These days, among all other academic milestones and achievements that a student reaches, the final degree certificate at the end of their university education is perhaps one of the most important and precious documents. However, quite often the degree certificate can take some time to reach the students, and they might need it for multiple purposes including but not limited to college applications and job interviews.
In such cases, a provisional certificate can be secured from the graduating institution. This certificate is temporarily valid and it is pretty indispensable in certain specific scenarios.
In this blog, we will be discussing in depth what a provisional certificate is, why it is important for international traveling, the various types, how to apply for one, and much more detail, including the documents required, the format of the certificate, and tips to make a formal application. Read on for an in-depth understanding of everything there is to know about a provisional certificate.
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What is a Provisional Certificate?
A provisional certificate is a temporary document issued to students by the institutions when a student completes his or her degree, diploma, or course. It is provided before an official final degree certificate is issued. It resembles an interim document verifying that a student has completed his education and is qualified for acceptance of his degree. A provisional certificate acts as temporary proof of academic achievements until the original degree certificate is issued.
The most important reason for issuing a provisional certificate is to help students who need an immediate acknowledgement of their academic qualifications. It may also be issued for job applications, higher education and so on. However, a provisional certificate is valid only for a limited period just until the final degree is issued.
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What are the Uses of Provisional Certificate?
In the majority of cases, due to administrative formalities or the high workload of the University, the degree certificate is not issued for quite some time after the completion of the course.
However, students need to get on with their further studies and careers immediately after graduation and this is where provisional certificates become necessary. Listed below are some of the important scenarios in which provisional certificates are used:
Job Application-
Most students start applying for jobs as soon as they complete their studies. Most companies need to see proof of a candidate’s academic qualifications. A provisional certificate would thus serve for this purpose until the final degree certificate is issued.
Further Education –
Same as the job application when students fill out forms to pursue higher education they need to show proof of previous qualifications which can be done easily by using a provisional certificate.
Visa Applications –
Provisional certificates can be used by applicants filing visa applications, especially for student or work visas.
Background Verification –
Employers and educational institutions can use a provisional certificate to verify a candidate’s background.
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Types of Provisional Certificates
Various institutions, educational bodies, as well as governing authorities, issue different types of provisional certificates depending upon the nature of the course or any other underlying factor. Some of the popular types of provisional certificates are as follows;
University Provisional Certificate –
Issued by the universities after the completion of the degree course, such as BA, BSc, BTech, MA, or MBA. This certificate states that the student has undergone all the course requirements and is eligible to be awarded the degree.
The School Provisional Certificate –
It is released to the students who have completed their secondary schooling but are yet to receive the final certificates. This helps them secure admissions to colleges or universities.
Diploma Provisional Certificate –
Many students undertake diploma courses in the vocational or technical fields. Once they complete a course successfully, the issuing authority will provide a provisional certificate.
Employment Provisional Certificate –
This kind of certificate is issued by employers to new hires. It is provided to candidates who have just finished their hiring process but are awaiting background checks and any other formalities. Nowadays, this is a fairly common practice.
Procedure to Apply for Provisional Certificate
The application procedure for a provisional certificate is fairly straightforward. Applicants will have the option of applying for the certificate in both online and offline methods depending on their institution. Both procedures are discussed in detail below;
Offline Mode
Visit the Office of the Institute – Step into the administrative office of your college/university and meet the responsible authorities to start the procedure.
Fill up the application form – The student needs to collect the provisional certificate application form from the appropriate department and then fill up the same with all details meticulously.
Attach documents – Collect the necessary documents, such as identity proof, mark sheets, course completion letters, etc., and attach them alongside the application form.
Pay the Fee – The applicant needs to pay the prescribed fee and attach the receipt to the documents submitted. Usually, institutions charge a very nominal amount.
Submit the Application – Once the form is filled, documents are in order and the fee has been paid, submit the application to the respective department.
Collection of Certificate – After the application is processed, you will receive an intimation from the institution regarding collection in person or request posting of the certificate to your address.
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Online Method
Visit the Official Website – Nowadays, many colleges and universities allow online facilities by which the certificate can be obtained. The first step is to visit the official website.
Login/ Register – As a student, log into the site by using your student login number and password or else register with your information.
Fill Online Application Form – The provisional certificate application form has to be properly filled out along with all necessary details.
