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GOVERNMENT OF TAMIL NADU DIRECTORATE OF TECHNICAL EDUCATION

From To The Chairman Board of Examinations Directorate of Technical Education CHENNAI – 600 025

The Principal(s) of all Polytechnic Colleges

Circular No: 112888/CC/OCT2015/NRS2 dated 07/09/2015

Sir/Madam:

Sub: NR Scrutiny (Phase II) – Instructions Issued – Reg. The Microsoft Access File Structure (???NRS2.MDB) can be downloaded from the DOTE’s FTP site. To ease the work of the Institutions, most of the tables in the database, are already filled with available information. Table Name: 1_NRS It contains information of all deleted students (both regular & supplementary) of Draft Nominal Roll who have not remitted examination fees on or before 10-08-2015 (i.e. last date with fine of Rs. 100). For Students who have paid examinations fee between 11-Aug-2015 and 14-Sep-2015 (i.e. payment of examination fee with tatkal fine of Rs. 500), remove Y in deleted column. Fine amount of Rs. 500 will automatically be added for all Tatkal candidates in the Final Nominal Roll and in HallTicket. Again it is emphasised that do not change any existing values in the Table such as Register Number, Name etc. Field Name Description Remarks

EDITPAGE Page No of the Draft Nominal Roll

Information already available in the Table. Do not change these values.

SNO Serial No of the Draft Nominal Roll

INS Institution Code

REGNO Register Number of the Student

NAME Name of the Student

NCNO Course Code

DOB Date of Birth

DELETED Remove Y if the student has paid examination fees on or before 14-Sep-2015.

Table Name: 2_NRS_LE The table is similar to 1_NRS but contains all details of deleted Lateral Entry students who have not paid examination fee on or before 10-08-2015.

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For students who have paid Examination Fee between 11-Aug-2015 and 14-Sep-2015 (i.e. payment of examination fee with tatkal fine of Rs. 500), remove Y in deleted column. Table Name: 3_NREXAMFEE Please add only one row and give the details of total examination fees with Tatkal Fine of Rs. 500 (i.e. collected from 11-08-2015 to 14-09-2015), remitted to the Bank. Field Name Description

INS Institution Code

EF_TATKAL Total Examination Fees with Tatkal Fine of Rs. 500

Table Name: 4_NRNAMECHANGE If the name of the any student is to be corrected, please give the details in this table. Field Name Description

INS Institution Code

REGNO Register Number

NAME_OLD Old Name as in Draft Nominal Roll

NAME_NEW Name to be Corrected (as per SSLC marksheet)

Please give initials at the end of the name and do not give any punctuation marks in name. Table Name: 5_NRDOBCHANGE If the Date of Birth of the any student is to be corrected, please give the details in this table. Field Name Description

INS Institution Code

REGNO Register Number

DOB_OLD Old Date of Birth as in Draft Nominal Roll.

DOB_NEW Date of Birth to be Corrected (as per SSLC marksheet)

Date should be strictly in dd/mm/yyyy format. For example, 21st January 2000 has to be entered as 21/01/2000. Day and Month should be strictly 2 digits and Year should be strictly 4 digits. Do not repeat name / dob correction requests already given in NRS1 (i.e. Nominal Roll Scrutiny Phase – I). After verification, Date of Birth and Name correction will be effected in the final Nominal Roll. Table Name: 6_NRADDITIONAL Please give the details of additional nominal roll (i.e. not found in the Draft Nominal Roll ), including grace chance candidates and paid examination fee with Tatkal Fine of Rs. 500 in the following table.

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Field Name Description

INS Institution Code

NCNO Branch Code (1010, 1020, ..... etc)

REGNO Register Number

NAME Name of the Candidate (strictly as per SSLC marksheet). Initials at the end of the name. Do not give any punctuation marks in the name.

SEMESTER

If the Candidate is appearing ALL PAPERS in III Semester, then this field should be 3. ALL PAPERS in V Semester, then this field should be 5. ALL PAPERS in VII Semester, then this field should be 7.

LAST_APPR Last Appearance (OCT2013, APR2012, OCT2000 etc)

MP ‘Y’ if the candidate indulged in malpractice in Apr 2015 examination.

RA ‘Y’ if the candidate is readmitted

MB ‘Y’ if the candidate is Medical Board candidate (i.e. candidate not attended even a single regular paper due to medical reasons but has requisite attendance)

TR Enter the institution code from which the candidate is transferred to your Institution. For example, if a candidate is transferred from Institution: 331 to your institution the value TR should be 331.

Details of arrear subjects will be automatically updated at DOTE Computer Center. For students indulged in Malpractice / Readmitted / Transferred / Medical Board have to upload the necessary documents in pdf format. For supplementary students, please leave the SEMESTER field as empty. Table Name: 7_NRAADHAR This table contains the details of all regular students whose aadhar numbers are not furnished in the NRS1. Pl do not add or delete any student in this table. If Aadhar number is not available for a particular student, leave the row as such given in the table. Field Name Description Remarks

INS Institution Code

Information already available in the Table. Do not change these values.

NCNO Course Code

REGNO Register Number of the Student

NAME Name of the Student

DOB Date of Birth

SEMESTER Current Semester (3/5/7)

AADHAR_NO Give the 12-digit Aadhar Number

Last Date for Submission of Data for Phase – II NR Scrutiny All the institutions are requested to submit the filled-in ???NRS2.mdb to dotecc14@gmail.com on or before 16-Sep-2015 (Wednesday). Late submission will not be entertained.

