Duplicate Mark-sheet / Certificate – Mumbai University, India

You are not the first person who have lost or misplaced their Educational mark sheet(s) or Certificate(s). You can always get duplicate mark-sheet(s) or certificate(s). So just relax and go through below mentioned steps to know:

• How to get duplicate educational mark-sheet or certificate from Mumbai University (Kalina Campus), using different ways. I have also listed format of each document(s), letter(s), affidavit(s), FIR.
• How and where to submit the documents, including approximate timelines and fees to get duplicate.

This article would be also helpful to NRI (Non resident Indian) or any one else, who is either not in India or can’t visit Mumbai University personally.

This article may also benefit persons loosing certificate for non Mumbai University, especially in the case when they are outside India or need an authorized person to complete formalities.

Different ways to get duplicate(s):

1. Visit Mumbai University personally(Recommended Option)
2. Apply Online
3. Authorize another person for submission/collection(if you in India)
4. For NRI – Authorize another person for preparation of documents as well as document submission/collection
5. For Bed Ridden Patient – (Medical condition prohibiting signing of any document)

For all the above listed ways, following documents need to be prepared. Few additional documents would be required if you can’t make it personally, which I have explained in later part of this article.

• Police FIR (First Information Report)
• Notarized affidavit on Rs. 100 Stamp paper
• Letter to The Controller of Examinations

1. Visit Mumbai University Personally (Recommended option)

This is the most easy and hassle free way, if you are in India and okay to go to Mumbai University. Prepare following documents:

First Information Report (FIR) from police station.

• Visit the nearest Police Station where your Educational documents are lost.
• Note: Steps are same for both certificate / mark-sheet
• You will need to provide following details to Police while writing a FIR (Some Police stations may not ask all details, but its better to be prepared to answer all these)
  • Your Full Name
  • Father’s Name
  • Date Of Birth (with year)
  • Residential Address
  • Place of loosing Certificate
    • Example: Bus, train, shopping, market, theft, auto rickshaw, cab etc.
    • Approximate Time (it’s okay, if you don’t know)
    • College/School Name
    • University Name
    • Course Name
      • Example: B.E.
      • Example: Computers
      • Example: May 2017

      Notarized affidavit on Rs. 100 Stamp paper

      • Prepare affidavit on Rs. 100 Stamp Paper (Format given below)
      • You can also do Franking (Few govt bank has this facility) if stamp paper is not available.
      • Take affidavit to a Notary.
      • Sign on affidavit in front of Notary
      • Notary officer will inturn:
        • Sign on Affidavit
        • Put date of Signature
        • Put “Before Me” stamp.

        Format of Affidavit:

        TIP: You can modify the format as required for your situation. As long as format covers the legal needs, its fine.

        Letter to The Controller of Examinations

        • Write a letter to Controller of Examination (Format given below)
        • Original letter need to be submitted

        Format of Letter

        TIP: You can modify the format as required for your situation. As long as format covers the legal needs, its fine.

        2. Apply Online

        Online Application process is started only in 2017. This process saves going to Mumbai University to apply for lost document. However, for collection of duplicate(s), you have to visit University only. Steps are as follows:

        1. Prepare following documents as mentioned in above point:
           • Police FIR (First Information Report)
           • Notarized affidavit on Rs. 100 Stamp paper
        2. Go to website https://aaplesarkar.mahaonline.gov.in
        3. Click on ‘New User? Register here’. On clicking you will get following options:
        4. Select “Option 1” if you have Aadhar Card, else Option 2
        5. For Option 2, you will be asked tons of information, including uploading of:
           • Photograph
           • ID Proof
           • Address Proof
        6. Once you register, login to site
        7. Navigate to : “Services available online” >> “Higher and technical Education Department”
        8. Click on ‘Duplicate Degree Certificate’ or ‘Duplicate Mark-sheet’ as per your case. (After clicking link , browser may prompt for you for a Pop up, please click on ‘Allow Pop up’)
        9. Fill the Application form.
        10. You would be asked to upload signed/scanned documents. Please upload & submit your application
        11. Tracking number would be provided after your submission (To track status of Duplicate mark sheet)
        12. Once status says ready to collect, go to University to collect the Duplicate Document.
        13. You would need to take following to collect Duplicate:
            1. Print of confirmation details
            2. Copy of Duplicate Mark-sheet/Certificate
            3. Original govt. ID Proof with your photograph (Example: PAN Card, Driving License, Passport etc.)

        Helpline Number of University (Only for Online Application) : 022-6120 8900

        TIP: Before you create Affidavit, create profile and try to fill all information. Website requirement is subject to change. So, as you fill application, it will prompt you to provide document(s) with some constraints. Once you know what all to upload, then go ahead and prepare those documents.

        3. Authorize another Person for submission/collection (if You in India)

        This option is suitable for those who can prepare and sign documents by themselves. However, need another person to either go manually to submit request for Duplicates and/or collection of Duplicate.

        Example: If you have job in Chennai, and cannot come to Mumbai University for submitting documents

        Steps are as follows:

        1. Prepare following documents as mentioned in above points. All documents require your signature
           • Police FIR (First Information Report)
           • Notarized affidavit on Rs. 100 Stamp paper
           • Letter to The Controller of Examinations
        2. Authorize another person to submit documents. (Format mentioned below)
        3. Authorized person has to take all the documents to Mumbai University for placing request for duplicate document.

