Digitalization of faculty business

Sceduly is a comprehensive software solution designed for the complex challenges of academic planning. Its advanced architecture ensures faster and more accurate schedule creation, making it highly resistant to errors.

Key Features and Benefits
• Seamless Migration: Automatic import of all necessary data from State and other systems (e.g., aSc).
• Interactive Planning: Dynamic drag-and-drop interface with automatic snapping to academic hours and breaks.
• Secure Environment (Draft mode): Working versions of the schedule remain hidden from students until officially published with a single click.
• Decentralization: Delegating schedule creation to departments or course leaders while maintaining full central oversight.
• Conflict Detection: Proactive, real-time overlap checking for classrooms, teachers, holidays, and individual student obligations (enrollment lists).
• Smart Resource Management: Easy creation of recurring events, monitoring deviations from teaching workload plans, and managing multiple locations (subsidiaries).
• Multi-channel Distribution & Notifications: Automatic generation of personalized (individual) schedules for students and teachers, real-time schedule broadcasting to TVs or tablets outside every classroom, and background email notifications sent to affected students and teachers upon any change.

Technology and Performance
Asynchronous in-memory processing and advanced client-side rendering guarantee instantaneous response times, stability, and scalability, regardless of the institution size.

Alignment with Academic Processes
The system naturally follows the higher education institutions workflow, ensuring data continuity across all phases:
1. Curricula and Course Catalogs: Direct reliance on official study programs and adopted course catalogs.
2. Teaching Workload Planning: Reliance on teaching workload plans (number of groups and teaching quotas).
3. Schedule Creation: Efficient schedule generation immediately prior to the start of classes.
4. Operational Agility: Fast micro-corrections throughout the year accompanied by automatic notifications.

Timetable import from ASC Timetable software

Record of teaching
Automatic and/or manual recording of classes enables the automatic preparation of reports on classes held and the standardization of work according to normhours. For automatic registration, it is necessary to have or purchase card readers. Teachers are registered with cards.

Attendance record
Automatic and/or manual records of student attendance. For automatic attendance records, it is necessary to have or purchase and install card readers. Students are registered with student cards.

The module enables the digitalization of study program reports. The data from the study is further used in modules such as the Order (plan) of lectures, Planning of teaching duties, etc.

Constructive alignment
The module enables the alignment of planned outcomes with methods of teaching and evaluation - that is, a process called constructive alignment.

Outcome matrix
The learning outcome matrix of the study program is automatically generated.

Evaluation of students according to learning outcomes
In accordance with the Law on Higher Education, this module also enables records of the success of achieved student learning outcomes.

The order (schedule) of lectures contains a list of courses that will be offered in the following academic year. The list of courses is automatically generated from all approved versions of study program documents. The list of courses and lecturers can be edited.

Erasmus catalog
By creating the order of lectures, it is possible to mark the courses that will be included in the table of the Erasmus catalog. The catalog is generated automatically and contains course syllabuses in other languages.

From the table of planned workloads, it is possible to automatically generate workloads for each individual teacher according to norma hours.

The module makes it possible to obtain precise data for the creation of a schedule, before the end of the official enrollment of students.

This module enables the digitalization of professional practice through digitally signed referrals, certificates of the beginning of professional practice, work diary, reports, etc. Partner companies also monitor and evaluate students through the system.

Final theses
The module enables the digitalization of administrative procedures related to the application of the final and diploma thesis, such as: thesis application, defense application, committee appointment, minutes generation, public announcement.

Final exam
The module enables the digitalization of administrative procedures related to final exam registration, such as: work registration, exam registration, committee appointment, minutes generation, public announcement.

System for quality assurance in higher education according to the guidelines.

This module enables the processing of membership application forms and efficient management of the database of alumni associations members at the institution.

Through the module Record of working hours, it is possible to record working hours, vacations, sick days, etc., with the possibility of downloading external and internal reports. Attendances are conducted automatically if employees record attendance electronically (with cards).

Vacation request
The module enables the creation of requests for leave, and the automatic generation of a decision on the use of part of the leave.

Request for collective vacation
The module enables the creation of requests for collective annual leave, as well as the automatic generation of information about the duration and period of use of annual leave for all employees.

Requests and calculation of travel orders.

Automatic creation of contracts for external collaborators. The external associate enters personal data and attaches the necessary documentation, on the basis of which a contract is drawn up that can be digitally signed.

Creation of a public procurement plan for the department. All departments are combined into a complete public procurement plan for the institution.

Request for simple public procurement
The module enables sending requests for simple public procurement. The request goes through the necessary approval steps, including the approvals of other persons - fund owners.

Sources of financing
For each person, it is possible to define funding sources (organizational units), such as personal fund, various projects, etc. Funding sources can be managed on a year basis.

Purchase orders can be automatically created from requests for simple public procurement. For each item, it is possible to define a CPV code through a simple CPV code search.

The module allows assigning one-time or recurring activities to departments and/or persons. A list of activities is displayed in the calendar, with regular weekly email reminders. Persons in charge have the option of indicating the status of the activity (not started, in process, completed) and submitting reports and adding attachments.

E.g. use case: Investment maintenance
Maintenance of machines and machine systems includes certain activities and tasks that need to be performed periodically in order for machines and machine systems to function properly and to prevent breakdowns. This module facilitates the management of periodic, corrective and preventive maintenance of machines and other technical systems at the institution.

Employee Activities module contains data on teaching, publishing, professional, and scientific activities, as well as the institutional contribution of employees in the academic year. It enables the tracking of activities with the aim of rewarding the most productive employees.

The Facility Management module enables the administration of buildings and spaces, as well as the inventorying of all (scientific) equipment within the institution. It allows for the designation of a responsible person for specific spaces (e.g., Laboratory Manager), and enables equipment assignment and loan tracking.

Resource sharing
The module facilitates a model where one institution acts as the owner while others can be users. This aligns with the contemporary "Space as a Service" (SPaaS) paradigm. Rather than each institution constructing its own laboratory, facilities can be shared, thereby maximizing asset utilization.

The module provides a simple interface for reporting defects to the relevant professional services. The person in charge (department) acts on the application and records the status of the request (in process/solved) in the system.

The module allows for the complete digitization of all paper forms in the institution, thus eliminating the need to fill out forms in Word and send them via email.

Various forms and requests that are often part of a regulation (e.g., Request to work at another institution, Request for field trips, Request for a demonstrator, requests for issuing various certificates, etc.). The appearance and fields of forms are adjustable. Each form can have multiple signatories and its own CLASS and REG.NUMBER.

Surveys can be public and private (only for people at the institution), and mandatory or optional. Each survey can be assigned to a group (department, students, etc.) that needs to complete the survey.

Student Surveys
Anonymous* surveys that collect feedback about courses and teachers. The results can be processed by teacher, course, or study program.
* The survey is anonymous if authentication is not required to access the survey.

Anonymous surveys
Can be used for reporting unacceptable behavior in the academic community or other purposes.

Issuance of corresponding certificates on completed training programs.

The module enables the complete digitization of the Clinical Skills Logbook and the tracking of students practical work at teaching hospitals. The system integrates a structured overview of requirements, electronic verification of competency levels (A-D) by clinical mentors, and final evaluation forms. The solution is dynamically adaptable to all study programs, featuring the automated generation of compliance reports.