I am creating this post since I find there is no comprehensive guide available online for those students who have their results published from University and this is a very usual scenario that all of us tend to suffer a lot when it comes to withdrawing the marks sheet, provisional certificate and the academic transcript.
I had to go through all sorts of odds when it came to withdrawing my master degree credentials. Thus I am sharing you my entire experience as I do not wish other students to suffer like the way I did.
At first I want to state that the degree which I have earned from University of Dhaka is the Master of Business Administration (Evening) program majoring in Management Information Systems in 2019 which means this post will be most relevant to those students and graduates of that program but in terms of degree processing procedures, they remain true for all the students of University of Dhaka. However, my wife is a full-term graduate from University of Dhaka attaining her Master of Science in Industrial-Organizational Psychology in 2019 so I will also try to pen down her experience when she went for her degree processing so that this post also gets relevant for the full-term students of University of Dhaka.
Step 1 – Make sure all your results are published
If you wish to make your results considered for final publication by the Office of Controller of Examination you need to at first make sure all your grades are published by your respective department. In case of MIS, you can log in and see which results are still in process and which are published. Sometimes results which are already published may miss out being published in the portal of MIS. Make sure that all your grades are published and your internship defense and final report submission has been completed, otherwise your result won’t be considered for final publication.
You need to understand that the result publication cycle for Master of Business Administration (Evening) program isn’t the same as the Master of Business Administration Full Time program. The result publication dates of the full time program is more fixed in nature whereas the evening program’s result publication date tends to be more flexible. According to our department results are published in batches. Each batch may range from 50 to 70. This means even if you are done with all the requirements of your degree, your result won’t be published until and unless at least 49 other students are done with the publication of their courses at the portal as well as have completed their internship defense and submitted their reports.
Your grade sheet should be in this condition. It is okay if the internship result is pending. As long as you have submitted your final report and have completed your defense your result will be considered for publication by the Registrar.
I discussed about the next closest possible date of result publication and the staffs informed me that it was going to be August 2019.
I noticed that in the ongoing Summer 2019, my grades of Fall 2018 Supply Chain Management was still in process. I went directly and talked to the concerned faculty, being the chairman of our department at present and said if the result isn’t published in the portal, my results won’t be considered for final publication. He assured me that within the next week all his pending courses’ results will be published. He did it as he promised and within the next week all my course results were published and with my defense and report submission being done within July 2019, my results were considered for final publication by my department in August 2019.
Step 2 – Check the Notice Board for the Provisional Result Publication
Before your department delivers all the results to the Office of Controller of Examinations, they will publish the provisional results in the notice board for students to check their grades and see whether they all have been published correctly or not.
The provisional result issued by your respective department looks like this:
After receiving the provisional result, check the following information concerning you:
- The spelling of your name
- Your ID number
- The name and spelling of your hall name
- The spelling of your courses
- The grades of all your courses
- The calculation of your CGPA
Step 3 – Correcting Mistakes in your Provisional Result
From my provisional result I discovered that the spelling of my name was wrong. It was mentioned as “Saihan Islam” whereas it should be “Saiyan Islam”. For that I wrote a letter designated towards the Director of the MIS department in order to make the correction of my name. The letter is being provided below for assistance of those who are going to face this problem in the future.
As you can see when I submitted my letter, I kept a received copy just in case if my department loses my letter.
Step 4 – Correcting Mistakes in your Final Result
This is by far the worst and the most stressful part in case if the Office of Controller Examination gets your results incorrect. In my case this happened and it took like one whole month getting everything up in piece.
After your department has corrected and confirmed your provisional result, they will deliver it to the Office of Controller of Examinations or some call it the Registrar’s Building. There your grades will be published and it will be treated as the final grades.
Based on the grade sheet published by the Office of Controller of Examinations, your department will issue Admit Card. This admit card is required when you are to withdraw your marks sheet, provisional certificate and academic transcript.
My initial admit card, the incorrect one looked like this:
I found out that the name of my Hall has been listed incorrectly, instead of my Hall Name being “Surjasen” it has been mentioned as “The Jatir Janak Bangabandhu Sheikh Mujibur Rahman”.
For this, I had to issue yet another letter, this time designated towards the Chairman of our department and asking him to take steps for the correction of the Hall Name.
After having submitted this letter to your department you need to contact the Office of Controller of Examination and may even need to meet the Controller in person as the administrators usually leaves the letter aside without processing the correction process. I did this and got to convince them that I needed the correction of my hall name as early as possible. The Assistant Controller of Examination issues a letter asking for the correction of their mistake and delivers it to a place called Desk Pass.
Desk Pass is the place where all the letters are issued to their designated places. Your letter for the request of correction is sent to three places:
- Your Hall
- Room 309 (Certificate Processing Room) of the Registrar Building
- Your Department
Your department then issues the corrected version of your admit card.
