Roles and responsibilities of Academic Documents requests section
The Academic Documents Requests Section within an academic office is typically responsible for managing the requests and distribution of various academic documents to students, alumni, faculty, and other authorized individuals. The key roles and responsibilities associated with this section:
Document Requests Management: Receive, process, and fulfil requests for academic documents such as grade card, transcripts, certificates, and letters of enrolment.
Record Keeping: Maintain accurate records of all document requests, including details such as request dates, requester information, documents requested, and delivery methods.
Document Preparation: Retrieve, compile, and prepare requested academic documents in accordance with established policies, procedures, and timelines.
Verification of Requests: Verify the authenticity and eligibility of document requests, ensuring compliance with institutional policies and regulations.
Fee Collection: Collect applicable fees for document requests, including processing fees, transcript fees, and postage charges, in accordance with established fee schedules and payment policies.
Student Service: Provide responsive and courteous service to individuals submitting document requests, offering assistance with inquiries, requirements, and procedures related to document requests.
Document Delivery: Coordinate the delivery of requested academic documents to recipients through various methods such as mail, electronic delivery, or in-person pickup, ensuring timely and secure delivery.
Confidentiality and Data Protection: Ensure the confidentiality and security of sensitive information contained in academic documents, adhering to data protection regulations and privacy policies.
Records Retention: Maintain records of document requests and fulfilment activities in compliance with institutional records retention policies and legal requirements.
Process Improvement: Continuously review and assess document request processes to identify opportunities for improvement in efficiency, accuracy, and customer satisfaction.
Technology Utilization: Leverage technology solutions such as document management systems, online request portals, and electronic delivery platforms to streamline document request processes and enhance service delivery.
Collaboration: Collaborate with other departments within the academic office, as well as with registrar's offices, academic departments, and external vendors, to ensure seamless coordination and delivery of academic documents.
Policy Compliance: Ensure compliance with institutional policies, as well as relevant regulations, and industry standards governing the release and distribution of academic documents.
By effectively fulfilling these roles and responsibilities, the Academic Documents Requests Section contributes to the efficient management and dissemination of academic records, supporting the academic and administrative functions of the institution while providing valuable services to students, alumni, faculty, and other stakeholders.
TRANSCRIPTS
Candidates shall apply in person at the transcripts section of the Office of the Dean Academic for the issue of transcripts in the prescribed application. The authorized signatory will sign the transcripts and envelopes in which the transcripts are put and sealed and the individual can collect the transcript after acknowledging receipt of the transcript covers. Graduates of the institution / off campus applicants can make written request for transcripts by email to transcript@nitt.edu
a. PROCEDURE FOR OBTAINING TRANSCRIPT AND ACADEMIC DOCUMENTS
b. APPLICATION FOR OBTAINING TRANSCRIPTS / GRADE CARD / RANK CERTIFICATE
c. APPLICATION FOR STUDIES ABROAD (PDF)
d. APPLICATION FOR WES (WORLD EDUCATION SERVICES) (PDF)
PAYMENT DETAILS
The fee for issue of transcript / academic documents is to be paid through SB-collect ONLY. The e-receipt is to be submitted along with the application.
a. PROCEDURE FOR ONLINE PAYMENT OF FEES (SB-Collect) (ACADEMIC RELATED DOCUMENTS)
b. LETTER OF AUTHORIZATION_FOR ORIGINAL CERTIFICATES COLLECTION
CONTACT
Transcript Section
National Institute of Technology
Tiruchirappalli - 620 015
Tamil Nadu, India
Telephone : +91 (431) 2503917 (Direct)
Fax : +91 (431) 2500133 (O/o the Director)
E-mail : transcript@nitt.edu
For other contacts, kindly refer this page.
