Projects, Innovation & Preneurship UnitFaculty of Medicine - Zagazig University

Lifecycle & approvals

Every stage an idea passes through on its way to a finished project, who may move it, and what they may choose at each step. This is the behaviour the platform actually enforces — the server checks each move, so nothing here is advisory.

WHO

The four ranks

One ladder governs everything. A person's rank decides which moves they may make; the platform compares their rank against the minimum each move requires.

Student

Any signed-in member. Owns their own ideas, proposals and work.

Committee

Reviews and moves work through the pipeline. Runs projects, tasks and unit assignments, and runs live session attendance — opening check-in, scanning and marking.

Supervisor

Everything Committee can do, plus the final word on proposals. Manages accounts. Builds sessions — the programme, agenda and speakers — which the Committee then runs. Organizes rather than attends.

Admin

Unconstrained. The only rank that may remove an account.

Two rules that override rank. An owner may always drive their own item through its own steps — submitting, withdrawing, resubmitting, starting work — even as a Student. And a project lead is treated as Committee on their own project, so a student can genuinely run the project they founded.

Sessions split in two. Building a session — creating or editing it, and its agenda items and speakers — is a Supervisor act. Running it on the day — opening the check-in window, showing the rotating code, scanning identity codes and marking attendance — is Committee. A Student registers and checks themselves in; Committee and above organize rather than attend, so they never register.

owner the person whose item it is

note required cannot proceed without a written reason

final the chain ends here

FLOW

The chain

Idea → Proposal → Project → Tasks → Certificate — each step records the one before it, so any finished work traces back to the idea it started as.

Unit assignments are a separate track. They are chores and onboarding given to a member — not part of the idea chain. They are the only thing that is scored. See section 5.

Idea

starts at: Submitted · ends at: Approved, Rejected, Withdrawn

The lightest possible entry: a title and a pitch. Anyone may raise one.

Draftonly the author sees it

Submit →Submitted

owner

Hands it to the Committee.

Submittedwaiting on the Committee

Start review →Under Review	Committee	Picks it up.
Pull back →Draft	owner	Take it back to keep editing.
Withdraw →Withdrawn	owner	final

Under Reviewthe Committee decides

Approve →Approved	Committee	Ready to become a proposal.
Reject →Rejected	Committee	note required final
Send back →Submitted	Committee	Return it to the queue.
Withdraw →Withdrawn	owner	final

Approvedrests here

No further moves

done

A proposal is raised from it separately, which records the idea it came from.

Proposal

the only stage a Supervisor must sign off

The serious write-up: problem, solution, plan. It carries two review rounds, and the final word belongs to a Supervisor — not the Committee.

Draftonly the author sees it

Submit →Submitted

owner

—

Submittedwaiting on the Committee

Start review →Initial Review	Committee	First pass.
Pull back →Draft	owner	—
Withdraw →Withdrawn	owner	final

Initial Reviewthe Committee triages

Advance →Committee Review	Committee	Send it to the full review.
Request changes →Changes Requested	Committee	note required
Reject →Rejected	Committee	note required final — the Committee may reject early, before it reaches a Supervisor.

Committee Reviewthe Supervisor decides

Approve →Approved	Supervisor	The Committee cannot do this. Approval unlocks becoming a project.
Reject →Rejected	Supervisor	note required final
Request changes →Changes Requested	Committee	note required — the Committee can still send it back.

Changes Requestedback with the author

Resubmit →Resubmitted	owner	After addressing the notes.
Withdraw →Withdrawn	owner	final

Resubmittedstraight back to full review

Advance →Committee Review	Committee	Skips the first pass — it has been seen already.
Request changes →Changes Requested	Committee	note required
Reject →Rejected	Supervisor	note required final

Project

starts at: Planning · ends at: Archived, Cancelled

Raised from an approved proposal (or standalone). Whoever creates it becomes the lead and is treated as Committee on that project — but not for the one step that ends it.

Planningthe lead sets up

Start →Active	lead Committee	—
Cancel →Cancelled	lead Committee	note required final

Activework is happening

Put on hold →On Hold	lead Committee	—
Move to review →In Review	lead Committee	Declare it finished and ask for sign-off.
Cancel →Cancelled	Committee	note required final — the lead cannot cancel once active.

