Module 12 / 13 · Campus operations
Certificates & ID Cards
Manage requests for identity cards, bonafide certificates and other institute-issued documents through verification, clearance and authorised issue. Retain reissue and revocation history.
RequestsTemplates & verificationClearanceIssue & verificationReissue / revocation
The working flow
What happens, step by step
- Student requests a document type and states its purpose.
- Student section verifies profile information and required evidence.
- Applicable offices provide clearance for documents that require it.
- Staff generates a draft using the approved template.
- Authorised signatory approves issue and the serial number is recorded.
- Delivery, reissue or revocation is linked to the original record.
How this connects
Verified identity comes from Student Records. Library, accounts and relevant departments return clearance only when the document type requires it.
One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The record specification
Fields, requirements & responsibility
Each row identifies the input, when it is needed and who is responsible.
01 / Request & preparation
10 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Request ID and request date | Automatic ID / date | System generated | Student / student section | Student section |
| Student ID and verified name | Linked record | Required | Student / student section | Student section |
| Programme, branch, batch and enrolment | Linked record | Required | Student / student section | Student section |
| Document type | Select | Required | Student / student section | Student section |
| Purpose and required-by date | Text / date | Required | Student / student section | Student section |
| Supporting evidence | Files | If required | Student / student section | Student section |
| Photograph and printed ID details | Linked fields | For ID card | Student / student section | Student section |
| Template ID and version | Select | Required | Student / student section | Student section |
| Clearance requirements | Checklist | By document type | Student / student section | Student section |
| Office-wise clearance status and remarks | Linked approvals | If required | Student / student section | Student section |
02 / Approval, issue & verification
9 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Draft reference and verification status | Linked record / select | Required | Certificate desk | Authorised signatory |
| Authorised signatory and decision | Staff / approval | Required | Certificate desk | Authorised signatory |
| Document serial number | Unique generated ID | On issue | Certificate desk | Authorised signatory |
| Issue date and expiry date | Date | Expiry if applicable | Certificate desk | Authorised signatory |
| Verification reference / QR | Generated record | On issue | Certificate desk | Authorised signatory |
| Delivery method and acknowledgement | Select / record | Required | Certificate desk | Authorised signatory |
| Reissue reason and original document | Text / linked record | On reissue | Certificate desk | Authorised signatory |
| Revocation reason, authority and date | Text / approval / date | On revocation | Certificate desk | Authorised signatory |
| Document status | Select: requested / review / approved / issued / revoked | Required | Certificate desk | Authorised signatory |
Approvals & operating rules
- Only approved templates and authorised signatories are used.
- Clearance requirements depend on document type; an ID card should not automatically inherit exit-clearance rules.
- Production QR verification must disclose only the minimum document-verification information.
Keep people informed
Notifications
- Student: missing evidence, request decision and document ready.
- Clearance offices: pending checks.
- Signatory: verified documents awaiting approval.
Make decisions clearly
Reports
- Requests pending by stage
- Issued certificates and ID cards
- Clearance delays
- Reissued and revoked documents
Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.