Admission Movement and Exit
Epic summary
The Admission Movement and Exit epic manages every material change after allotment or admission. It coordinates the candidate case, seat position, original documents, finance, university status, and authority reporting.
Movement creates history. It never deletes the earlier allotment, approval, or joining record.
Actors and access
| Actor | Access |
|---|---|
| Admission Nodal Officer | Initiates and coordinates movement |
| Counselling Coordinator | Confirms round and vacancy consequences |
| Authorised Dean/Principal | Approves relieving, post-joining cancellation, and controlled exits |
| Document Custodian | Returns originals and records acknowledgement |
| Accounts Officer | Calculates refund or forfeiture |
| Student Section Officer | Stops or updates enrolment handoff |
| Candidate | Submits permitted requests and receives the published outcome |
| Internal Auditor | Read-only movement and approval history |
Screen structure and data captured
The workspace records the event that changes or ends an admitted candidate’s relationship with the allotted seat. It contains Movement Request, Authority Evidence, Impact Review, Approvals, and Completion Checklist.
Movement-event fields
| Field | Entry type | Required | Meaning and validation |
|---|---|---|---|
| Event type | Selected | Yes | Upgrade, resignation, withdrawal, cancellation, non-joining, or relieving |
| Candidate and case | Selected/inherited | Yes | Current active admission case |
| Current allotment/admission | Inherited | Yes | Authority, round, programme, seat pool, admission, and joining state |
| New allotment | Selected/imported | Conditional | Required for upgrade; must reference an accepted source result |
| Request/source date | Entered/imported | Yes | Candidate request or authority publication time |
| Effective date/time | Entered/approved | Yes | Drives vacancy, refund, document, and enrolment consequences |
| Reason code and explanation | Selected/entered | Yes | Authority/candidate/institution reason with supporting detail |
| Source authority/reference | Entered/uploaded | Conditional | Revised allotment, cancellation order, resignation request, or other evidence |
| Candidate consent/declaration | Captured/uploaded | Conditional | Required for candidate-initiated resignation/withdrawal |
| Approval authority | Selected | Conditional | Required for cancellation, post-joining exit, or controlled exception |
Impact and completion fields
| Area | Fields |
|---|---|
| Seat | Vacancy effective round, seat pool, returned-seat status, and authority-reporting status |
| Finance | Refund rule/version, paid amount, refundable amount, deductions/forfeiture, approval, and payment status |
| Documents | Originals held, return eligibility, returned items, date/time, recipient, and acknowledgement |
| Hostel/services | Clearance required, request state, dues, and completion |
| University/enrolment | Registration/enrolment impact, cancellation request, acknowledgement, and reversal status |
| Communication | Candidate notice, department notice, authority submission, delivery state, and reference |
| Completion | Checklist owner, due date, completed time, unresolved item, and final movement status |
The system preserves the earlier allotment, decision, and joining history. A movement event never rewrites them.
Use case 1: Process an upgrade
As an Admission Nodal Officer
I want to process a candidate’s upgraded allotment
So that the earlier seat is released correctly and the new allotment becomes actionable.
Acceptance criteria
- The upgrade is supported by an accepted revised allotment.
- The system identifies the previous admission and new programme or institution.
- The earlier seat is not released before the governing upgrade condition is satisfied.
- Relieving, original-document transfer or return, finance adjustment, and authority reporting tasks are created.
- The earlier case state remains visible as Upgraded Out or the configured equivalent.
- The new allotment becomes current only after the upgrade is approved or confirmed according to the process.
Negative cases and alternate flows
- Unverified upgrade notice: Keep the new record staged and do not release the existing seat.
- Upgrade within the same institution: Preserve both seat movements while avoiding duplicate person and payment records.
- Candidate refuses upgrade where permitted: Record the choice according to the authority’s rule and retain the earlier seat only when lawful.
Use case 2: Process resignation or withdrawal
As a Candidate or Admission Nodal Officer
I want to submit and process a resignation or withdrawal
So that the candidate’s exit and institutional obligations are recorded correctly.
Acceptance criteria
- The request records the candidate, admission, requested date, reason, and submission channel.
- The system evaluates the applicable resignation window and consequence.
- Required approvals are routed according to whether the candidate reported, was approved, joined, or enrolled.
- The candidate receives the accepted outcome, effective date, and applicable refund/forfeiture statement.
- The seat consequence is sent to reconciliation.
- The request and outcome remain available in the case history.
Negative cases and alternate flows
- Resignation not permitted in the current round: Explain the rule and route the case for authorised review if applicable.
- Candidate changes their mind: Allow withdrawal of the resignation request only before it becomes effective and where rules permit.
- Disputed submission time: Preserve channel evidence and require senior review.
Use case 3: Cancel admission
As an Authorised Dean/Principal
I want to cancel an admission for a documented reason
So that an invalid or withdrawn admission does not remain active.
Acceptance criteria
- Cancellation identifies whether the cause is source cancellation, ineligibility, fraud, non-payment, non-joining, competent-authority order, or another configured reason.
- Post-joining cancellation uses stronger approval than ordinary non-reporting.
- The candidate is notified through the approved process.
- Seat, finance, documents, enrolment, and authority-reporting consequences are created as linked tasks.
- The original approval and joining records remain immutable.
- The cancellation records its effective date and approving authority.
Negative cases and alternate flows
- Pending appeal or stay: Record the restriction and prevent irreversible downstream action until authorised.
- Cancellation requested after enrolment: Include the Student Section Officer and preserve both admission and student status histories.
- Insufficient reason: Return the request; do not allow a generic cancellation without evidence.
Use case 4: Relieve the candidate and return originals
As an Admission Nodal Officer or designated document custodian
I want to complete relieving formalities
So that the candidate and institution share a clear record of what was returned and when.
Acceptance criteria
- Relieving is linked to an approved movement or exit.
- The system lists originals and institutional items in custody.
- Each returned item records recipient, date, and acknowledgement.
- Outstanding legal, financial, or property obligations are shown without allowing an unauthorised hold.
- The relieving letter is versioned and stored.
- Completion updates the movement without deleting the former admission.
Negative cases and alternate flows
- Original missing: Escalate immediately and record the custody discrepancy.
- Authorised representative collects: Record identity and authority documents according to policy.
- Partial return: Keep the task open and list outstanding items.
Success outcome
Every upgrade or exit produces a consistent candidate, seat, document, finance, and enrolment result with a complete history.