![[Corrected] Admit Card_Saiyan Islam_MBA (Evening 2)](https://saiyanislam.wordpress.com/wp-content/uploads/2020/02/corrected-admit-card_saiyan-islam_mba-evening-2.jpg?w=820)
Go to the Registrar Building Room No – 310, collect two forms, each costing Tk. 15- one for the provisional certificate and another for mark sheet. Total Fees = 15+15 = 30 Taka. The fee is to be submitted at the counter of Room 310 upon receiving both the forms.
Upon receiving your corrected admit card go to your Hall. In my case it was Surjasen.
Step 5 – Document Processing by Your Hall
In case your Hall have not received the letter of correction from Controller of Examination’s office, you need to convince them to fetch the letter on your behalf because many a times Desk Pass delays in the delivery of letters to the Halls.
You need to make 2 set of photocopies of your Admit Card and have 2 set of your passport pics which needs to be attested along with your filled up forms by the Provost of the Halls upon.
Note that for different halls the attestation fees may differ. For example, the attestation fee of Surjasen per document is Tk. 100 whereas at Bangabandhu Hall it is Tk. 400 per document. The fees were previously had to be submitted to the Janata Bank at the TSC. However, they are now collected by the assistant of the provost.
Ask for the receipt of your submitted fees as a proof of payment.
I had to submit Tk. 200 as I was applied for the attestment of both of my provisional certificate and marks sheet forms.
Make sure they have correctly signed and attested both of your provisional certificate and marks sheet forms. Otherwise the Registrar’s Building will not process your request.
Step 6 – Document Processing by the Registrar Building
After having both of your forms processed by the Hall, go back to the Registrar building.
a) For Marks Sheet processing-
Take your form to Room 308. They will write down the amount which needs to be deposited for the marks sheet processing and printing.
Normal Fees for Marks Sheet – Tk. 175 (7 working days processing)
Emergency Fees for Marks Sheet – Tk. 275 (3 working days processing)
For me, I chose the normal delivery mode for my marks sheet processing.
The officials there will write the amount needed to be deposited.
Go to Janata Bank, TSC branch and deposit the money. Use the yellow deposit slip for your payment. Deposit the amount at Counter 12.
Make sure the banker endorses the amount which has been submitted at your marks sheet form.
Take this form back to Room 308 and upon submitting it, they will write the date when you have submitted the form and provide you with a code number and write it on the backside of your deposit slip.
This code number is important as this number will be used when you inquire for your marks sheet.
Advice: Keep the contact number of the person who will process your marks sheet. During my time it was a person named Mr. Jahangir of Room 308. By doing so you can knock to know whether your marks sheet has been published and is ready for delivery.
b) For Provisional Certificate processing-
Take your form to Room 309. They will write down the amount which needs to be deposited for the marks sheet processing and printing.
Normal Fees for Marks Sheet – Tk. 200 (7 working days processing)
Emergency Fees for Marks Sheet – Tk. 300 (3 working days processing)
For me, I chose the normal delivery mode for my provisional certificate processing.
The officials there will write the amount needed to be deposited.
Go to Janata Bank, TSC branch and deposit the money. Use the yellow deposit slip for your payment. Deposit the amount at Counter 12.
Make sure the banker endorses the amount which has been submitted at your provisional certificate form.
Take this form back to Room 309 and upon submitting it, they will write the date when you have submitted the form on the backside of your deposit slip. In this case for provisional certificate they don’t provide you with any code number.
Advice: Keep the contact number of the person who will process your marks sheet. During my time it was a person named Mr. Shahid of Room 309. By doing so you can knock to know whether your provisional certificate has been published and is ready for delivery.
Step 7 – Withdrawing Your Marks Sheet & Provisional Certificate
a) Marks Sheet Withdrawal:
Visit Room 308 and at the counter section show them your yellow deposit slip and mention to them your code number. By mentioning your code number they will be able to find your marks sheet quickly.
The outlook of marks sheet also known as marks certificate or grade certificate may differ in terms of looks. Unfortunately, there’s no definite format regarding how our marks sheet should look like.
I am sharing the marks sheet of mine as well as my wife’s so you can get an idea regarding how they looks and how they can even differ.
This does not matter as long as the marks sheet contains all the designated signatures and the seal of the Office of Controller of Examinations, this is an official document.
Make sure you bring along the yellow deposit slip as well your admit card when withdrawing the marks sheet as without them you won’t be granted your marks sheet.
b) Provisional Certificate Withdrawal:
Visit Room 309 and at the counter section show them your yellow deposit slip.
The Provisional Certificate has a standard look and this format is same for all degrees under University of Dhaka.
Step 8 – Correcting Mistakes in Your Marks Sheet & Provisional Certificate
My suffering due to human error further continued as my provisional certificate contained a very elusive mistake which went out of sight at the time when I had withdrawn my provisional certificate.
