Scenario: A university offers a hybrid academic program for students. The hybrid program offers more flexibility and options for students. However, it's also more complicated for the academic schedulers to plan. They need a flexible, visual way to plan each semester's course program and to share the finalized schedule with students and staff members.
Some classes are in-person only. Some classes have both in-person and online options. And beyond the classes, there are requirements for clinical hours and labs.
Sub-calendars
The calendar is set up with sub-calendars for each course offering. The sub-calendars are organized in folders for each graduating class. A few other sub-calendars show campus-wide events and holidays, departmental events, student activities, and the schedule for teaching assistants.
Event fields
Default event fields capture the basic information: Who (Lead Faculty), Where, and Description. A custom field has options for the Session Type.
Two master calendars
Calendar access is a little different in this scenario, as the team uses two separate Teamup master calendars.
One calendar has the finalized schedule (shown above). This is the calendar that's shared with students, faculty, and staff.
The other master calendar is for planning purposes. As it's time to schedule out each academic semester, the team creates the needed sub-calendars for all the relevant graduating classes. They can then add and move events as needed, seeing what arrangement works best, as they plan the course load. The planning calendar has the same custom fields as the Finalized Schedule calendar.
Access for schedulers, students, and staff
The schedulers who work to create the course schedules have full modify access for the planning sub-calendars, so they can add and update events when planning each semester's course load.
Students have read-only access to the finalized schedule for their graduating class, which they can access in any browser or the Teamup app.
Faculty and staff have read-only access to the finalized schedule for all classes.
When the course planning is completed, the team moves it from the planning calendar to the finalized schedule calendar using Teamup's export and import functions.
In fact, they often start planning out each semester's schedule by exporting a previous schedule. Since many of the classes and course requirements are the same, year after year, exporting a previous schedule gives them a lot of building blocks to work with. They don't have to recreate everything from scratch. They can just update any information that's changed and then get to work scheduling classes.
See a real user story of hybrid academic scheduling with Teamup.