Physical/Temporary Accommodation Case Process
Irshad Special Needs Services – Student Case Lifecycle
1. Executive Summary
This process handles physical and temporary accommodation cases in Irshad, from student submission through medical-center review, assignment, student confirmation, and case closure.
The BPMN model uses three pools: Student, Medical center, and Irshad System. It also calls the shared send-accommodation subprocess when accommodations must be sent to recipient departments.
- Student submits a case and may be asked to complete missing information.
- Medical center reviews, validates, and either rejects or assigns accommodations.
- Student can accept assigned accommodations or request another review.
- Irshad closes inactive rejected cases after the modeled 7-day wait.
2. Process Scope and Triggers
Primary trigger
The Student pool starts at Accommodations required, then the student enters Irshad, selects the accommodations service, chooses the physical/temporary category, fills required information, uploads documents, and submits the case.
See: Student pool StartEvent_1 and tasks Activity_1aukdg5 to Activity_1aatw0o.
Cross-pool activation
Irshad receives the submitted case and forwards valid cases to the Medical center. That message starts the Medical center review flow.
See: message flows Flow_0jvxz8r and Flow_08ee312.
Process boundary
This page covers modeled behavior from submission to closure, including appeal outcomes and post-acceptance dispatch. Department-side execution after receipt is out of scope and represented through the send-accommodation subprocess.
3. Roles and Action Ownership
| Role / Lane | Ownership in this process |
|---|---|
| Student | Submits case information and documents, responds to missing-information returns, files appeals after rejection, and makes final acceptance decisions. |
| Medical center - Secertary lane | Performs system-facing registration tasks in Irshad (reject case in Irshad, assign accommodations in Irshad, reject appeal in Irshad, and register finalized accommodations in Irshad). |
| Medical center - Medical Committee lane | Performs clinical/committee activities: screening, presentation, case review/discussion, assignment decision, appeal review, and finalization with response to comments. |
| Irshad System | Validates required data, routes cases/events, records first rejection, manages event-based waits, triggers closure on timeout, and dispatches accepted accommodations to relevant departments through call activities. |
| Recipient departments |
Receive accommodation notifications through the
send-accommodation subprocess and acknowledge receipt.
|
4. Lifecycle Phases
Phase A: Submission and intake
Student submits the case. Irshad checks required information and either returns the case to the student for completion or forwards it to the Medical center.
Phase B: Medical review and decision
Medical center screens and reviews case validity. The case is either rejected with comments (entered in Irshad) or accepted for accommodation assignment.
Phase C: Student decision loop
When accommodations are assigned, the student reviews and either accepts or requests accommodation review with comments.
Phase D: Reconsideration and final student decision
If review is requested, Medical center finalizes accommodations and sends them back. Student then performs a final accept/reject decision.
Phase E: Appeals and closure control
Rejected cases may be appealed by the student. If no appeal arrives within 7 days after rejection, Irshad closes the case. Appeal rejection also closes the case.
Phase F: Dispatch after acceptance
After accommodation acceptance, Irshad evaluates which departments need to be notified and invokes the send-accommodation subprocess for each selected path.
