester results be uploaded to DigiLocker (NAD) at the earliest. Universities often upload digital certificates once they finalize results – for example, Bangalore University stated that after convocation, they “immediately” upload degree certificates to DigiLocker​. BCU’s NAD contact (as per the university website) can assist in ensuring your digital records are complete.

Most institutions will accept this combination in lieu of the final original degree for the time being. It may also help to get an official letter from BCU (or your college) addressed “To whom it may concern,” stating that “Ms. X has completed all requirements of the BBA degree, and the official degree certificate/mark sheets will be issued by [date] due to administrative timelines.” Such a letter, on letterhead with signatures, can reassure the new university about the legitimacy of the delay. While Symbiosis (the admitting university) has been strict so far, presenting them with a University-issued provisional certificate plus an official explanation letter might persuade them to grant a conditional admission until your originals are available.

Grievance Redressal and Legal Recourse for Students

If you find that UGC helplines and other contacts are unresponsive, don’t give up – there are formal grievance mechanisms and last-resort options you can pursue:

  • UGC’s e-Samadhan Grievance Portal: UGC has launched an online system called “e-Samadhan” to handle student grievances in a time-bound manner​ samadhaan.ugc.ac.in. Instead of calling various helpline numbers, you can register on this portal (using your student details) and lodge a detailed complaint. Provide all relevant information – your background, the issue with admission denial, the delay from BCU, and how it’s costing you time and money. The e-Samadhan platform is monitored by UGC officials and is intended as a single-window for issues like yours, ensuring faster resolution. Once you submit a complaint, you will get a grievance ID and you can track the status. UGC has made it a priority that institutional grievances get addressed quickly through this system​. (Do note that you should keep all evidence ready to upload – emails from Symbiosis about document requirements, proof of your results, any communications with BCU, etc., to substantiate your case.)

  • Centralized Public Grievance (CPGRAMS): Another route is the Government of India’s PG Portal (pgportal.gov.in), where you can file a public grievance addressed to the UGC or Ministry of Education. You can also lodge a public grievance to the Department of Higher Education of your state.

  • Legal Action (Last Resort): If all administrative remedies fail, students have the option of legal recourse. Education is considered a fundamental part of one’s rights, and courts have intervened in cases where institutions’ actions jeopardized students’ careers. One approach is to file a writ petition in the High Court under whose jurisdiction the university falls, citing the violation of your rights and UGC norms. Courts can direct a university or even UGC to resolve the matter. For instance, when Bangalore City University had withheld certificates for several batches of students, the affected college (Srishti School of Design) approached the High Court to seek a remedy​. Similarly, a court could order an admitting university to provisionally admit a student if it finds the university’s stance unreasonable.

UGC’s rules favor the student – institutions should not bar a qualified student from admission due to document delays outside the student’s control. There are provisions for provisional admission and verification through digital means. Your strategy should be two-pronged:
(1) Obtain credible interim documentation (provisional certificate, digital records) from Bangalore City University as quickly as possible, and
(2) Escalate the issue through official grievance channels to ensure the admitting university (Symbiosis) and regulators are aware of the situation.

Backed by UGC’s guidelines​ and the fact that your academic credentials are verifiable, you have a strong case. If you persist via the proper channels, you stand a good chance of either securing your admission now or, worst case, getting a remedy (like deferment or refund) that protects you from losing out entirely.