People, Roles, and Access

Admissions uses real-world institutional designations rather than product-invented job titles. MedCES then assigns capability grants to those people at the appropriate entity.

Real-world role
  + capability grant
  + positioned entity and permitted descendants
  + assigned cycle, programme, or queue
  + current record state
  = effective access

For example, an Admission Nodal Officer may receive cycle-management and counselling capabilities at one medical college. A Head of Department may receive programme-review capability only for assigned postgraduate offerings. A Dean may receive admission-approval capability without receiving permission to rewrite verification evidence.

See Institutional Hierarchy and Access for the application-wide 3L3T and entity model.

Job titles and capability grants are separate

Institutions use different designations for similar work. One college may place admission coordination with the Registrar, another with a designated faculty nodal officer, and another with an admissions superintendent.

MedCES therefore keeps two concepts separate:

• Job title is the familiar institutional designation shown to users.
• Capability grant is the stable system permission defining what that person can do.

Common real-world role	Typical capability grants
Directorate/University/Trust Admissions Officer	Governance view, cycle oversight, governed activation/closure, consolidated reporting
Dean or Principal	Admission approval, high-risk exception approval, round/cycle closure
Registrar	Cycle administration, admission approval where formally authorised, university reporting
Admission Nodal Officer	Cycle configuration, work assignment, operational coordination, decision preparation
Counselling Coordinator or Admissions Superintendent	Seat matrix, counselling process, round, allotment, and reconciliation management
Admission Clerk or Reporting Desk Staff	Candidate search, reporting, receipt of documents, acknowledgement generation
Document Scrutiny Officer/Committee Member	Original-document verification, deficiency recording, document custody
Admission Scrutiny Committee Member	Eligibility review and recommendation
Head of Department or PG Coordinator	Programme- and speciality-specific review
Accounts Officer	Fee assessment, payment/receipt verification, refund and financial clearance
Medical Officer or Medical Board Member	Medical-fitness examination and clearance outcome
Legal/Bond Officer	Bond, surety, stamp, notarisation, sponsorship, and legal clearance
Student Section or University Registration Officer	Student creation, programme enrolment, university-registration submission
Internal Auditor or Inspection Cell Officer	Read-only evidence, control, and audit reporting
System Administrator	Technical configuration and integration support without business authority
Candidate	Access to their own submissions, payments, communications, and published outcomes

One person may hold several capability grants. Separation-of-duties rules can still prevent that person from preparing and approving the same high-risk action.

Governance roles

Directorate/University/Trust Admissions Officer

This role works at the governance tier over explicitly configured descendant institutions.

Typical access:

• view cycles and consolidated admission positions;
• monitor recognised intake, seat utilisation, deadlines, exceptions, and closure;
• define common templates or policies where governance owns them;
• approve governed activation, reopening, or closure where authorised;
• export consolidated compliance reports.

This role does not automatically verify candidate documents, clear fees, or approve individual admissions. Governance placement widens scope; it does not create operational capability.

Institution-level roles

Dean or Principal

The Dean or Principal is the typical final institutional authority, subject to the institution’s delegation order.

Typical access:

• review the complete decision summary;
• approve or reject admission;
• approve documented exceptions within delegated authority;
• approve post-joining cancellation or relieving;
• approve round and cycle closure or controlled reopening.

The Dean or Principal cannot silently rewrite the source evidence or provide specialist clearances on behalf of the responsible officer.

Registrar

The Registrar may coordinate the institutional process, approve admissions when formally delegated, and manage university-facing enrolment records.

Access is granted according to the institution’s actual delegation. The designation alone does not imply every Admissions capability.

Admission Nodal Officer

The Admission Nodal Officer coordinates one or more admission cycles.

Typical access:

• create and configure admission cycles;
• add cycle offerings and counselling processes;
• assign work queues and responsible officers;
• monitor reporting, verification, clearance, and decision queues;
• prepare cases for approval;
• coordinate movement, closure, and enrolment handoff;
• resolve ordinary operational exceptions.

The nodal officer cannot manufacture a specialist clearance, approve their own controlled override, or bypass the statutory cutoff.

Counselling Coordinator or Admissions Superintendent

This role maintains the institution’s seat and counselling records.

Typical access:

• define seat pools and import seat matrices;
• configure counselling processes and rounds;
• import and validate allotment batches;
• process revised and cancelled authority results;
• reconcile joined candidates and vacancies;
• prepare authority submissions.

This role cannot decide candidate eligibility or issue final admission approval unless separately granted.

Admission Clerk or Reporting Desk Staff

This is the candidate-facing operational role at the reporting desk.

Typical access:

• find accepted allotments;
• compare basic identity information;
• record reporting date, time, and location;
• update permitted contact information;
• capture a photograph and receive documents;
• issue reporting acknowledgements.

The clerk cannot validate documents, change rank or quota data, decide eligibility, or approve admission.

Document Scrutiny Officer or Committee Member

Typical access:

• compare originals with submitted copies;
• record document identifiers, dates, and issuing authorities;
• mark originals as seen, returned, or retained;
• raise and resolve document deficiencies;
• flag mismatches or suspected fraud;
• maintain document-custody records.

The officer cannot waive a mandatory document without the prescribed approval.

Admission Scrutiny Committee Member

Typical access:

• review age, qualifying education, examination, and cutoff conditions;
• review domicile, quota, reservation, NRI, minority, and in-service eligibility;
• review internship and professional-registration requirements;
• recommend eligible, conditional, or ineligible;
• request a senior decision or controlled override.

A committee member cannot edit source evidence or approve their own override.

Head of Department or PG Coordinator

This role is assigned to specific programme offerings.

Typical access:

• review candidates for assigned programmes;
• check feeder speciality and programme-specific requirements;
• review sponsorship or institutional requirements;
• record programme recommendation or clearance.

