Candidate Portal
Epic summary
The Candidate Portal reduces reporting-day data entry and gives candidates a clear view of what the institution requires from them.
The portal does not allow candidates to alter authority-controlled information. Rank, category, quota, programme, and allotment remain read-only and are corrected only through the authorised institutional or counselling process.
The institution must still be able to complete admission when a candidate cannot use the portal.
Actors and access
| Actor | Access |
|---|---|
| Candidate | Own admission case submissions and published outcomes only |
| Admission Clerk | Supports pre-reporting and confirms submitted information |
| Document Scrutiny Officer | Reviews candidate uploads and responses |
| Accounts Officer | Sees candidate payments and permitted finance actions |
| Admission Nodal Officer | Publishes forms, deadlines, instructions, and communications |
| System Administrator | Supports technical access without making business decisions |
Screen structure and data captured
The portal contains Case Summary, Personal Information, Reporting Instructions, Documents, Deficiencies, Payments, Declarations, and Letters and Outcomes. The candidate can change only fields explicitly opened for candidate submission.
Candidate-entered fields
| Section | Fields |
|---|---|
| Contact | Mobile, email, current address, permanent address, emergency contact, and communication preference |
| Personal details | Permitted corrections or confirmations to name, date of birth, gender, nationality, and identity references; source-controlled fields require institutional review |
| Education | Qualifying examination, institution/university, year, marks/grade, internship, registration, and other programme-specific details |
| Category/eligibility declarations | Domicile, category, disability, minority, NRI, in-service, sponsorship, and other applicable declarations |
| Reporting | Intended reporting date/time where appointment selection is enabled and acknowledgement of instructions |
| Documents | Checklist item, file, document number, issue/expiry dates, issuing authority, and candidate declaration |
| Deficiency response | Response text, replacement/additional file, declaration, and submission time |
| Payment | Charge reference, payment option, payer details where required, transaction initiation, and receipt |
| Acceptance/exit | Seat-acceptance declaration, conditions acknowledged, resignation/withdrawal request, reason, and supporting file |
Read-only information shown
| Section | Information |
|---|---|
| Allotment | Authority, process, round, programme, institution, quota, category, and reporting deadline |
| Case progress | Reporting, document, deficiency, payment, decision, joining, and enrolment states published to the candidate |
| Instructions | Reporting location, document checklist, fee instructions, medical/bond instructions, and deadlines |
| Outcomes | Acknowledgements, receipts, deficiency notices, admission decision, joining letter, movement outcome, and institutional communication |
Internal notes, committee deliberations, fraud indicators, other candidates, and unpublished decisions are never exposed through the portal.
Use case 1: Access the correct admission case
As a Candidate
I want to securely access my allotted admission case
So that I can prepare before reporting.
Acceptance criteria
- The candidate verifies their identity using the configured secure process.
- The portal shows only that candidate’s actionable and historical admission information.
- Authority-controlled fields are read-only.
- The candidate can review institution, programme, authority, round, seat pool, and reporting deadline.
- Access and significant actions are audited.
Negative cases and alternate flows
- Allotment not yet accepted: Explain that the institution has not opened the case; do not reveal staged information.
- Identity verification fails: Provide a controlled support route without exposing case data.
- Candidate has more than one history: Show each clearly and identify the currently actionable case.
Use case 2: Complete pre-reporting information
As a Candidate
I want to provide contact, guardian, and permitted profile information
So that the reporting desk does not need to re-enter it.
Acceptance criteria
- The form distinguishes editable candidate information from read-only allotment data.
- Required fields are clearly marked.
- The candidate can save and return before submission.
- Submission records the candidate, time, and accepted declaration.
- Reporting staff review submitted information before treating it as institutionally confirmed.
Negative cases and alternate flows
- Conflicting source identity: Ask the candidate to upload supporting evidence; do not overwrite the allotment.
- Incomplete form: Allow saving but prevent final submission.
- Portal unavailable: Permit the reporting desk to collect the same information in person.
Use case 3: Upload documents and respond to deficiencies
As a Candidate
I want to upload required evidence and respond to deficiencies
So that verification can proceed before or after reporting.
Acceptance criteria
- The portal shows the candidate-specific checklist and permitted file requirements.
- Each upload is linked to one checklist item.
- The portal states that upload does not equal verification or original-document confirmation.
- Published deficiencies explain the issue, acceptable response, and due date.
- A response creates a new version and retains earlier submissions.
- The candidate can see whether the response is Submitted, Under Review, Resolved, or Rejected.
Negative cases and alternate flows
- Unsupported or unsafe file: Reject the upload with a clear message.
- Due date passed: Prevent ordinary resubmission or route it through the configured exception process.
- Wrong document uploaded: Allow replacement while retaining the earlier submission history.
Use case 4: Make a permitted payment
As a Candidate
I want to pay an admission charge through an approved channel
So that my financial clearance can be processed.
Acceptance criteria
- The portal shows the approved amount, purpose, due date, and refund nature.
- Payment is processed through the configured finance integration.
- The candidate receives a receipt or pending-payment acknowledgement.
- The Accounts Officer receives the transaction for reconciliation.
- Failed, pending, successful, reversed, and refunded transactions are distinguishable.
Negative cases and alternate flows
- Duplicate payment attempt: Warn the candidate when an equivalent transaction is already pending or successful.
- Payment succeeds but callback fails: Reconcile with the payment provider before requesting another payment.
- Offline payment: Allow the candidate to submit the permitted reference for finance verification.
Use case 5: View and respond to published outcomes
As a Candidate
I want to receive my reporting, admission, joining, movement, and refund documents
So that I understand my current position and required next action.
Acceptance criteria
- The portal shows only approved external-facing statuses and messages.
- The candidate can download acknowledgements, receipts, deficiency notices, admission letters, joining records, and relieving documents made available to them.
- A permitted resignation or acceptance action records a clear declaration and submission time.
- Internal notes, evaluator comments, and restricted evidence are not exposed.
- Superseded letters remain identifiable as superseded.
Negative cases and alternate flows
- Decision not yet published: Show Under Review without exposing internal recommendations.
- Candidate disputes an outcome: Provide the configured review or contact route.
- Account access removed after closure: Preserve the institution’s records and provide the approved archival access process.
Success outcome
The candidate can prepare, respond, pay, and understand their own admission case without receiving access to institutional decisions, other candidates, or authority-controlled data.