Primary trigger

The process starts when accommodations are required. The student selects the physical or temporary category, fills the required information, uploads supporting documents, and submits the case in Irshad.

Required evidence

• Temporary cases require a medical report.
• Physical cases require an HRSD certificate.

Completeness handoff

Irshad checks whether all required information is filled. Missing information returns the case to the student for completion and resubmission; complete cases are forwarded to the Medical Center.

Process boundary

This page covers intake, Medical Center review, approver loops, student review, appeals, department dispatch, Coordinator-triggered checks, extensions, updates, expiry notices, graduation closure, and same-semester blocking. Operational work inside recipient departments remains out of scope.

Phase A: Submission and completeness

The student submits a physical or temporary accommodation case. Irshad returns incomplete cases for correction and forwards complete cases to the Medical Center.

Phase B: Medical Center screening and committee decision

The Secretary screens authenticity and validity, then the Medical Committee reviews valid cases, rejects unsupported cases, or assigns appropriate accommodations with an expiry date.

Phase C: Approver-controlled assignment

The Secretary records assignments in Irshad and submits them for approver review. Approver comments return to the Secretary for correction and resubmission before accommodations are assigned.

Phase D: Student review and finalization

The student accepts assigned accommodations or requests review with comments. Review requests go back to the Medical Committee, then finalized accommodations are submitted for approver review before the student makes a final decision.

Phase E: Appeals and negative closure

Rejected cases may be appealed with more evidence. No appeal within 7 days, appeal rejection, or student rejection of the assigned accommodations closes the case and blocks another same-category case for that semester.

Phase F: Post-acceptance dispatch

After student acceptance, Irshad evaluates relevant departments and, where applicable, sends accommodations through the shared send-accommodation process, while counseling is routed as an internal referral.

Phase G: Active case tracking

Once accommodations are accepted, Irshad keeps the case active and listens for student-requested updates. Each Coordinator-triggered check evaluates the active accommodation state for accommodations expiring this week, reached expiry dates, student graduation, or no current condition; no-condition checks return to active tracking.

Phase H: Expiry reminder, extension, and closure

When accommodations are approaching expiry, Irshad sends an expiry reminder to the student. The student may request an extension with evidence or request case closure. If the expiry date is reached, Irshad checks whether an extension request is pending before closure: pending requests wait for extension approval or rejection, while no pending request sends an expiry notice to the departments that received the accommodations and closes the case. Approved extensions update the expiry date and return the case to active tracking.

Rejected case appeal path

A rejected case may proceed to student appeal with more evidence. The Secretary presents the appeal to the Medical Committee; accepted appeals return to accommodation assignment and rejected appeals are recorded for approver review.

7-day no-appeal timeout

If no appeal is submitted within 7 days after case rejection, Irshad closes the case and blocks the student from creating another case under the same category for that semester.

Semester blocking after rejection

Appeal rejection and final accommodation rejection by the student both close the case and block another same-category case for that semester.

Expiry and update outcomes

Graduation-based closure closes the case when the student graduates. Student closure requests, rejected extensions, and reached expiry dates with no pending extension request send expiry notices to departments and close the case. Reached expiry dates with pending extension requests wait for extension approval or rejection; approved extensions and accommodation update outcomes return to tracking.

Accepted-accommodation tracking

After accommodation acceptance, Irshad keeps the accommodations under tracking. From this tracking state, student update requests can be received directly, and weekly Coordinator-triggered checks evaluate expiry, pending-extension, graduation, and no-condition outcomes.

Weekly accommodation check

Every Sunday, the Coordinator triggers an accommodation check in Irshad. Irshad evaluates the active accommodation state and routes the case to an expiry reminder, expiry-date pending-extension check, graduation closure, or back to tracking when no condition is met.

Expiry reminder and student choice

When accommodations expire this week, Irshad sends an expiry reminder to the student. The student either requests an accommodation extension with evidence or requests case closure when accommodations are no longer needed.

Extension review and outcome

The Secretary validates extension requests, the Medical Committee reviews valid requests and evidence, and the Approver reviews extension approvals or rejections. Approver comments return the item to the Secretary for correction and resubmission.

Accommodation update review

Student update requests are reviewed first by the Secretary. Valid requests go to the Medical Committee, and update approvals or rejections go through Approver review. Approved updates and rejected update requests both return to accommodation expiry tracking.

Closure and tracking results

• Approved extensions update the expiry date with the new date and return to tracking.
• Student closure requests, rejected extensions, and reached expiry dates without pending extension requests send expiry notices to departments that received accommodations, close the case, and end the case.
• Accommodation update approvals and rejections return to accommodation expiry tracking rather than immediate closure.

Traceability expectations

Irshad should retain traceability for routing decisions, evidence validation, committee decisions, approver comments, student decisions, acknowledgement records, expiry tracking, extension and update outcomes, expiry notices, case closure, and rejection-path same-category blocking.

Key control points

• Required-information validation before forwarding to the Medical Center.
• Secretary screening and validation for case authenticity, extension requests, and accommodation update requests.
• Approver checkpoints for assignment, appeal rejection, finalized accommodations, extension decisions, and update decisions.
• Coordinator weekly accommodation check and active-state evaluation before expiry reminders, expiry-date pending-extension handling, and graduation closure.
• Accommodation update requests can enter from active tracking and return to tracking after approval or rejection.
• Read-receipt acknowledgement and 3-day reminder control for send-accommodation branches.
• Automatic 7-day no-appeal closure and same-semester blocking for rejection-related closure paths.