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Bonafide, conduct and transfer certificates online

Students ask for a bonafide, conduct, transfer or course completion certificate on the portal or the Campus app, pay its fee and download it signed. Every certificate carries a QR code that a bank, an employer or another university can scan to check it.
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The problem it solves

  • Students queue at the office for a bonafide certificate for an education loan, a scholarship or a passport. They come back two days later to collect it.
  • Each clerk types certificates in a word processor, so the wording, the number and the signature differ.
  • A transfer certificate goes out while semester fees are unpaid, library books are out or the student is still in the hostel.
  • An employer or a university abroad cannot tell whether a certificate is real without writing to you.

How it works

  1. The office sets up each certificate type once. It sets the wording with words in curly brackets such as {student}, {course}, {department} and {batch}. It also sets the heading, who signs, whether students can ask for it and its fee.
  2. A student asks for a certificate on the portal or in the Campus app and gives the purpose, such as an education loan. Or the office creates it from the student's record.
  3. The office checks the request and clicks Confirm. A transfer certificate goes to the principal first; a type with a fee waits for payment on the student's fee account.
  4. For a transfer certificate the Clearance box lists what is still open. That is unpaid fees, deposits to refund, library books, a hostel stay, a transport route and discipline actions marked for certificates.
  5. When the fee is paid and the approval is given, the office clicks Issue. The certificate gets its number and a PDF on your letterhead with the authorised signature and a QR code.
  6. The student is told and downloads the PDF. Whoever receives it scans the QR code and sees Genuine or Cancelled.

Everything it does

Certificate types

  • Five types to start with: Bonafide Certificate, Conduct Certificate, Transfer Certificate, Course Completion Certificate and Fee Paid Certificate
  • Kinds: Bonafide / Study, Conduct / Character, Transfer Certificate and Custom; add your own, such as a migration or medium of instruction certificate
  • Heading on the Certificate, Signed As (Principal to start with) and the wording, which you can change
  • Words filled in for you include {student}, {register_no}, {class}, {course}, {department}, {batch}, {academic_year}, {date_of_birth}, {completion_date} and {purpose}
  • With exams: {cgpa}, {last_exam}, {last_percentage} and {last_grade} from the last published result
  • The Course Completion Certificate names the programme, the batch and the completion date on the student's record
  • Details to Fill: your own lines with a label, a key, a type (Text, Long Text, Date, Number or Amount) and Required
  • Families Can Request and Ask for a Purpose: both on to start with

Requests and issue

  • Statuses: Draft, Requested, To Approve, Awaiting Payment, Ready to Issue, Issued, Rejected and Cancelled
  • Requested From shows Portal or App, and Requested By shows who asked
  • The same type cannot be asked for twice while a request is still open
  • The number, such as CERT/2026/00012, is given at issue
  • An issued certificate cannot be changed or deleted; cancel it and issue a new one
  • Only the principal can cancel an issued certificate; its QR check then shows Cancelled

Students and parents

  • Students sign in and ask for certificates themselves
  • Parents of college students get a view-only login to start with: they follow the request and download the PDF, but do not ask for one
  • Set Parent Access to View and act on the Entity if parents should request too

Fees

  • A fee per type; 0 means free
  • The fee becomes a due on the student's fee account under the Certificate Fee head, or a head you choose
  • Paid at the fee counter or online; once paid or waived, the certificate moves to Ready to Issue by itself
  • A rejected or cancelled request cancels an unpaid fee; a fee already paid stays as the student's credit
  • Fee Paid Certificate: one click fills the amount paid and the academic year from the fee receipts, for a scholarship or an income tax claim

Transfer certificate and clearance

  • Date of Leaving and Reason for Leaving, written on the student's record when the certificate is issued
  • Clearance lists unpaid fees, deposits or credit to refund, books not returned, a hostel stay not checked out and an active transport route
  • Conduct and transfer certificates also list discipline actions marked Mention on Conduct Certificate, such as a suspension or rustication
  • Issue stops while anything is open; Issue Despite Dues lets you go ahead, and the tick is kept in the certificate's history

Checking a certificate

  • A QR code at the bottom with the line Scan to verify, or open, and a web address
  • The Certificate Verification page needs no login and shows the type, number, date, student, register number and purpose
  • Three answers: Genuine, Cancelled, or no certificate matches the code

Who uses it

StudentAsks for a certificate on the portal or the app, pays the fee and downloads the PDF.
ParentFollows the request and downloads the certificate with the view-only login.
College officeCreates certificates, checks requests, prepares the text and issues and prints them.
PrincipalApproves transfer certificates and any type you add to the chain, and is the only one who can cancel an issued certificate.
AdministratorSets up the certificate types, their wording, fees and the signature image.
Bank, employer or universityScans the QR code to check that the certificate is genuine.

