Setup Guide for Coordinators

Overview​

This guide is designed for Points of Contact (POCs) or Course/Program coordinators embarking on the journey to digitize and streamline their campus operations using CampX. By following the outlined steps, you will be equipped to leverage CampX's full suite of features, enhancing administrative efficiency and the educational experience for both faculty and students.

Key Features​

→ Populate User Profiles, Course data, and Academic configurations.
→ Create and Manage Timetables, Sessions, and Classroom groups.
→ Facilitate Student registrations and define System-wide role hierarchies.
→ Assign Faculty members and streamline Class schedules.

User Setup​

Begin by adding Users and assigning User Profiles.

● Adding Users​

Steps to Add Users:

1. Go to Admin >> Manage Users >> All Users.
2. Click Add New User to add a new User.
3. Select Institution; enter personal details; choose a Username & Password; enter Employee Id, e-mail; select Department and Designation.
4. Click Create User.
   —User is now added to the System—

● Assigning User Profile​

Steps to Assigning User Profile:

1. Go to Admin >> People.
2. Click Add User Profile Relation.
3. Select Department, select User that has been added to the System (refer above), choose Profile.
4. Confirm.

Academic Setup​

● Adding Courses​

Add your institution’s course offerings.

Steps to Add Courses:

1. Navigate to Admin >> Courses (Beta) >> Master Courses.
2. To add a new Master Course, click on Add Master Course located at the top-right corner of the interface.
3. Once a master course has been added, click View(eye) icon. Fill up the form; click here for detailed instructions.

● Configuring Academic Calendar​

Set up the academic calendar with important dates like semester start/end, holidays, and exams.

Steps to Configure Academic Calendar:

1. Navigate to UMS >> Configurations >> Academics >> Academic Calendar.
2. Apply Filters. Click Get Academic Calendar.
3. In the Academics card, click View >.
4. Click Add New. Select the type of event - Classroom.
5. Choose Subtype - Unit of Instruction, Mid Examination, Preparation & Practical, or End Examination. Fill in all details; check the checkbox incase the event occurs annually. Click Create Event.
6. Click Add New. Select the type of event - Holidays.
7. Choose Subtype - Mandatory or optional. Fill in all details; if the holiday event occurs every year, check accordingly. Click Create Event.

● Defining Time Slot Templates​

Create Time Slot Templates to be used in scheduling classes and academic activities.

Steps to Define Time Slot Templates:

1. Go to UMS >> Configurations >> Classrooms >> Time Slot Templates.
2. Click Add New Template.
3. Enter the desired name for your new template.
4. Click Create Template.
5. Now, click the corresponding View icon.
6. To configure Time Slots, click Add New Slot.
7. Choose Days of the Week and Time Slot.

● Allotting Sections​

Allocate Sections.

Steps:

1. Go to UMS >> Configurations >> Classrooms >> Sections.
2. Click Add New Section.

● Assigning Faculty Members​

Assign faculty members to the relevant courses for the upcoming academic year within a particular classroom.

Steps to Assign Faculty Members to Courses:

1. Go to UMS >> Classrooms >> Classrooms.
2. Apply Filters. Click Get Classrooms.
3. In the Academics card, click View >.
4. Select Semester and Course.
5. In the Course card, click kebab (3 dots) menu and click Assign Faculty.
6. Select Department, Name of the Faculty, and Subject In-Charge.

● Creating Time Table​

Create a Timetable before defining Time Slots and scheduling Classes/Sections and adding Sessions.

Steps to Create Time Table:

1. Go to UMS >> Classrooms >> Classrooms.
2. Apply Filters. Click Get Classrooms.
3. In the Academics card, click View >.
4. Click Class Timetable.
5. Now, click on kebab (3 dots) menu at the top right corner and select Add New Class.
6. Select Course and Days. For each day, select Time Period and Faculty as well as Room No.
7. Click Add Class.

● Creating Sessions for Academic Activities​

Generate sessions (e.g., lectures, labs) based on the configured timetable.

Steps to Add Sessions:

1. Go to UMS >> Classrooms >> Classrooms.
2. Apply Filters. Click Get Classrooms.
3. In the Academics card, click View >.
4. Click Class Timetable >> View Sessions.
5. Click Add New Session.
6. Select Course, Faculty, Date and click Create Session.

● Doing Course Registrations​

Enable students to register for courses.

Steps to Register Students for Courses:

1. Navigate to UMS >> Course Registrations.
2. Apply Filters. Click Search.
3. Choose the Course/Course Code. Click Registrations.
4. Select students.
5. Click Update Registrations.

● Creating Classroom Groups​

Organize Students and faculty members into Classroom groups for collaboration and communication.

Steps to Create Classroom Groups:

1. Go to UMS >> Classrooms >> Classrooms.
2. Apply Filters. Click Get Classrooms.
3. In the Academics card, click View >.
4. Select Semester and Course.
5. In the Course card, click kebab (3 dots) menu and click Classroom Groups.
6. For the option of Classroom has Group, opt Yes.
7. Enter a Group Name. Select Faculty, Students. Click Create Groups.

Common Issues & Solutions​

Support​

Need Help?
Access Support Portal from the Footer and Click on "Login with CampX."