5. Process Map (BPMN)
To view the full process map, please visit:
ba-dsa.pages.dev → Physical/Temporary Accommodation Case Process
6. Detailed Walkthrough by Pool/Lane
| Step | Pool/Lane | Action | Modeled outcome |
|---|---|---|---|
| 1.0 | Student | Submit physical/temporary case | Case sent to Irshad for required-information check. |
| 2.0 | Irshad System | Check required information | If incomplete, return case to student; if complete, forward to Medical center. |
| 3.0 | Medical center (Secertary + Medical Committee) | Screen and validate case | If invalid, reject case with comments in Irshad; if valid, present and discuss in committee. |
| 4.0 | Medical center | Decide case acceptance | If accepted, assign accommodations and register assignment in Irshad. If rejected, case moves to rejection event. |
| 5.0 | Student | Review assigned accommodations (first decision) | If accepted, proceed toward department dispatch. If not accepted, request accommodation review with comments. |
| 6.0 | Medical center | Handle accommodation review request | Medical center reviews request, finalizes accommodations with response to comments, and registers finalized accommodations in Irshad. |
| 7.0 | Student | Review final accommodations (final decision) | Student either accepts accommodations or rejects accommodations. |
| 8.0 | Student + Medical center + Irshad System | Appeal branch after rejection | Student may submit appeal with evidence. Medical center reviews appeal and either assigns accommodations (appeal accepted) or rejects appeal. |
| 9.0 | Irshad System | Timeout and closure control | If a rejected case remains without appeal for 7 days, Irshad closes the case. Appeal rejection also ends in case closure. |
| 10.0 | Irshad System + Department recipients | Dispatch accepted accommodations | Irshad evaluates required departments and invokes send-accommodation call activities, including housing split (male/female), registrar, food, transportation, security, academic departments, and counseling referral. |
7. Appeals, Timeouts, and Closure Rules
Case rejection and appeal path
After a rejection event, the student can submit an appeal with additional evidence. Medical center processes the appeal and returns either appeal accepted or appeal rejected.
See: Event_1lwb745, Activity_0q256m1, Event_14ct1v8, Gateway_0n913vn.
7-day inactivity closure
If the case reaches rejection and no appeal is submitted within the modeled 7-day event wait, Irshad executes close-case logic and closes the case.
See: Event_1wr1kby to Activity_0emizrg to Event_005gr2w.
Boundary closure during student appeal task
The student appeal task has a boundary event named Case closed, allowing immediate termination when closure is triggered externally in the model.
See: boundary Event_1m4oy08 attached to Activity_0q256m1.
Final rejection closure
If the student rejects finalized accommodations, Irshad closes the case.
See: Event_0mj5fxz to Activity_0y3iew9 to Event_135dosy.
8. Department Dispatch Rules
Dispatch occurs only after an accommodation acceptance event is registered. Irshad then evaluates which downstream departments should receive accommodations.
| Dispatch branch | Modeled behavior | Implementation note |
|---|---|---|
| Registration | Call activity sends accommodations to Registrar. | Calls Process_0xyvy56 (send-accommodation). |
| Academic accommodations | Call activity sends to academic departments. | Calls Process_0xyvy56. |
| Housing | Gateway checks male/female, then calls corresponding housing activity. | Both male and female housing call activities point to Process_0xyvy56. |
| Food / Transportation / Parking | Each branch invokes a dedicated call activity. | Each is modeled as a call to Process_0xyvy56. |
| Counseling | Script task refers student to counseling unit. | Modeled as script task, not call activity. |
9. Inputs, Outputs, and System Artifacts
Inputs
- Student case submission in physical/temporary category.
- Required information fields in Irshad.
- Supporting documents uploaded by student.
- Appeal evidence (when appeal is submitted).
- Medical center review and comments.
Outputs
- Case returned for completion, rejected, accepted, or closed.
- Assigned accommodations and finalized accommodations records.
- Department dispatch invocations and downstream acknowledgements (via send-accommodation).
System artifacts
- Case record state transitions (submission, rejection, appeal, closure).
- First rejection registration in Irshad.
- Final accept/reject decision records.
- Dispatch branch selection artifacts for downstream departments.
10. Governance and Audit Notes
Traceability expectations
Each modeled transition should be auditable in Irshad: validation decision, rejection comments, appeal submissions, appeal outcomes, assignment/finalization, and closure path.
Modeled control points
- Required-information validation before forwarding to Medical center.
- Event-based waiting gates that separate mutually exclusive outcomes.
- Explicit 7-day timeout closure on rejection-without-appeal path.
- Two-step student acceptance logic (initial and final after review request).
Documentation boundary
This documentation reflects the modeled BPMN behavior. Department-specific operational execution after notification is outside this process page.