The role does not provide access to unrelated departments or general seat administration.

Accounts Officer

Typical access:

• apply the approved fee schedule;
• record and reconcile payments;
• issue or verify receipts;
• record authorised concessions;
• mark financial clearance;
• coordinate refunds and forfeiture.

Accounts cannot change allotment, quota, category, or eligibility data.

Medical Officer or Medical Board Member

Typical access:

• record the medical examination;
• record fit, deferred, specialist review, unfit, or board-review outcomes;
• record required health-document compliance;
• provide the medical-clearance outcome.

General admission staff see only the clearance outcome and operational instructions, not confidential clinical detail.

Legal/Bond Officer

Typical access:

• identify the applicable bond or sponsorship requirement;
• verify execution, surety, stamp, notarisation, and supporting records;
• raise legal deficiencies;
• record legal or bond clearance;
• maintain the admission-stage legal record.

Student Section or University Registration Officer

Typical access:

• receive approved and joined cases;
• match or create the student record;
• assign student number, batch, programme, and speciality;
• create the programme enrolment;
• submit and track university registration;
• resolve handoff exceptions.

This role cannot approve an unadmitted candidate or alter the historical admission decision.

Internal Auditor or Inspection Cell Officer

This is a read-only role unless another capability is separately granted.

Typical access:

• view intake, seat, admission, movement, and closure records;
• inspect verification findings and approval history;
• review source files and audit events;
• run and export authorised compliance reports.

Sensitive fields remain masked unless separately authorised.

System Administrator

The System Administrator manages technical configuration, integrations, role templates, and service health. Technical administration does not imply candidate-dossier access or admission authority.

External actors

Candidate

The candidate can access only their own case. Depending on configuration, they can complete pre-reporting information, upload documents, respond to deficiencies, make permitted payments, download acknowledgements and letters, accept an outcome, or submit a resignation request.

The candidate cannot change rank, category, quota, allotment, verification results, or internal notes.

Counselling authority

MCC, a state counselling authority, an INI, NBEMS, a university, or another competent authority supplies seat and allotment information. It is represented as an external authority record, not an ordinary MedCES user.

An integration account may submit authorised files and receive joined/vacancy data. It cannot browse candidate dossiers or approve admission.

Parent, guardian, sponsor, or employer

These parties may provide payment, bond, sponsorship, NOC, surety, or emergency-contact information. They do not automatically receive system access or the candidate’s complete record.

Default access by epic

Epic	Primary operator	Approval or lock	Supporting/read-only access
Admissions Dashboard	Admission Nodal Officer	-	Governance officer, Dean/Principal, Internal Auditor
Admission Cycles and Rules	Admission Nodal Officer	Dean/Principal or authorised Registrar	Counselling Coordinator, Internal Auditor
Seat Matrix Management	Counselling Coordinator	Admission Nodal Officer or Dean/Principal	Governance officer, reporting staff, Internal Auditor
Counselling Round Management	Counselling Coordinator	Admission Nodal Officer or Dean/Principal	Reporting staff, scrutiny staff, Internal Auditor
Allotment Intake	Counselling Coordinator	Admission Nodal Officer	Reporting staff, scrutiny committee, Internal Auditor
Candidate Reporting Desk	Admission Clerk	Admission Nodal Officer for exceptions	Scrutiny staff, Counselling Coordinator, Internal Auditor
Candidate Admission Case	Each role updates its assigned section	Dean/Principal decides	Field-filtered by role
Verification Workbench	Document and Admission Scrutiny Officers	Dean/Principal for overrides	Nodal officer, HOD/PG Coordinator, Internal Auditor
Admission Clearances	Accounts, Medical, Legal/Bond, and HOD roles	Responsible specialist/board	Nodal officer and Dean/Principal see outcomes
Admission Decision and Joining	Admission Nodal Officer prepares	Dean/Principal or delegated Registrar	Counselling Coordinator, reporting staff, Internal Auditor
Admission Movement and Exit	Admission Nodal Officer coordinates	Dean/Principal	Counselling, Accounts, Student Section
Vacancy and Round Reconciliation	Counselling Coordinator	Admission Nodal Officer or Dean/Principal	Governance officer, Internal Auditor
Student Enrolment Handoff	Student Section/Registration Officer	Admission Nodal Officer initiates	HOD/PG Coordinator, approver, Internal Auditor
Reports and Compliance	Authorised officers and Internal Auditor	Export capability may be separate	Each office sees its permitted area
Candidate Portal	Candidate submits	Institution publishes decisions	Support access is restricted and audited

Hierarchical scope example

DMER Maharashtra
└── Government Medical College Nagpur
    ├── Admission Office
    ├── Department of General Medicine
    └── Department of General Surgery

• A Directorate admissions officer with governance-view capability can monitor configured descendant colleges.
• The Admission Nodal Officer positioned at Government Medical College Nagpur cannot see a sibling college.
• The Head of General Medicine sees assigned MD General Medicine cases, not General Surgery cases.
• An Accounts Officer positioned at the college can clear finance across authorised programmes but cannot edit eligibility.
• A candidate sees only their own case regardless of the entity hierarchy.

Separation of duties

• An allotment importer should not approve the same batch.
• A document scrutiny officer cannot approve a waiver for their own deficiency finding.
• An eligibility reviewer cannot approve their own override.
• Accounts, Medical, and Legal/Bond officers cannot issue final admission approval through their specialist role.
• The Dean/Principal cannot rewrite evidence under review.
• Post-joining cancellation requires stronger approval than ordinary non-reporting.
• Reopening a locked round or cycle requires recorded authority and a new audit event.
• Every export, override, rejection, cancellation, and reopening is logged.