Counselling Round Management
Epic summary
The Counselling Round Management epic represents every stage conducted by an external counselling authority. Each round belongs to one counselling process and carries its own dates, seat matrix, allotment results, reporting window, and closure.
MCC Round 2 and State Round 2 are separate rounds. MedCES does not assume that rounds with the same number share dates or rules.
Actors and access
| Actor | Access |
|---|---|
| Counselling Coordinator | Creates and maintains rounds and source dates |
| Admission Nodal Officer | Reviews, opens, and coordinates operational use |
| Authorised Dean/Principal | Approves closure or controlled reopening |
| Admission Clerk | Sees active reporting windows |
| Verification and clearance officers | See deadlines relevant to assigned cases |
| Internal Auditor | Read-only round history and source evidence |
Screen structure and data captured
The workspace separates Counselling Process Details from the Round Schedule. A process is always created inside a selected admission cycle; a round is always created inside a selected process.
Counselling-process fields
| Field | Entry type | Required | Meaning and validation |
|---|---|---|---|
| Admission cycle | Selected context | Yes | Parent cycle; cannot be changed after operational records exist |
| Counselling authority | Selected | Yes | Reusable authority master such as MCC or a state authority |
| Process name | Entered | Yes | For example MCC PG Counselling 2026 |
| External session/process code | Entered | Conditional | Authority-issued identifier used in files or integrations |
| Counselling level | Selected | Yes | UG, PG, super-speciality, or configured type; must match the cycle |
| Jurisdiction/route | Selected | Yes | AIQ, state, deemed/central university, INI, or configured route |
| Participating cycle offerings | Selected | Yes | Offerings in the same cycle that can receive pools under this process |
| Source notification | Entered/uploaded | Yes | Authority, reference number, date, and document |
| Integration/import format | Selected | No | Mapping used for authority files or API payloads |
| Status | System controlled | Yes | Draft, Approved, Active, Closed, or Superseded |
Counselling-round fields
| Field | Entry type | Required | Meaning and validation |
|---|---|---|---|
| Round name | Entered | Yes | Authority-defined label such as Round 1 or Stray Vacancy |
| Round type | Selected | Yes | Regular, mop-up, stray, special stray, spot, or configured type |
| Sequence | Entered | Yes | Unique within the counselling process |
| Publication/registration dates | Entered | No | Stored when relevant to institutional work |
| Allotment-result date | Entered | Yes | Expected or actual result publication date |
| Reporting start/end | Entered | Yes | Institutional reporting window for this round |
| Joining deadline | Entered | Yes | Must fall within the applicable statutory cutoff |
| Resignation deadline | Entered | No | Authority deadline applicable to movement and refund rules |
| Upgrade/retention rule | Selected/entered | No | Configured authority rule with source reference |
| Round notification | Entered/uploaded | Yes | Source reference and original document |
| Operational status | System controlled | Yes | Draft, Ready, Open, Reporting Closed, Reconciliation, or Closed |
System-derived information
The screen shows matrix readiness, imported allotment batches, candidate counts, reporting status, joined count, vacancy position, unresolved discrepancies, cutoff conflicts, and whether the round can open or close.
Use case 1: Create a counselling process and its rounds
As a Counselling Coordinator
I want to configure an authority’s counselling process and rounds
So that its seats and candidates remain separate from other authorities.
Acceptance criteria
- The Counselling Coordinator selects a reusable counselling authority inside the current admission cycle.
- The process receives a clear name, external session code, jurisdiction, and status.
- The Counselling Coordinator adds rounds with an authority-defined name, type, sequence, and dates.
- Round sequence is unique within the process.
- The system supports regular, mop-up, stray, special, spot, and other configured round types.
- The process and rounds retain their source notification.
Negative cases and alternate flows
- Duplicate process: Show the existing process when the same authority and external session are already configured.
- Overlapping dates: Allow legitimate overlap but display a warning for review.
- Round sequence conflict: Prevent two active rounds from using the same sequence in one process.
- Unknown authority: Require an authorised authority record before creating the process.
Use case 2: Open a round for institutional processing
As an Admission Nodal Officer
I want to open a configured round
So that its matrix, allotments, and reporting work can begin.
Acceptance criteria
- The round cannot open without an approved counselling process and applicable seat matrix.
- The system checks reporting and joining dates against the statutory cutoff.
- Opening records the user, time, and active round version.
- Accepted allotments can be imported only into an open or appropriately staged round.
- Reporting Desk access begins only within the configured operational window unless an authorised early-preparation mode is used.
Negative cases and alternate flows
- No seat availability: Allow a zero-seat round only when the authority’s source confirms it; otherwise flag configuration.
- Dates after statutory cutoff: Block opening.
- Earlier round unresolved: Warn or block according to cycle rules and explain the unresolved dependency.
Use case 3: Amend round dates
As a Counselling Coordinator
I want to record an authority-issued date extension
So that the institution works to the current published schedule.
Acceptance criteria
- The amendment records the earlier value, new value, source order, and effective time.
- A material amendment requires approval before becoming operational.
- Affected candidates and operators receive an updated deadline notification.
- The statutory cutoff remains a separate, non-extendable control unless the competent authority itself changes it.
- Earlier schedule versions remain available.
Negative cases and alternate flows
- Informal extension: Do not accept a date change without authorised evidence.
- Extension beyond cutoff: Reject the change.
- Reporting already closed: Reopen only through the controlled approval process.
Use case 4: Close or reopen a round
As an Authorised Dean/Principal
I want to lock a completed counselling round
So that its admissions and vacancies become an auditable final position.
Acceptance criteria
- Closure checks that allotment batches, reporting outcomes, movement, and vacancies are reconciled.
- The round records its certified closing position.
- Ordinary users cannot edit a closed round.
- Reopening requires a reason, supporting order, and authorised approval.
- Reopening creates a new round version and does not erase the earlier closure.
Negative cases and alternate flows
- Unresolved discrepancy: Prevent closure and list affected seat pools or candidates.
- Pending candidate decision: Require resolution or an explicit authorised exception.
- Unauthorised reopening: Deny access and retain the attempt in the security audit.
Success outcome
Every authority’s rounds remain independently scheduled, sourced, operationally controlled, and auditable from opening through closure.