How to Respond to a NAAC DVV Clarification — Step by Step
· By Edhitch Research Team
To respond to a NAAC DVV clarification, write an HEI Response against each DVV finding — stating which document proves the claimed value — using the NAAC-prescribed template without altering its format. Upload documents under 5MB on the NAAC portal; host larger documents on your own institution website and place the link in the HEI clarification box. All clarifications must be answered within the stipulated time, and submitted data cannot be changed.
What a DVV clarification request is
After an institution submits its Self-Study Report (SSR), NAAC's Data Validation and Verification (DVV) partner scrutinises every Quantitative Metric. Where the submitted evidence does not clearly support the claimed value, the DVV partner raises a clarification request.
The request arrives as a list of findings — one or more per affected metric — covering both the extended profile and the metric-level data. For each finding, the institution must provide a response. This is the stage where many institutions lose marks they did not need to lose: not because their data was wrong, but because their response was weak, late, or incorrectly formatted.
The principle to internalise: DVV does not verify truth — it verifies evidence. Your response is judged on whether the document you point to actually proves the number you claimed.
The HEI Response format
DVV clarifications follow a consistent paired structure. Each finding is presented metric by metric, with two columns:
| Findings of DVV | Response of HEI |
|---|---|
| What the DVV partner asks for — the specific document, sample, or correction needed for that metric. | A concise statement of what the institution is providing, confirming it supports the claimed value, followed by the attached document or web link. |
A strong HEI Response does three things in a few lines: it directly answers what was asked (not a general restatement), it names the specific evidence being supplied, and it confirms that evidence supports the exact claimed value for the assessment period. Vague responses such as "documents uploaded" without specifying what, or which metric value they prove, are a common reason clarifications fail.
The institution must use the NAAC-prescribed template and must not alter its format. Documents must be clearly readable, and supporting documents should be signed by the competent authority. Regional-language documents must be translated to English, with the original attached alongside the translation.
The 5-step response process
Read every finding, metric by metric
Go through the clarification request in full before responding to anything. For each finding, identify exactly what the DVV partner is asking for — a missing document, a sample, a corrected figure, or a working link. Misreading the ask is the root cause of most rejected responses.
Locate the specific supporting evidence
For each metric, find the document or web link that proves the claimed value for the assessment period. The evidence must match the number claimed and the years covered. If the DVV partner suggested a revised value, decide whether you have evidence to defend the original — or whether to accept the revision.
Write the HEI Response against each finding
For every DVV finding, write a concise HEI Response: state what is being provided, and confirm it supports the claim. Keep it specific and metric-anchored. Use the NAAC template format exactly — do not modify the structure in which data is sought.
Attach or link the evidence correctly
Upload supporting documents under 5MB directly on the NAAC portal. For documents larger than 5MB, host them on your institution's own website and place the link in the HEI clarification box. Links must point to the specific supporting page — not a general homepage.
Verify everything, then submit before the deadline
Before submitting, confirm every link opens and lands on the correct page, every document is readable and signed, and every finding has been addressed. Submit the complete clarification response within the stipulated time. Once submitted, no further changes are permitted.
Document & link rules (5MB, hosting)
NAAC's SOP for DVV is specific about how documents and links must be handled. Getting these mechanics wrong invalidates otherwise-good evidence:
- 5MB limit per metric. The NAAC HEI portal supports a maximum of 5MB per metric. It cannot be extended.
- Host overflow on your own website. Documents larger than 5MB must be hosted on the institution's own website, with the link placed in the template and/or the HEI clarification box.
- No third-party hosting. Documents provided via Google Drive, Microsoft OneDrive, Amazon Cloud, or any third-party website will not be considered for data validation and verification.
- Enabling a hyperlink: when placing a link in running text, press the Enter key, paste the link, then press Enter again to make it clickable.
- Specific links only. A link must lead to the page that supports that metric, not to a general landing or home page. If a link does not work during DVV, NAAC takes the final call.
- Readability and signatures. Documents must be clearly readable; supporting documents should be signed by the competent authority.
Facing a DVV clarification window now? Edhitch's NAAC Readiness Diagnostic includes a full DVV risk audit across all quantitative metrics — checking evidence quality, cross-framework consistency, and link integrity. See our DVV process & rejection-reasons guide, or the full NAAC Accreditation Guide.
