SivitasRun the academic year from one place.
Sivitas brings curriculum, timetabling, teaching, accreditation evidence and faculty records into a single system for a faculty or school. Plan a term in days instead of months, and walk into an accreditation visit with the tables already filled.
Every office in the faculty, one data model
Each module reads and writes the same courses, classes, rooms, people and terms. Enter a lecturer once and the same record drives the timetable, the syllabus approval, the honorarium and the accreditation table.
Academic operations
Set up the institution and plan each term.
Teaching & learning
What lecturers and students use every week.
Accreditation & quality
Evidence as a by-product of daily work.
Faculty & HR
Records, recognition and pay for academic staff.
A term timetable you can defend, not just generate
Sivitas turns your rules into a mathematical model, solves it with a constraint solver, and shows you exactly why each class landed where it did. Nothing is published until a person reviews it.
Describe the rules
Room pools per program, holidays, cohort templates, lecturer availability, exam placement, travel time between campuses. Clone last year's rules and adjust.
Approve the model
Every rule compiles into a versioned model specification with a diff against the previous version. A named person approves it before any solve can run.
Generate
The solver places every class, lecturer and room at once. A full term of about 390 classes across 126 rooms solves in under a minute and reports proven optimality or the constraints that block a class.
Review and publish
Compare drafts as scenarios, pin what must not move, fix the few unplaced classes, then publish. Published schedules are protected and exported to Excel for the faculty.
What makes it different
- Explainable results. When a class cannot be placed, the report names the binding constraints instead of a shrug.
- Governance built in. Constraint changes are versioned, the model spec needs approval, publishing is locked behind a review.
- A scheduling assistant. Ask in plain language, get proposed constraint changes, apply them with one click.
- Lecturer allocation, too. Suggest who teaches what from teaching interest, qualification and workload caps, then let coordinators pin the final answer.
- Excel round trip. Import fixed schedules and candidate lists, export workbooks for department review.
What it respects
- Room capacity, allowed rooms and cohort tags
- No lecturer, room or cohort double-booking
- Meeting patterns, canonical start times and breaks after long classes
- Daily teaching caps and forbidden windows per lecturer
- Mid-term and final exam placement inside the meeting sequence
- Minimum travel time between campuses
- Public holidays and your academic calendar, parsed from the official document
The tables fill themselves
Accreditation evidence is usually rebuilt from spreadsheets the month before a visit. In Sivitas, the same syllabus, assessment, publication and staffing records that run the school produce the standard tables on demand.
- Assurance of Learning. Competency goals and learning objectives mapped to courses and assessment components; rubric-based direct assessment and survey-based indirect assessment; yearly reports and improvement plans.
- Faculty sufficiency and qualification. A configurable rules engine classifies each faculty member, warns early when a qualification is at risk, and prints the standard AACSB tables.
- National accreditation. BAN-PT data tables with import templates and Excel export, mapped to the official numbering.
- Data quality first. An incomplete-data dashboard and a full audit trail keep the evidence defensible.
Intellectual contributions by portfolio and type.
Faculty sufficiency and qualification by discipline.
Assurance of Learning results and actions.
Faculty qualification detail and time devoted.
Academic & student affairs, admissions, HR, planning and finance.
Numbered performance tables with pivot views and Excel round trip.
One record of what each lecturer does, used everywhere
A journal article is entered once through a standard form. It then appears in the lecturer's profile, in the peer-review queue, in the intellectual-contribution tables, in the credit-point dossier and in the faculty performance report.
Achievements and activities
Publications, grants, editorial duties, supervision, service, leadership and professional development, each with its own structured form and a submit, peer-review and approve workflow with score distributions.
Credit-point dossiers (DUPAK)
Submission periods, category weights, reviewer assignment with notifications, signatories and the generated official document, ready to download once approved.
Pay and letters
Teaching remuneration computed from fixed-rate courses and sessions, per-program and per-campus rates, tax rules, honorarium decrees and assignment letters exported to Excel.
Built for how universities are actually organized
Universities, campuses, departments, study programs, research groups and cohorts are first-class objects. Roles are scoped to them, so a study program administrator sees their program and nothing else.
Your systems stay the source of truth
A data-sync framework pulls students, faculty, programs, terms, courses and classes from your existing academic system or national data platform on a daily schedule, with per-record status and retry.
Sign in the way you already do
Google Workspace login, institutional single sign-on, or email and password with lockout and CAPTCHA protection. Google Classroom links from every course class.
Open by design
Excel import and export throughout, Word document generation for syllabi and dossiers, and a scoped, rate-limited third-party API with self-service key management and live documentation.
Physical campus aware
Multi-campus and multi-timezone. RFID readers on rooms feed attendance automatically. Travel buffers between campuses shape the timetable.
Deploy where your data must live
A PHP and MySQL application with Redis and a small Python solver service. Runs on one on-premises server or in your cloud tenancy. Nothing leaves your institution unless you connect it.
Switch on what you need
Modules, login options, achievement categories and school type are configured per institution. A business school and an engineering faculty get different menus from the same product.
Frequently asked
Is Sivitas a student information system or an LMS?
Neither. Sivitas sits between them. It plans and governs the academic year (curriculum, timetable, teaching assignment, syllabus approval), tracks the faculty side (activities, qualification, pay) and produces accreditation evidence. It syncs with your existing student system and links to Google Classroom rather than replacing them.
Does the AI scheduler replace our scheduling staff?
No. It replaces the weeks they spend moving cells in a spreadsheet. Staff still own the rules, approve the model, pin what must not move and decide what gets published. The solver does the combinatorics and explains its result.
Where is the AI used, and where does the data go?
Large language models are used for parsing academic calendars, mapping free-text teaching interest to courses, and the scheduling assistant. The timetable itself is produced by a deterministic constraint solver that runs on your server. The language-model driver is configurable and can be pointed at your own API key.
We are not a business school. Is it still relevant?
Yes. The AACSB-specific modules (Assurance of Learning, faculty sufficiency and qualification, BSQ) are switched on by school type. Scheduling, curriculum, syllabus, teaching, final project, people, achievements, DUPAK and national accreditation apply to any faculty.
How do we get our data in?
Three ways: the data-sync framework against your academic system's API, Excel import templates in almost every module, or the standard forms. Most institutions start with a sync of people, programs and courses and grow from there.
Can we run it ourselves?
Yes. Sivitas is deployed as a PHP application on MySQL with Redis and a Python solver service, on a plain Linux server or in containers. We also host it for you if you prefer.
See it on your own data
A demo takes an hour. Bring last semester's course list and we will show you a timetable, a syllabus approval and an accreditation table built from it.