Update September 18 2014: The original blog-post was written close to four years back. Things have changed since then.
However, a lot of you have provided vital knowledge in the comments.
Please look at the comments for the latest information.
This post contains details regarding the procedure for obtaining OTs from CUSAT (the college from where I did my engineering). I had a tough time getting my OTs done. This is to help others so that they don't face the same difficulties which I did.
Disclaimer: I have tried to be as accurate with the details, but there could be discrepancies as things change and memories fade. As with all things, rely on your personal judgment. If you mess things up after reading something listed below, don't blame me. I claim no responsibility. That said, if you do find something which could be corrected, let me know.
For those who don't know transcripts or Original Transcripts or OTs are official documents which you will need for higher studies. OTs will contain all your degree marksheets in a sealed envelope, with each marksheet signed and sealed by the university. You will need to mail the OTs to the (foreign) university where you want to pursue higher studies. OTs are something which you absolutely need for pursuing an MS in U.S.A.
So without further ado, here is the procedure.
1. Getting Into Administrative Block
The OTs are made by a collaboration of people, all of whom sit in the Administrative Block (from hereon referred to as ADM). The people concerned are the examination controller, the accounts department, registrar, and a host of other people.
In order to gain audience with said people, you need to first enter the ADM. If you have never entered ADM, know that you first need to get something called a gate pass. The gate pass is issued to you by the security personnel present at the room to the right of the ADM gate.
Note: You need to carry a valid proof of Identity to obtain the gate pass.
Once you get the gate pass, you will sign in a register and be allowed to go inside.
2. Meeting the Examination Controller
Once inside your first course of action should be to meet the examination controller (EC). The examination controller's office is on the 1st floor of ADM, towards the right. You will need to carry an application, requesting for OTs. The application should contain the list of universities, where you are applying to, and their respective addresses. Some universities require you to send 2 sets of OTs. If so mention both addresses.
You should show this application to the EC. Let the EC review the application. Once done, the EC will ask you to pay the required amount of cash.
Note: If you are requesting the OTs on behalf of somebody else, you will need to carry an authorization letter and the application for OTs.
3. Paying Cash
CUSAT only accepts cash for OTs (I'm not sure about DDs). No cheques. No online transfer. So carry the required amount and a little more. The cash required when I got my OTs done in November 2009 was
- Single OT - Rs 1200
- Two sets of OTs to the same address - Rs 1200 + Rs 600
Note: If the two sets of OTs requested by the foreign university are to be sent to different addresses, then the cost is Rs 2400 and not Rs 1800.
The cash counter is on the ground floor. Give the application, which you showed to the EC, to the person at the cash counter. (S)He will go through it and calculate the amount which needs to be paid. Ensure that this is the same amount which you calculated. If it's less than what you calculated, be wary and check again.
Once you pay the amount, you will be given a receipt.
Safeguard this receipt. Scan it.
4. Meeting the Examination Controller, once again.
After getting the receipt, you should go to the examination controller (on the 1st floor if you remember). Show the EC the application and the receipt once again. Let the EC review it once again. If it's up to the EC's satisfaction, (s)he will stamp it and ask you to proceed towards J-Block.
5. J-Block
The J-Block is on the same floor and is a room which will remind you of the stereotypical government office. You will not see a single computer in sight and the whole room is full of files, files, and more files. You should find out the people who are responsible for your branch's transcripts and hand over the stamped application to them. They will take it from here and get your OTs ready. Be sure to get their phone number and an expected date when the OTs will be done.
But wait, this is not all. There is more, much more, to do.
6. Follow up
Just because you wrote an application and paid money, doesn't mean that your OTs will get done automatically. No. You have to follow-up. Call the university at least weekly once to get the status of your OTs.
7. Mailing the OTs
Most Indian universities which I know of, hand over the OTs directly to you. And you are expected to post the OTs to the respective foreign universities. Not so in the case of CUSAT.
CUSAT chooses to mail the OTs using
regular Indian post! If you choose this method, there is no way to track the status of your OT package when it is in transit. There is a high chance of it getting lost as well. Instead I would suggest you courier it. CUSAT does provide an option to courier the OTs. But that too has its intricacies.
You can only courier your OTs through DHL.
So once the OTs are ready, you or your authorized representative has to go inside ADM and go to the people who have your OTs. Carry the cash receipt (section 3). Then you call the DHL courier chap and ask him to come to ADM.
Once he has come in, you can ask the ADM folks to hand over the OTs to the courier. Each package will cost you around Rs 1000/-
Only once you have handed over the OTs to the courier, is your job done.
8. Other Tips
- Apply for the OTs as early as possible. Expect the university to take 2 months to process your OTs.
- Be polite and courteous to the people in ADM. Shouting at them is not going to get your job done any faster.
- Get in touch with someone who has gotten their OTs done recently and get details from them.
9. Conclusion
Getting your OTs done from CUSAT is a character building experience. I hope this how-to helps you and makes your experience smoother. Although be prepared for surprises. The world would be a much duller place without them.
Update: 18 Novermber 2010.
A commenter (Rahul) has provided more information regarding this process. I have listed down the points presented by him.
1. You need to write a letter to the examination controller, stating your intent to apply for OTs. Please write all relevant details (including your Name , Registration no, University name and address and your own address) in this letter.
2. Get a xerox of your s7 and s8 mark list (applicable for B-Tech students).
3. As soon as you enter the main building, on the left, there will be a cash section. Deposit the money (Rs 1200 per OT). Collect the challan.
4. Climb up the stairs and come to 1st floor. On the right, you will find examination controller's cabin where a couple of people sit.
5. Submit :
a. s7 and s8 mark list.
b. Application letter.
c. chalan.
Examination controller will verify the said documents, staple them and place a stamp on these documents. Remember to keep a copy of chalan for yourself (the cash counter should have given you two copies; so you don't have to worry).
6. Insist the examination controller you want to personally hand over these docs to the J-section. Take the stamped documents and submit them to the staff in the J-section.
7. Call the J-section once a week and follow up. Please email rahulilr05 [at] Google's Mail Site [dot] com if you need the contact number of the J-section.
Update: 10 October 2011.
A commenter (Thomas) added this useful piece of information on getting transcripts directly in your hand.
To get the sealed envelopes in your hand rather than sending them directly, you need to fill up the following form.
http://cusat.ac.in/03Current_Student/Forms_Download/forms/cusat_downloads/Applicationavailingdirectissuanc
Thomas: "I need to call the university to verify the exact procedure for this though."
