Applicant Guide • Section 3 of 5Public Access
Tracking Admissions Review & 6-Stage State Machine Lifecycle
Understanding the institutional admissions evaluation lifecycle, state transitions, financial clearance, and downloading official admission offers.
1. The 6-Stage Admissions Lifecycle State Machine
Applications move through a strict, deterministic state machine governed by src/lib/admissions/state-machine.ts. Each transition triggers specific system actions, notifications, and ledger entries.
| State Tag | Stage Name | Responsible Actor | Operational Meaning & Side Effects |
|---|---|---|---|
| DRAFT | Unsubmitted Form | Applicant | Form is partially completed by the applicant. No staff visibility or review initiated. |
| SUBMITTED | Application Received | System / Applicant | Form submitted. Application Reference Code issued. Application queued in Registrar audit backlog. |
| UNDER_REVIEW | Registrar Audit | Registrar Officer | Registrar audit team actively verifies ESSLCE score sheets, school transcripts, and program eligibility. |
| ACCEPTED | Offer Extended | Admissions Board | Academic admission approved. Official Offer Letter generated. Initial admissions invoice issued in Finance engine. |
| MATRICULATED | Formally Enrolled | Bursar / Registrar | Admissions fee settled. Student ID (e.g. STU-2026-1049) provisioned. User role upgraded to STUDENT. |
| REJECTED | Application Declined | Admissions Board | Application declined due to eligibility score cut-off or document forgery. Formal notice dispatched. |
2. How to Track Status Online
- Navigate to the status tracking portal at /admissions/status.
- Enter your 12-character Application Reference Code (e.g.
APP-2026-9812) along with your mobile phone number or email address. - The portal displays your live state badge, timestamped review history, assigned department, and outstanding checklist items.
- When status reaches
ACCEPTED, a prominent Download Official Offer Letter button enables printing your formal admission letter with institutional seal and QR code verification.