GOVERNMENT OF TAMIL NADU

DIRECTORATE OF TECHNICAL EDUCATION

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

To
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 DOTEs 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

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.

Information already available in the Table.

Do not change these values.

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.
Page No: 1

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.

Page No: 2

Field Name

Description

INS

Institution Code

NCNO

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

REGNO

LAST_APPR

Register Number
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.
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 Appearance (OCT2013, APR2012, OCT2000 etc)

MP

Y if the candidate indulged in malpractice in Apr 2015 examination.

RA

Y if the candidate is readmitted

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)
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.

NAME

SEMESTER

MB
TR

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

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

Information already available in the Table.

Do not change these values.

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.

Page No: 3

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.
Page No: 4

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

Submission of Data for NRS-2
Last Working Day

15-09-2015 (Tue)
16-09-2015 (Wed)
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)
18-09-2015 (Fri)
to
21-09-2015 (Mon)
21-09-2015 (Mon)

Entry of e-Attendance for Last Spell

Publication of Final Draft Nominal Roll
Publication of List of Students running short of attendance
Confirmation of Final Draft Nominal Roll by Institutions through email to DOTE
computer centre (dotecc14@gmail.com)
Publication of Final Nominal Roll (effecting e-Attendance) & Hall Ticket only
for those Institutions who confirmed Final Draft Nominal Roll
Commencement of Practical Examination

23-09-2015 (Wed)

Commencement of Theory Examination

13-10-2015 (Tue)

23-09-2015 (Wed)
28-09-2015 (Mon)
29-09-2015 (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

Page No: 5

FINAL DRAFT NOMINAL ROLL :: OCTOBER 2015

DISCREPENCY REPORT FORM
Institution
Code

Reg No

Name of the Institution

Name

Contact
Mobile Number

Description
(Briefly explain the corrections required in the NR)

Signature of the Principal with Seal

Date:

Page No: 6

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.

Signature of the Principal with Seal

Date: _____________________

Page No: 7