Department of Posts Issues SOP for Verification of Original SSC Mark Sheets in GDS Engagement
The Department of Posts has issued a Standard Operating Procedure (SOP) for the verification of original SSC mark sheets in Gramin Dak Sevak (GDS) engagements wherever the concerned educational board insists on verifying only the original mark sheet. The new guidelines aim to streamline the verification process and ensure timely completion of document verification in such cases.
Background
The Directorate received references from various Postal Circles, particularly Telangana and Andhra Pradesh, highlighting difficulties in verifying SSC mark sheets where educational boards do not accept photocopies or online verification and insist on the production of original mark sheets.
After examining the matter, the Department has issued a detailed SOP to handle such cases while keeping the existing document verification process unchanged in all other respects.
Key Guidelines
According to the SOP:
- The verifying Circle or Nodal Officer should first ascertain whether the original SSC mark sheet is required when verification cannot be completed through DigiLocker, API Setu, or photocopies.
- The verifying authority should update the DV Portal with the remark "Board Require Original Mark sheet for Verification, provide the Same through Proper Channel."
- The Engaging Authority should obtain the original mark sheet from the concerned GDS candidate.
- The original document should then be sent to the Circle Office through Insured Post, which will forward it to the concerned verifying Circle through Insured Post.
- Where the educational board charges a verification fee, the Circle in which the board is located will bear the verification charges.
- After verification, the remaining steps such as uploading the verified mark sheet and updating the verification report will continue as per the existing SOP issued on 12 March 2026.
Special Instructions
The Department has also clarified that:
- If a GDS has already resigned and the original mark sheet is unavailable, the Engaging Authority should record the remark "GDS resigned, Original Mark sheet not available."
- In such cases, the verifying authority may return the verification request without verification.
- Divisions must not send original mark sheets directly to the verifying Circle. All original documents must move through the respective Circle Office using Insured Post.
- The verifying Circle may authorize a Regional Office (RO) or Divisional Office (DO) for verification based on the location of the educational board, but the forwarding of documents must always be routed through the Circle Office.
Physical Movement of Original Documents
The SOP also includes a flowchart illustrating the prescribed movement of original documents. The process requires the documents to move from the Division → Sender Circle → Verifying/Recipient Circle → Designated RO/DO (if applicable), ensuring proper custody and accountability during transit.
Conclusion
The newly issued SOP provides a clear and standardized mechanism for handling cases where educational boards insist on verifying original SSC mark sheets for GDS engagement. By prescribing a secure movement of original documents through Insured Post and clearly defining the responsibilities of Divisions, Circle Offices, and Verifying Authorities, the Department aims to ensure timely and transparent verification while safeguarding original certificates.