Mistakes that cost marks
The most common DVV response failures are not data fraud — they are documentation hygiene. Each of these is avoidable:
Vague responses
"Documents uploaded" or "view" without stating what document and which metric value it proves. The HEI Response must be specific.
Broken or generic links
A link to the homepage instead of the specific evidence page, or a link that does not open. If a link fails during DVV, NAAC decides the outcome.
Third-party hosted documents
Evidence on Google Drive, OneDrive, or Amazon Cloud is simply not considered. Documents must be on the NAAC portal or the institution's own website.
Altered template format
Modifying the NAAC-prescribed template — even slightly — can render the response unreadable for the claim. Use the format exactly as provided.
Evidence that does not match the claim
A document that exists but does not support the specific number or the assessment-period years. The evidence must reconcile precisely with the claim.
Late or partial response
Missing the stipulated deadline, or leaving some findings unanswered. Every finding must be addressed within the time given.
The deadline and what happens if you miss it
Responding to all DVV clarifications — for both the extended profile and the metrics — within the stipulated time is mandatory.
If an institution does not respond within the given time, two things follow. First, the DVV partner's revised value stands for the unanswered metric, and unresolved objections reduce the criterion score. Second, NAAC's guidance indicates that failure to respond within the stipulated time can lead to the institution being disqualified from the accreditation process.
Two further points from NAAC's guidance: once data and links are submitted, changes and additions are not permitted — any change to documents is tracked and viewed seriously as misappropriation of data. And institutions should not attempt to send additional information by email or other channels after submission; such submissions are not accepted.
The practical lesson: a DVV clarification is won by preparation, not by speed under pressure. Institutions that built an evidence-first SSR — where every quantitative claim was documented before it was entered — respond to DVV calmly. Institutions that treated DVV as an afterthought scramble.
Want to never face a difficult DVV clarification again? The fix is year-round, criterion-wise evidence capture. Edhitch's NAAC SSR & AQAR automation software maintains a metric-linked evidence repository so every claim is backed before submission.
Frequently asked questions
What is a DVV clarification in NAAC?
A DVV clarification is a request raised by NAAC's Data Validation and Verification partner when the evidence submitted for a quantitative metric does not clearly support the claimed value. The institution receives a list of findings and must respond to each within a stipulated time, either by providing additional evidence or accepting a revised value.
How do I respond to a NAAC DVV clarification?
For each clarification, provide an HEI Response against the DVV finding. State what document or link proves the claim, use the NAAC-prescribed template without alteration, upload documents under 5MB on the portal, and host larger documents on your own website with the link in the HEI clarification box. Answer all clarifications within the stipulated time.
Where do I put document links in a DVV clarification?
In the HEI clarification box. Supporting documents must be hosted on the institution's own website — NAAC does not accept Google Drive, OneDrive, Amazon Cloud, or other third-party hosting. To enable a clickable hyperlink in running text, press Enter, paste the link, then press Enter again. Links must point to the specific evidence page.
Can I change my SSR data during the DVV clarification stage?
No. Once data and links are submitted, changes and additions are not permitted, and any change to documents is tracked and treated seriously as misappropriation of data. You can only provide explanatory responses and additional supporting evidence for the original claim, or accept the revised value suggested by the DVV partner.
What happens if I miss the DVV clarification deadline?
Responding within the stipulated time is mandatory. If you miss it, the DVV partner's revised value stands and unresolved objections reduce criterion scores. NAAC's guidance also indicates that failure to respond within the stipulated time can lead to the institution being disqualified from the accreditation process.
What is the HEI Response format in a DVV clarification?
DVV clarifications are presented metric by metric in a paired structure: Findings of DVV on one side, Response of HEI on the other. For each finding, write a concise HEI Response stating what document is being provided and confirming it supports the claimed value, then attach or link the evidence. Use the NAAC-prescribed template without altering its format.
Official sources
Procedural details are summarised from NAAC's Standard Operating Procedure (SOP) for Data Validation and Verification. For exact requirements, refer to the SOP applicable to your institution type on naac.gov.in. Last reviewed: May 18, 2026.