People & responsibility
A clear hierarchy.
A clear owner for every task.
A proposed operating structure for the institute. Reporting relationships and delegated approval limits will be confirmed with management.
Management / Governing Body
Policy, direction and institutional oversight
Academics
HODs → faculty, class mentors and departmental coordinators.
Administration
Admissions, student section, scholarships, library, assets, gate and certificates.
Accounts
Fee collections, reconciliation, budgets, expenses and authorised finance approvals.
Training & placement
Placement head → placement officers; assigned company HR evaluates interviews.
Human resource
HR team → employment records; reporting managers approve leave and reviews.
Students & parents
Service users with access to their own or verified linked student information. They are not part of staff approval chains.
Company HR
An external, drive-specific role. Sees candidate interview information and evaluations only for the assigned company drive.
System administrator
Configures accounts and permissions. Technical access does not make the administrator an admission, finance or academic approver.
Role-access matrix
Who can see, enter and approve?
Final permissions will follow the institute’s approved delegation policy.
| Role | Visibility | Responsibilities | Access boundary |
|---|---|---|---|
| Management / Governing Body | Institute-wide summaries, approved reports | Strategic review and policy direction | No routine transaction entry |
| Director / Principal | Institute and department oversight | Designated institutional approvals | Delegation and thresholds to be confirmed |
| HOD / academic coordinator | Assigned department and classes | Faculty allocation, academic review and corrections | No unrelated payroll or banking information |
| Faculty / mentor | Assigned classes and advisees | Teaching, attendance, assessment and mentoring | No alteration of fee receipts or scholarship receipts |
| Admission officer / counsellor | Assigned enquiries and applications | Counselling, verification and admission handoff | Admission confirmation by designated authority |
| Student section | Verified student master and documents | Profile verification, enrolment and document preparation | Finance decisions remain with accounts |
| Scholarship officer | Applications and eligibility evidence | Annual verification, correction and sanction tracking | Receipt reconciliation remains with accounts |
| Accounts / finance officer | Fee, receipt, scholarship and expense ledgers | Post payments; approve authorised adjustments and refunds | Separate request, approval and payment responsibilities |
| Placement officer | Candidate eligibility and assigned drives | Drive setup, invitations, attendance and queue | HR evaluates assigned interviews |
| Company HR | Assigned drive and consented candidate profile | Round scores, feedback and interview decisions | No fees, scholarships, payroll or other companies’ drives |
| Library / asset officers | Their own loans, assets and custodians | Issue, return, allocation and clearance | No general student financial or academic edits |
| Reception / security | Visitor identity, host and pass records | Record arrivals, departures and valid gate passes | No academic, fee or payroll access |
| HR team / reporting manager | Authorised employee records and reports | Employment records, leave approval and payroll inputs | Salary and bank details limited to authorised staff |
| Student | Own verified profile and linked services | Submit forms, applications, work and requests | Cannot approve own records or edit published results |
| Parent / guardian | Only verified linked student information | View permitted updates and respond to communication | No unrelated students; no staff or HR access |
| System administrator | Accounts, roles and technical configuration | Provision access and maintain technical settings | Does not acquire business approval authority |
Common approval pattern
- Request / entry: the record owner enters details and attaches evidence.
- Verification: the responsible office checks completeness, identity and supporting records.
- Approval: the designated authority accepts, returns for correction or rejects with a reason.
- Posting / publication: approved changes become visible to permitted users.
- History: the system retains the actor, timestamp and before/after change or transaction reference.