Purpose:

To establish a clear and standardized procedure for the issuance of duplicate and temporary identity cards to students who have lost their original identity cards.

Scope:

This SOP applies to all students of ITM University Gwalior who need to obtain a duplicate or temporary identity card.

Responsibilities:

• Deputy Registrar (Admin): To process applications, collect fees, and issue duplicate or temporary identity cards.
• Students: To submit the required application and fees for obtaining the identity cards.

Procedure:

• The student must submit a written application in the approved format to the Student Affairs Office.
• The application should include the student’s full name, registration number, course, and a brief explanation of how the original card was lost.

• The student must pay a fee of Rs. 100 for the issuance of the duplicate identity card.
• The payment can be made at the Deputy Registrar (Admin) or through the university’s online payment portal (if available).

• Upon receiving the application and fee, the Deputy Registrar (Admin) will process the request.
• The student will be informed of the estimated time for the issuance of the duplicate identity card.

• The duplicate identity card will be issued to the student within the stipulated time.
• Till the handover of duplicate identity card, a temporary identity card will be issued to the student.
• The student must sign an acknowledgment of receipt upon collecting the duplicate identity card.

• The Deputy Registrar (Admin) will maintain a log of all applications received and identity cards issued.
• This log will include the student’s name, registration number, date of application, type of identity card issued, and date of issuance.

This SOP should be reviewed annually and updated as necessary to ensure it meets the current needs of the university and students.