Karel de Grote (KdG) University is the largest institution of its kind in Antwerp. Its 13 campuses play host to more than 12,000 students and almost 1,200 staff across six fields of study. A student-orientated institution with more than 200 partners globally, its focus on internationalism, cooperation and sustainable innovation.
Room and equipment bookings have traditionally been handled by KdG’s central administrative team. Technological developments and changes in teaching and learning styles in recent years meant that more and more academic work was being done outside scheduled classes. Student and staff requests for room bookings was creating an unsustainable workload for its administrative team, which was struggling to cope with demand.
In 2015, KdG took the decision to automate its ad-hoc and extracurricular room bookings. They needed a flexible solution which would enable students and staff to make and manage their own bookings but would give administrators granular control over what could be booked, and when.
Initially interested in our tried-and-tested Web Room solution, Timetabling staff from KdG pre-production version of Resource Booker at a Scientia User Group meeting and were hooked.
"We loved the idea and concept: an intuitive, Cloud-based solution with a modern User Interface - perfect for non-technical users. We bought it on the strength of the functionality, look and feel, and our ten-year relationship with Scientia."
“The Scientia Consultants and Support staff were all great. The fact that some of them are native Dutch speakers is a nice bonus.”
KdG commissioned Scientia to deploy Resource Booker and went live in May 2016 – one of the first implementations of the solution. The aim from the outset was to make Resource Booker available to all students and staff. Following a successful pilot, university staff gained access in September 2016.
Despite the potential for the reduced workload, there was initially resistance to the solution from Timetablers who were concerned about losing access to rooms they may ultimately need. Those fears have been allayed by the configurability of Resource Booker; administrators can control whether bookings are confirmed instantly, or if they need approval – at a per-resource level.
“We’re rolling out access to students as we speak. Again, the reaction’s been positive; they’ve quickly adopted it due to its simplicity and great User Interface. We’re looking forward to developing and extending our use further in 2017.”