Psychological Accommodation Case Process
Irshad Special Needs Services – Student Case Lifecycle
1. Executive Summary
This process governs psychological accommodation cases in Irshad from student submission through Counseling Unit review, accommodations assignment, student acknowledgement, departmental communication, and case closure.
The process coordinates three main participants: the student, the Counseling Unit, and Irshad. After accommodations are approved, Irshad shares the final instructions with the relevant departments and tracks acknowledgement.
- Student submits a case and may be asked to complete missing information.
- Counseling unit reviews, validates, and either rejects or assigns accommodations.
- Student can accept assigned accommodations or request another review.
- Irshad closes rejected cases that remain inactive after a 7-day period.
2. Process Start and Scope
Primary trigger
The process starts when accommodations are required. The student enters Irshad, selects accommodations service, chooses psychological category, fills required information, uploads documents, and submits the case.
Internal handoff
Irshad receives the submitted case and forwards complete cases to the Counselling unit for review.
See: Forward task Activity_1oiivfr and message flow Flow_08ee312.
Process boundary
The page documents case intake, review decisions, rejection, appeals, acceptance and accommodations assignment, and post-acceptance communication. Operational work inside recipient departments after notification is out of scope.
3. Roles and Action Ownership
| Role | Ownership in this process |
|---|---|
| Student | Submits case information and documents, responds to missing-information returns, files appeals after rejection, and makes acceptance decisions on assigned/finalized accommodations. |
| Counseling Unit - Coordinator | Manages case intake by doing high level screening and rejecting invalid cases, assign a specialist to handle the case. |
| Counseling Unit - Specialist | Review cases, decide if the student case require accommodations, reject or approve case, assign accommodations if case is approved, reviews appeals, and finalizes accommodation decisions. |
| Irshad System | Validates required data, routes cases, records key decisions, applies closure timing rules, and sends approved accommodations to relevant departments. |
| Recipient departments | Receive accommodation notifications and acknowledge receipt. |
4. Lifecycle Phases
Phase A: Submission and validation
Student submits a psychological case. Irshad checks required information and either returns the case the student for completion or forwards it to Counseling unit.
Phase B: Coordinator intake and specialist assignment
The Counseling Unit Coordinator screens case authenticity at a high level and checks validity. Invalid cases are rejected with comments in Irshad; valid cases are assigned to an appropriate Specialist.
Phase C: Specialist review and decision
The Specialist reviews the case and decides whether the case is accepted. If accepted, appropriate accommodations are assigned.
Phase D: Student review and feedback loop
When accommodations are assigned, the student reviews and either accepts or requests accommodation review with comments.
Phase E: Reconsideration and finalization
If review is requested, Counseling unit reviews request and finalizes accommodations. Student then makes final accept/reject decision.
Phase F: Appeals and closure
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 G: Send after acceptance
After accommodation acceptance by Student, Irshad determines which departments should be notified and sends the approved accommodations to each selected department with read-receipts.
5. Process Map (BPMN)
To view the full process map, please visit:
dsa-pdp.pages.dev → Psychological Accommodation Case Process
6. Process Walkthrough
| Step | Responsible role | Action | Expected 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 - Coordinator | Screen case authenticity and validity | If invalid, reject case with comments in Irshad. If valid, assign an appropriate Specialist. |
| 4.0 | Counseling Unit - Specialist | Review case and decide acceptance | If accepted, assign appropriate accommodations. If rejected, case moves to the rejection path. |
| 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. |
| 7.0 | Student | Review final accommodations (final decision) | Student either accepts accommodations or rejects accommodations. |
| 8.0 | Student + Counseling Unit - Specialist + Irshad | Appeal branch after rejection | Student submits an appeal; the Specialist reviews the appeal and either assigns accommodations (appeal accepted) or rejects the appeal to the closure path. |
| 9.0 | Irshad System | Timeout and closure control | If a rejected case remains without appeal for 7 days, Irshad closes case. Appeal rejection also closes case. |
| 10.0 | Irshad + Department recipients | Send accepted accommodations | After acceptance, Irshad identifies required departments and sends accommodation notices, including the appropriate housing path. |
7. Appeals, Timeouts, and Closure Rules
Appeal path after rejection
A rejected case may proceed to student appeal. The Counseling Unit reviews the appeal and determines whether the appeal is accepted and assign accommodations, or the appeal is rejected.
7-day rejection timeout
Irshad waits for appeal submission after rejection. If 7 days pass first, Irshad closes the case automatically.
See: Gateway_0czhone with Event_1wr1kby.
Final rejection closure
Rejection of final accommodations leads to case closure in Irshad.
8. Department Communication Rules
Department communication is initiated only after student acceptance of accommodations. Irshad then determines which relevant departments must be notified.
| Dispatch branch | Communication behavior | Operational note |
|---|---|---|
| Registration | Send approved accommodations to the Registrar. | Registration accommodations are sent through the shared communication service. |
| Academic accommodations | Send approved accommodations to academic departments. | Academic accommodations are sent through the shared communication service. |
| Housing | Route housing communication to the appropriate residential department. | Male and female housing follow the same communication method. |
| Food / Transportation / Parking | Send approved accommodations to each selected support service. | Each selected service receives its own accommodations. |
| Counseling | Refer the student to the counseling unit when required. | Handled as an internal Irshad referral (not through the shared send-accommodation notification). |
9. Inputs, Outputs, and Records
Inputs
- Psychological category selection and case details.
- Required information fields in Irshad.
- Supporting documents uploaded by student.
- Appeal evidence and review comments (if appeal is submitted).
Outputs
- Case state outcome: returned, rejected, assigned, accepted, or closed.
- Assigned accommodations and finalized accommodations records.
- Department communication acknowledgements for shared-notification branches, plus internal counseling referral records.
Records
- Validation and routing records in Irshad.
- First rejection registration record.
- Student acceptance/review decision records, including acknowledgement records for shared-notification branches and internal counseling referral records.
- Automatic 7-day closure record when no appeal is submitted.
10. Governance and Quality Controls
Traceability requirements
Irshad should retain clear traceability for routing decisions, rejection reason capture, appeal handling, final decisions, and case closure outcomes.
Key control points
- Required-information check before forwarding to the Counseling Unit.
- Clear decision points for approval, appeal, and closure outcomes.
- Automatic 7-day closure when a rejected case has no appeal.
- Two-step student acceptance logic (initial and final after review request).
Documentation boundary
This page documents the process as implemented in Irshad. Operational workflows inside recipient departments after notification are outside this page boundary.