This was the year the degree I was awarded my degree. It should have been 2019 but mistakenly it was mentioned in being 2018.
For mistakes made in the Marks Sheet just go to Room 308 and for Provisional Certificates go to Room 309 and inform the officials, they will provide you with the corrected copy as soon as possible. For this you do not need to pay any extra fee. Usually they print and process the corrected copy of your provisional certificate/marks sheet within 1 day. If you notify them of their mistake in the morning, you can hopefully get the corrected copy by evening on the same day. This was true in my case.
Step 9 – Withdrawing the Academic Transcript
The withdrawal of Academic Transcript is vital in case if you wish to apply abroad either for higher studies or for immigration. You need to send official copies of your transcript in sealed envelopes to the University you are applying to or the education credential assessment bodies when it comes to immigration.
One distinct difference between the Academic Transcript and Marks Sheet is that Marks Sheet can be withdrawn only once but Academic Transcript can be withdrawn as many times as wanted as you may need additional official documents which needs to be sent to education credential assessment bodies/Universities.
I am providing the rules of withdrawing transcript. Please read it carefully before going for the processing of your Academic Transcript.
In my next post, I will share my experience of my ECA process by WES.
For the withdrawal of academic transcript, at first you need to go to Room 305 called the Transcript Room.
Mr. Masum of Room 305 will provide you with a Transcript Request Form which costs Tk. 50.
You just need to fill up the first page of the form. No need to fill up the later pages. Also attach photocopies of your Admit Card, Provisional Certificate & Marks Sheet along with the form. After doing that talk to Mr. Abdul Wadud of Room 305 and inform him of your requirements. If you need the transcript on an urgent basis, he will write “Urgent” at the top of your form.
Normal Fees for Academic Transcript – Tk. 400 (30 working days processing)
Emergency Fees for Academic Transcript – Tk. 900 (15 working days processing)
Deposit the amount, in my case it was Tk. 900 as I required it on an urgent basis. Use the same yellow payment slip and deposit the amount at Counter 12.
Return to Room 305 with the deposit slip and talk to Miss Farjana of Room 305 and she will provide you with the date of delivery. After this you just need to deposit your form at the transcript request drop box which is located right after the entrance of Room 305.
On the provided date of delivery you will be getting your transcript which is why you do not need to knock anyone for your transcript.
On the day of delivery talk to Mr. Azam of Room 305 and he will be provide you with a draft printed copy of your transcript. Check the draft for any sort of error and inform him if there is any correction which needs to be made. He will readily correct any kind of error as long as you have proof regarding the correction which is to be made.
For MBA (Evening) graduates:
Your credit hours won’t be mentioned in your transcript. This is one mistake I made when withdrawing my transcript for the very first time.
This is a very important information which should not be overlooked. For that you need to make photocopy of the prospectus which was provided to you at the time of admission by your department. Your prospectus must mention the course structure of your department which will include all the courses which can be taken under your program and their individual credits. Also the information of a total of 66 credits for the MBA (Evening) program need to be mentioned. Otherwise Mr. Azam won’t permit for the input of individual credit hours. In case if your department does not have such a prospectus you need to get an official letter from your department listing your courses and stating that each courses carry 3 credits and by completing 22 courses consisting of 66 total credit hours you have earned your MBA degree. You need to submit the photocopy of your prospectus or this official letter to Mr. Azam, only then he will mention the credit hours in your transcript.
The first page of your transcript will contain your personal information and the second page of your transcript will contain your grade sheet along with their individual credit hours.
After getting your finalized copy of the transcript from Mr. Azam, you need to get the registration number of the transcript which is also provided at Room 305.
After this has been done you are all done with all your degree credentials.
Note that when withdrawing the academic transcript for the second time, you need to buy the same Academic Transcript Request Form for Tk. 50 once more and fill it up like last time. Attach the photocopies of your admit card, provisional certificate but instead of the marks sheet provide the photocopy of your academic transcript. By doing so you will get a faster delivery time. However, the fee will remain the same- Tk. 900 for urgent document delivery and Tk. 400 for normal delivery.
Final Advice:
Have photos of all your documents, receipts and letters like the way I have maintained. That way people won’t charge you for their own faults. For example, if you maintain scanned copies of your documents and the received copies of all your submitted documents, the person receiving the documents won’t be able to deny that you have submitted your documents duly in case if they can’t find or have lost your documents.
Secondly, don’t go into extra form of informal paying for your degree processing. You have worked hard for your degree, after publication it means you fully deserve it so don’t go into paying anything extra outside official documentations. You may even run into trouble if you do so. I solved all my problems without having to pay anything extra under the rules of University of Dhaka and I hope everyone does so.
My best of regards for all the graduates of University of Dhaka. May Allah grant our dreams of pursuing a better future, Ameen.
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