Academics & Learning
Academic Structures & Programs
Give your academic model a clear foundation.
Represent the institution’s academic organization, from school years and grades to faculties, qualifications and programs.
Represent years, levels, faculties, departments, and programs with explicit relationships.
START WITH THE ACTUAL WORK
Why connect academic structures & programs?
A primary year group, a vocational qualification, and a university faculty need different structures. Forcing them into one flat list makes every later workflow harder.
WHAT THIS CAPABILITY BRINGS TOGETHER
Academic Structures & Programs: records, decisions, and handovers.
Academic hierarchy
Represent years, levels, faculties, departments, and programs with explicit relationships.
Calendar context
Connect teaching periods and academic years to the programs they govern.
Program ownership
Assign the teams responsible for program definitions and changes.
FOLLOW THE WORK FROM START TO FINISH
Explore the academic structures & programs workflow.
This interactive illustration explains the operating model. It contains no live institutional records.
Academic hierarchy
Represent years, levels, faculties, departments, and programs with explicit relationships.
Learning contextCalendar context
Connect teaching periods and academic years to the programs they govern.
Learning contextProgram ownership
Assign the teams responsible for program definitions and changes.
Learning contextDefine an academic calendar
Set the calendar and the periods used for teaching and reporting.
A WORKED EXAMPLE · ILLUSTRATIVE SCENARIO
A revised program must preserve the earlier cohort’s rules
A faculty changes a program requirement for the next intake. Existing learners should not unexpectedly inherit a new credit or subject requirement.
The decision and its context
Separate the approved program version from its delivery periods and enrolled cohorts. Map requirements, electives and exceptions to the version that applies to each learner, with ownership for amendments.
What a complete outcome looks like
Compare an existing learner and a new entrant. Both should have an understandable route to completion, including the evidence for any approved substitution.
A CAPABILITY, NOT AN ISLAND
Connect academic structures & programs with the next workflow.
The same institutional context should support the next responsible team’s action. Explore the connected capabilities.
Organize subjects and courses with their teaching teams, prerequisites, capacity and program relationships.
Enrollment & RegistrationConnect accepted offers with course or class registration, guardian details and the requirements for starting a new term.
Student Progression & PromotionConnect progression decisions to academic requirements, teacher review and the next stage of a student’s program.
YOUR INSTITUTION’S RULES
Set the rules for academic structures & programs.
- Academic-year and term structures
- Program levels and qualification types
- Faculties, departments, and approval ownership
WHEN THE DAY DOESN’T FOLLOW THE DEFAULT
A program changes mid-cycle
Version the change and agree its effective cohort rather than rewriting the rules for learners already enrolled.
Academic Structures & ProgramsAcademic hierarchy → Program ownershipSEE HOW THE WORK CONNECTS
Academic Structures & Programs
Academic directors · Registrars. Represent years, levels, faculties, departments, and programs with explicit relationships.
- 01
Academic hierarchy
Represent years, levels, faculties, departments, and programs with explicit relationships.
- 02
Calendar context
Connect teaching periods and academic years to the programs they govern.
- 03
Program ownership
Assign the teams responsible for program definitions and changes.
Illustrative workflow · Shape the details around your institution.
AUTOMATION WITH A PURPOSE
When a new academic period is prepared.
Use an agreed trigger and response while keeping the responsible person in the decision.
A new academic period is prepared
Bring forward approved structures for review and highlight definitions needing renewal.
APPROPRIATE CONTROL
Who can act on academic structures & programs?
Protect structural changes that affect enrollment and results. Record their approval and effective period before downstream use.
Explore security and institutional controlKNOW WHETHER THE CHANGE IS HELPING
Cycle readiness
Review programs missing owners, period dates, or an approved structure before registration opens.
Agree the baseline, reporting period, and owner before comparing results.Connect evidence to decisionsSEE IT IN YOUR CONTEXT
Different institutions. Specific responsibilities.
Institution perspectives
K–12 schoolsVocational educationPeople doing the work
Academic directorsRegistrarsA practical introduction
Bring a representative workflow, one recurring exception, and the people who own the handoffs.
Plan your implementationBEFORE THE CONVERSATION
Useful questions about academic structures & programs.
Can school and university structures coexist?
Different institutions can use the appropriate hierarchy: grades and classes for a school, or faculties, programs, courses, and credits for higher education.
How should academic teams prepare for rollout?
Start with an approved academic calendar, clear curriculum or course ownership, and representative teaching examples. Use a pilot cycle to review how the planned workflow fits daily teaching.
PUT YOUR PROCESS IN THE PICTURE
Explore academic structures & programs in your institution.
Start with your current workflow, the decisions that take time, and the handoffs you want to improve.
This public page presents Qentak’s capability model and an illustrative workflow. Available modules, integrations, operating rules, and rollout scope are established in your implementation plan.
Explore all 69 capabilities