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The MDB has to be sent only from the official e-mail id. Only one mail submission is allowed. Hence please ensure correctness in all respects before sending the e-mails. Only one email id must be used for NR purpose. Pl do not keep on sending repeated mails. For name and date of birth corrections, please attach scanned image of the SSLC marksheet of the respective candidate as PDF file with File Name: <INS>_<REGNO>.PDF For example: 101_12345678.PDF for student with register number 12345678 of institution code 101. Please scan the documents at reasonable size that the page is readable as well as at minimum size. Please periodically check your mail box. If any clarification/additional input is required on the data submitted by you, a mail will be sent by the DOTE Computer Center. Grace Chance Candidates The details of Grace Chance Candidates, who have not appeared in Apr 2015 Board Examination and remitted fee with tatkal fine of Rs. 500 , the details are to be given in 6_NRADDITIONAL table. Submission of Grace Chance Application Forms (not appeared in APR 2015 only) The application forms with supporting marksheets collected from the Grace Chance candidates (not appeared in APR 2015 only) are to be submitted to the DOTE Computer Center in person on or before 18-Sep-2015 (Friday). E-mail Composition Your mail will have the subject name: ??? – NRS2 (where ??? is your institution code) and will have the following attachments: ???NRS2.mdb MDB Table Name ???PDF.ZIP (PDF files of SSLC marksheets for name/dob correction and other

supporting documents for Tatkal cases only) Final Draft Nominal Roll The final draft nominal roll based on the inputs given by the Institutions during Phase I & II (i.e. NRS1.mdb and NRS2.mdb) will be published at the FTP Site on 21-09-2015 (Monday). Institutions are requested to go through the Final Draft Nominal Roll in all aspects. If there is any correction in the Final Nominal Roll, they are requested to furnish the particulars in Discrepancy Report Form (only scanned copy to be mailed to dotecc14@gmail.com). If there is no correction in the Final Draft Nominal Roll, they are requested to send scanned copy of Final Draft Nominal Roll Confirmation Form to dotecc14@gmail.com. The Final Nominal Roll and Hall Tickets will be published only for those institutions who send confirmation form in time. Practical Examination should not be commenced without Final Nominal Roll and Hall Ticket. Practical Examination for First Semester supplementary subjects which are equated to M scheme are to be conducted as a single examination along with M scheme regular students.

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IMPORTANT DATES (Except First Semester Regular Students)

Last Date for Payment of Examination Fee by Students with Tatkal Fine 14-09-2015 (Mon)

Last Date of Payment of Tatkal Examination Fee by Institutes 15-09-2015 (Tue)

Submission of Data for NRS-2 16-09-2015 (Wed)

Last Working Day 18-09-2015 (Fri)

Last Working Day (for Institutions declared holiday for Onam) 19-09-2015 (Sat)

Submission of Grace Chance applications (not appeared for Apr 2015 only) 18-09-2015 (Fri)

Entry of e-Attendance for Last Spell 18-09-2015 (Fri) to 21-09-2015 (Mon)

Publication of Final Draft Nominal Roll 21-09-2015 (Mon)

Publication of List of Students running short of attendance 23-09-2015 (Wed)

Confirmation of Final Draft Nominal Roll by Institutions through email to DOTE computer centre (dotecc14@gmail.com) 23-09-2015 (Wed)

Publication of Final Nominal Roll (effecting e-Attendance) & Hall Ticket only for those Institutions who confirmed Final Draft Nominal Roll

28-09-2015 (Mon)

Commencement of Practical Examination 29-09-2015 (Tue)

Commencement of Theory Examination 13-10-2015 (Tue)

No Candidates remitted Examination Fee during Tatkal Period Institutions with NIL candidates during Tatkal period also should send an e-mail to dotecc14@gmail.com with a subject line ??? – NRS2 – NIL CANDIDATES. They need not send any MDB or any other attachments. Draft Nominal Roll & Scrutiny for First Semester Draft nominal roll for First Semester fresh students will be published after the receipt of data from the Admission Approval section. Institutions are requested to collect the examination fee as per the tentative schedule without waiting for the release of First Semester Draft Nominal Roll. Conclusion Request for payment of examination fees after the Tatkal Due Date i.e. 14-09-2015 will not be entertained on any account. Institutions are requested not to direct the students to Directorate of Technical Education for remitting examination fees after the Tatkal Due Date. Since nominal roll data forms an important basis for the entire process, the Principals are requested to bestow their personal attention in verifying the correctness of Final Draft Nominal Roll in every aspect. No request for correction will be entertained after confirmation.

DTE & Chairman

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FINAL DRAFT NOMINAL ROLL :: OCTOBER 2015 DISCREPENCY REPORT FORM

Institution

Code Name of the Institution

Contact Mobile Number

Reg No Name Description

(Briefly explain the corrections required in the NR)

Date: Signature of the Principal with Seal

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FINAL DRAFT NOMINAL ROLL :: OCTOBER 2015 CONFIRMATION FORM

Institution

Code Name of the Institution

Contact Mobile Number

Last Date for Submission: We have verified the Final Draft Nominal Roll and found it CORRECT in all aspects. No correction will be requested by this Institution at later stage. Hence Final Nominal Roll & Hall Ticket may be released to our Institution. Date: _____________________ Signature of the Principal with Seal