Where you use it

  • Web: Master Configuration > Certificates > Certificates and Certificate Types, and the Certificates button on the student's form
  • Student portal: the Certificates page to request, follow, pay and download
  • The Campus app: Certificates, with the request, its status, the payment link and the PDF (built and in testing, not in the app stores yet)
  • Web, no login: the Certificate Verification page opened from the QR code
  • Not in the app's staff view: the office issues certificates on the web
  • Not built as a certificate type: a degree certificate or a transcript; the consolidated grade card comes from exams

What you control

Settings

  • Families Can Request: on for each type to start with
  • Ask for a Purpose: on, except for the transfer and course completion certificates
  • Fee per type: 0 (free) to start with
  • Signed As: Principal; the signature image is the Authorised Signatory on the Entity's Education tab
  • Parent Access: View only for colleges to start with
  • Certificates page for students and parents: on, with a switch on the Entity's Parent & Student Portal tab
  • Who approves which type: the Certificate request approval chain

Approvals

  • Certificate request: to start with only transfer certificates wait for approval, decided by the principal or an education administrator. Add levels, such as the registrar first, or other types as you need

Notifications

  • Certificate Requested: to the office, in the app, by push and email
  • Certificate to Approve: to the approvers, in the app, by push and email
  • Certificate Fee Due: to the student and parents, in the app, by push, WhatsApp, SMS and email
  • Certificate Issued: to the student and parents, on the same channels
  • Certificate Request Rejected: to the student and parents with the reason, on the same channels
  • All five go out at once; a person can switch off a channel such as SMS, and in-app notices always arrive

Works with

SmartMy HostelA transfer certificate waits until the student has checked out of the hostel.

Questions

Can a student get a bonafide certificate without coming to the office?

Yes. The student asks for it on the portal or in the Campus app and pays the fee online if you charge one. Once the office issues it, the student downloads the signed PDF.

Will a transfer certificate go out while fees are unpaid?

Not by mistake. Issue stops and lists what is open: fees, refunds, library books, hostel and transport. Only a deliberate tick on Issue Despite Dues lets it through, and that tick is recorded.

How does an employer or another university check our certificate?

They scan the QR code or open the web address printed beside it. The page says whether it is genuine or cancelled, with the student, number and date. No login is needed.

Can we add a migration certificate or our own wording?

Yes. Add a type of kind Custom with your wording, and lines the office must fill in, such as the university's letter number. You can change the wording of any delivered type too.

Can parents request a certificate?

In a college parents have a view-only login to start with, so the student asks. Change Parent Access to View and act if your parents should request too.

Related features

ADMISSIONS AND STUDENT RECORDSStudent records, guardians and documentsOne record per student with the programme, semester, section and mentor, the student's own login, and the father, mother or guardian with their contacts. The certificates the college holds, from the previous mark sheet to the migration certificate, are kept with numbers, scans and where the original lies.FEESFee counter and receipts with a QR checkYour cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt carries a QR code that a bank or scholarship office can scan to check it. A bounced cheque opens the dues again.FEESDues, statements and online fee paymentStudents and parents see every due, receipt and the statement on the portal and the Campus app, and pay through your college's payment gateway. Applicants pay the application fee by a pay link, and receipts are made at once.FEESDeposits, refunds, late fees and services held for duesHold caution deposits and give them back when a student leaves, with unpaid fees cleared first. Late fees are added each night by your slabs. Hall tickets, the transfer certificate and library borrowing can wait while fees are overdue.CERTIFICATES AND LIBRARYLibrary: catalogue, issue, return and finesKeep the catalogue and every copy with its accession number. Issue and take back books at the counter or on a phone, and late fines go to the student's fee account. Students see the books they have out, due dates and fines.ACROSS SMARTMY COLLEGEApproval chainsLeave, assignments, circulars, elective registrations, credit transfers, certificates, revaluations, fees, placement profiles and job notification forms go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.

See your own semester run in it.

Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.
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