No-Dues Procedure for Graduating Students at IIT Kanpur

[digikar]

The instructions below are unofficial guidelines and I take no responsibility for any inaccuracies. Please sleep well, pay attention with a fresh mind, read, think, ask, verify and do the needful. If you find any inaccuracies, feel free to comment, I'll try to update the instructions accordingly. Good luck!

A friend commented that they felt the No Dues procedure at IIT Kanpur to be harder than the thesis itself. I don't disagree! I'm summarizing the process below from the perspective of a MS(R) student of Cognitive Science department graduating in 2024. I've been told the procedure doesn't take longer than 24 hours if one is on-campus. But again, I have only been told that by people with high stress-handling capacities.

Even before you finally vacate the campus, perform at least the following two things:

1. Visit your Hall Office to get a No Dues form. Do this about a week before you leave the hostel. You will be meeting a number of different people - local shop owners, canteen, etc - to get your dues cleared from them. So, depending on their own timings, the due clearance can take a few visits. Finally, you will get the dues cleared from your Hall Office.

2. Submit your medical booklet and ID Card to the ID Cell.

But beyond the Hall Office, there is the Institute-wide due clearance procedure that begins by logging into oars.iitk.ac.in. Now, I'd recommend you open the site in desktop mode to see the site more fully. It has several useful guidelines and instructions already. As it says, log in using your CC user id and password.

A number of dues will be cleared automatically within a couple of days. But there are more than a few that require manual interventions:

1. Library: This involves submitting your final thesis to the online thesis repository. After your defense, and after making any requested modifications to your thesis, follow the Thesis Submission Guidelines on the PKK Library Website. If you are doing this online, check here to see which email to write to.
   i. Get the thesis signed by your supervisor on the certificate (page 2).
   ii. Get the signed certificate stamped by DOAA.
   iii. Insert the certificate signed by your thesis supervisor and stamped by DOAA back into the thesis. You can do this using pdf editor softwares like xodo or if you prefer the terminal, use pdftk.
   iv. Generate the md5sum and sha256sum of the thesis with the stamped certificate, as well as the abstract.
   v. Write these in the Thesis Authentication Form given in the above guidelines.
   vi. Get the authentication form signed by DOAA.
   vii. Rename these files appropriately as per the submission guidelines.
   viii. Finally, create an account at DSpace. Fill in all the details. Upload the abstract, thesis, and the authentication form.
   In 2-3 working days at most, you will get the "NODUES" for "Library".

2. Hall of Residence: Even after you have submitted the nodues form at your Hall Office, or, perhaps, if you had left hostel before initiating the No Dues process on the nodues portal, it may happen that the Hall of Residence entry still shows "Pending" on the portal. To clear this, write an email to your hall office with the necessary details.

3. Thesis Copy submitted to Guide: This is probably a misleading name. For the Cognitive Science department, there is a Department No Dues Form. After filling this, get it signed by your supervisor and submit it to your DPGC and/or respective staff members. For other departments, check what the exact process or form is with your seniors, DPGC or respective department staff members.

4. State Bank of India: See the instructions here. If you do not own an SBI account at the IIT Kanpur branch, still, write to them at sbi.01161@sbi.co.in with your roll number and other details, and perhaps, also your account number. Ask them to check and clear the dues.

5. ID Cell: If you had NOT submitted your medical booklet and ID Card to the ID Cell while leaving campus and/or you had lost it, pay Rs 50 to the following account (as you should verify). Once paid, email the receipt to sksriv@iitk.ac.in:

   • Beneficiary name: Registrar IIT Kanpur
   • Bank account number: 10426002137
   • IFS Code: SBIN0001161
   • Branch: IIT Kanpur Campus

6. DORA: After initiating the No-Dues process at the portal, you must have received an email from DORA Office asking you to fill a form. Fill it and your DORA dues should be cleared in 2-3 working days at max.

7. Electric Charges IWD: After getting your Hall of Residence dues cleared (see step 2), send an email to courses@iitk.ac.in asking them to check and clear your Electric Charges IWD dues.

8. Students Placement Office: If you did not automatically receive an email from spooffice@iitk.ac.in, write to them for due clearance. They will send you a form, fill it accordingly and ping them back.

9. Computer Center: This should be cleared automatically after all the dues have been cleared.

Dues Cleared Email: After all this, you should finally receive a "Dues Cleared" Email notifying you that all dues have been cleared. Finally, you can apply for the PDC or Transcript if you need them. Or rest until the convocation to receive your official degree certificate.

No Dues Certificate: After the Dues Cleared email, you should also receive another email containing the no dues form stamped by DOAA. This is your no dues certificate.

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Thanks a lot to a number of wonderful people for helping me with my nodues procedures! Here's paying their efforts forward.