Graduation Formalities 2024

Leaving college after a long stay as a student involves a lot of work – lots of forms to fill and various tasks to complete. With the digital transformation of many administrative processes, most formalities are now completed online.

To make this process easier for you, we at Insight have compiled a ‘To-Do’ list consisting of the various graduating formalities one needs to undergo before convocation.

In case anyone comes across any conflicting or alternate procedures other than the ones given here, please let us know by writing to us at insight@iitb.ac.in.

FORMALITIES REGARDING ALUMNI MEMBERSHIPS

All graduates automatically receive an Alum Card from the IITB Alumni Association, which is delivered to their residential address, along with a soft copy sent via email. If a graduate has not received their card, they should send their name and roll number to alumni.iitbaa@iitbombay.org. Once the academic office verifies their details, the Alumni Association will create the card. 

To further engage with the IITB community, graduates can become lifetime members of the Alumni Association. This membership, distinct from simply receiving an Alum Card, requires a one-time fee of Rs. 3,540. Graduates can register for the lifetime membership using the following form: https://www.iitbombay.org/page/life-membership

SUBMISSION OF CONVOCATION FORMS

All graduating students must complete the final retagging of courses as required by their department before proceeding with the process of submitting convocation forms.

The deadline for filling out the Convocation Form is 31st July this year. The procedure for filling out the Convocation Form is as follows:

1. Log in to the external ASC. You will find the convocation fees link on the home tab and the convocation form link under the “Graduation Requirements” tab.
2. Firstly, pay the convocation fee of Rs 500 by clicking on the ‘Convocation Fees’ link.
3. After successful payment, proceed to the ‘Convocation Form’ and fill in the required details, then click ‘Continue’.
4. The next page will be a printable version of the convocation form with all the details pre-populated. You can either print this form to add your signature or save it as a PDF and add your digital signature.
5. After you complete and sign the convocation form, you will get the “Upload Signed Convocation Form” section, where you can upload the signed document.

In case a student cannot attend the convocation, the degree will be delivered to their home address mentioned in this form. Students need to create a Digilocker ID if they wish to receive a soft copy of their degree, which will be uploaded there. This is mandatory only for those requesting a soft copy. You can access it using the following link: https://nad.digilocker.gov.in/.

OTHER FORMALITIES

1. Graduating Students must ensure that they get their late fines/dues cleared at the earliest.
   • Students need to ensure that all the dues showing up on ASC are green in colour before the convocation ceremony. Various dues that may need to be cleared include Dean SA, HCU, Department Office, Academic Office, SAU, Gymkhana, Estate Office and Library.

2. Students can apply for a provisional certificate, which is a document issued by the institute stating that they have completed their graduation, through the External ASC portal. This can be done once they have submitted their tags and their graduation status has been approved by the department. The certificate is then sent via webmail. It is a temporary certificate that can be used to look for jobs until the original certificate is issued by the institute. Obtaining this provisional certificate can be important, as it is required for visa applications and may also be needed for other purposes.

3. Final Transcript: Some companies/universities require a final transcript. To obtain this, students need to pay Rs. 500 online. Payment details can be found here: IITB Payment Details. After payment, send the transaction completion screenshot for verification to verification@iitb.ac.in. The transcript will be sent via webmail in 3-4 days.

4. Second Retagging: Another part of the procedure is the final retagging of courses. The retagging period lasted from May 21 to July 10 this year. Important Note: The Course Tagging window for graduating students, excluding PhDs, has been reopened and will be available until Thursday, 1st August 2024. All students must freeze their tags, even if there are no changes, to ensure they are considered for graduation. This can be done through the External ASC portal.iitb.ac.in/asc -> Login -> Graduation Requirements -> Check Tags

5. ETD Submission: All Dual Degree and MTech students need to submit an Electronic Thesis Dissertation on the Central library portal as part of their degree requirements. The ideal timeline for ETD submission on the library portal, as per academic guidelines, is seven days before the date of presentation; however, the actual deadline is mutually decided by the students and their guides.

6. Mail Forwarding: LDAP access is discontinued approximately 6 months after graduation. To continue receiving emails, such as those about alumni events forwarded to the student mailing list of your batch, you can enter a personal email ID by filling out the following form: https://www.cc.iitb.ac.in/page/mailforwarding

7. If any students wish to take an extension for their DDP/MTP, they should send an email to their guide at the beginning of the summer semester, explaining their reasons.

8. If you have any library dues or late fees, you will receive an email reminder from the Central Library. Therefore, it is recommended to check your email in case you missed it. The Library No Due Certificate and ETD Submission Certificate (if applicable) will be sent directly to the Academic Office by the Central Library.

For any queries regarding:

• Library No Due Certificate and late fine payments, contact libcir@iitb.ac.in
• ETD Submission Certificate, contact: etd@iitb.ac.in 

NAD (National Academic Depository) REGISTRATION FORM –

It is compulsory for all graduating students to register on the NAD portal and to fill in the NAD ID in the Convocation form. 

• Details for registration on the National Academic Depository – https://www.iitb.ac.in/newacadhome/RegistrationatNAD201805April.pdf
  • In case your Aadhar is not linked with your phone (or if you have opted for non-Aadhar verification), you can obtain the NAD ID by emailing your NAD form to ug_acad@iitb.ac.in.
  • PG students should email their concerned dealing assistant and supervisor. You can find the email IDs and other details for both at the following link: https://www.iitb.ac.in/newacadhome/offdetail.jsp

Note: As students often start jobs and aren’t available on campus to acquire signatures for applications, they can avail of the AMS facility for the same. For those students who have never used the AMS Portal before, go to the following website to access the portal: AMS Portal. Please note that the website is only accessible while using the IITB VPN. You can get access to the IITB VPN here.

You can also watch the tutorial video to familiarise yourself with the platform. Then upload your filled application and then tag the person whose signature you need. That person would be sent an auto generated mail.

Useful emails to take note of:

1. ASC Help: asc.help@iitb.ac.in

2. Academic Registrar (UG): aracad4@iitb.ac.in 

3. Academic Registrar (PG): aracad2@iitb.ac.in 

Congratulations to all graduates! We hope this information helps you with the various formalities. Best wishes for success in all your future endeavours!

We thank Ameya Halarnkar, the ex-DGSec of the Mechanical Engineering department, and Kriti A, the current DGSec, for their assistance in compiling this information.

Editorial Credits: Aditya Torne

Design Credits: Gouraang Gune