Transcript Application & Document Verification module

Here is a detailed list of features for the Transcript Application & Document Verification module in a University Management System, designed for UG, PG, and PhD students. This module streamlines the end-to-end process of transcript issuance, document attestation, and external verification requests.

📄 Transcript Application & Document Verification Module

🎓 Core Functionalities for Students (UG / PG / PhD)

📝 Transcript Application Features

• Online application form for:

  • Official academic transcripts

  • Consolidated mark sheets

  • Degree certificates

  • Provisional certificates

  • Migration/Bonafide/NOC letters

• Auto-populated student details (from SIS)

• Option to choose:

  • Number of copies

  • Soft copy/hard copy

  • Courier/self-pickup

• Selection of delivery address (domestic/international)

• Priority processing (standard, urgent)

• Upload purpose documents (e.g., university forms, WES forms)

🔐 Document Verification Features

• Document upload for:

  • Identity proof

  • Payment receipt

  • Requesting organization letters (for external verifiers)

• QR code-based verification system

• Document authenticity check by:

  • Employers

  • Government agencies

  • Foreign universities

• Secure web portal for third-party verifiers

💰 Fee Payment & Receipt Generation

• Auto fee calculation based on:

  • Document type

  • Number of copies

  • Delivery method (postal/courier)

• Online payment gateway integration

• Concession options (scholarship, special category)

• Auto receipt generation and download

• Refund/adjustment in case of failed delivery

📬 Delivery Management

• Dispatch tracking system with status updates

• Integration with postal/courier services (India Post, DHL, etc.)

• Email/SMS notification of:

  • Dispatch status

  • Tracking number

  • Estimated delivery date

• Option to download soft copy (if permitted)

📑 Document Preparation & Approval Workflow

• Automated transcript generation (from student grades)

• Configurable templates for:

  • Different programs (UG/PG/PhD)

  • Different universities (in case of affiliations)

• Internal approval workflow:

  • Application → Verification → HOD/COE approval → Printing → Dispatch

• Digital signature and seal integration

• Admin override for corrections (name, marks, etc.)

🔎 Application Tracking & Dashboard

• Real-time status view:

  • Applied → Under Review → Approved → Dispatched

• Historical record of all applied documents

• Download/print acknowledgement slips

• Alerts for pending action or clarification

📄 Certificate Attestation Features

• Application for:

  • University attestation of academic records

  • Embassy attestation support

  • Apostille/NAD-based attestation (India specific)

• Configurable checklist for required documents

• Auto routing to attestation department

• Scheduling for in-person visits or courier submissions

📊 Admin Dashboard & Reports

• Application volume by type/date/program

• Processing time tracking (average, per type)

• Revenue collection from document services

• Courier cost analysis

• SLA monitoring (transcript within X days, etc.)

• Pending/verifier requests analytics

🌐 Third-Party Verifier Portal

• Login access for:

  • Employers

  • Credential evaluation services (e.g., WES, IQAS)

  • Foreign universities

• Document submission with candidate details

• Payment gateway integration for verification fees

• PDF downloads of verified transcripts (with watermark & QR)

• Automated email confirmation of verification result

🔐 Security & Compliance

• Role-based access control

• Secure storage with encryption for all documents

• Audit trail of all document accesses and actions

• Compliance with:

  • UGC/NAD guidelines

  • GDPR/Data protection regulations

• Document watermarking and digital certificate support

📢 Notifications & Alerts

• Email/SMS/app alerts for:

  • Application status changes

  • Payment confirmations

  • Document ready for dispatch

  • Delivery issues or follow-ups

🎓 Program-Level Customizations

UG Students:

• Transcript of semester-wise marks

• Migration certificate generation

• Quick access to bonafide and character certificates

PG Students:

• Consolidated transcript with thesis/project grades

• PG diploma transcript formatting

• Postgraduate research summaries if applicable

PhD Scholars:

• PhD completion certificate

• Thesis abstract certificate

• Final viva and awaard letters

• Authenticated research publications record

🔗 Integration with Other Modules

• Academic/Exam Module: Fetch grades, CGPA, course credits

• Fee Management: Auto fee deductions and receipts

• Student Information System (SIS): Verify personal/student data

• Courier/Dispatch System: Track delivery of documents

• Digital Signature System: Apply seals and signatures

• Notification System: Alert users and admins