ANNEXURE III: Guidelines for scanning and Upload of Documents
Before applying online a candidate will be required to have a scanned (digital) image of his/her photograph,
signature, left thumb impression, hand written declaration and certificate as mentioned in Clause J (viii)- if
applicable, as per the specifications given below.
Photograph Image: (4.5cm × 3.5cm)
Photograph must be a recent passport style colour picture.
Make sure that the picture is in colour, taken against a light-coloured, preferably white, background.
Look straight at the camera with a relaxed face
If the picture is taken on a sunny day, have the sun behind you, or place yourself in the shade, so that you are not
squinting and there are no harsh shadows
If you have to use flash, ensure there's no "red-eye"
If you wear glasses make sure that there are no reflections and your eyes can be clearly seen.
Caps, hats and dark glasses are not acceptable. Religious headwear is allowed but it must not cover your face.
Dimensions 200 x 230 pixels (preferred)
Size of file should be between 20kb–50 kb
Ensure that the size of the scanned image is not more than 50kb. If the size of the file is more than 50 kb, then
adjust the settings of the scanner such as the DPI resolution, no. of colours etc., during the process of scanning.
Photo uploaded should be of appropriate size and clearly visible.
Signature, left thumb impression and hand-written declaration Image:
The applicant has to sign on white paper with Black Ink pen.
o Dimensions 140 x 60 pixels (preferred)
o Size of file should be between 10kb – 20kb
o Ensure that the size of the scanned image is not more than 20kb
o Signature uploaded should be of appropriate size and clearly visible.
The applicant has to put his left thumb impression on a white paper with black or blue ink.
o File type: jpg / jpeg
o Dimensions: 240 x 240 pixels in 200 DPI (Preferred for required quality) i.e 3 cm * 3 cm (Width * Height)
o File Size: 20 KB – 50 KB
The applicant has to write the declaration in English clearly on a white paper with black ink.
o File type: jpg / jpeg
o Dimensions: 800 x 400 pixels in 200 DPI (Preferred for required quality) i.e 10 cm * 5 cm (Width * Height)
o File Size: 50 KB – 100 KB
The signature, left thumb impression and the hand written declaration should be of the applicant and not by any
other person.
If the Applicant’s signature on the attendance sheet or Call letter, signed at the time of the examination, does not
match the signature uploaded, the applicant will be disqualified.
Signature / Hand written declaration in CAPITAL LETTERS shall NOT be accepted.
Ensure that the photo, signature, left thumb impression, hand written declaration and certificate as
mentioned in Clause J (viii) – if applicable, are uploaded at the specified spaces only in the online
application form.
Scanning the documents:
o Set the scanner resolution to a minimum of 200 dpi (dots per inch)
o Set Colour to True Colour
o File Size as specified above
o Crop the image in the scanner to the edge of the photograph/signature/ left thumb impression / hand written
declaration, then use the upload editor to crop the image to the final size (as specified above).
o The image file should be JPG or JPEG format. An example file name is: image01.jpg or image01.jpeg. Image
dimensions can be checked by listing the folder files or moving the mouse over the file image icon.
o Candidates using MS Windows/MSOffice can easily obtain documents in .jpeg format by using MS Paint or
MSOffice Picture Manager. Scanned documents in any format can be saved in .jpg / .jpeg format by using ‘Save
As’ option in the File menu. Size can be adjusted by using crop and then resize option.
Procedure for uploading the documents
o While filling in the Online Application Form the candidate will be provided with separate links for uploading
Photograph, signature, left thumb impression and hand written declaration and certificate mentioned in Clause J
(viii) – if applicable,.
o Click on the respective link “Upload Photograph / signature / Upload left thumb impression / hand written
declaration/certificate as mentioned in Clause J (viii) – if applicable, ”
o Browse and Select the location where the Scanned Photograph / signature / left thumb impression / hand written
declaration/certificate as mentioned in clause J (viii) – if applicable,. file has been saved.
o Select the file by clicking on it
o Click the ‘Open/Upload’
o If the file size and format are not as prescribed, an error message will be displayed.
o Preview of the uploaded image will help to see the quality of the image. In case of unclear / smudged, the same
may be re-uploaded to the expected clarity /quality.
Your Online Application will not be registered unless you upload your Photograph, signature, left thumb
impression, hand written declaration and certificate as mentioned in Clause J (viii) – if applicable, as
specified.
Note:
(1) In case the face in the photograph or signature or left thumb impression or the hand written
declaration/certificate as mentioned in clause J (viii) – if applicable, is unclear / smudged the candidate’s
application may be rejected.
(2) After uploading the Photograph / signature / left thumb impression / hand written declaration/certificate as
mentioned in clause J (viii) – if applicable, in the online application form candidates should check that the images
are clear and have been uploaded correctly. In case the photograph or signature or left thumb impression or the
hand written declaration or certificate as mentioned in clause J (viii) – if applicable, is not prominently visible, the
candidate may edit his/ her application and re-upload his/ her photograph or signature or left thumb impression or
the hand written declaration or certificate as mentioned in clause J (viii) – if applicable,, prior to submitting the
form.
(3) Candidate should also ensure that photo is uploaded at the place of photo and signature at the place of
signature. If photo in place of photo and signature in place of signature is not uploaded properly, candidate will not
be allowed to appear for the exam.
(4) Candidate must ensure that Photo to be uploaded is of required size and the face should be clearly visible.
(5) If the photo is not uploaded at the place of Photo Admission for Examination will be rejected/denied.
Candidate him/herself will be responsible for the same.
(6) Candidates should ensure that the signature uploaded is clearly visible
(7) After registering online candidates are advised to take a printout of their system generated online application
forms.