        Format of Authorization Letter

        4. For NRI – Authorize another person for preparation of documents as well as document submission/collection

        This option is suitable for those who cannot prepare documents by themselves like NRI. People living or travelling in another country face many hurdles, such as:

        • How to file FIR ??
          • Indian Embassy in another country do not file FIR.
          • Online FIR is not accepted by Mumbai University.
          • Indian Embassies are not available in all countries or are very far from where they stay.
          • Even if available, many Indian Embassies do not notarize on Stamp papers

          Here are the steps for an NRI to get Duplicate mark sheet/certificate:

          1. Police FIR
             • Ask your close blood relative to file an FIR on behalf of yourself, which requires submitting letter to police (Format mentioned below)
             • Close blood relative includes Mother, Father, Spouse, Child (There is no standard rule who can or cannot apply. However, police generally deny other relatives including siblings.
             • Place of loosing mark-sheet/certificate should be of India as you have to file FIR only where its lost. (If you have lost in outside India, then police may deny filing FIR)
             • Authorized person should be prepared to provide additional documents, if police asks:
               • Proof of relationship
               • Proof that you are outside India
                 • This can be employer letter, or letter from your outside India college if you studying.
                 • Letter from Indian Embassy
               • Your Outside India Address proof
                 • Notarized copy of Driving License, Electricity, Utility Bill of outside India (Notary to be done in the country where you staying, like USA)
               • Notarized Passport details with Departure stamp marking
                 • Notary to be done in the country where you staying, like USA
             • Example: Your Father can file FIR and say, they lost your mark-sheet/certificate when they were taking it to take copy (Xerox) in market.

          Format of letter to Police:

          2. Notarized affidavit on Rs. 100 Stamp paper

          • Authorized person should prepare Affidavit on your behalf.
          • Send a physical letter to your authorized person, authorizing them to prepare affidavit and putting request for dulicate certificate and collection of the same.

          Format of affidavit is as follows. More details and tips about Notary are mentioned in above points.

          Format of Authorized letter is as follows:

          3. Authorized person should go with above documents along with their original ID proof to Mumbai University.

          4. Consolidated Summary of all documents to be send by NRI, to authorized person in India. These documents can be asked at any stage. So better to send all things to authorized person in India.

          • ID Proof (Notarized)
          • Outside India Address Proof (Notarized)
          • Passport Copy (First Page, Last Page, Valid Visa Page, India Departure Stamp, Arrival Stamp in another country)
          • Work Authorization Copy (if Visa on passport has expired)
          • Citizen Proof of another country (if applicable) (Notarized)
          • Proof of currently living in another country (Notarized)
            • Example:
              • Original Letter from Employer on letter head
              • Original Letter from Outside India College on letter head
              • Letter from Indian Embassy
              • Letter signed by Notarized officer
              • Preferably colored, if you have.

              5. For Bed Ridden Patient – Medical condition prohibiting signing of any document)

              As bed ridden patient, cannot sign or travel, following process is applicable:

              1. Get proof of Patient condition from Physician/Hospital with supporting documents
                 • Letter to be on Letter Head of Hospital/Physician
                 • Medical Reports (As applicable)
                 • Recent Patient Photograph (preferably depicting his condition)
              2. Affidavit on Rs. 100 Stamp Paper, depicting inability of person to travel or sign document
                 • Use the format as mentioned in above points for Affidavit. Additionally, put details for:
                   • Patient’s critical condition details and inability to Sign or travel
                   • 2 Witness signature (Notarized in front of Notary officer)
              3. Authorized person should then file Police FIR
              4. Submit request for duplicate documents personally be going to Mumbai University.

              How to reach Mumbai University (Kalina) & submit documents

              1. Take Auto Rickshaw Or Cab to take you to “Kalina University”. Nearest railway station is SANTACRUZ (Western Railway) or KURLA (Central Railway)
              2. Arrive Kalina University by 9:30 AM (It opens at 9:30, with lunch break from 1 to 1:30, Payment accepted till 2 PM.. Better to reach in morning)
              3. Once you reach
                 • Stand in the queue near Window No. 2.
                 • Show him your documents
                   • Affidavit
                   • FIR
                   • Letter to Controller of Examination
                   • Authorization Letter (If applicable)
                   • Original ID Proof
                 • Person at counter will give a form. Fill that Form.
                 • Ask at the counter where to go next. He will redirect you to enter in the building.
                 • Take Sign of “Controller of Examinations” (Generally person is in Room 24A on 2 nd Floor)
                 • Pay fine (Either on 3 rd /4 th Floor) (Around Rs. 300 for each Certificate, Rs. 100 for each mark-sheet)
                 • Collect Receipt and ask for wait time at counter. Its generally around 2 months for Certificate, 1 month for mark-sheet (Check with person how much exact time and how to get notified if Certificate is ready. As of writing this article, there is no notification system when submitting documents manually. Just go after the wait time is over, along with the receipt and original government. ID Card)

              Disclaimer : I am an NRI and I lost both mark-sheet and Certificate. Had to really go through the pain of identifying the procedure of getting Duplicates since I could not travel to India, and I desperately needed my educational certificates for Visa needs. . Majority of Indian government officials are always willing to help you. Just because few officials are corrupt, it does not make entire system corrupt.

              Only purpose of writing this document is to help all my fellow Indians.

              Hope this article helps you. Mention your views/suggestions/corrections/updates to the process in comments .