Candidate Reporting Desk
Epic summary
The Candidate Reporting Desk is the front-office workspace used when an allotted candidate presents themselves to the institution. It is designed for rapid, accurate processing during a busy reporting window.
Reporting confirms that the candidate appeared against an actionable allotment. It does not mean the candidate has been verified, admitted, or joined.
Actors and access
| Actor | Access |
|---|---|
| Admission Clerk | Performs candidate check-in and document receipt |
| Admission Nodal Officer | Supervises reporting and resolves authorised exceptions |
| Document Scrutiny Officer | Sees reported candidates and received documents |
| Counselling Coordinator | Sees reporting outcomes for the round |
| Authorised Dean/Principal | Reviews disputed or exceptional reporting |
| Candidate | May complete pre-reporting information and receive acknowledgement |
| Internal Auditor | Read-only reporting history |
Screen structure and data captured
The reporting workspace is designed for rapid candidate-facing use. It contains Candidate Search, Allotment Summary, Identity Check, Reporting Event, Document Receipt, and Acknowledgement.
Candidate search and context
| Field | Entry type | Meaning |
|---|---|---|
| Cycle/process/round | Selected or inherited | Restricts search to the active reporting context |
| Candidate search | Entered/scanned | Allotment number, application number, examination roll number, registered mobile, or QR/reference code |
| Actionable allotment | System shown | Authority, round, programme, quota, category, rank, reporting window, and current status |
Reporting-event fields
| Field | Entry type | Required | Meaning and validation |
|---|---|---|---|
| Identity document type | Selected | Yes | Approved identity-document type |
| Identity document number | Entered/masked | Yes | Checked against the permitted source; stored with masking controls |
| Name and date of birth match | Selected | Yes | Match, minor variation, or mismatch requiring review |
| Candidate photograph | Captured/uploaded | Conditional | Taken at reporting when required |
| Reporting date/time | System captured | Yes | Server timestamp; authorised correction requires a reason |
| Reporting location/counter | System defaulted/selected | Yes | Institution and reporting desk |
| Reporting mode | Selected | Yes | In person or another authority-permitted mode |
| Contact details | Confirmed/updated | Yes | Mobile, email, and address fields the clerk is permitted to update |
| Accompanying person | Entered | No | Name and relationship where institution policy records it |
| Reporting outcome | Selected | Yes | Reported, identity review required, late/disputed, or not accepted |
| Clerk remarks | Entered | No | Operational note; cannot change source allotment data |
Document-receipt fields
| Field | Entry type | Meaning |
|---|---|---|
| Checklist item | Inherited | Required documents for the case |
| Copy received | Selected | Yes/no and page count |
| Original presented | Selected | Seen, not seen, retained, or not applicable; not a validity decision |
| Physical custody reference | Entered/generated | Envelope/file number, custodian, and storage location where retained |
| Scan | Uploaded | Received copy linked to the checklist item |
| Receipt remarks | Entered | Visible operational discrepancy for scrutiny |
The acknowledgement number, reporting timestamp, received-item list, QR/reference code, and issuing clerk are generated by the system.
Use case 1: Find the allotted candidate
As an Admission Clerk
I want to find the candidate’s actionable allotment quickly
So that I check them into the correct admission process.
Acceptance criteria
- The operator can search by allotment number, examination roll number, application number, name, or permitted identity field.
- Results show the institution, programme, counselling process, round, seat pool, and reporting deadline.
- Cancelled, superseded, or non-actionable allotments are clearly marked and cannot be checked in as current.
- The system warns when more than one possible person match is found.
- The operator cannot open candidate records outside their assigned entity and cycle scope.
Negative cases and alternate flows
- Candidate not found: Allow the operator to raise an allotment-search exception; do not create an unsourced admission case.
- Wrong institution: Show the allotted institution and prevent reporting at the current institution.
- Revised result pending: Display the staged-revision warning and direct the case to the Counselling Coordinator.
- Already reported: Open the existing reporting event rather than creating a duplicate.
Use case 2: Confirm identity and record reporting
As an Admission Clerk
I want to confirm that the reporting person is the allotted candidate
So that the institution does not process another person against the seat.
Acceptance criteria
- The operator compares the candidate with the allotment and approved identity evidence.
- The reporting date and time are captured using the institution’s timezone.
- A current photograph may be captured where configured.
- Permitted contact and guardian information can be added or corrected without altering source allotment fields.
- The reporting event records the operator and workstation or desk.
- The system identifies whether reporting occurred within the authority’s reporting window.
Negative cases and alternate flows
- Identity mismatch: Stop reporting and refer the case for senior review.
- Reporting after deadline: Do not mark the candidate timely; require an authorised source extension or record non-reporting.
- Representative arrives without candidate: Follow the configured authority rule; do not assume a representative can complete physical reporting.
- System unavailable: Permit use of a controlled offline acknowledgement process that must later be reconciled, if the institution has approved one.
Use case 3: Receive documents
As an Admission Clerk
I want to record the documents presented by the candidate
So that the verification team receives a complete and traceable file.
Acceptance criteria
- The desk shows the checklist applicable to the candidate’s programme, quota, category, and status.
- The operator records whether each item was presented as an original, copy, or digital submission.
- Scans are linked to the correct checklist item.
- The operator can mark an item Missing or Apparently Incomplete without deciding its validity.
- Original documents taken into custody receive a custody entry.
- The candidate receives a receipt for originals retained by the institution.
Negative cases and alternate flows
- Unexpected document: Allow it to be recorded as additional evidence without treating it as a required item.
- Poor scan: Mark the digital copy for re-scan while preserving the receipt event.
- Original already held elsewhere: Record the candidate’s statement and route the case to verification; do not mark Original Seen.
Use case 4: Issue reporting acknowledgement
As an Admission Clerk
I want to issue a reporting acknowledgement
So that the candidate and institution share the same reporting record.
Acceptance criteria
- The acknowledgement contains the candidate, programme, allotment, round, reporting time, and documents received.
- It clearly states that reporting is not final admission.
- It lists apparent missing items and the next step.
- It receives a unique acknowledgement number.
- The document is saved to the admission case and can be reissued without creating a new reporting event.
Negative cases and alternate flows
- Printer unavailable: Provide an authorised digital copy.
- Acknowledgement corrected: Create a revised version and retain the earlier version.
- Candidate refuses acknowledgement: Record the refusal with the operator and witness where required.
Success outcome
The institution has a timely, identity-linked reporting record and an accountable inventory of the evidence received from the candidate.