Upload Documents – Scan the copies of the documents required like mark sheets, ID proofs, and address proofs and upload them on the portal.
Online Payment – A nominal payment of the application fee is to be done via credit/debit cards, net banking, or UPI through the options available online.
Receipt of Certificate – Once your application gets processed you can either download your provisional certificate from the portal or get a hard copy sent by post.
Note: The steps involved in both the online and offline procedure can slightly change depending on the type of provisional certificate, the issuing institution, etc.
Documents Needed to Apply for a Provisional Certificate
Provisional certificates can be obtained through different institutions or courses. The set of documents to acquire a provisional certificate varies with the institution or course. Generally, the basic set of documents often includes:
- Identity Proof – Government-issued ID like an Aadhar card, PAN card, passport or driving license.
- Proof of Course Completion – An official letter or record from the institution showing that the candidate has completed their course and met all the required criteria.
- Marksheets – Marksheets for the last semester or year to prove you completed and qualified for the final examination.
- Application Form – A completed application form as per the institution’s requirement needs to be submitted by the candidates.
- Photographs – A particular number of passport-size photographs may need to be submitted.
- Receipt for fee payment – Some institutions charge a small amount for giving out the provisional certificate. In that case, candidates need to pay the fee and submit the receipt as proof that the fee has been paid.
- Proof of Address for residence – It may be necessary in some cases to provide proof of residential address.
Provisional Certificate Format
The provisional certificate format varies from institution to institution but in general, it typically comprises the following components:
- Institution’s Logo – Generally, the upper portion of the certificate accommodates the issuing institution’s logo or seal.
- Title – The title would be something such as “Provisional Certificate” and prominently displayed
- Candidate’s Name – Their full name according to the institution’s records.
- Course Information – In the case of a provisional degree certificate, the name of the course or degree completed by the student (like B. Sc. Computer Science).
- Date of Graduation – The date on which a student has passed his or her degree.
- Date of issuance and validity period – The issue date marks the date of issuing the provisional certificate. It also mentions the duration for which the provisional certificate is to be considered valid.
- Institution or Board Name – Name of university, college, or the board issuing the certificate.
- Official Signatures – The certificate will be signed by the Registrar, the Dean, or any other authorised signatory.
- Disclaimer – There might be a statement that states that this certificate is provisional and will be replaced by the actual certificate as soon as it is issued.
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Common Mistakes to Avoid While Applying Provisional Certificate
Application for a provisional certificate is relatively easy, but candidates may end up committing several typical errors that delay its issuance. Here are a few mistakes to avoid:
- Incomplete Forms – Fill out every section of the application form correctly. Do not miss out on any important information to be mentioned in the application form.
- Wrong documents – Ensure that you submit the right documents with particular emphasis on the final year mark sheet.
- No attachment of payment slip – Attach this slip always in case there is a fee stipulated for application.
- Waiting too long before applying for the certificate – Some take a long time after completion of the course. This implies that there could be unnecessary delays if one needed the document sooner.
- Using the Provisional Certificate for the long term – Remember, the provisional certificate is temporary and should be replaced by the official degree when issued. Don’t rely on it indefinitely.
Conclusion
A provisional certificate fills the gap between completing a course and issuing the final degree certificate. It serves as temporary evidence of a candidate’s academic achievements, so it helps students apply for jobs, higher studies, and even visas.
So now that you know the different types, application procedures, and requirements for a provisional certificate, you can easily apply for it and obtain the certificate in no time. It is issued only for a specific period until an official proper degree is acquired so remember to replace it with the original certificate once available.
Frequently Asked Questions
- What is a provisional certificate?
It is a temporary certificate issued by an institute stating that the academic qualifications of an individual are genuine. It may also be issued by other organisations such as employers to new hiring, licensing bodies, etc.
- How can I apply for a provisional certificate?
Write an application directed to the principal or dean of your college/university requesting the issuance of a provisional certificate. You will also need to fill out the form and pay a nominal fee (if any).
- How long is a provisional certificate valid?
A provisional certificate is typically valid for about six months, or until the official certificate is issued. However, the validity period can vary depending on the issuing authority.
- What happens to the provisional certificate when I receive my official certificate?
Issuance of the original certificate leads to the expiration of the provisional certificate’s validity in the majority of scenarios.