Admission Clearances
Epic summary
The Admission Clearances epic coordinates the specialist decisions required before final admission. It presents one overall readiness view while preserving independent ownership of each clearance.
The Admission Nodal Officer can monitor all clearance outcomes but cannot complete a specialist’s work on their behalf.
Actors and access
| Clearance | Responsible actor |
|---|---|
| Financial | Accounts Officer |
| Medical fitness | Medical Officer or authorised medical board |
| Bond and legal | Legal/Bond Officer |
| Programme | Head of Department or PG Coordinator |
| Original-document custody | Document Scrutiny Officer or designated custodian |
| Overall readiness | Admission Nodal Officer monitors; Authorised Dean/Principal relies on the outcomes |
Candidates see only the published status and actions required from them. Internal medical, legal, or financial notes remain restricted.
Screen structure and data captured
The workspace presents four independent clearance panels. Each specialist sees the evidence needed for their decision; the Admission Nodal Officer and final approver see the outcome and blocking reason without receiving unrestricted access to confidential detail.
Financial-clearance fields
| Field | Entry type | Meaning |
|---|---|---|
| Applicable fee structure | System selected | Cycle, programme, quota, category, and effective fee version |
| Charge summary | System shown | Admission, tuition, deposit, hostel, and other approved components |
| Concession/scholarship | Entered/selected | Scheme, approval reference, amount, and approving authority |
| Payments | Imported/entered | Transaction/receipt number, date, mode, amount, payer, and reconciliation state |
| Amount due | System calculated | Charges less approved concessions and reconciled payments |
| Financial outcome | Selected | Cleared, conditionally cleared, partial payment permitted, or not cleared |
| Condition/due date | Entered | Required for conditional clearance |
| Accounts remarks | Entered | Mandatory for adverse or exceptional outcomes |
Medical-clearance fields
| Field | Entry type | Meaning |
|---|---|---|
| Examination date and location | Entered | Medical examination event |
| Examining officer/board | Selected | Authorised Medical Officer or board |
| Required health documents | Selected | Received and compliant status only |
| Fitness outcome | Selected | Fit, deferred, specialist review, board review, unfit, or exempt where lawful |
| Restriction/accommodation instruction | Entered | Minimum operational information required by Admissions |
| Review due date | Entered | Required for deferred or review outcomes |
| Confidential record reference | Generated | Link accessible only to authorised medical roles |
Programme-clearance fields
| Field | Entry type | Meaning |
|---|---|---|
| Programme offering | Inherited | Assigned programme/speciality |
| Feeder qualification/speciality | Verified/selected | Applicable qualification or speciality requirement |
| Registration/internship requirement | Verified | Relevant council registration and completion details |
| Sponsorship/NOC | Verified | Sponsor, order, validity, and conditions where applicable |
| Department recommendation | Selected | Cleared, conditional, not cleared, or senior review |
| HOD/PG Coordinator remarks | Entered | Mandatory for conditional/adverse outcomes |
Bond/legal-clearance fields
| Field | Entry type | Meaning |
|---|---|---|
| Applicable bond template/version | System selected | Determined by seat, programme, category, and cycle rules |
| Bond type and amount/service term | Inherited/confirmed | Financial, service, rural, or another configured obligation |
| Execution details | Entered | Execution date/place, stamp details, notarisation, and registration where required |
| Surety details | Entered | Name, identity, relationship, address, and supporting evidence |
| Sponsorship/legal instrument | Entered/uploaded | Instrument number, issuing body, validity, and document |
| Legal outcome | Selected | Cleared, conditionally cleared, deficient, or not applicable |
| Deficiency/condition | Entered | Required when not fully cleared |
Every clearance stores the responsible officer, entity scope, decision time, supporting evidence, configuration version, and any later reversal.
Use case 1: Complete financial clearance
As an Accounts Officer
I want to record the candidate’s approved fees and payments
So that the admission decision uses an accurate financial status.
Acceptance criteria
- The applicable approved fee schedule is selected from the programme, seat pool, category, and session.
- The officer records payment references and produces receipts.
- Partial payment, approved concession, sponsorship, and authorised deferment are distinguishable.
- Financial clearance records Cleared, Conditionally Cleared, or Not Cleared.
- The admission case receives only the clearance outcome and necessary outstanding amount.
- Changes after clearance create a new version and require a reason.
Negative cases and alternate flows
- No approved fee schedule: Prevent clearance and escalate configuration.
- Duplicate payment: Flag the reference for reconciliation.
- Payment reversed: Reopen financial clearance and notify the Admission Nodal Officer.
- Unauthorised concession: Do not permit the officer to invent or exceed a concession authority.
Use case 2: Complete medical-fitness clearance
As a Medical Officer
I want to record the medical-fitness outcome
So that the admission office receives the authorised decision without unnecessary clinical disclosure.
Acceptance criteria
- The officer confirms candidate identity and examination completion.
- The outcome is Fit, Temporarily Deferred, Specialist Review, Medical Board Review, or the configured equivalent.
- Detailed clinical notes remain restricted to authorised medical roles.
- The admission team sees the outcome, date, issuing officer or board, and permitted next action.
- A deferred case has a review owner and deadline.
Negative cases and alternate flows
- Candidate absent: Record the missed examination and create a follow-up task.
- Board required: Prevent ordinary clearance until the board decision is recorded.
- Confidential information requested by admission staff: Provide the clearance outcome only.
Use case 3: Verify bond and legal requirements
As a Legal/Bond Officer
I want to verify the applicable bond and legal instruments
So that admission does not proceed with an incomplete obligation.
Acceptance criteria
- The case shows the bond rule applicable to the programme and seat pool.
- The officer records bond type, amount or service period, execution date, surety, and instrument details.
- Uploaded instruments and originals-seen status are retained.
- Legal deficiencies identify the exact correction required.
- Clearance records Cleared, Conditional, or Not Cleared.
- The executed record is available for handoff to the relevant compliance module.
Negative cases and alternate flows
- No bond applies: Mark Not Applicable with the rule basis.
- Incorrect stamp or surety: Raise a deficiency without marking the entire case rejected.
- Rule changes after execution: Preserve the executed version and require legal review of the effect.
Use case 4: Review overall clearance readiness
As an Admission Nodal Officer
I want to see all mandatory clearance outcomes together
So that I can prepare the case for decision.
Acceptance criteria
- The readiness panel shows every required clearance, responsible role, state, last update, and blocker.
- The Admission Nodal Officer can remind or reassign work but cannot alter the specialist outcome.
- Conditional clearances show their conditions prominently.
- The case can be sent to decision only when the configured mandatory conditions are satisfied.
- The panel records when readiness was last recalculated.
Negative cases and alternate flows
- Clearance requirement added later: Identify already processed candidates who need review.
- Clearance revoked: Remove readiness and notify the decision owner.
- Role unavailable: Escalate assignment; do not permit an unauthorised substitute.
Success outcome
The final approver receives a trustworthy readiness summary built from independent, role-owned specialist decisions.