Student Clearance Procedure

Mandatory clearance workflow for graduating, withdrawing, or departing students at HHSC.

📋 Essential Clearance Rules

  • Mandatory Requirement: Any student graduating, withdrawing, or leaving the college permanently must complete official clearance before receiving transcripts, diplomas, or certificates.
  • Four Copies: The clearance form must be completed in exactly 4 copies.

Clearance Steps

1

Obtain Clearance Forms

Collect 4 copies of the official Student Clearance Form from the Registrar Directorate or download it below.

2

Department & Campus Sign-offs

Visit all designated clearance offices to return materials and obtain official signatures:
• College Library Circulation Desk
• Department Demonstration Laboratories & Stores
• Department Head / CEP Coordinator
• Student Services and Support Directorate Director

3

Submit Completed Forms to Registrar

Hand over all signed forms to the Registrar Office. The Registrar verifies all signatures, applies the official seal, and distributes copies to: (1) Student, (2) Department, (3) Record & Archive Unit, and (4) Registry.

4

Final Stamping at Record & Archive Administration

Submit the completed copies to the Record and Archive Administration Services Unit for the final official college stamp placing your file into permanent archive.

📄 Download Official Clearance Form

Print 4 copies of this form before starting your departmental sign-offs.

📥 Download Clearance Form (PDF)