Psychological Accommodation Case Process
Irshad Special Needs Services – Student Case Lifecycle
1. Executive Summary
This process manages psychological accommodation cases in Irshad from student submission through counseling-unit assessment, accommodation assignment, student decision, reconsideration loop, and closure.
The BPMN model uses three pools: Student, Counseling unit, and Irshad System. Post-acceptance dispatch is routed through the shared send-accommodation subprocess.
- Student submits and may be returned for missing information completion.
- Counseling unit performs authenticity screening, specialist assignment, and case review.
- Student can accept accommodations or request a review cycle.
- Irshad closes rejected inactive cases after 7 days and dispatches accepted accommodations.
2. Process Scope and Triggers
Primary trigger
The process starts when accommodations are required. The student enters Irshad, selects accommodations service, chooses psychological category, completes required information and documents, and submits the case.
Cross-pool activation
Irshad validates required information and forwards complete cases to the Counseling unit. This forwarding message starts counseling-unit case handling.
See: Forward task Activity_1oiivfr and message flow Flow_08ee312.
Process boundary
The page documents case intake, review decisions, appeal paths, closure rules, and post-acceptance dispatch. Recipient department internal execution is out of scope and represented through send-accommodation.
3. Roles and Action Ownership
| Role / Lane | Ownership in this process |
|---|---|
| Student | Submits the psychological case, responds to missing-information returns, files appeals, and makes acceptance decisions on assigned/finalized accommodations. |
| Counseling unit - Cooardinator lane | Performs case intake actions and specialist assignment tasks in the modeled counseling-unit flow. |
| Counseling unit - Specialist lane | Performs authenticity screening, review decisions, appeal review, assignment of accommodations, and finalization after review requests. |
| Irshad System | Validates required information, routes events, records first rejection, applies timeout closure logic, and dispatches accepted accommodations through call activities. |
| Recipient departments | Receive accommodation notifications and acknowledge them through the send-accommodation subprocess. |
4. Lifecycle Phases
Phase A: Submission and validation
Student submits a psychological case. Irshad checks required information and either returns the case for completion or forwards it to Counseling unit.
Phase B: Counseling-unit assessment
Counseling unit screens authenticity, checks validity, assigns specialist, and determines whether case is accepted or rejected.
Phase C: Student review and feedback loop
After assignment, student reviews accommodations and either accepts or requests review with comments.
Phase D: Reconsideration and finalization
If review is requested, Counseling unit reviews request and finalizes accommodations. Student then makes final accept/reject decision.
Phase E: Appeals and closure
Rejected cases may be appealed; without appeal for 7 days the case is closed. Appeal rejection also leads to closure.
Phase F: Dispatch after acceptance
Irshad dispatches accepted accommodations to relevant departments using send-accommodation call activities and housing gender split.
5. Process Map (BPMN)
To view the full process map, please visit:
ba-dsa.pages.dev → Psychological Accommodation Case Process
6. Detailed Walkthrough by Pool/Lane
| Step | Pool/Lane | Action | Modeled outcome |
|---|---|---|---|
| 1.0 | Student | Submit psychological case | Case sent to Irshad for completeness validation. |
| 2.0 | Irshad System | Check required information | If incomplete, case returned to student. If complete, forwarded to Counseling unit. |
| 3.0 | Counseling unit | Screen and validate case | Specialist screens authenticity; if valid, coordinator assigns specialist and case proceeds to review. If invalid, case is rejected with comments. |
| 4.0 | Counseling unit | Case decision | If accepted, assign accommodations and emit accommodations-assigned event; if rejected, emit case-rejected event. |
| 5.0 | Student | Review assigned accommodations (first decision) | Student either accepts accommodations or requests accommodation review with comments. |
| 6.0 | Counseling unit | Review request and finalize accommodations | Review request and finalize accommodations with response to comments, then emit accommodations-finalized event. |
| 7.0 | Student | Review final accommodations (final decision) | Student either accepts accommodations or rejects accommodations. |
| 8.0 | Student + Counseling unit + Irshad System | Appeal branch after rejection | Student submits appeal; Counseling unit reviews appeal and either assigns accommodations (appeal accepted) or rejects appeal. |
| 9.0 | Irshad System | Timeout and closure control | If rejected case receives no appeal within modeled 7-day wait, Irshad closes case. Appeal rejection also closes case. |
| 10.0 | Irshad System + Department recipients | Dispatch accepted accommodations | After acceptance event, Irshad evaluates dispatch branches and invokes send-accommodation call activities (including housing split). |
7. Appeals, Timeouts, and Closure Rules
Appeal path after rejection
A case rejection can transition to student appeal. Counseling unit then reviews appeal and routes to either appeal-accepted assignment or appeal-rejected closure.
7-day rejection timeout
Irshad waits for appeal submission after rejection. If the 7-day event occurs first, Irshad closes the case automatically.
See: Gateway_0czhone with Event_1wr1kby.
Boundary case closure on appeal task
Student appeal task includes a boundary case-closed event, enabling forced closure when closure is emitted by Irshad.
Final rejection closure
Rejection of final accommodations leads to explicit close-case execution in Irshad.
8. Department Dispatch Rules
Irshad dispatch logic is shared with the physical case: accepted accommodations are routed through an inclusive gateway to selected departments and services.
| Dispatch branch | Modeled behavior | Implementation note |
|---|---|---|
| Registration / Academic | Registrar and academic dispatch are modeled as call activities. | Calls Process_0xyvy56. |
| Housing | Exclusive gateway selects male or female housing dispatch. | Both branches call Process_0xyvy56. |
| Food / Transportation / Parking | Separate call activity per branch. | Each branch calls Process_0xyvy56. |
| Counseling referral | Modeled as script task path. | Not modeled as call activity. |
9. Inputs, Outputs, and System Artifacts
Inputs
- Psychological category selection and case details.
- Required information and uploaded documents.
- Counseling-unit review decisions and comments.
- Appeal evidence and review comments (if appeal is submitted).
Outputs
- Case state outcome: returned, rejected, assigned, accepted, or closed.
- Accommodation assignment/finalization events.
- Department dispatch executions via send-accommodation subprocess.
System artifacts
- Validation and routing events in Irshad.
- First rejection registration record.
- Student acceptance/review decision records.
- Timeout closure artifact after 7-day event (when applicable).
10. Governance and Audit Notes
Traceability requirements
Irshad should retain event-level traceability for routing decisions, rejection reason capture, appeal handling, final decisions, and case closure outcomes.
Modeled control points
- Required-information gate before forwarding to Counseling unit.
- Event-based outcome gates for rejection/appeal/assignment states.
- Explicit timeout closure control after rejection.
- Second-stage student decision after finalized accommodations.
Documentation boundary
This page documents BPMN-defined process behavior. Operational workflows inside recipient departments after notification are outside this document boundary.