Guidelines for scanning and Uploading of Signature/ Photograph/ Documents

Before applying online, a candidate will be required to have a scanned (digital) image of

• his/her photograph
• signature
• left thumb impression
• handwritten declaration and

Please note that until photographs and signature are as per the specifications provided, the system will not allow the
candidate to move forward to the next stage of application.

a. 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.

Photograph Capture:
• In addition to the above photograph, candidates will also be required to capture and upload their live photograph
either by using webcam or mobile phone.
• On selecting “Capture Photo” option, candidates’ webcam will be activated allowing them to click their picture,
which will get auto uploaded in the application form.
• On selecting “Click here to Scan” option, candidates can use their mobile phone to scan the QR code, which
will redirect to a website, allowing to click photograph on their mobile phone. On selecting the taken picture,
photograph will get auto uploaded in the application form.

Do’s and Don’ts of Photo Capture

Do’s:
• Ensure the photo is captured against a light coloured, preferably white background and there is adequate light.
• Look straight at the webcam/ camera.
• Photograph should be of passport size.

Don’ts:
• Small size photograph not to be clicked/ uploaded.
• Coloured glasses or sunglasses/ Cap should not be worn.
• Shadow on face/ not facing the camera/ distorted face/ face covered with mask / blurred image.
• Photo not taken in dark/ improper background.

b. Signature:
• The applicant has to sign on white paper with Black Ink pen.
• Dimensions 140 x 60 pixels (preferred)
• Size of file should be between 10kb – 20kb
• Ensure that the size of the scanned image is not more than 20kb
• Signature (NOT IN CAPITAL LETTERS) uploaded should be of appropriate size and clearly visible.

c. Left thumb impression:

• The applicant has to put his left thumb impression on a white paper with black or blue ink.
 • File type: jpg / jpeg
• Dimensions: 240 x 240 pixels in 200 DPI (Preferred for required quality) i.e 3 cm * 3 cm (Width * Height)
• File Size: 20 KB – 50 KB
• Note: If a candidate does not have left thumb, he/ she may use his/ her right thumb. If both thumbs are missing,
the impression of one of the fingers of the left hand starting from the forefinger should be taken. If there are no
fingers on the left hand, the impression of one of the fingers of the right hand starting from the forefinger should
be taken. If no fingers are available, the impression of left toe may be taken. In all such cases where left thumb
impression is not uploaded, the candidate should specify in the uploaded document the name of finger and the
specification of left/ right hand or toe.

d. Hand-written declaration Image:

• The applicant has to write the declaration in English clearly on a white paper with black ink.
• File type: jpg / jpeg
• Dimensions: 800 x 400 pixels in 200 DPI (Preferred for required quality) i.e. 10 cm * 5 cm (Width * Height)
• File Size: 50 KB – 100 KB
• Note: The handwritten declaration has to be in the candidate’s hand writing and in English only. The text should
NOT BE IN CAPITAL LETTERS. If it is written by anybody else and uploaded or in any other language, the
application will be considered as invalid. (In the case of candidates who cannot write, may get that text of
declaration typed and put their left-hand thumb impression (if not able to sign also) below the typed declaration
and upload the document as per specifications).
• The text for handwritten declaration is as follows:
• “I, __________ (Name of the candidate), hereby declare that all the information submitted by me in the
application form is correct, true and valid. I will present the supporting documents as and when required.”

The signature left thumb impression, and the handwritten 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 / Handwritten declaration in CAPITAL LETTERS shall NOT be accepted.

Ensure that the photo, signature, left thumb impression and handwritten declaration are uploaded at the
specified spaces only in the online application form.

e. Scanning the documents:

• Set the scanner resolution to a minimum of 200 dpi (dots per inch)
• Set Colour to True Colour o File Size as specified above
• Crop the image in the scanner to the edge of the photograph/signature/ left thumb impression / handwritten
declaration, then use the upload editor to crop the image to the final size (as specified above).
• 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.
• 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.

f. Procedure for uploading the documents:

• While filling in the Online Application Form the candidate will be provided with separate links for uploading
Photograph, signature, left thumb impression and handwritten declaration
• Click on the respective link “Upload Photograph / signature / Upload left thumb impression / handwritten
declaration.
• Browse and select the location where the Scanned Photograph / signature / left thumb impression / handwritten
declaration/, file has been saved.
• Select the file by clicking on it
• Click the ‘Open/Upload’
• If the file size and format are not as prescribed, an error message will be displayed.
 • 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 and
handwritten declaration, as specified.

Note: -
• In case the face in the photograph or signature or left thumb impression or the handwritten declaration, is
unclear / smudged the candidate’s application may be rejected.
• After uploading the Photograph / signature / left thumb impression / handwritten declaration, 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, 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, prior to submitting the form.
• 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.
• Candidate must ensure that Photo to be uploaded is of required size and the face should be clearly visible.
• 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.
• Candidates should ensure that the signature uploaded is clearly visible and not smudged/ blurred.
• After registering online candidates are advised to take a printout of their system generated online application
forms.
• The signature left thumb impression, and the handwritten declaration should be of the applicant and not of 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/ Handwritten declaration in CAPITAL LETTERS shall NOT be accepted.
• Ensure that the photograph, signature, left thumb impression and handwritten declaration are uploaded at the
specified spaces only in the online application form.
•