On Holdpaused

Resume →Active	lead Committee	—
Cancel →Cancelled	Committee	note required final

In Reviewthe Committee signs off

Mark complete →Completed	Committee	The lead cannot complete their own project — this is the one step their lead status does not cover.
Back to active →Active	lead Committee	More work needed.

Completeddone

Archive →Archived	Committee	final
Reopen →Active	Committee	Completion is reversible until archived.

Task

inside a project · approved or sent back — never scored

A unit of work inside a project, given to someone on the team. Submitting is versioned: each submission is kept, and the reviewer is shown what changed since they last looked.

To Donot yet given to anyone

Assign →Assigned	lead Committee	The person must be on the project team.
Start →In Progress	lead Committee	—
Cancel →Cancelled	lead Committee	final

Assignedwith the assignee

Start →In Progress	assignee	—
Mark as blocked →Blocked	assignee	Something is in the way.
Cancel →Cancelled	lead Committee	final

In Progressbeing worked on

Submit work →Submitted	assignee	Note, link and files. Each submit is a new version.
Mark as blocked →Blocked	assignee	—
Cancel →Cancelled	lead Committee	final

Submittedwaiting on a reviewer

Start review →In Review	lead Committee	—
Take it back →In Progress	assignee	Withdraw to keep working.

In Reviewthe reviewer decides

Approve →Approved	lead Committee	final — counts towards the person's portfolio.
Request changes →Changes Requested	lead Committee	note required

What “Blocked” means. The assignee says the work cannot move for a reason outside their hands — waiting on a part, a permission, another team. It is theirs to set and theirs to lift. It exists so stalled work is visibly stalled instead of sitting in “In progress” looking healthy; the dashboard counts it as needing attention.

Changes Requested · Blockedback with the assignee

Resume →In Progress	assignee	—
Cancel →Cancelled	lead Committee	final

Unit assignment

separate track · the only thing that is scored

Given directly to a member — recruit onboarding, a chore, a piece of training. It has no project and no place in the idea chain. Unlike a task, it ends in a verdict and a score out of 100.

An assignment can be a form. It may carry questions — short text, paragraph, number, choose-one, choose-many, file upload — each optionally required. Leave the questions empty and it behaves as it always did: a note, a link and files.

Choice questions can mark themselves. Give a choose-one or choose-many question a correct answer and marks, and the platform scores it the moment it is handed in. Text and file answers are never auto-marked and count toward nothing — a person still sets the real score, pre-filled from the automatic mark. The answer key is never sent to the person answering, and a key on a text question is refused, because free text cannot mark itself.

Questions freeze once anyone answers. Answers are stored against each question, so re-cutting the form afterwards would silently re-point real answers. Edit the questions before the first hand-in, not after.

Unassignednobody holds it yet

Assign →Assigned

Committee

—

Assignedwith the member

Start →In Progress	assignee	—
Unassign →Unassigned	Committee	Give it to someone else.

In Progress · Submittedbeing done, then handed in

Submit →Submitted	assignee	Versioned. Answers are checked against the questions here, not just in the browser.
Start evaluating →Being Marked	Committee	—
Take it back →In Progress	assignee if allowed	Each assignment decides. A quiz can lock on hand-in; an onboarding form can stay editable. Committee+ can always send it back either way.

Being Markedthe Committee marks it

Pass →Passed	Committee	final — with a score out of 100, pre-filled from the automatic mark where the questions carried an answer key.
Needs rework →Needs Rework	Committee	note required — goes back to the member.
Fail →Failed	Committee	note required final

Needs Reworkback with the member

Resume →In Progress

assignee

Then submit a new version.

ALSO

Things worth knowing

Every move is recorded. Each item keeps a history of who moved it, from what to what, when, and the note they left. That history is what the reviewer's "what changed since I last looked" view is built from.

Notes are not optional where they are marked. Rejecting, requesting changes, failing or cancelling all demand a written reason. The platform refuses the move without one — so nobody is ever told "no" without being told why.

Nothing is deleted. Withdrawn, rejected and cancelled items stay on the record with their history intact. Approved work follows the person into their portfolio.